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Page 1 of 36 Youth Council Proposal Draft 01

XXX COMMITTEE

FOR THE MEETING OF XXXX, 2014

Report for Agenda Item No XX

Prepared by

Proposed Timaru District Youth Council

Purpose of Report

Background

This report contains:- Appendix A: Timaru District Youth Council Proposal- Appendix B: Terms of Reference for the Timaru District Council- Appendix C: Role descriptions and persons specifications for the Youth Council

Chair and members, Liaison Officers and appointed Councillor- Appendix D: Nomination forms for to the Timaru District Youth Council- Appendix E: Timaru District Youth Council budget 2014/2015

Options

Identification of Relevant Legislation, Council Policy and Plans

Assessment of Significance

Consultation

Other Considerations

Funding Implications

Conclusion

Recommendations


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Appendix A

Proposed Youth Council within the Timaru District

Rationale

The Timaru district has many groups representing different sectors of ourcommunity on a range of different topics, for example Senior Citizens, Chamber ofCommerce, sporting associations, etc. however, at present there is no official groupthat represents the young people of our district in terms of their engagement withlocal governance. This proposal suggests that forming a Youth Council will fill thisvoid and provide an important communication mechanisms between the youth of ourcommunity the elected TDC Councillors.

The TDC Mission is, in part, to see a vibrant and growing community of which our

youth are our future. Part of achieving this is having a forum by which our futureresidents can have meaningful input into the future, where they can contribute toLocal Community and the district Long Term Planning.

Youth Councils are not set up with any formal decision-making powers, the ethos ofYouth Councils are to provide a forum for communication and engagement withyouth and formal decision-making structures such as the TDC. That said, oftenYouth Councils do support youth in their district with possible examples such asorganising concerts, etc.

TheMinistry of Youth Developmentactively encourage Local Bodies to establishYouth Councils and at a national level we young people take part in the annualYouth Parliament. The Ministry offers assistance in terms of helping youth engageand offers funding to assist youth to establish local connections, improveconfidence, develop and practice leadership skills, allowing them to positivelycontribute and influence their community.

The proposed Purpose of a Youth Council is to: ensure a youth perspective is provided to the Council on the range of issues

covered by the Council, as well as issues relating directly to youth and how

these can best be met build young peoples knowledge of Timaru district Council activities and

processes to enable them to participate in Councils decision-makingprocesses

The Timaru District has had Youth Councils in the past

The TDC has set up and assisted the running of a Youth Council in the past, yet ithas failed to maintain itself and subsequently dissolved. However, in recent years

there has been a significant national increase in the number of Youth Councils inNew Zealand, support both from Councils and external agencies, for example, theMinistry of Youth Development. There is now a much more structured approach to
http://www.myd.govt.nz/young-people/youth-councils-local-government.htmlhttp://www.myd.govt.nz/young-people/youth-councils-local-government.htmlhttp://www.myd.govt.nz/young-people/youth-councils-local-government.htmlhttp://www.myd.govt.nz/young-people/youth-councils-local-government.html


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the work they do and how they add value, and indeed are seen as very importantcomponents of the governance of districts.

It is time for the Timaru District to support the creation of a Youth Council.

The following Council do have active Youth Councils:- Ashburton Youth Council- Auckland Youth Advisory Panel- Clutha Youth Council- Cromwell Youth Forum- Franklin Youth Advisory Board- Hamilton Youth Council- Hastings Youth Council- Horowhenua Youth Council- Invercargill Youth Council- Kapiti Coast Youth Council

- Kawerau Youth Council- Manukau Youth Council- Napier Youth Council- Nelson Youth Council- New Plymouth Youth Subcommittee- tautahi Youth Council- Palmerston North Youth Council- Porirua Youth Advisory Group- Rotorua District Youth Council- South Waikato District Council Youth Council- Stratford District Youth Council- Summit Youth Council- Tairawhiti Youth Voice - Gisborne- Tasman Youth Council- Wairoa Youth Council- Waitaki Youth Council- Wanganui Youth Council- Wellington Youth Council- Whakatane Youth Council- Whangarei Youth Advisory Group- Youth Infusion, Hutt City Council

Initial Youth Council establishment

Establishing a Youth Council will require initial seed-funding. The budget requiredfor this Youth Council Establishment is included in the attached Budget for2014/2015.

A Timaru District Youth Council Establishment Committee will be formed to establishthe first Timaru District Council, this will include the following:

