Agenda and minutes

Epping Forest Youth Council
Tuesday, 11th February, 2020 7.00 pm

Venue: Council Chamber, Civic Offices, High Street, Epping

Contact: D Gilson-Butler Tel: (01992) 564365  Email:

No. Item


Confirmation of Chairman & Vice-Chairman

To confirm the Chairman and Vice Chairman for this meeting.


It was noted that Harriette would be the Chairman and Megan would be the Vice-Chairman for this meeting.




To confirm the minutes of the last meeting of the Youth Council are correct.



It was noted by the Chairman and Youth Councillors that the minutes of the last meeting are correct.


Youth Councillor Updates

Youth Councillors to report on school issues, achievements, events and training that they have accomplished since the last meeting.


The Youth Councillors reported back on school issues, achievements, events and training that they have accomplished since the last meeting.


·         Debden Park

Assembly took place for multi-cultural month.

Six Form Students are now doing work experience.

Concert was held by a Christian Support group.


·         Epping St Johns

Six Form applications are now complete.

Fundraiser was held to give free gifts to terminally ill children.


·         Roding Valley

Year 11 Raffle for open house hospice charity.

Updated Anti-bullying campaign.


·         The Independent Youth Councillors

Year 10 mocks will take place in 2 weeks’ time.

Charity fundraiser being held.


Event Feedback

Youth Councillors to feedback on any events that they have attended in relation to the Youth Council since the last meeting.



Safer Epping Update


Youth Councillor Archie explained to members of the meeting how drugs were a big topic at the Safer Epping meeting, Archie informed the group how there is a prejudice view in which most young people are unsociable and into drugs. Archie highlighted that not all young people are like this and that many young people are doing great things in their local community, such as the Youth Council.


Action – Di to send the notes of the Safer Epping group to Vanessa and Archie.


Young Essex Assembly Update


There was a meeting held at the end of January planned to be around stigmas and rumours within the West Essex area. Dan also attends the Climate change group meetings.


Independent Advisory Group Meeting

The meeting will be held at Zinc Arts in Ongar on the 3rd March Archie will be giving a presentation about the work of the Youth Council, We R safe and the drug survey findings. Zak to attend meeting with Archie.


Action – Di to send Zak and Archie the meeting details and address.


Overview and Scrutiny


on Tuesday 17 March at 19:00 The Youth Councillors will give a presentation about their achievement during the past year and thanks members for the funding for the forth coming year. 5 speakers have been selected, Samantha, Florence, Archie, Rene, Tomas representing different schools and areas of the district.


Action - Samantha, Florence, Archie, Rene, Tomas to attend a rehearsal meeting on Monday 16th March at Hemnall Street


Chairman’s Civic Dinner


The Chairman’s Civic dinner will be held on the 20th March at the Marriott Hotel in Waltham Abbey will be attended by 5 youth Council cup winners. Invitations and RSVP must be returned asap via Di. Formal dress is required.


Action – Zak, Harriette, Tomas, Megan & Samantha to confirm their attendance and any dietary requirements for the meal.




Motiv8 is on Tuesday 31st March and Wednesday 1st April, 5 Free ticket have been offered to members of the Youth Council to attend. Archie, Megan and Ollie have volunteered to help backstage – Archie to check availability.

Tallulah, Eleanor, Dan and James to watch the show with the complimentary tickets.


Action – Vanessa to confirm out how many runners are needed.


Consultation on activity ideas for Limes Farm estate for Young People 13-19 years


Epping Forest District Council have built a Community Hub in The Limes Farm Estate in Chigwell where after school activities are being held. Vanessa had a meeting with Vicky Young from Essex Youth Service, who is running the Community Hub and is very keen for the Youth Councillors to share some ideas of what kind of activities could be held at the hub so more young people visit.


There is also another Youth Club at Brooker Road which is in a building called Way 2000, Eleanor Fletcher will be speaking to Youth Councillor Tomas Gray about what provision should be provided.


Suggestions from Youth Councillors:


·         Homework Club – Free WIFI and internet access as this then makes it a leisure activity and most young people would visit in the club has access to WIFI.

·         Vanessa informed the group how WIFI is already accessible.

·         Youth Councillor Dan suggested maybe not calling the club Homework Club but an extra help club or tutoring club.

·         Music Room

·         Outdoor Films at Limes Farm – Projector on the field for sing along films such as Grease.

·         Junior Bake Off

·         Computer Room

·         Counselling Sessions

·         Football Club – Di would like to know whether there are opportunities around the district for young people to play football if there are not signed for some sort of club/team. Youth Councillor Barnaby informed members of the group that if people are willing to do so you could get enough players for a team and set up a tournament for fun rather than it being a competition.

·         Youth Councillor Eleanor suggested maybe holding a charity tournament.


Youth Council Elections


School assembly dates to promote the work of the Youth Council and how to stand as a candidate.  


Monday 10 Feb                       Ongar Academy Year 7, 8, 9, 10

Tuesday 11 Feb                      Epping St Johns Year 10

Wednesday 12 Feb                Epping St Johns Year 8

Thursday 13 Feb                     Roding Valley High Year 8

Thursday 13 Feb                     King Harold school All years

Friday 14 Feb                         Epping St Johns Year 9

Awaiting dates from                Chigwell


Friday 21st February                        Closing date for nominations


Mon 9th March – Fri 20th March     Youth Council Election Days


Monday 9th March                               King Harold Academy

Tuesday 10 March                              Epping St Johns school

Wednesday 11 March                        Ongar Academy

Friday 13 March                                  Debden Park High

Monday 16 March                               Braeside School

Wednesday 18 March                        West Hatch

Thursday 19th March                         Roding Valley High

Friday 20 March                                  Davenant Foundation

Awaiting dates from                            Chigwell


Tuesday 24th March                           Formal announcement of election results

Tuesday 7th April                                Induction Day 1

Wednesday 8th April                          Induction Day 2

April – June                                         EFYC 2020 Induction training (over 6 weeks)

Tuesday 5th May                                 First official EFYC Full Council meeting


10 nominations have been received so far from the schools show below:

Independent Schools (Trinity & Anglo European) – 2 nominations

Braeside                      2 nominations

St Johns Epping         1 nomination

Debden Park               1 nomination

West Hatch                 1 nomination


Current Youth Councillors to target pupils and encourage them to stand for Youth Council.


