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Home My WebLink About04/07/2026 - Agenda Packet AGENDA EQUITY COMMISSION 5:30 PM – Tuesday, April 7, 2026 Council Conference Room 720, 7th Floor, City Hall – 1055 South Grady Way Please note this special meeting of the Renton Equity Commission is being offered as a hybrid meeting and can be attended in person or remotely via Zoom. For those attending virtually: Please (1) follow this link or copy/paste it into a browser: https://us06web.zoom.us/j/82138490611?pwd=RZpMGQJmpLJwF1mQjkGMKa8nuI84O9.1; (2) call in to the Zoom meeting by dialing 253-215-8782 and entering meeting ID 821 3849 0611 and passcode 620779; or (3) call 425-430-6546 on the day of the meeting to request an invite with a link to the meeting. Public comment is permitted in person, virtually via the Zoom link above, or may also be submitted in writing to hlmiller@rentonwa.gov before 4:00 p.m. on the day of the meeting. Those providing audience comment will be limited to three minutes each unless an exception is granted by the commission. Attendees will be muted and not audible to the commission except during times they are designated to speak. 1. CALL TO ORDER 2. ROLL CALL 3. STAFF COMMENTS 4. AUDIENCE COMMENT Those wishing to address the Equity Commission will be called upon. Each speaker is allowed three (3) minutes. 5. CONSENT AGENDA a. Approval of March 10, 2026, meeting minutes 6. UNFINISHED BUSINESS 7. NEW BUSINESS a. Artiﬁcial Intelligence Policy Young Yoon, Information Technology Director b. Automated License Plate Readers Jon Schuldt, Police Chief Jeff Hardin, Deputy Police Chief Ryan Rutledge, Deputy Police Chief 8. COMMITTEE MEMBER COMMENTS 9. COMMITTEE CHAIR COMMENTS 10. ADJOURNMENT For more information, please email: hlmiller@rentonwa.gov MEMBERS Jayne Ahrens Cassandra Baddeley Ali Cohen Daniel Helmer Manami Imaoka Camila Lagow Hemant Tanwar Dominic Williams – youth position Matthew Woolcott MINUTES EQUITY COMMISSION 5:30 PM – Tuesday, March 10, 2026 Council Conference Room 720, 7th Floor, City Hall – 1055 South Grady Way 1. CALL TO ORDER 2. ROLL CALL Commissioners present: Ali Cohen Daniel Helmer Manami Imaoka Camila Lagow Dominic Williams Matt Woolcott Commissioners attending virtually: Jayne Ahrens Cassandra Baddeley Hemant Tanwar Staff present: Kristi Rowland, Deputy Chief Administrative Officer Hannah Miller, ESD Administrative Assistant Patrice Kent, Senior Assistant City Attorney Ellen Talbo, Transportation Planning Manager Alfredo Lezama, Transportation Planner 3. STAFF COMMENTS DCAO Rowland shared that council approved the appointment of Dominic Williams for the youth position at Monday’s meeting. Community & Economic Development issued a Show of Interest for anyone interested in working with the city during summer events. All information is available on our website. They are also working on Right-of-Way permit options for outdoor space for businesses. Next meeting we will discuss Flock Cameras with the Police Department and technology related to drones, etc. We will also look at the AI Policy from the Information Technology division. Our next scheduled meeting falls on the same night as the Volunteer Appreciation Event, April 14. MOVED BY IMAOKA, SECONDED BY WOOLCOTT TO RESCHEDULE THE APRIL MEETING. 4. AUDIENCE COMMENT Those wishing to address the Equity Commission will be called upon. Each speaker is allowed three (3) minutes. 5. CONSENT AGENDA a. Approval of February 10, 2026, meeting minutes MOVED BY COHEN, SECONDED BY IMAOKA TO ACCEPT THE CONSENT AGENDA. CARRIED. 6. UNFINISHED BUSINESS a. Bylaws update review Kristi Rowland, Deputy Chief Administrative Officer MOVED BY WILLIAMS, SECONDED BY IMAOKA TO RECOMMEND CHANGING THE YOUTH POSITION AGE REQUIREMENTS IN THE BYLAWS. CARRIED. MOVED BY TANWAR, SECONDED BY WOOLCOTT TO RECOMMEND CHANGING THE ATTENDANCE REQUIREMENTS IN THE BYLAWS. CARRIED. 7. NEW BUSINESS a. Renton Traffic Safety Action Plan Ellen Talbo, Transportation Planning Manager Alfredo Lezama, Transportation Planner 8. COMMITTEE MEMBER COMMENTS Commissioner Williams gave a brief introduction of himself and his background to the other commissioners. 