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Waupaca council adopts citywide AI policy to sit in employee handbook
Summary
The council voted unanimously Oct. 7 to adopt an employee-focused AI policy that sets limits on use of protected data, requires human review of AI outputs, and establishes procurement triggers for enterprise AI tools.
The Waupaca Common Council on Oct. 7 adopted a new citywide artificial intelligence policy that will be added to the employee handbook and sets guardrails for staff use of AI tools.
City Administrator Josh Finch and IT staff member Greg Grama led development of the draft. Finch told the council the policy’s goal is to be “minimalist” while protecting the city by prohibiting the use of protected data in AI engines unless a tool is vetted and approved, requiring human review before publication of AI-generated work products, and setting procurement review triggers for formal agreements.
Finch summarized four key areas the policy covers: protected data handling (examples cited were credit-card data, HIPAA-protected health records, law-enforcement data and utility customer records), ethical and responsible use with mandatory human review, procurement review for tools that (a) hold protected data, (b) exceed $1,000 per year, or (c) have contracts longer than one year, and open-records/records-retention expectations. He said departments may adopt stricter internal guidance if needed.
Councilmember Henry Velacher moved to adopt the policy with the understanding it will be placed in the employee handbook; Colin Dykstra seconded. Motion passed by roll call, 9–0.
Ending: Finch said the policy is intended to be pragmatic and to evolve; council members noted it may change as the technology and legal guidance develop further.
