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Pension board approves updated operating rules with AI and ADA safeguards
Summary
The board adopted revised operating rules that add processes for Secure Act 2.0-related overpayments, clarify minutes as summaries, revise election and education language, and add AI prohibitions to protect member data (including HIPAA language).
The Punta Gorda City pension board voted to adopt updated operating rules that include multiple procedural clarifications and a new section restricting use of member-sensitive data with artificial-intelligence tools.
Legal counsel presented revisions that add a resume/CV requirement for employees seeking a trustee seat, change education language from "required" to "encouraged," clarify that minutes are summaries (not verbatim), incorporate Secure Act 2.0–related overpayment procedures, and align fiduciary/pecuniary-factor language with Florida statute. Counsel also described a web ADA-compliance memo and said vendors and plan sponsors should ensure website materials are accessible.
Trustees raised concerns about security and HIPAA protections if vendors or staff use AI tools. Counsel proposed (and the board approved) amended operating-rule language to prohibit use of member or member-sensitive information for AI training or secondary purposes without written approval and to require that any AI-generated content be independently reviewed and verified before reliance. The board approved the revised document by voice vote after motions to adopt the clean copy with the privacy/security addition.
Staff will circulate a clean, grammatical final copy and submit the operating rules to the state as required. Trustees agreed to revisit AI and related policy language periodically to ensure the rules keep pace with evolving tools.
