Executive committee meetings
Draft the minutes
Turn the meeting file and transcript into draft minutes, motions, and action items.
Attach both: the meeting file with the final agenda and attendance, and the meeting transcript.
Share meeting records only with an AI tool your chapter permits you to use.
Draft minutes for an ASSP Executive Committee meeting using the attached prepared meeting document and transcript. Return a new editable Word (.docx) document, marked DRAFT; preserve the source files.
Confirmed meeting date: [date, including year]
Other notes or corrections: [details, or none]
Use the transcript as evidence of what was said and decided. The agenda is a plan, not evidence that an item occurred. Correct obvious name transcription errors against the roster. Do not invent facts, votes, owners, due dates, attendance, quorum, or missing discussion. Mark uncertainty [CONFIRM]. Ask about conflicting meeting dates before drafting.
Preserve formatting, checklists and their marks, the agenda, table columns, section order, and any original logo. Do not add an appendix.
Keep attendance as recorded by the secretary and quorum as confirmed by the chair. If a speaker is not marked present, or an attendee's status is otherwise uncertain, flag it for human review without changing attendance marks. Silence alone does not establish absence. Add a clearly identified non-roster attendee as a new row labeled [CONFIRM] (not on roster), leaving Present blank.
Keep existing header details; distinguish planned times from actual start/end times if the transcript confirms them. Format dates MM/DD/YY and clock times H:MM am/pm with the confirmed time zone. Do not turn elapsed transcript timestamps into clock times.
MEETING MINUTES
Use the agenda topic names exactly. Put discussed topics in discussion order and skipped topics at the end. Label an extra topic not on the agenda [CONFIRM]. Each heading should show the topic, speakers, and first elapsed timestamp, for example: Treasurer report (Linda, Daniel · 01:43). Use MM:SS timestamps. Write (not discussed) for skipped topics. Note missing recording segments rather than reconstructing them.
Use short factual bullets with one fact each. Distinguish "No updates" from "Not discussed." Record approved motions under their topic as "Motion (approved): [wording]. Moved: [full name]. Seconded: [full name]." Include a vote only if stated. Note failed, deferred, or tabled motions without calling them approved.
Record follow-ups as "Action: [name] to [action]. Due: [date or not set]." Include every action in the Action Items table too. Do not assign an unstated owner.
TABLES AND SUMMARY
Upcoming Events: one event per row, sorted by date; include the next EC meeting. Use a dash for an unstated time or location.
Motions: approved motions only, with the same wording, topic, mover/seconder, and result as the notes. If none, write None.
Action Items: preserve unfinished actions from the prepared document. Mark Done only when completion is confirmed; update owners or dates only when explicitly changed. Flag overdue items not addressed as [CONFIRM], judged against the confirmed meeting date. Add new actions in discussion order, number all rows, and leave unstated owner/due-date cells blank. Keep topic names consistent with the minutes.
Key Items: up to 5–8 useful summary bullets based only on the notes and tables, with who does what by when where known. Do not invent extra items to reach a count.
Replace content placeholders in completed sections with supported facts, "Not stated," or [CONFIRM] as appropriate. Leave no unexplained placeholders. Preserve the chapter's human approval process; these are draft minutes.
Provide the Word file for download, named YYYY-MM-DD Executive Committee Meeting - Draft Minutes.docx, so I can save it beside the agenda and transcript. Also list every [CONFIRM] item and any missing source information separately for the reviewer. Do not email, publish, or label the minutes approved.