AI Governance Meeting Template

# AI Governance Meeting

**Organisation:** ___________________________
**Meeting type:** Regular governance meeting / Extraordinary meeting / First meeting
**Date:** ___________________________
**Time:** ___________________________
**Location / Platform:** ___________________________
**Chair:** ___________________________
**Minutes taken by:** ___________________________

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## Attendees

| Name | Role | Present (Y/N) | Apologies |
|------|------|--------------|-----------|
| | | | |
| | | | |
| | | | |
| | | | |
| | | | |

**Quorum met:** Yes / No (required: ___ members)

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## Standing Agenda

### Item 1: Apologies and Conflicts of Interest (5 min)

*Record any apologies and any conflicts of interest declared for items on today's agenda.*

Apologies: ___________________________
Conflicts declared: ___________________________

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### Item 2: Minutes of Last Meeting (5 min)

*Review and approve the minutes from [date of last meeting].*

Minutes approved: Yes / No / Amendments required

Amendments: ___________________________

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### Item 3: Actions from Last Meeting (10 min)

| Action ref | Description | Owner | Due date | Status |
|-----------|-------------|-------|----------|--------|
| | | | | |
| | | | | |
| | | | | |

*Actions outstanding beyond their due date should be escalated or revised.*

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### Item 4: AI Tool Approvals (15 min)

*Review any new AI tools submitted for approval since the last meeting.*

**Tools submitted for approval:**

| Tool name | Submitted by | Use case | Data involved | Recommendation |
|-----------|-------------|----------|--------------|----------------|
| | | | | Approve / Reject / More info needed |
| | | | | Approve / Reject / More info needed |

**Decisions:**
___________________________

**Tools approved this meeting:**
- [ ] ___________________________
- [ ] ___________________________

**Tools declined or deferred:**
- [ ] ___________________________

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### Item 5: Risk and Incident Update (15 min)

*Review the AI risk register and any incidents or near-misses since the last meeting.*

**New risks identified:**

| Risk ref | Description | Likelihood (H/M/L) | Impact (H/M/L) | Owner | Mitigation |
|---------|-------------|-------------------|----------------|-------|-----------|
| | | | | | |
| | | | | | |

**Incidents reported since last meeting:**

| Date | Summary | Data involved? | Reported to ICO? | Status |
|------|---------|---------------|-----------------|--------|
| | | | | |
| | | | | |

**Risk register reviewed:** Yes / No
**Any risks requiring escalation:** ___________________________

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### Item 6: Policy and Compliance Update (10 min)

*Review any changes needed to AI policies, and confirm compliance with current obligations.*

- Any regulatory changes to note (ICO guidance, government AI strategy updates, etc.): ___________________________
- Policy review schedule update: ___________________________
- Staff training completion rates: ______% complete as of [date]
- Any compliance gaps to address: ___________________________

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### Item 7: AI Projects and Use Case Updates (15 min)

*Brief update on active AI projects or new use cases being piloted.*

| Project / Use case | Lead | Stage | Key update | Issues |
|-------------------|------|-------|-----------|--------|
| | | | | |
| | | | | |
| | | | | |

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### Item 8: Any Other Business (5 min)

*Items not on the agenda raised by members.*

___________________________

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### Item 9: Actions and Next Meeting (5 min)

**Actions agreed this meeting:**

| Action ref | Description | Owner | Due date |
|-----------|-------------|-------|----------|
| | | | |
| | | | |
| | | | |
| | | | |

**Next meeting:**
Date: ___________________________
Time: ___________________________
Location / Platform: ___________________________
Any agenda items to pre-schedule: ___________________________

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## Decision Log (this meeting)

| Decision ref | Decision made | Rationale | Approved by | Date |
|-------------|--------------|-----------|-------------|------|
| | | | | |
| | | | | |

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**Minutes signed off by Chair:** ___________________________
**Date signed:** ___________________________