From Board Packets to AI Kiosks: Highlights from the NACA AI Idea Exchange
Efficiency, transparency, and the "intern mindset" were prominent themes at the latest NACA Idea Exchange. County administrators openly discussed how they are actually using Artificial Intelligence (AI) to streamline county government services. If you missed the session, here are the key takeaways and "boots-on-the-ground" insights shared by your peers.
The "Intern" Approach
Treat AI like a highly capable, but sometimes fallible, intern. It is excellent at broad research and finding errors, but it requires a human "supervisor" to verify the output.
Real-world applications highlighted included:
Summarizing the "Thick" Packets: AI distills board packets that are often 4 inches thick with over 60 items. AI can summarize these packets saving hours of manual review.
311 and Customer Service: AI can automatically assign 311 requests as they come in and analyze what topics are trending in the community.
Public-Facing Kiosks: A success story was shared by El Paso County, TX regarding AI-driven kiosks. AI is increasing accessibility while learning what questions, and follow-up questions, are frequently asked, often becoming more popular than the front desk for routine inquiries.
Contract & Budget Review: From identifying duplicate clauses in contracts to creating "budget wrap-up books," AI is being used to catch human errors and summarize complex financial data.
The Tech Stack
Counties are currently split based on their existing ecosystems.
Google Counties: Relying heavily on Gemini for deep research and writing aids.
Microsoft Counties: Deploying Copilot to manage emails and integrate with enterprise data.
Specific Tools: Some counties are exploring Open Web AI and GovAI, while others are experimenting with ChatGPT Plus for specialized tasks.
Policy and Training: "Show, Don’t Just Tell"
How do you roll out AI without the risk? Attendees emphasized that ad-hoc, hands-on training is more effective than a standard PowerPoint.
Prompt Libraries: Create a library of usable prompts for staff, such as: "Rewrite this in plain language", "Summarize this for a governing board audience", or “What questions should we be asking?”
The "Pit" Test: One successful training method involves pitting different AIs against each other—asking Gemini and ChatGPT the same question, sharing responses with both to see which provides a more accurate or nuanced answer.
Safety First: Counties are implementing strict "no names, no sensitive data" policies to ensure privacy while using public models. Some ask that staff use an in-house AI model versus putting county information out in a publically used model, like Chat GPT.
Hurdles: Apprehension and Sustainability
The transition to using AI isn't without its challenges. Leaders noted a general "apprehension" from some department heads, as well as emerging concerns about the sustainability impacts of AI. As data centers are built to support these tools, administrators are starting to ask: What is the long-term impact on our county’s resources and sustainability goals?
Attendees also realized the needs for disclosure when using AI. Transparency is key in building trust.
Moving Forward: High Promise, Limited Risk
The group identified plan reviews, inspections, and permits as the areas with the "greatest promise and limited risk." By allowing AI to handle the initial technical review, staff can spend more time on high-quality service and human interactions.
Noted during the exchange: "We may not realize we’re using it, but it’s already baked into things."
Resources for Members:
Looking for a place to start educating yourself or adopting AI in your county? The GovAI Coalition offers templates and resources specifically designed for local government agencies.
Interested in joining the next conversation? Save the date for our next Idea Exchange on May 7, 2026. Current members and Friends of NACA are welcome to attend.