CITY COUNCIL STAFF REPORT
Meeting Date: December 05, 2022
TO: THE HONORABLE MAYOR AND CITY COUNCILMEMBERS
SUBJECT: ADOPT RESOLUTION NO. ___- 22 AUTHORIZING THE
APPROPRIATION OF $150,000 FROM FUND 20 CAPITAL
PROJECT/BUILDING FUND FOR THE CONSTRUCTION OF THE
CITY FACILITIES TECHNOLOGY UPGRADES PROJECT
SYNOPSIS
The City Facilities Technology Upgrades Project provides user-friendly technology to facilitate hybrid meetings in our Community Rooms, City Hall, Police Department and Public Services Center conference rooms.
The purpose of this item is for the City Council to authorize an appropriation of $150,000 from Fund 20 Capital Project/Building Fund for the construction of the project. The Budget Committee reviewed staff’s proposal at its meeting of November 30, 2022 and approved forwarding a recommendation to the City Council to approve the funding for the project as proposed.
DISCUSSION
Background
The Governor’s declaration of emergency that allowed the use of teleconferencing rules under AB 361, is set to expire on February 28, 2023. At that time, new Brown Act Legislation, (AB 2449, effective January 1, 2023) will codify the requirements of AB361, add new requirements and keep old requirements for teleconferencing public meetings. The practical effect of the new legislation is that all public meetings will need to be noticed as hybrid meetings as of March 1, 2023. It will therefore require that City Hall facilities where public meetings are held will need to be equipped with the technology to facilitate hybrid public meetings for the City’s Boards, Commissions and Committees.
The City Facilities Technology Upgrades Project will provide user-friendly technology to facilitate hybrid meetings in our Community Rooms, City Hall, Police Department, and Public Services Center Conference rooms. Staff worked with Avidex Industries, LLC, a nationally recognized leader in the Audio/Video industry, to provide preliminary designs and cost estimates to enable all conference rooms throughout the City to hold hybrid meeting. This includes new displays that are appropriate for the size of each conference room, cameras that can isolate each speaker in the room, and speakers and microphones that will produce clear and crisp audio. In addition, the design includes an intuitive interface that allows any user to start a teleconference meeting with a touch of a button.
Analysis
Avidex Industries has completed previous technology upgrade projects, and based on their expertise, staff anticipates a do not exceed cost of $150,000 to complete the project work and requests the project be funded from the Capital Project/Building Fund (Fund 20). This includes both community rooms and five other conference rooms at City Hall, three conference rooms at the Police Department, and one conference room at the Public Service Center. Staff has confirmed with the Finance Department that there are sufficient funds in Fund 20 to complete the project work.
The Budget Committee has reviewed staff’s request for an appropriation of $150,000 from Fund 20 to complete the project and recommends the City Council approve the funding as proposed in the resolution.
FISCAL IMPACT
The projects costs are to be funded using Fund 20, the Capital Project/Building Fund.
PUBLIC CONTACT
Public contact was made through posting of the City Council agenda on the City’s official notice bulletin board, at the Pleasant Hill Senior Center and at the Pleasant Hill Police Department. The agenda and staff report are posted on the City’s web page.
RECOMMENDED CITY COUNCIL ACTION
Adopt the resolution approving the funding as recommended by the Budget Committee.
ALTERNATIVES TO RECOMMENDED ACTION
None Recommended.
ATTACHMENT(S):
Proposed Resolution
Prepared by: Ann James, Maintenance Superintendent
Approved by: June Catalano, City Manager