Issue - meetings

The Panel are asked to discuss the next steps regarding a Council motion agreed on 20^th November 2025 regarding AI policies.

The Council motion requested that ‘…this issue be referred to the Corporate Policy Development and Scrutiny Panel to review current operational AI practices & policies and consider whether a comprehensive AI policy (strategic & operational) should be developed and, if so, recommend what factors it should address’.

https://democracy.bathnes.gov.uk/mgAi.aspx?ID=35768

Councillor Mark Elliott, Cabinet Member for Resources, introduced the item.

Panel members raised the following points and asked the following questions:

Councillor Bridge asked if we are monitoring the cost of AI (licenses etc) and value for money. The officer explained that we track usage and efficiency, though not netted against staffing reductions.

Councillor Bridge asked if we keep a register of where AI is being used. The officer explained that we do, but we do not manually review every prompt.

Councillor Bridge asked if we are surveying staff about AI impacts on job satisfaction. The officer stated that yes—examples from social care show improved experience with Magic Notes. He added that staff are not forced to use AI.

Councillor Hounsell asked who would be responsible for checking and monitoring the ethical dimension. The officer explained that the Executive Director of Resources has responsibility and that there is an AI Ethics Committee—the membership is expanding and the terms of reference are in development. He added that transparency is intended—an external AI usage report will be published.

Councillor Blackburn raised concerns about the accuracy of multiple AI notetakers. The officer stated that accuracy varies by tool.  Monitoring is done through Heads of Service and use of templates, configuration and training.

Councillor David stated that she would welcome further information on governance procedures and an annual AI Update. The officer stated that the policy review is due in June and an update can be reported to this Panel in July/August.

Councillor Blackburn raised issues regarding Councillor access to AI tools. The officer stated that online licences can be provided. The Cabinet Member stated that he supported Councillors being considered as a cohort.

In response to a query from Councillor Blackburn regarding usage, the officer explained that some outside tools are blocked as they have to meet our policy and standards.

Councillor David asked how environmental issues are taken into account. The officer explained that the AI review includes information on this including information on carbon neutral/negative companies.

Councillor Treby asked about Agentic AI and whether the policy would be updated in this respect. The officer confirmed that this is not currently being used within the council.

Councillor Treby asked about the governance arrangements for the use of AI, in particular HR due to the potential impact of AI on our people. The officer confirmed that the usage is reviewed by the IT Steering Board that he chairs, and HR is represented.

The use of AI to analyse submissions was discussed, the officer explained that we must always be clear and transparent about this.

The Panel noted the update and agreed to include future reporting within the workplan.