3336Q705.02/JB-2
1.1 The use of Closed Circuit television (CCTV) is a powerful weapon in the fight against crime, both in its prevention and detection.
1.2 The CCTV system proposed by Bradford Council in Shipley Town Centre covering many of the main shopping streets and surface car parks.
1.3 It is to be installed with the objective of providing a safe and comfortable Town Centre environment for the benefit of all those who live or work in, or visit the Town Centre. This objective will be meet through the monitoring of the system so as to:
a. reduce the fear of crime and offer public reassurance
b. assist in the prevention of crime and public disorder
c. facilitate the apprehension and prosecution of offenders in relation to crime and public disorder
d. deal with any serious public safety concerns.
Any request to use the system for reasons other than a. to d. above must be authorised by an officer authorised by Bradford Council.
1.4 Bradford Council and West Yorkshire Police are working in partnership to ensure this Town Centre objective can be achieved.
1.5 The system consists of the following component parts:
Town Centre surveillance system
Video and telemetry transmission system
monitoring and control equipment at the Council's dedicated Keighley Control room.
1.6 The phase one system will consist of 5 cameras situated throughout the Town Centre. All cameras are video recorded 24 hours per day and are monitored.
1.7 The system will require dedication and commitment by all concerned to provide a comprehensive monitoring and response service.
1.8 This code of practice, agreed between the Council and Police has been drawn up to ensure that concerns over integrity, confidentiality and ethics are not compromised and must be complied with at all times. It is essential that the information obtained gives public confidence and that the rights of individuals are being fully protected.
2.1 The CCTV Control Room is housed in Scott Street, Keighley and already covers Keighley and Bingley Town Centres.
2.2 Access to the control room is strictly controlled and will be strictly limited to duty controllers and authorised management from Bradford Council. The room is a secure building and staff have been instructed not to allow unauthorised access or respond to requests unless the provisions of this document apply. The Control Room should be locked at all times. Any unauthorised or unnecessary intrusion into the operational functions of the control room may result in a reduction of the service provided to the public and the Police.
2.3 Particular arrangements will apply to the following:
a. Police
In general the police should not require access to the control room. Police officers will only enter under the following circumstances:
i) emergencies and major incidents
ii) liaison and training purposes by prior arrangement with the responsible officer in the Council
iii) at the request of an officer authorised by Bradford Council
iv) police liaison officers named for the purpose
If Police officers arrive unexpectedly, the purpose of the visit should be established and confirmed with the CCTV Manager prior to any admittance to the Control Room.
b. Visitors
It is anticipated that there will be a great deal of interest in the CCTV system. It is important that operations are managed with a minimum of disruption. Casual visits will not be permitted. Subject to prior arrangements with authorised Council officers, visitors will be restricted to the following hours:
10.00 - 12.00
14.00 - 16.00
Separate arrangements may be made for organised parties.
c. Contractors
All contractors' visits will be by arrangement. All contractors will be instructed to report to the authorised Council officer in the first instance. Outside normal visitor hours and in emergency attendances, the control room controller must be satisfied of the identity and purpose before allowing entry.
3.1 Control Room Administration
3.1.1 There must always be at least one controller present within the control room throughout operating hours.
3.1.2 The occurrence log must be maintained throughout operations. Brief details of incidents should be shown, together with action taken and results noted. The identity of telephone callers and responses should always be established and noted.
3.1.3 A visitors book will be maintained in the Control Room. Visitors should be requested to complete the book in the interests of Health and Safety requirements.
3.1.4 The register for the sue and reviewing of tapes will be completed on each shift. Continuity must be maintained, especially for evidential purposes.
3.1.5 The occurrence log and register must both be bound books, and specifically not be loose leaf.
3.1.6 Video tapes will be reviewed at the request of the Police or authorised officers of Bradford Council but such action should be suspended if operation incidents occur that require action.
3.1.7 Other duties may be designated to control room staff, including liaison with other emergency services and other security systems in the Town Centre as referred to in para 3.2.2 below.
3.1.8 Other administration functions will include maintaining video tapes/filing, retaining photographic file, maintaining occurrence logs.
3.2 Communications
3.2.1 A dedicated telephone link with the Police control will be provided. This will be used to relay information on incidents that arise, and to communicate information on opening and closures of operations.
3.2.2 The emergency procedures will be used in appropriate cases to call fire brigade or ambulance services.
In addition, experience will show that liaison with other units will be necessary.
Detail should be available within the control rom of points of contact with the following:
Fire and Rescue Service
Ambulance Service
Shopping Centres
Store Detective Radio System
Bus Station
Metro
Shipley Police Station
Urban Traffic Control
Car Park Management
Pubwatch System
Other CCTV surveillance systems in Town Centre
3.3 Liaison
3.3.1 CCTV adds a new and relatively unknown dimension to police/local authority partnerships in community safety. It is recommended that from the outset regular meetings should be held between authorised officers from the Council and the Police to ensure that appropriate liaison is maintained and problems dealt with or anticipated.
3.3.2 Whilst such meetings may be required on a frequent basis initially, the passage of time should establish good operational working practices and reduce the need to meet.
Camera Controls
4.1 At least one controller must be present within the control room throughout operating hours. Camera surveillance will be maintained throughout.
4.2 The control of the system will remain with Bradford Council.
4.3 The controls must only be operated by control room staff, those under training and authorised by Bradford Council management.
4.4 When an incident is observed by the Council controller, information will be immediately relayed to the Police at Shipley using the dedicated telephone link. The responsible officer in. the Police control room will then action the incident for the appropriate Police response in accordance with the service level agreement between the Police and the Council appended to these codes of practice as the "West Yorkshire Police - Graded Response".
