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 our community on a range of different topics, for example Senior Citizens, Chamber of Commerce, sporting associations, etc. however, at present there is no official group that represents the young people of our district in terms of their engagement with local governance. This proposal suggests that forming a Youth Council will fill this void and provide an important communication mechanisms between the youth of our community 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 future residents can have meaningful input into the future, where they can contribute to Local Community and the district Long Term Planning. Youth Councils are not set up with any formal decision-making powers, the ethos of Youth Councils are to provide a forum for communication and engagement with youth and formal decision-making structures such as the TDC. That said, often Youth Councils do support youth in their district with possible examples such as organising concerts, etc. The Ministry of Youth Development actively encourage Local Bodies to establish Youth Councils and at a national level we young people take part in the annual Youth Parliament. The Ministry offers assistance in terms of helping youth engage and offers funding to assist youth to establish local connections, improve confidence, develop and practice leadership skills, allowing them to positively contribute 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-making processes

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 it has failed to maintain itself and subsequently dissolved. However, in recent years there has been a significant national increase in the number of Youth Councils in New Zealand, support both from Councils and external agencies, for example, the Ministry of Youth Development. There is now a much more structured approach to
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the work they do and how they add value, and indeed are seen as very important components 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 required for this Youth Council Establishment is included in the attached Budget for 2014/2015. A Timaru District Youth Council Establishment Committee will be formed to establish the 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

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Four people representative of the Youth of the Timaru District identified from advertising for such via the weekly TDC Noticeboard in the Timaru Herald and selected 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 New Zealand Youth Councils Terms of Reference.

Consultation In the development of this proposal consultation has been had with: - Ashburton District Council, Jo Naylor, Support Officer Business Support - Ministry of Youth Development , Wellington

Proposed Budget A Youth Council will require a funding base to operate effectively and meet its purpose. Establishing a Youth Council will require initial and on-going funding just as does the democracy components of the elected TDC does.

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Appendix B TIMARU DISTRICT YOUTH COUNCIL TERMS OF REFERENCE

1. 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 and how these can best be met build young peoples knowledge of Council processes to enable them to participate 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 from young people. The group does not remove or reduce the Councils responsibilities to obtain input from other young people through other mechanisms. 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 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.

3.4 Youth Council Conference Attendance: Elected Youth Council members must be prepared to attend any Annual Youth Conference if selected/nominated to attend. 3.5 Portfolio responsibilities: Youth Council members are encouraged to identify Council strategic/portfolios areas they are interested in, such as: transport, environment, arts and culture, social and recreation, economic development, governance and urban development and engage with TDC Councillors responsible for those portfolios.

4 Membership The Youth Council will include up to 12 members. Role descriptions for members are included in Appendix A. 4.1 Criteria for membership Members 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 experience required for the group to adequately perform their role. It is expected that Youth Council membership will provide a broad representation of 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, tertiary education providers, youth groups, kura kaupapa, Pacific church groups, refugee and migrant groups, youth focused clubs).

4.2 Chair/Co-Chairs/Deputy Chair and members Members 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 their position for a maximum of twelve months.

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The inaugural Chair and Deputy Chair will be selected by the Mayor having given consideration to the successful applications of members. A role description for the Chair/Deputy Chair is included in Appendix C. In the absence of the Chair, the Deputy Chair will run the meeting. 4.3 Removal of members If a Youth Council member misses more than three consecutive meetings, their membership on the Youth Council will cease. Members can be removed from the group under exceptional circumstances when the behaviour of that member is seen as detrimental to the effective operation of the Youth Council.

5 Call for nominations and Term of Appointment Nominations for membership to the Timaru District Youth Council will be called for and 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 each year. The standard term of appointment will be one year with the year beginning 01 February and ending 31 January the following year. The term of appointment can be 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 to attract 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 be given 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 from within 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 an application form (see Appendix D). Upon the closure of applications, all nominations will be considered (within section 4.1) 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 from advertising for such via the weekly TDC Noticeboard in the Timaru Herald and selected by the Mayor or Nominee.

