Issue - meetings

To seek approval for the proposed AI Policy (report of Assistant Director – Corporate enclosed).

Consideration was given to the report of the Assistant Director – Corporate which sought approval for the proposed AI Policy.

The Portfolio Holder for Corporate and Communications presented the report, and the following issues were raised:

·       The Chairman of the Policy Development Panel advised that the Panel had debated the Policy thoroughly, and despite some initial scepticism, had seen the positives in many areas, for example the use of chatbots which could assist in reducing telephone waiting times.  It was important to embrace the technology offered by AI.

·       Whilst embracing new technology, some members of the public still preferred the ‘human’ element of interaction and it was important to keep this consideration in mind going forward.

·       The Risk section within the report stated that a Comprehensive Risk assessment would be undertaken for each AI project – what was seen as the biggest risk, and had any specific risks been identified?

o   The Portfolio Holder – Corporate and Communications advised that no systems using AI as the policy described were currently  being used.  Any project or service improvement would be managed by the Authority’s project risk framework and would be considered by relevant committees. From his perspective, many of the current issues were around the security of data – a high proportion of AI that the Authority could use would be provided by a third party.  Key points within the Policy therefore relating to areas such as data protection assessments and how the data was being used were very important. 

·       Could there be a risk around others purporting to be the Council – from an industry point of view, was this a big risk?  Should some research be done into this area?

o   The Assistant Director – Corporate advised that others purporting to be or affiliated to the Authority was an issue that happened anyway and was being dealt with in line with current processes.  He agreed that it was important that data management was robustly managed, to understand companies that were engaged, and also who their parent companies were.  Data security and privacy was vitally important. 

·       The Leader highlighted the benefits of AI, which would allow the Partnership to be more efficient in day-to-day transactions, providing increased capacity to deal with more complex issues.

DECISION:

That the Policy at Appendix A to the report be approved.

(Other options considered:

·       No other options were considered;

Reasons for decision:

·       To ensure a robust and effective AI policy was adopted by the Council).

To seek Policy Development Panel comments on the proposed AI Policy (report of the Assistant Director – Corporate enclosed).

Consideration was given to the report of the Assistant Director – Corporate which sought Policy Development Panel comments on the proposed Artificial Intelligence (AI) Policy.

The Business Intelligence and Change Manager introduced the report and raised the following points:

• The Policy had been drafted by ICT (PSPS) with extensive input from the Data Protection Team; Senior Leadership Team; Portfolio Holders and the Business Intelligence and Change Manager and his team;
• The proposed policy provided a governance structure for the use of AI within the council, which addressed both the benefits and risks;

The term AI covered a wide range of functionality and was outlined as follows: When computers and digital systems were programmed to mimic human thinking and learning, utilising large amounts of data to learn patterns and make decisions, perform tasks and understand speech and emotion.

·       Improved AI performance aligned with the greater processing of data over time;

• The policy outlined the types of AI and applications and established mechanisms for accountability, transparency and risk management; and
• Members were encouraged to contact the Business Intelligence and Change Manager regarding any aspect of AI they wished to discuss including whether the need existed for further briefing sessions on the topic.

Members considered the report and made the following comments:

• Members welcomed the report and the recent ‘Artificial Intelligence in Local Government’ member briefing.

• Members expressed concerns in connection with the control of AI programming.
  • The Business Intelligence and Change Manager responded that:
    • Programming control was dependent upon the system being utilised however any new system would be subject to the partnership’s Procurement Framework process and would need to be approved by the ICT Strategy Board (chaired by the Section 151 Officer) and Portfolio Holders;
    • Data impact assessments would be undertaken; and
    • Robust governance procedures would be followed with heightened caution practiced due to the risks associated with AI as an emerging digital technology.

• Members asked whether the operation of AI technology included the utilisation of an AI bot to answer online queries from residents. 
  • The Business Intelligence and Change Manager responded that the technology allowed for AI implementation to answer basic questions which would therefore release customer contact resources to deal with more complex calls. Development explorations in this area were underway.

• Members queried if the regulatory standards in respect of AI were driven by central government and whether ‘best practice’ could be interpreted as ‘best value’. Would AI serve to reduce costs.
  • The Business Intelligence and Change Manager responded that:
    • The policy derived from the central government framework and any interim guideline changes would be considered and reflected at the annual review of the policy;
    • Whilst AI systems may lead to efficiencies, the safety and ethical use of the technology was paramount. An aim of the policy was to ensure that the correct governance procedures were in place for any such developments; and
    • The use of AI could provide a more efficient and broader service for residents since direct responses to certain queries could be received at the  ...  view the full minutes text for item 42