Agenda of Hastings Youth Council Meeting

Hastings District Youth Council – Terms of Reference 2020

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 19 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 Connector 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 fortnightly on Wednesdays at Hastings District Council’s main offices, with every second meeting being an informal meeting.

- Submit formal reports detailing their actions as a Youth Council member each month at the official Youth Council meetings.

- Attend other 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:

Youth Council meetings are held 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.

The Youth Connector and a Hastings District Councillor, acting as a Council Liaison, 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 Connector 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 recommendation – which then becomes a Motion;

- Someone will second the Motion, then;

- All members will vote on the Motion. If the Majority of members agree with the decision it is then carried (confirmed) and recorded as a Decision.

- If members cannot agree on a Decision, the Chairperson will have the deciding vote.

Quorum:

A minimum of half of the Youth Council members must attend the meeting for it to proceed, 10 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 Democracy and Governance 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, the Youth Connector or the Democracy and Governance Advisor looking after the Youth Council 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.

Thursday, 30 July 2020

Te Hui o Te Kaunihera ā-Rohe o Heretaunga

Hastings District Council: Hastings Youth Council Meeting

Te Rārangi Take
Report to Hastings District Youth Council

Nā:

From:

Pip Dixon, Youth Connector

Te Take:

Subject:

HDC Youth Council Upcoming Events

1.0 PURPOSE AND SUMMARY - TE KAUPAPA ME TE WHAKARĀPOPOTOTANGA

1.1 The purpose of this report it to table 3 events that the Youth Council may choose to support and attend;

· Combined Hastings, Regional & Napier Youth Councils.

· Blossom Parade.

· Rainbow dash.

2.0 Background – Te Horopaki

Combined meeting between NCC Youth Council, HBRC Youth Council and HDC Youth Councils

2.1 The Youth Council have received an invitation from Jake Brookie from the Hawke’s Bay Regional Council. The purpose is to discuss climate change and the proposed “Climate Camp”. This will be held at the Napier Aquarium on Wednesday 26^th August at 4pm. If the youth councillors arrive early they will be given a free tour of the Aquarium.

Blossom Parade

2.1.1 The youth council has received an invitation from Tanya Jackson, HDC Event Manager. To participate in the Hastings District Blossom Parade to be held on 12^th September. Also to help decorate the HDC Float and be part of the parade, the theme is “Flower Power” 60’s inspired.

Rainbow Dash

2.2 The Youth Council held a discussion on the 14^th July around hosting a colour run charity event however there is an identical event already organised for later in the year, called the Rainbow Dash.

2.2.1 It is proposed that the Youth Council support, promote and attend the Rainbow Dash, to be held at the Hastings Sports Park on the 28th November 2020 from 10am-2pm. Further details to come i.e. ticket prices. Proposed promotion through the Youth Council Facebook and other media.

3.0 RECOMMENDATIONS - NGĀ TŪTOHUNGA

A) That the Youth Council receives the report titled HDC Youth Council Upcoming Events.

B) That the youth council support and attend all three events.

Attachments:

There are no attachments for this report.

Thursday, 30 July 2020

Te Hui o Te Kaunihera ā-Rohe o Heretaunga

Hastings District Council: Hastings Youth Council Meeting

Te Rārangi Take
Report to Hastings District Youth Council

Nā:

From:

Pip Dixon, Youth Connector

Te Take:

Subject:

HDC Youth Council Updates

1.0 PURPOSE AND SUMMARY - TE KAUPAPA ME TE WHAKARĀPOPOTOTANGA

1.1 The purpose of this report is to provide updates to the Hastings District Youth Council on the implementation of the Youth Council Annual Plan through the Sub-committees.

1.2 Annual plan updates from each committee, update on the activities, key priority areas and progression through the annual plan. Update from Daisy Hill – Chairperson, Health & Diversity Committee, Louis Gaffney – Chairperson, Art, Culture & Comms Committee, Janicka Tei – Chairperson, Rangatahi Co-Lab Committee, Sophie Jones – Chairperson, Environmental Committee.

