To consider a proposed approach for implementing webcasting in key Council meetings, including draft protocols on filming and the use of social media.

Members considered a report of the Executive Member of Corporate Resources which set out a proposed approach for the introduction of webcasting to provide simultaneous broadcasting and recording of certain meetings in the Council Chamber at Priory House.  If implemented the webcasting would enable the public to regularly view meetings of full Council, Executive and Development Management Committee off site.  In addition, the report included a draft protocol for webcasting, recording and the use of social media in the Council’s meetings.

The Chief Communications Officer introduced the report, referring to the increasing demand for government openness at both national and local level.  She stated that webcasting already took place at a variety of local authorities, had done so for a number of years and was no longer regarded as being unusual.  The Chief Communications Officer next referred to the changing nature of mass communication and to ‘Open and Accountable Local Government’, the draft guide for the press and public on attending and reporting local government meetings recently issued by the Department for Communities and Local Government.  A copy of the draft guide was attached at Appendix A to the report.  She drew Members’ attention to the new rights for the public set out within the draft guide which required councils to allow any member of the public to photograph, film and audio-record meetings without permission.  The Chief Communications Officer stressed that, as a result, it was important that the Council retained its own, complete record of events and webcasting could provide the means of doing so.

The Chief Communications Officer continued her introduction to the Executive Member’s report, outlining the proposed approach for introducing webcasting, the preparation and review arrangements, the review mechanisms and a proposed timetable which would see the implementation of the system by December 2014.

Full discussion then took place with Members considering the issues both for and against the adoption of webcasting and the timeframes enabling review before the rolling out of webcasting for additional committees. 

Various concerns were raised in relation to absence of any protection for Members in the form of the equivalent of ‘Parliamentary Privilege’ when speaking in meetings and the possible manipulation of recordings made by some members of the public.  With regard to the latter it was felt that a full recording of all meetings was valuable no matter where the meeting was held.  It was noted that with the availability of webcasting, it might become unnecessary to hold certain meetings close to the affected communities as those interested in the issue could watch a webcast.  However, it was also suggested that webcasting could lead to the encouragement of inappropriate behaviour by some Members in the form of ‘grandstanding’ and the number of webcasted meetings could be restricted or the  introduction of webcasting delayed until after the elections in May 2015.  A query was raised regarding the financial implications of webcasting and the possible augmentation of the existing public address system in the Council Chamber was suggested as a way of reducing costs.  With regard to the possibility that other meetings held in the Council Chamber, such as those of the overview and scrutiny committees, be webcast if there was sufficient public interest the meeting was reminded that some meetings involved lay Members and concern was expressed that webcasting could dissuade them from participating.

In response to concerns regarding the financial implications of webcasting the meeting was advised that full research had been undertaken with other local authorities on this matter to establish the likely costs involved.  With regard to lay Member participation the officers advised that full training would be offered to non-councillors as well as to Members.  Members concurred that the proposed protocol for webcasting, recording and the use of social media at the Council’s meetings, as set out at Appendix B to the report, should be amended to include reference to lay member(s) of a committee where appropriate. 

With regard to grandstanding, it was acknowledged that the proposed timing of the introduction of webcasting was unfortunate but it was also stated that this activity already took place.

Other Members viewed the adoption of webcasting as both inevitable and beneficial. The recording of meetings in some way by the public already took place and the Secretary of State for Communities and Local Government had made clear his determination to allow the public to undertake photography, filming and audio-recording at local authority meetings without the need for a council’s permission.  It was acknowledged that whilst the minutes of a meeting would remain the formal legal record the absence of a full, official recording of proceedings in the form of a webcast would leave the Council without a defence against the manipulation or editing of private recordings by individuals or organisations.  To this end it was felt that the options for providing webcasting from other meeting rooms and venues besides the Council Chamber should be investigated.

It was noted that the current system within the Council Chamber was unable, in its current state, to provide a webcasting service and its upgrading would be expensive.

Last, whilst it was not possible to prevent members of the public from editing their own recordings it was to the Council’s benefit to ensure that an official recording was made and publically available.  It could also encourage public engagement. Further, if images were manipulated by an individual or organisation in a way which defamed a Member or officer then legal action could be taken. 

RECOMMENDED TO COUNCIL

1          that the implementation of webcasting for meetings of the full Council, Executive and Development Management Committee, when held in the Council Chamber at Priory House, be approved and the following timetable adopted:

a          Initiation of procurement of a webcasting system in October 2014;

b          Preparation phase for Members and officers through briefing sessions and notes in November 2014;

c          Implementation of a system by December 2014

2          that options for the provision of a mobile webcasting solution to enable webcasting from other meeting rooms and venues be explored.

RESOLVED

1          that, subject to the adoption of the recommendations above, the provisions suggested in the report of the Executive Member for Corporate Services to prepare Members and officers for the implementation of webcasting be approved;

2          that the proposed approach to reviewing the new system, to assess the extent to which the equipment, procedures and officer support are meeting operational requirements, be approved;

 3          that the new draft protocol for webcasting, recording and using social media in the Council’s meetings, attached at Appendix A to these minutes, be approved subject to the inclusion of a reference to lay (or co-opted) Members where appropriate.