Verified July 2026

AI Meeting Minutes Generator — Board, Project, Sales, Non-Profit Templates

An AI meeting minutes generator turns a recorded meeting into a structured formal record with attendees, agenda, decisions, motions/votes, and action items. VexaScribe uses Whisper Large-v3 for transcription then structures output as board minutes (Robert's Rules), project standup notes, sales pipeline reviews, or non-profit/HOA minutes. Handles multi-hour meetings via map-reduce. No training on your data.

VexaScribe takes any recorded meeting — Zoom Cloud recording, Microsoft Teams, Google Meet, or a dictaphone file for in-person meetings — and generates formal meeting minutes in the template of your choice. Upload MP3, WAV, MP4, MOV or any of 17 supported formats up to 5 GB and 10 hours per file. Whisper Large-v3 transcribes with 90-95% accuracy on clean audio, then the AI structures output per your chosen template: board meeting (Robert's Rules), project standup, sales team, or non-profit/HOA. A 60-minute meeting produces reviewable minutes in 5-10 minutes. Chair and secretary sign after review (typically 5-10 min human validation). Multi-hour meetings use map-reduce architecture to preserve structure without truncation. Zero training on your data — differentiator vs Otter (trains by default). London AWS eu-west-2 storage under UK-GDPR. Free 30 minutes at signup — no credit card.

30 minutes freeNo credit card4 template typesNo training on your data

Minutes vs summary vs transcript — the difference

These three documents come from the same meeting recording but serve different purposes. Picking the right one matters — informal summaries don't satisfy board governance requirements, and transcripts alone aren't a decision record.

DocumentWhat it isFormalityWhen to use
TranscriptVerbatim word-for-word recordNone — raw sourceWhen you need every word (research, legal citation, quote verification)
SummaryInformal recap of what was discussedLow — no legal weightPersonal notes, informal team recap, internal use only
MinutesStructured formal record of decisions, motions, votes, action itemsHigh — has organizational or legal validity when signedBoards, HOAs, non-profits, corporate governance, any meeting requiring auditability

For informal summaries specifically, see Transcript to Summary. For raw transcripts, see Transcribe Audio to Text. This page focuses on formal minutes with template structure.

Generate meeting minutes in 3 steps

From a recorded meeting to a signed set of minutes in under 30 minutes total.

  1. 1

    Record the meeting

    Zoom Cloud, Teams, Google Meet, or dictaphone for in-person. Any format works (MP3, WAV, MP4, MOV — 17 total, up to 5 GB and 10 hours).

  2. 2

    Upload + pick template

    Drop file into VexaScribe, select Board (Robert's Rules) / Project / Sales / Non-profit template. Whisper Large-v3 transcribes and structures — 5-10 min for a 60-min meeting.

  3. 3

    Review, sign, distribute

    Chair + secretary review the draft (5-10 min), correct proper nouns, verify votes and action items, sign. Export DOCX or PDF, file in your minutes registry.

Standard meeting minutes structure

Every well-structured set of minutes includes these elements. Templates differ in emphasis (board minutes lean heavily on motions/votes; standup notes lean on action items) but the core skeleton is consistent.

  1. 1.Header (organization name, meeting date/time, location, meeting type)
  2. 2.Attendees (present, absent excused, quorum status)
  3. 3.Approval of previous minutes (if applicable)
  4. 4.Agenda (reproduced from the meeting notice)
  5. 5.Discussion summary per agenda item
  6. 6.Motions and votes (for formal boards — mover, seconder, vote count)
  7. 7.Decisions made
  8. 8.Action items with owners and deadlines
  9. 9.Adjournment time
  10. 10.Signatures (chair/president + secretary)

For formal boards following Robert's Rules of Order (Henry Martyn Robert, first published 1876; standard US parliamentary procedure reference), the motions/votes section is legally required and must include mover, seconder, and vote count per resolution.

4 template types — pick the right one for your meeting

The transcript is the same across templates — what changes is how the AI structures the output. Generate multiple templates from the same recording at no extra cost.

