15 September 2025
Al Ross
[FYI request #32053 email]
Tēnā koe Al,
Request for Information – Local Government Official Information and Meetings
Act (LGOIMA) 1987
We refer to your official information request dated 18 August 2025, asking for
information about the configuration and documentation of AI Assistants used by
Hutt City Council. Specifical y, you requested:
On the Council's website, there are 13 AI agents listed: HCC Meeting Minute
Drafting AI Assistant HCC Project Status Brief AI Assistant HCC Project Brief
AI Assistant HCC Project Initiation Document AI Assistant HCC C&E Plan AI
Assistant HCC FAQ Drafting AI Assistant HCC Social Media Post Drafter
HCC Consultation Analysis AI Assistant (incomplete) HCC Memo/Report
Peer Review AI Assistant Traffic Management Plan Review AI Assistant Job
Description/Job Advert Drafting AI Assistant Internal Communications AI
Assistant Workshop Planning AI Assistant
Please share the configuration details for each one:
1. Meta prompts
2. Conversation starters
3. Knowledge files
4. Any configured actions
5. Any other documentation about these agents
30 Laings Road, Lower Hutt
Private Bag 31912, Lower Hutt 5040
/huttcitycouncil
0800 488 824
[email address]
www.huttcity.govt.nz
▲The pattern at the top of this page is inspired by the natural landforms, hil s, river, and coastline surrounding Lower Hutt. It represents our people, our place, and our home.
Answer:
Council uses a range of AI Assistants to support internal operations and improve
efficiency. These Assistants are designed to assist staff with drafting, reviewing,
and planning tasks across various functions, including communications, project
management, consenting, and internal reporting. Each Assistant is tailored to a
specific use case and typically draws on best practice examples, templates, or
relevant standards to guide its outputs.
Please refer to
Table 1 below, which provides a high-level overview of each AI
Assistant currently in use at Council, including its name and a brief description of
its intended function.
While we are able to provide these descriptions, we are withholding detailed
configuration information such as meta prompts, conversation starters,
knowledge files, and configured actions under section 7(2)(b)(i ) of the LGOIMA.
Releasing this information would likely unreasonably prejudice the commercial
position of the organisation that developed these tools.
You have the right to seek an investigation and review by the Ombudsman of this
response. Information about how to make a complaint is available at:
How to
make a complaint | Ombudsman New Zealand, or freephone 0800 802 602.
Please note that this response to your information request may be published on
Hutt City Council’s website:
Proactive releases | Hutt City Council. Ngā mihi nui
Rebekah van der Splinter
Senior Advisor, Official Information and Privacy
P.2
1987
Table 1: AI Assistant Names and Descriptions
ACT
Assistant name
Description
HCC Resource Consent Respond to Inquiry
Helps to answer questions related to the district plan by querying
Assistant
the district plan before an officer reviews the AI-generated conte
MEETINGS nt
Generates themed coding of survey data before an officer reviews
HCC Thematic Analysis Assistant
AND
the AI-generated content
Takes existing content and generates FAQs based on key
HCC FAQ Drafting Assistant
messaging before an officer reviews the AI-generated content
Utilises best practice examples and templates to help generate
HCC Communications & Engagement Plan
structured C&E plans before an officer reviews the AI-generated
Assistant
INFORMATION
content
Takes existing messaging and generates draft content for specific
HCC Social Media Content Drafting Assistant
social media platforms guided by standards for each before an
OFFICIAL
officer reviews the AI-generated content
Helps inexperienced project managers to develop initiation
HCC Project Initiation Document Assistant
documents before an officer reviews the AI-generated content
Helps project managers to develop content for status reports
HCC Project Status Report Assistant
based on existing reports before an officer reviews the AI-
genera
GOVERNMENT ted content
Helps project managers to develop content for project briefs
HCC Project Brief Assistant LOCAL
before an officer reviews the AI-generated content
Generates minutes in the style appropriate for formal council
HCC Meeting Minutes Assistant
THE
meetings before an officer reviews the AI-generated content
Provides a review of CLT and Committee reports using uploaded
HCC Memo/Report Reviewing Assistant
best practice examples and other relevant content before an
UNDER
officer reviews the AI-generated content
RELEASED
P.3
Assistant name
Description
ACT 1987
Reviews incoming applications to ensure they adhere to the
HCC Traffic Management Plan Assistant
required standards before an officer reviews the AI-generated
content
Helps to generate job descriptions and adverts based on
HCC Job Description & Job Advertising Assistant
templates and uploaded content before an officer reviews the AI-
AND MEETINGS
generated content
Helps to review applications based on required standards before
HCC BWoF Renewal Application Vetting Assistant an officer reviews the AI-generated content
Helps to brainstorm and generate workshop material before an
HCC Workshop Plan Drafting Assistant
officer reviews the AI-generated content
INFORMATION
Helps users to draft internal newsletters before an officer reviews
Strategy & Engagement's Panui Drafting Assistant the AI-generated content
Reviews applications based on required standards before an
HCC Building Consent Vetting Assistant
officer reviews the AI-generated content
Queries relevant national standards to support customer
HCC Building Consent Respond to Inquiry
responses before an officer reviews the AI-generated content
HCC Custom AI Assistant Planner
Helps users to put together their own custom assistants
Guides users to develop talking points appropriate for CLT and
HCC Council/CLT Presentation Coach
Council before an officer reviews the AI-generated content
Helps users to identify prompting styles and with writing prompts
HCC Prompting Method Selection Advisor
for specific tasks
HCC AI Usage Guidance Assistant
Helps users navigate council’s risk matrix and AI usage guidance
RELEASED UNDER THE LOCAL GOVERNMENT OFFICIAL
P.4
