HomeMy WebLinkAbout3.a. Council Chambers Renovation
EXECUTIVE SUMMARY
City Council Special Meeting: February 9, 2016
AGENDA ITEM: Council Chambers Renovation AGENDA SECTION:
Update
PREPARED BY: Kim Lindquist, Community Development
Director AGENDA NO. 3.a.
ATTACHMENTS: none
APPROVED BY: ddj
RECOMMENDED ACTION: Information Item
SUMMARY
Some time ago the Council discussed technology upgrades to the Council Chambers and Conference Room.
During the goal setting the Council indicated they wanted the three monitors, two in the chambers and one in the
hallway, replaced with larger monitors this spring. Staff had previously received a bid for redoing the Council
Chambers which would include the three monitor change-out.
The Chamber changes would be to replace the dais monitors with larger monitors, bring in electricity and a
network jack at each seat. This would allow the Council, or other commission members, to plug tablets into the
network and an electric source during meetings. This change would also allow the City to purchase permanent
tablets for other commissions so they could access all their packet information during the meetings. Staff does
not propose to have each commissioner receive a tablet rather they would be housed at City Hall and accessed
for meetings only. The change in the Council Chambers would also include changing out the monitors, and
making all the cable revisions necessary for the monitors. Currently the TV’s are analog and would require
additional cabling and other modifications are needed stemming all the way from the Control Room in order to
use HD TV’s. The work would also include modifications to the hallway monitor so that it has better sound and
can have a scrolling message when not used for meeting display.
There is cable work and new parts that are estimated from $60,000 to $80,000. While the initial estimate is
$60,000, including new monitors, staff expects additional costs since much of the dais system is obsolete. All
cabling in the Chambers needs to be modified to have it comply with the changes that were recently made in the
Control Room, which were part of the cable commission upgrades. The electric work and modifications to the
dais, to remove the old monitors and repair the countertop are estimated at $20,000. Staff received an estimate
over a year ago and will need to get the work formally bid out.
CONCLUSION
Staff is bringing this item to the Council because it will impact the goal of the Council to have the monitors
upgraded by spring. The cost will increase and the time commitment to get the work accomplished will take
longer. It is estimated that the cable work will take two to three weeks, so scheduling of the work will be difficult
without some disruption to regular meeting schedules. The two to three weeks is for the technology portion and
does not include the time it will take for the electric and dais work.
Staff would like to move forward with this project and get final quotes. We will work with the appropriate
vendors on scheduling for meetings, and may look to relocate one of the regular city meetings to the Steeple
Center if need be.