Item No. 11
Town of Atherton
CITY COUNCIL STAFF REPORT – REGULAR AGENDA
TO: HONORABLE MAYOR AND CITY COUNCIL
GEORGE RODERICKS, CITY MANAGER
FROM: ANTHONY SUBER, DEPUTY CITY MANAGER/ CITY CLERK
DATE: JANUARY 21, 2026
SUBJECT: JENNINGS PAVILION AUDIO/VIDEO AND ACOUSTIC
UPGRADES — REVIEW PROPOSED IMPROVEMENTS,
PROVIDE DIRECTION, AND CONSIDER APPROVAL FOR
SERVICES CONTRACT
RECOMMENDATION
Staff recommend that the City Council review the proposed options; provide direction regarding the preferred approach for the Holbrook-Palmer Park Jennings Pavilion Technology Upgrade Project; and provide approval for staff to enter into a services agreement with CalCoast for design, supply, and installation of select equipment.
BACKGROUND
The Jennings Pavilion at Holbrook-Palmer Park has undergone a series of incremental improvements over time, including new flooring, restroom and kitchen renovations, and interior painting. While these upgrades have enhanced the overall condition and appearance of the facility, the Pavilion’s electrical and audio-visual infrastructure has not kept pace with its evolving use.
The Pavilion continues to be heavily utilized for Town-hosted events and private rentals, including weddings and social gatherings. In recent years, its use has expanded further, with community organizations and the Town’s Library increasingly relying on the space for meetings, seminars, presentations, and public programs. As these uses have grown, limitations in the Pavilion’s existing technology and connectivity have become more apparent.
Although the recent addition of a NEAT Board (identical to what is now used for Study Sessions in the Council Chambers) has improved audio-visual functionality, network connectivity and supporting infrastructure constraints continue to restrict the space’s full potential. In response, staff undertook a comprehensive review of the Pavilion’s technology needs and engaged a specialized audio-visual consulting firm to evaluate the space and develop recommendations for targeted improvements.
ANALYSIS
Jennings Pavilion Tech Upgrades
JANUARY 21, 2026
The Town received a comprehensive vendor proposal (Attachment 1) and an acoustic treatment design (Attachment 2) for Jennings Pavilion. The vendor was instructed to include a full suite of equipment and services that could be evaluated in a phased approach or to scale back as needed.
Modern municipal audio / video (AV) projects prioritize scalability, accessibility, and networked AV (PoE devices, centralized DSP, and cloud management). Neighboring jurisdictions that have completed recent AV upgrades took a comprehensive approach that combined technical specifications, electrical scope, and a phased installation to control costs and minimize downtime.
Currently, the Pavilion has a corded microphone system, projector screen, two wall-mounted speakers, a subwoofer, and a rack. Most recently, the NEAT Board was added to the space significantly enhancing the Zoom and presentation options for the room.
The new system would replace the existing system with a modern integrated AV system supporting Zoom conferencing, wired and wireless presentations, Bluetooth, XLR inputs and outputs, a new equipment rack, acoustic paneling, assistive listening capabilities, and optional overflow/outdoor speakers. This represents a a total cost of $181,160, broken down into materials at $121,159.44, labor at $51,425, and engineering, project management and programming at $14,685.00.
Some of the major line-item expenses include:
· Projector and Lens: $25,789.27 and $3,829.29
· Pan, Tilt, Zoom (PTZ) Camera (similar to council chambers): $4,222.97 · Acoustic Paneling: $31,992.19
· Audio DSP (microprocessor for audio signals): $4,606.88.
Staff evaluated the scope of the project and recommend pursuit of a phased approach for upgrades leveraging components of the existing system. The core deliverables recommended as part of Phase 1 implementation, include:
Phase 1
Install Zoom capable PTZ cameras, update in-room speakers and DSP wireless microphones, assisted listening devices, new equipment rack, and basic wired presentation inputs. These items restore modern meeting functionality and accessibility. They will complement the current NEAT Board already available in the Pavilion for virtual meeting capabilities.
