2019-08-06 Services & Organisation Committee Agenda

SERVICES & ORGANISATION COMMITTEE MEETING AGENDA                                   6 AUGUST 2019


 Date                   Meeting                           Views
 22 May 2019            Special                                 33
 5 June 2019            Special                                 39
 17 June 2019           General Committee                      107
 20 June 2019           Ordinary                               145
 28 June 2019           Special                                123
 15 July 2019           General Committee                      324
 18 July 2019           Ordinary                                77
* The viewer statistics are as at 22 July 2019 on the basis that the report for the August round of
meetings was prepared at that time.

2.      Opportunities for enhancement

Now that the system has been operating for six months, we can examine whether there are any
opportunities for enhancement. This includes the issues raised in the recent notice of motion.

Bookmarking of videos
At present, a viewer would need to watch from beginning to end to find an item that they are
interested in. Depending upon the length of the meeting, this could result in several hours of
viewing.
It is possible to bookmark videos so that a person can click on a link to the particular agenda item
that they are interested in. Obviously, it is not possible to bookmark the live streaming.
As part of the six month review of our processes, staff have identified bookmarking as an
opportunity to improve the experience for the viewer. There is no additional outlay to undertake
the bookmarking but there is additional work for our staff who manage our meeting processes to
insert these bookmark links into the video. This will take approximately 30 minutes of additional
work per meeting.
We will be able to commence bookmarking of videos from the September round of meetings.
Over time, we will also look to bookmark our library of existing videos but this will only occur as
time and resources permit.

Increased promotion of Council’s live stream and video recordings
Our current approach to promote the live stream and recording of our meetings has been
somewhat ad hoc to date. We provided some publicity around the time this process commenced
in February 2019 and have, from time to time, promoted the General Committee and Ordinary
meeting live streaming via our Facebook page.
We can take a more holistic approach to promoting Council agendas, meetings, minutes, live
streaming etc. The recommendation above requests the CEO to regularly publicise the
availability of live streaming and videos from Council meetings and it is intended that this be built
into the regular processes for our Community Engagement Branch to promote these types of
issues.

Potential for expansion of the live streaming equipment to Council’s Committee Room
As Council would be aware, the Tewantin Administration Building also provides an additional
Committee Room meeting space which was specifically designed for Council committees and
smaller meetings. It has been used for Council Committee meetings since the building was
opened in December 1980 and as such, has a long history as being used for small committee
meetings.



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