Agenda of Youth Advisory Committee - Wednesday, 1 March 2023

Youth Advisory Committee

Meeting Date: Wednesday, 01 March, 2023

Location: Jervis Bay Rooms, City Administrative Centre, Bridge Road, Nowra

Time: 10.00am

Please note: Council’s Code of Meeting Practice permits the electronic recording and broadcast of the proceedings of meetings of the Council which are open to the public. Your attendance at this meeting is taken as consent to the possibility that your image and/or voice may be recorded and broadcast to the public.

Agenda

1. Election of Chairperson (every meeting)

2. Acknowledgement / Welcome to Country

3. Apologies

4. Confirmation of Minutes

· Youth Advisory Committee - 16 November 2022........................................................ 1

5. Declarations of Interest

6. Presentations

YA23.1........ Open Discussion - Introduction Activity

In welcoming the members of the Youth Advisory Committee to the first meeting of 2023, the meeting will begin with an introduction activity. It’s important for all members to have the opportunity to get to know one another, break down barriers and ensure the space is safe and comfortable for participation by all members.

Members of the YAC to each answer the following prompt questions:

1. Name

2. School/ community/ group you are representing

3. List one value to add to our group rules (i.e., respect, listening etc)

4. What is something you hope to achieve by being a part of this committee? This can be something personal or something for the community.

5. What is something that you love about living in the Shoalhaven?

YA23.2........ Youth Advisory Committee Overview and Priorities for 2023

Community Capacity Building staff will present an overview of the Youth Advisory Committee, including:

· Overview of the Committee

· Terms of Reference

· Strategic Plan

· Relevant Policies and Procedures

YA23.3........ Draft Community Engagement Strategy Presentation

The Media and Communications Team from Shoalhaven City Council will present the Draft Community Engagement Strategy to the Youth Advisory Committee.

The Media and Communications Team are seeking to actively involve communities in the decision-making process by providing meaningful, accessible information and feedback opportunities.

The team are committed to authentic and effective engagement in the development of Councils plans and strategies to meet the needs of communities in the Shoalhaven.

The Draft Community Engagement Strategy outlines the approach and methodology to community consultation, including the goals, principles and review of engagement activities to enable community input into the development of Council projects and initiatives.

7. Reports

YA23.4........ Nominate Representative - Shoalhaven Heads Estuary Taskforce.............. 8

YA23.5........ Youth Advisory Committee - Terms of Reference Review............................ 9

YA23.6........ Youth Advisory Committee Membership Expression of Interest................. 11

YA23.7........ Update on Actions - March 2023.................................................................. 13

8. General Business

Minutes of the Youth Advisory Committee

Meeting Date: Wednesday, 16 November 2022

Location: Jervis Bay Rooms, City Administrative Centre, Bridge Road, Nowra

Time: 10:00am

The following members were present:

Ms Georgia Coleman - Chairperson

Clr Paul Ell (Remotely) – Left Meeting at 11:13am

Ms Hazel Marr – Nowra Youth Centre

Ms Lily Wright – UOW Shoalhaven

Ms Karina Maya - Ulladulla High School (remotely)

Ms Manuel Maya - Ulladulla High School (remotely)

Ms Holly Forbes - Ulladulla High School (remotely)

Ms Ebony Wellman – Ulladulla High School (remotely)

Ms Sophie Weller - St John the Evangelist Catholic High School

Mr Cameron Nelson - St John the Evangelist Catholic High School

Ms Serena McDonald - St John the Evangelist Catholic High School

Mr Nathaniel Woodcock – Community Member (South)

Mr Michael Paine - Manager - Community Connections

Others present:

Ms Jessica Richardson - Community Capacity Builder

Mr Jared Brown – Community Capacity Builder Aboriginal - Left meeting at 10:48am

Ms Marsha Makary - Community Capacity Builder - Homelessness

Mr Nathaniel Woodcock – Community Member (South)

Ms Jo Coleman - St John the Evangelist Catholic High School (Staff Support)

Mr Emile Dupont-Louis - Ulladulla High School (Staff Support)

Mr Andrew Britton – Office of Regional Youth

The Chairperson gave an Acknowledgement of Country.

Apologies / Leave of Absence

Apologies were received from Clr Gray, Clr White and Shoalhaven River College.

