Agenda of Hastings Youth Council Meeting

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, 25 October 2017

Time:

3.45pm

Venue:

Council Chamber

Ground Floor

Civic Administration Building

Lyndon Road East

Hastings

Committee Members

Chair: Grace Peia, HGHS (Chair)

Councillor Dixon

Rytasha Sekhon, Pelerose Vaima’a and Hanna Wrigley (HGHS); Bethany Cox, Liam Davies and Rueben Lyndon (Karamu High); Olivia Campbell, Eleanor Matich, Ella Hoogerbrug and Hamish Legarth (Havelock North); Calvin Herbert - Deputy Chair (HBHS); Faith Gill (Flaxmere College); Dylan Bishop (St Johns College); Antonia Richardson (Rudolf Steiner); Samantha Anderson (Sacred Heart); and Max Sharp (EIT)

Officer Responsible

Youth Co-ordinator – Ryan Gardiner (Extn 5029)

Secretary:

Christine Hilton (Extn 5633)

Hastings District Youth Council – Terms of Reference 2017

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 20 young people between the ages of 15-19 who live or go to school in the Hastings District.

Quorum – 9 members Majority rules, but in the event of a tie, the Chairperson has the casting vote.

Meeting Frequency

Fortnightly meetings on a Wednesday from 3:45 – 5.00pm during the school term or when required.

Meeting Protocols

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

A Chair and Deputy Chair will be elected for 2017.

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-14-33-00047 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

(This meeting was Partly Informal due to lack of a quorum)

Hastings District Youth Council

Meeting Date:

Wednesday, 27 September 2017

Minutes of a Partly Informal Meeting of the Hastings District Youth Council held on Wednesday, 27 September 2017 at 3.45pm

Table of Contents

Item Page No.

1. Apologies 1

2. Confirmation of Minutes 1

3. Facebook Page Updates 2

4. General Business (Verbal) 2

5. Youth Council Update 2

6. Youth Council Annual Plan 2

4. General Business (Verbal) Continued 3

HASTINGS DISTRICT COUNCIL

MINUTES OF A PARTLY INFORMAL MEETING OF THE Hastings District Youth Council HELD IN THE Council Chamber, Ground Floor,

Civic Administration Building, Lyndon Road East, Hastings

ON Wednesday, 27 September 2017 AT 3.45pm

Present: Chair: Grace Peia (HGHS)

Councillor Dixon

Pelerose Vaima’a and Hanna Wrigley (HGHS); Eleanor Matich, Ella Hoogerbrug and Hamish Legarth (Havelock North); Dylan Bishop (St Johns); Antonia Richardson (Rudolf Steiner) and Samantha Anderson (Sacred Heart).

IN ATTENDANCE: Team Leader Youth Development (Paddy Steffert)

Youth Co-ordinator (Ryan Gardiner)

Transportation Operations Engineer (Sarath Kuruwita)

Committee Secretary (Christine Hilton)

(Note: During the latter part of this meeting (under Item 4 “General Business (Verbal) Continued”) the quorum lapsed and no decisions could be made at that time).

1. Apologies

Dylan Bishop/Eleanor Matich

That apologies for absence from Max Sharp (EIT); Rytasha Sekhon, (HGHS); Bethany Cox and Liam Davies (Karamu High) be accepted.

CARRIED

Hamish Legarth advised that he would need to leave the meeting at 4.30pm.

2. Confirmation of Minutes

Ella Hoogerbrug/Eleanor Matich

That the minutes of the Hastings Youth Council Meeting held Wednesday, 13 September 2017 be confirmed as a true and correct record and be adopted.

CARRIED

3. Facebook Page Updates

Information to be posted on the Youth Council Facebook Page:

· A photo of the attendees at today’s meeting and at the meeting on 13 September with a summary of the issues addressed at those meetings.

· Information about the Colour Run held on Sunday, 10 September.

· An abbreviated version of the 4 August 2017 Festival for the Future report from Liam Davies, that had been presented to the 16 August 2017 meeting.

· A photo was to be taken and posted of the final meeting of the year (25 October) and all members were encouraged to be at that meeting.

· A reminder about the upcoming by-election postal vote for Mayor and for a Hastings/Havelock North Ward Councillor. This closes on 24 November.

· References in any Youth Council Facebook posts to candidates standing for election should refer to all candidates so posts are “fair and equitable”.

