Florida Municipality: AI Acceptable Use Policy & Workforce Training
A complete AI governance package for a South Florida municipal government — Acceptable Use Policy, Sunshine Law compliance framework, leadership training, and a public community workshop, delivered as a single education-first engagement.
The Challenge
A South Florida municipal government had a problem familiar to every public-sector organization in 2026: city staff were already using ChatGPT, Copilot, Grammarly, and other AI tools to draft documents, summarize meetings, and respond to residents — but the village had no policy, no training, and no clear guardrails for how those tools should be used. The risks were real. Florida's Sunshine Law requires that public records and government communications remain accessible and auditable, and uploading sensitive constituent or personnel data into a public AI tool could create serious legal exposure.
On top of the policy gap, the village's leadership team — department directors, the city manager, and elected officials — needed to actually understand what AI is, what it can and cannot do, and where it might safely fit into their workflows. And residents, especially small business owners in the community, were asking the village to help them understand AI too. The village needed a single engagement that would close the policy gap, train the leadership, and give the community a friendly on-ramp.
Our Approach
We delivered a three-part education-first engagement: a written Acceptable Use Policy with a Sunshine Law compliance framework, a two-hour live training for department directors and elected officials, and an evening community workshop for residents and local business owners.
Implementation Phases
Drafted a complete AUP covering all city staff, department directors, and elected officials, across every approved AI tool. Includes a Florida Sunshine Law compliance framework, a data classification matrix, a risk and liability overview, and an employee acknowledgment template.
In-person training for the leadership team: AI landscape today, risks and data privacy under Sunshine Law, smart usage for public sector, live demos using Anthropic's Claude for document drafting and research, and a workflow brainstorm where directors surfaced AI opportunities in their own departments.
Free public workshop in the council chamber, recorded per public records requirements. Covered AI at home, AI for small business, the dangers of scams and deepfakes, live demos, and an open Q&A. Designed as both civic education and an on-ramp for local business owners.
The leadership workflow brainstorm produced a prioritized list of AI opportunities by department, which becomes the seed for any future implementation work the village chooses to pursue.
System Architecture
Existing village AI usage, Sunshine Law constraints, leadership and resident education needs
- Policy drafting tailored to public-sector compliance and data classification, with explicit guidance on Anthropic's Claude and other approved enterprise AI tools
- Risk and liability framework specific to municipal government
- Live leadership training with department-level workflow discovery, demonstrated on Anthropic's Claude as the primary working model
- Public workshop designed for residents and small business owners
- Workflow brainstorm capture for downstream implementation planning
Signed AUP, trained leadership team, educated community, prioritized implementation roadmap
The engagement is intentionally policy-first and education-first. It builds trust and shared vocabulary before any technology deployment.
Results & Impact
Acceptable Use Policy with data classification and public records guardrails
Department directors, city manager, and elected officials trained on the same framework
Residents and local business owners given a free, non-technical on-ramp to AI