Confirmation of the Minutes

RESOLVED (By consent)

That the Minutes of the Youth Advisory Committee held on Wednesday 17 August 2022 be confirmed.

CARRIED

Declarations of Interest

Ms Hazel Marr – YA22.26 - significant non-pecuniary interest declaration - Ms Marr is a member of the Nowra Youth Centre – will not vote.

Presentations

YA22.23 Office for Regional Youth NSW - Regional Youth Insights Report 2022

HPERM Ref: D22/315458

The Regional Youth and Community Coordinator at the Office for Regional Youth, Andrew Britton, provided a presentation to the YAC on the Regional Youth Insights Report 2022.

The information presented to the Committee is attached to these minutes.

Reports

YA22.24 Update on Actions - November 2022	HPERM Ref: D22/431876
Note: Mr Jared Brown left the meeting, the time being 10:48am.
Recommendation (Item to be determined under delegated authority) That the Youth Advisory Committee: 1. Accept and receive the Update on Actions report for information. 2. The following actions are considered complete and removed from the action table a. YA22.18 - Transport for New South Wales - TfNSW - Presentation - 16 Regional Cities Services Improvement Program b. YA22.19 - Shoalhaven Community Investment Committee Presentation - Youth Employment c. YA22.20 - Action Table Update - August 2022 d. YA22.21 - YAC Leadership Workshop - 12 October 2022 e. YA22.22 - Chairperson - Next Meeting - 16 November 2022 - St Johns Representative
RESOLVED (By consent) That the Youth Advisory Committee: 1. Accept and receive the Update on Actions report for information. 2. The following actions are considered complete and removed from the action table a. YA22.18 - Transport for New South Wales - TfNSW - Presentation - 16 Regional Cities Services Improvement Program b. YA22.19 - Shoalhaven Community Investment Committee Presentation - Youth Employment c. YA22.20 - Action Table Update - August 2022 d. YA22.21 - YAC Leadership Workshop - 12 October 2022 e. YA22.22 - Chairperson - Next Meeting - 16 November 2022 - St Johns Representative CARRIED

YA22.25 Youth Advisory Committee Leadership Workshop	HPERM Ref: D22/432499
Ms Jessica Richardson gave a presentation to the Committee regarding the Leadership Workshop. The information presented is attached to these minutes.
Recommendation (Item to be determined under delegated authority) That the Youth Advisory Committee: 1. Receive this report on the Leadership Workshop 2022 for information. 2. Accept the use of YAC budget to cover the $1,500 costs of the workshop.
RESOLVED (By consent) That the Youth Advisory Committee: 1. Receive this report on the Leadership Workshop 2022 for information. 2. Accept the use of YAC budget to cover the $1,500 costs of the workshop. CARRIED

YA22.26 Youth Inclusion Grant - Community Grants Program 2022 Update	HPERM Ref: D22/432587
Note: Ms Hazel Marr declared a significant non-pecuniary interest. Ms Marr did not vote. She is a member of the Nowra Youth Centre.
Recommendation (Item to be determined under delegated authority) That the Youth Advisory Committee: 1. Receive this report on The Youth Inclusion Grant - Community Grants Program 2022 for information. 2. Endorse the use of $5,000 from the Youth Advisory Committee budget to support the six (6) successful grant applicants: a. Headspace - Headspace Nowra Movie and Market Extravaganza! - $2,000 b. The Flagstaff Group – Tradie Training Program - $2,000 c. Kangaroo Valley Lions Club Inc. Youth Project – Kangaroo Valley Youth Group Launch Events - $2,000 d. Supported Accommodation and Homelessness Services Shoalhaven Illawarra – Aboriginal Mural for SAHSSI's Nowra Women's Refuge - $1,835.25 e. Nowra Youth Services Inc. Trading As Nowra Youth Centre - NYC Cooking Program - $1,500 f. Treading Lightly Inc. - Treading Lightly Inc. Youth Environmental Immersion & Team Building Day - $2,000
RESOLVED (By consent) That the Youth Advisory Committee: 1. Receive this report on The Youth Inclusion Grant - Community Grants Program 2022 for information. 2. Endorse the use of $5,000 from the Youth Advisory Committee budget to support the six (6) successful grant applicants: a. Headspace - Headspace Nowra Movie and Market Extravaganza! - $2,000 b. The Flagstaff Group – Tradie Training Program - $2,000 c. Kangaroo Valley Lions Club Inc. Youth Project – Kangaroo Valley Youth Group Launch Events - $2,000 d. Supported Accommodation and Homelessness Services Shoalhaven Illawarra – Aboriginal Mural for SAHSSI's Nowra Women's Refuge - $1,835.25 e. Nowra Youth Services Inc. Trading As Nowra Youth Centre - NYC Cooking Program - $1,500 f. Treading Lightly Inc. - Treading Lightly Inc. Youth Environmental Immersion & Team Building Day - $2,000 CARRIED