7 Operation A nominated Council officer/s will oversee the administration of the Youth Council. Officers will take meeting minutes, compile the agenda in collaboration with the Chair and provide general administrative and advisory support. 8. Member induction and training All members joining the Youth Council will receive an induction pack and information explaining the Councils function and processes and the role of the Youth Council. 9. Frequency of and attendance at Meetings The Youth Council will meet up to 10 times per year between the months of February and November. Youth Councillors are expected to attend at least 75% of the scheduled meetings 10. Conflicts of Interest and Resolution Members must declare any conflicts of interest and should conflict occur, the Chair/Co-Chairs and group will work with Council Officers to resolve the conflict. A conflict of interest log will be maintained by Council officers.

11. Quorum Half of the current number of members, not including vacancies, must be present for the group to have a quorum.

12. Funding The Timaru District Council will allocate $15,000.00 per annum to the operation of the Youth Council. These funds cannot be used for funding activities of other groups or activities. These funds will be held and managed by the TDC manager responsible for Finance.

13. Meeting Procedures LGA standing Orders will apply for all meetings.

14. Minutes and agendas All minutes and agendas will be make available in the Timaru District Web site under TDC availability requirements for all Council meetings. Agenda items must be 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 of Conduct.

16. Reporting The Youth Council will report to the Councils XXX Committee in the last quarter of each year. The report will outline work undertaken, attendance and number of meetings held, the groups achievements and any issues or initiatives it wishes the Council to consider further.

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

18. Review The Terms of Reference will be reviewed as required. All changes to the Terms of Reference will be subject to the approval of the appropriate Timaru District Council committee and Council.

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Appendix C: Role descriptions for the Youth Council Chair, members, Liaison Officers and Appointed Councillor The Chair will: encourage open communication where all members can contribute to conversations 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 the Council 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 youth related issues linked to the development and implementation 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. This will include the induction of new members, development of agendas, recording meeting 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 delivery in the city enable other business units to develop effective working and consultation relationships and practices with young people and Timaru Districts Youth organisations.

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The Elected member/Councillor The Councillor appointed to the Youth Council is not a member of the Youth Council. 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 the Councils political process and agreed Council policy where required and requested by the group.

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Appendix D TDC Logo TDC 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: __________________________________________________

___________________________________________________________ Female ______________________

Gender: Male Date of Birth:

Please list membership of organisations, positions held and length of service within these organisations: ___________________________________________________________________ ___________________________________________________________________ ___________________________________________________________________ __________________________________________________________________

Please advise how you would engage with Youth in the Timaru District to fulfil the Youth 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 Role Description 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 the development of the (Draft) Timaru District Youth Council Terms of Reference

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Wellington Youth Council Youth Council

Introduction Terms of Reference March 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 of the 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 from young people. The group does not remove or reduce the Councils responsibilities to 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 responsibilities Youth Council members can identify portfolio Council strategy areas they are interested in, such as: transport, environment, arts and culture, social and recreation, economic development, governance and urban development. Membership The Youth Council will include up to 20 members. Role descriptions for members are included in

Appendix A. Criteria for membership Members 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 experience required for the group to adequately perform their role. It is expected that Youth Council membership will provide a broad representation of 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 education providers, youth groups, kura kaupapa, Pacific church groups, refugee and migrant groups such as Changemakers, youth focused clubs). Chair/Co-Chairs/Deputy Chair Members 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 their position for a maximum of twelve months. A role description for the Chair/Deputy Chair is included in Appendix A. In the absence of the Chair, the Deputy Chair will run the meeting. Removal of members If a Youth Council member misses more than three consecutive meetings, their membership on the Youth Council will cease. Members can be removed from the group under exceptional circumstances when the behaviour of that member is seen as detrimental to the effective operation of the Youth Council. Term of Appointment The standard term of appointment will be one year. Members can ask for their membership to be extended for additional terms. Extended terms of appointment must 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 Process Wellington City Council will call for expressions of interest from 12-24 year olds from 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 an application form and attend a meeting of the Youth Council. Applicants will be interviewed by the Chair and Deputy Chair of the Youth Council and one Council officer at the end of this meeting. Applicants will be selected in accordance with their ability to match criteria listed in section 4.1. Operation Council officers will oversee the administration of the Youth Council. Officers will take meeting minutes, compile the agenda in collaboration with the Chair and provide general administrative and advisory support. Member induction and training All members joining the Youth Council will receive an induction pack and information explaining the Councils function and proc esses and the role of the Youth Council. Frequency of Meetings The Youth Council will meet up to 20 times per year.

