Finance committee adopts AI and cybersecurity policies, approves routine purchases, grants and donations

The Medina City Council finance committee approved an employee artificial intelligence use policy and a citywide cybersecurity policy, and authorized a package of routine purchases, grants, easements and donations during its meeting.

The AI guidelines require employees to review any work assisted by AI and prohibit unreviewed AI outputs from being the final work product. The cybersecurity policy implements requirements set out by the State Auditor and sets procedures for incident reporting to the state; the policy also requires a council vote before any ransomware payment.

Committee members voted to increase a purchase order for asphalt and hot-mix materials, approve a $34,400 purchase order to Chippewa Roofing for metal siding and roof edge work at the city garage, and to accept various donations and budget amendments. The committee authorized a job-creation grant payment to Carlisle Brake and Friction totaling $53,491.89 split across two grant commitments; staff said the company met the grant conditions. The committee also voted to accept a signed easement for the West Smith Road waterline project and approved a $2,000 donation to Farmers and Hunters Feeding the Hungry to offset processing costs at a participating processor in Wayne County.

Votes at a glance: - 25-1-91: Adopt AI guidelines for employees — approved (voice vote; motion carries). - 25-1-92: Increase PO for asphalt/hot-mix materials — approved (voice vote; motion carries). - 25-1-93: Chippewa Roofing contract (city garage metal siding and related work), $34,400 — approved (voice vote; motion carries). - 25-1-94: Resolution accepting amounts and rates from the budget commission (property tax levies/inside millage) — approved (voice vote; motion carries). - 25-1-95: Create and adopt cybersecurity policy (meets State Auditor directive) — approved (voice vote; motion carries). - 25-1-96: Job creation grant payments to Carlisle Brake and Friction, $53,491.89 (two grants: $18,750.06 and $34,741.83) — approved (voice vote; motion carries). - 25-1-97: Accept easement for West Smith Road waterline (emergency clause added to re-record) — approved (voice vote; motion carries). - 25-1-98: Donation to Farmers and Hunters Feeding the Hungry, $2,000 — approved (voice vote; motion carries). - 25-1-99: Capital bill grant request (MCRC turffield addition) — application authorized (voice vote; motion carries). - 25-200: Accept baby-changing table donations for the Medina Community Recreation Center — approved (voice vote; motion carries). - 25-201–25-203: Budget amendments (donations) — approved (voice vote; motion carries). - 25-202: Increase PO to Davis Tree Farm (fall tree planting) — approved (voice vote; motion carries). - 25-204: Gallery cancer screening program contract authorization (Fire Department; Park Foundation funding) — approved (voice vote; motion carries).

What the policies require and why they were passed City staff said the AI guideline is intended to satisfy auditor guidance and internal controls: employees may use AI tools as an aid but must review and be the final arbiter of outputs before incorporating them into work products. The cybersecurity policy responds to an August directive from the Ohio Auditor of State that public agencies adopt cybersecurity policies by Jan. 1; staff said the policy will not publish security vulnerabilities but will require reporting incidents to the state and a council vote before any ransomware payment.

Other administrative items Several smaller administrative items were approved as routine budget amendments or donations. Staff said the funding source for the Carlisle grants is non–income-tax-generated revenue and that the payment being authorized completes one of the grant commitments. The West Smith Road easements were approved with an emergency clause so the recorded easement can be filed promptly because the property owner already signed.

Details on funding and next steps Staff said funding for many of the items comes from existing departmental budgets, donations or dedicated non-tax revenues. For items that require contracts (for example, the roofing work and the cancer-screening contract), the committee authorized the relevant signatures or purchase orders so staff can execute the agreements.

Ending The committee recessed into an executive session after the public-finance items to discuss property purchase and labor negotiations; no formal actions were taken in that executive session according to staff.