Decision details

1.

Title of Item/Report

Council Motion – Livestreaming Meetings

2.

Record of the Decision

Consideration was given to a report that provided an update on the implementation of the Council’s unanimously supported motion to livestream and record public meetings held in the Council Chamber. The motion reflected a cross-party commitment to openness, accessibility, and public engagement in local democracy.

To ensure effective delivery, it was proposed that Cabinet refer the matter to the Members Advisory Panel (MAP) to develop a comprehensive policy and implementation plan, addressing technical, financial, accessibility, and governance considerations.

At its meeting in September 2025, the Council approved a motion requesting that all public meetings held in the Council Chamber be recorded and, where possible, livestreamed to support openness and transparency. The motion was supported by all political groups. A copy of the motion was contained within the report.

The Dicentis audio-visual system currently supports hybrid meetings. Livestreaming introduces additional requirements, including:

a)       Camera control and speaker tracking;

b)       Real-time moderation and technical oversight;

c)       Secure integration with a public-access platform;

d)       Storage, captioning, and publication processes.

7.       Initial assessments suggest manual camera operation and staffing support will be required. A technical solution is being explored with the equipment provider.

To ensure inclusivity and compliance with legal obligations, all videos published by the Council must meet accessibility standards. Adherence to the Web Content Accessibility Guidelines (WCAG) 2.2 Level AA is not optional but a legal and ethical responsibility. Accessible videos empower users with visual, auditory, cognitive, or motor impairments to engage with content meaningfully. The Local Government Association supports the use of digital technologies to enhance democratic engagement and accessibility.

For videos that remain on the site after live streaming, the following criteria must be met: they must include a transcript detailing visuals, spoken dialogue, and contextual sounds; synchronised closed captions must be provided; any media that auto-plays for more than five seconds must offer a way to pause, stop, or hide it; audio that plays automatically for more than three seconds must allow users to stop, pause, mute, or adjust volume; and flashing content must not exceed three flashes per second. For live-streamed videos, the standards are more relaxed, captions should be provided to support accessibility.

RESOLVED that:-

1. The matter be referred to the Members Advisory Panel (MAP) to develop a livestreaming and recording policy, covering:

a.       Filming arrangements, copyright, retention, and consent;

b.       Platform options for publication (e.g. Council website, YouTube);

c.        Accessibility features including captions and transcripts;

d.       Safeguards such as broadcast delay or editing capability.

2.       MAP be requested to, supported by officers, assess financial and staffing implications, including ongoing operational, accessibility, and moderation requirements.

3.       MAP be requested to advise on governance measures to ensure recordings are not misconstrued as formal Council decisions, with appropriate disclaimers applied.

4.       MAP be requested to bring forward a detailed, costed implementation plan for Cabinet approval, once practical, technical, and financial issues have been resolved.

3.

Reasons for the Decision

To implement the unanimously supported Council motion in a manner that is technically feasible, legally compliant, financially sustainable and consistent with accessibility standards.

4.

Alternative Options Considered and Rejected

None

5.

Declared (Cabinet Member) Conflicts of Interest

None

6.

Details of any Dispensations

None

7.

Date and Time by which Call In must be executed

Midnight, 21 November 2025