1.3 To provide an update on Youth Council’s meeting with Mayor Sandra Hazlehurst – Sophie Jones.

1.4 To provide an update to the Youth Council on two current projects;

1.4.1 Candidate debate – 28^th August 2020 – Karamu High School- Keelan Heesterman.

1.4.2 Youth Space webpage – ongoing development, Mark Henderson, HDC Digital Communications Advisor.

1.5 To provide an update to the Youth Council on council sub-committees; Matilda Ellis - Eco-Council, Keelan Heesterman - District Development, Finley Duncan - Greater Communities if the committee has met.

2.0 RECOMMENDATIONS - NGĀ TŪTOHUNGA

A) That the Youth Council receives the report titled HDC Youth Council Updates.

Attachments:

1 ⇩

Community Groups, Programmes, Funding or Events - Youth - Youth Council - Youth Council Annual Plan 2020

COP-09-02-20-981

Thursday, 30 July 2020

Te Hui o Te Kaunihera ā-Rohe o Heretaunga

Hastings District Council: Hastings Youth Council Meeting

Te Rārangi Take
Report to Hastings District Youth Council

Nā:

From:

Pip Dixon, Youth Connector

Te Take:

Subject:

Active Transport Group Sub-committee Youth Representative

1.0 PURPOSE AND SUMMARY - TE KAUPAPA ME TE WHAKARĀPOPOTOTANGA

1.1 The purpose of this report is to table an invitation from the Active Transport Group Sub-committee for a Youth Council representative on the Sub-committee.

2.0 BACKGROUND – TE HOROPAKI

2.1 The Active Transport Group subcommittee meets quarterly and is made up of a mixture of representatives and includes members from; HDC Councillors, DHB, Disability Advisory Group, Bike on NZ, Cycle Awareness HB, Sport HB, Police, NZTA, HDC Officers, HBRC & NCC.

2.2 The purpose of this group is to provide feedback on the design, development and delivery of policies, programs and facilities to promote and enhance active transport mainly cycling and walking within the Hastings District Council Network.

2.3 There are two meetings remaining for the year 17^th September 3-5pm and 3^rd December 2020 3-5pm.

3.0 Recommendations – Ngā Tūtohunga

A) That the Youth Council receives the report titled Active Transport Group Sub-committee Youth Representative.

B) That the Youth Council

i. Elect a representative/s to the ATG Subcommittee.

4.0 Discussion – Te Matapakitanga

4.1 Propose that Tiaki Mildon as Lead and Sophie Jones as an alternate.

5.0 Next steps – Te Anga Whakamua

5.1 Advise the ATG sub-committee of the nominated Youth Council representative.

Attachments:

1 ⇩	Active Transport Group Subcommittee Meeting Minutes 9 July 2020	CG-16-25-00011
2 ⇩	Terms of reference for - iway advisory group August 2015	PRJ10-8-1832

Terms of reference for - iway advisory group August 2015

Attachment 2

TERMS OF REFERENCE

TRANSPORTATION

ACTIVE TRANSPORT GROUP

HASTINGS DISTRICT COUNCIL – Transportation

Terms of Reference

Transportation 2015/16

ACTIVE TRANSPORT GROUP

Quality Control

Prepared and recommended by: Pune Brown

Reviewed by: Gavin OConnor

Approved by: Jag Pannu

TERMS OF REFERENCE FOR THE HASTINGS DISTRICT ACTIVE TRANSPORT GROUP

1. Introduction

1.1 Statement of Purpose

Hasting District Council The Land Transport Management Act (2003) has changed the shape of transport strategies. It takes a broader view of transport strategies than previous legislation and requires consideration of balance between competing needs and values. The Land Transport Management Act 2003 sets out the long term planning for transport at a national level under guidance from the New Zealand Transport Strategy. The strategy sets the following national objectives for transport consideration:

· assist economic development,

· assist safety and personal security,

· improve access and mobility,

· protect and promote public health,

· ensure environmental sustainability.

