11-06-2019 Workshop & Council Packets

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STAFF REPORT TO: Mayor Keis and Members of City Council FROM: Bryce Shearen, Parks & Recreation/Community Services Manager DATE: November 6, 2019 RE: Discuss Potential Council Chamber Upgrades BACKGROUND Staff had an equipment audit meeting with CTV in early in 2019. Some areas were identified that the City could upgrade and change for meetings to be more efficient, get the equipment up- to-date, and better utilize the space (in the production room) that is currently there. At this time, none of the items are currently budgeted for, but there are budget savings in the Cable TV Fund (Fund 202) to pay for this upgrade. Of the items identified, the most urgent and needed upgrade will need to be made for the Switcher. The Switcher is running off an older version of Microsoft Windows that will no longer be supported in 2020, With the End of Life (EOL) fast approaching, the Switcher needs to be upgraded or a new one needs to be purchased. In this case, it is less expensive to purchase new then have the current one updated. A new Switcher will cost approximately $9,520.00 Another area that was identified for upgrades was adding presentation monitors. As you are aware, the Council and Commissions are currently viewing presentations on the one smaller monitor in front of the dais. With presentations being utilized more frequently, adding presentation monitors would better allow members sitting at the dais to view the information. Attached are a few images of other local cities that have recently upgraded and added monitors to the dais desk for reference. In addition to the monitors, a touch panel control will be added for staff at each end of the dais to be able to easily switch the view of what is on the monitors. Finally, a couple of miscellaneous items were identified that could be added. Those including a static camera for a wide shot of meetings, moving the projector and adding projector controls in the production room, and miscellaneous supplies. These upgrades have an estimated cost of $15,173.82. Since CTV has the technical knowledge, they would provide the project management from installation to integration. A substantial component of the proposed $10,773.41 from CTV will be to move the rack that currently houses the equipment and all of the wiring that goes with it. Total project costs for all of the upgrades is estimated at $26,267.23. Staff would like to discuss the potential upgrades to the Council Chambers with the Council and seeking guidance from Council to staff regarding how to proceed.