Agenda item

The Senior Democratic Services Manager introduced the report regarding broadcasting in Hillingdon, as part of the Committee’s review into the Broadcasting of Policy Overview, Scrutiny and Select Committee meetings.

Members heard that the decision to begin broadcasting meetings was made in 2015, and it was possible to broadcast from the Committee Rooms 5 and 6 with single cameras, and the Council Chamber with three cameras.

The Council’s YouTube viewing rates compare favourably with other Councils as residents are able to watch meetings that they are not able to attend, and even choose the item they wish to watch in some cases, which ensures they do not take up time watching discussions that they are not interested in.

Councillors were informed that YouTube provides free subtitling and transcripts on its videos, and technology was improving for these services, and were shown examples of other Council’s around the world who broadcast Committee meetings for comparison.

The Senior Democratic Services Manager noted that watchtime, not views, was the key indicator for public interest in broadcasts, and heard that outside of Democratic Services, YouTube was used infrequently within the Council, although the music service occasionally posted videos. Members were then shown a tutorial to demonstrate you videos were added to YouTube.

The Committee asked whether it was possible to add meeting broadcasts to the Council’s website, and heard that there was nothing to stop this, and although the Council used YouTube to broadcast, this may be something that is considered in the future.

Responding to questioning from Councillors, the Senior Democratic Services Officer noted that the resolution of videos was dictated by the cameras, which are now three years old and will eventually require upgrading, and that the streams were controlled by computers in the Democratic Services Office, while officers had to start the broadcasts on their own laptops at meetings.

Members noted the screens in CR5 could not be viewed on videos, citing the example of Planning Committee plans which may be useful for viewers to see, and asked whether these could be enhanced. The Senior Democratic Services Officer noted that Google Hangouts may offer alternatives to this as they could add presentational material during a broadcast, but this is something that would require the Democratic Services Officer to act on during the meeting with live editing. However, Democratic Services Officers were primarily required to minute meetings and advise the Chairman, and as such, live editing was seen as problematic, as it may interfere with the other roles required of the officers. However, it was an aspiration for the future.

The Committee asked whether the broadcasts generated enough traffic to warrant advertising and heard that monetisation was disabled to stop adverts for viewers, and that this decision was taken by the Council as it was a public body and would not be able to control the adverts to ensure they were for local businesses, or companies relevant to Hillingdon.

Councillors agreed that broadcasting more meetings was the way forward, but urged a cautious approach until viewing figures became clear and it was suggested that a test broadcast of one POC took place to see the demand for viewing these meetings.

Members commented that the filming of all meetings would also help provide a definitive record of minutes, and would be beneficial for Democratic Services when it came to recording minutes. The Committee agreed that the broadcasting of all meetings would be helpful and should take place, but noted that it was important to do so with zero cost impact. Members agreed that as the infrastructure was already in place, there was no need to roll it out further.

It was noted that if witnesses attend meetings they should be advised that they will be filmed, and this would need to be conveyed to anyone attending meetings. In cases where attendees did not want to be filmed, alternative arrangements could be agreed to ensure that the attendee was not visible but could be heard on the broadcast, and this was possible to achieve. Furthermore, officers would need to ask for consent if vulnerable witnesses or children were to be filmed. Writing to witnesses, similarly to Planning and Licensing Committees, prior to the meeting to advise them of the broadcasts would help ease this process.

The Committee agreed it was minded to recommend the following:

1. The expansion of the current broadcasting service to all Policy Overview, Scrutiny and Select Committees;
2. That such meetings are held in Committee Rooms 5 & 6 to negate the need for any additional expense in broadcasting;
3. That the current camera configurations are deemed suitable for viewing committee proceedings and that suitable procedures are put in place regarding witnesses attending.

The Committee resolved that Democratic Services prepare a review report framed around the recommendations above to the next meeting.

RESOLVED:

That the Committee agree to receive a report from Democratic Services at their next meeting, in order to make recommendations to Cabinet.