Board meeting (Robert's Rules)

Best for: Corporate boards, non-profit boards, HOAs, city councils

Contains: Motions with mover/seconder/vote count, decisions with rationale, formal action items with owners and deadlines, adherence to Robert's Rules of Order parliamentary procedure

Project standup / team meeting

Best for: Product teams, engineering standups, sprint planning

Contains: Blockers raised, decisions made, action items with owner + deadline, next steps, open questions carried to next meeting

Sales team meeting / pipeline review

Best for: Sales teams, revenue operations, account executives

Contains: Deal stage updates per account, pipeline metrics, action items per deal, competitor mentions with positioning, blockers requiring escalation

Non-profit / HOA meeting

Best for: 501(c)(3) boards, HOA boards, community associations, membership orgs

Contains: Treasurer's report, committee updates, member motions and vote records, action items with owners, next meeting date/agenda preview

Example 1 — Board meeting minutes (Robert's Rules)

BOARD OF DIRECTORS — MEETING MINUTES

Organization: ExampleCo Non-Profit Inc. · Date: July 15, 2026, 6:00 PM EST · Location: Zoom (recording archived)

Chair: Sarah Chen · Secretary: David Park

Attendees

Present: Sarah Chen (Chair), David Park (Secretary), Priya Rao (Treasurer), Marcus Johnson, Elena Rodriguez, Tom Anderson (6 of 7 directors — quorum met per bylaws Article IV)

Absent excused: Rachel Kim

Agenda

  • 1. Call to order
  • 2. Approval of June 2026 minutes
  • 3. Treasurer's report (Q2 2026)
  • 4. Motion: Approve annual audit engagement with Smith & Associates CPA
  • 5. Executive director search committee update
  • 6. New business
  • 7. Adjournment

Motions and votes

Motion 2026-07-01: To approve the June 2026 minutes as circulated. Moved: Marcus Johnson. Seconded: Elena Rodriguez. Vote: 6 for, 0 against, 0 abstain. MOTION PASSED.

Motion 2026-07-02: To engage Smith & Associates CPA for the FY 2025 annual audit at a not-to-exceed cost of $12,500, with work to complete by September 30, 2026. Moved: Priya Rao (Treasurer). Seconded: Tom Anderson. Vote: 5 for, 1 abstain (Marcus Johnson — audit committee member, disclosed conflict). MOTION PASSED.

Decisions

  • ● Annual audit engaged (Smith & Associates, $12,500 NTE, complete by 9/30/2026)
  • ● Executive director search committee to present shortlist at August board meeting

Action items

  • ● Priya Rao — execute audit engagement letter with Smith & Associates · Due: July 22, 2026
  • ● Sarah Chen — coordinate ED search committee shortlist presentation · Due: August 10, 2026
  • ● David Park — circulate these minutes for review within 7 days · Due: July 22, 2026

Adjournment

Meeting adjourned at 7:45 PM EST. Next meeting: August 19, 2026, 6:00 PM EST.

Signatures — Sarah Chen (Chair) · David Park (Secretary)

Example 2 — Project standup / team meeting

Sprint 47 Planning — Product Team

Date: July 15, 2026, 10:00 AM · Attendees: Alex (PM), Priya (Eng Lead), Marcus (Design), Tom (Backend), Sarah (QA)

Decisions

  • ● Sprint scope locked at 4 issues (down from 6 proposed — cut analytics dashboard to next sprint)
  • ● Design QA gate added before final merge (was skipped in Sprint 46, caused rework)
  • ● Feature flag rollout for onboarding redesign — 10% users week 1, 50% week 2, 100% week 3

Action items

  • ● Priya — spec API changes for onboarding · Due: July 17
  • ● Marcus — deliver final Figma with dark mode variant · Due: July 18
  • ● Tom — infra ticket for feature flag config · Due: July 16
  • ● Alex — update roadmap and notify stakeholders about analytics dashboard slip · Due: July 15 EOD

Blockers

  • ● Analytics dashboard blocked by BI team dependency — Priya to sync with BI lead this week
  • ● Design system component library on hold pending Marcus / design system team alignment

