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Hampshire County Council: Protocol for the filming or recording of County Council, Council Committee and Executive meetings and Individual Executive Member Decision Days

Hampshire County Council is committed to being open and transparent in the way it conducts its business. The press and members of the public are therefore welcome to film, photograph or record decision making in action at any Hampshire County Council meeting or decision day that is open to the public.

The County Council also welcomes the use of social media, such as bloggers, tweeters, Facebook and YouTube users.

This Protocol provides practical information to assist anyone considering filming, videoing, photographing or making audio recordings of meetings or decision days.

Before the meeting

Anyone intending to film or record a meeting or decision day should contact the Communications Team for advice and guidance. Reasonable advance notice will enable practical arrangements to be made and any special requirements to be discussed.

Flash photography, additional lighting or large equipment will not be permitted, unless agreed in advance and it can be accommodated without causing disruption to the proceedings. Requests to use equipment of this nature will be subject to consideration of the constraints of the meeting rooms.

General

The Chairman of the meeting or the relevant Executive Member will be informed of any intention to film and s/he will make an announcement to attendees before the start of the meeting informing attendees that the meeting or decision day may be filmed.  Anyone who remains at the meeting or decision day after the Chairman’s announcement will be deemed to have consented to the broadcast of their image.

A notice will also be posted on the door of the meeting room advising everyone who attends that the meeting or decision day may be filmed and that by attending the meeting or decision day they are consenting to the broadcast of their image.

Filming or recording must be non intrusive and the County Council’s Standing Order 33 provides for the removal of a member of the public from a meeting or decision day should that person, having been warned, continue to interrupt proceedings. The Chairman of a meeting or an individual Executive Member may also call any part of the meeting room to be cleared in the event of a general disturbance.

During the meeting

Filming or recording of Meetings or Decision Days should:

  • Not interfere with the effective conduct of the meeting or decision day, nor should it be disruptive or distracting. The Chairman or the Executive Member has discretion to suspend or stop filming or recording at any time if and to take appropriate action if anyone is, in their opinion, doing so in a disruptive manner.

  • Not seek to ‘overview’ sensitive information such as close ups of confidential papers or private notes

  • Usually take place from a specified location(s) within the room.

  • Not obstruct others from observing and participating in the proceedings.

  • Cease immediately if and when the meeting agrees to formally exclude the Press and public due to business of an Exempt or Confidential nature (see 'Exempt or confidential business' below).

  • Not be edited in a way that could lead to misinterpretation of the proceedings or the comments made, or that ridicules those being filmed.

  • When published or broadcast, recordings should be accompanied by information including when and where the recording was made and the context in which the discussion took place.

  • Be overt (i.e. clearly visible to anyone at the meeting or decision day).

  • Cease, unless continued filming has been explicitly agreed with the Communications Team, when the meeting or decision day is formally concluded.

Exempt or confidential business

All meetings of the Executive, Individual Executive Member Decision Days, Committee, Sub Committee and Panel meetings are open to the public except in limited circumstances where the Council is legally required, or allowed, to close the meeting to the public.  The circumstances where business is ‘exempt’ or ‘confidential’ are set out in Part 3 Chapter 4 of the Constitution  Download Adobe Reader to view this PDF 33kB.