Business Item 5e
STAFF REPORT
City Council Business Item
DATE: October 20, 2025
TO: Honorable Mayor and Council Members
FROM: Kaylyn Stainbrook, Parks and Recreation Director
THROUGH: Amy Nilsen, City Manager
SUBJECT: River Lodge Audio/Visual Equipment
STAFF RECOMMENDATION:
Approve a Supplemental Budget Request for the purchase of River Lodge Audio/Visual (A/V) system in the amount of $78,000 and $2,400 for maintaining the equipment on a regular basis.
EXECUTIVE SUMMARY:
The River Lodge, constructed in 1998, serves as venue for weddings, conferences, trainings, memorials, and more. Over the years, user groups have utilized the audio/visual (A/V) system, which is now an expected amenity in the facility. In the last couple of years, there has been an increase in functionality issues during rentals, making the system unreliable and the venue less desirable.
In Spring of 2025, staff contacted the original installer, Techome Innovations, for guidance. The technician relayed that the current system was installed in 2017, and that the City had not scheduled quarterly maintenance since its initial installation. Therefore, the current system is so far behind in updates that system now needs many components replaced in order to function correctly.
With a much-needed update in mind, staff recommended an A/V Use Fee be added to the Fiscal Year 25-26 Fee Schedule in order to help recover some of the cost over time.
On July 23, Techome Innovations provided staff with a quote of $75,232.80 to upgrade the system.
On August 6, Staff applied for assistance from the Humboldt Lodging Alliance.
On September 2, City Council expressed desire to move forward with River Lodge operations and explore enhancements at River Lodge. Several operational changes have been made in an effort to reduce costs of the River Lodge. Staff also drafted a revised River Lodge Fee Schedule – including an increase to the previously approved A/V Use Fee.
On September 17, Staff applied for assistance from the McLean Foundation. However, the McLean Foundation was unable to contribute at that time.
Business Item 5e
On October 14, Techome Innovations submitted an updated quote of $77,762.80, as a manufacturer promotion had ended. In addition to the cost of the update, Techome Innovation would need to perform routine maintenance every quarter. Routine maintenance is projected to take approximately two-three hours of technician time at approximately $200/hour. Therefore, an additional $2,400 should be budgeted annually. If any issues should be discovered by the technician during maintenance, additional time/cost may occur.
Also on October 14, Humboldt Lodging Alliance approved the contribution of $25,000 towards the Audio/Visual upgrade.
Staff may need to return at a later date with an additional Supplemental Budget Request if it is determined that ongoing on-call technical services for all City sites are necessary.
FINANCIAL IMPACT:
In total, Staff is requesting a Supplemental Budget Request of $80,400 from General Fund Contingencies for this project and regular system maintenance. In addition, staff recognizes the $25,000 contribution from HLA.
RECOMMENDED COUNCIL ACTION:
1) Receive staff presentation and review Council questions with staff; 2) Open Public Hearing
3) Close Public Hearing; and
4) Motion Approve a Supplemental Budget Request for $80,400 for the purchase of A/V equipment at the River Lodge and ongoing maintenance. Voice vote.
ATTACHMENTS:
• Supplemental Budget Request
• Techome Innovations Quote