Open questions (carried to next standup)

  • ● Should onboarding redesign target mobile-first or desktop-first? (Alex to make call by Thursday)
  • ● QA capacity for Sprint 48 — Sarah flagged concern with 2-week vacation overlap

Example 3 — Sales team meeting / pipeline review

Weekly Pipeline Review — Q3 Sales Team

Date: July 15, 2026 · Attendees: Marcus (VP Sales), 4 AEs, 2 SDRs

Pipeline metrics

  • ● Total pipeline: $2.4M (up 12% WoW)
  • ● Q3 forecast: $850K (78% of $1.1M quota)
  • ● New logos this week: 3 · Lost deals: 2 (BigCorp Q3 slipped to Q4, MidCo went with competitor)

Deal updates (top 5)

  • ● Acme Corp ($120K ARR) — Negotiation stage. Close target July 30. Owner: Sarah. Blocker: CFO reviewing pricing.
  • ● TechCo ($85K) — Demo scheduled July 22. Owner: Priya. Champion: VP Eng.
  • ● Retail Chain X ($200K, multi-year) — Legal review. Owner: Tom. Timeline slipping to August.
  • ● StartupY ($30K, land-and-expand) — Signed! Kickoff scheduled. Owner: Rachel.
  • ● FinServ Co ($450K, enterprise) — Security review with their CISO. Owner: David. Est. close Q4.

Action items

  • ● Sarah — draft ROI model for Acme CFO by July 17
  • ● Tom — escalate Retail Chain X to CS + Legal for parallel review · July 16
  • ● Marcus — post-mortem on MidCo loss (why competitor won) · July 22

Competitor mentions

  • ● Competitor X came up in 4 deals this week — pricing pressure, but weaker on FR support (our differentiator)

Example 4 — HOA / non-profit meeting

SUNSET HILLS HOA — MONTHLY BOARD MEETING

Date: July 15, 2026, 7:00 PM · Location: Community Room + Zoom

Board present: J. Martinez (President), R. Thompson (VP), L. Wu (Treasurer), K. Patel (Secretary), M. Garcia (At-Large) · Quorum met.

Members present: 23 homeowners (12 in person, 11 via Zoom)

Treasurer's report

L. Wu reported operating account balance $47,832 as of June 30, 2026. Reserve fund $189,240 (fully funded per reserve study). Monthly dues collection rate 96.4% (2 delinquent homeowners, in collection process). Q2 expenses under budget by $3,200 (deferred landscape refresh).

Committee updates

  • ● Architectural Review: 4 requests approved this month (3 fence replacements, 1 solar panel install). 0 denied.
  • ● Landscape: Sprinkler zone 3 repair complete. Recommends drought-tolerant native plants for common area refresh (deferred to August meeting for vote).
  • ● Social: Summer BBQ July 27 confirmed. 45 RSVPs so far.

Member motions

Motion HOA-2026-07-01: To engage Green Landscapes Inc. for common area drought-tolerant refresh, not-to-exceed $15,000, work complete by October 15, 2026. Moved: R. Thompson. Seconded: M. Garcia. Discussion: 3 members raised concerns about water restrictions; treasurer confirmed budget capacity. Vote: 4 for, 1 abstain (K. Patel — potential landscape vendor conflict, disclosed). MOTION PASSED.

Action items

  • ● R. Thompson — execute Green Landscapes contract · Due: July 22
  • ● L. Wu — process reserve fund transfer for landscape work · Due: August 1
  • ● K. Patel — circulate these minutes to all members within 30 days per bylaws · Due: August 14

Next meeting

August 19, 2026, 7:00 PM. Agenda preview: 2026 budget draft review, election committee formation.

Signatures — J. Martinez (President) · K. Patel (Secretary)

These templates are provided as illustrative examples. For legally-binding minutes (SEC filings, court proceedings, contested board decisions), have legal counsel review the AI-generated draft before signing. VexaScribe generates the first draft; responsibility for accuracy remains with the human signers.

