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 July 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 (Media Engagement) 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 (Media Engagement) (Lindisfarne College)  (Quorum = 8 members)

Officer Responsible

Youth Development Coordinator – Angela Hughes (Extn 5404)

Secretary:

Christine Hilton (Extn 5633)

 


Hastings District Youth Council – Terms of Reference 2019

 

The purpose of the Hastings District Youth Council (Youth Council)

 

The Hastings District Council recognises the positive contribution young people make to a strong, diverse, resilient and inclusive community. The Hastings District Youth Council is a vehicle in which young people can be actively engaged in local government planning and decision making relating to their city.

 

The Youth Council is responsible for creating dynamic engagement opportunities for young people to participate in, be heard and be involved in community activities and government decisions.

 

The Youth Council’s objective is to canvas youth opinions on a range of topics, to then advocate and implement changes on behalf of the young people in Hastings.

 

Membership

 

The Youth Council is made up of 15 young people who live, work, and/or attend school in the Hastings District.  Members can be aged between 15 and 21 years of age.

 

Youth Council membership is for a period of one year running from February to December. Applications can be made to the Youth Development Coordinator to continue as a Youth Council member for consecutive years.

 

Recruitment and Selection of Youth Council Members

 

Recruitment for Youth Council members runs January- February each year through local high schools, youth services and community groups, the Hastings District Council website and various social media accounts.

 

All applications must be submitted via the Hastings District Council’s website. A shortlist of candidates is created, with those applicants asked to attend a 10 minute interview. The selection panel is made up of HDC Youth Development Staff, a Councillor, and a young person under the age of 25.

 

Commitments of Youth Council members

 

Youth Council members are required to

-            Attend a Youth Council Training and Planning event, held at the beginning of the year. (After the Council members have been selected)

-            Elect members to take on leadership positions such as (but not limited to) the Chair and Deputy Chairperson of the Youth Council for that year.

-            Contribute to the Youth Council Annual Plan – that details the focus of the group and their activities for the year.

-            Attend all official Youth Council meetings – held the first Wednesday of the month at Hastings District Council’s main offices.

-            Submit formal reports detailing their actions as a Youth Council member each month at the official Youth Council meetings.

-            Attend informal meetings throughout the year to work on upcoming projects – Members will be given no less than 2 weeks’ notice of informal meetings.

-            Attend Hastings District Council meetings for presentations as and when required – Members will be given no less than 4 weeks’ notice of these presentations.

-            Attend and support all youth, community and Council events determined in the Annual Plan and by the Youth Council as a whole.

Meetings:

Official Youth Council meetings are held on the first Wednesday of the month at the Hastings District Council, from 3.45 to 5.30pm.

 

Meetings will continue as scheduled if they fall in the school holidays. It is expected that members will attend these meetings unless they tender their apologies.

 

Informal meetings will be scheduled when required, depending on work load and upcoming projects.

 

The Youth Development Coordinator and a Hastings Councillor (Malcolm Dixon), will attend all official Youth Council meetings.

 

Youth Council Roles and Responsibilities

 

Chairperson:

-            The Chairperson chairs each meeting and ensures everyone contributes to the discussion and that the views of young people from the whole District are considered when decisions need to be made.

-            Keeps meetings, projects, planning and submission processes on track.

-            Delegate’s responsibilities to members, follows up and ensure the work gets done.

-            Acts as the contact person for the Youth Council for the public, the media, and Council.

-            Represents the Youth Council at public forums as required.

-            Works with elected Youth Council members to manage the official Youth Council social media accounts.

-            Takes action if members repeatedly do not attend meetings or deliver on actions they say they will undertake.

Deputy Chairperson:

-            Works closely with, and provides support to the Chairperson.

-            Will take over the Chair’s responsibilities for running the meetings as required.

-            Will represent the Youth Council at public forums as required.

-            Works with elected Youth Council members to manage the official Youth Council social media accounts.

Social Media Team Responsibilities:

-            Works closely with each other, the Chairperson and the Deputy Chairperson to actively drive traffic to the official Hastings Youth Council social media accounts.

-            All posts are to be deemed appropriate under the official Youth Council Social Media Guidelines.

