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Library board votes to strengthen AI policy transparency language
Summary
The West Bend Community Memorial Library Board voted June 16 to approve an AI policy that tightens transparency language, directing staff to require disclosures about AI use when practical and beneficial to public understanding and to protect patron personal information.
The West Bend Community Memorial Library Board voted June 16 to approve a staff-drafted artificial intelligence policy with stronger transparency language. Board members agreed to amend the draft to replace permissive wording so the policy more clearly requires disclosure when using AI tools that affect patrons.
Board members and staff discussed privacy protections and how the library uses AI. The policy as drafted stated that the library "won't put your private information in" AI systems; members sought clearer guidance about when disclosures should be made and whether staff should use paid, subscription-based services that keep data in-house. Concerns included marketing materials created with Canva and occasional staff brainstorming tools.
During the discussion, a member suggested replacing the phrase "may provide appropriate disclosures" with firmer language (participants debated "shall" versus "should"). The motion to approve the AI policy with the specified change passed; the board asked staff to draft the final amended wording for a future meeting so the policy text can be included in the packet.
The board also asked staff to return with any recommended disclosures or procedures to ensure patron data is not fed into public AI services; staff noted the difference between free, public AI tools and paid subscriptions (for example, Copilot) that store data in a controlled environment. The board will review the amended policy when language is finalized.
