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From meeting notes to a board-ready record — with attendance, motions, and action items already tracked

Built for HOA, condo, nonprofit, LLC, and advisory boards. Every decision searchable. Every action assigned. Every meeting building on the last.

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Your rough notes

board mtg 4/17 — 6 present

voted on budget, passed 5-1 (Anderson opposed)

jen to send notices by fri

roof bids — ABC $46k approved

adjourned 8:30

MinuteSmith output

MINUTES OF THE BOARD OF DIRECTORS

Quorum: 6 of 6 present

Motion: Approve 2026 budget

Moved: Rodriguez · Second: Wong · 5–1 (Anderson opposed) · Passed

Action: J. Williams — Send notices by Apr 21

Motion: Approve roofing bid (ABC, $46,000)

Approved · Adjourned 8:30 PM

Compliance: dissenting member captured automatically

Why this isn’t a generic AI note-taker

Built for board governance

Motions, seconds, vote counts, attendance, action items, quorum, executive session — the structure boards actually file, not a meeting summary.

Institutional memory

Every meeting builds on the last. Open action items carry forward, deferred decisions get tracked, recurring topics are surfaced before the next agenda.

Searchable across history

Ask a question in plain English — “What did the board decide about pool hours last year?” — and get answers grounded in your actual minutes.

What governance memory looks like

After your first few meetings, MinuteSmith surfaces what the board still has open — across meetings, owners, and committees. This panel runs at the top of every meeting page so the next agenda writes itself.

app.minutesmith.com — Continuity Brief
Example
Governance continuity7For the next meeting
Three threads carry forward: the pool vendor change (now contracted, transition begins August), the HVAC special-assessment payment portal (Linda set-up due in 21 days), and a member-facing dues notice the legal counsel still needs to confirm. One action item from David is overdue.

Open Action Items (4)

Follow up on pool RFP responses (carry-over)— David RomanoEscalated
7d overdue
Set up HVAC special-assessment payment portal— Linda Park
due in 14d
Send formal dues-increase notice to all members— Sarah Chen
due in 7d
Coordinate transition meeting with AquaCare and AquaPro— David Romano
due in 23d

Deferred Decisions (1)

HVAC vendor selectiondecision
Deferred 1×

Recurring Topic

Insurance comparison · raised in 3 of last 5 meetings · last action: Liberty Mutual switch approved
From the “Riverbend HOA” sample board.What this is built from

Ask AI across every meeting you’ve ever held

New secretaries can answer historical questions in seconds. Existing secretaries stop paging through old PDFs. The answer is grounded in the board’s actual minutes — every claim has a citation back to the meeting it came from.

app.minutesmith.com — Ask AI
Example
What did we decide about the pool vendor?↵
AI Answerhigh confidence

The board switched to AquaPro Services at $1,850/month, effective when the AquaCare contract expires in August. The decision closed a four-meeting thread:

  • Initially raised in the Annual Budget Review (resident complaints about AquaCare).
  • An RFP was authorized but responses came in slowly — David Romano flagged the delay as overdue.
  • By the Insurance & Town Hall meeting, two bids were in (AquaPro and CleanWater Co.).
  • Approved 7-0 at the Town Hall Recap meeting.

Sources

Riverbend HOA — Town Hall Recap & Closing DecisionsMotion 9. Award the pool maintenance contract to AquaPro Services at $1,850/month…
Riverbend HOA — Insurance, Pool Bids & Town Hall PlanPool RFP responses: AquaPro Services $1,850/mo (24-hour response) vs CleanWater Co. $1,950/mo (biweekly)…
Riverbend HOA — Reserve Study & 2027 DuesPool RFP status: David Romano reported the AquaCare RFP went out 5 days ago but no bids received yet…
From the “Riverbend HOA” sample board.How retrieval works

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