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BY COPPER SUN
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•28 min read•BrassTranscripts Team

Government Meeting Documentation: How AI Transcription Helps Clerks Prepare Accurate Minutes

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AI transcription is transforming how government clerks prepare meeting minutes - but it's a tool to assist professionals, not replace them. Here's what you need to know about legal requirements, compliance standards, and how AI transcription can help create better official records.

This article provides general educational information only and is not legal advice.

The legal requirements, statutes, and examples presented here are:

  • Educational examples only - Not comprehensive legal guidance for your specific jurisdiction
  • Informational purposes - Not a substitute for consulting your municipality's legal counsel or municipal clerk training resources
  • Subject to change - Laws and regulations are updated regularly; verify current requirements
  • Not exhaustive - This analysis covers select federal and state examples but does not address all 50 states or every municipal ordinance
  • Requires independent verification - Always consult your state's Open Meetings Act, local ordinances, city attorney, or county counsel for definitive requirements

Government clerks and officials must:

  • Verify legal requirements with their jurisdiction's legal counsel
  • Follow their specific state's Open Meetings Act provisions
  • Consult municipal clerk training and certification programs
  • Obtain official guidance from their city attorney or county counsel
  • Stay current with changes to state and local government code

Do your own research. The citations and legal references in this article are starting points for research, not authoritative legal determinations for your specific situation.

BrassTranscripts provides transcription technology only and does not provide legal advice, legal compliance services, or official government record-keeping services.

Quick Navigation

Critical finding: No U.S. states require verbatim transcripts for regular government meetings. All 50 states require "minutes" - summaries of actions taken - not word-for-word transcripts of discussions.

Federal Requirements

The Government in Sunshine Act (5 U.S.C. § 552b) requires federal agencies to maintain either:

  • A complete transcript, OR
  • An electronic recording, OR
  • A set of minutes (for certain closed sessions)

For closed meetings, the law states: "The agency must maintain a complete transcript or electronic recording adequate to record fully the proceedings of each meeting, or portion of a meeting, closed to the public."

Retention requirement: At least 2 years after the meeting, or 1 year after conclusion of related agency proceedings, whichever is later.

State Requirements: Minutes, Not Transcripts

Every state examined confirms the same standard: government bodies must keep minutes that record actions taken, not verbatim transcripts of discussions.

State Verbatim Required? Recording Required? Key Authority
California NO NO (optional) Brown Act, Gov. Code §§ 54950-54963
Florida NO NO Sunshine Law, Fla. Stat. § 286.011
Texas NO Minutes OR recording Open Meetings Act, Gov. Code Ch. 551
Illinois NO (open meetings) YES (closed only) Open Meetings Act, 5 ILCS 120/2.06
North Carolina NO NO Open Meetings Law, G.S. § 143-318.10
Washington NO (general) YES (school boards) Open Meetings Act, RCW 42.30

What Courts Say About Minutes

In Maready v. City of Winston-Salem, 342 N.C. 708 (1996), the North Carolina Supreme Court established a clear standard:

"Minutes should contain mainly a record of what was done at the meeting, not what was said by the members."

The court held that recording the single word "discussion" could satisfy the "full and accurate" minutes requirement, because minutes document actions, not dialogue.

The Florida Attorney General explicitly stated:

"Municipalities are not required to provide verbatim transcripts of city council meetings. Research has failed to disclose any authority whose definition of 'minutes' is construed to mean a word-for-word or verbatim transcript."

What Must Be In Official Minutes

While requirements vary by state, most Open Meetings Acts require minutes to include:

Required Elements

Meeting Identification:

  • Date, time, and place
  • Type of meeting (regular, special, emergency)
  • Presiding officer

Attendance:

  • Members present and absent
  • Quorum status
  • Key staff present

Actions Taken:

  • Exact wording of motions (this is critical for legal clarity)
  • Who made and seconded each motion
  • Record of votes taken (roll call results)
  • Outcome (passed/failed)

Decisions Made:

  • Resolutions adopted
  • Ordinances passed
  • Appointments made
  • Contracts approved

Public Comment Period:

  • Summary of topics addressed (not verbatim comments)
  • Names of speakers who identified themselves (if jurisdiction permits recording names)

What Minutes Should NOT Include

According to professional minute-taking guidance, minutes should generally avoid:

  • Verbatim dialogue - Record actions, not discussions
  • Personal opinions - Attribute statements to individuals only when legally required
  • Detailed debate summaries - Brief topic description sufficient unless body requires more detail
  • Direct quotations - Unless specifically required for quasi-judicial proceedings

Illinois Example: Detailed Requirements

Illinois 5 ILCS 120/2.06 provides one of the most detailed standards:

"Minutes must include sufficient data so that either the body or a court examining its minutes will be able to ascertain what, in fact, was discussed, the substance of that discussion, and what, if any, action was taken."

