ELK POINT — Artificial intelligence is becoming part of everyday work, and the Town of Elk Point is setting ground rules before it becomes part of municipal business.

During its October 26 regular meeting, Elk Point council approved a new Artificial Intelligence Policy outlining how Town employees, councillors and volunteers can use AI while carrying out municipal duties.

The approach isn’t to ban artificial intelligence altogether. In fact, the Town recognizes that AI can help improve efficiency, productivity and service delivery.

But there are limits, particularly when it comes to protecting residents’ personal information, keeping municipal records confidential and ensuring a real person remains responsible for decisions.

ChatGPT is out, Microsoft Copilot is in

One of the clearest rules in the policy is which AI programs employees can use for Town business.

Under Policy 2-21-26, employees, councillors, and volunteers may use Microsoft Copilot and approved Microsoft applications, along with AI features built into other Town-approved software.

Public consumer tools, including free versions of ChatGPT and Gemini, are prohibited for municipal work.

The Town can approve additional AI tools in the future, but those programs must go through the appropriate approval process.

The policy also prevents employees from purchasing AI subscriptions and expecting the municipality to reimburse them unless the services have been properly approved and procured.

In other words, AI can help get the work done, but it must be software the Town has authorized.

What can AI actually be used for?

The policy allows several everyday administrative uses, including:

However, all AI-generated work must be reviewed by a person before it is used.

That includes checking for accuracy, appropriate language, potential bias and misleading information.

The policy makes it clear that AI cannot be the final authority in municipal decisions.

Responsibility remains with Town employees, administration and council.

Protecting residents’ information

Privacy is another major focus.

The Town’s policy prohibits entering personal information, confidential municipal documents, financial records, legal materials or human resources information into AI systems.

That means AI cannot be used to process sensitive resident information simply because it might make a task faster.

The rules also prohibit using artificial intelligence to impersonate councillors, employees or residents, fabricate information or generate discriminatory or harmful material.

Another interesting restriction involves images.

AI-generated pictures cannot be used as substitutes for photography without approval from the Town’s communications department.

The policy also requires treating AI-generated material as municipal records and storing it according to the Town’s records retention requirements.

Council also wants AI training

The policy was previously reviewed during Elk Point’s October 14 Committee of the Whole meeting.

At that meeting, the committee recommended bringing the policy forward for council approval and suggested administration arrange AI training for councillors and staff.

The recommendation recognizes that establishing rules is only part of the process. Employees and elected officials also need to understand how the technology works, where it can be useful and where mistakes can create problems.

Training could add costs, although the council package did not identify a specific amount.

Chief Administrative Officer Jaye Parrent will oversee implementation, while the Town’s IT department will maintain approved software lists and monitor compliance.

The policy also allows the Town to log and review AI activity on Town devices, with disciplinary action possible for violations.

Although the policy includes a review date in 2031, its provisions also call for annual reviews to keep up with changes in technology, legislation and municipal practices.

For Elk Point, the message is fairly straightforward.

Artificial intelligence may help write a public notice, summarize a document, or speed up administrative work.

But it doesn’t replace the responsibility of the people working at Town Hall.

And when it comes to residents’ information and municipal decisions, that distinction matters.