-            To answer all comments and questions made on social media accounts in a timely and appropriate manner.

-            To report anything of a concerning nature to the Youth Development Coordinator immediately.

-            To promote the Youth Council activities, and activities/events and campaigns endorsed by Youth Council.

-            Submit a monthly report detailing engagement

 

Youth Council members’ Responsibilities:

-            Attend meetings appropriately prepared, including submitting their official monthly report of engagements and activities as a Youth Council member.

-            Actively consult with your schools, community groups, and young people to find out what they need, want or are concerned about and bring this information to the Youth Council meetings.

-            Support and promote Youth Council activities, events and campaigns and those endorsed by Youth Council.

-            Participate in training opportunities as they arise.

-            To take up leadership and teamwork opportunities to ensure Youth Council activities, events and campaigns are delivered successfully and to determined deadlines.

Meeting Process:

Formal meetings are used for:

-            Planning and scheduling Youth Council projects

-            Discussing issues that are affecting young people in the Hastings Community

-            Presentations and consultancy from external parties

-            Decision making about Youth Council participation and endorsement of community activities

-            Decision making about Youth Council events or projects.

Decision making:

Decision making will follow Council’s basic Standard Order process

-            Someone will need to move (propose) a decision;

-            Someone will second the proposal, then;

-            All members will vote on the decision. If the Majority of members agree with the decision it is then carried (confirmed) and recorded.

-                 If members cannot agree on a decision, the Chairperson OR Council representative will have the say.

Quorum:

A minimum of half of the Youth Council members must attend the meeting for it to proceed, 8 people make a quorum.

 

Agendas and minutes

A final agenda (approved by the chairperson) is to be sent out to all members and Council representatives at least two working days prior to the meeting

 

Official agendas and minutes will be produced by the Hastings Council’s Democratic support team. Agendas and any attachments will be emailed to members a week before meetings. Minutes will be emailed to members no more than a week after official meetings.

 

Apologies:

If a member is unable to attend an official Youth Council meeting they must tender their apologies to the Chairperson or the Youth Development Coordinator no later than a week before the meeting.

 

It is expected the member will still submit their monthly report, detailing their activities related to Youth Council.

 

Missing more than 2 official meetings in a row without tendering apologies will result in the member forfeiting their place on the Youth Council.


 

HASTINGS DISTRICT COUNCIL

 

Hastings District Youth Council MEETING

 

Wednesday, 3 July 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

Minutes of the Hastings Youth Council Meeting held Wednesday 12 June 2019. 1  

3.         Facebook Page Update

4.         General Business

5.         July 2019 Report on the Hastings District Youth Council Activities             9

 

 

    


CG-14-33-00146                                                                         1

Hastings District Youth Council

Civic Administration Building

Lyndon Road East, Hastings 4156

Phone:  (06) 871 5000

Fax:  (06) 871 5100

www.hastingsdc.govt.nz

 

 

 

 

 

OPEN

 

M I N U T E S

 

 

 

 

Hastings District Youth Council

 

 

 

Meeting Date:

Wednesday, 12 June 2019

 


Minutes of a Meeting of the Hastings District Youth Council held on

12 June 2019 at 3.45pm

 

Table of Contents

 

Item                                                                                    Page No.

 

1.         Apologies  1

2.         Confirmation of Minutes  1

3.         Facebook page updates  1

4.         General Business  2

5.         Youth Potential Awards  2

6.         June 2019 report on Hastings District Youth Council activities  3

 

 


 

HASTINGS DISTRICT COUNCIL

 

MINUTES OF A MEETING OF THE Hastings District Youth Council

HELD IN THE Landmarks Room, Ground Floor, Civic Administration Building, Lyndon Road East, Hastings ON

 Wednesday, 12 June 2019 AT 3.45pm

 

 

Present:                          Chair: Kate Allen (HGHS)

                                               Councillor Dixon – Council Liaison

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

 

                                              

IN ATTENDANCE:             Youth Development Coordinator (Angela Hughes)

                                               Team Leader Youth Development (Paddy Steffert)

                                               Committee Secretary (Carolyn Hunt)

                      

 

1.         Apologies  

 

Sophie Jones/Ashleigh Keenan

That apologies for absence from Eva Harper, Charliot Miller and an apology for lateness Councillor Dixon be accepted.

