Agenda Packets - 2008/03/03 - Laserfiche WebLink

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Item 1A City Council Work Session Page 2 Desired Functionality of Podium and Presentation Equipment Staff has discussed how the podium, document camera, laptop, and projector are currently used for city meetings and how they could ideally be employed to best serve the communication and presentation needs of the City. The minimum requirements of a podium included a sufficiently large surface to accommodate reports and supporting information, a flat surface to hold documents up to 18” x 24” for the document camera, a built-in gooseneck microphone, storage for name plates, and casters to facilitate moving the podium. In addition to the minimum requirements, it would be desirable for the podium to have a finish matching the materials in the Council Chamber. Staff desires the ability to control the source appearing on the projector. These controls could be as simple as a three-position set of buttons to select among video, laptop and document camera. The controls would ideally be available both at the podium and from the dais. Staff would like to be able to use the projector to display more meeting aids such as PowerPoint presentations, photos, maps and GIS information, reports and documents. Currently the projector is mainly used to provide visual feedback of meeting coverage, and support items are only displayed briefly as part of the video coverage of the meeting. One thought was to not show video of the meeting, but instead use the projector primarily to display support items if available. Another solution would be to install a video monitor in the Chamber to display the meeting video, freeing up the projector to be used for other purposes. Likely locations for an addition monitor include ceiling-mounted close to the lobby monitor and mounted on the new podium. Staff also discussed the options for connecting cables to the podium. Depending on equipment housed in the podium, there will need to be a microphone cable, VGA for a computer (the laptop used from the podium), AC power for a television monitor, and RF cable for the Channel 16 feed to a television monitor. Cables running across the floor can be unsightly and present a tripping hazard. Selecting a wireless microphone would eliminate the microphone cable, but AC power, RF cable, and VGA video are not wireless. Outlet boxes and plates for the appropriate connections could be installed in the floor of the Council Chamber, which would eliminate longer cable runs, remove the tripping hazard and provide a neater appearance. There would be a cost to run the wiring and install outlets. This option was apparently discussed and decided against at the time of the renovation of City Hall. The consensus of staff was to continue to run wires across the floor as needed. Options for Podium Off-theShelf Several companies manufacture lecterns, podiums, and A/V carts with prices ranging from a few hundred dollars to several thousands. Staff gathered information about available products and sought feedback regarding functionality, appearance, and appropriateness for City needs. The preference from other staff members likely to use the presentation