YA22.27 Notification of Council Resolution - Youth Advisory Committee Re-establishment

HPERM Ref: D22/447088

Recommendation (Item to be determined under delegated authority)

That the Youth Advisory Committee receive the Notification of Council Resolution – Youth Advisory Committee Re-establishment report for information.

RESOLVED (By consent)

That the Youth Advisory Committee receive the Notification of Council Resolution – Youth Advisory Committee Re-establishment report for information.

CARRIED

GENERAL BUSINESS

Note: The Committee adjourned for refreshments at 11:04am and returned from adjournment at 11:10am.

Clr Paul Ell expressed his appreciation to everyone that has been involved in the Youth Advisory Committee over the past year and left the meeting, the time being 11:13am.

Youth Advisory Committee Engagement Activity:

Ms Jess Richardson presented to the Committee and conducted Committee surveys

· The first item presented on was Council’s Draft Sustainability and Climate Policy, and the Committee was asked:

i. What does sustainability mean to you?

The following is the feedback received:

o Thinking for the future

o Considering our carbon footprint

o To reduce our waste

o Reducing our consumption

o Long-lasting and stable

ii. What actions should be considered for Council’s Action Plan?

The following is the feedback received:

o Further education for youths on mental health and environmental issues.

o That Council should consider green bins and filling in potholes which would greatly increase sustainability.

o Working on creating or ensuring stable career paths for youths around the Shoalhaven.

o Consultations with communities to see what is necessary for specific regions.

o (Re)Design infrastructure to not require motor vehicles locally.

o Rehabilitate the land and support local communities.

o Create a day where people of all cultures and backgrounds prepare stalls to showcase food, traditional dress etc. to inform youth about these cultures.

o Design with pedestrian access being first priority

· The second item presented on was Youth priorities, and the committee was surveyed on, What matters to youth?

The following were the top 5 priorities identified by the Committee:

i. Mental health support

ii. Education, training and employment opportunities

iii. Health and wellbeing

iv. Belonging and connection to community

v. Improved education system

The following are some of the key discussion points on the priorities raised and suggested by the Committee members:

o Encouraging more youth to become actively involved in extra-curriculars may improve their schooling experience and future career prospects.

o Schools could teach subjects which create more sustainable career options for youth.

o Ms Jo Coleman noted that St John the Evangelist Catholic High School have opportunities for Aboriginal and Torres Strait Islander youth to participate in School based traineeships, which has produced many examples of success. Ms Coleman suggested if there were more opportunities for supported employment pathways through schools, more youth would engage.

o Schools could be more aware and demonstrate acceptance of diversity through teaching students about disabilities.

o More opportunities for young people to become involved in the Ulladulla community through community organisations and volunteering.

o People who suffer with mental illnesses would manage better if they had easier access to the services they need, and more knowledge on how these can be accessed.

o Education differences between public and private schools. It was mentioned that not using homework has had a beneficial impact on students.

o Connection to community is important to identity and to excelling educationally.

o Mr Emile Dupont-Louis from Ulladulla High School commented that he would like to receive feedback from youth regarding their experiences with mental health services locally, and what needs to change to make these services more easily accessible. The following outlines the feedback received:

§ A majority of young people do not feel comfortable or confident accessing services.

§ Referrals to counselling can sometimes take months.

§ Many people feel their experience is not valid and do not feel they should access the services, and wait until crisis point.

§ It is preferable to most people to speak in person, rather than online, with their Mental Health Supports.

§ One of the barriers for youth under 16 to accessing support services is the requirement to have a parent’s permission.

§ Young people who live in more distant regional areas do not have the means of transport to access these services.

§ Increasing awareness of mental health supports in schools in general would help encourage youth to access services. Making information cards available, providing links on student websites or QR codes to relevant websites are a way to increase awareness.