· Eleanor Matich would post details of the application opening and closing dates for all university halls of residence and for scholarships.

· All posts should first be “run-past” the others via the group chat forum.

4. General Business (Verbal)

This item would be addressed later in the meeting when the Transportation Operations Engineer, Sarath Kuruwita, would address the meeting on Skateboarding issues in Cooper Street, Havelock North.

Youth Council Update

(Document 17/957)

Discussion on this item will be included under Item 6.

Hanna Wrigley/Antonia Richardson

That the report of the Youth Co-ordinator titled “Youth Council Update” dated 27 September 2017 be received.

CARRIED

Youth Council Annual Plan

(Document 17/958)

Youth Speaker Series – involving Karl Wairama

This was being held on Monday, 9 October at the Opera Kitchen at 7.30pm. All Youth Council members were invited to attend and help out. Eleanor Matich and Antonia Richardson had written their speeches. All the information would be included on the group page.

Youth Engagement

The information was all ready to be sent out and rather than simply sending an email, the Youth Co-ordinator, Ryan Gardiner, was planning to approach the schools directly and combine this with addressing some other issues that his team was currently working on.

Youth Potential Awards – on Wednesday, 11 October 2017. Ryan Gardiner advised that the Council’s Communications Team was working on a brochure/flyer to promote this and it was all ready to go. Ryan would forward this out to all members tomorrow. Nominations were being sought. This was a great opportunity to acknowledge the achievements of individuals or groups who have tried their best. The Youth Council was being asked to help out – including introducing the guest speakers.

Hamish Legarth/Pelerose Vaima'a

That the report of the Youth Co-ordinator titled “Youth Council Annual Plan” dated 27 September 2017 be received.

CARRIED

General business (VERBAL) continued

Skateboarding issues in Cooper Street, Havelock North

The Transportation Operations Engineer, Sarath Kuruwita, joined the meeting at 4.10pm and spoke about Skateboarding issues in Cooper Street, Havelock North. Sets of two pages were circulated at the meeting - comprising an A4 sheet detailing the issues and a colour A3 sheet showing an aerial map of this area, marked up with the three suggested alternate routes/options as detailed in the issues sheets - (CG-14-33-00044).

The Youth Council extensively discussed the situation and the options, noting there could be difficulties in monitoring the use of the three alternate routes/options shown on the A3 sheet. Mr Kuruwita advised that Council Officers would like to conduct a survey (to be prepared by the Council’s Communications team) and obtain some feedback. Another option was to use Facebook to get this issue out to the wider skateboarding community.

Antonia Richardson left the meeting at 4.18pm.

Hamish Legarth left the meeting at 4.30pm, as had earlier been indicated. At this point the quorum lapsed as only 8 members remained at the meeting.

Further discussion took place. Ella Hoogerbrug offered to share the survey on the Havelock North High School Facebook page. But this would need to be done before the end of this week in order to get feedback before the holidays. Eleanor Matich would take the survey to the skatepark and to the Cooper Street area. Ryan Gardiner would liaise with her and assist with this survey.

Youth Grants

Ryan Gardiner asked for names of Youth Council members who were keen to be part of the Youth Grants project team – Hanna Wrigley, Grace Peia, Pelerose Vaima’a, Eleanor Matich, and Samantha Anderson agreed to form the Youth Grant Working Group.

Ryan Gardiner would check the available budget (approximately $3,000). The Team Leader Youth Development, Paddy Steffert, would provide information as to how last year’s youth grants process was put together.

Monies to assist with Youth Speaker Series – (Karl Wairama)

This speaker series had been addressed earlier in the meeting under Item 6. But Ryan Gardiner now advised that Karl Wairama had told him of some unexpected costs of $500. Karl had asked if the Youth Council would be able to assist towards covering this cost.

As the quorum for this meeting had lapsed, no decisions could be made. Ryan would email all members and ask for their responses (via group chat email) as to whether they wanted to put some of the Youth Grants budget towards Karl’s costs. At least 9 members would need to respond to his email, in order for an action to be taken, as that was the quorum for a Youth Council meeting. The outcome would also be formally endorsed at the 25 October meeting.

25 October meeting – last meeting for the year.

All members were encouraged to attend the next Youth Council meeting on 25 October which would be the last meeting for this year and for this current Youth Council. A photo of those present would be taken and posted on the Youth Council’s Facebook page.

