Civic Administration Building
Phone: (06) 871 5000
Fax: (06) 871 5100
WWW.hastingsdc.govt.nz
A G E N D A
Hastings District Youth Council MEETING
Wednesday, 8 May 2019 |
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Time: |
3.45pm |
Venue: |
Landmarks Room Ground Floor Civic Administration Building Lyndon Road East Hastings |
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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, 8 May 2019
VENUE: |
Landmarks Room Ground Floor Civic Administration Building Lyndon Road East Hastings |
TIME: |
3.45pm |
A G E N D A
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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 3 April 2019. 1
3. Facebook Page Update
4. General Business
5. May 2019 Report 9
CG-14-33-00105 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, 3 April 2019 |
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
2. Confirmation of Minutes
3. Facebook page updates
4. General Business
5. Confirmation of membership of the Hastings District Youth Council 2019 and update of activities January - March 2019
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, 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
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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. CARRIED |
Leave of Absence had previously been granted to Councillor Dixon – Council Liaison.
2. Confirmation of Minutes
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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.
5. |
Confirmation of membership of the Hastings District Youth Council 2019 and update of activities January - March 2019 |
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(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.
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.
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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. CARRIED |
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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. CARRIED |
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Ondre Hapuku-Lambert/Kathleen Steffert C) That the Hastings District Youth Council adopts and endorses the draft Terms of Reference for 2019. CARRIED |
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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.
CARRIED |
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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. CARRIED |
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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. CARRIED |
________________________
The meeting closed at 5.30pm
Confirmed:
Chairman:
Date:
File Ref: 19/468 |
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REPORT TO: Hastings District Youth Council
MEETING DATE: Wednesday 8 May 2019
FROM: Youth Development Co-ordinator
Angela Hughes
SUBJECT: May 2019 Report
1.0 SUMMARY
1.1 The purpose of this report is to update/inform the Committee/Council about the activities of the Youth Development Officer since the previous month’s Hastings 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 if necessary.
2.0 BACKGROUND
2.1 The Youth Council presented their 2019 Annual Plan to the Community Development Council Subcommittee on 9 April 2019. An updated version of the Annual Plan is attached (Attachment 1).
2.2 This was received well, with a number of councillors expressing their enthusiasm and endorsement of the Youth Council.
2.3 Certain councillors asked the group open/theoretical questions including “What would you do with 50 million dollars?” The Youth Council will formulate an answer to this and send their response to the Councillor who posed this question, before July 2019.
2.4 The Youth Council was invited to an exclusive local Hui to address the current Prime Minster Jacinda Ardern. The Youth Council Chair, Kate Allen, spoke for 2 minutes explaining that the Youth Council’s 2019 focus was mental health. Kate explained the importance of the region and practical solutions which the team supports.
2.5 Prime Minister Ardern referred to the Youth Council in her closing speech and told the group to keep their eyes on the new budget and to keep the government accountable.
2.6 The Youth Council was asked to help out at the Mayors’ Taskforce – Industry Graduation evening. The Team was assigned different roles including welcoming graduates and their family, handing out programmes and ensuring people were seated in the appropriate places.
2.7 The Youth Council discussed the option of updating its logo at its April 2019 meeting. Designs have been created using the input and feedback from the members.
2.8 National Youth Week – a programme of activities has been confirmed. The team continues to work on the smaller details of the programme. Advertising has been sent to local Schools, Youth Services, churches and other organisations.
3.0 CURRENT SITUATION
3.1 The Youth Council has been invited to contribute to the redesign of Albert Square (park) in the Hastings CBD. They would work the Council’s with Public Spaces Planning Manager, Rachel Stuart. Four slides relating to the 2018 Youth Council work in regard to this area is attached as background information (Attachment 2). Rachel will present more information on this project at the 8 May 2019 meeting.
3.2 A reminder – Youth Council members have been sent an invite to meet at Albert Square at 3.30pm, prior to the meeting, to familiarise themselves with the area prior to hearing the presentation from Rachel.
3.3 The Youth Council has been asked to engage and respond on the Hastings District Council’s Multicultural Strategy. The Council’s Team Leader Community and Safety, Louise Stettner and Community Connector, Junior Tuakana, will be present to discuss and facilitate workshops on this matter at the 8 May meeting and they are seeking some feedback and looking for two volunteers from the Youth Council to be part of a Working Group.
3.4 A memo from Louise which was read out at the last Youth Council meeting is attached as background (Attachment 3).
3.5 James Cowan, local Youth MP will address the Youth Council to explain the Youth Parliament roles and projects, including how the Hastings Youth Council could help and/or contribute to this. An email from James is attached as background (Attachment 4).
3.6 The Hastings Youth Council have been asked if any members would like to join the Hawke’s Bay District Health Board Consumer Council. A letter has been received from the Health Board (Attachment 5). Members will need to decide on a member to join the DHB group and act as a communication conduit.
3.7 National Youth Week is in two weeks’ time. Angela Hughes, the Youth Development Coordinator, is holding a number of informal meetings with the Hastings Youth Council to get these events, activities, and projects finalised. Advertising has been sent out to community networks including schools, youth services, church and sporting groups.
3.8 The Youth Council have been asked to appoint a representative to the International Advisory Group. The Terms of Reference for the Group are attached (Attachment 6).
3.9 A copy of the Brain Dump data which has been collected at a recent Pop-Up Youth Council event has been collated as a pie graph and is attached for information (Attachment 7).
3.10 The Youth Council needs to decide on the logo that it wishes to move forward with (to use on its agenda and minutes etc) and to provide any feedback that it may wish to provide to the Council’s Marketing and Communications Advisor, Gina Armstrong. Options are attached for consideration (Attachment 8).
4.0 OPTIONS
N/A
5.0 SIGNIFICANCE AND ENGAGEMENT
N/A
6.0 ASSESSMENT OF OPTIONS (INCLUDING FINANCIAL IMPLICATIONS)
N/A
7.0 PREFERRED OPTION/S AND REASONS
N/A
2019 Youth Council Annual Plan - including monthly calendar of events; template for month reports |
CG-14-33-00091 |
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Four slides relating to area of Albert Square |
CG-14-33-00098 |
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Multicultural Strategy Memo to Youth Council |
STR-1-7-19-837 |
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Email from James Cowan Youth MP |
CG-14-33-00102 |
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Letter from HB District Health Board, - representation on HB Health Consumer Council |
CG-14-33-00099 |
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Terms of Reference for International Advisory Group |
CG-14-33-00103 |
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Information from Pop-Up Youth Engagement Youth Council event put into graph format |
CG-14-33-00092 |
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2018 Youth Council Logo Ideas |
CG-14-33-00104 |
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2019 Youth Council Annual Plan - including monthly calendar of events; template for month reports |
Attachment 1 |