Public, Educational, and Government (PEG) Fund Expenditure for City Council Chambers Upgrade and City Council Hybrid MeetingsCity of Dubuque
City Council Meeting
Action Items # 2.
Copyrighted
May 17, 2021
ITEM TITLE: Public, Educational, and Government (PEG) Fund Expenditure for City
Council Chambers Upgrade and City Council Hybrid Meeting
Discussion
SUMMARY: City Clerk and City Manager recommending approval of the Cable TV
Commission recommendations for funding from the Public, Educational,
and Government (PEG) Capital Grant for Access Equipment and
Facilities in a not to exceed amount of $13,000 for the City of Dubuque.
If funding is approved, it is further recommended that the City Council
return to City Council Chambers in a hybrid meeting format on July 6,
2021.
SUGGESTED Suggested Disposition: Receive and File; Approve
DISPOSITION:
ATTACHMENTS:
Description
Type
PEG Fund Expenditure for City Council Chambers and Staff Memo
Proposed Return Date -CC Memo
PEG Fund Expenditure for City Council Chambers- City Manager Memo
MVM Memo
PEG Fund Expenditure Request for Council Chambers Staff Memo
Upgrade
5/3/21 City Clerk Memo on Hybrid Meeting Logistics Staff Memo
Dubuque
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TO: The Honorable Mayor and City Council Members
FROM: Adrienne N. Breitfelder, City Clerk
SUBJECT: Follow Up Discussion on City Council Hybrid Meetings in Council
Chambers
DATE: May 13, 2021
As a follow up to the May 3, 2021 City Council discussion on the logistics for a hybrid
meeting arrangement, additional information is being transmitted on the technology that
would upgrade City Council Chambers to a more intuitive, integrated hybrid meeting
system.
As referenced in the City Manager's memo, staff worked with Conference Technologies
Incorporated (CTI), the vendor that built the AN and broadcast system in the Chambers
and has conducted previous upgrades and maintenance, to develop a solution to add
this functionality to the system.
The recommended proposal calls for $9,771.59 in equipment and installation costs and
a 2-year service agreement for $800.85 for a total estimated cost of $10,572.44. In
addition, a computer is needed to be installed in the media control room to facilitate this
new functionality. That cost is expected to be under $2,400 so the total cost for this
project is expected to not exceed $13,000.
This upgrade to the City Council Chambers audio/visual system would allow for the
addition of video conferencing capability to the Council Chambers and to the small
conference room behind the Council Chambers where City Council closed sessions are
often held.
This design for the Council Chambers allows the City to use the conferencing
application of its choice and would enable meeting participants, whether virtual/remote
or in -person, to participate by video and/or audio and would enable all participants to
see the same video being presented in the Chambers or by a virtual participant. This
upgrade would integrate the in -person and virtual meeting video streams for the
meeting broadcast on CityChannel Dubuque and Facebook Live. Similarly, the upgrade
to the small conference room would enable virtual/remote participants to participate by
video and see the in -person participants.
If the funding is approved, the goal will be to begin implementation as soon as possible
with the goal of having this functionality operational by early July. Based on this
timeframe, it is recommended that City Council return to City Council Chambers in a
hybrid meeting format for the July 6, 2021 City Council meeting. The logistics presented
at the May 3, 2021 City Council meeting would be implemented for all hybrid meetings
until Centers for Disease Control (CDC) recommendations and other public health
guidance change.
I respectfully request Mayor and City Council approval for the funding from the Public,
Educational, and Government (PEG) Capital Grant for Access Equipment and Facilities
in a not to exceed amount of $13,000 for the City of Dubuque, and further request that
City Council return to City Council Chambers in a hybrid meeting format for the July 6,
2021 City Council meeting.
Thank you,
cc: Michael C. Van Milligen, City Manager
Crenna Brumwell, City Attorney
Cori Burbach, Assistant City Manager
Chris Kohlmann, Information Services Manager
Randy Gehl, Public Information Officer
THE C
DUUB_-_*._TE
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TO: The Honorable Mayor and City Council Members
FROM: Michael C. Van Milligen, City Manager
SUBJECT: PEG Fund Expenditure for City Council Chambers Upgrade
DATE: May 13, 2021
Dubuque
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2007-2012.2013
2017*2019
Due to the COVID-19 pandemic, City Council meetings have been conducted virtually
for the last 13 months. In preparation for a return to in -person meetings, City staff
reviewed the capacity of the existing audio/visual and broadcast system in the City
Council Chambers in the Historic Federal Building. In order to integrate video and audio
from remote/virtual participants in City Council meetings into the meeting broadcast on
CityChannel Dubuque and Facebook Live, upgrades to the system were needed.
Staff worked with Conference Technologies Incorporated (CTI), the vendor that built the
AN and broadcast system in the Chambers and has conducted previous upgrades and
maintenance, to develop a solution to add this functionality to the system.
The recommended proposal calls for $9,771.59 in equipment and installation costs and
a 2-year service agreement for $800.85 for a total estimated cost of $10,572.44. In
addition, a computer is needed to be installed in the media control room to facilitate this
new functionality. That cost is expected to be under $2,400 so the total cost for this
project is expected to not exceed $13,000.
This upgrade to the City Council Chambers audio/visual system would allow for the
addition of video conferencing capability to the Council Chambers and to the small
conference room behind the Council Chambers where City Council closed sessions are
often held.
This design for the Council Chambers allows the City to use the conferencing
application of its choice and would enable meeting participants, whether virtual/remote
or in -person, to participate by video and/or audio and would enable all participants to
see the same video being presented in the Chambers or by a virtual participant. This
upgrade would integrate the in -person and virtual meeting video streams for the
meeting broadcast on CityChannel Dubuque and Facebook Live. Similarly, the upgrade
to the small conference room would enable virtual/remote participants to participate by
video and see the in -person participants.
