Recording of Public Council Meetings Policy

Transcription

1 Recording of Public Council Meetings Policy Approval Revision Version 1 Review 2017 or earlier as required Responsible Executive General Manager, Organisational Development & Governance Contact officer Program Leader Governance Delegated Authority Not applicable Exemption Not applicable

2 Contents 1. Purpose of the Policy 2. Scope 3. Definitions 4. Responsible Executive 5. Contact Officer 6. Related Documents 7. Delegation Authority 8. Policy Statement 9. Procedures 10. Decision Guidelines 11. Transition/Translation arrangements 12. Review Page 2

3 1. Purpose of the Policy The Recording of Council Meetings Policy (the Policy) provides information and procedures in relation to the the recording and live streaming of public meetings of Kingston City Council. 2. Scope The Policy applies to all public meetings of Kingston City Council. The Policy does not extend to meetings closed to the public in accordance with section 89(2) of the Local Government Act 1989 (the Act). The policy applies to the Council and it is intended that the default camera position will ensure that all Councillors present will be visible. The policy also applies to members of the public, both as visitors in the public gallery and as contributors to the public meeting. 3. Definitions Public meetings: Section 89(1) of the Act requires that meetings be open to the public. Reference to public meetings in the policy means Ordinary and Special Meetings of Council and Planning Committee Meetings. Meetings closed to the public: Section 89(2) of the Act provides that Council may resolve to close the meeting to the public on specified grounds. 4. Responsible Officer General Manager Organisational Development and Governance 5. Contact Officer Program Leader Governance 6. Related Documents Local Law No.7 Local Government Act 1989 (Vic) section 89. Information Privacy Act 2000 (Vic) 7. Delegation Authority Nil. 8. Policy Statement At the 27 May 2013 Ordinary Meeting of Council, it was resolved to implement the live streaming of Ordinary, Special and Planning Committee Meetings on the internet. This resolution reflects Council s commitment to transparent and accessible decision making processes. Page 3

4 9. Procedures 9.1 Councillors and Officers Following Council s resolution to implement the recording and live streaming of public meetings, all Councillors and Officers will be recorded when in attendance at public meetings of Council commencing from the 22 July 2013 Ordinary Meeting of Council. The default camera position will ensure that all Councillors present are in view throughout the meeting Meetings closed to the public If Council resolves to close the meeting to the public in accordance with section 89 (2) of the Act, all recording devices will be switched off to protect the confidential status of the matters debated and resolved on by Council Public Gallery Recording and live streaming will not resume until it is resolved that the meeting be opened to the public It is not intended that visitors in the public gallery be recorded and signage to this effect is to be visibly displayed in the foyer of the Council Chamber, which reads; All care is taken to maintain your privacy; however as a visitor in the public gallery, your presence may be recorded To ensure that people with a disability are aware of the recording and live streaming of Council meetings the Chairperson will read out the statement contained in clause at the commencement of each meeting Question Time It is practice for visitors at an Ordinary Meeting of Council to have the opportunity to submit a question during Question Time. It is practice that the visitor should be present in the gallery when the question is read out and responded to. Questioners will not be recorded in the public gallery as per clause ; however their full name and where they are from will be read out and recorded If a visitor who asks a question does not wish for their full name to be read out this must be indicated in the appropriate section of the Question Form and only the visitors first name will be read out. The visitor s full name and where they are from will continue to be recorded in the public minutes of the meeting. Page 4

5 9.5. Members of the public addressing Council Members of the public who address Council or the Planning Committee either in support or objection of a Planning Application will be recorded. The following wording will appear in correspondence inviting applicants and objectors to address Council; All care is taken to maintain your privacy; however as a visitor in the public gallery, your presence may be recorded Members of Kingston s Village Committees or other Advisory Committees who present to Council will be recorded. The following wording will appear in correspondence inviting Chairperson s or representatives of the Village Committee to present; By contributing to the meeting you agree to being recorded during the public Council meeting By participating in a public Council meeting, members of the public agree to being recorded. In the event of exceptional circumstances rendering an individual unable to be recorded, it is at the Chairperson s absolute discretion to call for a motion to close the meeting to the public provided the request complies with the grounds stipulated in the Act under section 89(2) for the meeting to be closed. If Council resolves to close the meeting to the public, clause of the Policy applies Archived Recordings All public meetings that are streamed live on the internet will later be archived on Council s website Due to the instantaneous nature of live streaming, there will be no editing of the contents of the recorded public meeting. Bookmarks advising of the agenda items considered during the meeting will be added to the archived version of the recorded meeting to provide ease of navigation for viewers Members of the public can access all recorded public meetings free of charge on Council s website Decision Guidelines None 11. Transition/Translation arrangements 12. Review The Policy will commence from the date it is approved by Council. The Policy will be reviewed within the first 12 months of each new term of Council or earlier as required. Page 5