CARRIED

 

2.         Confirmation of Minutes

 

Gurjas Sekhon/Ondre Hapuku-Lambert

That the minutes of the Hastings Youth Council Meeting held Wednesday 8 May 2019 be confirmed as a true and correct record and be adopted.

CARRIED

 

3.         Facebook page updates

 

Sophie Jones referred to her monthly report (CG-14-33-00140) and advised that there had been a lot of page views, visiting and lot of action.  However, as a lot of schools had already “liked” the page the number of “likes” had not increased a lot.

Councillor Dixon joined the meeting at 3.50pm

 

 

 

 

4.         General Business

 

There was no General Business items.

 

5.

Youth Potential Awards

(Document 19/535)

 

 

The Team Leader Youth Development, Paddy Steffert sought feedback from the Youth Council in regard to whether or not they wished to pursue having the Youth Potential Awards. 

 

The purpose of the Youth Potential Awards was to acknowledge young people who experienced adversity in their daily lives but continued to stay engaged in the system.  The Youth Potential Awards was scheduled for 11 September 2019 and Her Worship the Mayor would be present.  Paddy advised that recipients were given a $50.00 voucher with their award.

 

Criteria for nominations are:

·         Be part of a Youth Provider programme or service and/or currently attending school.

·         Reside in the Hastings district or be a Hastings based resident.

·         Be aged between 13 and 19 years.

 

The role of the Youth Council on the night was to:

·         Welcome and greet visitors.

·         Escort them into the Council Chambers.

·         Members of the Youth Council introduce themselves.

·         Two members of the Youth Council MC the awards.

 

Feedback at the meeting included:

·         Write letter to secondary schools with criteria and nominate person trying to achieve through adverse circumstances.

·         Have guest speaker that young people can relate to.

·         Reduce the weakness and criteria so when selected post incentive to say they are getting more than an acknowledgement.

·         Not a requirement to speak as recipients, but encourage them to say something.

·         Offer transport to attend.

·         Follow up with nominator and nominee to ensure they can attend.

·         Purpose behind the event is good and community based.

·         To have Awards more often would detract from its significance.

·         If school wish to nominate other students during the year Council officer meet with person/s to acknowledge their achievement and maybe give a $20.00 voucher.

 

When nominations are received Paddy asked that if any Youth Council member would like to have input into the selection process, please email Ange Hughes.

 

Sophie Jones/Kathleen Steffert

That the report of the Team Leader Youth Development titled “Youth Potential Awards” dated 12/06/19 be received.

CARRIED

 

6.

June 2019 report on Hastings District Youth Council activities

(Document 19/526)

 

 

The Youth Development Co-ordinator, Angela Hughes updated the Youth Council on activities since the May 2019 Hastings Youth Council meeting.

 

 

Youth Week 17-26 May 2019

·      It was agreed that the  review of the Youth Week Programme be held Wednesday, 19 June 2019 at  4.00pm-5.00pm.

·      Ange to email and confirm venue.

 

 

Youth Council Logo

·      Currently still with the designer.

·      New logo options will be reviewed at the July meeting.

 

 

Albert Square Redesign – The Parks and Public Spaces Manager, Rachel Stuart gave a powerpoint presentation (PRJ17-140-0110) at the last Youth Council meeting of 8 May 2019.  To date she has not received any feedback from members.

 

Ange emphasised the need for feedback from members if they wanted to have input into the design otherwise it would go ahead without their input.  Circulated at the meeting (CG-14-33-00141) was a copy of previous slides presented.

 

Feedback included:

·         Seating including bench seats with planters.

·         Community garden – planter boxes that double up as seats.

·         One or two converted containers to create indoor space, bean bags, charge devices, lighting and heat. 

·         Container whereby wall can be lifted up to provide shade and pulled down for warmth.

·         Permanent container with lighting and have tables and chairs and can put up whatever information on boards.

·         Vision is to make space that is predominately for use of young people.

·         Free wifi.

·         Hammocks and solar wifi trees – durable that can remain outside.

