BIRCH BAY WATER & SEWER DISTRICT

SUBJECT: Generative AI Use Policy

This policy establishes guidelines for the responsible use of generative artificial intelligence (AI) in District-authorized activities. While AI tools may assist in job-related tasks, their outputs must be verified for accuracy. All use must comply with District policies and ethical standards.

Applies to all District commissioners, employees, and volunteers using generative AI for District-related content creation or decision-making.

• Generative AI: Software or systems that use machine learning to produce new content (e.g., text, images, video, audio) or transform input data (e.g., text-to-code).
• Supportive AI Tools: Generate content based on user prompts, including external sources.
• Responsive AI Tools: Interact with users to provide information from District-curated sources.

1. Use of generative AI is optional. Any new AI software must be reviewed by the General Manager or designee. Unapproved tools may not be used for District business.
2. AI features in existing approved software (e.g., Microsoft Word) do not require separate approval but must follow this policy.
3. District technology use is subject to monitoring; no expectation of privacy applies.
4. AI-generated content must be reviewed for accuracy, bias, legal compliance, and appropriateness.
5. Responsive AI outputs must be regularly audited by General Manager designated staff.
6. Substantive AI-generated content must be attributed to the AI system used: Example: 'Some material in this brochure was generated using ChatGPT 4.0 and reviewed by the District Engineering Department.'
7. AI-generated records are public and subject to disclosure. Users are responsible for managing these records.
8. Confidential, sensitive, or personally identifiable information must not be uploaded to AI tools.
9. The General Manager may revoke or restrict AI tool use if risks cannot be mitigated.

Approved: December 11, 2025
Created with assistance from generative AI tools