llms | BoardBreeze

# BoardBreeze - AI-Powered Board Meeting Documentation Platform

## Executive Summary

BoardBreeze revolutionizes board meeting documentation through intelligent automation, transforming the traditionally labor-intensive process of creating meeting minutes into a streamlined, AI-powered solution. By leveraging cutting-edge speech recognition and natural language processing, BoardBreeze enables board clerks and governance professionals to save up to 75% of their documentation time while ensuring accurate, compliant, and professionally formatted meeting records.

Key Value Proposition: "Minutes in Minutes" - From audio recording to professionally formatted board meeting minutes with minimal human intervention.

## Company Overview

Founded: 2025

Parent Company: Magneo Solutions LLC

Status: Live MVP with paying customers

Mission: Democratize professional board governance by making enterprise-grade meeting documentation accessible to organizations of all sizes

### Key Achievements

- First fully automated meeting processed: April 22, 2025

- Two registered trademarks and utility patent pending

- Successfully processing 7+ hour recordings with automated splitting

## The Problem We Solve

Traditional board meeting documentation faces critical challenges:

1. Time-Intensive Process: Manual transcription takes 4-6 hours for every hour of meeting audio

2. Error-Prone: Human transcription introduces inconsistencies and potential compliance risks

3. Resource Drain: Board clerks spend 60-80% of their time on documentation rather than strategic governance

4. Accessibility Gap: Small to mid-size organizations lack access to affordable, professional-grade solutions

5. Compliance Risk: Inconsistent documentation can lead to legal and regulatory issues

## Our Solution

BoardBreeze provides an end-to-end automated solution for board meeting documentation:

### Core Workflow

1. Upload: Record meeting or upload existing audio (any length supported)

2. Process: AI-powered transcription with automatic speaker identification

3. Format: Intelligent formatting into professional meeting minutes

4. Review: Interactive editing with compliance verification

5. Export: Multiple format options (PDF, Word, TXT, JSON)

### Key Differentiators

- Unlimited Recording Length: Proprietary technology handles 7+ hour meetings seamlessly

- Automatic Splitting: Large files intelligently segmented for optimal processing

- Real-Time Progress: WebSocket-based live updates during transcription

- Parliamentary Procedure Recognition: AI identifies motions, seconds, and votes

- Compliance Verification: Built-in checking against organizational bylaws

- Mobile-First Design: Fully responsive for tablets and mobile devices

## Technical Architecture

### Frontend Stack

- Framework: Next.js 15.1.7 with App Router

- Language: TypeScript for type safety

- Styling: Tailwind CSS with custom design system

- State Management: Redux Toolkit for complex state

- Real-Time: Socket.IO client for live updates

- Deployment: Vercel with automatic CI/CD

### Backend Infrastructure

- Server: Express.js with TypeScript

- Database: Supabase (PostgreSQL) with Row Level Security

- Authentication: Magic link (passwordless) + JWT tokens

- Caching: Redis Cloud for performance optimization

- Real-Time: Socket.IO server for WebSocket communication

- Container: Docker with AWS ECS/Fargate deployment

### Cloud Services (AWS)

- Storage: S3 with Transfer Acceleration for fast uploads

- Transcription: AWS Transcribe (streaming + batch processing)

- Audio Processing: Lambda functions with ffmpeg for file splitting

- CDN: CloudFront for global content delivery

- Infrastructure: Managed with AWS CDK (Infrastructure as Code)