Conflict Resolution Should conflict occur, the Chair/Co-Chairs and group will work with Council Officers to resolve the conflict. A conflict of interest log will be maintained by Council officers. Quorum Half of the current number of members, not including vacancies, must be present for the group to have a quorum Reporting The Youth Council will report to the Councils Strategy and Policy Committee in the last quarter of each year. The report will outline work undertaken, attendance and number of meetings held, the groups achievements and any issues or initiatives it wishes the Council to consider further. Payment Members will be paid a $20 allowance for every meeting they attend. Members will be 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 of Reference will be subject to the approval of the appropriate Wellington City Council committee and Council. 45 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 to conversations 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 the Council 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 youth related 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 will include the induction of new members, development of agendas, recording meeting 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 delivery in the city enable other business units to develop effective working and consultation relationships and practices with young people and Wellingtons Youth organisations.

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The Elected member/Councillor The Councillor appointed to the Youth Council is not a member. 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 the Councils political process 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 Council Youth Councils in New Zealand are to provide young people with a voice to represent their views in the wider community. Youth input gives first hand insight into how youth use and perceive the city and the facilities, events and activities it provides. The Hamilton Youth Council is designed to encourage youth participation in civic affairs and provide a voice on youth issues. Youth Council comprises approximately 15-20 young people aged from 15 to 25 years. The Youth Council advocates for and supports youth events, activities and facility provisions within the city. The Hamilton Youth Council also provides a youth perspective into wider city and national issues through consultations, submissions and letters. The Hamilton Youth Council will advocate on behalf of all young people in Hamilton 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. Expectation of Youth Council members Youth Council will meet officially once every four weeks between the months of February and December. Youth Council subcommittees may meet more often to progress particular projects. All meetings will follow a recognised meeting format as outlined in Formal Meet ing Procedures. Youth Council members will respect the confidential nature of their role in relation to Hamilton City Council business. Youth Council are a non-political advisory group, and as such, they hold no political affiliation with any group. Youth Council must be transparent in all of their decision-making. Youth Council members must declare any potential conflicts of interest when discussing items. Hamilton Youth Council will work collaboratively with Hamilton City Council and appropriate youth services.

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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 the conclusion of one year, elect new people to the roles of responsibility. Those who have 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 Membership There is no minimum or maximum term of membership. If a member is selected at the 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 attendance standards agreed upon, the individual will be given two warnings before being removed from Youth Council. Please see criteria below in the Criteria section. Absences When a Youth Council member is absent for two or more meetings without informing the Chairperson or Social Development Advisor of their absence, the Chairperson or Social Development Advisor will contact that member and establish their level of interest and commitment to the Youth Council. The same process will apply to those who miss three meetings in a row, even if apologies were given. Each member must be given every opportunity to be involved in the Youth Council and encouraged to participate. If other commitments make regular attendance difficult or if they do not wish to participate any further, they will be asked to write a formal letter of resignation to Youth Council. 4 Criteria Criteria for membership of Hamilton Youth Council: Attendance at a majority of official monthly meetings (if a member misses two meetings in a row with no good reason, a warning will be given) Average or reasonable attendance and participation in project subcommittees or additional meetings Willingness to represent Hamilton Youth Council at other community or local events Regular communication with the rest of Youth Council including the Social Development 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 is unacceptable and will be dealt with by the Social Development Advisor and the Executive Team. Youth Council Funds Hamilton Youth Council is funded by Hamilton City Council. Funding is for the Youth 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 the activities of another group or organisation. The Social Development Advisor is accountable for these funds and all requests for funding must be approved by the Neighbourhood Development Team Leader. Disability People with disabilities must be given equal opportunity in Youth Council recruitment, membership, training and promotion. Harassment All members have the right to be treated fairly. Harassment of any kind (sexual, physical, racial, sexual preference etc) will not be tolerated. If a Youth Council member feels they have been harassed in any way by a fellow member, they must report this to the Social Development Advisor. The Social Development Advisor will mediate at a meeting between the two parties to establish the problem and work towards a solution. Depending on the severity of the harassment, dismissal from the Youth Council may occur. Name Badges and T-Shirts Youth Councillors are required to wear their name badges and t-shirts at all official meetings or instances where they will be acting in their capacity as Youth Councillors or representing Youth Council at events. Youth Council Meeting Procedures Purpose: To ensure that Youth Council meetings operate efficiently and in a professional manner. Steps Agenda setting The Chairperson and Secretary are to prepare the agenda with support from the Social Development Advisor Advise Chairperson or Social Development Advisor of apologies

