Customer Stories
Damien Center
Indiana’s oldest HIV/AIDS service organization cut meeting prep time in half and gave board members their weekends back with AI Suite inside OnBoard.
Customer Stories
Indiana’s oldest HIV/AIDS service organization cut meeting prep time in half and gave board members their weekends back with AI Suite inside OnBoard.
Industry: Healthcare / Nonprofit
Headquarters: Indianapolis, Indiana
Founded: 1987
Board meetings per month: Up to 8
HIPAA regulated: Yes
Board Management Goals
Results
OnBoard Capabilities Utilized
Founded in 1987 at the height of the AIDS crisis, the Damien Center has grown into Indiana’s oldest and largest HIV/AIDS service organization. Today, the organization serves more than 13,000 individuals each year, providing clinical care, prevention education, counseling, and wraparound support services from its campus on East Washington Street. With that mission comes a board and committee structure that touches sensitive health data, complex funding streams, and strict federal regulations. As a HIPAA-regulated nonprofit, the Damien Center runs approximately eight board and committee meetings every month and up to twelve in a given quarter. Some committees meet monthly, others quarterly, and a few convene twice a year. An executive committee meets monthly as well, along with internal task forces for strategic planning and finance.
That volume of governance work falls largely on one person: Libby Hasse, Executive Assistant at the Damien Center.
When Libby joined the Damien Center about a year ago, she inherited a governance process that demanded enormous blocks of time. The organization targets getting materials out seven days before each meeting, which meant the week or week-and-a-half leading up to any given meeting was consumed by meeting prep.
"Depending on how many meetings were in the upcoming month, I was spending up to almost a full day to a day and a half getting all of the agendas ready, going over the previous month’s meeting minutes, waiting on other people to get their agenda items done so I could upload them."
The minutes side was just as demanding. As someone expected to participate in committee and board discussions, not just record them, Libby found herself pulled in two directions. Taking notes while trying to follow a nuanced conversation about clinic data or organizational finance meant something always slipped through.
The finance committee was especially tough. “I personally don’t have huge business financial understandings,” Libby says. “I wasn’t sure what was important, what was not. I definitely missed some things that I probably shouldn’t have.”
Board members felt the strain, too. Before meetings, directors were spending up to three or four days reviewing dense packets filled with policies, legislation, and clinical data just to walk in prepared.
At a healthcare organization that handles protected health information daily, the word “AI” doesn’t get an automatic green light. Libby made her case around three points: time savings for herself, her co-admins, and board members already stretched thin; compliance, since AI Suite runs inside a HIPAA-compliant, closed-loop system where no data leaves the instance and nothing trains external models; and the reality that AI is already embedded in the tools people use every day, and organizations that don’t adopt it inside a governed system risk falling behind.
“If you don’t want to use the AI, that’s fine, but then we can’t have our phones in our meetings. Everything is going to have to become in person. We’d have to put phones in a lockbox. If we’re so worried that something’s going to leak, then we have to take 100% precaution. We can’t be fifty-fifty.”
— Libby Hasse, Executive Assistant, Damien Center
The argument worked. The Damien Center adopted AI Suite in November 2025, and Libby began rolling it across board and committee meetings immediately.
For Libby, Minutes AI is the one feature Libby says she’d pick if she could only keep one. Before AI Suite, taking minutes meant splitting her attention between the conversation and her notes. If something moved fast, a motion, a financial figure, a decision on a policy change, she had to hope she caught it.
Now, she opens Minutes AI at the start of each meeting and lets it capture the discussion. She still takes her own notes on items she wants to flag personally, like future meeting topics and follow-up reminders, but the core record is handled. After the meeting ends, the transcript and a first draft of minutes are available immediately.
“I don’t have anxiety going into a meeting wondering if I’m going to capture everything or miss crucial information. I know it’s going to be there.”
The Damien Center added several new committees this year, which meant Libby had no prior agendas to reference. Instead of starting from scratch, she used Agenda AI to generate structured drafts from notes, emails, or a quick description of the committee’s purpose.
For recurring meetings, Libby feeds in the previous month’s minutes or an email summary of what needs to be covered next. Agenda AI returns a structured agenda with sections, suggested time allocations, and presenter assignments. She typically removes the time limits, since her committees prefer a flexible pace, and refines the rest before publishing.
“It’s not a once-it’s-in-there-that’s-what-you-have-to-use situation,” Libby explains. “You can very much formulate it to what you need exactly per meeting.”
The Damien Center’s board packets are dense. Directors review health clinic data, policies under revision, legislation, and financial reports. Before Book AI, some board members were spending three to four days just getting through the materials ahead of a quarterly meeting.
Book AI generates concise summaries for every section of the board book, giving directors a clear picture of what each agenda item covers and what’s expected of them. Board members who travel frequently, something common at the Damien Center, can now prep in about 45 minutes, even if they only have a window between a conference session and a board call.
“It’s not only improved my productivity, but I think it’s improved the productivity for everybody that has access to it. They’re not just waiting for me for days to get all of it completed. I have it all done by that next morning.”
Libby had used Microsoft Teams’ built-in transcriber before joining the Damien Center. It worked, but it introduced friction. Transcripts had to be downloaded, reviewed, reformatted, and uploaded into the board portal separately. Meetings occasionally ended with lost transcripts if someone stayed in the call too long or the recording didn’t save correctly.
With AI Suite, everything lives inside the same platform where agendas are built, materials are published, and minutes are approved. There’s no jumping between apps during a meeting, no lost files, and no extra steps to get the record into the right place. Working with a dedicated Customer Success Manager made the transition smooth, and ensured the Damien Center got the most out of each feature from day one.
“I’m not jumping between multiple platforms during a meeting. Active listening is really important during board meetings and committee meetings, and having to use multiple programs would not really allow you to actively listen as much as you probably would want to.”
The Damien Center’s board spans a wide range of ages and comfort levels with technology, with members from their early 30s to nearly 70. Libby has personally walked some directors through OnBoard basics. Despite that range, adoption of AI-powered features has gone smoothly.
Board members who use Book AI report that it saves real time. Co-admins across departments say Minutes AI and Agenda AI have given them capacity back. After roughly five months of use, Libby says the feedback has been overwhelmingly positive. For organizations considering automating their board meeting minutes and other governance tasks, the Damien Center’s experience shows that even HIPAA-regulated boards with a broad age range can adopt AI successfully.
For anyone on the fence about adding AI Suite, Libby’s advice is simple.
“Just go for it. AI is something that is here to stay, whether we like it or not. I don’t see it disappearing anytime soon. So might as well take advantage of it and see how it can help you and help your team and your board members.”
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