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
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Meeting Date:
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Wednesday,
12 June 2019
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Time:
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3.45pm
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Venue:
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Landmarks
Room
Ground Floor
Civic
Administration Building
Lyndon Road
East
Hastings
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Committee Members
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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)
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Officer
Responsible
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Youth Development Coordinator –
Angela Hughes (Extn 5404)
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Secretary:
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Carolyn Hunt (Extn 5634)
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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.
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Attend Hastings District Council meetings for presentations as
and when required – Members will be given no less than 4 weeks’
notice of these presentations.
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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:
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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.
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Keeps meetings, projects, planning and submission processes on
track.
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Delegate’s responsibilities to members, follows up and
ensure the work gets done.
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Acts as the contact person for the Youth Council for the public,
the media, and Council.
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Represents 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.
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Takes action if members repeatedly do not attend meetings or
deliver on actions they say they will undertake.
Deputy Chairperson:
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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:
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Works closely with each other, the Chairperson and the Deputy
Chairperson to actively drive traffic to the official Hastings Youth Council
social media accounts.
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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.
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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:
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Attend meetings appropriately prepared, including submitting
their official monthly report of engagements and activities as a Youth Council
member.
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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.
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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
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Discussing issues that are affecting young people in the Hastings
Community
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Presentations and consultancy from external parties
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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
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Someone will need to move (propose) a decision;
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Someone will second the proposal, then;
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All members will vote on the decision. If the Majority of members
agree with the decision it is then carried (confirmed) and recorded.
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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, 8 May 2019
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Minutes
of a Meeting of the Hastings District Youth
Council held on
Wednesday,
8 May 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 2
5. May
2019 Report 2
HASTINGS DISTRICT COUNCIL
MINUTES
OF A MEETING OF THE Hastings
District Youth Council
HELD
IN THE Landmarks
Room, Ground Floor, Civic Administration Building, Lyndon Road East, Hastings ON
Wednesday, 8 May 2019 AT 3.45pm
Present: Chair: Kate Allen (HGHS)
Councillor
Dixon – Council Liaison
Kathleen
Steffert (HGHS); Ondre Hapuku-Lambert, Sophie Jones (Media Engagement)
and Boston Wynyard (Karamu High); Gurjas Sekhon and Louis Gaffaney (St Johns
College); Oscar Malpas (HBHS); Ashleigh Keenan (Sacred Heart); Charliot Miller (Deputy
Chair) (HNHS); and James McPhail (Media Engagement) (Lindisfarne
College)
IN ATTENDANCE: Youth Development Coordinator (Angela Hughes)
Team Leader Youth Development (Paddy Steffert)
Manager Social and Youth Development (Dennise Elers)
Public Spaces Planning Manager (Rachel Stuart)
Community
Connector (Junior Tuakana)
Local Youth MP (James Cameron)
Committee
Secretary (Christine Hilton)
Councillor
Wendy Schollum (present as an observer)
Councillor
Eileen Lawson (present as an observer)
1. Apologies
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Oscar
Malpas/James McPhail
That apologies for absence from Pelerose Vaima’a and Eva Harper (HGHS); Daisy Hill (Iona);
and Janicka Tei (Taradale High) be accepted.
CARRIED
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2. Confirmation
of Minutes
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James
McPhail/Charliot Miller
That the minutes of the Hastings Youth
Council Meeting held Wednesday 3 April 2019 be confirmed as a true and correct record
and be adopted.
CARRIED
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3. Facebook
page updates
Sophie
Jones gave an update later in the meeting, as detailed in her monthly report.
Instagram
– want to promote this.
Snapchat
– needs to get up and running.
4. General
Business
The
members presented the Committee Secretary, Christine Hilton, with chocolates
and flowers to acknowledge her 26th anniversary of starting work at
the Council.
Councillors
Wendy Schollum and Eileen Lawson were welcomed as observers at this Youth
Council meeting.
In response to a
query raised, the Youth Development Coordinator, Ang Hughes explained the background and current situation regarding
Youth Grants – there was no longer a budget for this, as funding was from
outside sources.
An alternative
approach was suggested, whereby YC members could promote/spotlight a person or
project and “bio” them on Facebook (without funding from YC)
– this would be further discussed at the 12 June meeting.
The Manager
Social and Youth Development, Dennise Elers, thanked the YC for their help at
the recent Mayors’ Taskforce for Jobs Graduation.
Next Friday, 17
May would be a promotion to stop bullying - YC members were asked to stay after
the meeting for a photo (to be put onto Facebook and Instagram) to promote this
event. There would be badges, pens and pamphlets to circulate.
Kathleen Steffert, Pelerose Vaima’a, Kate Allen and Eva Harper had asked
for large posters to be delivered to their school (HGHS).
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5.
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May 2019 Report
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(Document 19/468)
Revitalisation of Albert Square
The Hastings
District Youth Council (YC) members had met at Albert
Square at 3.30pm to familiarise themselves with the area prior to the presentation
at today’s meeting.
