Minutes:
1. The Youth Advisory Council meeting format:
A -Rotating chair
B -Agenda setting
C -Minute taking
D -Inviting people into meetings
E -Uploading minutes onto website
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2A - Rotating Chair: A general discussion was had around the need for a chairperson to lead and control the meeting. Young elected members understood the role of chairperson but had very little experience in chairing them. During discussion, duties and responsibilities of the chairperson were highlighted. YAC members discussed the concept of a rotating chair and accepted the practice in principle. A volunteer was requested to chair the next meeting. Tyler Hudnott took up the mantle and all agreed for Tyler to chair the next meeting on 11th February 2025. YAC also considered electing a deputy chairperson. A suggestion was made where a deputy chairperson was also voted on, in the event that the chairperson would not be available. Samuel Atkinson put himself forward and was accepted as deputy chairperson by the rest of the council. In addition to acting as deputy, the following YAC meeting in March, will be chaired by Samuel and another Deputy will be elected. The deputy will then chair the following meeting in April. The cycle will continue until the end of the year when new elections will be held for YAC members. A further meeting to discuss chairing the meeting will be had with Tyler and Samuel prior to the next meeting. Brian to arrange.
2B – Agenda Setting: A brief discussed was had on how to set the agenda. More detail will be had when the meeting takes place between Brian, Tyler and Samuel. The council then debated how to manage requests from external agencies requesting some agenda time that may be considered. Council will consider this again as agenda items come in for consideration.
2C - ?Minute Taking: Explaining what minutes taking is all about and how it works. The council were asked to be mindful of information considered sensitive or confidential. Cllr Edwards offered advice on confidentiality and how not to record sensitive information. Three members of the council then volunteered to take minutes at YAC meetings. Lucy, Phoebe and Finley have taken up the responsibility of writing minutes on a rotational basis.
2D – Inviting People Into Meetings: It is accepted that there will be people who would like to access the Youth Advisory Council to present to, get involved with or consult with on a regular basis. To be accepted, there must be an official request written to the council via the engagement & partnership email. Once requested, the email will be passed to the YAC to agree or not for the person / agency to attend. They person requesting an invitation will be written to by the Youth Council and given a time slot in which to appear and present. On completing their time, the invited person will leave the meeting. Council members will need to be mindful of time and the purpose of the request from external parties.
2E – Uploading minutes onto website: Once minutes are completed these can be uploaded onto the nominated websites via Brian. This will be available to the public for viewing.