Transform your rough meeting notes into polished, professional board minutes that accurately document decisions, action items, and discussions. This prompt helps you create clear records that satisfy governance requirements while remaining readable and useful.
Convert these meeting notes into formal church board minutes.
Meeting information:
- Meeting type: [e.g., "Regular monthly board meeting" or "Special called meeting"]
- Date: [meeting date]
- Time: [start and end time]
- Location: [where held]
Attendees:
- Present: [list names and roles]
- Absent: [list names if applicable]
- Guests: [any non-board members present]
Raw notes from the meeting:
[Paste your rough notes here - include topics discussed, decisions made, votes taken, reports given, and any action items assigned]
Format the minutes with these sections:
1. Call to Order (who called, what time, opening prayer if applicable)
2. Attendance (present, absent, quorum status)
3. Approval of Previous Minutes (motion, second, vote)
4. Financial Report (summary of treasurer's report, any motions)
5. Pastor's Report (if given)
6. Committee Reports (summarize each)
7. Old Business (items carried forward)
8. New Business (new items discussed)
9. Action Items (who, what, by when - formatted as clear list)
10. Next Meeting (date, time, location)
11. Adjournment (motion, time)
Guidelines:
- Use third person, past tense ("The board discussed..." not "We discussed...")
- Record motions exactly: "Motion by [name], seconded by [name], to [action]. Motion passed/failed [vote count if recorded]."
- Be factual and objective - don't include opinions or interpretations
- Include enough detail to understand decisions, but don't transcribe entire discussions
- Clearly identify all action items with responsible party and deadline
Tone: Professional and formal, but readable. These are official church records.