HomeMy WebLinkAbout2020-07-23; Upgrade to Audio Visual Equipment in City Council Chamber; Rocha, LauraTo the members of the:
CITY COUNCIL
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July 23, 2020
Council Memorandum
To: Honorable Mayor Hall and Members of the City Council
From: Laura Rocha, Deputy City Manager, Administrative Services
Maria Callander, Information Technolo~grrector
Via: Geoff Patnoe, Assistant City Manager
Re: Upgrade to Audio Visual Equipment in 1ty-Council Chamber
{city of
Carlsbad
Memo ID #2020154
The purpose of this memorandum is to provide an overview of the technology upgrades that will be
implemented in the City Council chamber over the next two months.
Background
The technology in the City Council Chamber was installed in 2015 and has experienced both
equipment failures and multiple technical support issues . To create a stable environment in the City
Council Chamber, staff has contracted with AVI Systems to implement upgrades to the video control
technology, the graphics control system and the displays. Although some public meetings are
currently being conducted virtually due to the pandemic, the equipment in the City Council Chamber
is used to produce and broadcast the meetings for the public. Staff will complete the upgrades
during City Council recess in August to avoid any interruption in providing access to public meetings.
AVI Systems currently supports all the audio-visual technology throughout the city and has designed,
installed and supported similar technology implementations in multiple locations including our Safety
Training Center.
Discussion
For the purpose of this implementation, the technology in the City Council Chamber falls into four
distinct areas:
1. The audio-visual technology that controls the video displays, video sources, microphones,
audio controls, room lighting and voting.
2. The large displays on either side of the Council dais.
3. The graphics control system for broadcasting.
4. The audio-visual technology in the· adjoining conference room.
Staff will be upgrading and replacing equipment in each of these areas as summarized below:
Video Control Technology
The video control technology allows staff to manage all of the video, audio and lighting during a
City Council meeting. The current system is outdated and at the end of its useful life. We will be
Administrative Services Branch
Information Technology Department
Faraday Center 1635 Faraday Ave I Carlsbad, CA 92008 I 760-602-2730
Honorable Mayor Hall and Members of the City Council
July 23, 2020
Page 2
replacing the current system with proven enterprise video control technology that follows best
practices for video support and broadcasting. The new system includes:
• A new control panel for the city clerk to manage video presentations, video sources,
microphone and audio controls, room lighting and to lock City Council voting
• A redundant control panel that can be used as a backup if the primary control panel fails
• New control panels at each City Council position for voting and requesting to speak
• A new control panel at the mayor position for voting and management of requesting to
speak
• New displays at each City Council position that will mirror presentations being displayed
on the large wall displays
• Audio recording equipment for meetings, for redundancy and for any meetings that may
require audio-only recording
Displays
We will be installing two new 98-inch wall monitors to display presentations for meeting
attendees. The new displays are single monitors in contrast to the current displays, which are
composed of four separate displays each. The use of single displays simplifies support and
replacement and eliminates the visible "cross hairs" during presentations. The new displays are
smaller than the current displays, which are 110-inch, but are of sufficient size for public viewing.
Graphics Control System
The graphics control system is used to display meeting agenda information (ex: Item #12 City
Manager's Report) to television and livestream viewers during City Council meeting broadcasts.
The current system is a single point of failure, and when it is unavailable staff are unable to
broadcast City Council meetings and must revert to a backup streaming option using only one
camera and one room microphone. We will be replacing this system and training staff and
contractors on the use of the new system.
City Council Conference Room
The display and controls in the adjoining City Council conference room will be upgraded to
include a built-in touch screen to control the video source and volume.
Schedule
The graphics control system has already been purchased and is in the process of being implemented.
The video control technology and display equipment have been ordered and will be installed during
City Council recess in August. Installation is expected to take two weeks followed by training for staff,
contractors and City Council. Training on new equipment for City Council members is tentatively
scheduled for mid-August with the goal of being ready for an on site City Council meeting in
September, if necessary. The Information Technology team will work closely with City Clerk Services
office and City Council support staff to coordinate schedules. This will allow time to train city staff,
Honorable Mayor Hall and Members of the City Council
July 23, 2020
Page 3
contractors and City Council members, as well as perform mock meetings in preparation for a
possible onsite City Council meeting.
Fiscal Impact
The total cost for the new technology upgrades is $145,285 and is being funded using fiscal year
2020-21 PEG funds. PEG refers to the public, educational and government channels that cable
operators are required to help fund in California under the provisions of the Digital Infrastructure and
Video Competition Act of 2006. Under this act, cable companies operating in Carlsbad must provide
to the city 1% of cable fees p~id by consumers. These funds are restricted and may only be used to
support the delivery of government programming, which includes City Council meetings. The detailed
cost information is displayed below:
Description
Video Control Technology
Displays
Graphics Control System
Council Conference Room
cc: Scott Chadwick, City Manager
Celia Brewer, City Attorney
Sheila Cobian, Assistant to the City Manager
Faviola Medina, City Clerk Services Manager
Kristina Ray, Communication & Engagement Director
Price
$ 98,385
34,928
5,818
6,154
$ 145,285