The HOA board’s book of record
Meetings, minutes, every decision and every document, in one private workspace that belongs to the association, not to whoever was secretary last.
30 days free · No credit card · Watch the 90-second tour
Meetings / Regular
Tue, Nov 10 · 6:30 pm · Clubhouse
Approve minutes of the October 13 meeting
Moved / seconded: Garcia / Chen
Accept the landscaping bid from Greenline, not to exceed $18,400
Moved / seconded: Patel / Garcia
Repaint pool fence before the annual inspection
Moved / seconded: Chen / Brooks
Adopt the revised guest parking policy
Moved / seconded: Brooks / Chen
Attendance
Minutes
DraftDrafted from attendance and 4 motions. Ready for the secretary’s edits.
The problem
Your management company runs a portal for homeowners and dues. The board’s own records end up somewhere else: email attachments, a shared drive, the last secretary’s laptop.
That works until someone asks “what did we decide, and when?” and nobody can find the motion. Or until a director steps down and the history leaves with them.
See it
A real board workspace with an invented association: decisions, minutes, documents read for you, and an assistant that answers from your own records.
This is Heemah, the book of record for your HOA board. Every board gets its own private workspace.
The dashboard shows your next meeting, the minutes waiting for a vote, and what California law says is due.
Every motion the board has made is here, with the result and the vote. Search for “pool”, and you see the whole story.
Each meeting keeps its agenda, who attended, and the minutes. Once they’re approved, minutes are locked and filed as a PDF.
Your documents sit on shelves by category, each with a short summary of what it is. Upload an old scanned resolution: Heemah reads it on its own servers.
To find something, ask in your own words. How long can guests park? Heemah goes straight to the CC&Rs. Meanwhile, the scan has been read, titled, and filed under governing documents.
Or ask the assistant. Can an owner keep a 55-pound dog? It answers from your own resolution and CC&Rs, and links to the source.
Features
One place for the meetings, the decisions and the paperwork, with nothing tied to any one director.
The first draft is built from what was actually recorded: who was present, each motion and how it went. No AI writing, so nothing invented ends up in a legal record. Approved minutes are filed as a letterheaded PDF and locked.
Present: M. Garcia, L. Chen, R. Patel, J. Brooks. Quorum was present.
Motion 2. Moved by R. Patel, seconded by M. Garcia, to accept the landscaping bid… Carried, 3–1.
One register of every motion the board has ever voted on. “When did we approve the landscaping contract?” takes a search, not an afternoon in old email.
CC&Rs, budgets, the reserve study, insurance, contracts. Sorted the way an HOA thinks, versioned and searchable, filed on upload.
Directors get logins from the board roster, managed by the President and Secretary. When a term ends, access ends with it, and everything they did stays on the record.
M. Garcia · President
Term to Dec 2027
L. Chen · Secretary
Term to Dec 2026
D. Ortiz · Secretary
Term ended Dec 2025
Recurring Davis-Stirling deadlines as reminders, each with its citation. A reminder, not legal advice.
Quarterly review of accounts
Civ. Code §5500
Review the reserve study
Civ. Code §5550
Annual budget report
Civ. Code §5300
Each project keeps its vendor bids together with the PDFs: amount, what's covered, how long the price holds. Accept one and the others are marked declined, the approval goes into the decisions register, and a contract is started. Months later, “why did we pick them?” has an answer.
Agenda, attendance with a live quorum count, motions with mover, seconder and vote, and action items that become tasks. An executive session and the open session on the same night stay one meeting, with separate minutes. Publish the agenda as a PDF and email it to the board in one step.
One export holds every document, meeting, motion, project, bid, contact and task, in plain files and spreadsheets that open without Heemah.
How it works
Step 1
Set the agenda, record when notice was posted, and email the agenda PDF to the board.
Step 2
Mark who’s present and see quorum. Record each motion: mover, seconder, vote.
Step 3
Minutes are drafted from the record. The secretary edits from there.
Step 4
Approve at the next meeting. Minutes are filed as a letterheaded PDF and locked.
Pricing
Every plan includes every feature and every director, and starts with a 30-day free trial. No credit card needed.
Up to 50 units
$780 /year
Billed monthly $65/month, billed yearly. $168 saved.
51 to 150 units
$1,488 /year
Billed monthly $124/month, billed yearly. $300 saved.
More than 150 units
Let’s talk
Quoted for your association
No. Heemah is for the board only. Homeowners, dues and payments stay with your management company and its portal. Heemah is where the board’s own records live.
Only the directors you seat. Each association is fully separate, and a director whose term has ended can no longer sign in.
Nothing is lost. The records belong to the association’s own account, not to any one director, so the next secretary picks up where the last one left off.
Minutes are never written by AI: the draft is assembled from what the board recorded. Reading and filing uploaded documents runs on our own infrastructure, and document text is never sent to an outside AI provider.
For California associations, Heemah builds a calendar of recurring Davis-Stirling deadlines (annual budget report, reserve study review, quarterly account review and more) as reminders, each with its citation. It is a reminder, not legal advice. Other states are coming.
Plans are priced by the size of the association, and every plan includes every feature and every director. Larger associations: book a demo and we’ll quote yours.
Yes. Every plan starts with a 30-day free trial, long enough to run a full meeting through Heemah, from agenda to drafted minutes. No credit card. Tell us about your board and we’ll set your association up.
Get started
Try Heemah free for 30 days, no credit card. Tell us about your board and we’ll set your association up, or walk you through it first if you’d rather see a demo.