Timeline requirements:

  • Minutes must be approved within 30 days or at second subsequent meeting
  • Must be available for public inspection within 10 days after approval

How AI Transcription Helps Government Clerks

AI transcription serves as an assistive tool for government clerks - it helps prepare better minutes faster, but doesn't replace the clerk's professional judgment and legal responsibility.

Time Savings: From Hours to Minutes

Manual transcription of government meetings typically takes 4-6 hours per hour of audio according to professional transcription industry standards. Clerks often spend additional hours reviewing recordings to capture accurate motion wording and vote counts.

BrassTranscripts processes 1 hour of audio in 1-3 minutes using the WhisperX large-v3 model, providing clerks with a searchable text reference approximately 80-360 times faster than manual transcription. (See our guide to AI transcription processing times for detailed timing estimates.)

How Clerks Use AI Transcripts

1. Motion Verification

The exact wording of motions is legally critical. AI transcripts allow clerks to quickly search for "I move" or "motion" to find and verify exact language used.

Before AI:

  • Clerk listens to entire recording
  • Pauses repeatedly to capture exact wording
  • Rewinds multiple times for accuracy

With AI Transcript:

  • Clerk searches transcript for motion keywords
  • Reviews context around motions
  • Verifies against audio only when needed

2. Vote Count Accuracy

Roll call votes must be recorded accurately. AI transcripts with speaker identification help clerks verify who voted which way.

3. Public Comment Summaries

Clerks can quickly review what topics were addressed during public comment periods without re-listening to the entire segment.

4. Action Item Extraction

AI makes it easy to search for keywords like "tabled," "continued," "referred to committee" to ensure all deferred items are properly tracked.

5. Timeline Verification

Timestamps in AI transcripts help clerks document when meetings started, ended, and when key actions occurred.

What AI Cannot Replace

The government clerk remains responsible for:

  • Ensuring compliance with state Open Meetings Act requirements
  • Verifying accuracy of all information in official minutes
  • Following jurisdiction-specific formatting standards
  • Obtaining official approval from the legislative body
  • Maintaining official records per retention schedules
  • Certifying the accuracy of the final minutes

AI transcription is the starting point, not the finish line. The clerk's expertise, judgment, and legal knowledge remain essential.

Special Cases When Recordings Are Required

While most government meetings only require minutes (not recordings), several important exceptions exist:

Washington State School Boards (Effective July 1, 2024)

RCW 42.30.035 requires:

"All regular and special meetings of school district boards of directors at which a final action is taken or formal public testimony is accepted must be audio recorded and such recordings must be maintained for at least one year."

Good faith exception: Recording failure due to technological issues is not a violation if the board attempted to record in good faith.

Illinois Closed Sessions

Illinois 5 ILCS 120/2.06 uniquely requires:

  • Written minutes for all meetings (open and closed)
  • Verbatim audio or video recording of all closed sessions (not required for open meetings)

Colorado Ongoing Recording Requirement

Colorado CRS § 24-6-402 has a "once you start, you must continue" rule:

"If a public body electronically recorded the minutes of its open meetings on or after August 8, 2001, then it must continue to electronically record all its open meetings."

Quasi-Judicial Hearings

Many states require more detailed records for quasi-judicial proceedings (zoning appeals, licensing hearings, disciplinary actions). While this "need not amount to a verbatim transcript," audio recordings are commonly used to create a reviewable record.

Federal Agency Closed Sessions

The Government in Sunshine Act requires federal agencies to maintain transcript, recording, or detailed minutes of closed sessions.

