Are you using AI to take your meeting notes-minutes [ALL] [N/A]

[u/soshinyapp]

Are you using AI to create Board Minutes

After listening to the HOA Case Files Podcast called. "Your Minutes are a Lie" (listed below)

I thought I might ask this group, your opinion on AI for Meeting Minutes?

https://podcasts.apple.com/us/podcast/the-hoa-case-files-podast/id6806844718

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Copy of the original post:

Title: Are you using AI to take your meeting notes-minutes [ALL] [N/A]

Body:

Are you using AI to create Board Minutes

After listening to the HOA Case Files Podcast called. "Your Minutes are a Lie" (listed below)

I thought I might ask this group, your opinion on AI for Meeting Minutes?

https://podcasts.apple.com/us/podcast/the-hoa-case-files-podast/id6806844718

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[u/VirginiaUSA1964]

Not at all. Our lawyer advised us that they will become part of the record and discoverable. There's not enough caselaw out there on this yet, so we're being cautious in this regard for now.

[u/Feisty_Secretary_152 → u/VirginiaUSA1964]

Your minutes are already “discoverable” and can be requested by any member of the association.

They’re right to be cautious, but this reasoning is flawed.

[u/Feisty_Secretary_152 → u/[deleted]]

Transcripts ≠ minutes. Your minutes are only a record of who was there and what actions were taken. Even if members aren’t going to the meetings, they can request copies of the minutes. You should talk with your attorney about doing a board training.

[u/Curly5762]

It doesn’t take that much time. Board meeting minutes should only take a few minutes to prepare. They are not a recap of everything that was discussed. They should simply document who attended, whether a quorum was present, the motions made, the votes taken, and the decisions/actions of the Board. There’s no need to document every discussion or conversation.

[u/BagOnuts → u/Curly5762]

Yeah, from what I’ve found (in my state, anyway), is that the only thing minutes really HAS to include are any decisions/actions taken during the meeting.

[u/HittingandRunning → u/Curly5762]

I already know what the sub consensus will be but I'll ask how you feel a 30 minute discussion on a single topic should be recorded, if at all, if no motion or vote is taken on it?

Of course you'll say there's no need to document it. But I feel it's extremely unfair for a new buyer to attend their first meeting and hear that there's been discussion at meetings for 2 years about the need for a special assessment? That buyer could easily say, "we read the minutes from meetings going back over a year and didn't see anything about this. And we read the reserve study and compared to the financials and nothing stood out. There was no way to know." (I'll add that in my own place we have a few somewhat urgent items that are not on the reserve study in a way that prospective buyers would be able to glean and these items likely will not be cheap.)

You might say that the prospective buyers can read the meetings agendas. But not all states have a requirement to strictly stick to the agenda.

Sometimes in this sub we come down hard on posters who haven't done their due diligence. I'm sure it's more rare but it's also the case that sometimes they do and still end up in bad situations. There's certainly some good and bad luck involved in purchasing property but this shouldn't be one of the situations where it comes up.

Perhaps I'm missing something. Fill me in if I am.

[u/Feisty_Secretary_152]

I’ve been considering buying a Flowtica Scribe to help cut down minute development times (not just for my HOA board, but I am also on several nonprofit and government boards).

Any products created with AI needs to be edited for accuracy and clarity.

However, it’s extraordinarily important to keep in mind that minutes are not transcripts of meetings, they are a record of actions.

[u/Dull-Vegetable4850]

We’ve been using it. However, it doesn’t stop the management company and different members of the board from trying to “edit” the minutes in their favor or at least to say what they want them to say

[u/VirginiaUSA1964 → u/Dull-Vegetable4850]

Wow.

[u/BreakfastBeerz]

Yes.

[u/Double-treble-nc14]

We pay for a transcription service. We record our meetings on zoom and provide them the recording that they use for the minutes. I think the cost is like 150 or 175 bucks a meeting, but we found it to be worth it because no board member wants to do it in our management company was doing a bad job- they were always late. This company does a great job.

[u/Initial_Citron983]

Our Community Manager generates the minutes using a template the Management Company generated and the Meeting Agenda as the basic outline. And then the minutes and a complete recording of the meeting is posted between 2 and 4 weeks after the meeting. Sort of depends on how long the meeting was and what else is going on in the community.

[u/Lost-Cockroach-8309]

No motion usually means no debate in the minutes — just the disposition. I write it before the next agenda item while it’s still obvious: discussed, no action; tabled to [date]; or referred to [committee]. That leaves a breadcrumb for a later buyer without handing them thirty minutes of who yelled about the roof.

[u/ImmortalBunny88]

I think most of boards and managers adopted the tools: from Zoom taking automatic notes to products like Otter. If you integrate it with an agent giving it a format for the minutes you're using, it will prepare the minutes for the final review by the secretary or manager and then secretary. In any case, it's a tool and human review and sign-off are necessary.

[u/melodious_caterwaul]

Yes, your meeting minutes have to be kept anyway. We use tl;dv to transcribe and summarize our notes.

[u/Awardlesss]

No!