Stop spending your evening writing up meeting minutes.
MinuteHand turns rough notes, Word docs, or audio recordings into polished, professional meeting minutes. Built for the volunteer secretaries who run strata councils, HOAs, and nonprofit boards.
MinuteHand converts meeting notes and audio recordings into professionally formatted meeting minutes for $7 CAD per meeting, with no subscription required.
Generate Your Minutes →Meeting minutes shouldn't take longer than the meeting.
You just ran a two-hour meeting. Now you have to write it all up — from memory and a page of scribbled notes — before the next meeting rolls around. No admin staff. No template that actually works. Just you and a blank document at 10pm.
Whether you're a volunteer strata secretary working to B.C.'s distribution deadlines, an HOA board chair managing a complex agenda, or a nonprofit director documenting board resolutions — MinuteHand handles the formatting, structure, and language so you can focus on what matters, not on documenting it.
How it works
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Add your notes or recording
Paste notes, drag in a .docx, or upload an .mp3 of the meeting. Mix and match — audio plus written context works in a single run.
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AI drafts your minutes
MinuteHand structures the output to match your meeting type — strata council, HOA board, nonprofit board, or informal team meeting. Motions, votes, and action items are formatted clearly.
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Review and export
Review the draft right in your browser, then download a ready-to-distribute .docx file with one click — no copy-pasting into Word.
Works with how you already work
No new tools to learn. Bring your notes however they exist.
Paste or type
Copy rough notes directly into the text box. Bullet points, full sentences, shorthand — MinuteHand makes sense of it.
.docx upload
Already have notes in a Word document? Drop it in. MinuteHand reads the text and uses it as input — no conversion needed.
Audio recording
Upload an .mp3, .m4a, or .wav recording. MinuteHand handles recordings of any practical length — a full-day AGM, a two-hour council meeting, anything. Transcribes automatically and identifies individual speakers.
Tip for audio recordings: Ask everyone to state their name at the start of the meeting — "Hi, I'm Jane Smith, strata council president." MinuteHand will pre-fill speaker names automatically.
Here's what MinuteHand produces
Below is real output from a sample strata council meeting — the same structured format applies to HOA boards and nonprofit organizations, adapted to your organization type and terminology.
STRATA CORPORATION KAS 1117
Regular Council Meeting — Minutes
Date: September 10, 2024 | 7:04 p.m.
Location: Amenity Room, 1117 Kalamalka Lake Road, Vernon, BC
COUNCIL PRESENT
Brenda Walsh (Chair) · Rob Taggart (Treasurer) · Diane Moser (Secretary)
Paul Okafor (Councillor) · Yuki Tanaka (Councillor)
QUORUM: Confirmed — 5 of 5 members present.
────────────────────────────────────────────────────────────
1. CALL TO ORDER
The meeting was called to order at 7:04 p.m. by Chairperson Walsh.
2. APPROVAL OF AGENDA AND PREVIOUS MINUTES
Motion: Approve the agenda as presented.
Moved by: Diane Moser | Seconded by: Paul Okafor | CARRIED unanimously
Motion: Approve minutes of the August 13, 2024 regular meeting.
Moved by: Rob Taggart | Seconded by: Yuki Tanaka | CARRIED unanimously
3. FINANCIAL REPORT
Treasurer Taggart reported:
· Operating account: $18,450.32
· Contingency Reserve Fund: $124,817.60
· All strata fees received for September; no arrears.
Motion: Receive and file the financial report.
Moved by: Rob Taggart | Seconded by: Diane Moser | CARRIED unanimously
4. NEW BUSINESS
4a. Parkade Drain Repair — Contractor Selection
Three quotes were reviewed:
Contractor | Quote
────────────────────── | ──────────
Interior Pipe & Drain | $3,875.00 ← awarded
Pacific Drain Works | $4,200.00
Kelowna Plumbing Co. | $5,100.00
Motion: Award the parkade drain repair to Interior Pipe & Drain at
$3,875.00, funded from the Contingency Reserve Fund.
Moved by: Paul Okafor | Seconded by: Brenda Walsh
CARRIED — 4 in favour, 1 opposed (Tanaka)
4b. Strata Lot 14 — Exterior Alteration Request
Owner of Strata Lot 14 requested approval to install a heat pump
on the building exterior.
⚠ NOTE: Verify strata lot boundary against the strata plan before
approving exterior modifications. Engineer or legal review recommended.
Motion: Approve in principle, subject to strata manager confirming
bylaw compliance within 30 days.
