Government Meeting Minutes Assistant

Category: General Content Complexity: Intermediate Use Case: Government Clerks, Municipal Administration, Meeting Documentation

The Prompt

Analyze this government meeting transcript and help me draft official meeting minutes.

**Meeting Context:**
- Meeting type: [City Council / School Board / Planning Commission / etc.]
- Date: [Meeting date]
- Location: [Meeting location]
- Presiding officer: [Name and title]

**Paste your AI transcript below:**
[PASTE TRANSCRIPT HERE]

**Please extract and format the following for official minutes:**

1. **Meeting Metadata**
   - Date, time (start and end), and location
   - Type of meeting (regular, special, emergency)
   - Presiding officer name and title

2. **Attendance & Roll Call**
   - Members present (with titles)
   - Members absent (with reason if stated)
   - Quorum status (present or not)
   - Staff present (key officials)
   - Public attendees (count or notable participants)

3. **Call to Order**
   - Time meeting called to order
   - Statement by presiding officer

4. **Agenda Approval**
   - Was agenda approved as presented or amended?
   - Vote count if taken

5. **Public Comment Period**
   - Names of public speakers (if they identified themselves)
   - Topic of each comment (brief summary, not verbatim)
   - Any actions taken in response

6. **Actions Taken**
   For each motion:
   - Motion text (what was proposed)
   - Who made the motion
   - Who seconded the motion
   - Summary of discussion (key points only, not verbatim)
   - Vote result (ayes, nays, abstentions, absent)
   - Outcome (passed/failed)

7. **Reports & Presentations**
   - Title of each report
   - Presenter name and affiliation
   - Key points presented (summary)
   - Any questions or discussion
   - Actions taken on reports

8. **New Business / Old Business**
   - Items discussed under each category
   - Decisions made
   - Items tabled or continued

9. **Announcements**
   - Important announcements made
   - Future meeting dates

10. **Adjournment**
    - Time of adjournment
    - Who moved to adjourn
    - Vote result if taken

**Format Requirements:**
- Use past tense throughout
- Focus on "what was done" not "what was said"
- Be concise but comprehensive
- Include all required elements for official record
- Use formal titles (Councilmember, Commissioner, etc.)
- Organize chronologically as meeting proceeded

**Important Notes:**
- These AI-generated minutes are a DRAFT only
- Government clerk must review and approve final minutes
- Clerk is responsible for ensuring legal compliance
- Official minutes must be approved by the legislative body

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Prompt by BrassTranscripts (brasstranscripts.com) – Professional AI transcription with automatic speaker identification.
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📖 View Markdown Version

⚙️ Download YAML Format

How To Use

1. Record the government meeting (audio or video)
2. Transcribe with BrassTranscripts at brasstranscripts.com/upload
3. Download the TXT transcript (plain text format works best)
4. Copy this prompt and paste into ChatGPT, Claude, or Gemini
5. Fill in meeting context (date, type, presiding officer)
6. Paste your AI transcript where indicated
7. Review the drafted minutes carefully
8. Edit for accuracy - AI is a helper, not a replacement
9. Follow your jurisdiction’s approval process before finalizing

What You’ll Get

The AI will generate a structured draft of official meeting minutes including:

• Properly formatted attendance with titles and quorum status
• All motions extracted with maker, seconder, discussion summary, and vote counts
• Public comment summary with speaker topics (not verbatim comments)
• Actions taken in chronological order as they occurred
• Reports and presentations summarized with key points
• Meeting timeline from call to order through adjournment

Output format: Structured minutes following standard government meeting documentation practices, ready for clerk review and legislative body approval.

Tips for Best Results

Before the meeting:

• Test your recording equipment
• Position microphone to capture all speakers clearly
• Announce the meeting type and date at the beginning
• Conduct formal roll call for attendance record

During transcription:

• Use speaker identification features (BrassTranscripts does this automatically)
• Ensure clear audio for accurate AI transcription
• Review the 30-word preview before purchasing full transcript

When using this prompt:

• Provide complete meeting context (date, type, officer)
• Include the full transcript for comprehensive minutes
• Specify any jurisdiction-specific formatting requirements
• Note if certain items require verbatim quotation

After AI generates draft:

• Verify all vote counts against your attendance record
• Check motion text accuracy - this must be precise
• Confirm speaker names and titles are correct
• Review public comment summaries for accuracy
• Follow your Open Meetings Act requirements for your state
• Get official approval from the legislative body

Legal Compliance Notes

IMPORTANT: AI-generated minutes are drafts only. The government clerk or designated official is responsible for:

• Ensuring compliance with state Open Meetings Act requirements
• Verifying accuracy of all information
• Following jurisdiction-specific formatting standards
• Obtaining official approval from the legislative body
• Maintaining official records per retention requirements

Most states require minutes to include:

• Actions taken (motions, resolutions, ordinances)
• Vote results (who voted yes/no/abstained)
• Attendance and quorum status
• Meeting date, time, location

Most states do NOT require:

• Verbatim transcripts of discussions
• Complete dialogue or every comment made
• Word-for-word public comment transcription

For specific requirements in your jurisdiction, consult your state’s Open Meetings Act or municipal clerk training resources.

Related Prompts

• Speaker Name Assignment Helper - Identify which speaker label corresponds to which person
• Meeting Action Items Extractor - Extract follow-up tasks from meeting transcripts
• Executive Summary Generator - Create high-level meeting summaries

Use Cases

City and Town Councils:

• Regular council meetings
• Special sessions
• Budget hearings
• Public hearings

School Boards:

• Board meetings (required audio recording in some states)
• Committee meetings
• Closed session minutes (limited detail)

Planning Commissions:

• Development review hearings
• Comprehensive plan meetings
• Quasi-judicial hearings (more detailed record needed)

County and State Bodies:

• Board of Supervisors meetings
• Commission meetings
• Multi-agency task forces

Special Districts:

• Water district meetings
• Fire district meetings
• Any public body subject to Open Meetings laws

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Need a transcript first? Upload your government meeting recording at BrassTranscripts.com for fast AI transcription with automatic speaker identification. See the 30-word preview before you pay.

Learn more: Read our complete guide on Government Meeting Documentation with AI Transcription for legal requirements, best practices, and compliance guidance.