Review of Audio Recordings at Meetings

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Review of Audio Recordings at Meetings

• Policy and Review Topic Panel B

Wednesday 30th November 2005
John Haskell Democratic Services Manager
Liz Mohamed Typing Services Manager
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What records are local authorities required to
keep of formal meetings?

• Written record of what has taken place - The
  minutes
• The role the minutes serve -
• Establish an accurate record of the decisions
  taken
• Comply with legal requirements
• They should be self-explanatory
• Minutes are a summary of the proceedings and the
  decision
• Minutes are not required to be a verbatim record
• Available for public inspection
• No legal requirement to keep or provide audio
  recordings

Putting People First
Portsmouth City Council
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Portsmouths Experience of Audio Recording
Council Meetings

• Questions under Standing Order 19
• Recording the whole meeting
• Recording presentations at council meetings
• Microphones and Amplification Equipment
• Quality of the equipment available
• Audio cassette system/compatibility for
  transcription
• Microphones and their location in the chamber
• Transcripts and their accuracy

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Portsmouths Experience of Audio Recording
Development Control Meetings

• Reasons for recording deputations - potential
  planning appeals
• Practice for upwards of 10 years
• Did the recordings serve their purpose?
• The equipment used - desktop recorder and
  microphone
• Transcriptions

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Portsmouths Experience of Audio Recording
Development Control Meetings - Current Practice

• Large Attendance
• Microphones/Amplification
• Infrared wireless technology
• Rechargeable batteries
• Previously wired system

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Portsmouths Experience of Audio Recording
Millennium Tower Policy and Review Panel

• Why make a recording?
• The equipment used - Desk top recorder and
  microphone
• Were the tapes ever referred to?
• How were the tapes kept
• Were the tapes ever transcribed?

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Current Resources Required for Transcription

• Council meeting - Technician
• Cassette tapes - erased after 6 months
• Central Typing Services
• A4 page (represents average 5 minutes speaking
  time)
• Cost - 18 per A4 page, plus 5 for proof-reading
• 1 hour debate - 18 5 x 12 276

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Some issues that require consideration

• Should recording also apply to Policy and Review
  Panels?
• For how long should recordings be kept?
• Freedom of Information
• Exempt Information under Schd 12A of Local
  Government Act 1972
• Audio tapes are releasable
• Ability for public to copy tapes
• Use for ulterior purposes
• Civil liberties - people need to know recording
  is taking place

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Would Audio recording better assist the Written
Record?

• Responsibilities of the Chair
• The role of the Democratic Support Officers
• Decisions should be unambiguous
• Council Meetings - requirement for written
  amendments
• No similar written requirement for any other
  meetings

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Would Audio recording better assist Scrutiny?

• Reports should already set out options
• Minutes should record why a decision other than
  that recommended was taken, thereby aiding
  scrutiny
• Minutes are a summary of the proceedings and the
  decision
• Minutes are not for setting down individual
  members views

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Options Available - Capital Items

• Recording and Storage medium
• Cassette
• Digital/computer based system
• CD availability

• Conference Room A
• Purchase of digital recorder

• Other Conference Rooms
• Portable microphones and recorder
• How many units required?

• Council Chamber
• Re-introduce tape recording
• Replace the existing system
• Would encourage greater use of chamber

• Copying Equipment
• Ability to copy recordings

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Revenue items

• Transcription and copying costs
• Consumables
• Management of system
• Staffing resources and administration

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Assessment of Costs

• Capital
• Conference Room A 450
• 3 portable units _at_ 1895 5685
• Council Chamber 20000
• Computer Server/software 20000
• Copying facility 1200
• Sub total 47335
• Contingency say 10 4733
• Total 52068

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Assessment of Costs

• Revenue (per annum)
• Consumables 1000
• Staffing resources, to include
• administration, setting up,
• copying say min. 25 per day 6500
• Transcription say 1 hour p/wk,
• (276 x 52) 14352
• Total (per annum) 21852