Moved by: Yuki Tanaka | Seconded by: Paul Okafor | CARRIED unanimously
5. ADJOURNMENT
Motion: Adjourn the meeting.
Moved by: Diane Moser | Seconded by: Rob Taggart | CARRIED unanimously
Meeting adjourned at 8:12 p.m.
Next regular council meeting: October 8, 2024 at 7:00 p.m.
────────────────────────────────────────────────────────────
ACTION ITEMS
· [Diane Moser] Circulate draft minutes to council within 5 days.
· [Strata Manager] Confirm Unit 14 alteration bylaw compliance — due Oct 8.
· [Rob Taggart] Engage Interior Pipe & Drain; schedule drain repair.
Built for strata councils, HOA boards, and nonprofit organizations
MinuteHand knows how each type of organization meets and what their minutes need to say. For HOA boards it tracks quorum, voting thresholds, and proxy votes. For nonprofit boards it formats resolutions to meet your obligations under provincial societies or federal not-for-profit legislation. For B.C. strata councils specifically, the support runs deepest — here's what that looks like in practice:
Attendance & voting accuracy
Tracks when members arrive late and restricts their participation to votes held after they joined — preserving legally defensible voting records.
B.C. legal terminology
Distinguishes "Units" from official "Strata Lots" and flags where numbers should be verified against the strata roll before warning letters or fines are issued.
Financial complexity
Formats contractor quotes into clean comparison tables and correctly categorizes emergency expenditures (Section 98) versus items requiring a Special General Meeting.
Legal liability flags
When council members make unverified claims, MinuteHand inserts professional caveats recommending engineer or legal review before the minutes are finalized.
Pricing
Start pay-per-use and upgrade when you're ready for the full governance toolkit.
Pay-per-use credits
No subscription. Buy what you need, when you need it.
Credits never expire — use them whenever your council meets.
The complete governance toolkit for active councils.
Already using MinuteHand for minutes? The Board Plan adds everything a working council needs between meetings: a searchable record of every motion ever made, action items that follow you from meeting to meeting, a document library with version history, templates for AGM and SGM notices, and a link you can share with owners so they can read approved minutes without creating accounts.
- Motion & decision registry — every vote, mover, and outcome, searchable across all meetings
- Cross-meeting action item tracking — open items carry forward automatically
- Auto-generated next-meeting agendas — pre-populated from open items and tabled motions
- Full-text search across all meeting content and documents
- Council/board roster with role history
- Vote calculator
- Governance document library with version history (bylaws, R&R, AGM records, insurance, financial statements)
- Governance document templates — AGM Notice, SGM Notice, Written Resolution
- Owner-facing minutes portal — a read-only link for your building, no owner accounts required
- 12 meeting credits included per year
Governance Records — built for how councils actually work
The Board Plan isn't a different way to generate minutes. It's a permanent home for everything that accumulates across the life of a council — the decisions, the commitments, the documents, and the history that a new secretary inherits and a leaving one needs to hand off.
Motion & decision registry
Every motion from every meeting — mover, seconder, vote result, and tally — is automatically extracted and stored in a searchable registry. Filter by result, date range, or keyword. Export to .docx or .csv for AGM presentation.
Cross-meeting action item tracking
Action items extracted from each meeting's minutes carry forward until closed. Track who owns each item, mark progress, and know at a glance what's overdue before the next meeting starts.
Auto-generated agendas
The next-meeting agenda is pre-populated from open action items and tabled motions — the things that actually need to come back up. Set a meeting date and download a ready-to-use .docx.
Governance document library
Store bylaws, rules & regulations, AGM records, insurance certificates, depreciation reports, and financial statements in one place. Full version history — upload a new bylaw and the old one is marked superseded, not deleted.
Governance document templates
Generate AGM Notices, SGM Notices, and Written Council Resolutions from your roster data — no blank-page formatting. Download as .docx, ready to sign and distribute.
Owner-facing minutes portal
Publish approved minutes to a read-only link you control. Owners can read and download minutes without creating accounts. Regenerate the link if it's ever shared somewhere it shouldn't be.
30-day full refund · 12 meeting credits included
Your meeting records stay yours
MinuteHand processes your notes and audio only to generate your minutes. Your content is not stored after processing is complete, not used to train AI models, and never sold or shared with third parties.
Audio recordings are deleted immediately after transcription. Questions about data handling? Reach out.
Frequently asked questions
How much does MinuteHand cost?