Speaker Identification in Government Meetings

Accurate speaker identification is critical for government minutes, but requirements and methods vary significantly between official members and public commenters. Government meeting transcript speaker identification techniques and methods range from traditional roll call procedures to modern AI-assisted workflows. (Learn more in our complete guide to speaker identification.)

Roll Call: The Standard Protocol

Most government bodies follow Robert's Rules of Order procedures:

Standard meeting structure:

  1. Call to Order
  2. Roll Call (attendance marked)
  3. Approval of Minutes
  4. Officer Reports
  5. Committee Reports
  6. Old Business
  7. New Business
  8. Adjournment

Roll call voting procedure:

  • Names called alphabetically or by district
  • Each member responds: "Yes," "No," or "Abstain"
  • Clerk records each response
  • Final tally announced publicly

This creates a clear record of who was present and how each member voted on specific motions.

Public Comment Speaker Identification

Federal standard: The Administrative Procedure Act does not require commenters to disclose identity, and agencies have no obligation to verify commenter identity during rulemaking.

State requirements vary:

California (Brown Act): The Brown Act does not allow agencies to require members of the public to state their name as a condition of addressing the body during public comment.

However: "Completion of speaker identification cards is voluntary, but is especially helpful for correct spelling for the public record."

Nebraska: The public body may require identification before allowing someone to speak, but cannot refuse admission for failure to identify.

Texas: Bodies may have reasonable registration requirements, but rules "must not unreasonably infringe on the speaker's right to address the governmental body."

Best Practice for Clerks

For official members: Always use title and name (e.g., "Councilmember Smith," "Commissioner Jones"). Consider asking each official to introduce themselves at the start of the meeting for optimal speaker identification results.

For public commenters:

  • Encourage voluntary self-identification through sign-in sheets
  • Do not require identification as condition of speaking (check your state law)
  • Record names of those who voluntarily identified themselves
  • Use generic labels for anonymous speakers ("Member of public")

How AI Helps With Speaker Identification

Modern AI transcription services like BrassTranscripts use Pyannote 3.1 speaker diarization to automatically separate speakers and label them as Speaker 1, Speaker 2, etc.

Clerks then:

  1. Review the speaker-labeled transcript
  2. Identify which speaker number corresponds to which official (using roll call and voice recognition)
  3. Replace generic labels with proper names and titles
  4. Verify accuracy by spot-checking against audio

This hybrid approach (AI identification + human verification) is significantly faster than manual speaker tracking while maintaining accuracy.

AI Prompt: Government Meeting Minutes Assistant

Use this specialized prompt to help draft official meeting minutes from AI transcripts. This prompt structures the AI's output to match legal requirements for government meeting documentation.

When To Use This Prompt

  • After transcribing a government meeting with BrassTranscripts or similar service
  • To create first draft of official minutes for clerk review
  • For any public body meeting subject to Open Meetings laws (city councils, school boards, planning commissions, county boards, etc.)

These AI-generated minutes are a DRAFT only. The government clerk or designated official must:

  • Review and verify all information for accuracy
  • Ensure compliance with state-specific Open Meetings Act requirements
  • Follow jurisdiction-specific formatting and content standards
  • Obtain official approval from the legislative body
  • Certify the final minutes according to local procedures

AI assists with preparation - it does not replace the clerk's professional responsibility.

The Prompt

📋 Copy & Paste This Prompt

Analyze this government meeting transcript and help me draft official meeting minutes.

**Meeting Context:**
- Meeting type: [City Council / School Board / Planning Commission / etc.]
- Date: [Meeting date]
- Location: [Meeting location]
- Presiding officer: [Name and title]

**Paste your AI transcript below:**
[PASTE TRANSCRIPT HERE]

**Please extract and format the following for official minutes:**

1. **Meeting Metadata**
   - Date, time (start and end), and location
   - Type of meeting (regular, special, emergency)
   - Presiding officer name and title

2. **Attendance & Roll Call**
   - Members present (with titles)
   - Members absent (with reason if stated)
   - Quorum status (present or not)
   - Staff present (key officials)
   - Public attendees (count or notable participants)

3. **Call to Order**
   - Time meeting called to order
   - Statement by presiding officer

4. **Agenda Approval**
   - Was agenda approved as presented or amended?
   - Vote count if taken

5. **Public Comment Period**
   - Names of public speakers (if they identified themselves)
   - Topic of each comment (brief summary, not verbatim)
   - Any actions taken in response