4.5 Once in direct contact with the CCTV control room at Keighley, the Police officer can request the appropriate type of monitoring -
4.6 Close liaison and co-operation is essential at all times.
4.7 Should it be necessary to stay in contact with the Bradford Council CCTV controller for any length of time, the Police will contact the Council CCTV controller on a different line so that the direct emergency line is available for reporting any new incidents. The dedicated direct line will not be used for routine liaison.
4.8 The occurrence log must be noted when incidents arise and formal requests for control are received from the Police. The times when normal operations are resumed must be noted.
5.1 Recording
5.1.1 The control system is supported by video tape recording facilities which will function throughout the operations. In addition a spot recording unit is available for instant operation and record of incidents.
5.2 General Procedures
5.2.1 The Master tape will be retained in the control of the council at Keighley Control Room unless it is specifically required by the Police for evidence in court or for image enhancement purposes.
5.2.2 An officer authorised by Bradford Centre will maintain a detailed tape tracking log and it is of crucial importance that the Police co-operate in the correct and accurate administration of the system.
5.2.3 A tape will be given a unique reference number which will be marked upon it and remain with it until it is taken out of the system.
5.2.4 Tapes will not be released for commercial purposes.
5.3 Control and Distribution of Tapes
It is essential that procedures for use and retention of tapes are strictly followed, in order to preserve the facility to use them in future proceedings.
5.4 Master Tapes
The following procedures must be followed:
a. Controller should register date and time of tape insert, including tape reference.
b. Date and time of ejection of the tape from recorder to be noted in register.
c. Controller to identify tape by placing in Tape Box, sealing and reference/witness reference noted on seal and signed/dated by controller.
d. Completed tapes to be stored by Bradford Council and store reference location recorded in register.
e. A daily audit shall be conducted by an authorised Council Officer to ensure that the location of all tapes tallies with the log book.
f.
i) master tapes will only be allowed to leave the Control Room when handed to Police because it contains evidence relevant to an investigation/prosecution.
ii) Mater tapes will be accompanied by a working copy tape showing the relevant material - copied in Keighley Control Room.
iii) Any such master tape removed will be returned to Keighley after the conclusion of any court proceedings.
g. Master tapes will be retained within Keighley for a minimum of 14 days before being cleared by bulk erasing and re-used.
h. Tapes will only be used twelve times prior to renewal. Tapes will be erased prior to being revised.
i. Master tapes taken into Police possession will be exhibited and recorded on F62 and stored within a secure cabinet in the Police Station at Shipley.
At the conclusion of a prosecution and after the appeal period has expired (currently 28 days) the Master tape will be returned to the Keighley Control against receipt. It will be cleaned and re-used in accordance with the above instructions.
5.5 Copy Tapes
a. Where a request is received in writing for a working copy tape the master tape seal should be broken and re-sealed after copying. The Register will be noted with time, date and operator, as well as the identity of person requesting.
b. Video footage of incidents will not be published or transmitted without the permission of an officer authorised by Bradford Council AND Divisional Officer, Shipley Police. The latter will consult with the investigating officer and if necessary CPS before agreeing to publication.
c. The working tape will be dealt with as an exhibit, but will be retained by the investigating officer until it has served its purpose.
d. Additional copies may be made to assist the investigating prosecution process only.
5.6 Access to Tapes
The main source of requests for the tape will be form the Police. The method or requests will arise in a number of ways including:
a. Regular/daily requests for a review of recordings to trace incidents that have been reported (this may be carried out through a Police liaison officer).
b. Immediate action relative to live incidents, eg immediate pursuit.
c. Major incidents that occur.
d. Individual Police officers seeking to review tapes within control room.
e. Management from various Council Departments. Subject to approval of an officer authorised by Bradford Council.
f. Urban traffic control unit, to review traffic management. Subject to the approval of an officer authorised by Bradford Council.
In all cases the reviewing of tapes and the use of video recorders must be carried out under the supervision of the duty controllers or Bradford Council's authorised officer.
As stated in para 5.2.4 tapes will not be released for commercial purposes.
5.7 Photographs
5.7.1 The photographic process should only be used to assist the identification of incidents, in training and for demonstration purposes.
5.7.2 Photographs will be supplied to the Police, for crime incidents on the basis of a formal request from a responsible Police officer. A proforma will be available in the Keighley control room for this purpose. Where a photograph from the monitor tape is required, the procedures identified in para 5.5 above will be followed. The photographs shall be the responsibility of the Police officer requesting the tape. A file of photographs will be maintained showing appropriate references.
6.1 When major incidents arise, serious public disorder, bomb explosions/threats, serious fires, the Police will be given the authority by Bradford Council to supervise the CCTV control room. The duty controllers will then respond accordingly and ensure that appropriate assistance and guidance is given but will retain, as far as is practicable, the monitoring of the equipment controls. The log should record the time at which Police assumed responsibility.
6.2 In extreme cases, if Police require sole occupation of the control room, this will be subject to agreement between Superintendent of Police and an officer authorised by Bradford Council.
6.3 In circumstances when problems are anticipated during any part of a shift, arrangement may be made for a Police officer to be present within the CCTV control room for liaison purposes. This will normally apply for the duration of the incident and will be subject to the arrangements made by Police Control Room Supervisor or Duty Officer.
6.4 Should the duty controllers receive phone calls regarding bomb threats or similar incidents, a full record of exactly what is said must be made.
7.1 Controllers will ensure that new/relief staff are fully briefed and trained on all functions, operational and administrative, arising within the CCTV central operation. The Police will give assistance in the training of staff.
7.2 Arrangements will also be made for staff to visit Keighley and Shipley Police Communication Rooms. Reciprocal arrangements will be made for Police staff to visit CCTV control room to view arrangements.
8.1 Failure by staff to comply with these Codes of Practice will lead to disciplinary action being taken which could result in dismissal.