City of Piedmont
COUNCIL AGENDA REPORT
DATE: November 17, 2025
TO: Mayor and Council
FROM: Rosanna Bayon Moore, City Administrator
SUBJECT: Review of Alternatives for Broadcast Control System and City Council Chambers Audio / Visual (A/V) Replacement Project
RECOMMENDATION
As requested in budget discussions, consider phased approach to Broadcast Control System and City Council Chambers A/V replacement project prior to initiating a formal procurement process.
BACKGROUND
The City provides live and recorded video of City Council, City Commission, and PUSD Board of Education meetings using an integrated system that includes:
• A broadcast control room, where a technician manages cameras, switching, sound, and graphics during meetings; and
• In-room cameras, sound system, and video displays that are managed from the control room
The last substantial update to broadcast control room equipment and Council Chambers video cameras occurred in 2008. In 2021, a high-quality sound system was installed in Council Chambers, along with a video display solution that supported the need for remote meeting participation while COVID-19 restrictions were in place.
The existing broadcast control room equipment is beyond its expected useful life and has become exceedingly unreliable. In the past two years, six core components have failed beyond ability to repair, and the system has experienced four failures that disrupted regular broadcast capabilities across multiple meetings. In each of these instances, disruptions required over a week and outside support to resolve. The system is built to a technical standard no longer used in the industry and is not inter-operable with equipment available on the market today. Patchwork repairs have become increasingly difficult as replacement parts for older components are not readily available.
Secondhand markets that were once a resource can no longer be relied upon.
This is the sixth year that funding for the broadcast control system and Council Chambers A/V replacement project has been included in the adopted budget. Delivery of the project has been delayed due to competing priorities, staff vacancies, turnover, and organizational restructuring.
DISCUSSION
When adopting the FY 2025-26 budget, the City Council requested that staff explore the possibility of phasing or otherwise modifying the project approach to reduce costs.
After further research and analysis, staff identified three scoping options for consideration, with cost estimates. Each includes replacement of the core broadcast control system, addressing the most urgent needs, and retains the existing sound system. The three scenarios provide a range of options for modernizing the video display solution in the Council Chambers.
A summary of the existing system and scoping options are provided in Attachments 1 and 2.
FISCAL IMPACT
The FY2025-26 City budget includes $635,000 in the Equipment Replacement Fund for this project. If the project scope is reduced, remaining funds would be available for other projects in the City’s ten-year Equipment Replacement plan.
ATTACHMENTS
1. Existing System Summary
2. Broadcast Control and City Council Chambers A/V System Scoping Options Agenda Report Page 2
Broadcast Control & Council Chambers A/V System
Existing system summary
COMPONENT FUNCTION AGE / CURRENT STATUS ISSUES
Broadcast control
system (includes
cameras)
• outputs and records liveswitched, multi-camera
video and audio during
public meetings
• applies on-screen graphics
labeling agenda items
• most components from
2008 or older
• past end-of-life
• frequent failures
• obsolete components
• compatible replacement parts difficult to
obtain when elements fail
• significant staff time needed to resolve
issues and devise patchwork solutions
Council Chambers
video displays
• show presentations and
other media on audiencefacing and dais-facing
monitors
• allow for remote
presentations and
participation
• installed in 2021 as an
“interim” solution until
Chambers A/V upgrade
could be completed
• in-room presentations require A/V support
through broadcast control room,
significantly restricting use for staff or nonbroadcast meetings • accidental damage, tripping risk for floor
monitors
• display is obscured for 1/3 of audience
Council Chambers
sound system
• amplifies sound from
speakers at dais
• installed in 2021
• functional and high
quality
Attachment 1 Agenda Report Page 3
Broadcast System Replacement Project
Scoping options
SCENARIO SUMMARY EST. COST PRO CON
A • replace broadcast
control system
• upgrade Chambers
video display system to
allow in-room
presentations
< $150k
• addresses most urgent need
• displays are usable outside
of broadcast meetings
• presentation slides easier to
read for online & TV viewers
• messy display situation remains
• does not support future
upgrades to Chambers A/V
B • everything in Scenario A
• replace floor monitors
with individual daismounted displays
• upgrade display system
controls
< $275k
• room looks better
• reduce risk of damage
• supports future upgrades to
audience-facing displays
• adds complexity, cost
• less room at dais for laptops,
binders, etc.
C • everything in Scenario C
• replace audience facing
display with large highresolution screen > $400k
• professional Chambers A/V
setup similar to other cities
• better experience for
audience members
• adds significant cost
• adds complexity and time to
design, install and maintain
• may require façade or lighting
work to accommodate
Attachment 2 Agenda Report Page 4