MinuteHand offers pay-per-use credits ($7 CAD per meeting, or $20 for 5 credits — about $4 per meeting) and the Board Plan ($75 CAD per year). Credits never expire. The Board Plan includes 12 meeting credits plus the full Governance Records suite.
What's included in the Board Plan?
The Board Plan ($75 CAD/year) includes 12 meeting credits per year plus the full Governance Records suite: a motion and decision registry, cross-meeting action item tracking, auto-generated next-meeting agendas, full-text search across all meeting content, a council roster with role history, a vote calculator, a governance document library with version history, governance document templates (AGM Notice, SGM Notice, Written Resolution), and an owner-facing minutes portal with a secure per-organization link.
A 30-day full refund is available — no questions asked.
Can I upgrade from pay-per-use to the Board Plan later?
Yes. You can upgrade to the Board Plan at any time from within your account. Your existing credit balance carries over — the Board Plan's 12 included credits add on top of what you already have. All previously generated minutes remain accessible.
Does the Board Plan replace pay-per-use credits?
No. The Board Plan includes 12 meeting credits per year — enough for a typical strata council that meets monthly. If you generate more meetings than that, you can buy additional credits at the same pay-per-use rates. Credits never expire.
What is the refund policy?
Board Plan purchases include a 30-day full refund window — no questions asked. Pay-per-use credits are non-refundable once used. Contact hello@minutehand.ca.
What file formats does MinuteHand support?
MinuteHand accepts pasted or typed notes, Microsoft Word (.docx) files, and audio recordings in .mp3, .m4a, or .wav format. Audio is automatically transcribed with speaker identification — no file size restrictions for typical meeting recordings.
Is my meeting data private?
Yes. Your notes and audio are used only to generate your minutes and are not stored beyond what is needed for processing. Audio files are deleted after transcription. Your data is never sold or used to train AI models.
Who is MinuteHand for?
MinuteHand is designed for volunteer secretaries and board members of strata and condo councils, homeowners associations (HOAs), and nonprofit organizations — anyone responsible for meeting minutes without administrative support.
How accurate is the transcription?
MinuteHand uses Deepgram's Nova-2 speech recognition model, which is highly accurate for meeting recordings. For best results, ask participants to state their name at the start of the meeting. You can review and confirm speaker names before generating minutes.
Do MinuteHand credits expire?
No. MinuteHand credits never expire. Buy a pack and use them whenever you need them — once a week, once a quarter, or whenever your council meets.
Free: Strata Council Meeting Agenda Template
A pre-meeting agenda that feeds directly into MinuteHand. The cleaner your notes, the better your minutes.
Show agenda template
Strata Council Meeting Agenda — [Corporation Name] (LMS XXXX)
Date: [Insert Date] | Start Time: [Insert Time] | Location: [Insert Location]
ATTENDEES:
- Present: [Name, Name, Name]
- Absent: [Name]
- Quorum Status: [Confirmed / Not Met]
1. CALL TO ORDER
Meeting called to order at [Time] by [Chair Name].
2. APPROVAL OF AGENDA & PREVIOUS MINUTES
Motion to approve the agenda: Moved by [Name], Seconded by [Name].
Motion to approve minutes from [Previous Meeting Date]: Moved by [Name], Seconded by [Name].
3. FINANCIAL REPORT
Current Operating Balance: $__________
Current CRF Balance: $__________
Treasurer's Updates:
[Insert any budget overages, unexpected bills, or invoices here]
Financial Motions:
[Insert proposal, Mover, Seconder, and any dissenting votes/abstentions]
4. CORRESPONDENCE & BYLAW ENFORCEMENT
Correspondence received from owners:
[Summarize owner letters or emails here]
Ongoing Bylaw Violations:
[Unit/Strata Lot #]: [Summary of issue — e.g., noise, parking]
Council Discussion: [What was decided]
Action/Fine: [Moved by, Seconded by, Fine amount or warning letter status]
5. OLD BUSINESS
Update on [Previous Project Name]:
[Status update, next steps, or completed tasks]
6. NEW BUSINESS
New Project / Issue 1: [e.g., Gutter cleaning quotes]
Quotes received: [Contractor A $X, Contractor B $Y]
Council Decision/Motion: [Moved by, Seconded by, Approved Contractor]
New Project / Issue 2: [e.g., EV Charger request]
Discussion: [Summary of details]
7. ADJOURNMENT & NEXT MEETING
Meeting adjourned at [Time].
Next regular Strata Council Meeting: [Date] at [Time], [Location]