- Mayor or their nominee- A TDC nominated Council support officer- Nominee of the Timaru Secondary Schools Principals Association
http://www.ashburtondc.govt.nz/council/youth+council.htmhttp://www.ashburtondc.govt.nz/council/youth+council.htmhttp://www.aucklandcouncil.govt.nz/EN/ABOUTCOUNCIL/REPRESENTATIVESBODIES/ADVISORYPANELS/Pages/youthadvisorypanel.aspxhttp://www.aucklandcouncil.govt.nz/EN/ABOUTCOUNCIL/REPRESENTATIVESBODIES/ADVISORYPANELS/Pages/youthadvisorypanel.aspxhttp://www.cluthadc.govt.nz/Web%20Pages/Economic%20Development/Youth%20Council.htmhttp://www.cluthadc.govt.nz/Web%20Pages/Economic%20Development/Youth%20Council.htmhttp://www.bebo.com/Profile.jsp?MemberId=4818191912http://www.bebo.com/Profile.jsp?MemberId=4818191912http://www.franklin.govt.nz/Home/ArchivedNews/FranklinsYouthOnBoard/tabid/1219/Default.aspxhttp://www.franklin.govt.nz/Home/ArchivedNews/FranklinsYouthOnBoard/tabid/1219/Default.aspxhttp://www.hamilton.co.nz/our-council/mayor-and-councillors/youthcouncil/Pages/default.aspx1http://www.hamilton.co.nz/our-council/mayor-and-councillors/youthcouncil/Pages/default.aspx1http://www.hastingsdc.govt.nz/youth-futureshttp://www.hastingsdc.govt.nz/youth-futureshttp://www.horowhenua.govt.nz/Living/Community-Wellbeing/Youth/http://www.horowhenua.govt.nz/Living/Community-Wellbeing/Youth/http://www.icc.govt.nz/YourCouncil/YouthCouncil.aspxhttp://www.icc.govt.nz/YourCouncil/YouthCouncil.aspxhttp://www.kapiticoast.govt.nz/Your-Council/Partners/Youth-Council/http://www.kapiticoast.govt.nz/Your-Council/Partners/Youth-Council/http://www.kaweraudc.govt.nz/services/youthmatters/default.asphttp://www.kaweraudc.govt.nz/services/youthmatters/default.asphttp://www.aucklandcouncil.govt.nz/EN/ABOUTCOUNCIL/REPRESENTATIVESBODIES/ADVISORYPANELS/Pages/youthadvisorypanel.aspxhttp://www.aucklandcouncil.govt.nz/EN/ABOUTCOUNCIL/REPRESENTATIVESBODIES/ADVISORYPANELS/Pages/youthadvisorypanel.aspxhttp://www.napieryouth.co.nz/index.php?cid=ycon/connectinhttp://www.napieryouth.co.nz/index.php?cid=ycon/connectinhttp://www.nelsoncitycouncil.co.nz/youth-council-home/http://www.nelsoncitycouncil.co.nz/youth-council-home/http://www.newplymouthnz.com/LivinginNewPlymouth/Youth/YouthSubcommittee.htmhttp://www.newplymouthnz.com/LivinginNewPlymouth/Youth/YouthSubcommittee.htmhttp://www.facebook.com/pages/The-Otautahi-Youth-Council/155281276176http://www.facebook.com/pages/The-Otautahi-Youth-Council/155281276176http://www.bebo.com/Profile.jsp?MemberId=4558828048http://www.bebo.com/Profile.jsp?MemberId=4558828048http://www.pcc.govt.nz/Community/Youth-Development/Youth-Advisory-Grouphttp://www.pcc.govt.nz/Community/Youth-Development/Youth-Advisory-Grouphttp://de.bebo.com/Profile.jsp?MemberId=4722289591http://de.bebo.com/Profile.jsp?MemberId=4722289591http://www.southwaikato.govt.nz/our-council/council-structure/structure-overview/Pages/south-waikato-youth-council.aspxhttp://www.southwaikato.govt.nz/our-council/council-structure/structure-overview/Pages/south-waikato-youth-council.aspxhttp://www.stratfordyouthcouncil.com/http://www.stratfordyouthcouncil.com/http://www.qldc.govt.nz/home/community-and-culture/youth/summit-youth-council/http://www.qldc.govt.nz/home/community-and-culture/youth/summit-youth-council/http://www.gdc.govt.nz/youth-council/http://www.gdc.govt.nz/youth-council/http://www.tyc.co.nz/http://www.tyc.co.nz/http://www.facebook.com/pages/Wairoa-Youth-Council/103813003521http://www.facebook.com/pages/Wairoa-Youth-Council/103813003521http://www.waitaki.govt.nz/community/SitePages/YOUTH%20COUNCIL.aspxhttp://www.waitaki.govt.nz/community/SitePages/YOUTH%20COUNCIL.aspxhttp://www.wanganui.org.nz/http://www.wanganui.org.nz/http://www.wellington.govt.nz/services/youth/youthcouncil.htmlhttp://www.wellington.govt.nz/services/youth/youthcouncil.htmlhttp://www.whakatane.govt.nz/Residents/Youth/Whakatane-District-Youth-Council/http://www.whakatane.govt.nz/Residents/Youth/Whakatane-District-Youth-Council/http://www.wdc.govt.nz/CommunitySafetyandSupport/Youth/Pages/default.aspxhttp://www.wdc.govt.nz/CommunitySafetyandSupport/Youth/Pages/default.aspxhttp://www.huttcity.govt.nz/Council-Services/Community-Development/Youth-Infusion/http://www.huttcity.govt.nz/Council-Services/Community-Development/Youth-Infusion/http://www.huttcity.govt.nz/Council-Services/Community-Development/Youth-Infusion/http://www.wdc.govt.nz/CommunitySafetyandSupport/Youth/Pages/default.aspxhttp://www.whakatane.govt.nz/Residents/Youth/Whakatane-District-Youth-Council/http://www.wellington.govt.nz/services/youth/youthcouncil.htmlhttp://www.wanganui.org.nz/http://www.waitaki.govt.nz/community/SitePages/YOUTH%20COUNCIL.aspxhttp://www.facebook.com/pages/Wairoa-Youth-Council/103813003521http://www.tyc.co.nz/http://www.gdc.govt.nz/youth-council/http://www.qldc.govt.nz/home/community-and-culture/youth/summit-youth-council/http://www.stratfordyouthcouncil.com/http://www.southwaikato.govt.nz/our-council/council-structure/structure-overview/Pages/south-waikato-youth-council.aspxhttp://de.bebo.com/Profile.jsp?MemberId=4722289591http://www.pcc.govt.nz/Community/Youth-Development/Youth-Advisory-Grouphttp://www.bebo.com/Profile.jsp?MemberId=4558828048http://www.facebook.com/pages/The-Otautahi-Youth-Council/155281276176http://www.newplymouthnz.com/LivinginNewPlymouth/Youth/YouthSubcommittee.htmhttp://www.nelsoncitycouncil.co.nz/youth-council-home/http://www.napieryouth.co.nz/index.php?cid=ycon/connectinhttp://www.aucklandcouncil.govt.nz/EN/ABOUTCOUNCIL/REPRESENTATIVESBODIES/ADVISORYPANELS/Pages/youthadvisorypanel.aspxhttp://www.kaweraudc.govt.nz/services/youthmatters/default.asphttp://www.kapiticoast.govt.nz/Your-Council/Partners/Youth-Council/http://www.icc.govt.nz/YourCouncil/YouthCouncil.aspxhttp://www.horowhenua.govt.nz/Living/Community-Wellbeing/Youth/http://www.hastingsdc.govt.nz/youth-futureshttp://www.hamilton.co.nz/our-council/mayor-and-councillors/youthcouncil/Pages/default.aspx1http://www.franklin.govt.nz/Home/ArchivedNews/FranklinsYouthOnBoard/tabid/1219/Default.aspxhttp://www.bebo.com/Profile.jsp?MemberId=4818191912http://www.cluthadc.govt.nz/Web%20Pages/Economic%20Development/Youth%20Council.htmhttp://www.aucklandcouncil.govt.nz/EN/ABOUTCOUNCIL/REPRESENTATIVESBODIES/ADVISORYPANELS/Pages/youthadvisorypanel.aspxhttp://www.ashburtondc.govt.nz/council/youth+council.htm


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- Four people representative of the Youth of the Timaru District identified fromadvertising for such via the weekly TDC Noticeboard in the Timaru Herald andselected by the Mayor or Nominee.

The initial Timaru District Youth Council will hold office from their selection in 2014

to the 31 January 2016.

Proposed Terms of Reference

The Timaru District Youth Council Terms of Reference is attached in Appendix A.The Terms of Reference have been developed after consulting all other NewZealand Youth Councils Terms of Reference.

ConsultationIn the development of this proposal consultation has been had with:- Ashburton District Council, Jo Naylor, Support OfficerBusiness Support- Ministry of Youth Development , Wellington

Proposed Budget

A Youth Council will require a funding base to operate effectively and meet itspurpose.

Establishing a Youth Council will require initial and on-going funding just as does thedemocracy components of the elected TDC does.


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Appendix B

TIMARU DISTRICT YOUTH COUNCIL TERMS OF REFERENCE

1. PurposeThe purpose of the Youth Council is to:

ensure a youth perspective is provided to the Council on the range of issuescovered by the Council, as well as issues relating directly to youth and howthese can best be met

build young peoples knowledge of Council processes to enable them toparticipate in Councils decision-making processes

2. Advisory role

2.1 The Youth Council will: advise on youth involvement in the planning and development of Council

services and programmes advise on how the views of youth can be canvassed and conveyed to Council

(including providing advice on formal consultations being undertaken) provide advice to the Council on matters of planning and infrastructure

(especially if they have a direct impact on young people); and advise on matters relating to policy and strategic development.