Privacy — your board discussions stay yours

For confidential board discussions, HR investigations, or attorney-client privileged calls, the AI vendor's data policy matters as much as the accuracy.

  • No training on user audio or transcripts. Explicit policy in our Terms and DPA. We use Whisper Large-v3 (open source, MIT license) as a frozen checkpoint — we don't retrain it. Our inference partner is contractually committed to not training on inference data.
  • London AWS eu-west-2 storage. All audio, transcripts, and generated minutes stored encrypted at rest in the UK. TLS 1.2+ in transit. Self-serve deletion at any time from your dashboard.
  • Contrast with Otter.ai. Otter trains on user audio by default with an opt-out buried in account settings (documented in our Otter alternatives comparison). For board minutes, this is not acceptable — hence the explicit differentiator.
  • Not HIPAA-eligible. Do not upload PHI without a signed BAA (Business Associate Agreement) in place. For HIPAA workloads, see our HIPAA-eligible medical transcription options.
  • DPA available on request. Standard Data Processing Agreement for enterprise buyers — email hello@vexascribe.com.

Multi-hour board meetings — how it works

Board meetings, all-day off-sites, and long HOA meetings frequently exceed the context window of standard LLM chat tools. ChatGPT paste-in typically fails at ~90 minutes of transcript. VexaScribe uses map-reduce architecture with semantic chunking:

  1. OpenAI embeddings detect natural topic boundaries in the meeting
  2. Each chunk is summarized in parallel by an AI model
  3. A consolidation phase merges all chunk summaries into unified minutes, preserving distinct motions and action items

A 4-hour board meeting produces structured minutes in 15-25 minutes without losing discussion detail or duplicating decisions.

When to use another tool

  • /ai-note-taker — for the live meeting bot category (Otter, Fireflies, Fathom, Granola). If you want a bot that auto-joins your calendar meetings, that's the guide.
  • /transcript-to-summary — for informal summaries (not formal minutes). Different formality tier.
  • /meeting-transcription — for the raw transcript workflow specifically. When you need verbatim text, not structured minutes.
  • /video-to-notes — for structured notes from any video (not just meetings). 5 note formats.
  • Human minute-taker — for legally-binding SEC filings, contested board decisions with potential litigation, or highly regulated contexts (public company boards, publicly-elected bodies). AI produces a strong first draft; consider human review by legal counsel for high-stakes contexts.

Pricing — starts at $0

Flat monthly pricing — no seat-based fees, no per-minute overage. All plans include the same AI quality (Whisper Large-v3 + all 4 templates); tiers only differ in monthly minutes.

PlanMonthly minutesPriceBest for
Free Trial30 min$0Testing on 1 meeting
Starter200 min (~3-4 hrs)$2/moSmall HOA / non-profit (monthly meeting)
Basic1,000 min (~16 hrs)$5/moSmall board + committees (2-4 meetings/mo)
Pro2,500 min (~41 hrs)$10/moCorporate boards, active project teams
Studio6,000 min (~100 hrs)$20/moMulti-board organizations, high-volume teams

Frequently Asked Questions

What's the difference between meeting minutes, a summary, and a transcript?

Three documents with different levels of formality. A transcript is verbatim — every word spoken, timestamped, unedited. A summary is an informal recap of what was discussed, no legal weight. Meeting minutes are the formal record of decisions, motions, votes, and action items — they have organizational or legal validity depending on the context (board minutes, HOA minutes, non-profit AGM minutes). AI tools can produce all three from the same recording, but minutes require structured formatting that summaries don't. For a for-profit board, non-profit AGM, or HOA, minutes are typically required by bylaws or state law; summaries alone don't satisfy governance requirements.

Do AI-generated meeting minutes have legal validity?

Yes, if signed by the designated parties per your bylaws or state law. The legal validity of minutes comes from the signatures of the meeting chair/president and secretary — not from the method used to draft them. AI-generated minutes have the same legal weight as manually-written minutes, provided the human signers verify accuracy before signing. For SEC-filed corporate board minutes, HOA minutes filed with the state, or contested board decisions with potential litigation exposure, review by legal counsel is advisable regardless of drafting method. The AI produces a first draft (90-95% accurate); the human review and signature are what make it legally binding.

