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Council presses staff for AI, data‑retention and procurement rules after Vision Committee subscriptions
Summary
Council questioned how a ChatGPT account and paid survey software were created and paid for the 2040 Vision Committee, whether data and chat histories should be accessible to committee members and FOIAable, and asked staff to develop a city AI/data policy and decide whether to continue paid accounts.
Council debated governance, procurement and data‑retention questions after discovering a paid ChatGPT account and paid survey software had supported the city’s 2040 Vision Committee.
A council member explained the account and survey were used to analyze public‑survey responses and produce draft materials for the committee but said the city manager’s office and some other council members learned about recurring payments only after the city’s payment card was turned off. The council member said the account was set up via a staff member after the city manager directed them to the appropriate staff to obtain a tool.
Other council members said the city manager was unaware of the recurring expense and pressed for clarity about who owned the data, whether chat logs and analytics are municipal records subject to FOIA, and whether committee members or the broader public should have access to the underlying data. One council member stated, "If it's paid for by the city, it belongs to council," and argued that data generated with public funds should be accessible to council members on the committee.
Staff (Randy) and other officials said the city needs a formal policy for AI and large‑language models to address data retention, platform selection, enterprise versus personal accounts, and security. Council discussed using free tools available through city email (Gemini) but also noted capabilities vary across platforms and that enterprise contracts can offer enhanced data protections. Several members agreed the city manager, legal and IT staff should develop a policy that specifies which platforms are permitted, how data will be preserved, and whether paid accounts continue.
Council asked staff to bring back a recommendation on whether to continue the paid ChatGPT and survey subscriptions, to clarify billing responsibilities, and to propose an AI/data policy that addresses FOIA, data ownership, and acceptable platforms. No final policy decision or vote was taken at the meeting.
