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Policy for the Use of Artificial Intelligence (AI) Tools and Confidential Information

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4 versions2026-03-09 → 2026-04-09working document

Versions

  1. 12026-03-09
    Use of Artificial Intelligence (AI) Tools and Confidential Information
    working documentmeeting · 2026-03-09
  2. 22026-03-23
    Policy for the Use of Artificial Intelligence (AI) Tools and Confidential Information
    inline resolutionmeeting · 2026-03-23 · resolution op-_03232026-726-05 · passed
  3. 32026-03-23
    Policy for the Use of Artificial Intelligence (AI) Tools and Confidential Information
    attached documentmeeting · 2026-03-23
  4. 42026-04-09
    Policy for the Use of Artificial Intelligence (AI) Tools and Confidential Information
    working documentmeeting · 2026-04-09

Latest version

Original file not available online (local: data/sources/village_docs/doc_2648.pdf)View version history →Meeting on 2026-04-09 →

POLICY FOR THE USE OF ARTIFICIAL INTELLIGENCE (AI) TOOLS AND CONFIDENTIAL INFORMATION

Village Employees and Elected Officials “Employees” may occasionally use artificial intelligence (AI) tools to assist with tasks such as drafting content, summarizing information, or generating ideas. While AI can be a helpful resource, it is important to use these tools responsibly and with caution. Although AI may be utilized in the assistance of certain tasks, the individual employee remains responsible for the final work product, including any errors.

Verification of AI-Generated Content:

  • AI-generated content may be inaccurate, incomplete, or biased. Employees must always verify information from AI tools before using it in reports, communications, or any official documents.

  • Critical decisions, legal documents, financial information, or other business-sensitive materials should never rely solely on AI output.

Handling Sensitive or Confidential Information:

  • Employees must not input confidential, proprietary, or personally identifiable information (PII) into AI tools.

  • PII is information that can be used to distinguish or trace an individual’s identity, either alone or when combined with other information that is linked or linkable to a specific individual (definition from US Dept of Labor).

  • Examples of prohibited information include but are not limited to: employee personal data, customer or vendor details, financial records, and intellectual property.

  • Sharing sensitive information with AI systems could violate privacy regulations and company policy and may pose a security risk.

Responsible Use:

  • AI tools should be used as supportive aids, not replacements for professional judgment, human review, or standard verification procedures.

  • Cite any AI use at the beginning of a document identifying the AI tool used.

  • When in doubt about whether information can be shared with AI or how to verify AI output, consult the Mayor or the Village Board.

By adhering to these guidelines, employees help maintain the accuracy, security, and integrity of company information while leveraging AI responsibly.

Adopted by the Board of Trustees on March 23, 2026

Changes between versions

2026-03-09→2026-03-23
adopted+2 −29

The document transitioned from a set of guidelines to a formal adopted policy.

  • Title changed from 'Use of Artificial Intelligence (AI) Tools and Confidential Information' to 'Policy for the Use of Artificial Intelligence (AI) Tools and Confidential Information'
  • Document date advanced from 2026-03-09 to 2026-03-23
  • Status changed from a guidelines document to a formal 'RESOLVED' clause indicating adoption
  • The detailed sections regarding 'Verification of AI-Generated Content', 'Handling Sensitive or Confidential Information', and 'Responsible Use' were condensed into a single summary clause
Show red-line diff
USERESOLVED OFclauses: - ARTIFICIALThe INTELLIGENCEPolicy for the Use of Artificial Intelligence (AI) TOOLS AND CONFIDENTIAL INFORMATION Village EmployeesTools and ElectedConfidential OfficialsInformation “Employees”is hereby adopted, establishing that employees may occasionally use artificial intelligence (AI) tools to assist with tasks such as drafting content, summarizing information, or generating ideas. While AI can be a helpful resource, itbut ismust importantverify to use these tools responsibly and with caution. Although AI may be utilized in the assistance of certain tasks, the individual employee remains responsible for the final work product, including any errors. ## Verification of AI-Generated Content: •all AI-generated content may be inaccurate, incomplete, or biased. Employees must always verify information from AI tools before using it in reports, communications, or any official documents. - Critical decisions, legal documents, financial information, or other business-sensitive materials should never rely solely on AI output. Handling Sensitive or Confidential Information: - Employees must not input confidential, proprietary, or personally identifiable information (PII) into AI tools. • PII is information that can be used to distinguish or trace an individual’s identity, eithermust alonecite orany whenAI combineduse within other information that is linked or linkable to a specific individual (definition from US Dept of Labor). - Examples of prohibited information include but are not limited to: employee personal data, customer or vendor details, financial recordsdocuments, and intellectualmust property. - Sharing sensitive information with AI systems could violate privacy regulations and company policy and may pose a security risk. Responsible Use: -use AI tools should be used as supportive aids, notrather than replacements for professional judgment, human review, or standard verification procedures. - Cite any AI use at the beginning of a document identifying the AI tool used. - When in doubt about whether information can be shared with AI or how to verify AI output, consult the Mayor or the Village Board. By adhering to these guidelines, employees help maintain the accuracy, security, and integrity of company information while leveraging AI responsibly
2026-03-23→2026-03-23
adopted+31 −2

The document transitioned from a single RESOLVED clause to a comprehensive, multi-section formal policy.

