Board Minutes Drafting Agent
Converts board and committee meeting recordings or notes into formatted draft minutes, resolutions, and action item trackers for corporate secretary review.
Corporate secretaries are responsible for producing accurate, legally sufficient minutes after every board and committee meeting, but manually transcribing discussion into properly formatted minutes and tracking down resolution language and voting results is time-consuming and prone to omission
Delayed minutes create governance risk, especially when resolutions need to be formally adopted for financing, M&A, or regulatory filings
This agent processes meeting recordings or notes to draft structured minutes that separate reportable decisions from general discussion, correctly capture motions and voting outcomes, and generate an action item tracker for follow-up
It gives the corporate secretary a strong first draft within hours of a meeting instead of days, while flagging any resolution language that needs legal review before circulation
The agent triggers when a board or committee meeting recording, transcript, or notes file is uploaded, then uses speech-to-text and speaker diarization where audio is provided to produce a raw transcript. An LLM parses the transcript to identify agenda items, distinguish formal motions and votes from general discussion, and draft minutes in the company's standard governance format, including resolution language pulled from company templates. The agent extracts action items with named owners and due dates into a tracker, flags any resolution requiring outside counsel review based on materiality thresholds, and routes the draft to the corporate secretary for editing before final board approval at the next meeting.
Process Meeting Record
- Transcribe audio recording with speaker diarization if applicable
- Ingest supplemental notes or slide references
- Segment transcript by agenda item
- Identify formal motions, seconds, and vote outcomes
Draft Minutes
- Generate formal minutes language per company governance template
- Insert resolution text for approved motions
- Summarize discussion points without verbatim transcription
- Note attendance, quorum, and abstentions
Extract Action Items
- Identify commitments, owners, and due dates from discussion
- Populate an action item tracker linked to the meeting
- Flag carry-over items from prior meeting minutes
- Notify assigned owners of new action items
Route for Review and Approval
- Flag material resolutions for outside counsel review
- Deliver draft minutes to corporate secretary for editing
- Track revision history through to final approval
- Archive approved minutes in the corporate records system