Key Points

Items to be included on the agenda must be directed to the Chair or Social Development Advisor at least seven working days prior to the meeting Members are to contact the Chairperson or Social Development Advisor at least three working days prior to the meeting if they will not be attending a Youth Council meeting Advise during meetings of any upcoming absences

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Minimise any disturbance to other members during meetings Meeting starts on time

Turn off mobile phones Be courteous while others are speaking Chair to welcome and thank members for attending and declare meeting open

Meeting follows agenda

Chairpersons report Community reports

General Business is the time for non-agenda items to be raised

Next meeting

Close meeting

Provides an update on key issues and activities An update from each member is provided on issues/events within their community The Chairperson is to encourage members to submit major agenda items to the secretary and Social Development Advisor prior to the agenda being circulated (at least seven working days before meeting) As per scheduled meetings but may be changed on agreement by members Chairperson thanks members for participating and closes meeting

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Hastings District Youth Council 2013 TERMS OF REFERENCE

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/MISSION STATEMENT To 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 REQUIREMENT Attend 80 per cent of all meetings. Participate in all the Youth Council activities for 2013. MEETING FREQUENCY Every second Tuesday from 4pm till 5:30pm throughout the year or when required. ISSUES RAISED Any issues raised at Hastings Youth Council meetings can be brought to Council through the Community Safety Coordinator. REPORTING REQUIREMENTS Minutes will be distributed within 7 days of the Hastings District Youth Council meeting. Youth Council meeting minutes go to the HDC District Development Committee Meeting every month. GENERAL PROCEDURES Apologies 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 not received, you will be required to resign from Youth Council. DECISION MAKING Quorum of 5 People. Majority rules but in the event of a tie, the Chairman has the casting 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 Council acts as an advocate for young people aged between 12 and 24, ensuring that young peoples voices get heard by the Council. The Youth Council is one of the ways the Council gains input from young people. This document outlines the purpose, 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 to 5.30pm. It is hoped that youth council meetings will not be held during school holidays. 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 COUNCIL TERMS OF REFERENCE