· Youth Week 2023 – The Committee was asked to provide feedback on the following questions to Jessica Richardson to consider how Council will celebrate young people during this time.

i. Do you have any ideas on how to make Youth Week 2023 better? If you could come up with a hashtag or theme for the events what would they be?

ii. What time of day and days of the week would you most likely attend one of these events?

The following feedback was received:

o The Youth Festival is a great opportunity for young people to showcase and make money selling their goods in the market.

o Encourage the involvement of local schools to engage young people to be a part of the day.

o Ensure the event is accessible to everyone of all abilities and engaging for young adults.

o Support for accessing the event and transport options from around the Shoalhaven was highlighted as an area of focus.

o The most preferable time and day for the event was identified to be on a Saturday any time after 11am, holding the main events from 3pm up until 7pm, or when transport options stop.

· Nomination of Chairperson for 2023

The Committee proceeded to nominate a chairperson for the first two Youth Advisory Committee meetings of 2023.

1 March 2023 - Ms Sophie Weller - St John the Evangelist Catholic High School

17 May 2023 - Ms Hazel Marr – Nowra Youth Centre

There being no further business, the meeting concluded, the time being 12:06pm.

Ms Georgia Coleman

CHAIRPERSON

Youth Advisory Committee – Wednesday 01 March 2023

Page 1

YA23.5 Youth Advisory Committee - Terms of Reference Review

HPERM Ref: D23/28913

Department: Community Connections

Approver: Jane Lewis, Director - City Lifestyles

Attachments: 1. Youth Advisory Committee - Terms of Reference - New Template 2023 - Track Changes Included (under separate cover) ⇨

2. Youth Advisory Committee - Terms of Reference - New Template 2023 - Clean Version (under separate cover) ⇨

Reason for Report

To provide the Youth Advisory Committee with proposed amendments to the Terms of Reference [POL22/71].

Recommendation

That the Youth Advisory Committee accept the proposed amendments and new format for the Youth Advisory Committee Terms of Reference and submit to Council for adoption.

Options

a) The recommendation is adopted as written:

Implications: The Terms of Reference (TOR) will be updated in line with the Council’s preferred template for TOR’s for Section 355 Committees.

b) The recommendation is not adopted, and an alternative recommendation is provided.

Implications: The proposed TOR will not be updated, and the YAC will be required to provide an alternative proposal.

Background

Shoalhaven City Council has a significant number of section 355 advisory committees that have been established to offer advice and expertise on a number of subjects. The Youth Advisory Committee is one such committee.

Committees are overseen by various teams and directorates across Council. When reviewing the six (6) advisory committees that are overseen by staff in the City Lifestyles directorate it was identified that there was an opportunity for greater consistency in the terms of reference documents for those committees.

In response, a new Terms of Reference Template for advisory committees has been developed and endorsed. City Lifestyles directorate are implementing this template across its advisory committees, after which this will then be considered for roll out to other advisory committees across Council more broadly. The use of this template will ensure improved consistency across Council’s advisory committees in how they undertake their functions.

The template provides a format to clarify and assist in managing expectations around advisory committees and their roles. This will assist the members in understanding and carrying out their roles and functioning of the advisory committee and any delegation therein.

Council staff have updated the Youth Advisory Committee’s Terms of Reference to align with this new template, see attachment 1, for track changes included, and attachment 2, for the clean version, to review.

Significant Changes to the TOR

The majority of information outlined in the new template for the TOR reflects that which is written in the existing TOR for the YAC. However, in reviewing the TOR through this template an update of the following amendments have been made to ensure this aligns with the primary function of section 355 committees:

1. Status of the Committee

Addition: ‘The Committee provides non-binding advice to Council for consideration.’

2. Delegations

Remove: ‘Act within adopted budgets aligning with council’s strategic plans and documents to deliver youth programs and activities that meet the needs of local young people.’

Replace with: ‘Advisory Committees, may make recommendations to Council on all matters within the role outlined above.

This does not include substantial issues and recommendations (possibly including expenditure) that will be reported to Council by a separate report Manager – Community Connections.

The Committee does not have the power to incur expenditure (directly or indirectly), or the power to bind Council.’

Community Engagement

Members of the Youth Advisory Committee will be consulted on the proposed changes in the first quarter of 2023. Amendments are in line with the review conducted on the Terms of Reference in 2022 by the Youth Advisory Committee. Governance have been consulted to ensure the edits sit within policy and guidelines for the section 355 committees.

