Use of Artificial Intelligence by council
Artificial intelligence (AI) is one of the tools we are using to work smarter and deliver better outcomes for our region.
Our principles
We take a people-first approach: AI supports our kaimahi (staff), but important decisions remain the responsibility of our people and elected members.
We are committed to using AI responsibly, fairly, and transparently.
What we’ve done so far
Before rolling out AI tools widely, we put the foundations in place. Here is what we have done:
- Trained staff across the organisation on how to use AI tools safely and effectively
- Developed clear AI guidelines reviewed by our legal, privacy, risk, and security specialists
- Established an AI Network of staff from across the council to test tools, share lessons, and support colleagues
- Begun piloting AI to speed up routine administrative tasks like invoice processing
- Published a Responsible AI Governance Framework to guide all AI use
Everything we do with AI is guided by five principles:
Human centric
AI supports our people. Humans lead the decisions.
Fairness and inclusion
We actively work to prevent bias and ensure AI works for everyone in our community.
Safe and secure
Privacy and data protection are built in from the start. We apply strong safeguards to protect people and information.
Trust and transparency
We are open about when and how AI is used, so our community can understand and have confidence in our work.
Accountability
Clear human oversight and governance apply to all AI use. Named people are responsible for how AI is managed.
AI Governance and oversight
We created a multi-level governance structure to ensure we meet legal, ethical, and community standards.
This includes:
- Executive oversight and strategic direction
- An AI Steering Group for higher‑risk or strategic uses
- An AI network to drive adoption, transparency and help ensure AI use reflects real operational needs and lessons learned across the organisation
- An AI Programme Lead responsible for coordination and assurance
- Input from legal, privacy, security, risk, and people specialists
Responsible AI use
Together, our governance structure, guidelines, and training programme ensure AI is used safely, fairly, and in line with our Responsible AI Framework.
We have published internal Generative AI Guidelines for our staff, covering approved tools, roles and responsibilities, risk controls, and everyday practices. These guidelines are regularly reviewed and updated.
How we’re using AI
We use AI to support everyday tasks such as:
- Summarising documents and meeting notes
- Drafting internal communications
- Exploring ways to speed up routine processes like invoice handling
- Analysing data to support planning and decision-making
AI use at the council includes:
- Generative AI (such as Microsoft Copilot): creates drafts, summaries, and content that staff review and refine
- Predictive analytics: uses historical data to help inform planning and decisions
- AI-enabled automation: streamlines routine tasks within our systems
What this means for our communities
For the people of the Bay of Plenty, our approach to AI means:
- Our services remain human-led and accountable
- Your privacy is protected
- AI helps us be more efficient, not less careful
- We are open about what tools we use and why
- New technology is introduced carefully, with clear oversight
AI is one tool among many. It does not change our commitment to serving the Bay of Plenty with integrity, care, and openness.