Hastings District Youth Council

Civic Administration Building

Lyndon Road East, Hastings

Phone:  (06) 871 5000

Fax:  (06) 871 5100

WWW.hastingsdc.govt.nz

 

 

 

 

 

Open

A G E N D A

 

 

Hastings District Youth Council MEETING

 

Meeting Date:

Wednesday, 3 April 2019

Time:

3.45pm

Venue:

Council Chamber

Ground Floor

Civic Administration Building

Lyndon Road East

Hastings

 

Committee Members

 

Chair: Kate Allen (HGHS)

Councillor Dixon – Council Liaison

Pelerose Vaima’a, Kathleen Steffert and Eva Harper (HGHS); Ondre Hapuku-Lambert, Sophie Jones and Boston Wynyard (Karamu High); Gurjas Sekhon and Louis Gaffaney (St Johns College); Oscar Malpas (HBHS); Daisy Hill (Iona); Ashleigh Keenan (Sacred Heart); Charliot Miller (Deputy Chair) (HNHS); Janicka Tei (Taradale High) and James McPhail (Lindisfarne College)

Officer Responsible

Youth Development Coordinator – Angela Hughes (Extn 5404)

Secretary:

Christine Hilton (Extn 5633)

 

 


Hastings District Youth Council – Terms of Reference 2019

Fields of Activity

The Hastings District Youth Council is established to be advocating and implementing the voice of youth for the Hastings District.

 

Membership

Chairman

Deputy Chairperson

1 Councillor appointed by the Council

Maximum of 15 young people between the ages of 15-21 who live, work or attend school in the Hastings District.

 

Quorum – 8 members Majority rules, but in the event of a tie, the Chairperson has the casting vote.

 

Meeting Frequency

Monthly meetings on the first Wednesday of each month from 3:45 – 5.30pm throughout the year, with weekly or fortnightly informal meetings scheduled when required.

 

Meeting Protocols

There is no texting or using of cell phones during meetings. All phones must be on silent.

A Chairperson and Deputy will be elected at the Youth Council Training Days by the group.

Members are not allowed to speak out of order or over the meeting Chairperson.

All members should treat each with respect and use appropriate language.

 

Issues Raised

Issues raised at Hastings Youth Council meetings can be brought to Council through the Youth Co-ordinator.

 

Reporting Requirements

Minutes will be distributed within 7 days of the Hastings District Youth Council meeting.

 

General Procedures

Apologies go to the Youth Co-ordinator, the Chair or the Deputy Chair. 

Missing more than 2 meetings without notice will mean forfeiting your place on the Youth Council.

 

Delegated Powers

To make recommendations to the Council on issues affecting youth in the Hastings District.

 

 


CG-14-33-00075                                                                         1

 

HASTINGS DISTRICT COUNCIL

 

Hastings District Youth Council MEETING

 

Wednesday, 3 April 2019

 

VENUE:

Council Chamber

Ground Floor

Civic Administration Building

Lyndon Road East

Hastings

TIME:

3.45pm

 

 

A G E N D A

 

 

 

1.         Apologies

At the close of the agenda no apologies had been received.

At the close of the agenda no requests for leave of absence had been received. 

2.         Confirmation of Minutes

This is the first meeting of the 2019 Youth Council and so there are no previous minutes to be confirmed.

3.         Facebook Page Update

4.         General Business

5.         Confirmation of membership of the Hastings District Youth Council 2019 and update of activities January - March 2019                                                            3

 

 

 


File Ref: 19/332

 

 

REPORT TO:               Hastings District Youth Council

MEETING DATE:        Wednesday 3 April 2019

FROM:                           Youth Development Co-ordinator

Angela Hughes

SUBJECT:                    Confirmation of membership of the Hastings District Youth Council 2019 and update of activities January - March 2019        

 

 

1.0       SUMMARY

1.1       This report sets out the membership of the Hastings District Youth Council (the Youth Council) for 2019 and the background to the selection process.

1.2       This report concludes by recommending the Youth Council confirm the appointment of members as Chair and Deputy Chair and endorses its Terms of Reference and its Draft Annual Plan (which will be circulated at the meeting).

2.0       BACKGROUND

2.1       Positions for the Youth Council are advertised annually in February/March through local high schools, community groups, the internet and at Hastings District Council (Council) facilities.

2.2       Applications are made online through the Council’s website. The applications are reviewed by a panel made up of Council Youth Development staff and the Councillor appointed as liaison to the Youth Council.

2.3       The 2019 recruitment process included two significant changes. The age of eligibility was increased from 15-21 years old.  The membership age range was previously 15-19 years old.

2.4       The second change involved selecting a shortlist of applicants who were then required to attend a 10 minute interview with the selection panel at Hastings District Council.  17 interviews were held over two days and this resulted in 11 candidates being chosen to join the 2019 Youth Council.

