Governing principles for youth council operations.

Selwyn Youth Council Terms of Reference

Definitions

Rangatahi/ young person – Age 12 up until their 25th birthday.
CSF - Community Services and Facilities District Council staff member.
SDC - Selwyn District Council.
SYC – Selwyn Youth Council.
Calendar year – 1 January to 31 December.

The SYC is a group of young people who work together to make Selwyn a better place for rangatahi. This Terms of Reference is our guide. It explains why we exist, what we do, and how we work as a team. It helps everyone understand our mission and stay focused on creating positive change for young people in Selwyn.

1.  Background

In 2013 the SDC approved the establishment of the SYC.

The role of the youth council was endorsed to identify and communicate to SDC the interests and preferences of Selwyn’s young people in relation to:

  • Contributing to the content of strategies, policies and plans of the SDC.
  • Any matter that the SYC considers to be of particular interest or concern to the young people of Selwyn.

These Terms of Reference are informed by the six principles of the Youth Development Strategy Aotearoa, Ministry of Youth Affairs (2002):

  1. Youth development is shaped by the ‘big picture’.
  2. Youth development is about young people being connected.
  3. Youth development is based on a consistent strengths-based approach.
  4. Youth development happens through quality relationships.
  5. Youth development is triggered when young people fully participate.
  6. Youth development needs good information.

(Refer to Appendix A for the full description of the 6 Principles of Youth Development).

It is important to note that SYC is not a formal committee of SDC. (Refer to Appendix B).

2.  Our Mission

To empower Selwyn’s rangatahi by providing a genuine voice in local decision-making, fostering leadership, and creating meaningful opportunities to connect, participate, and shape a vibrant, inclusive community.

3. Purpose

SYC exists to:

  • Contribute to the outcomes of the Piki Amokura Waikirikiri Selwyn Youth Strategy, and the following:

Advocate:

  • Give rangatahi a genuine voice in shaping Selwyn’s future.
  • Help SDC create opportunities for young people to engage in council strategies, policies, and projects.
  • Enable rangatahi to share what matters most with council at all levels.

Engage:

  • Support and grow initiatives, programs and events that connect young people to their communities.
  • Deliver activities and programs that are relevant and engaging for youth.

Educate:

  • Providing young people with access to information and knowledge about the concept of democracy and politics.
  • Providing young people with opportunities to build a sense of civic pride.
  • Enable young people to develop transferable skills that support employment, wellbeing, or lifelong learning

4. Our Values

Be a good human: Respect, empathy, honesty and openness.

Be brave, think differently: Challenge tradition, welcome ideas and embrace change.

Better together:  Encourage, collaborate, celebrate.

We make it happen for Selwyn:  Deliver on commitments, listen, respond, seek solutions.

(Refer to Appendix C for full description of our values)

5. Commitment to Te Tiriti o Waitangi

SYC is committed to:

  • Upholding Te Tiriti o Waitangi and Local Government Act obligations.
  • Embedding culturally responsive practices and the use of te reo Māori.
  • A strong relationship with rangatahi from Te Taumutu Rūnanga and increasing awareness of the role and aspirations of tangata whenua.
  • Actively involving rangatahi Māori in decision-making, creating opportunities for a wide range of views and voices to be heard.

6. Piki Amokura Waikirikiri Selwyn Youth Strategy

SYC members are committed to the objectives and aspirations of the Piki Amokura Youth Strategy.

SYC should continue to advocate for Piki Amokura’s six strategic priorities, goals and outcomes.

All SYC members are provided with a one-page reference guide of Piki Amokura.

For more information on the strategy please refer to Selwyn District Council - Piki Amokura - Waikirikiri Selwyn Youth Strategy.

7. Membership

You need to:

  • Be between 12 – 24 (up until your 25th birthday)
  • Live in the Selwyn district.
  • Attend all meetings.
  • Be available to attend projects and events and engagements.
  • Be able to work with other people and as part of a team.
  • Be able to be politically neutral.

SYC provides a broad representation of the Selwyn district youth population with consideration to a diverse membership.

Being a member of the SYC you will represent the four Selwyn District wards and Te Taumutu Rūnanga.

Youth Council membership is for a term of three years, with the option to extend through yearly re-election.

