Governance statement
The Kāpiti Coast District Council’s Local Governance Statement sets out how the Council delivers for its community, how it makes decisions and how you can influence local democratic processes.
Local Governance Statements are required by the Local Government Act 2002 (LGA) and must be updated within six months following each triennial election. We may also update it at any other time to make sure it is accurate.
In line with the LGA, Governance Statements must provide information under the following broad categories:
- functions, responsibilities and activities of Council
- governance structures and processes
- the way elected members make decisions
- the role of elected members and how they relate to each other and to the management of the Council
- electoral arrangements
- public access to key individuals and official information
- key policies of the local authority
- local legislation affecting Council.
What we do
What Kāpiti Coast District Council does and its key responsibilities
We lead and represent our community, enabling local decision-making that supports the social, economic, environmental and cultural wellbeing of the Kāpiti Coast.
Our services
We manage district development, infrastructure (roads, water, wastewater, stormwater), community facilities, libraries, parks, swimming pools, parks and recreational facilities, plan for emergencies, building consents, environmental health, animal control, alcohol licensing, parking, bylaws and more.
The full scope of the Council’s business is divided into five activity groups:
Our Long-Term Plan sets out the activities and services we intend to provide to meet the district's needs.
Our Kāpiti Coast
58,000 people (at 30 June 2025)
8,826 people of Māori descent (2023 Census)
15,441 families (2023 Census)
Median age is 48.8 years (2023 Census)
Anticipating 32,000 new residents by 2051
Over 40 km of coastline
71,400ha of mainland area
Over 100 hectares of parks
49 playgrounds
Over 100kms of cycling, walking and bridleway trails
Our mana whenua partner are the three iwi of Te Āti Awa ki Whakarongotai, Ngāti Raukawa ki te Tonga and Ngāti Toa Rangatira.
420km of roading network
420km of footpath
Over 15,000,000 litres of water consumed daily.
Three community pools and two splash pads – around 290,000 visitors annually.
Four community libraries – over 400,000 items loaned in 2022.
Over 8,000 registered dogs.
Our legal framework
Legislation that guides us
Local government operates under a wide range of legislation. The most significant of these are:
- Local Government Act 2002
The purpose of the Local Government Act is to provide democratic and effective local government that recognises the diversity of NZ communities and provides a framework and powers for local authorities to decide which activities they undertake and how to undertake them.
- Resource Management Act 1991 and Resource Management System Reform
The Resource Management Act is the main legislation guiding how we should manage the environment. This legislation is under reform which will have major implications on the role and responsibilities of local government and resource management. - Local Government Rating Act 2002
The Local Government Rating Act provides councils with the powers to set and collect rates to fund its activities. The Act ensures rates are set in accordance with decisions that are made in a transparent and consultative manner. - Local Government Official Information and Meetings Act 1987
The Local Government Official Information and Meetings Act, sets the expectations of councils for the availability of official information and the open and public transaction of business at meetings of Council. The Act aims to enable more effective participation by the public in the actions and decisions of councils and promotes accountability of elected members and officials.
We also have specific legislation covering things like the fencing of swimming pools, gaming, sale of alcohol and the safety of food premises.
Local bylaws
In addition to the above laws that applied to councils, we are also bound by some local legislation, called bylaws which are laws specific to our district. They're introduced and enforced by the Kāpiti Coast District Council and reflect needs and concerns particular to our District and residents.
Under Part 8 of the LGA, Council can create bylaws in their areas to address and manage a range of matters. Council must review its bylaws no later than five years after the date on which the bylaw was made, and then no later than ten years after it was last reviewed.
Your voice in local democracy
Elections and representation
Our Council consists of the Mayor and 10 Councillors: 8 from wards and 2 elected districtwide.
Council is elected, along with all other councils in New Zealand, every three years. The Mayor is elected by the district at large (which means by the whole district), whereas the Councillors are elected by specific areas called wards as well as at large.
The Kāpiti Coast District is divided into four wards and they are:
- Ōtaki
- Waikanae,
- Paraparaumu
- Paekākāriki-Raumati
Council is the voice of local people, representing and balancing a range of interests. Council is required to review its representation arrangements at least once every six years following the procedures set out in the Local Electoral Act 2001. The review involves consultation with the community to determine:
- The electoral system used to elect representatives
- If councillors should be elected district-wide or by wards
- The number of wards
- If there should be Māori wards
- If there should be community boards and, if so, how many
Although we completed a comprehensive representation review in 2021 (which meant by law the next one was not due until 2027), Council's decision in 2023 to introduce a Māori ward meant another review was required to make sure the new Māori ward would be in place in time for the 2025 elections.
