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,
7 March 2018
|
|
Time:
|
3.45pm
|
|
Venue:
|
Council
Chamber
Ground Floor
Civic
Administration Building
Lyndon Road
East
Hastings
|
|
Committee Members
|
Chair: Ella Hoogerbrug, (Havelock North)
Councillor Dixon
Rytasha Sekhon, Pelerose Vaima’a,
Kate Allen, Caroline Jones, Hena Dugh and Emilee Scarborough (HGHS); Cameron
Young, Abigail Masengi and Hope McCleland (Karamu High); Matekairoa Butler
(Flaxmere College); Dylan Bishop, Gurjas Sekhon and Cairo Smith (St Johns
College); Connor Molloy (Napier Boys); Oscar Malpas (HBHS); Xinyi Chen
(Iona); Charlotte Frogley (Woodford); Kaikohe Hutana (Te Aute); Samantha
Anderson (Sacred Heart); Max Sharp (EIT); and Eleanor Matich
|
|
Officer
Responsible
|
Youth Co-ordinator – Ryan
Gardiner (Extn 5029)
|
|
Secretary:
|
Christine Hilton (Extn 5633)
|
Hastings District Youth Council – Terms of Reference 2018
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 22
young people between the ages of 15-19 who live or go to school in the Hastings
District.
Quorum – 13 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 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 2018.
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.
HASTINGS DISTRICT COUNCIL
Hastings District Youth
Council MEETING
Wednesday, 7 March 2018
|
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 25 October 2017. 1
3. Facebook
Page Update
4. General
Business
5. Hastings District
Youth Council 2018 7
6. Youth Grants 2018 9
7. Council Committees
11
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, 25 October 2017
|
Minutes
of a Meeting of the Hastings District Youth
Council held on
25
October 2017 at 3.45pm
Table of Contents
Item Page No.
1. Apologies 1
2. Confirmation
of Minutes 1
5. Representation
Review 2018 1
6. Youth
Grants 2
3. Facebook
page updates 3
7. Youth
Council Annual Plan 3
4. General
Business 3
HASTINGS DISTRICT COUNCIL
MINUTES
OF A MEETING OF THE Hastings
District Youth Council
HELD
IN THE Council
Chamber, Ground Floor, Civic Administration Building, Lyndon Road East,
Hastings ON
Wednesday, 25 October 2017 AT 3.45pm
Present: Chair: Grace Peia (HGHS)
Councillor Dixon
Rytasha Sekhon and Pelerose Vaima’a (HGHS); Bethany Cox, Liam
Davies and Rueben Lyndon (Karamu High); Olivia Campbell, Eleanor Matich, Ella
Hoogerbrug and Hamish Legarth (Havelock North); Dylan Bishop (St Johns);
Samantha Anderson (Sacred Heart); and Max Sharp (EIT)
IN ATTENDANCE: Youth Co-ordinator (Ryan Gardiner)
Team Leader Youth Development (Paddy Steffert)
Committee
Secretary (Annette Murdoch)
1. Apologies
Max
Sharp/Liam Davies
That
apologies for absence from Antonia Richardson (Rudolf Steiner) be accepted.
CARRIED
An
apology for the Councillor Meet and Greet from Councillor Lyons was noted.
2. Confirmation
of Minutes
|
|
Dylan
Bishop/Eleanor Matich
That the
minutes of the Hastings Youth Council Meeting held Wednesday 27
September 2017 be confirmed as a true and correct record and be adopted.
CARRIED
|
Samantha Anderson arrived at
the meeting at 3.50pm
|
5.
|
Representation Review
2018
Democratic Support Manager, Jackie Evans gave a
presentation to Youth Council members and advised that Council are undergoing
a representation review which involved looking at the Ward boundaries in the
District.
Mrs Evans requested feedback from members as to the best
way to consult with Youth regarding election and representation review
issues. The following ideas were suggested:
·
Establish Youth Council
members appointments onto Council and Standing Committees.
·
Encourage and educate
youth voting before they reach 18 years.
·
Social media.
·
Democratic Support Manager
would be prepared to talk to students in a classroom situation, however this
type of topic was not currently in a school curriculum.
·
18-25 year olds to be
targeted – most people responding to consultation and attending meet
the candidate forums are of a much older age group.
·
Members returning to Youth Council in 2018 are
keen to be involved in democratic issues.
|
|
|
Liam Davies/Max Sharp
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.
CARRIED
|
Rytasha Sekhon left
the meeting at 4.15pm
Jackie Evans left
the meeting at 4.17pm
|
6.
|
Youth Grants
It was agreed to establish a Youth Grant Working Group
comprising: Hanna Wrigley, Grace Peia, Pelerose Vaima’a, Eleanor Matich
and Samantha Anderson.
