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
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Attend a Youth Council Training and Planning event, held at the
beginning of the year. (After the Council members have been selected)
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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.
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Contribute to the Youth Council Annual Plan – that details
the focus of the group and their activities for the year.
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Attend all official Youth Council meetings – held the first
Wednesday of the month at Hastings District Council’s main offices.
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Submit formal reports detailing their actions as a Youth Council
member each month at the official Youth Council meetings.
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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.
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Will take over the Chair’s responsibilities for running the
meetings as required.
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Will represent the Youth Council at public forums as required.
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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.
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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.
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To promote the Youth Council activities, and activities/events
and campaigns endorsed by Youth Council.
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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.
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Participate in training opportunities as they arise.
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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:
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Planning and scheduling Youth Council projects
-
Discussing issues that are affecting young people in the Hastings
Community
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Presentations and consultancy from external parties
-
Decision making about Youth Council participation and endorsement
of community activities
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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 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
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Meeting
Date:
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Wednesday, 3 April 2019
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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
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
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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.
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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.
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5.
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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.
- 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.
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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
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________________________
The meeting closed at 5.30pm
Confirmed:
Chairman:
Date:
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
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8.0 RECOMMENDATIONS AND
REASONS
A) That
the report of the Youth Development Co-ordinator titled “May
2019 Report” dated 8/05/2019 be received.
B) That
the Hastings Youth
Council appoint representatives to work with the Public
Spaces Planning Manager, Rachel Stuart and her team on the
development of Albert Square.
C) That
the Hastings Youth
Council appoint representatives to work with Council’s
Team Leader Community and Safety Louise Stettner and her team
on the Multicultural Strategy Working Group.
D) That
the Hastings Youth
Council appoint representatives to the Hawke’s
Bay District Health Board Consumer Council.
E) That
the Hastings Youth
Council appoint a representative to the International Advisory Group.
F) That the Hastings Youth Council discuss and decide on the proposed
new logos in order to determine its logo for use on agendas, minutes and
promotional material.
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Attachments:
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1
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2019 Youth Council Annual Plan - including monthly
calendar of events; template for month reports
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CG-14-33-00091
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2
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Four slides relating to area of Albert Square
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CG-14-33-00098
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3
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Multicultural Strategy Memo to Youth Council
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STR-1-7-19-837
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4
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Email from James Cowan Youth MP
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CG-14-33-00102
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5
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Letter from HB District Health Board, - representation
on HB Health Consumer Council
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CG-14-33-00099
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6
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Terms of Reference for International Advisory Group
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CG-14-33-00103
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7
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Information from Pop-Up Youth Engagement Youth
Council event put into graph format
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CG-14-33-00092
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8
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2018 Youth Council Logo Ideas
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CG-14-33-00104
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