The Public Spaces Planning Manager,
Rachel Stuart, spoke to the meeting gave a
presentation on the “Hastings City Centre Public Spaces Revitalisation
Plan Feb 2019" (PRJ17-140-0110). She had addressed the
previous YC meeting on 3 April 2019. Members had been 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 calendar year.
Gurjas Sekhon left the meeting at 4.00pm.
The members were asked to email ideas to
Rachel, ideally via a single YC point of contact. Rachel would
incorporate the ideas into a concept plan and come to each YC meeting to
update the members and discuss suggestions/developments.
Multicultural Strategy Working
Group
Community Connector, Junior Tuakana, spoke to the meeting outlining the Multicultural Strategy and
asking for feedback. This was addressed via a brainstorming event that
was held at the meeting with YC members adding statements/ideas/comments in
relation to four statements displayed on flip charts regarding diversity and
inclusiveness in Hastings.
The YC reconfirmed the names of the three
members put forward at the previous meeting to be involved with the Multicultural Strategy Working Group, as the YC’s representatives - Pelerose
Vaima’a, Ondre Hapuku-Lambert and Boston Wynyard. An email was forwarded to the Team Leader Community and
Safety, Louise Stettner confirming these appointees (CG-14-33-00134).
Presentation by Local Youth MP
(James Cowan)
Local Youth MP,
James Cameron, addressed the meeting and circulated a sheet containing a
number of Youth Parliament Select Committee topics (CG-14-33-00129).
He advised that the Youth Parliament would be meeting in July.
He asked the YC members for feedback on
the questions set out under three of the topics on the sheet – being Social
Services and Community (the importance of involving young people in
political and practical aspects of citizenship – e.g voting); Justice
(prevention of youth becoming persistent reoffenders) and Health
(suicide rate). The members put forward a large number of
suggestions which James recorded. He thanked the YC for their feedback
and would keep in touch with them.
Hawke’s Bay Health Board
– Hawke’s Bay Health Consumer Council
Ken Foote, Hawke’s Bay District
Health Board had sent a letter (CG-14-33-00128) and covering email (CG-14-33-00127).
The meeting addressed the letter which was seeking a YC member to be
appointed to sit on the Hawke’s Bay Health Consumer Council.
Councillor Dixon was the Co-Deputy Chair of the Council and he briefly spoke
to the letter.
It was agreed that Daisy Hill
would be appointed to the Hawke’s Bay Health Consumer Council, as the Hastings District Youth Council’s representative and
attend the consumer council’s meetings. Ashleigh
Keenan would be the alternate representative if Daisy was unable to
attend.
As the next meeting of the Consumer
Council was on the following day, 9 May 2019, Ang Hughes would notify Daisy
of the date, time and venue. Due to the short timeframe involved,
Councillor Dixon would advise the Hawke’s Bay Health Consumer Council
of Daisy’s appointment and give her apologies if she was unable to
attend the 9 May 2019 meeting.
A letter would be emailed to Ken Foote (CG-14-33-00132
and CG-14-33-00133) confirming of the appointment of Daisy Hill and
noting Ashleigh Keenan as the alternate, and giving their respective email
contact details.
International Advisory Group
Councillor Dixon is a member of the
International Advisory Group (IAG) and advised that the Group meet twice a
year. The object of the Group was to foster relationships with
multicultural groups and form relationships including its Sister City Guilin
and visiting groups. One of the main purposes was involved with hosting
and exchange of international students.
It was agreed that Charliot Miller would be appointed as the Youth Council representative and attend
the IAG meetings. An email (CG-14-33-00108) would be forwarded
to the Council’s Economic Development Manager, Mr Lee Neville advising
him of this appointment.
Proposed New Youth Council Logo
At the last meeting on 3 April 2019, the
YC members had been given information about rebranding and preparing a design
brief. Information forwarded to the Council’s Marketing and Communications Advisor, Gina Armstrong had been compiled. Concepts to be considered by the YC as its
new logo had been included in the agenda as an attachment to the report for
this item (CG-14-33-00104).
The YC members discussed each of the
three logo alternatives proposed, noting the pros and cons of each
design. Ang Hughes would relay their comments about each option back to
Gina and ask the latter to further refine the concepts.
Monthly Reports
The YC members read their respective
reports into the record (CG-14-33-00110 and CG-14-33-00111).
These reports had been sent to Ang Hughes prior to the meeting. All
members were asked to send these reports in, even if they had nothing to
report for that month.
Youth Week Friday, 17 May to
Sunday, 26 May 2019
This would be promoted on the Facebook
page. The YC addressed each of the events that would be taking place.
Large A3 copies of the Youth Week
programme details were circulated (CG-14-33-00126) and addressed.
Ang Hughes had already sent copies of the programme to the schools but YC
members felt these had not been displayed or promoted as well as effectively
as possible and so Ang would reprint and deliver more copies to the schools.