The 25 October meeting would be shortened to end at 4.15pm. Acting Mayor Hazlehurst has been invited to attend the meeting and it will be followed by refreshments and an informal “Meet and Greet” with the Acting Mayor, Councillors and the Council’s Executive Management Team from 4.15pm onward. This will provide a chance for Youth Council members to discuss the activities that they had been involved in during the year.

________________________

The meeting closed at 4.55pm

Confirmed:

Chairman:

Date:

File Ref: 17/977

REPORT TO: Hastings District Youth Council

MEETING DATE: Wednesday 25 October 2017

FROM: The Electoral Officer

Jackie Evans

SUBJECT: Representation Review 2018

1.0 SUMMARY

1.1 The purpose of this report is to inform the Youth Council on the process and general timeframe for the forthcoming representation review, and to discuss ways to involve young people in the consultation process.

1.2 Local authorities are required to review their representation arrangements at least once every six years.

1.3 The Hastings District Council is required by the Local Electoral Act 2001 to have reviewed its membership and basis of election by 31 August 2018. By 8 September the Council has to publicly notify its decisions and call for submissions.

1.4 To assist Council, the Representation Review Guidelines recently issued by the Local Government Commission in accordance with section 19ZI of the Local Electoral Act 2001 are available at www.lgc.govt.nz

1.5 Consultation will be undertaken. In order for the Council to make decisions on its representation arrangements Youth Council input is sought to participate in the consultation.

2.0 BACKGROUND

2.1 The Council last reviewed its representation, including community boards, prior to the 2007 elections. Under the Local Electoral Act 2001 the Council is required to review its representation only every second election, but may review it every election if it wishes to.

2.2 The Council must conduct a complete review of representation and finish that review before 31 August 2018 for the 2019 elections.

2.3 The Local Electoral Act 2001 established as its first principle the provision of:

“fair and effective representation for individuals and communities”.

2.4 The Act provides for the Council to use a ward-based structure or to have “at large” elections or to have some councillors elected from wards and other councillors elected at large, provided that the Council believes it provides for the fair and effective representation set out above.

2.5 The Act does not presently allow the population per councillor to vary from ward to ward by more than plus or minus 10%.

3.0 CURRENT SITUATION

3.1 The Council needs to establish its proposed representation arrangements for the 2019 elections by 31 August 2018.

3.2 To do this, the Council should look at possible options for carrying out the review.

3.3 The key issues to be determined in the review are:

(i) The number of councillors (between 6 and 30), including the mayor.

(ii) Whether councillors will be elected at large or in wards or in a combination of those two.

(iii) If wards are used, the number of councillors per ward.

(iv) The names and boundaries of any wards.

(v) Whether there should be communities and community boards.

(vi) The detailed representation arrangements for each community board e.g. name, boundaries, number of members.

3.4 The Council has decided to start the review in early 2018 and has started to undertake some consultation prior to looking at different options. The Council will consider the results of this initial consultation exercise later this year to identify the ‘big picture’ changes to be considered as part of the review.

4.0 OPTIONS

4.1 The representation review process, as shown in the timeline (Attachment 1), requires the Council to determine its representation arrangements by 8 September 2018 and then to begin a public notification process which invites submissions on its proposals.

4.2 The Council considers those submissions and may then amend its proposal. That proposal is then opened for appeals and objections. The Council decision, appeals and objections are then forwarded to the Local Government Commission for a decision.

4.3 If there are no appeals and objections the Council proposal (following the consideration of submissions) becomes the proposal for the 2019 elections.

4.4 If there are any appeals or objections, the Local Government Commission will determine the Council’s representation arrangements.

5.0 SIGNIFICANCE AND ENGAGEMENT

5.1 The decision on this issue is a decision which will affect the whole of the community. Best practice requires the proposals to be evidence based and involving community consultation. Initial community consultation should be carried out prior working up proposals to identify ‘communities of interest’. Once the Council has resolved on a proposal that opens it to a further public consultative procedure with submissions from any interested individuals or groups in the wider community and the possibility of appeals and objections.

6.0 PREFERRED OPTION AND REASONS

6.1 Council agreed that officers conduct a pre-consultation exercise between September and November to provide a sound evidence base for working up proposals for the representation review.

7.0 RECOMMENDATIONS AND REASONS

A) That the report of The Electoral Officer titled “Representation Review 2018” dated 25/10/2017 be received.

B) That the Youth Council consider how to best consult with Young People on the Council’s representation arrangements.