6. **Actions Taken**
   For each motion:
   - Motion text (what was proposed)
   - Who made the motion
   - Who seconded the motion
   - Summary of discussion (key points only, not verbatim)
   - Vote result (ayes, nays, abstentions, absent)
   - Outcome (passed/failed)

7. **Reports & Presentations**
   - Title of each report
   - Presenter name and affiliation
   - Key points presented (summary)
   - Any questions or discussion
   - Actions taken on reports

8. **New Business / Old Business**
   - Items discussed under each category
   - Decisions made
   - Items tabled or continued

9. **Announcements**
   - Important announcements made
   - Future meeting dates

10. **Adjournment**
    - Time of adjournment
    - Who moved to adjourn
    - Vote result if taken

**Format Requirements:**
- Use past tense throughout
- Focus on "what was done" not "what was said"
- Be concise but comprehensive
- Include all required elements for official record
- Use formal titles (Councilmember, Commissioner, etc.)
- Organize chronologically as meeting proceeded

**Important Notes:**
- These AI-generated minutes are a DRAFT only
- Government clerk must review and approve final minutes
- Clerk is responsible for ensuring legal compliance
- Official minutes must be approved by the legislative body

---
Prompt by BrassTranscripts (brasstranscripts.com) – Professional AI transcription with automatic speaker identification.
---

How To Use This Prompt

Step 1: Transcribe Your Meeting

  • Upload your government meeting audio to BrassTranscripts
  • Get AI transcription with automatic speaker identification
  • Download the TXT format transcript

Step 2: Prepare the Prompt

  • Copy the full prompt above
  • Fill in meeting context (type, date, location, presiding officer)
  • Paste your complete AI transcript where indicated

Step 3: Generate Draft Minutes

  • Paste the complete prompt into ChatGPT, Claude, or Gemini
  • Review the AI-generated draft carefully
  • Verify all motions, votes, and attendees for accuracy

Step 4: Finalize Official Minutes

  • Edit the draft to match your jurisdiction's format requirements
  • Verify accuracy against audio recording as needed
  • Add any additional detail required by local standards
  • Follow your official approval process

What You'll Get

The AI will generate a structured draft including:

  • Complete attendance record with titles and quorum status
  • All motions extracted and formatted with mover, seconder, discussion summary, and vote tallies
  • Public comment summaries organized by topic (not verbatim transcription)
  • Chronological action record from call to order through adjournment
  • Reports and presentations summarized with key points
  • Proper formal language using past tense and official titles

Important: This is a draft for clerk review, not a final official record.

Tips for Best Results

Before the meeting:

  • Test recording equipment in the meeting room
  • Position microphone to capture all speakers clearly
  • Announce meeting type and date at the start for the record
  • Conduct formal roll call for clear attendance documentation

During transcription:

  • Use high-quality audio for best AI transcription accuracy
  • Review the 30-word preview before purchasing full transcript
  • Ensure speaker identification is working (BrassTranscripts does this automatically)

When using this prompt:

  • Provide complete meeting context in the header section
  • Include the full transcript for comprehensive minute drafting
  • Specify any jurisdiction-specific formatting requirements
  • Note if certain statements require verbatim quotation

After AI generates draft:

  • Verify all vote counts against your attendance and roll call records
  • Check motion text accuracy - this must be legally precise
  • Confirm speaker names and titles are correct and properly formatted
  • Review public comment summaries to ensure fair representation of topics
  • Follow your Open Meetings Act requirements specific to your state
  • Obtain official approval from the legislative body before finalizing

GitHub Repository Access

This prompt is part of the BrassTranscripts AI Prompts collection:

Best Practices for AI-Assisted Minutes

1. Record Everything (Even When Not Required)

While most states don't require recordings, recording meetings provides:

  • Backup reference for clerk verification
  • Public transparency (recordings often available for public access)
  • Dispute resolution - objective record when questions arise
  • Training tool for new clerks
  • Accessibility for hearing-impaired community members

Equipment recommendations:

  • Use dedicated recording device (not just a phone)
  • Position microphone centrally or use multiple microphones for large rooms
  • Test equipment before each meeting
  • Keep backup batteries and recording device
  • Label recordings immediately with date and meeting type

