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  10.       
City Council Regular Meeting
Meeting Date: 04/05/2022  

BACKGROUND
The City of Schertz Council Chambers was renovated for its current use nearly 20 years ago. At that time the video and audio systems installed were state of the art. Since that time a few upgrades were made to the sound system to improve overall sound quality in the main room, but no major improvements were made to either the sound system or the video systems to accommodate changing technologies. Improvements to the system are required in order to provide high quality audio and video feeds for rebroadcast on the City's planned PEG channel, as well as posting meetings, etc. on the City' website. In addition, there is a need to support remote / virtual meetings as allowed by state law.

Working with various stakeholders the staff issued an RFP for improvements to the audio and video systems in the Council Chambers Main Room. Three proposals were submitted, and it was determined that the best value to the City was presented by Trox, Inc. of San Antonio in the amount of $451,686.00.
GOAL
This upgrade will improve the quality of live and recorded meetings on both the internet and on the planned cable channel, streamline management of Council meeting minutes, allow for electronic voting, etc.
COMMUNITY BENEFIT
This upgrade will improve the quality of live and recorded meetings on both the internet and on the planned cable channel. The new systems will better support meetings where there is a need for virtual and / or remote attendance by Council Members, Staff and others presenting agenda-based information to the Council. In addition, the new system will create the option to streamline the presentation and posting of meeting minutes, allow Council and others using the facility to record votes electronically and improve communications by giving Board and Council Members additional tools to watch presentations, ask questions and provide feedback.
SUMMARY OF RECOMMENDED ACTION
Staff recommends that Council approves Resolution No. 22-R-22 authorizing the agreement with Trox Inc. of San Antonio Texas for improvements to the Council Chambers Audio and Video Systems.
 
FISCAL IMPACT
Funding will be provided by using the City’s Federally mandated PEG (Public Education and Government) fund. The current balance of the fund is more than sufficient to accommodate this project.
RECOMMENDATION
Staff recommends that Council approve Resolution No. 22-R-22 authorizing the agreement with Trox Inc. of San Antonio Texas for improvements to the Council Chambers Audio and Video Systems to be funded by the use of PEG funds in accordance with federal PEG fund usage guidelines.
Attachments
Council AV Project
Trox Revised proposal
Trox Dais Plan
Resolution 22-R-22

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