It was noted there was approximately $1,250.00 left in
the budget.
|
|
|
Olivia Campbell/Eleanor Matich
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.
CARRIED
|
3. Facebook
page updates
There
were no updates to report.
|
7.
|
Youth Council Annual
Plan
It was noted that all Annual Plan Actions had been
completed.
|
|
|
Dylan Bishop/Liam Davies
That the report of the Youth
Co-ordinator titled “Youth Council Annual Plan” dated 25 October
2017 be received.
CARRIED
|
4. General
Business
·
It was advised that a survey would be sent out
to Youth Council Members requesting honest feedback from members on what worked
well and what did not work well with the 2017 Youth Council. Feedback
would assist in the development of the 2018 Youth Council.
·
Circulated at the meeting were introduction
letters from two library staff members along with library advertising material.
·
Councillor Dixon gave thanks to the Chair and
Youth Council Members for their efforts for which the community
appreciates. He wished members the best with their future
education. Thanks were also given to Council Officers Paddy Steffert and
Ryan Gardiner.
·
Team Leader Youth Development, Paddy Steffert,
advised members that acknowledgement letters will be sent out to those members
who had regular attendance at Youth Council meetings.
·
Acting Mayor, Sandra Hazlehurst gave a thank you
speech and wished members well for their future.
·
Following the meeting light refreshments were served
with a Youth Council members ‘Meet and Greet’ with Mayor and
Councillors.
________________________
The meeting closed at 4.37pm
Confirmed:
Chairman:
Date:
REPORT TO: Hastings
District Youth Council
MEETING DATE: Wednesday 7
March 2018
FROM: Youth Co-ordinator
Ryan
Gardiner
SUBJECT: Hastings
District Youth Council 2018
1.0 INTRODUCTION
Confirmation Of
Chair And Election Of Deputy Chair
1.1 Election
of a Chair for the 2018 Hastings District Youth Council was undertaken at the
Planning Session held on Thursday, 22 February 2018 at the Baptist Church,
Lyndon Road East, Hastings.
1.2 The
Youth Council Chair for 2018 is Ella Hoogerbrug, who was elected via a written
ballot.
1.3 A
Deputy Chair will be elected at this first meeting of the Youth Council on
7 March 2018.
Annual Plan
1.4 The Hastings Youth Council Annual Plan was developed at the
Planning Session, also held on Thursday, 22 February
2018 at the Baptist Church, Lyndon Road East, Hastings. The draft Annual Plan
will be circulated via e-mail prior to the meeting for Youth Councillors to
consider. This Plan can then be adopted at our next meeting in April.
Photographs of
Youth Council members for Council’s Website
1.5 Hastings
District Council’s website will include information about the Youth
Council including photos of Youth Council representatives. Members have
been asked to complete a small paragraph that can accompany the photo including
name, age, school and year, interests/hobbies and what they would like to
achieve during their time on the Youth Council.
1.6 An
officer from Council’s Communications Team will take individual photos of
members at the commencement of the Youth Council meeting on 7 March 2018.
Endorsement of
amendments to Terms of Reference
1.7 Given
the frequency of meetings (first Wednesday of each month) and the increased
number of members in the 2018 Youth Council (now 22) the Terms of Reference
have been amended accordingly, as well as the quorum needed for each meeting
(13 members). The Terms of Reference are on the inside page of each
meeting agenda.
International
Advisory Group
1.8 In
recent years, the Youth Council has been invited to put forward a
representative to the Council’s International Advisory Group (IAG).
This Group meets twice a year – the meetings scheduled for this year are
on 16 May and 12 September 2018. If the Youth Council wishes to put
forward a representative the name of this member can be forwarded to the
Council Officer who looks after that Group.
1.9 Councillor
Dixon, who is a member of the Youth Council is also a member of the IAG.
|
2.0 RECOMMENDATION
A) That the report from the Youth Co-ordinator titled “Hastings
District Youth Council 2018” be received.
B) That the election of Ella Hoogerbrug as the Chair of the 2018
Hastings District Youth Council by written ballot at the Planning Session on
22 February 2018 be confirmed.
C) That ……………. be elected as the Deputy
Chair of the 2018 Hastings District Youth Council.
D) That the appropriate amendments to the Terms of Reference be
endorsed to reflect that the meetings will be held on the first Wednesday of
each month; the increased number of members (now 22); and the increased
quorum (now 13).
|
Attachments:
There are no
attachments for this report.
REPORT TO: Hastings
District Youth Council
MEETING DATE: Wednesday 7
March 2018
FROM: Youth Co-ordinator
Ryan
Gardiner
SUBJECT: Youth
Grants 2018
1.0 SUMMARY
1.1 The
purpose of this report is to obtain a decision from the Youth Council on adding
the Youth Grants activity to this year’s Annual Plan.