2. Follow State-Specific Retention Requirements

Retention periods vary significantly by state:

Federal (Sunshine Act): 2 years minimum, or 1 year after related proceedings conclude

Washington State (school boards): Audio recordings must be kept at least 1 year

California (Brown Act): Agency recordings may be destroyed after 30 days, but official minutes have longer retention under Public Records Act

Check your state's requirements:

  • Consult your state archivist or Secretary of State office
  • Review your agency's approved records retention schedule
  • Note different requirements for open vs. closed session records

Important: Intentional destruction of public records is a felony in many jurisdictions. Follow approved retention schedules exactly.

3. Maintain Separate Records for Closed Sessions

Closed session (executive session) minutes have special requirements:

More restrictive distribution:

  • Often maintained separately from open session minutes
  • Limited public access (not published online)
  • Released only under specific legal requirements

Different detail levels:

  • Most states require "general account" of closed session topics
  • Less detail than open session minutes (to protect confidentiality)
  • Must still document actions taken and authority for closed session

Special retention:

  • Often longer retention periods than open session records
  • May require secure storage
  • Some states require annual review for potential release

Illinois unique requirement: Verbatim audio/video recording required for closed sessions only.

4. The Hybrid Model: AI + Human Certification

The professional standard for government minute preparation using AI:

Step 1: AI Transcription

  • Record meeting audio
  • Use AI transcription service (like BrassTranscripts) for initial text generation
  • Get speaker-labeled transcript

Step 2: AI-Assisted Drafting

  • Use AI prompt (provided above) to structure initial minutes draft
  • AI extracts motions, votes, attendance, actions

Step 3: Human Review & Certification

  • Clerk reviews AI-generated draft against audio recording
  • Verifies accuracy of motions, vote counts, attendees
  • Adds legal compliance elements
  • Applies jurisdiction-specific formatting

Step 4: Body Approval

  • Present draft minutes to legislative body at next meeting
  • Address any corrections or additions
  • Obtain official approval
  • Publish as official record

This approach combines AI efficiency with human professional judgment and legal accountability.

5. Handle Amendments and Corrections Properly

When the body reviews draft minutes and identifies errors:

Document the correction process:

  • Motion to approve "as presented" or "as amended"
  • Specific description of amendments made
  • Vote on approval of corrected minutes

Maintain version control:

  • Keep both draft and approved versions
  • Date-stamp when minutes were approved
  • Never delete or destroy draft versions (they're part of the public record in many states)

Common corrections:

  • Spelling of names
  • Exact wording of motions
  • Vote tallies
  • Clarification of discussion topics

6. Public Access and Transparency

Meeting minutes are public records under all state Public Records Acts:

Timely availability:

Format requirements:

  • Accessible format (searchable text, not just scanned images)
  • Posted on agency website when possible
  • Available for inspection at agency office
  • Copies provided at actual cost of duplication

Federal Sunshine Act: Agencies must make transcripts/minutes "promptly available to the public, in a place easily accessible to the public."

7. When Verbatim Transcription IS Required

While regular government meetings don't require verbatim transcripts, clerks should know when higher standards apply:

Quasi-judicial hearings:

  • Zoning appeals
  • Variance requests
  • Licensing proceedings
  • Disciplinary actions
  • Appeals of administrative decisions

Court proceedings:

  • Municipal courts
  • Administrative law proceedings
  • Legal hearings requiring transcript for appellate review

For these proceedings:

  • Consider hiring certified court reporter
  • If using audio recording, ensure high-quality equipment
  • Create detailed record that could be transcribed if needed for appeal
  • Consult municipal attorney about specific requirements

Compliance Checklist

Use this checklist to ensure your AI-assisted government meeting minutes meet legal standards:

Before the Meeting

  • Recording equipment tested and positioned properly
  • Backup recording device ready
  • Agenda posted according to state notice requirements
  • Roll call sheet prepared with all member names

During the Meeting

  • Recording started at call to order
  • Roll call conducted and attendance marked
  • Motion text captured accurately (AI transcript will help verify)
  • Vote tallies recorded for all actions
  • Public speakers noted (names if voluntarily provided)
  • Recording continued until adjournment