1. Name of Committee Rockdale City Council Youth Council 2. Establishment of Committee The Rockdale City Council Youth Council has been established by Council in accordance with Section 355 of the NSW Local Government Act (1993). 3. Objectives 1. To assist Council with the identification of issues affecting young people and provide advice on possible solutions. 2. To assist Council with the identification of needs of young people and provide advice 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 youth population. 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 public agencies 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 population to help build a better understanding of the role of local government and the services available to young people in the broader community. 8. To assist Council to promote positive images of young people in the community and recognition of the contribution young people make to community life. 9. To assist Council organise and contribute to key community events for young people. 4. Composition of Committee 4.1 Membership Membership will be invited from youth who live, work or study in Rockdale. These members must demonstrate a commitment to promoting positive images of young people and advancing their needs and representation in the community. The Youth Council 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 by the Manager Community and Customer Services will be in attendance to advise and support the Committee and its initiatives. 4.2 Chairperson The Chairperson will be elected by the members of the Youth Council. The term of office will be for a twelve (12) month period. Election will be via a secret ballot which will be administered by the Youth and Community Safety Specialist. 4.3 Deputy Chairperson The Deputy Chairperson will be elected by and from within the membership of the Youth Council. The term of office will be for a twelve (12) month period. Election will 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 will assume the position of Chairperson. 4.4 Secretary The Secretary will be Councils Youth and Community Safety Specialist or another Council officer as determined by the Manager Community and Customer Services. 4.5 Membership Term Members will be appointed for a two (2) year period. Nominations will be called for in November each year for commencement in February. Members are entitled to reapply for membership however, selection of members will be based on the demonstration of a commitment to promoting positive images of young people and advancing their needs and representation in the community. 4.6 Appointment of Members Rockdale City Council will invite young people to serve on its Youth Council via a formal nomination process that is advertised widely. Nominations for membership must be submitted on the formal nomination form. The Director Corporate and Community and the Manager Community and Customer Services will be responsible for appointing members. A reserve list of eligible members will be developed via this process to fill any vacancies that may arise. Notwithstanding 4.1, the Young Citizen of the Year, named on Australia Day be invited to be an additional member of the Youth Council for the year of their incumbency. 4.7 Resignation of Members An appointed Committee Member can resign their membership to the Youth Council at any time by formally notifying Councils Manager Community and Customer Services of their decision in writing. 4.8 Recognition At the end of their term, Committee members will receive a certificate of appreciation in recognition of their service to the Youth Council. 5. Meetings and Operation of the Committee 5.1 Quorum The quorum for Councils Youth Council will be the Chairperson, or the Deputy Chairperson acting as the Chairperson, plus four (4) members. The quorum must be present for all votes taken by the Council and any critical information or discussion pertinent to the decision under consideration. 5.2 Frequency of Meetings The 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 be carried over to the next scheduled meeting. The Chairperson or Councils Manager Community and Customer Services is permitted to call an extraordinary meeting should the need arise. 5.3 Notice of Meetings The 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 the Chairperson 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 or extraordinary nature. 5.4 Agenda Items Agenda 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 to Members with the Notice of Meeting. Other items can be raised as general business of the day of the meeting. All members excluding the Secretary, are entitled to one vote against each recommendation put forward to Council. The Chairperson will if necessary have the casting vote. 5.5 Minutes of Meetings Details of how recommendations were put forward for voting, including by whom, and how voting determined the recommendation(s) and decisions made, must be documented 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 confirmed at the next meeting of the Youth Council. 6. Duties and Powers of the Committee I. 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 ongoing basis. IV. Work co-operatively with other members in achieving the objectives of the Youth Council. V. Provide advice and recommendations to Council on youth needs and issues. VI. Assist with the formation of partnerships with other councils, organisations or groups to facility a co-ordinated approach to the provision of activities and services that better meet the needs of the youth population. VII. Advocate and raise awareness and understanding of needs and issues affecting young people. VIII. Act where requested as Youth Ambassadors at Council organised activities or represent youth on other Council committees or forums. IX. Assist with projects and initiatives undertaken or assigned to the Youth Council including Youth Week. X. Assist with community consultation and engagement projects aimed at young people. XI. Assist with the dissemination of information to local young people. XII. Promote the achievements and positive contributions that young people make to the community within the City of Rockdale. Failure to comply with the above listed duties and powers may result in a Members term of membership being cancelled. 7. Code of Conduct All members of the Youth Council must observe Councils Code of Conduct Policy and 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 of membership being cancelled. Declarations of interest must be made and recorded in the minutes of the meeting. Details of the nature and extent of the interests must be recorded.
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8. Reporting Requirements The Secretary is required to submit a copy of the minutes of the Youth Council to the Community Services and Access Advisory Committee and advise the Committee through Councils normal reporting process of any matters that require Council approval or endorsement. A copy of the full minutes of the Youth Council will also be submitted to a Council meeting. The Secretary may, if necessary, submit a report/s to Council through Councils normal reporting process on matters that require Council approval or endorsement. The Manager Community and Customer Services is required to submit a six (6) month report on the activities and achievements of the Youth Council for their information. 9. Amendments to Terms of Reference Councils Manager Community and Customer Serv ices will undertake a review of the terms of reference on a periodical basis in consultation with relevant representatives. All amendments to the Terms of Reference for the Youth Council must be approved by Council. Adopted 7 December 2011