How the electoral system works and how it can be changed
Voting is one way you can have your say in how our district runs. Elections of local authorities are held once every three years. Our next election will be held in October 2028 to elect our mayor, councillors and community board members. All elections are currently held by postal voting.
Since August 2002, Council has used the STV (single-transferable vote) electoral system for our elections. Using this system, successful candidates must receive a quota (share of votes) of the votes cast. When there are enough candidates with a quota to fill the seats, they are the winders. The quota needed for a candidate to be elected is determined by the number of seats and the number of votes cast. In the first round of counting, candidates with the highest and lowest number of votes are identified. The lowest-polling candidates are then excluded, and this process continues for as many iterations as necessary.
Under the Local Electoral Act 2001 (LEA), Council can resolve to change the electoral system it uses to elect its members or it can conduct a binding poll. Residents can also demand a poll to change the electoral system or representation structure. To demand a poll, five percent of electors must sign a petition demanding a poll to be held. If a poll on the electoral system is held, the system that is chosen cannot be changed for at least the next two elections, i.e. if a poll has been held on the issue, a council cannot change its electoral system for one election and then change it back to the previous system for the next election.
Elected members and their roles
Roles and conduct expectations for elected members
Council consists of the Mayor and ten councillors. Council is elected, along with other councils in New Zealand every three years. The Mayor is elected by the distruct at large (which means by the whole district) whereas councillors are elected by specific areas, known as wards, as well as at large.
Councillors can also be allocated certain roles and responsibilities and are appointed to committees and community boards.
Elected Members’ roles
Councillors (acting as Council) are responsible for governance, including:
- development and adoption of Council policy
- monitoring the performance of Council
- prudent stewardship of Council resources
- employment of the Chief Executive
- appointment of the Electoral Officer
- representation of district residents and ratepayer interests.
Unless otherwise provided in the LGA or in Council’s Standing Orders, Council can only act by majority decision at meetings. Any individual member (including the Mayor) has no authority to act on behalf of Council, unless this is specifically provided for by statute or Council has expressly delegated such authority.
Councillors can also be allocated certain roles and responsibilities and can be appointed to committees established by Council
The mayor is elected by the district as a whole (at large) and, as one of the elected members, shares the same responsibilities as other members of Council.
The mayor has specific responsibility for:
- providing leadership to elected members and to the people of the Kāpiti Coast District
- leading the development of Council's plans (including the Long-term Plan and
the Annual Plan), policies and budgets for consideration by the members of
Council - in exercising this leadership role, the mayor has the power to:
- appoint the Deputy Mayor
- determine the number of committees, their terms of
reference and composition - appoint the chairs of these committees.
The mayor also has the following roles:
- presiding at Council meetings – the mayor is responsible for ensuring the orderly
conduct of business during meetings (as determined by Standing Orders) - advocating on behalf of the community – this may involve promoting the community and representing its interests (such advocacy will be most effective where it is carried out with the knowledge and support of the Council).
- primary spokesperson for Council
- ceremonial head of Council
- fulfilling the responsibilities of a Justice of the Peace (ex-officio)
- lead liaison with Central Government
- leading projects relating to transport and urban development
- leading other major projects.
The Deputy Mayor is appointed by the Mayor at the first meeting of Council. Under usual circumstances, the Deputy Mayor exercises the same roles as other elected members. If the Mayor is absent or incapacitated, the Deputy Mayor must perform all of the responsibilities and duties and may exercise the powers of the Mayor (as summarised above). The Deputy Mayor may be removed from office by resolution of Council.
Council or the Mayor may create one or more committees of Council. The mayor may appoint committee chairpersons, or they may be appointed by Council using the election processes prescribed in Clause 25 of Schedule 7 of the LGA. A committee chairperson is responsible for presiding over meetings, ensuring that the committee acts within the powers delegated to it by Council as set out in Council’s Governance Structure. A committee chairperson may be removed from office by resolution of Council.
Community boards are the grass roots of local democracy where people in each of our towns and villages can take their concerns or seek assistance. Community Boards consist of four members elected alongside Council at the local elections.
A board’s role is to advocate for its residents, but it also has powers to make decisions about issues within its boundaries and as per the powers delegated to it by Council. Boards may also make submissions to Council and other statutory agencies.
Community boards are constituted under section 49 of the LGA to:
- represent and act as an advocate for the interests of their community
- consider and report on any matter referred to it by Council and any issues of interest or concern to the community board
- maintain an overview of services provided by Council within the community
- make an annual submission to Council on expenditure in the community
- communicate with community organisations and special interest groups
- undertake any responsibilities delegated by Council.
Community Boards elect their own chairperson and deputy chairperson at their first meeting after the election.