To give effect to this requires forecasting a long-term strategic approach to transportation aimed at achieving ‘an affordable, integrated, safe, responsive and sustainable transport system’. Achieving this will require utilization of improved technology by influencing choices that the travelling public makes.

In order to operate the district transportation system in a way that contributes to an integrated, safe, responsive and sustainable transportation network, Hastings District Council will seek to actively manage the demand for travel on its transportation network. This will be done by making a more efficient use of the existing road network and by influencing travel decisions and encourage the use of more sustainable travel modes such as public transport, cycling and walking.

The District Travel Demand Management Study Review will support Hastings District Council in achieving a district wide Transportation Strategy by providing a framework coupled with network wide and area focused plans and strategies, to manage all modes of origin and destination travel throughout the district whilst improving safety, providing travel choices, maximizing the utilization of the existing network and reducing congestion. The study will understand gaps in optimization knowledge of planning and respond to these gaps in areas projected to experience demographic or other change pressure not accounted for in existing studies.

1.2 Purpose and Study Objective

Purpose

Hastings District Council Travel Demand Management Study Review will look both at the required measures and strategies to manage demand both at a macro and micro levels. This will ensure that such strategies are targeted not only on a district level but also on a individual key strategic link and area community level. It will also help ensuring that a controlled investment is aligned to government policy over the longer term.

Objectives

The objectives of the travel demand study are:

1. Assist and promote economic development, by:

· Support the district transport strategy, Regional Land Transport Strategies (RLTS),Regional Policy Statements (RPS), development of regional strategic growth plans, Regional Land Transport Programmes (RLTP)

· Optimise existing significant transport investment

· Contribute to businesses growth and productivity

1. Assist safety and personal security, by:

· Contribute to positive health outcomes

· Encourage healthier transport modes (i.e. walking and cycling)

· Reduce deaths and serious injury as a result of road crashes

2. Improve access and mobility, by:

· Reduce congestion at key areas

· Improve journey time reliability at peak times

· Reduce private vehicle travel, especially at peak travel times

· Promote the use of more efficient transport modes

· Provide more transport choices

3. Ensure environmental sustainability, by:

· Reduce adverse environmental effects

· Improve air quality

· Reducing fuel consumption

· Reducing the use of non-renewable resources

1.3 Context and Scope of Study

The goal of the Hastings District Travel Demand Management Study Review will be to identify a number of measures to manage the demand for travel and improve the efficiency of the road network while encouraging more sustainable transport modes. Managing the travel demand will help to reduce marginal costs by reducing the amount of road users who, under normal circumstances, would contribute to congestion and, therefore, cause additional costs to other users.

It will identify current and anticipated levels of service and land use patterns and highlight the main challenges and how council will respond to meet the needs of the community over the longer term. The outcome of the Travel Demand Management Study Reviewwill enable specific measures and strategies to be implemented to improve the efficiency of the existing network and accommodate changing travel and land use patterns, including opportunities for alternative modes of transport.

The factors and patterns to be considered include:

The modes and elements to be considered are:

· Active Transport – Walking and Cycling

· Public Transport – Road and Rail

· Freight Transport – Road and Rail

· Private Transport – Private vehicles

· Modal interchanges – Need and positioning

1.4 Area and Location of Study

The study will focus on the main population areas within the Hastings District, namely Hastings, Havelock North, Clive and Flaxmere.

The Heretaunga Plains Transportaton Study has identified key corridors that will reach unacceptable levels of service between 2010 and 2046. The Travel Demand Study will focus on these routes to examine travel demand management solutions that could extend the timeframe for major infrastructural projects on these routes or eliminate them completely.

The key routes are:

· St Aubyn Street

· Karamu Road

· Heretaunga Street East and West

· Havelock Road

· Pakowhai Road

· Mareakakaho Road

· Omahu Road

· Te Mata Road

2. Study Framework

2.1 Transportation Modes

The Travel Demand Management Study Review aims at improving accessibility for employment, education, health, retail and other services. As such, it requires an optimised balance between all transport modes and components of walking, cycling, public transport, cars and heavy transport.

