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    LGOIMA Request Details

    Date Received:25/06/2025
    Date Responded:25/06/2025
    Requested Information:Information around policies for the use of generative AI within Council
    Response:

    Dear Gwynn, 

    NOTE: AI was used in Writing a response to this LGOIMA request. 

    Manawatū District Council – Use of AI 

    Manawatū District Council (MDC) sees artificial intelligence (AI) as a valuable tool that helps our staff work smarter and achieve more in their daily roles. 

    Approximately 70% of MDC staff have completed foundational AI training through an external provider. This training includes a strong focus on responsible AI use, data security, and risk awareness (refer to the attached MDC AI Guidelines). 

    At the individual level, around 15% of our staff currently have access to “ChatGPT Teams” licences. This version of ChatGPT ensures that MDC data is protected and excluded from OpenAI’s model training. Staff typically use AI for a range of tasks, such as: 

    1. Writing & Editing: Drafting reports, strategies, emails, and social media content — with support in refining tone and tailoring language for different audiences. 

    1. Meeting Summaries: Creating instant summaries and action points from transcripts or recordings. 

    1. Data Analysis: Turning complex or messy spreadsheets into clear, actionable insights. 

    1. Research Assistant: Providing fast, sourced responses to a wide variety of questions. 

    1. Technical Assistance: Supporting tasks such as code debugging or clarifying complex documentation. 

    1. Creative Brainstorming: Generating names, slogans, or early-stage ideas. 

    1. Training & Guidance: Simplifying laws, policies, processes, and technologies for easier understanding. 

    1. Document Processing: Using OCR to extract data from PDFs, images, or handwritten notes. 

    1. Market Research: Writing job descriptions based on analysis of platforms like Seek.co.nz. 

    1. Productivity Integration: Integrating with tools like Outlook or Teams to check calendars, propose meetings, and even book appointments with external stakeholders. 

    Shape 

    AI in Business Systems 

    We are also seeing AI become increasingly embedded in our business systems, especially through partnerships with major vendors. For example, Microsoft Copilot introduces AI directly into familiar platforms to automate routine tasks. 

    We are currently exploring or planning several proof-of-concept initiatives that include: 

    • AI Phone Operators: Virtual phone agents that are indistinguishable from human operators. 

    • Workflow Automation: Using AI to streamline repetitive processes and improve efficiency. 

    • Conversational Virtual Assistants: Generative AI chatbots for our website that can respond to public questions using up-to-date Council information. 

    • Smart Service Resolution: Analysing past service requests to suggest resolutions or return relevant knowledge base articles. 

    • Automated Metadata Tagging: Using AI to classify and tag Council documents, improving searchability and public access. 

    MDC is committed to using AI in a way that increases transparency, enhances service delivery, and maintains our responsibilities as a trusted data custodian. 

    Manawatū District Council publishes responses to Local Government Official Information and Meetings Act 1987 (LGOIMA).  We will publish the LGIOIMA response along with a summary of the request on our website.  Requests and responses may be paraphrased.  

    To protect your privacy, we will not generally publish personal information about you, or information that identifies you.   

    If you wish to discuss this response with us, please feel free to contact the LGOIMA Response Team on 06 323 0000 or by replying to this email.  

    Yours sincerely, 

     


    Status:Complete