9. COMMITTEE CHAIR COMMENTS 10. ADJOURNMENT MOVED BY LAGOW, SECONDED BY WOOLCOTT TO ADJOURN THE MEETING. CARRIED. The meeting was adjourned at 6:58 p.m. For more information, please email: hlmiller@rentonwa.gov MEMBERS Jayne Ahrens Cassandra Baddeley Ali Cohen Daniel Helmer Manami Imaoka Camila Lagow Hemant Tanwar Dominic Williams – youth position Matthew Woolcott Artificial Intelligence Policy p. 1 POLICY & PROCEDURE Subject: ARTIFICIAL INTELLIGENCE (AI) POLICY Index: Executive Services Department Number: (assigned by City Clerk) Effective Date: TBD Supersedes: None Page: 1 of x Staff Contact: Deputy Chief Administrative Officer Approved By: 1.0 PURPOSE: The City of Renton is committed to the ethical, transparent, and legally compliant use of artificial intelligence (AI) to improve services, operations, and decision- making. This policy establishes high-level expectations for the responsible use of AI, with detailed procedures maintained by individual Departments to separately guide implementation and best practices. 2.0 SCOPE: This Policy is applicable to all city of Renton employees, public officials, and volunteers of the City who use or desire to use AI assisted tools to generate or modify work product for the City (“AI Users”). 3.0 RELATED REFERENCES: [add references to other policies that apply to use of ai without restating or conflicting with them in the policy – e.g. 100-05, 100-21 AND 22, 250-02, 300-47] state law: CORE; PRA 4.0 POLICY: 4.1 Review and Approval of AI Tools. 4.1.1 Except as provided herein, any usage of AI tools to produce work product (whether those tools are paid, free, or installed on City devices as software or accessed through internet/cloud-based services) must be reviewed and approved for the intended use by the user’s Department Administrator, or designee. Department level approval is not required for use of AI tools that are incorporated within City IT approved software and perform only basic, lowrisk assistive features such as spell check, grammar check, sorting, and Artificial Intelligence Policy p. 2 summarization or simple formatting that do not create original work product or substantially alter human generated original work product. 4.1.2 In addition to Department level approval, any uses that involve a) uploading/sharing Potentially Sensitive Information with the AI tools, b) installation on City devices, or c) paid services must be reviewed and approved pursuant to city policy 250-02 and/or [insert IT policy]. 4.2 Accountability and Disclosure. AI users are responsible for the accuracy, appropriateness, and impact of any AI-generated content they use to make decisions or incorporate into work product. Any user that incorporates and shares AI generated content that they have not personally verified as accurate must label or identify the extent to which unverified AI content is used, so others can either verify for themselves or avoid relying on the content. 4.3 Confidential Data Protection. Most AI tools are not secure or appropriate for confidential use. Potentially Sensitive Information may only be entered or uploaded into AI tools that are designed to safeguard the particular type of confidential data – meeting any required legal, contractual, compliance, or policy requirements to protect its confidentiality. Before use, such safeguards shall be documented by contract and confirmed by the IT division as safe to use for the intended purpose. Users of the service are responsible for understanding any limitations in what information can be shared with the AI tool, and otherwise conform to all requirements of this Policy. 4.5 Prohibited uses. 4.5.1. AI users shall not use AI generated content to make decisions they do not have the time, qualifications, or expertise to reach without the use of AI. For example, non-attorneys should not rely upon legal answers by AI, users without coding experience should not rely upon code generated by AI, and non- engineers should not rely upon engineering analysis performed by AI. 4.5.2. No user of AI may use AI in a way that creates an unlawful discriminatory impact on a person based upon their legally protected characteristics. 4.5.3. No user of AI may input Potentially Sensitive Information into an AI tool that has not been approved for such use or that would violate an applicable law, contract, or policy. Artificial Intelligence Policy p. 3 4.5.4. No user of AI may use or share AI generated content without subject matter expert review and oversight, or disclosure that the content has not been verified for accuracy and should not be relied upon. 4.5.5. No user of AI may use or distribute AI generated content or tools such as pictures, video, human voices, or chat bots that could be interpreted by a recipient/user as being or depicting real people unless the use of AI is clearly labeled and disclosed. 