By replacing and installing DSP speakers, the space will have immediate improved sound quality.
The advanced speaker system can listen to the room using microphones and automatically adjust the EQ to prevent the sound from being boomy or echoey. The current microphone system is entirely wired which has inherent limitations and there are no installed camera system outside of the NEAT Board.
Phase 2
Jennings Pavilion Tech Upgrades
JANUARY 21, 2026
Install a high-luminosity projector and lens, acoustic paneling, Bluetooth audio, and wired XLR expansion. Installing the type of projector suggested will combat ambient light, which creates the washout effect. This is a problem for spaces like Jennings Pavillion with windows and sunlight. If the ambient light is brighter than the projector’s light, the image turns gray and becomes difficult to see. The "XLR" connector allows for the installation of inputs, power and controls.
There are benefits for noise balancing to cancel out humming sounds or interference from lights or other cables. These improvements are industry standards in the audio-video space for highfunctioning equipment. With the newly installed wood flooring, the acoustics in the room have become a challenge for AV equipment. Installation of acoustic paneling on the ceiling will assist with this issue.
Phase 3 - Optional
The overflow – outdoor speaker system will provide expanded distributed audio. Installing outdoor speakers may enhance the rental opportunities and would be of benefit to Town sponsored events at the Pavilion.
There will likely be integration and infrastructure needs for all the proposed upgrades. Those needs may include a electrical review and assessment to confirm power needs, dedicated circuits, and UPS/backups for audio / video and network equipment. The programming / commissioning costs have been included in the proposal, although there will be ongoing costs for maintenance and technical support.
Town staff are conducting separate WiFi assessments to determine access point placement, backhaul capacity, VLANs for guest vs. municipal traffic, and security (RADIUS, WPA3).
Installation of the sound mitigation paneling to improve acoustics has been evaluated to ensure compatibility with lighting. Panels would be reduced near the lights without significant impact to acoustics.
Summary
This item went before the Park & Recreation Committee on January 14 for input. The Committee collectively voiced support to move forward with audio/video improvements. They suggested that actual work be coordinated with onboarding of the new Event Manager who may provide insight into the full project. The Committee sought clarity regarding the expected sound quality improvements as a result of installing acoustic treatments to which staff agreed to provide, as soon as it is available.
Staff is seeking Council direction regarding upgrades to technology and AV systems at HolbrookPalmer Park, Jennings Pavillion with a suggested phased implementation approach.
FISCAL IMPACT
The entire quote totals $181,160. If Council authorizes the project to move forward with the recommended phased approach, staff will incorporate appropriate amounts for implementation Jennings Pavilion Tech Upgrades
JANUARY 21, 2026
into budget amendments for Council action. This will include any necessary costs for electrical or network connectivity.
GOAL ALIGNMENT
This Report and its contents are in alignment with the following Council Policy Goals:
• Goal A - Preserve Small Town Character & Quality of Life • Goal D - Be Forward Thinking
• Goal E - Maintain and Improve Public Infrastructure
POLICY FOCUS
The policy focus for this item is to obtain Council direction on modernizing the technology opportunities in the Jennings Pavilion.
PUBLIC NOTICE
Public notification was achieved by posting the agenda, with this agenda item being listed, at least 72 hours prior to the meeting in print and electronically. Information about the project is also disseminated via the Town’s electronic News Flash and Atherton Online. There are approximately 1,200 subscribers to the Town’s electronic News Flash publications. Subscribers include residents as well as stakeholders –to include, but be not limited to, media outlets, school districts, Menlo Park Fire Protection District, service provides (water, power, and sewer), and regional elected officials.
COMMISSION/COMMITTEE FEEDBACK/REFERRAL
Park and Recreation Committee (meets each month)
ATTACHMENTS
1. Tech Proposal – Jennings Pavilion
2. Acoustic Design