The launch of ChatGPT in 2023 brought about a massive change. Slowly but surely it was integrated into various sectors: education, design, media and local government. Currently it's seen as a tool to help automate small tasks to help individuals work more efficiently and to drive innovation by finding new ways to complete these “small” tasks.
AI in local government has been particularly impactful, streamlining processes and enhancing public services. Its the next step in a digital revolution that we’ve seen with the integration of credit card payments and online facility rental for local municipalities.
However, striking the right balance between automation and the human touch remains crucial, especially for tasks as nuanced and sensitive as maintaining meeting minutes.
What is AI?
Artificial Intelligence refers to the simulation of human intelligence in machines programmed to think and learn. AI systems make use of algorithms and programmed information to perform tasks.
How AI Benefits Local Government
AI can help Clerks, Administrators and Managers with creating a more efficient way of providing local government operations. It can be seen as a local government collaboration. Here are some key areas where AI can make a difference:
Sure, here are a few ideas on how AI can benefit local government:
Automated Meeting Minutes: AI-powered transcription tools can assist in creating meeting minutes by converting spoken words into text accurately and efficiently. These tools can save clerks significant time, by providing a transcription of the meeting and even in some cases, a draft of the minutes open to be edited. This allows municipal staff to focus on more complex tasks that require human judgment and insight.
Citizen Engagement and Services: AI-powered chatbots and AI search engines can improve citizen engagement by providing instant responses to inquiries, handling routine service requests, and guiding residents through government processes. This reduces the workload on municipal staff, allows for 24/7 service availability, and enhances the overall experience for residents seeking information or assistance.
Infrastructure Maintenance and Management: AI can be used to monitor and manage municipal infrastructure, such as roads, bridges, and water systems. Predictive maintenance algorithms can analyze data from sensors and historical records to predict when maintenance is needed, preventing costly breakdowns and extending the lifespan of infrastructure. This proactive approach ensures better service delivery and ongoing maintenance which in turn, reduces unexpected disruptions.
Why AI Cannot Replace Municipal Clerks in Meeting Minutes
This local government collaboration is one that uses the expertise and discretion of municipal clerks, particularly in the context of meeting minutes. While AI offers numerous advantages, it cannot replace the human touch. Humans bring a couple of very important elements to the table. Let’s unpack the qualities Clerks and Recorders bring to the table:
Contextual Understanding: Meeting minutes require a comprehensive understanding of the context, nuances, history of the decisions in the municipality and the implications of discussions. AI in local government, despite its advancements, may struggle to grasp the subtleties and context-specific details that human clerks inherently understand.
Judgment and Decision-Making: Clerks often need to exercise judgment in determining what content is relevant, significant, and worth documenting. AI lacks the capability to make these nuanced decisions, which are crucial for creating comprehensive and accurate minutes.
Legal and Ethical Considerations: Meeting minutes must comply with legal standards and ethical guidelines. Municipal clerks are trained to navigate these requirements, ensuring that the minutes are not only accurate but also legally sound. AI may not fully comprehend these legal intricacies.
Human Touch: The human element is vital in maintaining the integrity and trustworthiness of meeting minutes. Clerks bring a level of accountability and personal touch that AI cannot replicate, ensuring that the minutes are credible and respected by stakeholders.
Ultimately, meeting minutes are the guidelines along which development, strategy and decisions are made. When this local government collaboration works well, it offers information, context, insight and a way forward for board members and residents. Whether done by AI in local government and crafted by an individual, the final editing process should lie with the Clerk or Recorder.
Guidelines for Municipal Clerks When Choosing AI Tools
To harness the benefits of AI while preserving the human touch, municipal clerks should consider the following guidelines when selecting AI tools:
Assess Compatibility: Ensure that the AI tool integrates seamlessly with existing systems and workflows. Compatibility with current software and hardware can prevent disruptions and maximize the efficiency of the AI tool.
Prioritize Accuracy: Choose AI tools known for their accuracy in transcription and data processing. High accuracy is critical to ensuring that meeting minutes and other documents are reliable and error-free.
User-Friendly Interface: The tool should have an intuitive and user-friendly interface. This reduces the learning curve and allows clerks to utilize the tool effectively without extensive training.
Editing: Opt for AI in local government tools that offer customization to meet specific needs. As with everything, feedback is important especially in this local government collaboration. The ability to edit the agenda and its items, the minutes and to add details to specific sections are very important. The ability to tailor the draft to municipal requirements can enhance its effectiveness and relevance.
Security and Compliance: Ensure that the AI tool complies with legal and regulatory standards related to data security and privacy. This is particularly important for handling sensitive information contained in meeting minutes and other municipal documents.
Scalability: Consider the scalability of the AI tool. As municipal operations grow and evolve, the tool should be able to adapt and scale to meet increasing demands and complexities.
Cost-Effectiveness: Evaluate the cost-benefit ratio of the AI tool. While investing in AI can be significant, the long-term benefits in terms of time savings, accuracy, and efficiency should justify the expense.
Trial Period: Opt for a trial period to test the AI tool in real-world scenarios. This allows clerks to play with the tool to assess its performance, identify potential issues, and make an informed decision before full implementation.
AI has the potential to help the way local governments operate. It may be a local government collaboration that brings efficiency and accuracy in various tasks and help getting things done on the ever-growing to-do list. However, the role of municipal clerks, especially in the context of meeting minutes, remains indispensable.
Carefully selecting and integrating AI in local government, will help Clerks produce quality, transparent meeting minutes. Balancing automation with human expertise is key to finding the right AI partnership for your minutes, paving the way for more effective and trustworthy local governance.
Written by: Nelet Kok