- Monitoring: CloudWatch for comprehensive logging and metrics

### AI & Processing Pipeline

- Speech Recognition: AWS Transcribe with custom vocabulary

- NLP: OpenAI GPT-4 for intelligent minute formatting

- Audio Optimization: Server-side processing for file size reduction

- Cost Efficiency: ~$0.03-$0.05 per 7-hour recording using serverless

## Features & Capabilities

### Audio Processing

- Format Support: MP3, WAV, M4A, FLAC, MP4, WebM, OGG

- Automatic Optimization: Mono conversion reduces file size by 50%

- Smart Splitting: Files >4 hours automatically segmented

- Processing Speed: 3-5 minutes for 3-hour recordings

- Direct Upload: Secure client-to-S3 transfer bypassing server limits

### Meeting Documentation

- Speaker Diarization: Automatic speaker identification and labeling

- Motion Detection: AI recognizes formal motions and procedural language

- Vote Tracking: Accurate recording of voting results

- Action Items: Automatic extraction and formatting

- Cross-Referencing: Intelligent linking of related documents

### Collaboration & Management

- Real-Time Editing: Multiple users can collaborate simultaneously

- Version Control: Complete audit trail of all changes

- Search: Full-text search across all meeting content

- Export Options: PDF, Word, plain text, JSON formats

- Integration: API support for third-party systems

### Security & Compliance

- End-to-End Encryption: All data encrypted in transit and at rest

- Direct-to-Cloud: Files bypass servers for enhanced security

- Access Control: Role-based permissions with fine-grained controls

- Audit Trail: Comprehensive logging for compliance requirements

- Data Residency: Choose AWS region for data storage

## Market Opportunity

### Total Addressable Market

- Global board management software market: $2.55 billion (2025)

- Projected growth to $5.56 billion by 2034 (CAGR ~9.2%)

- Meeting documentation segment: ~15% of total market (~$383M)

### Target Segments

1. Community Colleges: 116 districts in California alone

2. School Boards: 13,500+ districts in the US

3. Nonprofits: 1.5M+ registered nonprofits requiring board governance

4. SMB Boards: 200,000+ small/medium businesses with formal boards

5. Government Agencies: Local and state government boards

6. Healthcare Organizations: Hospital and clinic boards

### Market Positioning

BoardBreeze targets the underserved small to mid-market segment with enterprise-grade features at accessible pricing, filling the gap between basic transcription tools and expensive enterprise governance suites.

## Competitive Landscape

### Key Competitors

|------------|-----------|------------|---------------|

### BoardBreeze Advantages

1. Automation Focus: True end-to-end automation vs. partial solutions

2. Unlimited Length: No restrictions on meeting duration

3. Affordability: 70% lower cost than enterprise alternatives

4. Speed: Minutes generated in minutes, not hours

5. Ease of Use: No training required, intuitive interface

## Business Model & Pricing

### Subscription Tiers

#### Essential Plan - $29.99/month

- Up to 10 hours of transcription

- Standard minute templates

- 90-day cloud storage

- Email support

- 5 user seats

#### Professional Plan - $99/month

- Unlimited transcription hours

- Custom minute templates

- Parliamentary procedure tracking

- 1-year cloud storage

- Priority support

- 20 user seats

- API access

#### Enterprise Plan - Custom Pricing

- All Professional features plus:

- Custom compliance rules

- Dedicated support team

- SLA guarantees

- Custom integrations

- Unlimited users

- On-premise option

### Revenue Model

- Primary: Monthly/annual SaaS subscriptions

- Secondary: Professional services for custom integrations

- Future: Marketplace for minute templates and compliance rules

## Financial Overview

### Current Status (June 2025)

- Annual Recurring Revenue: $10,198

- 2 Community Colleges @ $5,000/year = $10,000

- 1 School Board @ $99/year

- 1 HOA Board @ $99/year

- Cash Position: $25,000 (bootstrapped)

- Burn Rate: Minimal due to efficient architecture and AWS credits

### Growth Projections

- Year 1 Target: $75,000-$100,000 ARR (10-15 new clients)

- Year 2 Target: $500,000 ARR (50+ clients)

- Year 3 Target: $2M ARR (200+ clients)

- Break-even: Projected within 12-18 months

### Unit Economics

- Customer Acquisition Cost (CAC): $500-$1,000

- Customer Lifetime Value (CLV): $5,000-$15,000

- Gross Margin: 85% (after infrastructure costs)

- Churn Rate: <5% annually (projected)

