Town Meeting Live Streams, a history
Video streaming was made possible by citizen electors who mandated improved transparency and communication from the Town Board at the 2020 Annual Town Meeting of Electors in July 2020.
From that meeting, a new Communications Committee was formed to address video streaming of meetings, posting meeting packets on the Town’s website, Facebook page, and more. Yes, the Town has come a long way. THANK YOU to the citizens who pushed for transparency at that 2020 Annual meeting.
Video Recordings have a retention policy of 90 days! In June 2023, a motion was passed to approve Ordinance 2023 -1 Amending Section 2.105.070(4) of the Town Code regarding video retention. Reference was made to the interpretation of Section 19.21(7) as it applies to any recording of a meeting that is then used to create official minutes. So, the video recording can be destroyed 90 days after the minutes have been approved.
The Town clerks reinforced that video recordings along with audio recordings (both mediums) are used for minutes. One caveat, if the video recordings are not used in the preparation of meeting minutes then, the video recordings must be retained for seven years in accordance with the provision of Section 2.105.070(3). The public will never know in this case.
The Communications Committee had recommended that the Town simply follow the current ordinance that states Official Records be maintained for seven years however, that recommendation was not accepted.
In our opinion, video streaming was NEVER requested by the citizens for use in creating minutes. It was requested with the intent to provide a Video Record of Official Town Meetings for citizens which by state statute should be retained for seven years.
See meeting minutes from May 2023 and June 2023,
https://townofeasttroy.com/wp-content/uploads/2023/07/0523-May-8-2023-RTB-Minutes.pdf (page 4) https://townofeasttroy.com/wp-content/uploads/2023/07/0623-June-12-2023-RTB-Minutes.pdf (page 6). https://townofeasttroy.com/wp-content/uploads/2023/06/June-2023-Packet.pdf (page 32).