Policy Implications

The content of the existing Terms of Reference has been taken into consideration and relevant clauses transferred into the new template. The intent of the new TOR’s remains the same as that of the existing TOR’s. Should the Youth Advisory Committee wish to make any future changes to the TOR’s, a recommendation to Council will be required.

Financial Implications

Changes to the delegations as listed above will remove the budget allocated to the Youth Advisory Committee of $8,536. This will bring the role, purpose and delegations of this Committee in line with the expectations of Council on all Section 355 Committees, in that the Youth Advisory Committee will be called on to provide non-binding advice to Council rather than to ‘deliver youth programs and activities.

The Community Connections Department will continue to ensure that training opportunities are provided to YAC members, and that costs associated with this are taken from within the youth budgets. The YAC priority areas set each year will also influence the decision making by Community Connections in directing funding to youth related programs and grants.

Youth Advisory Committee – Wednesday 01 March 2023

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YA23.6 Youth Advisory Committee Membership Expression of Interest

HPERM Ref: D23/30224

Department: Community Connections

Approver: Jane Lewis, Director - City Lifestyles

Reason for Report

To seek support of the Youth Advisory Committee (YAC) to conduct a Membership Expression of Interest (EOI) to fill vacant positions.

Recommendation (Item to be determined under delegated authority)

That the Youth Advisory Committee:

1. Endorse Council Staff to conduct a Membership Expression of Interest for all five (5) vacant community youth representative positions available on the Youth Advisory Committee.

2. Endorse Council Staff to audit the current membership of the Youth Advisory Committee.

3. Nominate a member of the Committee to be the Committee representative on the assessment panel for the next round of the EOI.

Options

1. Adopt the recommendations as written.

Implications: The Youth Advisory Committee accept the recommendation and seek to fill all vacant member positions prior to the next meeting of the Youth Advisory Committee.

2. Advise alternative recommendations.

Implications: Members of the Youth Advisory Committee will provide an alternative recommendation.

Background

The proposed amended purpose of the Youth Advisory Committee (YAC), once endorsed through the new template for section 355 Committee Terms of Reference, is to represent the interests and views of young people to Council and the Community.

The Committee will also seek to influence Council’s support and intent in achieving their objectives for the current Shoalhaven City Council Community Strategic Plan 2032 (SCC CSP).

The expression of interest process is relevant only to the position of Community Youth Representative.

Following an expression of interest process, a maximum of six (6) local community youth representatives, being young people aged 12 – 25 years with representation from the North, Central and South of the LGA, will be appointed that meet the following criteria:

• A broad interest and understanding of youth issues in the Shoalhaven

• A commitment to raising awareness and appreciation within the general community of the needs and talents of young people

• Local resident living or working within the Shoalhaven

• Aboriginal and Torres Strait Islander people are encouraged to apply

Community representatives with Committee membership have voting rights.

Community Youth Representative Appointments

The process for recruiting Community Youth Representatives is outlined below:

• Nominations will be advertised throughout the community via an Expression of Interest (EOI) process

• Appointments to the Committee will be for a minimum of twelve (12) months and maximum of three (3) year term with a set commencement and finish date

• Vacancies will be advertised locally via media and Council communication networks

• To promote and encourage a diverse, inclusive and accessible Committee of young people Expressions of Interest for new members will be widely promoted across multiple platforms to include targeted promotions to reach young people with a disability, CALD communities, Aboriginal and Torres Strait Islander young people and young people identifying as LGBTQIA+

• Council will manage the application process

• An assessment panel consisting of a Council staff member, one (1) Committee member representative and one (1) suitably qualified independent representative will assess the applications and make recommendations for appointments to Council based on set criteria. Each member of the assessment panel will vote on recommendations with a majority ruling

Council staff will conduct a new expression of interest (EOI) process to fill all vacant positions. There are currently five (5) vacant community youth representative positions available. It is recommended that the YAC nominate a member representative to join the assessment panel to assess the EOI applications in accordance with the TOR as stated above.

Community Engagement

A membership Expression of Interest process, to be conducted following the YAC meeting of 1 March 2023.

This will be advertised with a Get Involved page and sponsored social media posts. The Expression of Interest will also be distributed via Council network mailing lists and the Youth Advisory Committee members will be encouraged to share the information with their networks and communities.