--- title: "Produce council meeting minutes with AI · Munia use case" description: "From the agenda, your notes and the meeting documents, the agent structures the minutes into decision points. You complete, you approve." url: https://munia.ai/en/use-cases/produce-the-meeting-minutes/ lang: en-CA last_updated: 2026-09-23 --- [Clerk's office](/en/for/clerks-office/)Clerk's office · municipal councils and boards # Produce the minutes of a council meeting The minutes must be adopted at the next meeting and will feed the resolutions. The agent starts from the agenda, your notes and the filed documents, and structures everything into decision points. You complete, you approve. Book a demo See the recipe Observed use - Minutes are the task clerks asked about most in our 2026 satisfaction survey - Once adopted, they feed the Municipal resolution agent directly - Organizations first structure the agenda with the agent of the same name No public time figure for this specific task: we do not invent one. 01 Before, after ## The same task, before and with Munia. Today - Reread the notes, find who moved and who seconded - Rephrase each item in the expected structure - Redo the formatting at every meeting - Deliver the minutes late, so the resolutions too With Munia - Upload the agenda, your notes and the meeting documents - Get minutes structured into decision points, in your template - Complete votes and interventions, approve - Move straight on to the resolutions 02 The recipe ## How it is done, step by step. 1. Prepare the meeting with the Agenda agent It structures the items from your files; that is the skeleton of the minutes. 2. After the meeting, upload your notes Transcribed notes, summary of the discussion, filed documents: the Minutes agent extracts the decision points. 3. Complete what the agent cannot know Votes, attendance, specific interventions. You add them, the agent keeps the structure. 4. Approve, then move to the resolutions The approved minutes become the source for the Municipal resolution agent. Support tip - Give the agenda and the notes in the same request: the agent aligns the two. - Specify your organization's template: header, numbering, opening and closing wording. - A clerk who wants a minutes agent fully under their control can have it created with our support. 03 Agents involved ## What you find in Munia for this task. - Minutes “Summarize the council meeting into decision points.” - Agenda “Prepare the agenda for Tuesday's meeting.” - Municipal resolution “Write the resolution awarding the paving contract.” These agents are described with the others on the page [For clerk's office](/en/for/clerks-office/). Glossary terms [Clerk's office](/en/glossary/#greffe)[Council meeting](/en/glossary/#seance-du-conseil)[Minutes](/en/glossary/#proces-verbal)[Agenda](/en/glossary/#ordre-du-jour) People stay in control, start to finish The agent prepares, the employee approves. Nothing is adopted, published, sent or destroyed without a person who reread it. That is the rule on every page of this site and in every Munia agent. 04 FAQ ## Frequently asked questions ### Does the agent transcribe the audio recording? No. It works from text: agenda, notes, documents. If you have a transcript, you upload it as text. ### Are the produced minutes ready to adopt? They are a structured draft. Votes, attendance and the nuances of debate are completed by the person who was in the room. ### Can the agent be adapted to our template? Yes, by attaching adopted minutes as an example. For a very specific template, an in-house agent is created with our team. ### What about closed sessions? Munia is hosted in Canada, your documents are never used to train models and inference runs under zero-retention contracts. What you upload remains your choice. ## Other use cases for clerk's office [ \-71% · in resolution drafting time ### Draft council resolutions from the minutes The clerk starts from the minutes, the agent produces the resolution in your template, you approve. A 71% reduction in drafting time measured at a client. ](/en/use-cases/draft-a-council-resolution/)[ Clerk's office ### Write a public notice in the required form Consultation, adoption, notice to electors: the required structure respected, you check substance and dates. Observed use in a municipality of 600 residents. ](/en/use-cases/write-a-public-notice/)[ Clerk's office ### Catch up on years of archiving backlog without renaming by hand Records management policy read by the AI, compliant name, classification plan, retention deadline, personal information flagged. Add-on tool, on request. ](/en/use-cases/rename-and-classify-archives/) [All use cases](/en/use-cases/)