HomeMy WebLinkAboutRecordings of Council Meetings - 3.12.pdfRecordings of Council Meetings Policy 3.12
Page 1 of 3 Policy 3.12 POLICY MANUAL Title: Recordings of Council Meetings Policy No : 3.12 Supersedes: NEW Authority: Legislative Operational Approval: Council CMT General Manager
Effective Date: August 27, 2014 Review Date: August 2015 Policy Statement: Public meetings of Council may be live streamed on the website and the recordings posted to the website following
meetings. Purpose: This policy will provide guidelines for the live streaming and transparent management of recordings of Public Hearings, Council, Committee of the Whole and Council
Workshop meetings held in the Council Chambers and Blaney Room at 11995 Haney Place, Maple Ridge. Definitions: Council: Council consists of seven elected officials and includes the
Mayor and six Councillors Formatted: Work performed to post the recording to the website with all presentation materials and to include only recordings of the meetings from the call
to order through to adjournment. Meeting: Includes Committee of the Whole, Council, Council Workshop and Public Hearing. Does not include meetings that are closed to the public in accordance
with the Community Charter. Website The website of the District of Maple Ridge.
Page 2 of 3 Policy 3.12 Key Areas of Responsibility Action to Take Public meetings of Council held in Council Chambers and Blaney Room may be live streamed over the website and recorded.
Any meetings or portions of meetings that are closed to the public in accordance with section Sections 90 and 92 of the Community Charter will not be broadcast or recorded. Signage
shall be posted to ensure presenters and members of the public are aware that public meetings may be live streamed, recorded and made available over the website. At the commencement
of each meeting, the Mayor or Chairperson shall notify those present, including members of the public, that the meeting is being live streamed and recorded in accordance with this policy
for posting to the website. A designated staff member will be responsible for the operation of the live streaming and recording equipment The Mayor or Chairperson has the discretion
and authority at any time to direct the termination or interruption of the live streaming and recording of the meeting if he or she considers it prudent or advisable to do so. Council
may, from time to time, direct staff to remove recordings or portions of recordings from the website where it considers it prudent or advisable to do so. There may be situations where
due to technical difficulties the live streaming and recording will not be available. If such circumstances occur the Mayor or Chairperson will advise those present that live streaming
and recording is not available. In the event the technical difficulties are not identified during the meeting, this information will be displayed on the website. The recording will
be formatted and posted to the website within three (3) days of the meeting. Recordings will be available to the public over the website for a period of four (4) years from the date
of the meeting. Once the four year (4) year period has elapsed the recording shall be deleted from the website but retained as a record of the meeting for an additional three (3) years
. Responsibility Clerk’s Department Mayor or Chairperson Clerk’s Department Mayor or Chairperson Council Mayor or Chairperson Clerk’s Department Clerk’s Department Clerk’s Department
Page 3 of 3 Policy 3.12 Unless otherwise indicated, copyright to recordings of council meetings made available on the District’s website is owned by the District. Permission is granted
to produce or reproduce the recordings posted on the District’s website, or any substantial part of such recordings, for personal, non-commercial, educational, and news reporting purposes
only, provided that the copied material is not modified or altered and ownership of the material is attributed to the District. For certainty, no person may use the recordings for political
party advertising, election campaigns, or any other politically partisan activity. Unless expressly authorized herein, no part of the recorded materials posted on the District’s website
may be reproduced except in accordance with the provisions of the Copyright Act, as such Act may be amended or replaced from time to time, or with the express written permission of
the District. The adopted minutes of the meetings remain the official records. The recordings are to promote broader access to meetings.