5.0 DEFINITIONS OF KEY TERMS: 5. 1 AI (Artificial Intelligence): The capability of a machine or system to perform tasks that typically require human intelligence, such as generating text or audiovisual content, making or recommending decisions, analyzing data, or automating processes. 5.2 AI Tools: Software applications, platforms, or systems that use AI technologies to perform work tasks. These tools may include, but are not limited to, solutions for text generation, image or video creation, predictive analytics, data classification, conversational interfaces, and process automation. 5.3 Potentially Sensitive Information: includes all information that is protected by law, contract, or policy. This includes, but is not limited to: any information that would be redactable under the Washington State Public Records Act (Chapter 42.56 RCW), attorney-client communications and work product prepared in anticipation of litigation, Criminal Justice Information (CJI), utility billing and customer account information, Taxpayer or financial information submitted to the City, medical records and health-related information that is protected by law, information for which release could violate privacy rights or other legal protection. PROCEDURES: 5.1 AI Tool Use and Approval 5.1.1 Prior to acquiring AI Tools or AI supported services, employees responsible for selection of AI tools and services shall work with an IT representative to evaluate any AI components of the services to ensure they can be implemented for the intended use consistent with this Policy. This applies to both software- based services and professional or other services. 5.1.2 All AI tools must be approved prior to use for City purposes by the users’ Department Administrator, or designee. This approval requirement applies to the use of both free and paid tools (e.g. ChatGPT, Perplexity, Gemini, Artificial Intelligence Policy p. 4 Copilot, ect) regardless of whether the service is installed on a City owned device or accessed using city or personally owned devices. 5.1.3 Use of AI tools involving Potentially Sensitive Information, paid services, or installation on City devices must follow the review process outlined in the policy or separately published guidelines. IT, and other subject matter experts as appropriate, will review the AI service for compliance with applicable legal, policy, security, and contractual requirements. IT will also maintain a list of approved AI tools that identifies types of Potentially Sensitive Information that can or can’t be used with such services. 5.1.4 Regardless of IT approval and existence on a list of IT approved AI tools, users remain responsible for complying with all aspects of this Policy and obtaining supervisor approval for how such services may be used for their specific roles. 5.1.5 Additional training or guidance documents may be created and enforced at the city-wide, department, division, or team level to ensure guidance and restrictions focus on the type of work being performed with AI assistance. 5.2 Use of Potentially Sensitive Information 5.2.2 Users of AI tools may not input Potentially Sensitive Information into any AI tool unless the system has been approved for use with that specific type of data by IT and their Department Administrator. 5.2.3 Approval must include verification of contractual and technical safeguards appropriate to the type of information involved, and identification of potential bias or tool limitations that would make use of the tool inappropriate or require specific training before use. 5.2.4 Users are responsible for understanding the limitations of the AI tool, ensuring compliance with applicable requirements of this policy. Depending upon the use case, training should be obtained as necessary to properly use AI tools in an ethical and responsible way. 5.3 Records Management and Public Records Compliance 5.3.2 AI-generated content must be managed in accordance with the Washington State Local Government Common Records Retention Schedules (CORE) and applicable City policies. 