DATE: April 28, 2016
TO: Planning Commission
FROM: Planning Manager
SUBJECT
Title
Report to Test the Granicus System
Recommendation
RECOMMENDATION
That the Planning Commission tests the system.
BACKGROUND
The City of Hayward Planning Commission meetings are public meetings and as such are broadcast and recorded for the public. The audio video technology currently in the City Hall Council chambers broadcasts live meetings to local government access television channels, streams the live video on the internet, and records the content for later playback and archiving. The Council Chambers also has a projector-based display system and a controller system to manage all of the A/V technology during a meeting. In addition, City Hall Conference Room 2A is setup to display live meeting video to overflow audiences. These are critical and necessary elements of the Planning Commission’s public meetings. The
City Council chambers are also utilized by other government agencies, such as the Hayward Unified School District for public meetings.
The current Audio Video system is outdated for today’s technology and was last upgraded during a two year period from 2005 to 2006. While this equipment has performed well over the years, most of the equipment is no longer supported by manufacturers, and has become a challenge to repair or replace.
Additionally, as the City engages in upgrading its agenda management system, the current, outdated technology (analog) will not support the newer digital systems.
This project is a complete replacement of the audio and video technology in our broadcast, recording and presentation systems.
FISCAL IMPACT
The FY 2016 Capital Improvement Program includes project funding totaling $800,000.
NEXT STEPS
Installation and configuration of the new system in both the Council Chambers and Conference Room 2A occurred during the 2015 August Commission Recess. This implementation will take place concurrently with the new Agenda Management System, which will include such technologies as a new voting system, meeting management tools, and meeting video streaming, indexing and archiving.
The goal is that the new system will be functional for a “go-live” on September 15, 2015, which is the first Council meeting after the recess and prior to the first Commission meeting on September 17. Due to this tight deadline, there may be completion of final tasks and fine tuning of the system that will occur after September 15, before the final acceptance of the project. Staff will provide new system training for the Commissioners prior to the September 17 meeting.
Staff contact
Prepared by: Mark Dostal, Information Technology Manager
Approved by: Sara Buizer, AICP, Planning Manager
David Rizk, AICP
Development Services Director
end
Attachments:
Attachment I Live Manager Guide