Council approves AI acceptable-use policy requiring staff review of AI outputs

The Fremont City Council on Feb. 10 approved Resolution 2026-035, establishing an AI acceptable-use policy for staff and elected officials aimed at managing accuracy and data risks from emerging tools. Chris Gunderson, director of information systems, told the council that vendors are integrating artificial intelligence into products the city uses and that staff have increasingly asked for guidance on whether and how to use tools such as ChatGPT and Canva.

"It behooves us to have an AI acceptable use policy in place," Gunderson said, adding the policy will require staff to review any AI-generated product before it becomes a final city document and will include security limitations on what information employees can upload into AI programs. Council members questioned the risks of inaccurate AI outputs and whether data uploaded could present a security exposure.

A staff member advising the council said the policy should be reviewed annually to keep pace with industry changes and cited potential liability if employees or elected officials misuse AI tools. Councilman Jensen moved to approve Resolution 2026-035; the motion was seconded and the vote showed six in favor, carrying the resolution.

The policy, as explained in the staff presentation, is intended as a living document with periodic review and updates; the resolution does not authorize any specific AI deployments or procurement but sets expectations on staff review and data-handling when AI tools are used.