·         Designed in such a way that you would see space is activated.

·         Instagram wall.

·         Drinking fountain.

 

Email three suggestions from each representative to Ange by Monday, 17 June 2019 and include any pictures of parks or ideas you think could be included in the design.

 

 

1737 Phone and Text Helpline – Feedback included:

·         Post shared on Facebook about 1737 spreading awareness that there is a crisis worker available for immediate response.

·         Many have contacted 1737 and put on hold and have waited for hours for a response.

·         Not effective for those in need of desperate help.

·         Why promote 1737 when service is not delivering what it is supposed to.

·         Prime Minister Jacinda Ardern in April asked that Government be accountable and it was suggested that a letter be sent to her to address concerns that 1737 has been under  resourced.

·         Prefects wearing 1737 badges - Great schools promoting but they are feeding the problem.

·         Want more resource and want to be able to call and get immediate help.

·         Create a letter to Zoe Parlevliet from 1737 that expresses the concerns of the Youth Council and request statistics to instigate a reply.

·         Following investigation on statistics and gathering information formulate a letter to Jacinda Ardern.

 

Daisy Hill will raise the issue of 1737 at the Hawke’s Bay Health Consumer Council meeting on 9 May 2019 and provide feedback.

 

Ange will contact Zoe Parlevliet, from 1737 and have initial discussion about service and concerns and advise Youth Council of the outcome of the conversation.

 

Ange will lodge a request for statistics under the Local Government Official Information and Meetings Act 1987 (LGOIMA).

 

 

2019 Youth Council Annual Plan

·         World Refugee Day, 20 June 2019 – do a media campaign.

·         International Youth Day, 12 August 2019

-          activate CBD for youth to attend

-          contact schools to have mufti day

·         Have one large event rather than a lot of little events.

·         Contact schools in regard to what they would like to participate in.  Ange work with Charli and Kate to write a letter.

 

The Youth Council’s Annual Plan would be continually updated and included on the agenda for each of the meetings this year.

 

 

Monthly Reports – The following monthly activity reports (CG-14-33-00140) were tabled at the meeting from Youth Council members:

 

·         Ondre Hapuku-Lambert

·          Charliot Miller

·         Pelerose Vaima’a

·          Ashleigh Keenan

·         Janicka Tei

·          James McPhail

·         Kate Allen

·          Sophie Jones

 

 

Mr Hapuku-Lambert/Miss Wynyard

A)        That the report of the Youth Development Co-ordinator titled June 2019 report on Hastings District Youth Council activities dated 12/06/2019 be received.

B)        That the Hastings Youth Council takes part in the 2019 Youth Week programme review workshop to be held on 19 June 2019.

C)        That the Hastings Youth Council continues to work with and provide feedback to Rachel Stuart regarding the redesign of Albert Square.

D)        That the Hastings Youth Council discusses the issues of mental health services for teenagers in response to the 1737 issues and the 2019 Wellbeing Budget and votes on a path forward to address these issues as a group.

CARRIED

    

________________________

 

The meeting closed at 5.20pm

 

Confirmed:

 

 

 

Chairman:

Date:

 

 


File Ref: 19/652

 

 

REPORT TO:               Hastings District Youth Council

MEETING DATE:        Wednesday 3 July 2019

FROM:                           Youth Development Co-ordinator

Angela Hughes

SUBJECT:                    July 2019 Report on the Hastings District Youth Council Activities        

 

 

1.0       SUMMARY

1.1       The purpose of this report is to update/inform the Committee/Council about the activities of the Youth Development Coordinator since the previous month’s Hastings District Youth Council meeting.

1.2       This report concludes by recommending that the Youth Council considers the options put before it, discusses possible ways to contribute, and votes on project leads and teams in necessary.

2.0       BACKGROUND

2.1       Throughout June the Youth Council and Youth Development Coordinator, Ang Hughes, took a step back after delivering the largest and most comprehensive Youth Week program in the country.

2.2       The Youth Council met with the Youth Development Officer to review the 2019 Youth Week programme on June 19th. Those notes are included in this report (Attachment 1).