Action – Di to talk to IT about online applications not accepting Epping Forest postcodes.  



Awards and Funding


Di informed members of the group that £250 has been received from the Jack Petchey Education Grants towards the Youth Council Induction day, this will help cover the costs of hiring the Lambourne End outdoor centre.


There has also been a notification from the High Sheriff of Essex that the We R safe project has been Highly Commended by the judges at the National Crime beat awards. The certificate will be presented at the High Sheriff awards ceremony on Wednesday 4th March. 2 Youth Councillors who were involved in the filming. Florence and Daniel, have been selected to attend to awards ceremony in Chelmsford.


Youth Council Cup

Di to advised the winner of the Youth Council Cup.


Samantha is a pupil at Braeside Independent School, she is a hardworking, supportive and caring young person.  Sam has volunteered for many projects including the Loughton Town Council Christmas card, she carried out research for the WE R safe project and took a lead role in the Youth Conference debate and helped at the older person project in North weald. Sam is always willing to take an active role and her skills in public speaking are excellent.


Megan attends Epping St Johns schools and thoroughly enjoys the work of the Youth Council. Megan has worked very hard to promote the We R Safe project in her school and has given presentations to over 500 pupils, promoting key safety messages. Megan is also a keen volunteer with the Hen Power project and enjoys supporting the elderly residents to care for the hens and help reduce social isolation through regular contact with the volunteers.  


The Youth Councillors have been allocated a 5th seat therefore to join Zak, Harriette, Samantha and Megan I am delighted to say that the 5th award goes to Tomas Gray.


Ton was unable to attend the meeting however Tom joined the Youth Council last year and took a lead role in the Highly Commended project We R Safe, he is a confident public speaker and as the sole Youth Councillor at King Harold Academy he has worked hard to involve his school in the work of the Youth Council. Tomas has an excellent attendance record and gives up his time to volunteer at events and support youth council events such as giving a presentation to the Fyfield Parish council meeting. Tomas is doing a great job in his school promoting the forth coming Youth Council elections.


Youth Councillors Zak and Eleanor are finalists in the Young Citizen of the Year award 2020. They will be attending the Civic Awards evening with the Chairman and other finalists, the winner will be announced on the evening.



Jack Petchey Award

To nominate/announce the winner of the Jack Petchey Award.


Vanessa presented the Jack Petchey Certificate to Daniel Mehr, fellow Youth Councillors nominated Daniel as he has been hard working, reliable and volunteers to help at meetings and events. Daniel is always willing to help fellow youth councillors and staff. He has grown in confidence and his attendance is excellent. He has matured and taken on more responsibilities as his confidence has grown. Dan is a confident at public speaking and he has been keen to take on more responsibilities to give presentations to adult committee meetings. Dan has £250 to spend on a project of his choice, this includes a Youth Council social.


Submission forms

To consider any new submission forms received and to give updates on any previous submission form.


Di is awaiting a new date from the Epping St Johns pupils to film the Youth Councillors for their film about positive things in Epping. Youth Councillor Megan nothing to report from Student Council meeting however will chase up.


Di is also awaiting a new date from Susan Lewis to talk about the District Councils Customer strategy and Customer Focus Group. 


Any Other Business

(a)          Notices by Diane;

(b)          Notices by Paula;

(c)          Any other notices; and

(d)          Youth Councillor notices.


Di – Would like to inform all Youth Councillors that in April all current IPad’s will have to be given back with the original box and charger. Di informed the Councillors that if they are re-elected as a Youth Councillor, they will keep the iPad for another 2 years however this will not be known until the elections results are announced on the 24th March.


Youth Councillor Megan informed Di how her iPad cannot connect to the WIFI at the civic offices.

Action – Megan to come into civic offices during work hours and have IT sort out the problem.


Paula – Paula would like to inform all Youth Councillors that she will be leaving her role at Epping Forest District Council at the end of the month. Paula has accepted a job close to home this will be her last Youth Council Meeting and would like to wish all Youth Councillors the best for the future.


Di, Vanessa and all the Youth Councillors thanked Paula for all her hard work and for making the experience special.


Vanessa – Apologies to Dan and Eleanor as the Essex Youth Services, Epping Forest Youth Strategy Meeting was cancelled yesterday at short notice.


Vanessa to chair next meeting due to Di attending the IAG meeting in Ongar with Archie and Zak. Lynn Maidment the Safeguarding Officer for Epping Forest District Council to support the youth councillors next month.


Youth Councillor Megan provided all Youth Councillors present with Vanessa’s mobile number to sort out cab’s for next meeting.


Youth Councillor Notices – Eleanor would like to inform the group that she will be attending work experience at the House of Commons shadowing MP Eleanor Laing.


Date of Next Meeting

To note that the next meeting will be held on Tuesday 3rd March at 19.00 – 21.00 at the Civic Offices.


The next meeting will be held in the Chamber on Tuesday 3rd March 2020at 19:00pm – 21:00pm.