Professional minute-taking for non-profit, corporate, regulatory, and committee boards across Canada. Drafted by Chartered Governance Professionals who understand procedure, not freelancers screened on typing speed. Defensible records, 48-hour turnaround.
The major platforms recruit freelancers through job boards at $20 to $30 per hour, screen them on listening and writing skills, and route them to your meeting. Useful for transcription. Limited when your minutes need to capture procedural integrity, conflict declarations, motion language, and decisions that hold up if challenged. We come at this from the other direction: chartered governance training first, minute-taking as the deliverable.
Boards carrying fiduciary weight on volunteer time. Minutes that satisfy funders, regulators, and accreditation bodies, without the polish-by-committee delay.
Growth-stage boards preparing for diligence, financing, or governance maturity. Records that read cleanly when investors or counsel ask for the minute book.
Audit committees, risk committees, and full boards where defensibility is the point. Procedurally sound minutes, ready for auditors and regulators.
Government bodies, agencies, foundations, and committees where transparency and procedural integrity are part of the mandate.
Regular and special board meetings, in-person, virtual, or hybrid. Captured properly the first time.
AGMs, annual members' meetings, and special meetings of members. Owner and member questions captured accurately.
Audit, risk, governance, nomination, finance, and ad hoc committees. Format consistent with the parent board.
Other minute-taking services solve a different problem than ours, and that is fine for some boards. Here is where it matters.
Every board is different. Meeting length, complexity, format, sensitivity, and travel all shape the right structure. We quote after a 30-minute call so the engagement actually fits, rather than forcing your board into a published rate card.
For boards with a one-off AGM, special meeting, or those who want to try us before committing to anything longer-term.
For boards with a predictable meeting cadence. Best value, priority scheduling, and a consistent documentation standard across the year.
For organisations with multiple boards, foundations, or committees needing consistent records across entities. Custom structure.
Service area. In-person attendance: across Ontario, including Toronto, the GTA, Hamilton, Kitchener-Waterloo, Ottawa, and surrounding regions. Remote attendance via Zoom or Teams: anywhere in Canada. Travel terms are part of the engagement quote.
30-minute call to understand your board, its cadence, and the documentation standard you need.
Scope, fees, and turnaround in writing. Confidentiality and conflict terms locked in.
Live attendance, draft within 48 hours, one round of board revisions, final delivery in standardised format.
Minutes filed, action items tracked, ready for the next cycle. Quarterly check-in on retainer engagements.
Chartered Governance Professionals are formally trained and credentialed in governance, board procedure, and corporate secretarial practice. We understand quorum rules, conflict-of-interest protocols, motion structure, in-camera handling, and what makes a record defensible if it ever gets scrutinised. A typical marketplace minute-taker is screened for listening and writing skills, not governance expertise. Both are useful. They produce different work product.
Yes. We have a dedicated practice for condominium boards in Ontario, with specific scope and a separate page (condominium board services). The same governance discipline applies; the regulatory context is different.
In-person attendance: across Ontario, including Toronto, the GTA, Hamilton, Kitchener-Waterloo, Ottawa, and surrounding regions. Remote attendance via Zoom or Teams: anywhere in Canada. Travel terms are part of the engagement quote.
In-camera and confidential portions are recorded in a separate section of the minutes, segregated from the main record. This makes redaction simple if minutes are later requested by members, owners, or auditors. Litigation, employment, and specific-individual matters are handled with appropriate sensitivity from the outset.
48 hours for board and committee meeting drafts is the default. AGMs and complex meetings can take up to 5 business days. Rush turnaround (24 hours) is available and quoted as part of the engagement.
Yes. Adjacent governance work like resolution drafting, conflict-of-interest registers, minute book clean-up or reconstruction, and director onboarding materials are part of our broader corporate secretarial practice. Once we are working with your board, these are easy to layer in as separate engagements.
Yes on both. Professional liability insurance covers all governance support work, and a written confidentiality clause is part of every engagement letter.
Tell us about your board, its cadence, and where your current documentation falls short. We will tell you what we think honestly, including whether or not we are the right fit.
Speak with an expert