2.2 The Youth Council is an advisory group set up to inform the work and activities

of the Council.

2.3 The Youth Council is only one mechanism for the Council to obtain input fromyoung people. The group does not remove or reduce the Councilsresponsibilities to obtain input from other young people through othermechanisms.

3 Responsibilities

3.1 Youth Council members are required to: attend Youth Council meetings attend TDC committee and council meetings wherever possible attend training and project meetings work on project teams between meetings be available to attend any other training/meetings that may occur provide Youth Council information to their networks bring youth issues and opportunities to the Youth Council network with other New Zealand Local Body Youth Councils as appropriate assist the Council to canvass youth views

3.2 The Chairman of the Youth Council is required to present an Annual Report of

activities to the appropriate TDC Committee

3.3 In return for their commitment, the Council will provide members with:


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training to fulfil their role as a Youth Council member, including leadershiptraining

opportunities to attend conferences/seminars opportunities to be a youth representative on various working parties/project

teams assistance with transport to and from meetings training on and exposure to the local government political system.

3.4 Youth Council Conference Attendance:Elected Youth Council members must be prepared to attend any Annual YouthConference if selected/nominated to attend.

3.5 Portfolio responsibilities:Youth Council members are encouraged to identify Council strategic/portfoliosareas they are interested in, such as: transport, environment, arts and culture,social and recreation, economic development, governance and urban developmentand engage with TDC Councillors responsible for those portfolios.

4 MembershipThe Youth Council will include up to 12 members. Role descriptions for membersare included in Appendix A.

4.1 Criteria for membershipMembers need to: be between 15-24 years of age

live within the boundaries of the Timaru District have the ability to work with other people and work in a team be proactive be committed to attending meetings regularly.

Youth Council membership should include the range of skills and experiencerequired for the group to adequately perform their role.

It is expected that Youth Council membership will provide a broad representationof the Timaru Districts youth population, with consideration given to:

an appropriate gender balance an appropriate diverse range of cultural backgrounds appropriate representation from youth with disabilities the inclusion of youth members from a diverse range of representative

organisations within the Timaru Distrrict (secondary schools, tertiaryeducation providers, youth groups, kura kaupapa, Pacific church groups,refugee and migrant groups, youth focused clubs).

4.2 Chair/Co-Chairs/Deputy Chair and membersMembers of the Youth Council will elect a Chair and Deputy Chair on an annual

basis at the start of each calendar year. The Chair and Deputy Chair will hold theirposition for a maximum of twelve months.


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The inaugural Chair and Deputy Chair will be selected by the Mayor having givenconsideration to the successful applications of members.

A role description for the Chair/Deputy Chair is included in Appendix C. In theabsence of the Chair, the Deputy Chair will run the meeting.

4.3 Removal of membersIf a Youth Council member misses more than three consecutive meetings, theirmembership on the Youth Council will cease. Members can be removed from thegroup under exceptional circumstances when the behaviour of that member isseen as detrimental to the effective operation of the Youth Council.

5 Call for nominations and Term of AppointmentNominations for membership to the Timaru District Youth Council will be called forand open from 01 December each year. Advance promotion of this call will be

made via all appropriate media and to all appropriate bodies from November eachyear.

The standard term of appointment will be one year with the year beginning 01February and ending 31 January the following year. The term of appointment canbe less than one year if a member: resigns misses three consecutive meetings, or is removed by the Council.

If a Youth Council member resigns during the year, the Council will recruit toattract a new member for the position as part of an annual recruitment drive.

Existing Youth Councillors are eligible for re-election.

While the Chair and Deputy Chair is appointed annually, consideration should begiven to continuity over two years.

6 Timaru District Council Nomination and Selection Process

Timaru District Council will call for expressions of interest from 15-24 year olds fromwithin the citys boundaries via a number of different media (social media,newspapers, approaches to schools/tertiary education organisations, youth groups,the Council website, community radio etc.).

Youth interested in being a Youth Council member are required to complete anapplication form (see Appendix D).

Upon the closure of applications, all nominations will be considered (within section4.1) by the following panel:- Chair and/or Deputy Chair of the existing Youth Council

- The Council nominated Timaru District Councillor- The TDC nominated Council support officer- Nominee of the Timaru Secondary Schools Principals Association


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- Three people representative of the Youth of the Timaru District identified fromadvertising for such via the weekly TDC Noticeboard in the Timaru Herald andselected by the Mayor or Nominee.

7 OperationA nominated Council officer/s will oversee the administration of the Youth Council.Officers will take meeting minutes, compile the agenda in collaboration with theChair and provide general administrative and advisory support.

8. Member induction and trainingAll members joining the Youth Council will receive an induction pack andinformation explaining the Councils function and processes and the role of theYouth Council.

9. Frequency of and attendance at MeetingsThe Youth Council will meet up to 10 times per year between the months ofFebruary and November. Youth Councillors are expected to attend at least 75% ofthe scheduled meetings

10. Conflicts of Interest and ResolutionMembers must declare any conflicts of interest and should conflict occur, theChair/Co-Chairs and group will work with Council Officers to resolve the conflict. Aconflict of interest log will be maintained by Council officers.

11. QuorumHalf of the current number of members, not including vacancies, must be presentfor the group to have a quorum.

12. FundingThe Timaru District Council will allocate $15,000.00 per annum to the operation ofthe Youth Council. These funds cannot be used for funding activities of othergroups or activities. These funds will be held and managed by the TDC manager

responsible for Finance.

13. Meeting ProceduresLGA standing Orders will apply for all meetings.

14. Minutes and agendasAll minutes and agendas will be make available in the Timaru District Web siteunder TDC availability requirements for all Council meetings. Agenda items mustbe presented to the Chair 10 days before the close of the Agenda.

15. Code of Conduct


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All Youth Council members are subject to the Timaru District Councillor Code ofConduct.

16. Reporting

The Youth Council will report to the Councils XXXCommittee in the last quarter ofeach year. The report will outline work undertaken, attendance and number ofmeetings held, the groups achievements and any issues or initiatives it wishes theCouncil to consider further.

17. Payment and Travel AllowanceMembers will be paid a $20 allowance for every meeting they attend and a travelallowance as per the Timaru District Council Elected members policy.

18. ReviewThe Terms of Reference will be reviewed as required. All changes to the Terms ofReference will be subject to the approval of the appropriate Timaru District Councilcommittee and Council.


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Appendix C:Role descriptions for the Youth Council Chair, members, Liaison Officersand Appointed Councillor

The Chair will:

encourage open communication where all members can contribute toconversations

not allow individuals or sub-groups to dominate the meeting work with Council officers to compile meeting agenda oversee the development, completion and implementation of the groups

annual work programme be the spokesperson for the Youth Council and represent the views and

recommendations of the group as required, including in presentations to theCouncil and other groups as required.

Present an Annual Report to the Chair of the TDC committee overseeing the

TDC Youth Committee

Role and responsibilities of the Deputy Chair

To support the Chair in their role. To act in place of the Chair should the Chair be unavailable or have a conflict

of interest.