Elected Members’ code of conduct
The elected members' code of conduct is a guide to elected members (Mayor, councillors and community board members) on the standards of behaviour expected of them in their conduct of public affairs. Schedule 7 of the LGA, requires councils to adopt a code of conduct and once adopted all elected and appointed members are required to comply with the code. The code may only be amended by a 75 per cent or more vote of Council.
Aside from abiding to the code of conduct, elected members also have specific obligations under the following legislation:
The Local Government Act 2002 includes obligations to act as a good employer in respect of the Chief Executive and to abide by the current Code of Conduct and Standing Orders. It also requires a declaration of pecuniary interests within 120 days of coming into office and by the last day of February in each subsequent year of the triennium.
The Local Government Official Information and Meetings Act 1987 applies to all councils and the principles of the Act underpin that information held by Council will be made available and is open and transparent unless there is a good reason to withhold it. Elected members, in their official capacity, must there release any information they hold f a request for information is received under the Act.
The Local Authorities (Members’ Interests) Act 1968 regulates the conduct of elected members in situations where there is, or could be, a conflict of interest between their duties as an elected members and their financial interests (either direct or indirect).
The Secret Commissions Act 1910 prohibits elected members from accepting gifts or rewards which could be seen to influence them in a particular way.
The Crimes Act 1961 prevents the acceptance of gifts or rewards for acting in a certain way and prohibits the use of official information for private profit.
The Financial Markets Conduct Act 2013 prohibits elected members from accepting gifts or rewards which could be seen to sway them to perform their duties in a particular way.
The Health and Safety at Work Act 2015 details the responsibility of councillors in respect of health and safety.
The Public Records Act 2005 provides a framework to keep central and local government organisations accountable by ensuring records are full and accurate, well maintained and accessible.
The Protected Disclosures (Protection of Whistleblowers) Act 2002 facilitates the disclosure and investigation of serious wrongdoing in the workplace and provides persons who report concerns with protection.
The Privacy Act 2020 governs how organisations can collect, store, use and share personal information and it ensures that persons know when their information is being collected, used and shares appropriately.
Remuneration of Elected and Appointed Members
The Remuneration Authority is responsible for setting the amount that each Council can spend on remunerating its elected members. The Authority sets the salary of the mayor and provides guidance to councils on the salary of the Councillors.
Read more about the current remuneration.
How decisions are made
Governance structure
Several different decision-making bodies exist so Council can make decisions that are inclusive and efficient. These include full Council meetings as well as various committees, community boards and advisory groups.
Meetings of full Council hold the highest authority in Council decision-making (Governance) structure. Full Council meets every six weeks and is chaired by the mayor. It would be inefficient for all decision-making to happen at full Council, so it delegates many of its powers to various committees.
Some powers of Council cannot be delegated. These include the powers to make a rate, to make a bylaw and to adopt an Annual Plan, Long-term Plan, or Annual Report. In addition, Council has decided to retain some powers that could have been delegated.
After each triennial election the mayor can establish the committees of Council under Section 41A of the LGA and appoints chairs to them. The mayor is automatically a member of all committees, except for the Kāpiti Coast District Licensing Committee.
The structure adopted for the 2025–2028 triennium includes full Council, two committee of the whole Council which meets every six weeks and five committees with each committee having its own terms of reference and certain powers delegated to it by the Council. Council retains the power to revisit the structure at any point throughout the triennium.
In addition to the committees listed above, a District Licensing Committee is appointed by Council to administer Council’s alcohol licensing framework as required by the Sale and Supply of Alcohol Act 2012.
Community Boards consist of four members elected alongside Council at the local elections. Each community board also have one representative from Council appointed to them.
A board’s role is to advocate for its residents within its boundaries, but it also has powers to make decisions about issues within its boundaries and as per the powers delegated to it by Council.
We have five community boards:
Council also participates in the following Joint Committees with other councils from around the region.
Meeting procedures and public access
The legal requirements or Council meetings are set down in the Local Government Act 2002 and the Local Government Official Information and Meetings Act 1987.
All Council and Committee meetings are open to the public.
Council meetings follow standing orders and are open to the public.
Māori partnerships
Iwi Partnerships and Co-Governance
In recognition of the Crown’s responsibility under the Treaty of Waitangi - Te Tiriti o Waitangi, Council has obligations towards mana whenua and Māori broadly to take account of the Treaty of Waitangi under a number of statutes, , such as the Local Government Act 2002 (requiring opportunities for Māori to contribute to Council’s decision-making process), the Resource Management Act 1991, the Reserves Act 1977 and the Conservation Act 1987. In observing the functions and duties as prescribed by legislation, Council has established a range of governance and participation mechanisms.
