2018-12-11 Services & Organisation Committee Agenda

SERVICES & ORGANISATION COMMITTEE MEETING AGENDA                               11 DECEMBER 2018


4.    Consideration of other issues

There are a range of other issues that arise for consideration in relation to live video streaming of
Council meetings. These are, in no particular order, as follows:

1.    Privacy requirements
      Council needs to be mindful of the provisions of the Information Privacy Act. This requires
      appropriately worded signage to be provided at the entry point to a location where recording
      is occurring. This can be addressed relatively simply with an appropriately worded sign at
      the entry to the Council Chambers. Council already has similar signage at locations where
      we use security cameras. Further, the intention would be to ensure that as far as possible,
      the camera is focused on the participants in the meeting and not meeting observers.

2.    Archive requirements
      We have received advice from the Queensland State Archives in relation to any archive
      requirements. If the live video streaming recordings are to be made publically available
      (which they proposed to be) than under section 13.6.5 of the Local Government Sector
      Retention and Disposal Schedule, the Queensland State Archives requires that such
      recordings be retained for 7 years. As a matter of interest, the minutes of the Council Ordinary
      Meeting which are the official record of the meeting, are required to be kept in perpetuity.
      The live video streaming does not replace the role of the minutes as the official record of the
      meeting.

3.    Website
      It is intended to retain a link to the video recordings on our website, probably in the Council
      meetings section. We will identify the best way to include this on our website to enable
      residents to view past meetings if they wish to do so.

4.    Provisions of Standing Orders
      Section 38 of Council’s Standing Orders provides:

      38    Audio and video recording of meetings
            (1) No person shall operate any electronic or similar image, voice or camera
                 recording device, during any meeting of the local government or a local
                 government committee without the prior approval of the Chairperson.
            (2) Where recording is approved, the Chairperson shall, before the commencement
                 of such meeting, or the commencement of such recording, announce to the
                 members present that such approval has been granted

      The Standing Orders envisage that audio and video recordings of Council meetings can be
      undertaken and provisions can be put in place to enable that to occur. Indeed, previous
      approval has been provided to local media representatives to take an audio recording to
      assist them in their roles in gathering quotes etc. Similarly, approval is granted when
      television crews attend Council meetings for them to record both audio and video. The
      Council decision to undertake its own live video streaming would be in accordance with
      section 38 of the Standing Orders. In practice, the Chairperson of any meeting where live
      video streaming is occurring should, at the commencement of the meeting, announce the
      fact that live video streaming will be taking place.




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