Which template should I pick for my meeting type?

Four common structures depending on your meeting: (1) Board meeting minutes (Robert's Rules format) — attendees + quorum, motions and votes, decisions, action items with owners. For corporate boards, non-profit boards, HOAs, city councils. (2) Project standup / team meeting — decisions, blockers, action items, next steps. For weekly project syncs, sprint planning. (3) Sales team meeting / pipeline review — deal stage updates, sales metrics, action items, competitor mentions. (4) Non-profit or HOA meeting — treasurer's report, committee updates, member motions, vote records. VexaScribe generates any of these from a single recording — you pick the template at export.

How does AI handle multi-hour board meetings without losing context?

Map-reduce architecture with semantic chunking. Long meetings (2+ hours) exceed the context window of standard LLM chat interfaces (ChatGPT paste-in typically fails at ~90 minutes of transcript). VexaScribe uses OpenAI embeddings to detect natural topic boundaries in the meeting, splits into semantically-coherent chunks, summarizes each chunk in parallel, then consolidates into unified minutes preserving all decisions and action items. A 4-hour board meeting produces structured minutes in 15-25 minutes without losing the discussion structure or duplicating decisions across chunks.

Is my board's confidential discussion used to train AI?

No. VexaScribe explicitly does not train models on user audio or transcripts — verifiable in our Terms and DPA. We use OpenAI's Whisper Large-v3 (open-source, MIT license) which is a frozen checkpoint we run as-is; we don't retrain it. Our inference partner is contractually committed to not training on inference data. This is a deliberate differentiator vs Otter.ai, which trains on user audio by default with an opt-out buried in account settings. For confidential board discussions, HR investigations, or attorney-client privileged calls, this policy matters. All audio is stored encrypted at rest in AWS eu-west-2 (London) with self-serve deletion.

What audio formats and meeting platforms are supported?

17 audio and video formats up to 5 GB and 10 hours per recording. Audio: MP3, WAV, M4A, FLAC, OGG, AAC, AIFF, WMA, AMR, OPUS. Video: MP4, MOV, AVI, MKV, WebM, FLV, WMV. Meeting platform recordings are supported: Zoom Cloud recording (MP4), Microsoft Teams recording, Google Meet recording, Webex, GoToMeeting, plus dictaphone recordings (Otter, Rev exports work too if you're migrating). For platforms that don't provide download, use OBS Studio or your OS built-in recording. Recording quality matters: single-speaker studio audio gets 93-95% accuracy; typical Zoom multi-participant recordings 85-92%.

How does this compare to Otter, Fireflies, and Fathom?

Different architectures for different jobs. Otter/Fireflies/Fathom are bot-first — the tool joins your live meeting as a participant, records automatically. VexaScribe is upload-first — you record via Zoom/Teams/Meet or dictaphone, upload after. Bot-first wins when: you want zero manual action on calendar-scheduled meetings, or you need real-time integration with CRM (Fireflies excels here). Upload-first wins when: your meetings have confidentiality concerns (bots create disclosure obligations), you want maximum accuracy, or you have irregular meeting patterns not on your calendar. For a comprehensive category comparison, see our AI note taker guide. For alternatives specifically to Otter, see our Otter alternatives comparison.

What does the free tier include?

30 minutes of transcription and minutes generation free at signup — no credit card required. Full feature access: all 4 template types, speaker diarization, all export formats (DOCX, Markdown, TXT, PDF). Covers approximately one 25-minute board meeting or two 15-minute standups. Paid plans: Starter $2/month (200 minutes — 3-4 hour-long meetings), Basic $5/month (1000 min), Pro $10/month (2500 min), Studio $20/month (6000 min = ~100 hours). All plans include the same AI quality — the tiers only differ in monthly minutes. Compare with Otter Business ($30/user/mo) or Sonix ($10/hr): flat pricing dominates once you exceed ~5-10 hours of meetings monthly.