5.3.3 If AI-generated content is to be retained for more than transitory purposes, it must be stored in a City-managed system and be retrievable until Artificial Intelligence Policy p. 5 properly disposed of for City use and responding to public records requests. Transitory records that are created on systems for which other staff members in the City do not have access should be deleted when no longer needed as long as allowed by CORE and not subject to a pending public records request, litigation hold, or other legal requirement to retain. 5.3.4 Systems that are not centrally managed/accessible by others in the City should not be used to create records with more than transitory retention value, and settings for retention of records in such systems shall be set to as short as period as allowed by law and policy and/or manually deleted as soon as no longer needed. If records with retention value are created in such systems, users shall download and preserve the records on City managed systems and maintain in accordance with retention schedules. Any records available only to an end user that remain at the end of their employment or term of service for the City shall be either deleted in accordance with records retention schedules or downloaded and preserved on City managed resources. 5.3.5 If records are created within AI tools in a non-centrally managed system that is accessible and searched by designated public records staff, users of AI tools are responsible for searching for and producing all public records as necessary to respond to public records requests and/or requests to comply with legal requirements. Such users are also responsible for preserving records that are subject to request in order to comply with legal holds and public records request related preservation requirements. 5.4 Training 5.4.1 When new uses of AI tools are approved, the approvers (IT and Department Administrator, or Designee) should identify any required training for the responsible and ethical use of the tool. The type and extent of training may vary based upon whether the use is a high-risk use (e.g. involves consequential decisions, Potentially Sensitive Information, and/or impacts legal or other rights of other people). 6 6.0 Renton Police Department AUTOMATED LICENSE PLATE READERS ALPR ALPR Cameras that capture and analyze vehicle data. Hotlist information: Amber/Silver Alerts; Wants; Stolen Vehicle Investigative Tool ALPR ALPR In 2024 Renton began contracting with Two-year contract (trial period) $88,240/yr 24 Cameras located throughout the city Over 80 Washington State agencies and 5,000 nationally ALPR Areas of Concern Court ruling-FLOCK as public data Federal Agency Access Concerns Privacy Concerns ALPR Senate Bill 6002 Limits what ALPR can be used for Limits how long data can be kept Limits on who data can be shared with/PDR Requires formal policies, audits and transparency ALPR d. ALPR data should not be released to any person or agency that does not have approved access or agreements with RPD to access the ALPR software system(s). •ALPR data may be released in certain circumstances to any person or agency that does not have direct access or agreements with RPD: 1)for a criminal investigation that has a nexus to the City of Renton, 2)when required by a judicial proceeding or court order, or 3)for an exigent circumstance for the safety of the community. e. Any release of ALPR data must first have supervisor or administrator approval. f. ALPR shall not be released for civil immigration enforcement, in compliance with state law. g. Any request by federal authorities for civil immigration information shall be documented. h. When using ALPR systems, officers will not target any person based on their actual or perceived race, color, religion, creed, sec, gender, gender identity, sexual orientation, age, national origin, immigration status, ethnicity, disability, veteran status, martial status, partnership status, pregnancy status, political affiliation or beliefs, and, to the extent permitted by law, alienage or citizenship status. ALPR Program Impact Major Case Assistance/Quicker Case Resolution Recovery of Stolen Property Locate Wanted Subjects Locate Missing/Endangered People “ALPRs are a Force Multiplier, improves public safety and brings expedient justice for victims.” FLOCK ASSISTS Road Rage Fel warrant PSV/Stolen vehicle Shoplifting Hit/Run Mail theft Purse theft Recovered firearm (8) Homicide Robbery Shooting Assault w/firearm Child Rape/Molestation Child Porn Rape Drive-by shooting