Annual recruitment takes place in October. Selection decisions will be made and announced by the end of December. The year runs from mid-January to mid-December.

(Refer to Appendix D for full details on membership criteria and structure)

8. Roles and Responsibilities
This section explains some of the main roles and responsibilities of the SYC. These may vary or grow over time as the group’s needs and priorities change.

Youth Representation:

  • SYC members to consult and connect with youth through activities, events, and surveys, and to create opportunities for other young people to join in the initiatives SYC members are involved in and promote democratic participation.
  • Members will participate in and actively facilitate, enable, and advocate for wider youth involvement.

Civic Engagement

SYC should be actively involved in delivering civic activities. This includes:

  • Strengthen youth understanding of local government and encourage informed participation in civic processes
  • The SYC members will be encouraged to attend civic events over the term such as Council meetings, citizenship ceremonies and building openings.

Attendance

  • SYC members are expected to attend all meetings unless apologies have been submitted.
  • Meetings may be rescheduled if insufficient members attend.
  • Minimum numbers are not essential; however, low attendance may result in decisions being referred to the wider group via communication platforms.

Leadership Team

All members are valued equally, though the leadership team has specific responsibilities to guide the council and represent the group.  The leadership team is made up of the Chairs, mentors and CSF.

CSF Responsibilities

The SYC is supported by a CSF staff member. The role of the CSF staff member is to:

  • Support the SYC in confirming meeting dates for the year.
  • Oversee and support the SYC leadership team.

Important Notes:

  • The CSF staff member provides administrative and leadership support for SYC and is not a youth worker.
  • The CSF staff member can only provide support in relation to official SYC responsibilities.
  • Any opportunities received through SYC membership that are not part of an SYC initiative must be attended independently by the member. CSF staff will not be responsible for these activities.

Meetings

  • Meetings are generally held twice monthly, typically the first and third Wednesday of the month from 5–7pm, subject to change based on work plan, member availability, or need.

Decision-making

  • Consensus is preferred when making decisions. If consensus cannot be reached, majority vote applies.
  • Thresholds for “high importance” decisions such as budget allocation, policy submissions etc require a formal vote and documentation, may be referred to all SYC members if insufficient attendance at meeting.

Conflict resolution

  • Members are encouraged to resolve issues collaboratively; co-chairs and the CSF staff member provide support as needed.

Code of Conduct

  • Members must act with integrity, remain politically neutral, and declare conflicts of interest. A formal process for managing conflicts of interest is outlined in appendix D – Roles and Responsibilities.

Reporting

  • The SYC will report no less than once (1) time a year to SDC.
  • The SYC will present the report generally at the beginning and end of each calendar year.

(Refer to appendix E for further details on some roles and responsibilities in this section)

9. Training and Development

  • Full-day induction at the beginning of the year (usually late January or early February).
  • Continual, relevant training is incorporated into the annual work plan to build skills and capability throughout the year.
  • Training over the term aims to cover governance, communication, project management, Te Tiriti o Waitangi and leadership development.

10. Communications - Media and Social Media

The SYC must ensure:

  • All communication with the media will be done with the support of the CSF staff member at SDC.
  • Media statements for SYC will be delivered by the co-chairs or the CSF staff member.
  • At the beginning of the year, the SYC chooses members to look after the Selwyn Youth Council Facebook page and other social media accounts.

11. Resources and Budget

  • Annual budget provided by SDC.
  • Resources and budget for projects are the responsibility of the CSF staff member.
  • The Selwyn Youth Event Fund provides support (money) to events or activities that help strengthen youth well-being in Selwyn.

(Refer to Appendix F)

12. Resolution of Grievances

In the event of a conflict between Youth Council members, the following process applies:

  • Members should first speak with their assigned mentor.
  • If they do not have an assigned mentor, they are encouraged to approach the Chair or Deputy Chair.
  • If the conflict involves their mentor, they should go directly to the Chair or Deputy Chair.
  • If the issue cannot be resolved at this level, the liaising CSF staff member will support the parties to work through a resolution.

(Refer to Appendix G)

13. Review

The Terms of Reference will be reviewed every three years or at the discretion of the SYC. Amendments may be recommended by SYC and require SDC approval.

The next review is scheduled for November 2028.

Click here for Appendices.