Hastings District Youth Council

Civic Administration Building

Lyndon Road East, Hastings 4156

Phone:  (06) 871 5000

Fax:  (06) 871 5100














Hastings District Youth Council




Meeting Date:

Wednesday, 3 April 2019


CG-14-33-00076                                                                         1

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

Wednesday, 3 April 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  1

5.         Confirmation of membership of the Hastings District Youth Council 2019 and update of activities January - March 2019  2



CG-14-33-00076                                                                         1




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, 3 April 2019 AT 3.45pm



Present:                          Chair: Kate Allen (HGHS)

                                               Pelerose Vaima’a, Kathleen Steffert and Eva Harper (HGHS); Ondre Hapuku-Lambert, Sophie Jones (Media Engagement) and Boston Wynyard (Karamu High); Oscar Malpas (HBHS); Janicka Tei (Taradale High) and James McPhail (Media Engagement) (Lindisfarne College)


IN ATTENDANCE:             Youth Development Coordinator (Angela Hughes)

                                               Manager Social and Youth Development (Dennise Elers)

                                               Parks Planning and Development Manager (Rachel Stuart)

                                               Marketing and Communications Advisor (Gina Armstrong)

                       Committee Secretary (Christine Hilton)



1.         Apologies


Oscar Malpas/ Boston Wynyard

That apologies for absence from Ashleigh Keenan (Sacred Heart), Charliot Miller (Deputy Chair) (HNHS); Daisy Hill (Iona); Gurjas Sekhon and Louis Gaffaney (St Johns College) be accepted.



Leave of Absence had previously been granted to Councillor Dixon – Council Liaison.



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 updates


This item was addressed as part of Agenda Item 4.



4.         General Business


            The Parks Planning and Development Manager, Rachel Stuart, spoke to the meeting and circulated a copy of an excerpt from the “Hastings City Centre Public Spaces Revitalisation Plan Feb 2019" (CG-14-33-00080).  The Youth Council (YC) members were invited to work with council officers as part of a working group to develop Albert Square – they would build on the work that had been started with the 2018 Youth Council.  The aim was to finish the work this year.


A full presentation on the revitalisation project would be given to the YC at its next meeting on 8 May 2019.  The members unanimously indicated that they wished to be involved with the project.




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


(Document 19/332)


Youth Council Badges


Badges were distributed to the members.


Proposed New Youth Council Logo


The Marketing and Communications Advisor, Gina Armstrong, circulated a sheet titled “What is a design brief?” (CG-14-33-00086) and spoke to the main points, explaining about rebranding and preparing a design brief.  Once the brief had been compiled and forwarded to Gina, she would prepare some concepts that would be presented to the YC for consideration as its new logo.


The Youth Development Coordinator, Ang Hughes, would email to the YC members the link to the sheet that had been circulated.  She asked them to complete the details and return them to her by Tuesday, 9 April. 


Youth Week Friday, 17 May to Sunday, 26 May 2019


This was being held in seven weeks’ time.  The YC members had asked for t-shirts, hoodies, tear drop flags, stickers, rubber wristbands, a branded marquee and a portable speaker for the event.  Later in the meeting the programme for the event (CG-14-33-00087) would be addressed in more detail.


Monthly Reports


The YC members read their respective reports into the record (CG-14-33-00077; CG-14-33-00078, CG-14-33-00089 and CG-14-33-00090).  These reports had been sent to Ang Hughes prior to the meeting.  She asked all members to send these reports in, even if they had nothing to report for that month.


Gumboot Day on Friday, 5 April 2019


This will be held on Friday, 5 April with a gold coin donation going towards mental health counselling for children.  This initiative comes from New Zealander of the Year, Mike King, and the mental health charity I AM HOPE.  Sophie Jones (Media Engagement) would promote this event on the YC’s Facebook page. 


There will be a community event at 12pm in the CBD (near the clock tower) and a YC representative had been asked to speak there.  Kate Allen (Chair) would be away so Sophie Jones would attend in her place with Boston Wynyard.  Ang Hughes would pick them both up to take them to the event and email the running / information sheet for the event to them, and Sophie would promote it via the YC’s Facebook page.


Community Development Committee meeting on Tuesday, 9 April 2019


A presentation would be made to the Community Development meeting at 2.30pm to explain the YC’s focus for this year and the events they were holding or attending.  The members were asked to attend to support the presentation if possible, followed by afternoon tea with the councillors.


Kate Allen and Charliot Miller would work on the presentation assisted by James McPhail (Media Engagement) and Ang Hughes if needed.  YC members attending on 9 April: Kate Allen, Kathleen Steffert, Sophie Jones, Boston Wynyard, Janicka Tei and Eva Harper.  On the day, Ang would pick up Kate and Eva Harper to help get them to the meeting.


