The meeting minutes serve as a legal record for organizations to document decisions, changes in leadership, and all sorts of votes on various actions. Meeting minutes serve as the official, legally binding record of board actions, protecting both the organization and its stakeholders. They ensure statutory and governing compliance, preserve institutional memory, and guarantee transparency, serving as tangible evidence that directors fulfilled their fiduciary duties.
⚡️ For a detailed discussion of Minutes and the importance of various items as well as likely uses, see this article.
Options for Meeting Minutes in Vlge
👉 Option 1: AI Assisted Audio Conversion
What is it?
Vlge uses AI along with a prompt specific to shared ownership associations (HOA's, COAs, POAs) to help convert common format audio files into usable meeting minutes that you can review, edit, and approve. The AI prompt searches for specific keywords common to board meetings, such as:
motions
seconds
votes
confirmations
budgets
decisions
... and documents those in an easily readable file that you can then edit, save, and use for meeting minutes.
How to use it... (Your own Audio)
Find the AI minutes section in the meeting minutes tab. Once the meeting is completed, upload your audio to begin conversion. After a few minutes, an AI-produced summary file will appear in meeting minute options at the bottom for you to review and choose as the official meeting record.
How to use it... (Vlge Conferencing)
If you use Vlge Conferencing for your meeting, we will automatically record audio and video. After the meeting, the following takes place
When the meeting uses Vlge Conferencing (not a custom Zoom/Meet link):
Meeting ends - moderator ends the call, or Vlge finishes the recording session (behind the scenes).
Vlge processes the recording - this is not instant. The app has to finish encoding/uploading (often takes several minutes after the call ends).
Our server handles it automatically (you don’t click anything on the Meeting Minutes tab):
The recording itself (raw) is stored in our AWS storage folder
Saves the recording url on the Meeting (used for Post-Meeting Review → Review Recording)
May mark the meeting status as "completed" if it wasn’t already
Runs Whisper (transcript) → GPT (markdown minutes) - same technical process as the Minutes Converter tool
Also pulls in agenda items and key decisions from Summary when generating
Result on Meeting Minutes tab - a new markdown file like “DRAFT Minutes - {Meeting Name}” appears under Minutes Options. That’s the AI output, not the raw audio file sitting on the tab for you to convert manually.
For Vlge meetings, the “Upload audio & convert” button is hidden - the tab copy says the draft generates automatically when the recording is ready.
👉 Option 2: Upload Your Own Minutes
If you take your own notes during the meeting or summarize on your own afterwards and wish to save that file as a PDF and upload it to the meeting Vlge, we will store that file as the official certified meeting minutes in the meeting record itself.
Find the Meeting Minutes tab in the Meeting Detail page and upload your own file as shown in the example below. This file will then be certified as your official record.
👉 Note: Having a clear agenda and documenting key decisions is very helpful in generating a clear set of minutes. AI is not perfect and every file should be reviewed. If you document your key decisions and make sure your agenda indicates items for motions & votes, you can make sure you follow the right meeting plan, but you also ensure the record is most accurate.
⭐️ Official Meeting Minutes section
The Official Meeting Minutes section is your final record as to which of the options you selected, reviewed, and wish to mark as final for the official meeting record. This section is only about selection, not generation. Your options for AI or upload your own exist below the Official Meeting Minutes section itself
⚠️ Note regarding Word documents: You can upload a Word document with the file extension ".doc" or ".docx". However, Vlge will simply store this file. If you click Review or click its link, it will initiate a download for you to review the file on your own system. While PDFs allow for browser-based review..docx files can only be viewed within the Microsoft program itself, requiring the download. For this reason, PDF's are preferred.
Finalizing the Meeting / Saving Official Minutes
To complete a meeting and finalize, see the detailed article here.
🛟 Need more help? Just ask!