In achieving the level of optimisation required for the success of this plan it is required to engage local authorities, public transport operators, heavy transport operators, retailers, employers and other stakeholders.

2.2 Methodology

Transport is important for many areas of government policy and, therefore, the Hastings District Travel Demand Management Study Review will be influenced by a number of existing strategies especially the Regional Transport Strategy, New Zealand Transport Strategy and those relating to land-use. In addition, there will be an extensive process of stakeholder engagement.

It is envisaged that the following methodology will be used:

1. Background research, evidence gathering and data collection:

· This will help establishing the main traffic corridors, type of travelling (e.g. commuting, visitors, retail) and peak times

· Largely supported and based on the existing Heretaunga Plains transport model to define trips origin - destination and production – attraction characteristics

· Research into existing road, cycling, pedestrian and public transport infrastructure

· Research into existing travel patterns and modes of transport

· Research into existing policy, strategy and district plan documentation

2. Define problems, issues and opportunities: this will help establishing a ‘Current Scenario’ where future travel demand management measures and strategies can be tested to assess their performance.

3. Define a vision, objectives and targets. These will include:

· Creating a more efficient transportation network

· Influence travel decisions to encourage more sustainable travelling

· Create an integrated, high quality public transport system

· Definition of the required level of service for the road network

· Creating pricing mechanisms to influence travel demand

· Defining educational and promotional initiatives

4. Establish the future scenario Hastings District Council (HDC) wants to achieve. The definition of this ‘Ideal Scenario’ will assist HDC in the evaluation of travel demand measures, policies and strategies.

5. Identify Travel Demand Management measures, policies and strategies which will take HDC from the ‘Current Scenario’ to the ‘Ideal Scenario’.

· It has been established that packages of measures are likely to be more effective than individual ones

· Such measures and strategies will be coordinated with other existing strategies and policies, e.g. land use policies

6. Create an implementation plan. This plan is to look into:

· Short term measures – less than 5 years

· Medium Term measures – between 5 and 10 years

· Long term measures – between 10 and 20 years

7. Establish a monitoring and review process. This is will assist HDC to asses the level of success of the Travel Demand Management Plan and to identify additional measures that need to be put in place

A number of tools and documents will be used in the development of the Hastings Travel Demand Management Study. These are listed below as:

· Regional Transportation Model

· Hastings Area Urban Transportation Model

· Regional Transportation Strategy

· New Zealand Transport Strategy

· Land use plans and strategies

· Accessibility Mapping

· RAMM

· GIS

· Public Transport Operators information

· Central Region Freight Analysis Report( NZTA)

Some of the Travel Demand Management measures that could be considered include:

Soft measures

· Restrictions on parking control

· Incentive schemes such as a ‘loyalty card’ or electronic transponder system which could provide cyclists/pedestrians reductions off their rates for using these modes on routes such as the Havelock Road in commuter hours

· Promote flexible working hours with local employers

· Promote changes in school times with local schools

· Review of land use strategies to encourage mixed developments

· Request local schools to produce travel plans

· Create freight management policies to restrict access to the CBD during peak times

· Bike hire from motels and other locations

· Dedicated website promoting alternative forms of travel or carpooling

· Changing district plan policies to take into account travel demand management initiatives as part of the subdivision and consent process

Hard measures

· Introduction of Park & Rides:

· Integrated public transport with new interchanges

· High Occupancy Vehicle lanes (HOV)

· Bus priorities and dedicated bus lanes

· Improve cycling and walking infrastructure

· Provision of ancillary infrastructure to encourage walking and cycling

· Introduction of new public transport modes, e.g. Light Rapid Transit, Bus Rapid Transit, Monorail, etc.

· Creation of distribution centre in CBD to eliminate need for heavy vehicles mixing with retail area

· Create pedestrianised areas

2.3 Timeframe and Estimated Cost

The review will be undertaken by 1 July 2017.

