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STUDY STUDY SESSION MEMORANDUM 3.3
TO: Town Council December 12, 2023
SUBJECT: Town Meeting Hall Audio Visual System Modernization
BACKGROUND
At its September 19, 2023, regularly scheduled meeting, the Town Council considered a
staff recommendation to engage Avidex Industries, LLC for the replacement of essential
components of the audio-visual (AV) system at the Danville Town Meeting Hall. This
recommendation was made in response to the intermittent operational failures of the
current AV equipment, which is approaching the end of its functional life.
However, in seeking a more comprehensive approach, the Town Council expressed
interest in a more thorough evaluation of the entire AV system to develop a solution that
addresses all existing functional issues, which include:
• Microphones: Current challenges involve inconsistent operability (difficult to
turn on), sound capture, and amplification. These challenges lead to
communication issues during public hearings and variable recording quality.
• Visual Displays (Projector and Monitor): Concerns have been raised regarding
the legibility of content on the rafter-mounted monitors from the audience's
perspective and the insufficient brightness of the images on the large projector
screen. Additionally, those seated at the dais face challenges due to the steep
viewing angle of the monitors and the suboptimal clarity of the projected images.
• System Instability: The AV system has irregular performance issues, especially in
reliably displaying presentations on all screens. This inconsistency highlights the
urgent need for enhancing system stability and overall performance.
The Town Council cited examples of more functional AV systems in nearby communities
and directed staff to return at an upcoming Study Session to engage in a more
comprehensive discussion of the AV needs at the Danville Town Meeting Hall.
DISCUSSION
During the intervening months, Town staff has evaluated AV systems in nearby
communities. In addition, a tour and technological assessment of the Contra Costa
Transportation Authority’s (CCTA) Boardroom was undertaken. CCTA staff provided a
detailed summary of its system, both the highlights as well as numerous challenges.
Town Meeting Hall AV Modernization December 12, 2023 2
Based on input from the Town Council at its September 19, 2023, public meeting and in
consideration of advice from CCTA staff, the targeted objectives of an AV modernization
effort Town Meeting Hall would need to include:
1. High-Quality Wireless Microphone System: Installation of a state-of-the-art
wireless microphone system to ensure clear and consistent audio throughout the
Town Meeting Hall. Microphones will not be fixed to the dais, can be moved as
appropriate, and therefore eliminate the need for the speaker to lean forward.
2. Upgraded Display Screens: Replacement of existing rafter-mounted monitors and
the drop-down projector screen with high-resolution displays that offer better
viewing angles for all participants.
3. Integrated Audio-Visual Control System: Implementation of a user-friendly
control system to streamline the operation of AV equipment, making it more
intuitive for staff.
These elements would enable clear and reliable audio, clear screen displays, enhanced
viewing angles, and an integrated state-of-the-art that would reduce technical issues.
RECOMMENDATION
Consider the information presented and provide feedback regarding whether:
• All functional challenges of the existing AV system have been adequately
documented; and
• Target objectives of a Town Meeting Hall AV system modernization project are
sufficiently comprehensive and appropriate.
As appropriate, direct Town staff to seek proposals from qualified consultants to
address the functional challenges and accomplish the target objectives identified in this
memorandum.
Prepared by:
Clancy Priest
Chief Technology Officer
Reviewed by:
Tai Williams
Assistant Town Manager