2.3       The Youth Development Coordinator has been on leave for most of June.

3.0       CURRENT SITUATION

3.1       The Youth Council began a review of the official Youth Council logo at the April meeting. Potential logo designs were submitted to the Youth Council for review at the May meeting. Refined logo options will be presented at the 3 July meeting for discussion, review and voting.

3.2       The Youth Council was invited to submit ideas to redesign Albert Square in Hastings to turn it into a more youth friendly and useable space. Council’s Public Spaces Planning Manager, Rachel Stuart, will attend the July meeting to give an update on the Redesign Project. (Attachment 2).

3.3       At the 12 June meeting the Youth Council discussed the concerning service delays with the 1737 Need to Talk service. It was decided that the Youth Development Coordinator would contact the service for comment and investigate service statistics. Any information gathered to date will be provided at the meeting, as we are still waiting on official comment and data from the 1737 Need to Talk service.

3.4       A discussion regarding the 1737 service and further action will be held at the July meeting.

3.5       The Youth Council will need to review and discuss their 2019 Annual Plan to determine if there are any new priorities or projects that could become the focus of the last 6 months of this year (Attachment 3).

3.6       The Kapiti Coast Youth Council has created a submission to the Climate Change Response (Zero Carbon) Amendment Bill. They have asked for support from other youth councils around New Zealand and are encouraging youth councils to make their own submissions to the (Zero Carbon) Amendment Bill (Attachment 4).

3.7       Summary of the Zero Carbon Amendment Bill, and how to make submissions are attached for reference (Attachment 5). If more information is required by the Youth Council the Youth Development Coordinator will bring up the following link to discuss the Bill in detail. http://www.legislation.govt.nz/bill/government/2019/0136/latest/LMS183736.html?search=ts_act%40bill%40regulation%40deemedreg_Climate+Change+Response+(Zero+Carbon)+Amendment+Bill_resel_25_a&p=1

4.0       OPTIONS

4.1       N/A

5.0       SIGNIFICANCE AND ENGAGEMENT

5.1       N/A

6.0       ASSESSMENT OF OPTIONS (INCLUDING FINANCIAL IMPLICATIONS)

6.1       N/A

7.0       PREFERRED OPTION/S AND REASONS

7.1       N/A

 

 

8.0       RECOMMENDATIONS AND REASONS

A)        That the report of the Youth Development Co-ordinator titled July 2019 Report on the Hastings District Youth Council Activities dated 3/07/2019 be received.

B)        That the Hastings District Youth Council reviews and votes on a new logo.

C)        That the Hastings District Youth Council continues to work with and provide feedback to Council’s Public Spaces Planning Manager, Rachel Stuart, regarding the redesign of Albert Square.

D)        That the Hastings District Youth Council discusses the issues experienced when contacting 1737 Need to Talk helpline, and votes on a way forward.

E)        That the Hastings District Youth Council reviews, discusses and determines the priorities and projects remaining in its 2019 Annual Plan.

F)        That the Hastings District Youth Council discusses and votes on whether/how to support the Kapiti Coast Youth Council’s submission to the Climate Change Response (Zero Carbon) Amendment Bill.

 

Attachments:

 

1

Youth Week Review 2019 - Youth Council feedback

CG-14-33-00143

 

2

Suggestions for Albert Square Development

CG-14-33-00142

 

3

2019 Youth Council Annual Plan - including monthly calendar of events; template for monthly reports - addessed at the Youth Council's Training and Planning Retreat in March 2019

CG-14-33-00091

 

4

Submission to the Carbon Zero Bill Kapiti Coast Youth Council

CG-14-33-00144

 

5

Zero Carbon Bill Summary and submission process

CG-14-33-00145

 

 

 

 


Youth Week Review 2019 - Youth Council feedback

Attachment 1

 

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Suggestions for Albert Square Development

Attachment 2

 

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2019 Youth Council Annual Plan - including monthly calendar of events; template for monthly reports - addessed at the Youth Council's Training and Planning Retreat in March 2019

Attachment 3

 

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Submission to the Carbon Zero Bill Kapiti Coast Youth Council

Attachment 4

 

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Zero Carbon Bill Summary and submission process

Attachment 5

 

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