The Hayden City Council agreed to move forward with a vote on an AI employee use policy that would set rules for how city staff can use artificial intelligence in their work. The policy covers when AI can be used in city records, training requirements, and a ban on using the technology to replace employee judgment.
The policy has been under internal discussion for some time, according to City Administrator Lisa Ailport.
"It's been discussed internally as a means to try to bring forward policies around when AI should be used within city records and when it shouldn't be," Ailport said. "The policy is really built with that in mind, to try to make sure that the records are accurate… as we keep our records indefinitely, that those are accurately reflected back on."
What the policy requires
Under the proposed policy, city employees would receive AI training focused on protecting private or personal information. Staff would also be required to disclose when they use AI to create, alter, or generate content.
Any information AI provides must be verified against at least one reputable, reliable, and verifiable source. The policy also states that AI technology shall not be used to replace the knowledge, expertise, judgment, and decision-making of city employees.
Public sector workers facing similar questions about AI use can review AI for Government resources, which cover practical applications and guardrails for municipal staff.
Council members back the move
Councilman David Erickson said the policy reflects how AI is already being used in practice.
"It's an extremely beneficial tool," Erickson said. "It saves me personally hundreds of hours with everything I do over the course of the past months, I would say with research and creating projects, that sort of thing. So I think it's very wise to have this sort of policy put in place so that we can start using it properly within the city."
Council President Ed DePriest said the policy serves as a practical guideline rather than a restriction.
"I don't think creating a policy can be harmful, it's a guideline for how to manage and navigate any situation or circumstance," DePriest said. "I think with the explosion of AI and numerous types of AIs, it's a good idea for the city to set guidelines for staff and those involved with potentially using it."
Why this matters for government employees
Hayden's approach mirrors what many public agencies are working through: how to capture AI's efficiency gains without compromising record accuracy or employee accountability. For government staff, the key takeaways are the disclosure requirement and the verification standard. If your agency hasn't adopted similar rules yet, expect that to change. The AI Learning Path for Policy Makers offers guidance for officials tasked with drafting these guidelines.
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