Navigating NSW’s new meeting streaming requirements: What councils need to know

A significant legislative shift is underway for local governments across New South Wales. By 1 January 2026, all councils will be required to live stream their official meetings and maintain an archive of these recordings. This mandate introduces a new era of transparency and public access, but it also presents considerable operational and technical challenges. For many councils, achieving compliance requires a strategic approach to technology, staffing, and public engagement as new requirements will create hurdles for councils and require a streamlined solution to ensure a seamless transition.

Understanding the new legislative mandate

The updated regulations under the Local Government Act 1993 are designed to enhance transparency and make council proceedings more accessible to the public. The core components of this mandate are clear and time-bound:

• Live streaming: All ordinary and extraordinary council meetings must be broadcast live to the public via an online platform.
• Archiving: A recording of each meeting must be made publicly available on the council’s website.
• Retention period: These recordings must be archived for the full term of the council. In an election year, the recordings must be available for at least 12 months.

These changes formalise a move away from closed-door briefings toward open, publicly accessible forums that empower community engagement by providing residents with direct insight into the decision-making processes that shape their local area. However, this increased transparency brings with it a new set of operational responsibilities that councils must be prepared to manage.

The operational impact on NSW councils

Complying with the streaming mandate extends far beyond simply pressing the “record” button. It necessitates a fundamental shift in how councils prepare for, conduct, and document their meetings. The operational impacts are significant and multifaceted.

Previously, many councils relied on private briefings to discuss complex issues before a public meeting. The new requirements effectively eliminate this practice, moving all substantive discussions into the public domain. This change demands that councillors and staff adapt their communication styles and be prepared for real-time public scrutiny. It heightens the need for clear, concise, and professional conduct during all broadcasted proceedings.

Live streaming invites a higher level of public engagement and expectation. Residents will have unprecedented access to council debates, decisions, and administrative processes. While this is a positive development for community involvement, it also means councils must be equipped to handle increased inquiries, feedback, and potential criticism. Managing these public interactions effectively is crucial for maintaining trust and demonstrating accountability.

A critical component of the mandate is ensuring that streamed and archived content is accessible to all members of the community, including those with disabilities. This requirement means providing features like closed captioning for the hearing-impaired. Manually transcribing and captioning hours of meeting footage is a time-consuming and resource-intensive task, yet it is essential for compliance and equitable access.

Common challenges facing councils

While larger metropolitan councils might have existing infrastructure to support these new requirements, many small- to medium-sized governments face significant obstacles. The path to compliance is often complicated by a lack of specialised resources.

Local government staff are already managing heavy workloads. Adding the responsibilities of video production, live stream management, post-production editing, captioning, and digital archiving places an immense strain on existing teams. Many councils lack personnel with the specific technical expertise required to manage these processes efficiently and effectively, leading to potential errors, delays, and non-compliance.

The technology needed for high-quality, reliable streaming is another major hurdle. This includes everything from cameras and microphones to encoding software and a stable content delivery network. Councils with basic or outdated setups might find their current systems not suited to meet the new standards. Procuring, implementing, and maintaining the right technology requires a significant capital investment and ongoing technical support.

For councils attempting to manage the process in-house with limited tools, the workflows can be overwhelmingly manual. This includes tasks such as:

• Setting up and testing equipment before each meeting.
• Manually starting and stopping recordings.
• Editing footage.
• Creating indexed agenda points.
• Transcribing for captions.
• Uploading large video files.

These manual processes are not only inefficient but also prone to human error, which can compromise the quality and accessibility of the recordings.

A strategic solution: Granicus’ Secure Video

To address these challenges, Granicus offers Video services (formerly Swagit EASE) purpose-built for government. This solution is engineered to offload the most burdensome aspects of meeting streaming, allowing councils to achieve compliance without overburdening their staff or budgets. The process is designed for simplicity and efficiency.

Council staff record the meeting using their existing camera setup and Granicus manages the rest from there. Once the recording is complete, the file is transferred to the Granicus team where our experts handle all post-production tasks, including:

• Indexing: The video is indexed with agenda items, allowing viewers to navigate directly to specific topics of interest.
• Captioning: Granicus generates accurate, compliant closed captions to ensure accessibility for all community members.
• Publishing: The final, polished video is published directly to the council website, ready for public viewing.

This streamlined workflow transforms a complex, multi-step process into a simple, manageable task.

The strategic benefits of Granicus

Adopting Video from Granicus provides more than just a path to compliance; it delivers long-term strategic value that enhances government operations and strengthens community relationships.

Granicus video solutions are designed to meet all legislative requirements for live streaming, archiving, and accessibility. By entrusting the technical aspects to Granicus, you can be confident your council is fully compliant with the NSW mandate, mitigating legal risks and demonstrating a commitment to open government.

Automating and managing the post-production workflow saves your staff countless hours. Instead of being tied up with tedious technical tasks, your team can focus on higher-value strategic initiatives, such as community engagement, policy development, and serving residents. This operational efficiency allows you to do more with your existing resources.

Providing professionally produced, indexed, and captioned meeting videos enhances the digital experience for your residents — easy navigation and accessible content remove barriers to engagement, making it simpler for the public to stay informed. This commitment to accessibility and transparency is fundamental to building and maintaining public trust.

Prepare for the Future of Council Meetings

The 1 January 2026 deadline is approaching, and the time to prepare is now. The new streaming requirements represent a significant step forward for local government transparency in New South Wales. While the challenges are real, they are not insurmountable. With a strategic partner and the right technology, your council can not only meet the mandate but also leverage it to foster a more connected and engaged community.

Councils can streamline operations, ensure compliance, and deliver the accessible digital experience the public expects. Find out how and learn more about Granicus’ video solutions.