Critical to the operation of any appointed or elected board or committee is the memorialization of the discussions and actions taken by that entity, and minutes serve as the historical, permanent public (or private) record.
Government and private enterprise officials and staff, as well as the public and/or stockholders, rely on minutes to keep informed. Prototype has the qualified personnel, ability, and staffing to fulfill that requirement in a professional, timely, reliable, and concise manner.
Prototype staff have the skill set, experience, and ability to listen to audio - even of a technical nature - summarizing that information in a gramatically correct, concise, and understandable narrative. We will work with your staff to ensure that all information supporting and presented during the meetings is compiled and transmitted appropriately and timely.
Staff continuity is important. One Minutes Writer is assigned to each account enabling them to become familiar with the topics, speakers' voices, and your expectations - ensuring a consistent flow of accurately written information.
Minutes Editing: We can also fine-tune your existing minutes for maximum clarity and coherence.
Meeting audio, notes, agendas, and meeting documents can be uploaded to us either by using DropBox or similar large file transfer protocol or we have a free FTP site for uploading the materials to us.
We ask you for a prior set of minutes or details of how you would like the minutes written - detailed narrative or topic summary - and customize the minutes to your style and preferences. Once materials are received, we will return a first draft to you within seven (7) business days of receipt. You will work directly with your Minutes Writer to edit the draft, if necesssary, and will receive a second draft. If requested, we will create the final minutes document once the board has approved them.
Minutes are billed by MEETING HOUR with a 30-minute minimum, and thereafter in quarter hour (15-minute) increments. You are provided a detailed invoice after your receipt of the first draft. There are no additional charges - first draft, second draft, and final minutes are provided for one price. Of course, rush and expedite requests are provided at an additional cost.