Gumboot Hunt – if any of the clues involved in this were posted they
needed to be taken down immediately.
Launch Event – Boston Wynyard and James McPhail were asked to send
details to Charliot Miller, by midday on 9 May, details of the bands taking
part – names, how many in the band, instruments, a contact person,
estimate of how long they may take and some information about the band.
Ang Hughes will work with Charliot.
YC members were asked to be “waste
warriors” at the events and would be given high-viz vests and event
lanyards with information about the respective events.
Amazing Race – the clues had been created already due to the short
timeframe available and the prize vouchers had been organised. This
would be advertised on social media,
Cosplay –
a guest artist had been invited to attend,
Basketball Competition – assistance was needed to distribute food to the
participants. YC members to email Charliot Miller.
Annual Plan
The YC’s Annual Plan would be
continually updated and included on the agenda for each of the meetings this
year.
Councillor Dixon left the meeting at
5.33pm.
Louis Gaffaney left the meeting at
5.33pm.
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Sophie Jones/Boston Wynyard
A) That
the report of the Youth Development Co-ordinator titled “May
2019 Report” dated 8/05/2019 be received.
B) That
the Hastings District
Youth Council members forward ideas for the development of Albert
Square to the Public Spaces Planning Manager,
Rachel Stuart, who will regularly attend the Youth Council meetings to update
the members and discuss developments in the project.
C) That
the Hastings District
Youth Council reconfirm the three representatives put forward at
its 3 April 2019 meeting to work with Council’s
Team Leader Community and Safety Louise Stettner and her team
on the Multicultural Strategy Working Group – being Pelerose Vaima’a, Ondre Hapuku-Lambert and Boston Wynyard.
D) That
the Hastings District
Youth Council appoint Daisy Hill as its representative on the Hawke’s Bay District Health Board’s –
Hawke’s Bay Health Consumer Council.
E) That
the Hastings District Youth
Council appoint Charliot Miller as its representative to the International
Advisory Group.
F) That the Hastings Youth Council discuss the proposed new concepts
in order to determine its logo for use on agendas, minutes and promotional
material.
CARRIED
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The next Youth Council meeting would be on
Wednesday, 12 June 2019
in the Landmarks Room
The meeting closed at 5.35pm
Confirmed:
Chairman:
Date:
REPORT TO: Hastings
District Youth Council
MEETING DATE: Wednesday 12
June 2019
FROM: Youth Development Co-ordinator
Angela
Hughes
SUBJECT: June
2019 report on Hastings District Youth Council activities
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 and Youth
Development Coordinator spent the month of May planning, organising and
delivering the 2019 National Youth Week programme of events and activities,
throughout the Hastings District.
2.2 The
programme included 14 different events and activities engaging hundreds of
young people in different ways and promoting positive mental health among the
local youth community. Official programme and print advertising are attached. (Attachment
1).
3.0 CURRENT
SITUATION
3.1 The
Youth Council will be invited to complete a review of the 2019 Youth Week
programme at the June meeting, led by Youth Development Coordinator Angela
Hughes.
3.2 The
Youth Council began a review of the official Youth Council logo at the April
meeting. Potential logo designs were submitted to the Youth Council for review
at the May meeting. The feedback is currently with the designer, new options to
be presented to Youth Council at the July meeting.
3.3 The
redesign of Albert Square is currently underway. Council’s Public Spaces
Planning Manager, Rachel Stuart will attend Youth Council meetings regularly to
discuss progress and gain feedback on the project.
3.4 The
Youth Council has been promoting the “1737” Phone and Text helpline
service heavily at all its events. Feedback from young people has highlighted
some issues relating to significant delays and poor communication from the service.
3.5 The
Youth Council members discussed mental health with Prime Minister Jacinda Adern
at a local Hui. She told the team to look out for the 2019 “Wellbeing
budget” and to keep the government accountable on this issue. Relevant
paragraphs of the Wellbeing Budget pertaining to mental health are attached. (Attachment
2).
3.6 A
group discussion around mental health, the 1737 service issues and the
Wellbeing budget will take place at the June meeting, to determine a course of
action, if any by the Youth Council.
3.7 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 to the agenda for
each Youth Council meeting (Attachment 3).
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 “June
2019 report on Hastings District Youth Council activities” dated
12/06/2019 be received.
B) That
the Hastings Youth
Council takes part in the 2019 Youth Week programme review workshop.
C) The
Hastings Youth Council continues to work with and provide feedback to Rachel
Stuart regarding the redesign of Albert Square.
D) The
Hastings Youth Council discusses the issues of mental health services for
teenagers in response to the 1737 issues and the 2019 Wellbeing Budget and
votes on a path forward to address these issues as a group.
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Attachments:
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1
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National Youth Week official programme and print
advertising
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CG-14-33-00137
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2
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Excerpt from 2019 Wellbeing Budget
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CG-14-33-00136
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3
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2019 Youth Council Annual Plan
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CG-14-33-00091
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