Youth Council Members will:

provide advice on youthrelated issues linked to the development andimplementation of the Councils policies, projects, planning and service delivery

actively participate in Youth Council meetings attend where possible, on a rotation basis, Council and Community Board

meetings attend training and project meetings work on project teams between meetings be available to attend any other training/meetings that may occur provide Youth Council information to their networks bring youth issues and opportunities to the Youth Council assist the Council to canvass youth views.

Officers will:

be responsible for the administration, support and promotion of the group. Thiswill include the induction of new members, development of agendas, recordingmeeting minutes and following up on action points to report back to the group

work with the Chair/Deputy Chair to set meeting agenda work across Council business units to ensure youth are considered in the

development and implementation of policy, strategy, planning and servicedelivery in the city

enable other business units to develop effective working and consultationrelationships and practices with young people and Timaru Districts Youthorganisations.


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The Elected member/Councillor

The Councillor appointed to the Youth Council is not a member of the YouthCouncil. The Councillors role is to: act as a liaison and information conduit between the Council and the Youth

Council conveying, if necessary, the concerns of the group provide, in

conjunction with officers, information, advice and an explanation of theCouncils political process and agreed Council policy where required andrequested by the group.


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Appendix DTDC LogoTDC Contact Details

Nomination form to be a member of the

Timaru District Youth Council for the year 20XX/20XX

Nominee to complete

Surname: _____________________________

First Name/s: __________________________

Address: _________________________________________________________

__________________________________________________________________

Phone numbers: __________________________________________________

Email: ___________________________________________________________

Gender: Male Female

Date of Birth: ______________________

Please list membership of organisations, positions held and length of service withinthese organisations:

___________________________________________________________________

___________________________________________________________________

___________________________________________________________________

__________________________________________________________________

Please advise how you would engage with Youth in the Timaru District to fulfil theYouth Councillor Role Description, that is, your networks.

__________________________________________________________________

__________________________________________________________________

__________________________________________________________________

__________________________________________________________________

__________________________________________________________________


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Please advise the strengths that you believe you would bring to the Youth Council

__________________________________________________________________

__________________________________________________________________

__________________________________________________________________

__________________________________________________________________

__________________________________________________________________

__________________________________________________________________

I have read and understand the Timaru District Council Youth Councillor RoleDescription and will undertake to fulfil these to the best of my ability.

Signed: __________________________________________

Dated: __________________________________________

A maximum of two supporting references can accompany this application.

First Nominator (must live in the TDC area)

Nominated by (Please print full name):_____________________________________

Nominators address: __________________________________________________

Nominators Phone number: _________________________________________

Nominators signature: ____________________________ Date:____________

Second Nominator (must live in the TDC area)

Nominated by (Please print full name):_____________________________________

Nominators address: __________________________________________________

Nominators Phone number: _________________________________________

Nominators signature: ____________________________ Date:____________


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Appendix E

Timaru District Youth Council budget 2014/2015

(not supplied as part of this document)


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Supporting Documents used in thedevelopment of the (Draft)

Timaru District Youth Council Terms ofReference


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Wellington Youth Council Youth Council

Introduction Terms of ReferenceMarch 2011

Purpose

The purpose of the Youth Council is to: ensure a youth perspective is provided to the Council on the range of issues

covered by the Council, as well as issues relating directly to youth build young peoples knowledge of Council processes to enable them to participate

in Councils decision-making processes build the Councils knowledge of the needs of young people in Wellington City and

how these can best be met.

Advisory role

The Youth Council will: advise on youth involvement in the planning and development of Council services

and programmes advise on how the views of youth can be canvassed and conveyed to Council

(including providing advice on formal consultations being undertaken) provide advice to the Council on matters of planning and infrastructure (especially

if they have a direct impact on young people); and advise on matters relating to policy and strategic development.

The Youth Council is an advisory group set up to inform the work and activities ofthe Council. The group will not be given an independent budget to commission

work or undertake activities outside of this advisory role.

The Youth Council is only one mechanism for the Council to obtain input fromyoung people. The group does not remove or reduce the Councils responsibilitiesto obtain input from other young people through other mechanisms.

Responsibilities

Youth Council members are required to: attend Youth Council meetings

attend training and project meetings work on project teams between meetings be available to attend any other training/meetings that may occur provide Youth Council information to their networks bring youth issues and opportunities to the Youth Council assist the Council to canvass youth views.

In return for their commitment, the Council will provide members with: training to fulfil their role as a Youth Council member, including leadership training opportunities to attend conferences/seminars opportunities to be a youth representative on various working parties/project teams assistance with transport to and from meetings training on and exposure to the local government political system.


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Portfolio responsibilitiesYouth Council members can identify portfolio Council strategy areas they areinterested in, such as: transport, environment, arts and culture, social andrecreation, economic development, governance and urban development.

MembershipThe Youth Council will include up to 20 members. Role descriptions for membersare included in

Appendix A.

Criteria for membershipMembers need to:

be between 12-24 years of age live within the boundaries of Wellington City Council have the ability to work with other people and work in a team be proactive be committed to attending meetings regularly.

Youth Council membership should include the range of skills and experiencerequired for the group to adequately perform their role.

It is expected that Youth Council membership will provide a broad representationof Wellington Citys youth population, with consideration given to:

an appropriate gender balance

an appropriate diverse range of cultural backgrounds appropriate representation from youth with disabilities the inclusion of youth members from a diverse range of representative

organisations within Wellington City (secondary schools, tertiary educationproviders, youth groups, kura kaupapa, Pacific church groups, refugee andmigrant groups such as Changemakers, youth focused clubs).

Chair/Co-Chairs/Deputy ChairMembers of the Youth Council will elect a Chair and Deputy Chair on an annualbasis at the start of each calendar year. The Chair and Deputy Chair will hold theirposition for a maximum of twelve months.

A role description for the Chair/Deputy Chair is included in Appendix A. In theabsence of the Chair, the Deputy Chair will run the meeting.

Removal of membersIf a Youth Council member misses more than three consecutive meetings, theirmembership on the Youth Council will cease. Members can be removed from thegroup under exceptional circumstances when the behaviour of that member isseen as detrimental to the effective operation of the Youth Council.

Term of AppointmentThe standard term of appointment will be one year. Members can ask for theirmembership to be extended for additional terms. Extended terms of appointmentmust be approved by the Chair of the Youth Council and an officer of the Council.The term of appointment can be less than one year if a member:


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resigns misses three consecutive meetings, or is removed by the Council.

If a Youth Council member resigns during the year, the Council will and recruit to

attract a new member for the position as part of an annual recruitment drive.

Promotion and Selection ProcessWellington City Council will call for expressions of interest from 12-24 year oldsfrom within the citys boundaries via a number of different media (social media,newspapers, approaches to schools, the Council website, community radio etc.).

Youth interested in being a Youth Council member will be asked to complete anapplication form and attend a meeting of the Youth Council. Applicants will beinterviewed by the Chair and Deputy Chair of the Youth Council and one Councilofficer at the end of this meeting. Applicants will be selected in accordance withtheir ability to match criteria listed in section 4.1.

OperationCouncil officers will oversee the administration of the Youth Council. Officers willtake meeting minutes, compile the agenda in collaboration with the Chair andprovide general administrative and advisory support.

