Audio Recording at Meetings - re-adopted 26/01/2023
FENTON AND TORKSEY LOCK PARISH COUNCIL
Audio Recording Policy
Definitions
Chairman – The Chairman of Fenton and Torksey Lock Parish Council
Clerk and/or Proper Officer – The Clerk to Fenton and Torksey Lock Parish Council
FTLPC - Fenton and Torksey Lock Parish Council
Council – Fenton and Torksey Lock Parish Council
Member(s) – All Councillors of Fenton and Torksey Lock Parish Council
Meeting – a meeting of the Council, any of its committees, sub-committees, joint committees or joint sub-committees.
This policy should also be read in conjunction with Fenton and Torksey Lock Parish Council’s Standing Orders & Financial Regulations.
Purpose and Scope
FTLPC may audio record parish council meetings to improve minute taking of meetings to provide greater clarity on how decisions are reached.
The minutes of meetings are the only legal record of that meeting and will be the only method used in determining a challenge on the validity of any decision made.
FTLPC is required to ensure that minutes are an accurate record of the proceedings and the audio recording of meetings could assist this aim.
Procedures
It will be at the discretion of the Council and/or Committee as to which meetings are recorded.
Prior to commencement of the meeting the Chairman of the meeting will announce that the meeting will be recorded.
Any Member or the Clerk may request termination or suspension of the recording of a meeting if continuing the recording would prejudice the proceedings of the meeting. This includes:-
• Public disturbance or other suspension of the meeting
• Exclusion of the public or press
• Any other reason agreed by the Council or Committee
Exempt and confidential Agenda Items will not be recorded.
Meetings will be recorded onto FTLPC’s digital media recorder. No copies or transcripts of this recording will be provided.
FTLPC will consider requests for an audio copy of Council minutes for accessibility requirements only.
All recordings of meetings will be deleted after a period of 6 months from the date of the meeting unless the data is subject to one of the disclosure reasons noted below.
Signed…………………………G.Newton…………………
Chairman
Adopted on Date…………18 January 2018.………….
Document Review History
Date of Review
Signed
Date of Review
Signed
21/02/19
G. Newton
20/02/20
G. Newton