04-27-2016 ADDITIONS Packet - Laserfiche WebLink

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TO: Mayor Keis and Members of City Council FROM: Joel Hanson, City Administrator DATE: April 27, 2016 RE: Cable System Change Orders A committee consisting of Council Member Montour, Cable Producer Vanessa Van Alstine, City Clerk Heidi Heller, and myself met this morning with representatives of Alpha Video to review the proposed change orders aimed at correcting problems with our new cable set-up at City Hall. The change orders with some brief explanations are as follows: • Change Order #2: This change order would move the large, black rack that blocks the window in the producer room. The plan was to move it in to the storage room on the other side of the wall. The cost for this work was $8,895 plus a contingency allowance of another $2,000 if cable re-runs are needed. After the meeting with Alpha Video, the consensus was to not move the video rack that is blocking the window due to the high cost and the negative impact it would have in the storage closet. We think it may be possible to improve communications between the producer and the meeting attendees. Ideas we will evaluate include adding a glass component to the door into the producer’s room, adding more status lights on the dais on other areas of the table, using texts during meetings to identify problems, and possibly devising a graphic notice either using the Council monitor or a new monitor where correction messages can be displayed. Staff will look into putting a door with a large window on the cable room, and finding a different, and less expensive, way to communicate with the person in the cable room during meetings. • Change Order #3: A box will be installed on the Council Dais that will have retractable cables for connecting computers. Currently the cables come up through a hole in the dais between the City Administrator and City Clerk and lay on top of the table. This was something that was in the original plans, but somehow the equipment was omitted prior to finalizing the contract. This change order if for equipment only given the labor was covered in the original contract. The cost of the Extron Cable Cubby is $940.00 and the committee recommends approval. • Change Order #4: This change order addresses our concerns with the revised microphone set-up at the dais. Specific issues being address include the inability to know if you are muted or not, the producer’s inability to unmute a mic, the unsightly cables and base on the dais, having to hold down the button to mute versus clicking it on or off, and the shorter length of the lavalier mic. It is also believe that some of the KSTP radio interference issues are the result of using our older microphones with this new system. The change order will return the existing boxes that the microphones are plugged into and we will receive full credit for them. New boxes where the microphones are plugged in and better mute buttons 25