Councillor Briefing and Workshop Session - 4 Aug 2026 9:00 AM

Topics

• Council considers taking AI systems register out of public view
  Council is considering replacing its public register of potentially community-impacting AI systems with an internal staff-accessible register because of cybersecurity concerns.
  Residents may have less direct access to information about Council AI systems, although the report says lawful access processes such as Right to Information would remain available.

Decisions

• Council considers amendment to AI Policy register requirements
  A report sought approval to amend Sections 12 and 16 of Council’s Artificial Intelligence Policy, replacing the public AI Register with an internal, staff-accessible register. The extracted material does not confirm that the amendment was adopted.
  Residents may see a change in how information about Council AI systems is disclosed, subject to the required formal approval process.

Discussion

• Proposed change to Council’s Artificial Intelligence Policy
  The existing policy, adopted in July 2024, requires a public-facing register of Council AI systems with potential community impact. The proposed amendment would make the register accessible internally to staff instead.
  This could reduce routine public visibility of Council AI use while retaining access through lawful information-request processes.
• AI register amendment remains subject to governance approval
  The proposed wording changes the intent of the policy sections and therefore requires formal adoption through the standard governance process. No formal motion or committee recommendation was detected in the extracted material.
  The change should not be treated as finally adopted based on this briefing and workshop report alone.

Impacts

• The proposed change could reduce direct public visibility of Council AI systems with potential community impact.
• Information may remain accessible through lawful processes such as Right to Information.
• The policy amendment requires formal adoption before it takes effect.

Next

• Progress the proposed amendments to Sections 12 and 16 through Council’s standard governance process for formal adoption.
  After the 4 August 2026 briefing and workshop; exact timing not stated

Extract

4 AUGUST 2026 COUNCILLOR BRIEFING AND WORKSHOP SESSION MEETING NO. 2026(15)] of 3 COUNCILLOR BRIEFING AND WORKSHOP SESSION MEETING NO. 2026(15) 4 AUGUST 2026 REPORT COUNCILLORS’ ATTENDANCE: Mayor Teresa Harding, Jacob Madsen, Pye Augustine, Deputy Mayor Nicole Jonic, Marnie Doyle, Andrew Antoniolli, David Martin and Jim Madden COUNCILLOR’S APOLOGIES: Councillor Paul Tully OFFICERS’ ATTENDANCE: Chief Executive Officer (Sonia Cooper), General Manager Corporate Services (Matt Smith), General Manager Environment and Sustainability (Kaye Cavanagh), General Manager Community, Cultural and Economic Development (Ben Pole), General Manager Asset and Infrastructure Services (Seren McKenzie), Chief In...