2.5       Four members from the 2018 Youth Council chose to continue into 2019, which created the total of 15 members for the 2019 Youth Council.

2.6       Successful applicants were required to attend a two day training and planning retreat held in March. During this time, the group elected members to leadership roles including the Chairperson and Deputy Chairperson. The group also worked together to determine the Youth Council’s priorities for the year and develop their Annual Plan of activities, campaigns and events.

 

3.0       CURRENT SITUATION

3.1       The 2019 Hastings Youth Council is made up of 15 young people aged between 15-17 years old who live, work or attend school in the Hastings District.

 

Elected leadership positions

3.2       The 2019 leadership team has been elected and these positions will be formally confirmed at the first meeting on 3 April 2019:

-     Kate Allen - Chairperson

-     Charliot Miller - Deputy Chairperson

-     Sophie Jones and James McPhail - Social Media Engagement Team.

-     Other leadership positions will be elected throughout the year as they are required.

 

Terms of Reference amendments

3.3       This Youth Council will be operating slightly different than past groups and as a result amendments to the 2018 Terms of Reference are proposed. A draft Terms of Reference document has been created to accurately reflect the 2019 Youth Council’s roles and responsibilities. (Attachment 1).

3.4       Youth Council members will be required to submit formal reports to each meeting detailing their Youth Council related activities over the month, since the previous meeting. A template is being set up for this purpose and an example will be circulated at the 3 April meeting so the content can be discussed.

3.5       The process regarding the submission of the monthly activity reports is outlined in the draft Terms of Reference.

 

2019 Youth Council Annual Plan

3.6       The Youth Council have created a draft 2019 Annual Plan to work to, which details the Youth Council’s activities and commitments for the year.  This draft document will be circulated at the meeting.

3.7       The group has chosen to focus their attention on creating a diverse range of campaigns, activities and events for young people to engage with community and Council.

3.8       It is hoped that through these activities the Youth Council will be able to address issues of importance such as:

-     mental health and wellbeing

-     diversity and inclusion, and

-     environmental suitability

           

 

            Brain Dump – Pop up Youth Engagement

3.9       The Youth Council hosted two “Brain Dump” youth engagement sessions in the Hastings CBD, Wednesday, 20 March and Thursday 21 March 2019.

3.10    These sessions allowed young people to engage with the Youth Council to   express their concerns, priorities and their ideas for projects and events to improve Hastings for young people.

3.11    The Brain Dump resulted in over 150 young people engaging with Youth Council members and contributing 375 opinions and ideas. This information will help support further engagement opportunities and Youth Council activities.

3.12    A formal evaluation process of the Brain Dump, including collating and discussing all the data collected, will be undertaken at the first Youth Council meeting on 3 April. 

            Social Media plan for 2019

3.13    The following Youth Council members have been given permissions to act as “administrators” for the Hastings District Council Facebook Page:

-     Kate Allen

-     Charliot Miller

-     James McPhail

-     Sophie Jones

3.14    Throughout March 2019, the Youth Council uploaded several posts announcing its 2019 members and promoting the Brain Dump pop up youth engagement sessions in the Hastings CBD.

3.15    This has resulted in an increase of 300+ likes on Facebook page, over 3600 engagements with the page, and over 4165 people “reached”.

3.16    That is a significant increase in traffic through the Youth Council’s Facebook page.

3.17    The Youth Council is currently investigating setting up Hastings Youth Council Instagram and Snapchat accounts for further promotion of activities and events.  The Youth Development Co-ordinator, Angela Hughes, is working with the Council’s Communications team to compile some appropriate guidelines before these accounts are created.

 

 

4.0       RECOMMENDATIONS AND REASONS

A)        That the report of the Youth Development Co-ordinator titled Confirmation of membership of the Hastings District Youth Council 2019 and update of activities January - March 2019 dated 3/04/2019 be received.

B)        That the Hastings District Youth Council confirms the Chair, Deputy, and other leadership positions elected during the 2019 training sessions.

C)        That the Hastings District Youth Council confirms the draft Terms of Reference for 2019.

D)        That the Hastings District Youth Council confirms its draft Annual Plan 2019, including the activities outlined and the commitments of Youth Council members to undertake those activities.

E)        That the Hastings District Youth Council carry out an evaluation of the Brain Dump Popup Youth Engagement sessions that had been undertaken in March 2019.

F)        That the Hastings District Youth Council confirm a Youth Week program.

G)        That the Hastings District Youth Council work with the Hastings District Council’s communications team to redesign the Youth Council logo for use on its agendas, minutes and the like.

 

 

Attachments:

 

1

Draft Terms of Reference for the Hastings District Youth Council 2019 (addressed at 3/4/19 meeting)

CG-14-33-00074

 

 

 

 


Draft Terms of Reference for the Hastings District Youth Council 2019 (addressed at 3/4/19 meeting)

Attachment 1

 

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