CEO reports retiree mailing formatting error, urges AI governance review

CEO John Flynn told the board that a batch of mailed notices to encourage retirees to enroll in the member portal contained font and spacing formatting errors that prompted several callers to verify authenticity.

"Some letters went out with some font formatting issues that caused some text to appear odd," Flynn said. The transcript records that the mailing was sent to "just over 600" retired members who had not registered for the member-direct portal; member-services staff fielded calls and are working with the vendor to resolve the issue.

Flynn also briefed trustees on operational items: he said AI adoption across public retirement systems is accelerating and urged that governance and policies be considered, noting that shadow AI use is becoming a significant operational concern. "AI adoption across our industry is accelerating," he said, and recommended staff assess governance and policy implications for the organization.

He gave updates on two open recruitments (an information systems analyst and a benefits analyst) with interviews expected to begin in June, summarized internal audit follow-up work and a plan to present a 5-year internal-audit plan at the joint audit committee, and noted that the deadline for certain ADA compliance work has been extended to April 2027 while staff use the additional time to address identified gaps.

Trustees were told staff will continue to work with the vendor to investigate the mailings and to notify members as needed; Flynn invited members with questions to contact member services. The board did not take formal action on the CEO update at the meeting.