After the Meeting

  • Audio uploaded for AI transcription within 24 hours
  • AI transcript reviewed for obvious errors
  • Minutes drafted using AI prompt or similar structure
  • Motions verified - exact wording confirmed against audio
  • Vote counts verified against roll call and audio
  • Attendees confirmed - present, absent, arrived late, left early
  • Proper formatting applied per jurisdiction standards
  • Draft submitted to body for approval at next meeting

Approval and Publication

  • Draft minutes distributed to body members before approval meeting
  • Corrections incorporated as directed by body
  • Approval motion recorded (and vote, if required)
  • Final minutes signed/certified by clerk
  • Published online (if jurisdiction requires web posting)
  • Made available for public inspection
  • Filed permanently according to retention schedule
  • State Open Meetings Act requirements met (check your state)
  • Minutes include all required elements per state law
  • Public records request procedures in place
  • Closed session minutes handled separately (if applicable)
  • Retention schedule followed per state archivist requirements
  • Electronic format standards met (if applicable)

AI Transcription Quality

  • Human review completed - AI not used as sole source
  • Clerk certification - professional takes responsibility
  • Accuracy verification - spot-checked against audio
  • Speaker identification confirmed - labels replaced with names
  • Technical issues documented (if recording problems occurred)

Frequently Asked Questions

Do government meetings require verbatim transcripts?

In most cases, no - but always verify with your jurisdiction's legal requirements.

Based on available research, no U.S. state requires verbatim transcripts for regular government meetings. Most states require "minutes" - summaries of actions, motions, votes, and decisions taken.

The North Carolina Supreme Court established this clearly in Maready v. City of Winston-Salem: minutes must record "what was done at a meeting, not what was said."

Notable exceptions exist for specific cases:

  • Washington school boards - Required audio recording since July 1, 2024 (RCW 42.30.035)
  • Illinois closed sessions - Verbatim record required (5 ILCS 120/2.06)
  • Federal agency closed sessions - Transcript or recording required (5 U.S.C. § 552b)
  • Quasi-judicial hearings - Some jurisdictions require more detailed records

For regular open meetings of city councils, school boards, planning commissions, and similar bodies, minutes documenting actions taken are sufficient.

Can AI transcription replace the government clerk?

No. AI transcription is an assistive tool, not a replacement for professional clerks.

The government clerk retains full responsibility for:

  • Ensuring legal compliance with state Open Meetings Act requirements
  • Verifying accuracy of all motion text and vote counts
  • Following jurisdiction-specific formatting standards
  • Obtaining official approval from the legislative body
  • Maintaining official records per retention requirements

AI helps clerks work faster by:

  • Providing searchable text references (1-3 minutes vs 4-6 hours per hour of audio)
  • Enabling quick keyword searches for motions and votes
  • Identifying speakers automatically (though clerk must verify)
  • Reducing time spent rewinding and re-listening to audio

But the clerk must still review, verify, and finalize all official minutes. AI is a productivity tool, not a legal compliance solution.

What states require audio recordings of government meetings?

Most states do NOT require recordings for regular open meetings. Written minutes are sufficient.

Specific recording requirements exist for:

Washington school boards: RCW 42.30.035 requires audio recording of all regular and special meetings, effective July 1, 2024. School districts must make recordings available for public inspection.

Illinois closed sessions: 5 ILCS 120/2.06 requires a verbatim record (audio or video recording or court reporter transcript) of all closed meetings. These recordings must be retained for at least 18 months.

Colorado public bodies: CRS § 24-6-402(2)(d)(III)(C) requires ongoing recording during meetings, though the recording need not be preserved after written minutes are approved (unless requested during the meeting).

Federal agency closed sessions: 5 U.S.C. § 552b requires federal agencies to maintain a complete transcript or electronic recording of closed meetings, retained for at least 2 years.

For regular open meetings in most states, audio/video recording is optional and at the discretion of the public body.

How do I identify speakers in government meeting transcripts?

Government meeting transcript speaker identification methods combine traditional procedures with modern AI technology. The most effective government meeting transcript speaker identification techniques use formal roll call procedures to establish attendance and speaker identity.

