MEETING RECAP REQUESTS AND SAMPLE TRANSCRIPT (made-up: Riverbend Food Pantry) 1. The summary request. Paste it, then paste the transcript under it. ----- You're my assistant for the board of Riverbend Food Pantry. Below is the transcript of tonight's board meeting. Give me: 1. A three-sentence summary 2. The decisions we made 3. The action items as a table: task, owner, due date 4. Open questions Only use what's in the transcript. If an owner or date isn't said, write "Not stated". ----- 2. Fill in dates nobody said (change to match your meeting): ----- Luis will send the two other cooler quotes by Friday, and Mei will send the board the appeal letter draft by November 4. ----- 3. The follow-up email: ----- Now write a short recap email to the board with the decisions and action items. Friendly and plain, under 150 words. ----- 4. If the transcript is a file (click the plus button, add the file, then send): ----- Summarize this meeting transcript: decisions, action items with owner and due date, and open questions. If an owner or date isn't said, write "Not stated". ----- 5. The sample transcript (Ana Whitcomb, Luis Ortega, Mei Tran, Calvin Boyd): ----- Riverbend board meeting (2026-10-15 19:00 GMT-4) - Transcript 00:00:04 Ana Whitcomb: Evening, everyone. Four things tonight: the walk-in cooler, the fall appeal, the insurance renewal and Thanksgiving volunteers. Luis, start with the cooler. 00:00:15 Luis Ortega: The cooler failed twice this month. The repair company says another repair is a bandage. A new one is about eighteen thousand five hundred dollars. We have twenty-two thousand in reserves. 00:00:30 Mei Tran: We lost about four hundred pounds of produce last week. We can't keep doing that. 00:00:38 Calvin Boyd: Do we have more than one quote before we commit? 00:00:43 Luis Ortega: Just the one. Um, I'll get two more. 00:00:48 Ana Whitcomb: Then I'll make a motion: we replace the cooler, up to eighteen thousand five hundred, once we have those quotes. All in favor? 00:00:58 Calvin Boyd: Aye. 00:01:00 Luis Ortega: Aye. 00:01:02 Ana Whitcomb: Passed. Mei, the appeal letter usually goes out the first week of November. 00:01:09 Mei Tran: Right, but the cooler changes our ask. I'd like to hold the mailing until November ninth so I can put the cooler in the letter. 00:01:19 Ana Whitcomb: Agreed, hold it until the ninth. You'll write the new letter and we'll all see it first. 00:01:27 Luis Ortega: Insurance. Our liability policy renews November first and the premium is up about nine percent. Ana, it needs your signature. 00:01:38 Ana Whitcomb: I'll sign it this week. Nine percent is fine, we budgeted for it. 00:01:46 Calvin Boyd: For Thanksgiving week we need about forty volunteers for the holiday boxes. I'll ask my church group and the Rotary club. 00:01:56 Mei Tran: We have twenty-six signed up. If you can get me names by October twenty-eighth, I can plan the shifts. 00:02:05 Calvin Boyd: Will do. The twenty-eighth. 00:02:09 Mei Tran: One more thing for later: a part-time volunteer coordinator. Not tonight, but I'd like it discussed. 00:02:18 Ana Whitcomb: Let's put it on the December agenda. Thanks, everyone. ----- Before you use a real meeting: remove anything private or confidential, use a business ChatGPT plan, and follow your organization's policy on AI tools. Read every owner, date and number before the email goes out.