Member induction and trainingAll members joining the Youth Council will receive an induction pack andinformation explaining the Councils function and processes and the role of the

Youth Council.Frequency of MeetingsThe Youth Council will meet up to 20 times per year.

Conflict ResolutionShould conflict occur, the Chair/Co-Chairs and group will work with CouncilOfficers to resolve the conflict. A conflict of interest log will be maintained byCouncil officers.

QuorumHalf of the current number of members, not including vacancies, must be presentfor the group to have a quorum

ReportingThe Youth Council will report to the Councils Strategy and Policy Committee in thelast quarter of each year. The report will outline work undertaken, attendance andnumber of meetings held, the groups achievements and any issues or initiatives itwishes the Council to consider further.

Payment

Members will be paid a $20 allowance for every meeting they attend. Members willbe expected to be present for the majority of any meeting to receive the allowance.

Review


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The Terms of Reference will be reviewed as required. All changes to the Terms ofReference will be subject to the approval of the appropriate Wellington CityCouncil committee and Council.4 5

Appendix A 1: Role descriptions for the Youth Council Chair, members,Liaison Officers and Appointed Councillor

The Chair will:

encourage open communication where all members can contribute toconversations

not allow individuals or sub-groups to dominate the meeting work with Council officers to compile meeting agenda oversee the development, completion and implementation of the groups annual

work programme

be the spokesperson for the Youth Council and represent the views andrecommendations of the group as required, including in presentations to theCouncil and other groups as required.

Role and responsibilities of the Deputy Chair

To support the Chair in their role. To act in place of the Chair should the Chair be unavailable or have a conflict of

interest.

Youth Council Members will: provide advice on youthrelated issues linked to the development and

implementation of the Councils policies, projects, planning and service delivery

actively participate in Youth Council meetings attend training and project meetings work on project teams between meetings be available to attend any other training/meetings that may occur provide Youth Council information to their networks bring youth issues and opportunities to the Youth Council assist the Council to canvass youth views.

Officers will:

be responsible for the administration, support and promotion of the group. This willinclude the induction of new members, development of agendas, recordingmeeting minutes and following up on action points to report back to the group

work with the Chair/Deputy Chair to set meeting agenda work across Council business units to ensure youth are considered in the

development and implementation of policy, strategy, planning and service deliveryin the city

enable other business units to develop effective working and consultationrelationships and practices with young people and Wellingtons Youthorganisations.


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The Elected member/Councillor

The Councillor appointed to the Youth Council is not a member. The Councillorsrole is to:

act as a liaison and information conduit between the Council and the YouthCouncil conveying, if necessary, the concerns of the group provide, in conjunctionwith officers, information, advice and an explanation of the Councils politicalprocess and agreed Council policy where required and requested by the group.


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Hamilton Youth Council Terms of Reference 2012

Background to Youth CouncilYouth Councils in New Zealand are to provide young people with a voice torepresent their views in the wider community. Youth input gives first hand insightinto how youth use and perceive the city and the facilities, events and activities itprovides.

The Hamilton Youth Council is designed to encourage youth participation in civicaffairs and provide a voice on youth issues. Youth Council comprisesapproximately 15-20 young people aged from 15 to 25 years. The Youth Counciladvocates for and supports youth events, activities and facility provisions withinthe city. The Hamilton Youth Council also provides a youth perspective into widercity and national issues through consultations, submissions and letters.

Expectation of Youth Council members

Youth Council will meet officially once every four weeks between the months ofFebruary and December. Youth Council subcommittees may meet more often toprogress particular projects.

All meetings will follow a recognised meeting format as outlined in Formal MeetingProcedures.

Youth Council members will respect the confidential nature of their role in relationto Hamilton City Council business.

Youth Council are a non-political advisory group, and as such, they hold nopolitical affiliation with any group.

Youth Council must be transparent in all of their decision-making. Youth Councilmembers must declare any potential conflicts of interest when discussing items.

Hamilton Youth Council will work collaboratively with Hamilton City Council andappropriate youth services.

The Hamilton Youth Council will advocate on behalf of all young people inHamilton to ensure that young people:

Feel valued

Be given opportunities to express themselves, to be seen and to be heard Have their own spaces in communities

Have the right to live in a safe, supportive environment Have access to affordable and appropriate information, services, resources,

activities and facilities

Be recognised as valued members of the community Be given opportunities to have real responsibilities

Be given real decision making opportunities

Have good adult role models, who have the ability and responsibility to assist,encourage and inform young people about issues that may affect them.


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Roles within Hamilton Youth Council

Chairperson Deputy Chairperson Secretary

These roles will be appointed for a one year term. Youth Council may, at theconclusion of one year, elect new people to the roles of responsibility. Those whohave previously held these positions are eligible for re-election.

Elections will progress as follows: Council members may nominate themselves or be nominated by other Youth

Council members All council members present will vote, by secret ballot, for one nominated

candidate per role The Social Development Advisor will tally votes and advise of new appointments.

Term of MembershipThere is no minimum or maximum term of membership. If a member is selected atthe age of 25 years, they may remain a member until they turn 26.

If a member of Youth Council does not meet the performance or attendancestandards agreed upon, the individual will be given two warnings before beingremoved from Youth Council. Please see criteria below in the Criteria section.

AbsencesWhen a Youth Council member is absent for two or more meetings without

informing the Chairperson or Social Development Advisor of their absence, theChairperson or Social Development Advisor will contact that member and establishtheir level of interest and commitment to the Youth Council.

The same process will apply to those who miss three meetings in a row, even ifapologies were given.Each member must be given every opportunity to be involved in the Youth Counciland encouraged to participate. If other commitments make regular attendancedifficult or if they do not wish to participate any further, they will be asked to write aformal letter of resignation to Youth Council. 4

CriteriaCriteria for membership of Hamilton Youth Council:

Attendance at a majority of official monthly meetings (if a member misses twomeetings in a row with no good reason, a warning will be given)

Average or reasonable attendance and participation in project subcommittees oradditional meetings

Willingness to represent Hamilton Youth Council at other community or localevents

Regular communication with the rest of Youth Council including the SocialDevelopment Advisor and the Youth Council Executive Team

Regular input into and participation in Youth Council discussions and decisions


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Generally acceptable behaviour. Discrimination or bullying of any kind isunacceptable and will be dealt with by the Social Development Advisor and theExecutive Team.

Youth Council Funds

Hamilton Youth Council is funded by Hamilton City Council. Funding is for theYouth Councils overall operational and running costs, such as meeting costs,events, training/conferences and publications.Funds are provided for the operation of Youth Council only, NOT to fund theactivities of another group or organisation.

The Social Development Advisor is accountable for these funds and all requestsfor funding must be approved by the Neighbourhood Development Team Leader.

DisabilityPeople with disabilities must be given equal opportunity in Youth Council

recruitment, membership, training and promotion.

HarassmentAll members have the right to be treated fairly.

Harassment of any kind (sexual, physical, racial, sexual preference etc) will not betolerated.If a Youth Council member feels they have been harassed in any way by a fellowmember, they must report this to the Social Development Advisor. The SocialDevelopment Advisor will mediate at a meeting between the two parties toestablish the problem and work towards a solution. Depending on the severity ofthe harassment, dismissal from the Youth Council may occur.

