Dún Laoghaire Ratdown County Council Webcasting Policy

Agenda Item 12

MEETING OF DUN LAOGHAIRE-RATHDOWN COUNCIL COUNCIL 14 JANUARY 2008 WEBCASTING OF COUNTY COUNCIL MEETINGS

In line with E-Government Strategy, a key strategy in the Council Corporate Plan 2005 – 2009 to improve communication of Council deliberations to the public and to develop Public interest in Local Government, it is proposed to webcast the monthly County Council meetings live to the Internet. This will open up the work of the Council to a wider audience improving the transparency of decision making.

Webcasting is the live or recorded transmission of video over the Web. Live information from the meeting is captured and sent via our provider Public-i to anyone that would like to view the meeting through the use of their internet connection from the comfort of their own home. Archived meetings are automatically indexed by agenda item and speaker, which allows viewers to watch just those specific items in which they are interested.

The principal reason for webcasting is that it will increase accessibility, openness and transparency. By approving live broadcast of Council meetings, the Members should be aware that: •

All of the Meeting will be on the public record. Council discussions and decisions made can be viewed in real time by a wide audience.

•

Conduct at meetings will continue to be subject to Standing Orders and to the provisions of the Local Government Act 2001 (as amended).

•

A Webcast of Council meetings is also governed by the Freedom of Information Act 1997, Freedom of Information (Amendment) Act 2003 and the Data Protection Act 1988.

•

While the Webcast of the Council Meetings will be conducted in real time, the Webcast itself will not constitute the Minutes of the Meeting. In accordance with the Local Government Act 2001 (as Amended) and the Council’s Standing Orders, the Minutes of the proceedings of the Council will be drawn up by the Meetings Administrator following each meeting and when confirmed as an accurate record at the next following Council Meeting these Minutes shall be deemed to be the confirmed Minutes of such Meeting.”

Attached is Protocol for Webcasting of County Council meetings, which has been prepared to assist the conduct of webcast meetings and to ensure that Councillors are compliant with their obligations under the foregoing legislation.

The approval of the Council to the Webcasting of the County Council Meetings and the adoption of the Protocol for Webcasting is requested.

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DUN LAOGHAIRE RATHDOWN COUNTY COUNCIL. 9 JANUARY 2008 PROTOCOL FOR WEBCASTING COUNTY COUNCIL MEETINGS 1.

Background Information In line with E-Government Strategy, a key strategy in the Council Corporate Plan 2005 – 2009 to improve communication of Council deliberations to the public and to develop Public interest in Local Government, it is proposed to webcast the monthly County Council meetings live to the Internet. This will open up the work of the Council to a wider audience thus improving the transparency of decision making.

Three fixed cameras are positioned in the Chamber for this purpose.

This protocol has been produced to assist the conduct of webcast meetings and to ensure that in doing so the Councillors are compliant with their obligations under the Data Protection Act 1988 and the Freedom of Information Act 1997 and the Freedom of Information (Amendment) Act 2003. Accordingly the following will apply to all meetings to be webcast by the County Council.

2.

Termination or suspension of webcast (i)

The Cathaoirleach of the County Council meeting has the discretion to request the termination or suspension of the webcast if in the opinion of the Chair continuing to webcast would prejudice the proceedings of the meeting.

(ii)

Termination or Suspension of the Webcast could include: • • •

3.

Public disturbance or any other reasons the Chair deems appropriate and reasonable; Exclusion of public and press being moved and supported; Any other reason moved, seconded and supported by the Council.

Webcasts 1. Council meetings will be recorded onto DVD as they are streamed live on the internet. These recordings will make up an archive. All archived webcasts will be available to view on the Council’s website for a period of six months subject to paragraph 3.

2. Archived webcasts shall only be removed from the website if it is considered that it is necessary because all or part of the content of the webcast is or is likely to be in breach of any statutory provision, for example the Freedom of Information Act 1997, Freedom of Information (Amendment) Act 2003 and the Data Protection Act 1988.

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3. The Council expects the Chair and the County Manager to ensure that Council meetings are conducted lawfully. Therefore, it is anticipated that the need to exercise the power set out above will only occur in exceptional situations.

4. Any Member who is concerned about any webcast should raise their concerns with the County Manager or his staff 4.

Agenda Front Sheets and Signage at Meetings (1) On the front of each agenda and on signs to be displayed inside the meeting room there will be the following notification:

WEBCASTING NOTICE This meeting may be filmed for live or subsequent broadcast via the Council’s website. At the start of the meeting the Chair will confirm if all or part of the meeting is being filmed.

You should be aware that the Council is subject to the Freedom of Information Act 1997, Freedom of Information (Amendment) Act 2003 and the Data Protection Act 1988 and data collected during this webcast will be retained in accordance with the legislation.

Therefore by entering the Council Chamber and using the seats around the meeting tables, you are consenting to being filmed and to the possible use of those images and sound recordings for webcasting. Members of the public and press should confine themselves to the area provided so that their image is not captured on film.

If you have any queries regarding this, please contact the Corporate Services Department on Extns. 4007/4382.

5. Code of Conduct: During debate, members need to be continually mindful of the Councillors’ Charter which requires you to: Ø

Recognize the special position of An Cathaoirleach as first citizen of the County;

Ø

conduct your business in an atmosphere of mutual respect

6. Conduct of meetings A written notice will be placed in the Chamber and in the Annex to the Chamber stating that the meeting is being webcast, and that the Chair may also terminate or suspend the web casting of the meeting, in accordance with this Protocol. This will be confirmed by the Chair making the following statement:-

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“I would like to remind everyone present that this meeting will be broadcast live to the internet and will be capable of repeated viewing.”

Guest speakers, presenters and consultants when invited to speak at a Council meeting to be advised of the Council’s Protocol.

Contact:

Rita Flynn, Senior Executive Officer, Corporate Services

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