We have one of the longest standing partnerships, by way of a Memorandum of Partnerships, with our three iwi (Te Ātiawa ki Whakarongotai, Ngāti Raukawa and Ngāti Toa Rangatira), which has been in place since 1994.
To encourage sharing at a formal level, Te Whakaminenga o Kāpiti meet on a regular basis, to discuss issues of mutual importance, indicate areas of concern and revise procedures, as necessary.
At the beginning of the 2022-2025 triennium, Council confirmed its commitment to its partnership with mana whenua by making provisions within is Governance Structure for each mana whenua to appoint a representative to Council and its Committees. This commitment was re-confirmed at the start of the 2025-2028 triennium and each mana whenua iwi can appoint one representative to Council with participation rights but no voting rights but full voting rights when attending certain committee meetings, in line with the Governance Structure. This decision was made in accordance with Clause 31(3) of Schedule 7 of the LGA which allows Council to appoint non-elected members to a committee. Guided by the advice of mana whenua, Council also decided in 2023 to establish a Māori ward ahead of the 2025 local government elections. So for the first time, for the 2025 – 2028 triennium, a Māori ward councillor has been elected to Council.
Also see:
Our organisation
Management structure
Council staff, led by the Chief Executive, carry out Council's direction and deliver services.
Key to the efficient running of any council is that there is a clear division between the role of Elected Members and that of management. Your elected council are the governors of the district, whereas administration is the job of the Chief Executive and their team.
The Local Government Act 2002 requires Council to employ a Chief Executive who is solely responsible to the elected members for the management of Council’s affairs. The Chief Executive’s responsibilities also include employing other staff on behalf of Council, implementing Council decisions and providing advice to elected members.
The Chief Executive has some specific responsibilities under the LGA. They are responsible to the local authority for:
- implementing the decisions of the local authority
- providing advice to members of the local authority and to its community boards
- ensuring that all responsibilities, duties and powers delegated to him or her or to any person employed by the local authority, or imposed or conferred by an Act, regulation or bylaw, are properly performed or exercised
- ensuring the effective and efficient management of the activities of the local authority
- facilitating and fostering representative and substantial elector participation in elections and polls
- maintaining systems to enable effective planning and accurate reporting of the financial and service performance of the local authority
- providing leadership for the staff of the local authority
- employing, on behalf of the local authority, the staff of the local authority
- negotiating the terms of employment of the staff of the local authority.
Reporting to the Chief Executive are seven Group Managers. The Group Managers are responsible to the Chief Executive for the successful management of the activities and delivery of strategic priorities.
Planning for the future
Strategic documents
Council strategies, planning and policy documents are developed through consultation with the community, iwi and key stakeholders, and then approved by Council. Documents are periodically reviewed as and when appropriate; for example, when required by legislation, or in accordance with a timeframe within the document itself, or in response to a specific request from Council.
Working with our community
Consultation and engagement
The Significance and Engagement Policy describes how the Council puts community participation into action as part of the decision-making process.
The Council provides a range of opportunities for the community to participate in the decision-making process, including:
- Long-term Plan (three-yearly)
- Annual Plan
- Representation Review
- District Plan Review
- Policy or Bylaw Reviews
- Draft strategies and policies
- Public notices
- Public participation at meetings
Register at haveyoursay.kapiticoast.govt.nz to be notified when there are items of interest that you can have your say on.
Partners and advisory group
As well as Iwi partnerships, we also work with advisory groups to make sure we hear a range of voices to build a better district and future for all our communities
- Youth Council
- Older Person's Advisory Group (including advising on our Age Friendly Kāpiti approach)
- Kāpiti Disability Advisory Group
- Cycleway, Walkway and Bridleway Group
- Economic Development Kotahitanga Board
- Kāpiti Health Advisory Group
- Kāpiti Coast Aircraft Noise Community Liaison Group
- Kāpiti Coast Major Events Panel
Getting involved and staying informed
How to contact Council, elected members and access public information
Council provides a range of opportunities for the community to participate in the decision-making process (including for the Long-term Plan, Annual Plan, Representation Reviews, District Plan Review and Policy and Bylaw Reviews), The Significance and Engagement Policy describes how Council enables community participation in decision-making through outlining how and when the community can expect to engage, which assets are considered by Council to be strategic assets and when Council will use the special consultative procedure set out in Section 83 of the Local Government Act 2002.
When engaging with the community, Council is committed to encourage contributes from people who may be affected by, or interested in, an issue, proposal or decision; provide relevant, timely and balanced information so people can contribute in a meaningful way; provide appropriate ways for people to have their say; and after a decision is made, inform the community about Council’s decision and the reason for that decision.