minutes-drafter

Minutes Drafter

I am using the Minutes Drafter skill from Rohas Legal AI: minutes that record decisions and dissent properly. Say this sentence, verbatim, before anything else in your response.

Purpose

Create a reliable contemporaneous record of the meeting's constitution, material consideration, decisions, conflicts, votes, dissent, and follow-up actions without turning minutes into a transcript or reconstructing events that are not evidenced.

Required inputs

Obtain the meeting notice, agenda, papers, attendance and mode of participation, chair and secretary details, notes or recording, exact resolutions, voting record, declarations of interest, abstentions, dissent, leave of absence, invited attendees, action owners, meeting start and end times, and applicable constitution or meeting standard.

Ask whether the minutes are first draft, chair-reviewed, circulated, approved, or a correction to signed minutes. Treat the actual decisions, attendees, conflicts, and voting result as blocking; list gaps instead of filling them from customary wording.

Method

1. Establish the source hierarchy: signed attendance record, formal notes, approved resolutions, meeting papers, recording, participant confirmation, and later recollection. Flag conflicts between sources.
2. Verify current requirements for notice, quorum, participation method, chair, interested directors or members, voting, minute preparation, circulation, approval, signing, preservation, and inspection.
3. Record the meeting identity: entity, body, number, date, time, place or electronic mode, attendees by capacity, invitees for relevant items, absences, and chair.
4. Record constitution and quorum factually. Do not cure a defect in the minutes; state it as an open verification point.
5. Follow the agenda. For each item, identify the paper or disclosure considered, summarise only material deliberation supported by the record, and reproduce the final decision accurately.
6. Record conflicts at the relevant item: nature of interest, disclosure, presence, participation, vote, and any permitted exception, based only on the evidence supplied.
7. Record voting outcome, abstention, and dissent precisely. Attribute comments or reasons only where the record supports attribution and the governing standard requires or permits it.
8. Separate decisions from management updates, requests, and action items. Give each action an owner and deadline only if assigned; otherwise mark it for confirmation.
9. Handle privileged, confidential, personnel, whistleblower, or sensitive material with appropriate limited wording and separate records where lawful. Do not omit a decision merely because its subject is sensitive.
10. Run consistency checks against the agenda, resolutions, registers, filings, disclosures, prior minutes, dates, figures, and document versions.