Planning with a purpose is important before the first youth council meetings since participants are unlikely to be familiar with official meetings prior to their youth council membership. This helps meetings to run smoothly and cover the agenda. In the beginning, adult leaders play an important role by helping youth acquire the necessary leadership skills and understanding of how to hold successful meetings and organize effective projects in later phases. Before the first meeting, you may consider appointing and training a youth facilitator whose key responsibility is to make sure that meetings are well-prepared and conducted as needed.

Practical Considerations for Youth Facilitators

• Team Building

  • Organize a team building event, such as a two-day orientation, before the first official meeting so that members get to know each other

  • Consider having a mayor or a councilmember/commissioner speak to convey the importance and value of the youth council

• Training

  • Other cities’ experiences indicate that providing orientation and training is an important preliminary step for the smooth operation of youth councils

  • If the local government’s resources are limited, explore collaborative ways to provide training through universities, schools, community groups, foundations or non-profits

  • Skill building is an effective strategy as the youth council members start to work on policy issues, work with policy makers and navigate the policy process

  • Keep the big (long-term) picture in mind: training is an opportunity to prepare members for community engagement and work in local government

• Prepare for the First Meeting

  • Make sure food, paper and other necessities are available

  • Find an adequate meeting space with access to internet and audiovisual equipment, if necessary

  • Identify transportation needs if reliable transportation is a challenge due to distances or other obstacles:

    • Access to bus routes

    • A van pick-up

    • Coordination of transportation among parents

  • Consider how the meetings will be organized

    • Design a simple and comprehensive structure for the meetings

    • Know your own role in the meetings

• Remember to Have Fun

  • Hold the orientation, training or first meeting at an off-site location that helps to build a cohesive team through group activities

Get the Basics Right

• First Meeting

  • Consider an ice-breaker activity

  • Work together with youth on ground rules and work norms:

    • Create a respectful and safe environment for all to participate

    • Take turns in meetings

    • Cell phone use

    • Expectations for attendance

    • Length of the meetings

    • Commitments in line with available resources

    • Accountability among youth council members

    • Introduce required roles and how officers are elected

    • Explain the role of an adult facilitator:

      • Not in charge

      • An equal partnership

  • Focus on mission, values and goals

  • If time allows, begin to discuss what the youth council members want to accomplish throughout the year

  • The first meeting may involve outgoing/past youth council members to provide guidance

• Swearing-In of Youth Council Members

  • Can take place during the next city council or commission meeting

  • Meeting recognizes the status of the youth council (e.g., by establishing an official advisory board)

  • Youth council members are sworn in by local government officials

  • Discuss and plan swearing-in during the first meeting

• Second Meeting

  • Focus on electing officers and starting to plan activities

  • Specifics include the meeting schedule (frequency/time/location) and whether there will be meetings in the summer or during other school holidays

  • Identify what the youth council wants to accomplish

    • Events

    • Projects

    • Other activities

• Third Meeting

  • Focus on creating youth council by-laws

  • Create a strategic/action plan

  • Any other issues, including identifying possible guest speakers for relevant local issues:

    • Examples include a social worker and/or law enforcement officer to discuss teen alcohol and drug use, or an expert to address sustainable development or equity within a local community

• Clear and Transparent Communication

  • Maintain an online agenda and meeting minutes

  • Create action plan templates and documents to help facilitate meetings, keep track of projects, create progress reports and assign responsibilities

  • Discuss ways to communicate between meetings:

    • Consider providing members with official email accounts so that all communication is captured

    • Distribute all relevant information to members before each meeting

• Other Considerations

  • Inclusive meetings

    • Encourage meetings where all are comfortable expressing their insights and opinions

    • Find ways to avoid group think and dominance of a few

  • Encouragement

    • Be explicit that the youth council members are welcome to address problems and propose solutions to any issues they identify in the community or how the youth council operates