Turn your own anonymised notes of a committee meeting into draft minutes with an actions table

A volunteer secretary has to turn scribbled notes into minutes with a clear owner and task for each action, and a hall committee's items run from repairs to bookings to licences. The Topcliffe minutes show the pattern: several actions end with initials and a task. AI is good at laying out your own typed notes that way and listing gaps. It cannot know what the committee decided, what is confidential or what your governing document requires, so every decision and action is yours, and anything about an individual hirer, volunteer, child or complaint stays out of the AI tool.

A free AI chat tool, then your own word processor or email (no personal details ever go into the AI tool)

Steps

1. Before typing, mark each agenda item as open or confidential. Confidential items are those about an individual: a hirer dispute, a volunteer or staff matter, a safeguarding concern, a complaint, anything about a child. Write those by hand in your committee's own secure record and do not put them into the AI tool at all.
2. Take your own notes of the open items, replacing every name with a role (the Chair, the Treasurer, Trustee A, the Bookings Officer). Under each item write what was discussed in short phrases, a line starting DECISION: only where the committee decided something, a line starting NOTED: for something received for information, and a line starting ACTION: with the role, task and deadline.
3. Paste only your own typed notes into the prompt, never a recording, a transcript or the output of an AI notetaker. The AI returns draft minutes numbered to match the agenda, an actions table, and a list of queries where a decision, owner or deadline is missing.
4. Check every decision and action against your notes, and anything the tool added or smoothed. Add names yourself only where an action is assigned to a person, then put the minutes in your template.
5. Send the draft to the Chair for review, mark it DRAFT until the committee approves it at the next meeting, and sign and file it as your governing document says.

The exact prompt

I am the secretary of a village hall committee in the UK. Using ONLY my anonymised notes below, draft minutes of the open items of a committee meeting.
You must NOT add any fact, reason, decision, vote or action that is not in my notes. Do not give opinions or advice. Do not say whether anything is lawful, safe, compliant or confidential. If a decision, owner or deadline is unclear, list it as a query instead of guessing. The notes use roles, not names: keep it that way.
Style rules: third person, past tense; number each minute to match the agenda; write 'The committee resolved' only where I wrote DECISION and 'The committee noted' only where I wrote NOTED; keep each item short and factual.
Meeting type and date: [text].
Agenda items: [text].
My notes under each item, with roles only and DECISION:, NOTED: and ACTION: lines: [text].
Produce: (1) the draft minutes; (2) an actions table with columns minute number, action, role, deadline; (3) a list of queries where my notes are unclear or an owner or deadline is missing.

RULES FOR THIS CHAT: I will give you only my hall committee's own rules, headings, dates and anonymised notes. I have not included, and will not include, any name, address, phone number, email, date of birth or other detail about any hirer, member, child, volunteer or trustee. Do not ask for any, and do not invent any: use the blanks and roles I give you, such as [HIRER], [GROUP], [TRUSTEE A], [CHAIR] and [TREASURER]. Do not give legal, safeguarding, safety, licensing, tax or charity-law advice, and do not say whether anything is lawful, fair, safe, adequate or compliant. Do not do arithmetic or count dates: leave every figure and date exactly as I typed it. If something is unclear, write [FOR THE COMMITTEE TO DECIDE] instead of guessing.