Name Badges and T-ShirtsYouth Councillors are required to wear their name badges and t-shirts at all officialmeetings or instances where they will be acting in their capacity as YouthCouncillors or representing Youth Council at events.

Youth Council Meeting ProceduresPurpose:To ensure that Youth Council

meetings operate efficiently and ina professional manner. Steps

Key Points

Agenda settingThe Chairpersonand Secretary are to prepare theagenda with support from theSocial Development Advisor

Items to be included on theagenda must be directed to theChair or Social DevelopmentAdvisor at least seven workingdays prior to the meeting

Advise Chairperson or SocialDevelopment Advisor of apologies

Members are to contact theChairperson or SocialDevelopment Advisor at leastthree working days prior to the

meeting if they will not beattending a Youth Council meetingAdvise during meetings of anyupcoming absences


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Minimise any disturbance to othermembers during meetings

Turn off mobile phonesBe courteous while others arespeaking

Meeting starts on time Chair to welcome and thankmembers for attending and

declare meeting openMeeting follows agenda

Chairpersons report Provides an update on key issuesand activities

Community reports An update from each member isprovided on issues/events withintheir community

General Business is the time fornon-agenda items to be raised

The Chairperson is to encouragemembers to submit major agendaitems to the secretary and SocialDevelopment Advisor prior to theagenda being circulated (at leastseven working days beforemeeting)

Next meeting As per scheduled meetings butmay be changed on agreement bymembers

Close meeting Chairperson thanks members forparticipating and closes meeting


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Hastings District Youth Council 2013 TERMS OFREFERENCE

Youth Council activities for 2013

Take Part in a Youth Council Induction tour Organise and manage a local event for Youth. Take part in and support an event in Hastings for all ages to attend. Organise an event promoting Civic Pride. Participate in an inter city challenge with the Napier City Youth Council. Organise and attend a local retreat with other Youth Councils. Organise two cleanup day in a local suburb. Organise an event as part of Youth Week 2013. Attend and support the Youth Potential awards.

GOAL/MISSIONSTATEMENTTo be advocating and implementing the voice of youth for the Hastings District

MEMBERSHIP

Young people between the ages of 15 20 who live in the Hastings District. A maximum number for Youth Council is 15 members. Youth Council will have chairman and a deputy chairman. Council officers will be responsible for the minutes.

MEMBERSHIP

REQUIREMENTAttend 80 per cent of all meetings. Participate in all the Youth Council activities for2013.

MEETING FREQUENCYEvery second Tuesday from 4pm till 5:30pm throughout the year or when required.

ISSUES RAISEDAny issues raised at Hastings Youth Council meetings can bebrought to Council through the Community Safety Coordinator.

REPORTINGREQUIREMENTSMinutes will be distributed within 7 days of the Hastings District Youth Councilmeeting.Youth Council meeting minutes go to the HDC District Development CommitteeMeeting every month.

GENERAL PROCEDURESApologies to go to the Community Safety Coordinator or the Chair & Deputy chair.If a Youth Councillor misses more than 3 meetings in a row and an apology is notreceived, you will be required to resign from Youth Council.

DECISION MAKINGQuorum of 5 People. Majority rules but in the event of a tie, the Chairman has thecasting vote.


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Invercargill Youth Council

INVERCARGILL CITY YOUTH COUNCIL TERMS OF REFERENCE

The Invercargill City Youth Council has existed since 1998. The Youth Councilacts as an advocate for young people aged between 12 and 24, ensuring thatyoung peoples voices getheard by the Council. The Youth Council is one of theways the Council gains input from young people. This document outlines thepurpose, roles and responsibilities of the Youth Council.

1.Youth Councils Purpose: To engage young people in Invercargill City Council decision-making processes. To increase the Councils understanding of young peoples perspectives and

needs.

Specifically the Youth Council Will: Engage young people in Invercargill City to have a voice in decision making. Ensure young people know Youth Council exists for them to have a voice. Facilitate events and projects to involve young people.

Aims: Find, create and push for cool stuff for young people to do. Look at ways to improve the social and physical environment. Recognise and celebrate the fact that everyone is different. Get rid of discrimination and prejudice. Promote the principles of the Treaty of Waitangi. Facilitate forums for other young people to have a strong public voice.

2. Responsibilities:Members Are Required To:

Attend Youth Council meetings help fortnightly on Wednesdays from 4.30 pm to5.30pm. It is hoped that youth council meetings will not be held during schoolholidays.

Work on project teams. Be available to attend other trainings and meetings that may occur. Pass Youth Council information onto their networks, schools, etc.

Assist Invercargill City Council to canvas youth views. Attend at least one full Council meeting per year.

n Return For Your Commitment, Invercargill City Will Provide You With: Training to fulfil your role as a youth councillor. Opportunities to attend conferences/seminars. Opportunities to be a youth representative on various working parties/project

teams. Some assistance with parking to attend meetings. Training on the local government political system.


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Rockdale New South Wales Australia YOUTH COUNCILTERMS OF REFERENCE

1. Name of Committee

Rockdale City Council Youth Council

2. Establishment of CommitteeThe Rockdale City Council Youth Council has been established by Council inaccordance with Section 355 of the NSW Local Government Act (1993).

3. Objectives1. To assist Council with the identification of issues affecting young people andprovide advice on possible solutions.2. To assist Council with the identification of needs of young people and provideadvice on the needs that should be considered in the delivery of youth services or

programmes.3. To assist Council to develop partnerships and build connections with its youthpopulation.4. To encourage young people to take an active interest in local affairs and events.5. To assist Council to advocate to State and Federal governments or publicagencies on issues affecting young people.6. To assist Council with communication and consultation with its youth population.7. To assist Council to promote and disseminate information to its youth populationto help build a better understanding of the role of local government and theservices available to young people in the broader community.8. To assist Council to promote positive images of young people in the communityand recognition of the contribution young people make to community life.9. To assist Council organise and contribute to key community events for youngpeople.

4. Composition of Committee4.1 MembershipMembership will be invited from youth who live, work or study in Rockdale. Thesemembers must demonstrate a commitment to promoting positive images of youngpeople and advancing their needs and representation in the community. The YouthCouncil will comprise a maximum of fifteen (15) members aged between 12 and

24 years at the date of nomination.

The Youth and Community Safety Specialist or such other person as nominated bythe Manager Community and Customer Services will be in attendance to adviseand support the Committee and its initiatives.

4.2 ChairpersonThe Chairperson will be elected by the members of the Youth Council. The term ofoffice will be for a twelve (12) month period. Election will be via a secret ballotwhich will be administered by the Youth and Community Safety Specialist.

4.3 Deputy ChairpersonThe Deputy Chairperson will be elected by and from within the membership of theYouth Council. The term of office will be for a twelve (12) month period. Electionwill be via a secret ballot, which will be administered by the Youth and Community


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Safety Specialist. In the absence of the Chairperson, the Deputy Chairperson willassume the position of Chairperson.4.4 SecretaryThe Secretary will be Councils Youth and Community Safety Specialistor anotherCouncil officer as determined by the Manager Community and Customer Services.