Attachments:

Representation Review Timeline

CG-05-14-17-5

File Ref: 17/1035

REPORT TO: Hastings District Youth Council

MEETING DATE: Wednesday 25 October 2017

FROM: Youth Co-ordinator

Ryan Gardiner

SUBJECT: Youth Grants

1.0 SUMMARY

1.1 The purpose of this report is to inform the Youth Council about the youth grant proposal.

1.2 A grant through the Youth Council was spoken about at the annual planning session at the start of the year. The idea of a youth grant was raised again at the 27 September 2017 meeting.

1.3 At the 27 September meeting, Youth Councillors; Hanna Wrigley, Grace Peia, Pelerose Vaima’a, Eleanor Matich, and Samantha Anderson agreed to form the Youth Grant working group.

1.4 It is being proposed that the process from previous years is used to run the 2017 Youth Grants.

1.5 Attached is last year’s application form, accountability form, and the Youth Grants poster. If agreed upon by the Youth Council, updated versions of these attachments can be used for the 2017 Youth Grants.

Activity 5 – Annual Plan (Additional cost incurred by Tu Ake Academy)

1.6 In the Annual Plan report for this meeting, reference has been made to the delivery of Activity 5 “Inspiring Youth Speaker Series and Workshops”. The Youth Council had partnered with Mr Karl Wairama, Tu Ake Academy as part of the delivery of this activity.

1.7 As noted in the Annual Plan report for today’s meeting – at the 27 September 2017 Youth Council meeting, the members were advised that Mr Wairama had incurred an unexpected cost of $500 as part of the delivery of Annual Plan Activity 5. He asked if the Youth Council may be in a position to consider assisting towards this cost.

1.8 There had not been a quorum for all of the 27 September Youth Council meeting and this matter noted above had been raised during the part of the meeting when the quorum had lapsed.

1.9 An email had been circulated to the Youth Council members by the Council’s Youth Co-ordinator (via group chat email) asking if they wished to consider a contribution towards this $500 cost (which would reduce the available Youth Grants budget, of approximately $3,000, accordingly). Responses were needed from a minimum of 9 members of the Youth Council as this figure constituted the quorum for Youth Council meetings.

1.10 Thirteen responses were received and relayed to the Youth Co-ordinator, via the Youth Council Chair. The view of the Youth Councillors was that $250 be contributed towards Mr Wairama’s unexpected $500 cost. The remainder of the available Youth Grants budget should be kept available for the Youth Grants. This decision was to be endorsed at the 25 October 2017 meeting and the recommendations for this item reflected this aspect.

1.11 The thirteen responses from members as outlined above, were from: Antonia Richardson, Samantha Anderson, Eleanor Matich, Rytasha Sekhon, Dylan Bishop, Olivia Campbell, Hamish Legarth, Ella Hoogerbrug, Hanna Wrigley, Liam Davies, Bethany Cox, Max Sharp and Grace Peia (Chair).

2.0 RECOMMENDATIONS

A) That the report of the Youth Co-ordinator titled “Youth Grants” dated 25/10/2017 be received.

B) That the Youth Council endorse the email responses from thirteen members - Antonia Richardson, Samantha Anderson, Eleanor Matich, Rytasha Sekhon, Dylan Bishop, Olivia Campbell, Hamish Legarth, Ella Hoogerbrug, Hanna Wrigley, Liam Davies, Bethany Cox, Max Sharp and Grace Peia (Chair) - regarding the allocation of funds from the Youth Grants budget as set out in C) below.

C) That $250 be contributed, from the Youth Grants budget towards the unexpected cost incurred by Mr Karl Wairama, Tu Ake Academy as a result of partnering with the Youth Council in the delivery of Activity 5 “Inspiring Youth Speaker Series and Workshops” of the Youth Council’s Annual Plan 2017.

D) That the remainder of the available Youth Grants budget should be kept available for the Youth Grants process for 2017.

Attachments:

1	Community Groups, Programmes, Funding or Events - Youth - Meetings Youth Council - 2016 Youth Grants application form	COP-09-02-16-778
2	Community Groups, Programmes, Funding or Events - Youth - Meetings Youth Council - Youth Council Youth Grant accountabilty form 2016	COP-09-02-16-777
3	Community Groups, Programmes, Funding or Events - Youth - Meetings Youth Council - 2016 youth grants poster	COP-09-02-16-779