AI Governance Committee Charter & Agenda Template

Overview

AI governance decisions need a forum: a committee with the authority to make decisions, the composition to consider all perspectives, and the structure to operate effectively. Without this, governance becomes advisory—suggestions that can be ignored when inconvenient.

This charter template establishes your AI Governance Committee with the authority, composition, and operating procedures it needs to be effective. The included meeting agenda template ensures productive meetings that address governance priorities systematically.

What's Inside

Charter Template:

• Purpose Statement: Clear articulation of why the Committee exists and what it's responsible for
• Authority Definition: Explicit authority to approve/defer/reject AI projects, approve policies, grant exceptions, require remediation, escalate to Board, and request information from any department
• Composition: Standing member roles (CAIO as Chair, CTO, CRO, Chief Legal Officer, CISO, Chief Privacy Officer, CDO, rotating business unit leader) with guidance on ad hoc participants
• Responsibilities: Strategy & policy responsibilities, project oversight, risk & compliance monitoring, and reporting requirements
• Meeting Operations: Frequency, quorum requirements, minutes procedures, and decision-making approach
• Charter Review Process: Annual review requirements and amendment procedures

Meeting Agenda Template:

• Standard Agenda Items: Opening/administrative (5 min), governance status update (15 min), risk & compliance review (15 min), decision items (20 min), discussion items (15 min), information items (5 min), closing (5 min)
• Pre-Read Materials Section: Template for distributing materials before meetings
• Meeting Notes/Action Items: Structured capture of decisions and follow-ups

Who This Is For

• Chief AI Officers establishing governance structures
• Legal/Compliance Leaders ensuring proper governance authority
• Executive Sponsors defining governance committee scope
• Board Members understanding governance committee role
• Governance Program Managers operationalizing committee processes

Why This Resource

A governance committee without a charter operates on informal authority—which erodes when decisions become difficult. This charter establishes formal authority that can't be bypassed, ensuring the Committee has the power to make governance effective.

The meeting agenda template transforms governance meetings from unfocused discussions to structured decision-making forums with clear outcomes.

FAQ

Q: What authority should the Committee have?

A: The charter grants authority to approve/defer/reject AI projects based on risk assessment, approve policies and standards, grant policy exceptions with documented rationale, require remediation or discontinuation of risky AI systems, and escalate to Board as appropriate.

Q: Who should be on the Committee?

A: Core members include CAIO (Chair), CTO, CRO, Chief Legal Officer, CISO, Chief Privacy Officer, and CDO. Business unit leaders rotate to ensure operational perspective. The Chair may invite subject matter experts for specific topics.

Q: How often should the Committee meet?

A: Monthly or quarterly depending on AI activity level. The charter includes flexibility for "as needed" meetings when urgent decisions arise.