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Gisborne Youth Council

Appendix 1: Proposed Amended Gisborne District Youth Council Terms of Reference These Terms of Reference set out the roles and responsibilities of the Gisborne District Youth Council (GDYC). Gisborne District Council acknowledges the branches of the GDYC are independent bodies but that in their role as the GDYC they will be bound 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 young people; 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 functioning There 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 functions related to other local youth programmes. This is appropriate due to the varying needs, issues and levels of support of the communities the branches are operating within. 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. Responsibilities To meet the expectations of the Terms of Reference, each branch of the GDYC is required to: meet regularly as a branch and keep minutes with copies uploaded to GDYC Facebook 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 of Council 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 projects and completion of participation forms by branch members and other youth involved in 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, including leadership 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 to and from regional inter-branch meetings. (See section below on Funding Allocation); where grant funding allows, allocate a sum of funding to each branch for community 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 youth development activities and seek their own funding from other sources for these. Nothing in these terms of reference is intended to limit the GDYC branches from operating other youth activities. Portfolio responsibilities The 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 groups and is seeking increased cooperation between those groups. GDYC members may occasionally be asked to attend meetings of the other groups to share information. The appointment of the GDYC does not remove or reduce the Councils responsibilities to obtain input from other young people through other means. Representation The GDYC will ensure fair and equitable representation from within the Gisborne District Council boundary, including but not limited to educational institutions whose students are of the age 1224 years, including tertiary and private training establishments and youth services. New branches are welcome to establish at any time and join the collective as part of the GDYC.

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To be eligible for membership, groups must be non-sectarian, be able to demonstrate a commitment to positive youth development, have the support of appropriate mentors and undertake to operate in accordance with these Terms of Reference. New branches will need to seek the permission of the Community Development Committee of Council to join.

Funding allocation Any funding from GDC for branch operating costs (such as meeting expenses and travel to interbranch get-togethers) will be allocated according to Council ward boundaries by the number of Council representatives. Current allocations are shown 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. Reporting An annual officers report will be presented to Council. The report will review the operation and achievements of the individual branches of the GDYC against this Terms of Reference. Review These Terms of Reference and the operations of the GDYC will be reviewed by members of the GDYC and Gisborne District Council staff in March of each year at the AGM to ensure relevance and any recommendations for changes made to Community Development Committee of Council. The Council may review the role of the GDYC or any of its branches in the event of a substantial breach of these Terms of Reference or if it believes that the representation of youth in the district by GDYC is not fair and equitable. Within six months of each triennial local government election the Council and the GDYC shall review their roles and responsibilities and amend, confirm or otherwise the role of the GDYC. Conduct Members of the GDYC will not in any way claim to represent the Gisborne District Council 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 Councils decision-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 Council including providing advice on or assistance with formal consultations being undertaken by Council; Promote the purpose of the Youth Council; Participate in youth focused and intergenerational events; Encourage pride in the Ashburton District. Responsibilities Members 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/project teams Membership The Ashburton Youth Council will consist of A representative group of youth from years 10 to 13 from Mt Hutt College and Ashburton 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 considered under special circumstances and with the approval of the elected members appointed to the Youth Council, if they can prove that they can provide a beneficial contribution to the Youth Council.2 Youth Council Terms of Reference Adopted 7 February 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, youth organisation or community network will be invited to apply A panel comprising the two appointed District Councillors and the Community Services 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 when representing 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 to co-opt new members of the Youth Council for the remainder of the year. Schools, community networks and youth organisations may be asked to recommend young people to be seconded to the Youth Council. Community Board Meetings Community Boards can invite Youth Council representatives to attend meetings

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