06-14-21 Regular Meeting of the La Porte City Council

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AD0007 – Council Chambers AV Upgrade (Year1) Account Number: 0155051-522Budget Funding:BudgetExpendituresEncumbrancesRemaining Fiscal Year 19-20$ 30,000$ -$ 30,000 Fiscal Year 20-21 - Total$ 30,000$ -$ 30,000$ - P ROJECT D ESCRIPTION Due to aging equipment, the Information Technology Department with CSO input has planned to upgrade the City Council Chambers audio video equipment. This is a planned 2-year project with partial funding in FY 2019-20 and the remaining funding coming in FY 2020-21. Staff will be starting this project in FY 2020-21 during the month of December 2020. The thought behind waiting was to ensure there is no interruption of any scheduled City Council and/or Board meetings. The scope of the project will be to replace the audio system with a newer more user-friendly system. The new system will be relocated into the back storage closet instead of under the City Council dais. Along with upgrading the audio equipment, staff will upgrade the City Council microphones, audience- facing speakers and include City Council and audience facing cameras. Also, staff will work with the City’s Facility Maintenance Department to create a more user-friendly dais, which will allow a better writing surface and allow the existing display monitors to be recessed into the current wells. Additionally, staff will update the existing three audience video displays with a newer larger set. This will allow the audience to see presentations clearer in the future meetings. F IRST Q UARTER FY20-21 After a number of scheduling delays the Technology Division was able to work with the audio visual contracting company, Ford Audio Video to provide an implementation schedule for February 9, 2021. Ford Audio Video anticipates this will be a two (2) week implementation and is projected to be completed on February 17, 2021. Once the audio video system has been upgraded we will then be able to stream all public meetings to the official City of La Porte website. S ECOND Q UARTER FY 20-21 After a number of scheduling delays the Technology Division was able to work with the audio visual contracting company to get the new audio video stsyem implemented and tested. The City of La Porte started live streaming the City Council meetings on March 22, 2021. This project is now completed. 8