The estimated fee for the Travel Demand Plan is $60,000.

Funding is applied for under Work Category 002: Studies and Strategies.

2.4 Study Partners

· Hastings District Council

· Hawke’s Bay Regional Council

· New Zealand Transport Agency

· New Zealand Police

· Heavy Transport Companies

· Public Transport Companies

· Walking and Cycling Groups

· Road Safe HB

2.5 Procurement

The procurement of the Travel Demand Study will be delivered through the use of the approved procurement strategy.

3. Outcomes and Deliverables

3.1 Outcomes

The outcome of this study is a District Travel Demand Management Study Review which will provide detailed measures and strategies to manage travel demand throughout the district. It will be based on current and anticipated levels of service and land use patterns identified within the District Transportation Study and the Heretaunga Plains Transportation Study and highlight the main interventions necessary to meet the objectives therein specified.

The outcome of the plan will enable the implementation of network upgrades, safety improvements, retrofitting and planning road corridors to manage travel demand and accommodate changing travel and land use patterns and policies, including opportunities for alternative modes of transport.

3.2 Final Deliverables

Upon completion of the strategy, a final document entitled “Hastings District Travel Demand Management Plan” will be produced. The following information is required in the report as a minimum:

· Executive Summary

· An outline of the method used

· Visions and objectives

· Fit with strategic direction of the RLTP objectives

· Identification of the preferred travel demand management strategy and measures to address the following:

o Transportation system development and improvement

o Active transport (walking and cycling)

o Public transport

o Parking

o Heavy transport and freight

o Travel demand management

o Education

o Enforcement

o Regulation and enforcement

· Consultation strategy

· Recommended measures and actions for the key routes

· Implementation programme (costs, funding, timeframes and phasing) for the package of measures and actions

· Relationship to other existing strategies

· Identification of amendments required to existing strategies

· Conclusions and recommendations

Te Rā Hui: Meeting date:	Thursday, 30 July 2020
Te Wā: Time:	3.45pm
Te Wāhi: Venue:	Landmarks Room Ground Floor Civic Administration Building Lyndon Road East Hastings
Te Hoapā: Contact:	Democracy and Governance services P: 06 871 5000 \| E: democracy@hdc.govt.nz
Te Āpiha Matua: Responsible Officer:	Acting Group Manager: Community Wellbeing & Services - Dennise Elers

Nga mema o te Komiti Committee Members:	Heamana Chair: Sophie Jones (Karamu High School) Tawhirimakea Karaitiana and Tiaki Mildon (E.I.T.); Charlene Fun-nell, Thea Morton, Romona Wainohu, Keelan Heesterman, Brooke Hemmings and Ondre Hapuku-Lambert (Deputy Chair) (Karamu High School); Lucas d’Arbois de Jubainville and Finley Robert Duncan (Lindisfarne College); Olivia Omur-Mackenzie, Zoe Smith and Eva Harper (Hastings Girls High School); Matilda Ellis (Woodford House); Sam Wixon (HNHS); Louis Gaffaney (St Johns College); Daisy Hill (Iona); and Janicka Tei (Taradale High) Council Liaison - Councillor Wendy Schollum
Tokamatua: Quorum:	10 members
Apiha Matua Officer Responsible:	Acting Group Manager: Community Wellbeing & Services - Dennise Elers
Te Rōpū Manapori me te Kāwanatanga Democracy & Governance Services:	Christine Hilton (Extn 5633)

1.0	Apologies & Leave of Absence – Ngā Whakapāhatanga me te Wehenga ā-Hui 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.
2.0	Confirmation of Minutes – Te Whakamana i Ngā Miniti Minutes of the Hastings Youth Council Meeting held Wednesday 29 July 2020. (Previously circulated)
3.0	Facebook Page Update
4.0	General Business
5.0	HDC Youth Council Upcoming Events	9
6.0	HDC Youth Council Updates	11
7.0	Active Transport Group Sub-committee Youth Representative	75