4.5 Membership TermMembers will be appointed for a two (2) year period. Nominations will be called forin November each year for commencement in February. Members are entitled toreapply for membership however, selection of members will be based on thedemonstration of a commitment to promoting positive images of young people andadvancing their needs and representation in the community.

4.6 Appointment of MembersRockdale City Council will invite young people to serve on its Youth Council via aformal nomination process that is advertised widely. Nominations for membership

must be submitted on the formal nomination form. The Director Corporate andCommunity and the Manager Community and Customer Services will beresponsible for appointing members. A reserve list of eligible members will bedeveloped via this process to fill any vacancies that may arise. Notwithstanding4.1, the Young Citizen of the Year, named on Australia Day be invited to be anadditional member of the Youth Council for the year of their incumbency.

4.7 Resignation of MembersAn appointed Committee Member can resign their membership to the YouthCouncil at any time by formally notifying Councils ManagerCommunity andCustomer Services of their decision in writing.

4.8 RecognitionAt the end of their term, Committee members will receive a certificate ofappreciation in recognition of their service to the Youth Council.

5. Meetings and Operation of the Committee5.1 QuorumThe quorum for Councils Youth Council will be the Chairperson, or theDeputyChairperson acting as the Chairperson, plus four (4) members. The quorum mustbe present for all votes taken by the Council and any critical information or

discussion pertinent to the decision under consideration.

5.2 Frequency of MeetingsThe Youth Council will meet on a monthly basis at a time convenient to members.If a meeting is cancelled due to the lack of a quorum, then agenda items will becarried over to the next scheduled meeting. The Chairperson or Councils ManagerCommunity and Customer Services is permitted to call an extraordinary meetingshould the need arise.

5.3 Notice of MeetingsThe Chairperson is required to give notice of a meeting of the Youth Council to all

Members. The notice can be given by such means as deemed convenient by theChairperson including, but not limited to, telephone, email, fax, SMS or post.Where possible the Chairperson will give 10 days notice, however this


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requirement will be waived if the Chairperson considers the matter of an urgent orextraordinary nature.

5.4 Agenda ItemsAgenda items for the next meeting are to be received within ten (10) days prior to

the next scheduled meeting. Agenda items and attachments will be forwarded toMembers with the Notice of Meeting. Other items can be raised as generalbusiness of the day of the meeting. All members excluding the Secretary, areentitled to one vote against each recommendation put forward to Council. TheChairperson will if necessary have the casting vote.

5.5 Minutes of MeetingsDetails of how recommendations were put forward for voting, including by whom,and how voting determined the recommendation(s) and decisions made, must bedocumented in the minutes.The Secretary is required to ensure minutes of all Youth Council meetings are kept

and distributed to all Members. Minutes of the previous meeting must be confirmedat the next meeting of the YouthCouncil.

6. Duties and Powers of the CommitteeI. Attend meetings including induction, training and planning sessions.II. Advise of inability to attend meetings.III. Formally resign from the Council, if unable to attend meetings on an ongoingbasis.IV. Work co-operatively with other members in achieving the objectives of theYouth Council.V. Provide advice and recommendations to Council on youth needs and issues.VI. Assist with the formation of partnerships with other councils, organisations orgroups to facility a co-ordinated approach to the provision of activities and servicesthat better meet the needs of the youth population.VII. Advocate and raise awareness and understanding of needs and issuesaffecting young people.VIII. Act where requested as Youth Ambassadors at Council organised activities orrepresent youth on other Council committees or forums.IX. Assist with projects and initiatives undertaken or assigned to the Youth Councilincluding Youth Week.

X. Assist with community consultation and engagement projects aimed at youngpeople.XI. Assist with the dissemination of information to local young people.XII. Promote the achievements and positive contributions that young people maketo the community within the City of Rockdale.Failure to comply with the above listed duties and powers may result in aMembers term of membership being cancelled.

7. Code of ConductAll members of the Youth Council must observe Councils Code ofConduct Policyand other policies including those relating to dealing with the media. Failure to

comply with Councils Code of Conduct Policy may result in the Members term ofmembership being cancelled. Declarations of interest must be made and recordedin the minutes of the meeting. Details of the nature and extent of the interests mustbe recorded.


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8. Reporting RequirementsThe Secretary is required to submit a copy of the minutes of the Youth Council tothe Community Services and Access Advisory Committee and advise theCommittee through Councils normal reporting processof any matters that require

Council approval or endorsement. A copy of the full minutes of the Youth Councilwill also be submitted to a Council meeting. The Secretary may, if necessary,submit a report/s to Council through Councils normal reporting process on mattersthat require Council approval or endorsement. The Manager Community andCustomer Services is required to submit a six (6) month report on the activities andachievements of the YouthCouncil for their information.

9. Amendments to Terms of ReferenceCouncils Manager Community and Customer Serv ices will undertake a review ofthe terms of reference on a periodical basis in consultation with relevant

representatives. All amendments to the Terms of Reference for the Youth Councilmust be approved by Council. Adopted 7 December 2011


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Gisborne Youth Council

Appendix 1: Proposed Amended Gisborne District Youth Council Terms ofReference

These Terms of Reference set out the roles and responsibilities of the GisborneDistrict YouthCouncil (GDYC). Gisborne District Council acknowledges the branches of theGDYC are independent bodies but that in their role as the GDYC they will bebound by these Terms of Reference.

The Purpose of the Council appointing a GDYC is to:

Strengthen the engagement of young people with the Gisborne District Council; Build young peoples knowledge of civic process to enable them to participate in

Councils decision making processes; Build the Councils knowledge of the needs of young people and how these needs

may be met; Enhance the leadership skills of youth and develop a strong positive image and

profile of young people within the Gisborne District Council boundary; Promote and encourage youth involvement in the planning and development of Council services and infrastructure, particularly where they have a direct impact on young people; Ensure that the views of youth are canvassed and conveyed to Council, including advising on or assisting with formal consultations being undertaken by Council;

and Enhance young people's roles as active community members in achieving

outcomes towards a more inclusive community. The GDYC is an advisory group that can make recommendations to the

Committee. The GDYC is one means in which Council may use to obtain input from young

people.

Councils expectation of the GDYC is to:

act as an advocate and provide expertise to Council on issues important to youngpeople; make recommendations to Council on issues affecting young people; address issues of concern to young people; and monitor and evaluate Council's policy and strategic directions in other areas of

interest to young people.

Structure and functioningThere are currently four branches of the GDYC:

Central East Coast Youth Council (Matakaoa-Waiapu ward); Uawa Youth Advisory Group (Uawa-Tawhiti ward); TYV Gissie branch (Gisborne City ward); and YOLO Kaiti (Gisborne City ward).


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The GDYC branches operate independently as most have additional functionsrelated to other local youth programmes. This is appropriate due to the varyingneeds, issues and levels of support of the communities the branches are operatingwithin. Council will have a relationship with the youth and mentors of each branch

in these ways: Council staff will maintain contact with GDYC branches through Facebook

updates, attendance at meetings of each branch at least twice a year and at inter-branch

get-togethers; Relevant ward Councillors will maintain a relationship with the youth in GDYC

branches; and At least one Councillor will attend the inter-branch meetings. There will be at least three inter-branch get-togethers each year as follows:

December (including a celebration and farewell to departing members); March (including welcome to new members, AGM, election of Youth Advisor to Community Development Committee and annual planning such as identifying

training needs); and July (including training). The location of the get-togethers will be rotated between branches.