Sophie Jones and Ondre Hapuku-Lambert would leave shortly for Europe as part of a school trip and would return on 3 May.


Bunny Hop Event on Thursday, 11 April 2019 (4pm to 6pm)


YC members would be involved running or supervising some stalls and assisting with face painting.  YC members attending: Pelerose Vaima’a, Kathleen Steffert and Kate Allen.  Ang Hughes will advise members of times they were needed.


Brain Dump Pop-Up Youth Engagement Event - responses


Ang Hughes circulated a list that had been compiled of the topics raised (in the form of raw data) and the number of responses received (CG-14-33-00088).  The meeting discussed the best way to present this information in a more visual way (graph format – CG-14-33-00092) and it would be put onto the YC Facebook page (e.g. featuring a different topic each week) once it had been presented to schools.  It would be important to thank the public who had participated.


It was suggested a Brain Dump be held at schools with prizes for Youth Week and a social media campaign.  Ideas for prizes were discussed - including vouchers or tickets to local events, Laser Force or 10 pin bowling.


Verses Competition on Sunday, 14 July 2019


Zeal had invited the YC to co-host a competition at Lindisfarne.


Multicultural Strategy Working Group


A memo from the Council’s Team Leader Community and Safety, Louise Stettner, was read out seeking YC representatives for a Multicultural Strategy Working Group (CG-14-33-00081 / STR-1-7-19-837).  YC members who put their names forward:  Pelerose Vaima’a, Ondre Hapuku-Lambert and Boston Wynyard.


Youth Week Programme Friday, 17 May to Sunday, 26 May 2019


A copy of the proposed programme/calendar was circulated (CG-14-33-00087) and ideas discussed.  Two YC members were asked to organise each of the agreed events (listed below).  Ang Hughes would work with them as required.


The YC would not need to organise, but could be involved in, the other events already listed on the calendar for this week.


·         Saturday, 18 May in the afternoon (1.30pm to 4.30pm) – Amazing Race (CBD Walk Event) - Ondre Hapuku-Lambert, Sophie Jones, Boston Wynyard and Kate Allen to organise.  Other YC events could also be promoted at this event.

·         Sunday, 19 May – Music session in Albert Square in the afternoon or all day depending on the number of bands involved).  Advertise via Facebook for bands – James McPhail to organise.

·         TED Talks (short informative talks) – Louis Gaffaney, Pelerose Vaima’a and Janicka Tei to organise.

·         Sports events – HB Regional Sports Park was keen to be involved – Kathleen Steffert was happy to help with any sports events being held there.  Ang Hughes to liaise with HBRSP.


Youth Parliament


An information sheet was circulated (CG-14-33-00084) and addressed with the covering email (CG-14-33-00083) being read out explaining how this public submission process worked.  Submissions closed at midnight on Sunday, 28 April 2019 with the range of topics to be addressed set out on the circulated sheet.


Ang Hughes would send the link to the YC’s Media Engagement team and James would promote this.


Instagram and Snapchat


Ang Hughes would send a link to Sophie Jones regarding the council’s Social Media Engagement protocols to help YC members who would be replying to posts on behalf of the council.  It was important that videos or photographs posted were not covered by any copyrights and all parties needed to have the chance to be heard to avoid any perceived bias.


By Monday, 8 April, Ang Hughes would find out about the protocols around boosting posts and would let Sophie Jones and James McPhail know.


The meeting then addressed the recommendations in the agenda report, with each recommendation being voted on separately.  Recommendation “G” would be addressed at the next meeting once feedback on potential logo designs had been received and passed onto Gina Armstrong.


It was noted that once the Draft Terms of Reference (Recommendation “C”) were adopted and endorsed by the meeting then they would be included in each of the agendas from now on.


The Annual Plan had been addressed at the Youth Council’s March Training and Planning Retreat (CG-14-33-00091).  This document would be continually updated as aspects are addressed and the latest version would be included on the agenda for each of the YC meetings this year.



Sophie Jones/James McPhail

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.



Eva Harper/Boston Wynyard

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



Ondre Hapuku-Lambert/Kathleen Steffert

C)        That the Hastings District Youth Council adopts and endorses the draft Terms of Reference for 2019.



Sophie Jones/Kathleen Steffert

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




Ondre Hapuku-Lambert/James McPhail

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.



Boston Wynyard/Kathleen Steffert

F)        That the Hastings District Youth Council confirms the Youth Week programme to be undertaken on Friday, 17 May to Sunday, 26 May 2019.






The meeting closed at 5.30pm