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HomeMy WebLinkAboutSS3 - Possible Improvements to the A/V Equipment in Council ChambersQ SEW Pp�T CITY OF �m z NEWPORT BEACH c�<,FORN'P City Council Staff Report February 13, 2018 Agenda Item No. SS3 TO: HONORABLE MAYOR AND MEMBERS OF THE CITY COUNCIL FROM: Dave Kiff, City Manager - 949-644-3001, dkiff@newportbeachca.gov PREPARED BY: Tara Finnigan, Deputy City Manager, tfinnigan newportbeachca.gov PHONE: 949-644-3035 TITLE: Possible Improvements to the A/V Equipment in Council Chambers In response to concerns recently raised about the effectiveness of the audio and video equipment in the City Council Chambers, staff compiled a list of possible equipment improvements for the Council's consideration. RECOMMENDATION: a) Determine this action is exempt from the California Environmental Quality Act (CEQA) pursuant to Sections 15060(c)(2) and 15060(c)(3) of the CEQA Guidelines because this action will not result in a physical change to the environment, directly or indirectly; and b) Provide staff with as specific direction as possible regarding any improvements to the A/V equipment in the City Council Chambers. FUNDING REQUIREMENTS: There is no current fiscal impact related to this item. Should the City Council wish to move forward with any or all of the proposed improvements, PEG (Public, Educational, Government) fee funding could be used toward NBTV-related capital costs and other A/V costs would be expensed to the General Fund. DISCUSSION: During the past year, Council Member Scott Peotter relayed concerns to staff as to the effectiveness of some of the audio and video (A/V) equipment in the Council Chambers. His primary areas of concern include: 1. The large projection screen mounted behind the City Council dais is not fully utilized and detracts from the aesthetics of the Council Chamber. SS3-1 Possible Improvements to the AN Equipment in Council Chambers February 13, 2018 Page 2 2. During daytime meetings, light coming from the skylight above the Council dais can "wash out" and decrease the readability of presentations. 3. Council members must look downward to monitors mounted on their desktops to view presentations and therefore, are not looking at the person speaking. 4. Council members cannot readily view the live, NBTV broadcast of a City Council meeting. After further discussions with Council Member Peotter, staff sought the advice of AN consultants on possible solutions to the issues raised and compiled a list of options and cost estimates for the City Council's consideration. (Attachment A) The costs presented are approximate and would be refined through the City's purchasing process, should the Council wish to have staff proceed with the improvements presented. The estimates provided are "all -in", meaning they include equipment, parts, labor, wall or furniture modifications (if needed), and hardware and software (if needed). A more detailed explanation of the issues and proposed solutions follows. Issues and Options Displaying Presentations Current system The current projection system in the Council Chambers consists of two LCD projectors and a large (27 -feet wide by 8 -feet high) screen, mounted on the wall behind the City Council dais. This system was installed approximately five years ago, at the time the Civic Center was built. The intent was to utilize both projectors during meetings — one to display a presentation and the other to list the agenda item for the audience to follow along, or to display a map, graphic, or photo to complement a presentation. But one of the projectors is rarely, if ever, used. It was also noted when the projection system is not in use, the screen looks like a vast, blank canvas and detracts from the architectural features of the room. The Council -member workstations on the dais were designed to enable members to work "paper free" during meetings. Each member has two computer screens before them — one to display agenda items and the other to display presentations. Thus, with the large projection screen overhead and out of the Council's line of sight, Council members must look downward to their computer monitors to view presentations. Proposed solution The projection system (comprised of one screen and two projectors) could be removed and replaced by two "video walls" — one on the north wall of the Chambers, behind the staff table and one on the west wall, behind the Council dais. SS3-2 Possible Improvements to the A/V Equipment in Council Chambers February 13, 2018 Page 3 A video wall is a set of display devices tiled together to form one large screen. It can be configured to show one image or multiple images. They are most often found in 2x2 (two sets of two screens) or 3x3 (three sets of three screens) configurations. The overall dimensions vary according to the size of the display devices used. Video walls have increased in popularity in recent years because they produce brighter, better -quality images than projectors. Each of the Council Chambers' walls referenced above is large enough to accommodate 3x3 video wall configurations. Comprised of nine, 55 -inch displays tiled together, the total image size each video wall would be 143" wide by 81" high. Community Development and Public Works staff reviewed the architectural plans for the Council Chambers and are confident that the two walls referenced will be able to support the approximately 700 -Ib video walls, after some minor modifications. Estimated "all -in" cost for two, 3x3 video walls (equipment, labor and structural work): $180,000 to $190,000 Option A 2x2 video wall could be installed on one or both walls. Comprised of four, 55" displays, the total image size would be 95" wide by 54" high. The approximate cost of one 2x2 wall is $37,000 — $40,000. Estimated "all -in" cost for two, 2x2 video walls (equipment, labor and structural work): $75,000 - $80,000 Alternative solution If the Council does not wish to pursue the installation of video walls, an