## Product Roadmap

### Current Features (Live)

- ✅ Unlimited audio upload and processing

- ✅ AI-powered transcription and formatting

- ✅ Real-time progress tracking

- ✅ Mobile-responsive interface

- ✅ Basic minute templates

- ✅ Export to multiple formats

### Q3 2025

- Advanced editing interface with track changes

- Live Q&A chatbot for meeting insights

- Calendar integration (Google, Outlook)

- Email notifications and reminders

### Q4 2025

- Agenda automation and management

- Action item tracking and follow-up

- Compliance tagging and verification

- Analytics dashboard for meeting insights

### 2026 Roadmap

- Native mobile applications (iOS/Android)

- E-signature integration

- Advanced collaboration workspace

- AI-powered meeting recommendations

- Multi-language support

- Custom AI model training

## Team

### Leadership

- Founders: Domain experts with personal experience in board governance

- Engineering: Full-stack developers with AWS and AI expertise

- Advisory: Board governance professionals and SaaS industry veterans

### Core Competencies

- Deep understanding of parliamentary procedures

- Expertise in AI/ML and natural language processing

- Strong background in enterprise SaaS development

- Experience with compliance and governance requirements

## Technology Details

### Infrastructure Specifications

- AWS Account: 842676016582

- Primary Region: us-west-2 (backend), us-east-2 (storage)

- Load Balancer: Auto-scaling with health checks

- Lambda Functions: 3GB memory, 15-minute timeout for audio processing

- Database: PostgreSQL via Supabase with automatic backups

- Redis Cache: Cluster mode with automatic failover

### Performance Metrics

- Uptime SLA: 99.9% for Professional/Enterprise plans

- Processing Speed: 1 hour of audio in 3-5 minutes

- Concurrent Users: Supports 50+ simultaneous sessions per board

- Storage: Unlimited with intelligent archiving

- API Rate Limits: 1000 requests/hour for Professional plans

### Security Measures

- Encryption: AES-256 for data at rest, TLS 1.3 in transit

- Authentication: Multi-factor authentication available

- Compliance: SOC 2 Type II in progress

- Backups: Automated daily with 30-day retention

- Disaster Recovery: Multi-region failover capability

## Customer Success Stories

### Community College District

- Challenge: 6-hour board meetings taking 3 days to document

- Solution: BoardBreeze automated transcription and formatting

- Result: 90% time savings, minutes ready same day

- ROI: $50,000 annual savings in staff time

### Nonprofit Board

- Challenge: Volunteer secretary struggling with consistency

- Solution: Standardized templates and automatic formatting

- Result: Professional minutes without expertise required

- Impact: Improved compliance and board effectiveness

## Support & Resources

### Customer Support

- Email: support@boardbreeze.io

- Response Time: <4 hours for Professional plans

- Knowledge Base: Comprehensive documentation and tutorials

- Training: Live onboarding sessions for new customers

### Developer Resources

- API Documentation: RESTful and WebSocket APIs

- SDKs: JavaScript/TypeScript (Python coming soon)

- Webhooks: Real-time event notifications

- Sandbox: Test environment for development

## Investment Opportunity

### Why BoardBreeze

1. Proven Market Need: $300M+ addressable market growing 9% annually

2. Working Product: Live MVP with paying customers and strong retention

3. Scalable Technology: Serverless architecture supports rapid growth

4. Clear Differentiators: Only solution with unlimited meeting length

5. Strong Unit Economics: 85% gross margins with low CAC

### Use of Funds

- Product Development (40%): Enhanced AI capabilities and mobile apps

- Sales & Marketing (35%): Build sales team and marketing campaigns

- Operations (15%): Customer success and support infrastructure

- R&D (10%): Advanced AI research and patent development

### Key Milestones

- Already Achieved: MVP launch, first customers, patent pending

- Next 6 Months: 25 paying customers, mobile app launch

- Year 1: 100 customers, $500K ARR, Series A ready

- Year 2: 500 customers, $2M ARR, market leadership position

## Contact Information

Website: www.boardbreeze.io

Email: grace@boardbreeze.io

Support: grace@boardbreeze.io

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BoardBreeze - Transforming board governance through intelligent automation. Minutes in Minutes.

Last Updated: June 2025

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