ResponsibilitiesTo meet the expectations of the Terms of Reference, each branch of the GDYC isrequired to:

meet regularly as a branch and keep minutes with copies uploaded to GDYCFacebook page;

maintain a membership of at least eight youth at all times; have at least three of its members attend at least two inter-branch get-togethers

per annum; host inter-branch get-togethers on a rotation basis; assist Gisborne District Council to canvass local youth views on matters of

interest; send an annual report by 30 June each year to Council staff including: list of current members (names, ages and places of residence) and contact details;

number of meetings and attendees list of activities undertaken expenditure ofCouncil funding for branches (meetings and travel); and completion of participation forms by branch members and other youth involved in activities; make regular contributions on Council policy and planning initiatives via the GDYC

Facebook page; provide a monthly update on branch activities and events via the GDYC Facebook

page including reports on expenditure of Council funding for community projectsand completion of participation forms by branch members and other youth involvedin activities;

attend training and project meetings; and work on project teams/committees.

In return for this commitment Gisborne District Council will:


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arrange and provide training to fulfil the role as a GDYC member, includingleadership

training; provide opportunities to be a youth representative on various working

parties/project teams; keep the GDYC Facebook page updated with information about Council initiatives, central government initiatives that may be of interest, upcoming training

opportunities, youth events and other relevant matters; provide each branch with a loan laptop to enable Facebook access and Skype or

video-conferencing capability; provide a lump sum (on the receipt of the previous years annual report and an

invoice) to each branch to assist with branch meeting expenses and transport toand from regional inter-branch meetings. (See section below on FundingAllocation);

where grant funding allows, allocate a sum of funding to each branch forcommunity projects. (See section below on Funding Allocation); and provide training on and exposure to the local government political system provide

a non-voting Youth Advisor seat on a relevant Council committee.Council encourages the GDYC branches to organise and deliver other youthdevelopment activities and seek their own funding from other sources for these.Nothing in these terms of reference is intended to limit the GDYC branches fromoperating other youth activities.

Portfolio responsibilitiesThe GDYC will be expected to identify and participate in portfolio areas they are

interested in contributing to. The possible areas include: transport environment culture and arts social and recreation economic development governance urban development.

Liaison with other advisory groups

The Council has other advisory groupsand is seeking increased cooperationbetween those groups. GDYC members may occasionally be asked to attendmeetings of the other groups to share information. The appointment of the GDYCdoes not remove or reduce the Councils responsibilities to obtaininput from otheryoung people through other means.

RepresentationThe GDYC will ensure fair and equitable representation from within the GisborneDistrict Council boundary, including but not limited to educational institutionswhose students are of the age 12-24 years, including tertiary and private training establishments and youth services.

New branches are welcome to establish at any time and join the collective as partof the GDYC.


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To be eligible for membership, groups must be non-sectarian, be able todemonstrate a commitment to positive youth development, have the support ofappropriate mentors and undertake to operate in accordance with these Terms ofReference.

New branches will need to seek the permission of the Community DevelopmentCommittee ofCouncil to join.

Funding allocationAny funding from GDC for branch operating costs (such as meeting expenses andtravel to interbranch get-togethers) will be allocated according to Council wardboundaries by the number of Council representatives. Current allocations areshown in the table below:Ward Number of councillors Proportion of Funding

Matakaoa-Waiapu 1 7.7%Tawhiti-Uawa 1 7.7%Gisborne 9 69.3% (/9)Taruheru-Patutahi 1 7.7%Waipaoa 1 7.7%Each branch will be advised of its allocation at the March AGM.

ReportingAn annual officers report will be presented to Council. The report will review theoperation and achievements of the individual branches of the GDYC against thisTerms of Reference.

ReviewThese Terms of Reference and the operations of the GDYC will be reviewed bymembers of theGDYC and Gisborne District Council staff in March of each year at the AGM toensure relevance and any recommendations for changes made to CommunityDevelopment Committee of Council.The Council may review the role of the GDYC or any of its branches in the event ofa substantial breach of these Terms of Reference or if it believes that therepresentation of youth in the district by GDYC is not fair and equitable.

Within six months of each triennial local government election the Council and theGDYC shall review their roles and responsibilities and amend, confirm orotherwise the role of the GDYC.

ConductMembers of the GDYC will not in any way claim to represent the Gisborne DistrictCouncil or the views of the Gisborne District Council.


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Ashburton Youth Council

Youth Council Terms of Reference Adopted 7 February 2012

Purpose

To provide a forum and engage young people in Ashburton District Councilsdecision-making processes;

To increase Councils understanding of young peoples perspectives and needs.

Specifically the Youth Council will Engage young people in the Ashburton district to have a voice in decision making;

Ensure the views of young people are canvassed and conveyed to Councilincluding providing advice on or assistance with formal consultations beingundertaken by Council;

Promote the purpose of the Youth Council; Participate in youth focused and intergenerational events;

Encourage pride in the Ashburton District.

ResponsibilitiesMembers are required to

Attend Youth Council meetings;

Be available to attend other training and meetings that may occur;

Pass Youth Council information onto their networks;

Assist Ashburton District Council to canvass youth views;

Promote inclusive principles and the Treaty of Waitangi;

Read agendas, minutes and reports and come to meetings prepared.

In return for your commitment, Ashburton District Council will provide you with Training to fulfil your role as a youth councillor

Opportunities to attend conferences/seminars

Opportunities to be a youth representative on various working parties/projectteams

MembershipThe Ashburton Youth Council will consist of

A representative group of youth from years 10 to 13 from Mt Hutt College andAshburton College;

Other youth up to age 24 years;

Youth who are committed to attending meetings regularly;

Youth who have applied on the correct form and provided referees;

Applications from individuals outside of the specified age group will be consideredunder special circumstances and with the approval of the elected members

appointed to the Youth Council, if they can prove that they can provide a beneficialcontribution to the Youth Council.2 Youth Council Terms of Reference Adopted 7February 2012


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Selection Process Call for nominations of Youth Council members will be made towards the end of

the previous year school year

Students from each secondary school, vocational or tertiary institution, youthorganisation or community network will be invited to apply

A panel comprising the two appointed District Councillors and the CommunityServices Officer will consider the applications and appoint the Youth Councillors

The application process will be publicly notified.

Conduct Members of the Youth Council cannot in any way claim to represent the views of

the Ashburton District Council

Youth Councillors will be expected to conduct themselves appropriately whenrepresenting the Ashburton District Council

Term of appointment Any young person appointed to the Youth Council shall be appointed for one year

Current members will reapply annually

If a Youth Council member resigns during the year, the Youth Council is able toco-opt new members of the Youth Council for the remainder of the year. Schools,community networks and youth organisations may be asked to recommend youngpeople to be seconded to the Youth Council.

Community Board Meetings Community Boards can invite Youth Council representatives to attend meetings