3.1 Audio System 3.1.1 Provide a high-fidelity audio system including microphones for council members, staff, audience participation and media. 3.1.2 Implement microphone-driven camera automation (audio triggers camera pan/zoom). 3.1.3 Ensure echo cancellation, feedback suppression, and interference mitigation. 3.1.4 Include integrated amplifiers and signal processors for sound balancing. 3.1.5 Install speakers for optimal coverage and clarity throughout the room. 3.1.6 Offer audio recording capability for official meeting archiving (if required). 3.1.7 Include an intuitive control interface for managing all audio components. 3.1.8 Provide accessible audio output ports (e.g., XLR, ¼", or balanced line-level) for media personnel to connect equipment for clean, broadcast-quality live audio feeds. 3.1.9 Include a moderator-controlled override feature to selectively mute or disable individual microphones in real-time to maintain order and decorum during public meetings. 3.2 Visual System 3.2.1 Install high-definition pan/tilt/zoom (PTZ) cameras to capture council members, the dais, audience, and presentation areas. 3.2.2 Integrate microphone feedback for camera automation. 3.2.3 Provide a video switcher for seamless source transitions. 3.2.4 Install large-format LED displays or projection screens viewable by council, audience and overflow seating in lobby. 3.2.5 Include capabilities for video recording and live streaming to online platforms (e.g., YouTube) and public access TV channels. 3.2.6 Ensure the ability to record and archive full meeting sessions, including all in-person and remote participant video/audio feeds. 3.2.7 Support standard video formats and metadata tagging for future retrieval and public transparency. 3.2.8 Allow automated or manual control over which views are recorded or streamed (e.g., speaker-focused, gallery, or presentation view). 3.3 Control System 3.3.1 Provide a centralized “single pane of glass” interface accessible via tablet or mobile device. 3.3.2 Enable remote access for monitoring, troubleshooting, and maintenance. 3.3.3 Ensure user-friendly operation by City Council staff and IT technicians. 3.3.4 Include scheduling automation for recurring meetings. 3.4 Integration 3.4.1 Fully integrate all A/V systems to operate as one seamless, interoperable solution. 3.4.2 Ensure compatibility with any retained legacy systems, where applicable (i.e. Agenda / Meeting Application GRANICUS LEGISTAR). 3.4.3 Securely support various input/output sources (e.g., laptops, mobile devices, external media). 3.4.4 Fully integrate all A/V systems to operate as one seamless, interoperable solution. 3.4.5 Ensure compatibility with retained legacy systems, where applicable. 3.4.6 Support various input/output sources (e.g., laptops, mobile devices, external media). 3.4.7 Enable remote attendance functionality for active participants (e.g., council members, staff, or presenters), including: 3.4.8 Two-way audio and video integration with conferencing platforms such as Microsoft Teams, Zoom, or Webex. 3.4.9 Voice-only call-in support for participants without internet or video access, allowing them to participate audibly and be heard in the chamber. 3.4.10 Clear visibility and audio for remote participants in the chamber through integrated displays and speakers. 3.4.11 An interface to manage virtual attendees, including camera switching, muting/unmuting, and speaker identification. 3.4.12 Prioritize system security, reliability, and ease-of-use to maintain meeting integrity.
