Executive AI Policy Proposal
Ready-made board proposal
This model proposal helps you submit an AI policy framework for adoption to the executive board, management, or other authorized body. Adapt the text to your specific situation.
Subject: Adoption of AI Policy Framework [Organization name]
1. Decision Points
The executive board is requested to decide to:
- Adopt the AI Policy Framework [Organization name] 2025-2028 (appendix 1);
- Establish an AI governance structure consisting of an AI coordinator, an AI ethics committee, and an operational AI team;
- Mandate alderman [name] as portfolio holder for AI and digitalization;
- Make €[amount] available for implementation in 2025, charged to [budget item];
- Inform the council through the attached council information letter (appendix 2).
2. Background
The European AI Regulation (EU AI Act) entered into force on August 1, 2024. This regulation sets requirements for governments using AI systems, particularly when these systems are used for decision-making, service delivery or enforcement.
An inventory shows that [Organization name] currently uses [number] AI systems and algorithms. [Number] of these potentially fall under the "high-risk" category according to the AI Act. Without adequate policy we risk:
• Non-compliance with European regulations (fines up to 7% of turnover); • Reputational damage from algorithmic decision-making incidents; • Infringement of fundamental rights of residents; • Missed opportunities for responsible innovation.
3. Summary
This proposal introduces an integrated AI policy framework that sets the boundaries for responsible use of AI within [Organization name]. The framework includes:
• Principles for responsible AI (transparency, non-discrimination, human control); • Governance structure with clear roles and responsibilities; • Process agreements for procurement, development and deployment of AI; • Registration obligations (Algorithm Register); • Monitoring and evaluation cycle.
With this policy we position ourselves as a responsible government that embraces innovation without compromising public values and civil rights.
4. Considerations
5. Implementation
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Full sections after registration:
4. Considerations
4.1 Legal
The EU AI Act imposes direct obligations on governments that "deploy" AI systems (deployer role). This includes requirements around risk management, transparency, human oversight, and registration. The Dutch Data Protection Authority has been designated as supervisor. This policy framework ensures compliance with these obligations.
4.2 Financial
Implementation requires €[amount], consisting of: • Appointment AI coordinator (0.5 FTE): €[amount] • External expertise (IAMAs, audits): €[amount] • Staff training: €[amount] • Technical adjustments: €[amount] The investment outweighs the risk of fines (up to 7% turnover) and potential damage claims.
4.3 Societal
Residents have the right to understandable and fair decision-making. Recent societal debate shows the risks of careless algorithm use. This policy anchors civil rights in our digitalization.
4.4 Organizational
The policy requires departmental capacity for inventory, risk assessment and registration. The AI coordinator provides support. In 2025 the focus is on high-risk systems.
5. Implementation
6. Communication
After decision-making, the council will be informed via council information letter. The policy framework will be published on the website. Active communication to residents during Algorithm Register implementation.
Media attention is possible. Spokesperson via portfolio holder in coordination with communications advisor.
7. Appendices
- Appendix 1: AI Policy Framework [Organization name] 2025-2028
- Appendix 2: Draft council information letter
- Appendix 3: Inventory current AI systems
- Appendix 4: Risk analysis per system
- Appendix 5: Cost estimate implementation
[City], [Date]
Mayor and aldermen of [Municipality name],
Tips for adaptation
- •Fill in all [placeholders] with your specific data
- •Adjust the number of AI systems based on your own inventory
- •Coordinate the financial paragraph with your financial advisor
- •Have the proposal legally reviewed before sending
- •Add relevant local context (previous incidents, council motions)
Disclaimer: This model proposal is a starting point and should be adapted to your specific situation. Consult your legal and administrative advisors.
Based on best practices municipal decision-making and EU AI Act requirements
Version January 2025