  • Status changed from a 'RESOLVED' clause to a formal 'POLICY' document
  • Scope expanded from 'employees' to include 'Village Employees and Elected Officials'
  • Added 'Verification of AI-Generated Content' section detailing accuracy and bias risks
  • Added 'Handling Sensitive or Confidential Information' section including a specific definition of PII and examples of prohibited data
  • Added 'Responsible Use' section including a requirement to 'Cite any AI use at the beginning of a document identifying the AI tool used'
  • Added escalation procedure: 'When in doubt... consult the Mayor or the Village Board'
Show red-line diff
RESOLVEDPOLICY clauses: -FOR TheTHE PolicyUSE forOF theARTIFICIAL Use of Artificial IntelligenceINTELLIGENCE (AI) ToolsTOOLS AND CONFIDENTIAL INFORMATION Village Employees and ConfidentialElected InformationOfficials is hereby adopted, establishing that employees“Employees” may occasionally use artificial intelligence (AI) tools to assist with tasks such as drafting content, summarizing information, or generating ideas. While AI can be a helpful resource, butit mustis verifyimportant allto use these tools responsibly and with caution. Although AI may be utilized in the assistance of certain tasks, the individual employee remains responsible for the final work product, including any errors. Verification of AI-Generated Content: - AI-generated content may be inaccurate, incomplete, or biased. Employees must always verify information from AI tools before using it in reports, communications, or any official documents. - Critical decisions, legal documents, financial information, or other business-sensitive materials should never rely solely on AI output. Handling Sensitive or Confidential Information: - Employees must not input confidential, proprietary, or personally identifiable information (PII) into AI tools. - PII is information that can be used to distinguish or trace an individual’s identity, musteither citealone anyor AIwhen usecombined inwith documentsother information that is linked or linkable to a specific individual (definition from US Dept of Labor). - Examples of prohibited information include but are not limited to: employee personal data, customer or vendor details, financial records, and mustintellectual useproperty. - Sharing sensitive information with AI systems could violate privacy regulations and company policy and may pose a security risk. Responsible Use: - AI tools should be used as supportive aids, rather thannot replacements for professional judgment, human review, or standard verification procedures. - Cite any AI use at the beginning of a document identifying the AI tool used. - When in doubt about whether information can be shared with AI or how to verify AI output, consult the Mayor or the Village Board. By adhering to these guidelines, employees help maintain the accuracy, security, and integrity of company information while leveraging AI responsibly. Adopted by the Board of Trustees on March 23, 2026
2026-03-23→2026-04-09
date reset+0 −0

The document date was updated from 2026-03-23 to 2026-04-09.

  • Document date changed from 2026-03-23 to 2026-04-09
Show red-line diff
POLICY FOR THE USE OF ARTIFICIAL INTELLIGENCE (AI) TOOLS AND CONFIDENTIAL INFORMATION Village Employees and Elected Officials “Employees” may occasionally use artificial intelligence (AI) tools to assist with tasks such as drafting content, summarizing information, or generating ideas. While AI can be a helpful resource, it is important to use these tools responsibly and with caution. Although AI may be utilized in the assistance of certain tasks, the individual employee remains responsible for the final work product, including any errors. Verification of AI-Generated Content: - AI-generated content may be inaccurate, incomplete, or biased. Employees must always verify information from AI tools before using it in reports, communications, or any official documents. - Critical decisions, legal documents, financial information, or other business-sensitive materials should never rely solely on AI output. Handling Sensitive or Confidential Information: - Employees must not input confidential, proprietary, or personally identifiable information (PII) into AI tools. - PII is information that can be used to distinguish or trace an individual’s identity, either alone or when combined with other information that is linked or linkable to a specific individual (definition from US Dept of Labor). - Examples of prohibited information include but are not limited to: employee personal data, customer or vendor details, financial records, and intellectual property. - Sharing sensitive information with AI systems could violate privacy regulations and company policy and may pose a security risk. Responsible Use: - AI tools should be used as supportive aids, not replacements for professional judgment, human review, or standard verification procedures. - Cite any AI use at the beginning of a document identifying the AI tool used. - When in doubt about whether information can be shared with AI or how to verify AI output, consult the Mayor or the Village Board. By adhering to these guidelines, employees help maintain the accuracy, security, and integrity of company information while leveraging AI responsibly. Adopted by the Board of Trustees on March 23, 2026

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