alternative solution would be to replace both of the LCD projectors. Newer, better technology now displays images brighter than the current projectors produce. Installing new projectors - in the correct locations — would enable the City to project side-by-side images and use the large screen the way it was originally intended. Estimated cost (equipment and labor) for two laser projectors: $54,000 to $57,000 Viewing Live NBTV Broadcast Current system The City Council cannot currently view the live NBTV broadcast of its meetings. To see what is being aired, a Council member must access the streaming video through the City website, which has about a 30 -second delay. Proposed solution Installing a confidence monitor within the Council's line of sight would enable Council members to view, in real time, what is airing on NBTV. SS3-3 Possible Improvements to the A/V Equipment in Council Chambers February 13, 2018 Page 4 Should the Council support this solution, a 55 -inch monitor would be installed on the front side of the speaker's podium, just above the floor, facing the Council. The installation would include modifying the podium to screen the back of the monitor and its wires and cables from the audience. Estimated cost (equipment and labor): $11,000 — $13,000 Additional solution The current A/V control system could be reprogrammed to enable the Council members to toggle between the agenda, presentation and NBTV screens on their existing monitors at each Council work station on the dais. Video Improvements Current system Four wall -mounted, remote-controlled video cameras are used to broadcast, record and livestream City Council meetings. The cameras are also used to record Planning Commission meetings. The NBTV production crew members have voiced frustration over the location of one of the video cameras. It is located in the back of the room and the focal length of the lens prevents the crew from getting adequate close -in shots during meetings. Staff initially looked into moving the camera to a new, pole -mounted ceiling position closer to the front of the room. The cost was estimated at $6,800-$7,200. However, after speaking with an A/V consultant, staff recommends replacing the camera with a newer model. The focal length on the new model is much greater than on the model currently used and would meet the crew's production needs, without moving it to a new location. It also has the same footprint as the current camera and we would not need to modify the existing camera mounts. Estimated cost for one new video camera (equipment and labor): approximately $9,000 Option All four cameras in the Council Chambers could be replaced with the newer model and the existing cameras could be moved to another City meeting room, to facilitate NBTV coverage of more community meetings and programs. For example, the City may wish to add NBTV cameras and equipment to the Friends Room of the Newport Beach Public Library. NBTV covers a number of library and other programs in the Friends Room each month. Using a remote- controlled camera system would reduce labor costs per program, thus enabling more programs to be covered within the current NBTV budget. The estimated cost of adding NBTV equipment to the Friends Room is $35,000. Moving the cameras currently located in the Council Chambers to the Friends Room would reduce that cost by about $11,000 to $13,000. (Note: the estimate for the Friends Room specifies a less expensive make and model than the cameras used in the City Council Chambers.) SS3-4 Possible Improvements to the A/V Equipment in Council Chambers February 13, 2018 Page 5 Estimated cost to replace four video cameras in the Council Chambers: approximately $36,000 Estimated cost to add video equipment, including new cameras, to the Friends Room: $35,000 Estimated cost to add video equipment to the Friends Room if reusing current Council Chambers' cameras: $22,000 - $24,000 A list of the various A/V solutions and cost estimates is included as Attachment A. ENVIRONMENTAL REVIEW: Staff recommends the City Council find this action is not subject to the California Environmental Quality Act (CEQA) pursuant to Sections 15060(c)(2) (the activity will not result in a direct or reasonably foreseeable indirect physical change in the environment) and 15060(c)(3) (the activity is not a project as defined in Section 15378) of the CEQA Guidelines, California Code of Regulations, Title 14, Chapter 3, because it has no potential for resulting in physical change to the environment, directly or indirectly. NOTICING: The agenda item has been noticed according to the Brown Act (72 hours in advance of the meeting at which the City Council considers the item). ATTACHMENT: Attachment A — Proposed A/V Solutions with Estimated Costs SS3-5 Proposed A/V Solutions with Estimated Costs ATTACHMENT A Item Description Estimated Cost Audio Visual Confidence Monitor, two 2x2 Video Walls, Remote -Controlled Camera $ 98,500 3x3 Video Walls Two (2), 3x3, 3.5 MM bezel built-in video wall processor, receiver & room controller, output card, misc. hardware, wires & cabling, structural support, labor $180,000-$195,000 2x2 Video Walls Two (2), 2x2, 3.5 MM bezel built-in video wall processor, receiver & room controller, output card, misc. hardware, wires & cabling, structural support, labor $75,000-$80,000 Laser Projectors Two 2 LCD laser projectors, hardware, wires, cabling, labor $54,000-$57,000 Confidence Monitor One (1) 55" display monitor, scaler & output card, misc. hardware, wires & cabling, podium modifications $3,000 estimate , labor $11,000-$13,000 Video Remote -Controlled Camera One, wall -mounted video camera, labor $9,000 Package A Confidence Monitor, two 3x3 Video Walls, Remote -Controlled Camera $ 208,000 Package B Confidence Monitor, two 2x2 Video Walls, Remote -Controlled Camera $ 98,500 Package C Confidence Monitor, two LCD Laser Projectors, Remote -Controlled Camera $ 76,500 Package D TBD ?? 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