1.2 This
report concludes by recommending that the Youth Council adopt the Youth Grants
as part of their 2018 Annual Plan.
2.0 BACKGROUND
2.1 The
Youth Grants activity has been delivered by the Youth Council for the past 3
years. It has gained some recognition within the District, has proved to be a
great way to increase awareness of the Hastings Youth Council but, most
importantly, the grants have supported local youth to undertake some great
activities.
2.2 The
money spent on the Youth Grants comes directly out of the Youth Council budget,
and the amount given each year has varied dependent on the balance of Youth
Councils budget.
3.0 CURRENT
SITUATION
3.1 The
Youth Grants are currently not included in this year’s Hastings Youth
Council draft Annual Plan.
4.0 OPTIONS
4.1 There
are 2 options for the Youth Council to consider:
A) The
Youth Council adopt the Youth Grants activity and add it to the Annual Plan.
B) The
Youth Council do not adopt the Youth Grants this year.
5.0 SIGNIFICANCE
AND ENGAGEMENT
5.1 This
report and the recommendation within does not trigger the Significance and
Engagement Policy.
6.0 ASSESSMENT
OF OPTIONS (INCLUDING FINANCIAL IMPLICATIONS)
6.1 Option
A – The Youth Council will set aside funds for the Youth
Grants to be delivered nearer the end of the year. This would limit the budget
we have available to complete other activities in the Annual Plan, but would
require little effort and free up time to complete other activities.
6.2 The
budget used for this activity to come from:
- Sponsorship
through external stakeholders
- The delivery of
another planned event (i.e. entry fee from a movie night)
- Alternative
fundraising options
This option would
not affect the Youth Councils annual budget allocation but would require more
time and effort from Youth Councillors.
6.3 Option
B – The Youth Grants will not be included in this year’s Annual
Plan. This activity was not accounted for at the annual planning session and
would tie up more resource and time which is already quite limited. However,
the youth grants have been a successful and delivered by the last 3 Youth
Councils. Cancelling them this year could affect the buy-in for next
year’s Youth Council applications (we receive a number of Youth Council
applications from Youth Council Grant recipients).
7.0 PREFERRED
OPTION/S AND REASONS
7.1 Option
A is the preferred option.
7.2 The
Youth Grants have proven to be a popular deliverable from the Hastings Youth
Council over the past 3 years and are relatively easy to manage should they be
adopted to the Annual Plan.
7.3 The
Youth Grants have the potential to be much more recognised, with significant
grants able to be provided should the Youth Council wish to put in the time and
effort required. For the past 3 years, Youth Council budget has been the only
source of funding with no other funding options yet
explored.
|
8.0 RECOMMENDATIONS
AND REASONS
A) That
the report of the Youth Co-ordinator titled “Youth Grants
2018” dated 7/03/2018 be received.
B) That Youth Grants 2018 be adopted to the Youth Council Annual
Plan.
With the reasons for this decision being that
the objective of the decision will contribute to meeting the current and
future needs of communities for local public services in a way that is most
cost-effective for households and business.
|
Attachments:
There are no
attachments for this report.
REPORT TO: Hastings
District Youth Council
MEETING DATE: Wednesday 7
March 2018
FROM: Team Leader Youth Development
Paddy
Steffert
SUBJECT: Council
Committees
1.0 SUMMARY
1.1 The purpose of this report
is to inform the Youth Council about the committees within the Hastings
District Council.
1.2 Youth Council members
identified in their Planning session held 22 March sounded out involvement in
other Council meetings and the possibility of being on other committees as a
youth or Youth Council representative.
§
1.3 There are 5 main committees
within Council, referred as Standing Committees, Economic Development &
Urban Affairs, Social & Cultural Development, Finance & Monitoring,
Planning & Regulatory and Works & Services. There are also 8 sub
committees and 2 rural committees within Council.
§
1.4 Council committees are made
up of elector members (Councillors) who are than delegated into the different
committees. As part of that process a meeting Chair is also selected.
§
1.5 The function of a committee
is to receive information and then vote on a decision. Any decision will be
informed by a Council Officer through a report that provides options,
assessment of options and preferred options.
1.6 At this stage there is no
process that permits a youth or Youth Council rep to participate in other
committees with voting rights. Speaking rights to any committee maybe granted
through the Chair and unless a meeting is closed to the public anyone may
attend.
|
2.0 RECOMMENDATION
That
the report of the Team Leader Youth Development titled “Council
Committees” dated 07/03/2018 be received.
|
Attachments:
There are no
attachments for this report.