Best practice workflow:

  1. Conduct roll call at meeting start - Each official states their name when called by the clerk
  2. Ask officials to introduce themselves when first speaking, or state their name before making motions
  3. Use AI transcription with speaker diarization - BrassTranscripts automatically labels different voices as Speaker 1, Speaker 2, etc.
  4. Clerk matches speaker numbers to names - Using roll call, voice recognition, and meeting context to determine which speaker number corresponds to which official
  5. Replace generic labels with proper names and titles - Change "Speaker 1" to "Councilmember Smith," "Speaker 2" to "Mayor Johnson," etc.

For public comment:

  • Encourage voluntary self-identification through sign-in sheets or speaker cards
  • Do NOT require identification as a condition of speaking (check your state law - California Brown Act explicitly prohibits this)
  • Record names of those who voluntarily identified themselves
  • Use generic labels for anonymous speakers ("Member of public," "Public commenter")

The hybrid approach (AI identification + human verification) is significantly faster than manual speaker tracking while maintaining accuracy.

What must be included in official government meeting minutes?

Required elements vary by jurisdiction, but standard requirements include:

Always required:

  • Meeting date, time (start and end), and location
  • List of members present and absent with quorum status
  • Exact text of all motions, resolutions, and ordinances
  • Names of who made and seconded each motion
  • Vote results for each motion (ayes, nays, abstentions, absent)
  • Outcome of each vote (passed/failed)
  • Reports received and names of presenters
  • Items of new business and old business discussed
  • Time of adjournment

Minutes should NOT include:

  • Verbatim dialogue or discussion transcripts
  • Complete text of every comment made
  • Personal opinions or editorial commentary
  • Detailed blow-by-blow debate accounts

The guiding principle: Focus on "what was done" not "what was said" (North Carolina standard).

State-specific examples:

Illinois 5 ILCS 120/2.06 requires: date, time, place; members present/absent; summary of discussion on matters proposed/deliberated/decided; record of votes; summary of public comment; all documents placed before body.

California Brown Act (Gov. Code § 54957.2) requires minutes or recordings showing actions taken and vote/abstention of each member.

Always consult your state's Open Meetings Act and jurisdiction-specific requirements for definitive guidance.

How long does AI transcription take for government meetings?

BrassTranscripts processes 1 hour of audio in approximately 1-3 minutes using WhisperX large-v3 with Pyannote 3.1 speaker diarization.

Processing time comparison:

Meeting Length Manual Transcription AI Processing Time Savings
30 minutes 2-3 hours 30-90 seconds 80-360x faster
1 hour 4-6 hours 1-3 minutes 80-360x faster
2 hours 8-12 hours 2-6 minutes 80-360x faster

Important: After AI processing completes, clerks still need time to:

  • Review the transcript for accuracy
  • Verify speaker identifications
  • Check motion text accuracy
  • Confirm vote counts against roll call
  • Prepare final minutes with proper formatting

But having searchable text dramatically reduces this review time compared to listening through the entire recording multiple times to capture exact wording and vote counts.

Real-world workflow:

  1. Record 2-hour city council meeting
  2. Upload to BrassTranscripts after meeting ends
  3. Receive transcript in 2-6 minutes
  4. Clerk reviews transcript, extracts motions/votes/actions
  5. Draft minutes completed in 30-60 minutes (vs 8+ hours manual)

The time savings allows clerks to prepare more comprehensive, accurate minutes while meeting publication deadlines.

Conclusion

AI transcription represents a significant advance in government transparency and efficiency - but it's a tool to assist skilled professionals, not replace them.

What we've learned:

  1. No states require verbatim transcripts for regular government meetings - minutes documenting actions are the legal standard
  2. AI dramatically reduces clerk workload - from hours of manual transcription to minutes of AI processing
  3. Human oversight remains mandatory - clerks retain full legal responsibility for accuracy
  4. Special cases exist - certain proceedings (courts, quasi-judicial hearings, some closed sessions) have stricter requirements
  5. The hybrid model works best - AI generation + human review + professional certification

For government clerks: AI transcription can help you prepare more comprehensive, accurate minutes in less time - but always verify, always review, and always remember that you're the professional responsible for the official record.

For citizens: AI-assisted minutes mean faster availability of meeting records and better transparency, while maintaining the legal standards and human accountability that government documentation requires.

Additional Resources

Legal Standards & Requirements:

Professional Organizations:

AI Transcription Tools:

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