Using AI to Streamline Church Meetings
One of the doctors in my local practice uses AI to streamline her work. Previously she would spend up to 10 minutes after each patient visit writing down what was said and the decisions that were made during the consultation. Now she has her phone record the discussion. Then, once the meeting is finished, a built-in AI generates the written record.
Could similar technology help reduce streamline church operations? For example, churches typically have a governing body that provides strategic guidance and decision making. These committees have names such as vestry, session or parish council. Taking the minutes during the committee meetings and then writing them up is frequently an unpopular chore. Sometimes the minutes are difficult to follow, or are incomplete.
I asked ChatGPT for its opinion. Here is what it said.
Ways AI Can Help Record Meeting Minutes:
1. Transcribe Live or Recorded Meetings
AI-powered transcription tools (like Otter.ai, Rev, Microsoft Teams, or Zoom's transcription) can:
Automatically transcribe what’s said during meetings
Label speakers
Provide timestamps
2. Summarize Key Points
Tools like ChatGPT (when fed a transcript) can:
Identify action items, decisions, and motions
Summarize discussions into concise meeting minutes
Format output in bullet points, outlines, or formal reports
3. Highlight Tasks and Follow-Ups
AI can extract:
Assigned tasks
Due dates
Follow-up topics for the next meeting
4. Template Automation
You can feed AI a meeting minutes template, and it will:
Insert names, dates, motions, and discussions into the correct format
Ensure consistent, professional documentation
⚠️ Considerations:
Privacy & confidentiality: Always notify participants if you're recording or using transcription tools.
Human review: AI should assist, not replace, a human secretary or clerk — review for accuracy and tone.
Denominational protocols: Some churches have specific requirements for how minutes are recorded and stored.
ChatGPT then created a sample set of minutes (using fake data, I hope) based on the conversation.
📝 Episcopal Church Vestry Meeting Minutes
Church Name: St. Mark’s Episcopal Church
Committee: Vestry
Meeting Date: June 4, 2025
Time: 6:30 PM – 8:10 PM
Location: Parish Hall
1. Opening
Call to Order: The meeting was called to order at 6:30 PM by Senior Warden John Ellis.
Opening Prayer/Devotion: Offered by Rev. Sarah James (Rector)
2. Attendance
Present Vestry Members:
John Ellis (Senior Warden)
Mary Greene (Junior Warden)
Linda Rowe (Treasurer)
Michael Tran (Clerk)
Daniel Lewis
Rebecca Shaw
Annette Brown
Carla Watkins
Absent Members:
None
Guests:
Rev. Sarah James (Rector)
Susan Kim (Finance Committee Chair)
3. Approval of Previous Minutes
Motion to approve the May 7, 2025, Vestry minutes.
Motion by: Mary Greene
Seconded by: Linda Rowe
Vote: Unanimously approved
4. Reports
Rector’s Report (Rev. Sarah James):
Highlighted pastoral care visits and upcoming Pentecost service.
Shared plans for a summer Bible study series and a sabbatical in 2026.
Senior Warden’s Report (John Ellis):
Expressed gratitude for successful stewardship campaign
Noted upcoming diocesan leadership meeting
Treasurer’s Report (Linda Rowe):
Balance as of May 31: $28,450
Pledged giving on track (96% of projections)
Unexpected HVAC repair cost: $2,100
Motion to accept report
Motion by: Rebecca Shaw
Seconded by: Daniel Lewis
Vote: Passed unanimously
5. Old Business
Roof Replacement Project:
Update: Contractor scheduled for July 10 start date
Final quote accepted: $15,000
Payment plan reviewed and approved
6. New Business
Children’s Ministry Volunteer Policy Update:
Reviewed updated Safe Church compliance requirements
Motion to adopt policy and require training by September
Motion by: Carla Watkins
Seconded by: Annette Brown
Vote: Approved with 1 abstention
Diocesan Convention Delegates:
Nominees: Daniel Lewis and Rebecca Shaw
Motion to approve nominations
Vote: Approved unanimously
7. Announcements
Pentecost Sunday: June 8 — wear red
Next Vestry Meeting: July 2 at 6:30 PM
Parish BBQ scheduled for July 14
8. Closing
Closing Prayer: Offered by Michael Tran
Adjournment: Meeting adjourned at 8:10 PM
Next Meeting: Wednesday, July 2, 2025, at 6:30 PM in Parish Hall
✍️ Minutes Submitted By:
Name: Michael Tran, Vestry Clerk
Date Submitted: June 5, 2025
My experience with projects such as this is that ChatGPT can provide a good start, but its output always needs to be reviewed by an expert human. In this case, the vestry clerk would need to check the accuracy of the minutes.
