Leavenworth council adopts AI‑use policy requiring staff disclosure and centralized retention

Leavenworth’s City Council adopted Resolution 07‑26 on April 14, approving a citywide artificial‑intelligence policy that directs staff to disclose when generative AI helped produce documents and to keep usage records in a central repository for public‑records purposes.

The policy, introduced by staff, responds to recent uses of generative AI and concerns from the city’s public‑records officer about how to capture prompts and outputs. Andrea (staff) told council the rule is intentionally broad because the technology is new: staff should mark materials that used AI and keep a record of prompts and the systems used so the city can respond to disclosure and retention requests.

“It could show up as a footnote on things where AI was used … this document was produced with the help of [a generative AI] but was reviewed by Andrea Fischer,” staff said during the presentation, illustrating how disclosure language might appear in council materials.

Councilors discussed the potential costs and operational burdens of retention and flagged uncertainties about what could go wrong if practices are not standardized; staff said attorneys had advised a cautious approach while guidance and best practices evolve. The proposal also creates an in‑house retention point so the public‑records officer can retrieve prompts and AI outputs when necessary.

Council voted to adopt the resolution; staff will implement administrative procedures and incorporate disclosure language into council materials and staff reports going forward.