AI Council Toolkit

Cadence, quorum rules, agenda templates, decision-making processes, and record-keeping for AI Council meetings.

Meeting Cadence

Meeting Type	Frequency	Duration	Purpose
Full council	Fortnightly or monthly	60-90 min	Review cases, set policy, discuss emerging issues
Triage huddle	Weekly (optional)	30 min	Chair + 1-2 members route incoming cases
Champion briefing	Monthly	30 min	Share updates, gather feedback from champion network
Executive briefing	Quarterly	30 min	Report to sponsor on inventory, decisions, risks, and program health

Quorum

A quorum requires a majority of voting members (typically >50%) including the chair or deputy chair. Decisions made without quorum are advisory and must be ratified at the next quorate meeting.

Decision-Making

Preferred: Consensus with Fallback

The chair presents the case and recommendation
Members discuss, raise concerns, and propose conditions
The chair tests for consensus: "Does anyone object to this recommendation?"
If consensus is reached, the decision is recorded
If consensus cannot be reached, the chair calls a vote (simple majority)
Dissenting views are recorded in the minutes

Decision Options

Decision	Meaning
Approved	Use case meets policy requirements and may proceed
Approved with conditions	Use case may proceed once specified mitigations are in place
Deferred	More information is needed before a decision can be made
Escalated	Case exceeds the council's authority or risk appetite (referred to executive sponsor)
Not approved	Use case does not meet requirements and may not proceed in its current form

Agenda Template

AI Council Meeting, [Date]

1. Apologies and quorum check
2. Minutes of previous meeting (approval)
3. Actions arising (status update)
4. New cases for review
   a. [Case name], [Presenter], [Tier level]
   b. [Case name], [Presenter], [Tier level]
5. Policy or standards updates
6. Emerging risks or incidents
7. Any other business
8. Next meeting date

Decision Log

Every decision should be recorded with:

Case ID and name
Date of decision
Decision (approved / approved with conditions / deferred / escalated / not approved)
Conditions (if any)
Rationale: which principles, risks, or evidence informed the decision
Assigned actions and owners
Review date (when the decision should be revisited)

Minutes

Meeting minutes should be concise and focus on decisions and actions, not discussion transcripts. Distribute within 48 hours of the meeting.

Copy This Template

AI Council Meeting, [Date]

1. Apologies and quorum check
2. Minutes of previous meeting (approval)
3. Actions arising (status update)
4. New cases for review
   a. [Case name], [Presenter], [Tier level]
   b. [Case name], [Presenter], [Tier level]
5. Policy or standards updates
6. Emerging risks or incidents
7. Any other business
8. Next meeting date

Meetings and Decisions