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Terms of Reference

1. The purpose of the YROA YNOT Youth Voice is to:

  • Develop and deliver programmes through the YROA YNOT Project
  • Strengthen engagement between the community and Wairoa District Council and young people and build young people's knowledge of processes to enable them to participate in the decision-making processes
  • Build the community and Wairoa District Council's knowledge of the needs of young people and how these can best be met

2. Specifically it will:

  • Develop programmes in leadership, mentoring and sport and recreation that have been highlighted as an interest to young people
  • Deliver programmes in leadership, mentoring and sport and recreation that have been highlighted as an interest to young people
  • Ensure a youth perspective is provided to the Council/Community on a range of issues covered by the Council/Community, as well as issues relating directly to youth and promoting and encouraging youth involvement in the planning and development of Council/Community services
  • Ensure that the views of youth are canvassed and conveyed to the Council/Community, including providing advice on or assistance with formal consultations being undertaken
  • Provide advice to the Council/Community on matters of planning and infrastructure (especially if they have a direct impact on young people); and provide input on matters relating to policy and strategic development

The group is an advisory group that can make recommendations to the Council. This has an independent budget to commission work or undertake activities outside of this advisory role.

The YROA YNOT Youth Voice is also only one means the Council will use to obtain input from young people. The group does not remove or reduce the Council's responsibilities to obtain input from other young people through other means.

3. Responsibilities:

Members are required to:

  • Attend YROA YNOT Youth Voice meetings
  • Work on project teams between meetings
  • Be available to attend any other training and meetings that may occur
  • Feed information from the YROA YNOT Youth Voice to their networks and bring youth issues to the YROA YNOT youth voice
  • Assist Wairoa District Council/Community to canvas youth views
  • Members will be expected to be on time for meetings or a fee of $5 will be paid to the Youth Voice Fund
  • Members will turn phones of during all meetings or a fee of $5 will be paid to the Youth Voice Fund
  • While I am a member of the YROA YNOT Youth Voice I will conduct myself at school or my work place in a respectful manner

In return for their commitment, Wairoa District Council YROA YNOT Project will provide members with:

  • Training to fulfil their role as a YROA YNOT Youth Voice 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

4. Portfolio Responsibilities

YROA YNOT Youth Voice members will be expected to identify portfolio areas they are interested in finding out more about. The possible areas include:

  • leadership
  • environment
  • culture and arts
  • social and recreation
  • economic development
  • governance
  • urban development

5. Liaison with other advisory groups

The Council has other advisory groups – and is seeking increased cooperation between those groups. YROA YNOT Youth Voice members may occasionally be asked to attend meetings of the other groups to share information.

6. Membership

The YROA YNOT Youth Voice will comprise of a maximum of 15 members.

Members need to:

  • be between 12-24 years of age
  • live within the boundaries of Wairoa District Council
  • have the ability to work with other people and work in a team
  • demonstrate leadership, governance, advocacy and service skill
  • be proactive
  • be committed to attending meetings regularly
  • be nominated by peers at their school or by a youth organisation, youth network or youth/community group

It is expected that the membership will provide broad representation, with consideration given to:

  • gender
  • disability
  • geographical location
  • education level (secondary school, university – including diversity of the school/university)employment (employed and unemployed)
  • diverse cultural backgrounds

7. Positions

A Chair and Deputy Chair will be appointed.

The role of the Chair is to:

  • work with YROA YNOT Youth Project Facilitator to compile the agenda
  • run the meeting according to the set agenda
  • be the spokesperson for the YROA YNOT Youth Voice as required (i.e. at Council committee meetings, to the media).

In the absence of the Chair, the Deputy Chair will run the meeting.

A Assistant will be appointed.

The role of the assistant is to:

  • take notes at all YROA YNOT Youth Voice meetings and type notes using meeting
  • templates
  • let all members know of up and coming events and meetings

A Financial Director will be appointed.

The role of the Financial Assistant is to:

  • keep up to date balance sheets of all YROA YNOT Youth Voice funds
  • manage a float and calculate monies fundraised at all YROA YNOT events
  • balance budgets for all YROA YNOT Programmes

A Communications Director will be appointed.

The role of the Communications Director is to:

  • develop flyers/newsletter etc for all YROA YNOT projects
  • document information including evaluations, photos at all YROA YNOT projects

An Operations Director will be appointed.

The role of the Operations Director is to:

  • assist the Youth Project facilitator with programme resources
  • assist with the set up of YROA YNOT Projects, programme delivery
  • organise all resources for each programme
  • organise transport if necessary for each programme

8. Removal

If a YROA YNOT Youth Voice member misses more than three meetings in a row without providing an apology, their membership on the YROA YNOT Youth Voice will cease.

In the event of gross misconduct by a YROA YNOT Youth Voice member, dismissal from the YROA YNOT Youth Voice may be required by the YROA YNOT Governance Group.

9. Selection Process

Wairoa District Council will call for expressions of interest from 12-24 year olds from within the district's boundaries via a number of different media (newspapers, approaches to schools and universities and websites).

Young people interested in participating will be asked to complete an application and encouraged to attend a meeting of the YROA YNOT Youth Voice.

10. Term of Appointment

Any person appointed to the YROA YNOT Youth Voice shall be appointed for one year. Current members can ask for their membership to be rolled over and new members will be advertised for at this time.

If a YROA YNOT Youth Voice member resigns during the year, the YROA YNOT Youth Voice is able to co-opt new members for the remainder of the year. Council officers will encourage local secondary schools and youth service providers to submit the name of one or more people who it may be appropriate to co-opt.

Those identified will be encouraged to attend a meeting of the YROA YNOT Youth Voice prior to their appointment being considered.

11. Reporting

An annual report will be presented to the appropriate Council committee. The report will review the operation and achievements of the YROA YNOT Youth Voice using the goals and objectives in the YROA YNOT Project.

12. Quorum

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

13. Administration

Council officers and the YROA YNOT Youth Project Facilitator will oversee the administration of the YROA YNOT Youth Voice. Officers will assist the Youth with writing up minutes, compile the agenda in collaboration with the Chair and provide general administrative and advisory support.

14. Review

The Terms of Reference will be reviewed every three years. All changes to the Terms of Reference will be subject to the approval of the appropriate Wairoa District Council committee and the YROA YNOT Youth Voice.

15. Conduct

Members of the YROA YNOT Youth Voice cannot in any way claim to represent the Wairoa District Council or the views of the Wairoa District Council

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moira@wairoadc.govt.nz

Wairoa i-SITE, Cnr Queen St & Paul St, Wairoa

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