Public Information Officer Randy Gehl is recommending approval of the Cable TV
Commission recommendations for funding from the Public, Educational, and
Government (PEG) Capital Grant for Access Equipment and Facilities in a not to
exceed amount of $13,000 for the City of Dubuque. If the funding is approved, the goal
will be to begin implementation as soon as possible with the goal of having this
functionality operational by early July.
I concur with the recommendation and respectfully request Mayor and City Council
approval.
v
Mic ael C. Van Milligen
MCVM:jh
Attachment
cc: Crenna Brumwell, City Attorney
Cori Burbach, Assistant City Manager
Randy Gehl, Public Information Officer
THE CITY OF
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TO: Michael C. Van Milligen, City Manager
FROM: Randy Gehl, Public Information Officer
SUBJECT: PEG Fund Expenditure for City Council Chambers Upgrade
DATE: May 13, 2021
INTRODUCTION
The purpose of this memorandum is to forward a recommendation from the Cable TV
Commission for funding from the Capital Grant for Access Equipment and Facilities.
BACKGROUND
The Capital Grant for Access Equipment and Facilities created by the cable franchise
agreement that went into effect on June 5, 2005, currently has a balance to be awarded
of $1,076,295.27.
Due to the COVID-19 pandemic, City Council meetings have been conducted virtually
for the last 13 months. In preparation for a return to in -person meetings, City staff
reviewed the capacity of the existing audio/visual and broadcast system in the City
Council Chambers in the Historic Federal Building. In order to integrate video and audio
from remote/virtual participants in City Council meetings into the meeting broadcast on
CityChannel Dubuque and Facebook Live, upgrades to the system were needed.
Staff worked with Conference Technologies Incorporated (CTI), the vendor that built the
A/V and broadcast system in the Chambers and has conducted previous upgrades and
maintenance, to develop a solution to add this functionality to the system.
The recommended proposal calls for $9,771.59 in equipment and installation costs and
a 2-year service agreement for $800.85 for a total estimated cost of $10,572.44. In
addition, a computer is needed to be installed in the media control room to facilitate this
new functionality. That cost is expected to be under under $2,400 so the total cost for
this project is expected to not exceed $13,000.
DISCUSSION
This upgrade to the City Council Chambers audio/visual system would allow for the
addition of video conferencing capability to the Council Chambers and to the
small conference room behind the Council Chambers where City Council closed
sessions are often held.
This design for the Council Chambers allows the City to use the conferencing
application of its choice and would enable meeting participants, whether virtual/remote
or in -person, to participate by video and/or audio and would enable all participants to
see the same video being presented in the Chambers or by a virtual participant. This
upgrade would integrate the in -person and virtual meeting video streams for the
meeting broadcast on CityChannel Dubuque and Facebook Live. Similarly, the upgrade
to the small conference room would enable virtual/remote participants to participate by
video and see the in -person participants.
At its meeting on May 12, 2021, the Cable TV Commission discussed this PEG Fund
request and unanimously approved the request to not exceed $13,000.
RECOMMENDED ACTION
I respectfully request that the Commission's recommendation for funding be forwarded
to the City Council to receive, file, and approve. If the funding is approved, to goal will
be to begin implementation as soon as possible with the goal of having this functionality
operational by early July.
CC: Adrienne Breitfelder, City Clerk
Chris Kohlmann, Information Services Manager
Cori Burbach, Assistant City Manager
2
THE CITY OF
DuB TEE
Masterpiece on the Mississippi
TO: The Honorable Mayor and City Council Members
FROM: Adrienne N. Breitfelder, City Clerk
Michael C. Van Milligen, City Manager
SUBJECT: City Council Hybrid Meetings in Council Chambers
DATE: April 29, 2021
Dubuque
All -America City
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2007.2012.2013
2017*2019
In anticipation of City Council returning to Council Chambers in a hybrid meeting format,
City staff have established the logistics of a hybrid meeting arrangement.
The Mayor would continue to sit at the center spot of the dais. Four Council Members
would also sit on the dais, and the other two Council Members would each sit at the
tables facing the dais. The Council Members who sit at the two tables would constantly
rotate, with the rotation based on the last two Council Members at each meeting's roll
call vote, except for the Mayor. The Mayor would continue to sit at the central location of
the dais even if he is one of the last two Council Members in the roll call vote. The two
Council Members assigned to sit at the tables would use their Pads for the meeting via
wireless connection, and microphones would be provided at the tables. The City Clerk
would sit at a table in the center of Council Chambers. The City Manager, City Attorney,
and Assistant City Manager would sit in the audience and would speak at the podium.
The proposed layout for City Council and the City Clerk is a follows:
Council Ox Mayor OX Council
Member Member
O O
O O
Council Council
Member Dais Member
Table 1: Table 2: Table 3:
Council City Clerk Council
Member Member
Attendance at the meeting in Council Chambers will be limited to City staff and
members of the public with business for the City Council. The media will also be able to
attend, and the intent is to dedicate a space with area for writing in the back of Council
Chambers for use by the media. Staff and members of the public who do not have
presentations or input will be requested to continue viewing the meeting virtually.
Meetings will continue to be hosted on GoToMeeting, and will continue to be streamed
live via CityChannel Dubuque, the City's website, and Facebook. City Council, City staff,
and the public can continue to fully participate virtually via GoToMeeting if they are not
able to attend in person.
A police officer and other City staff will manage traffic flow before and during the
meeting. City staff who will present to City Council will wait in one of two staff
conference rooms in the building, while members of the public will be asked to wait in
the lobby and view the meeting from the TV in the lobby until City Council reaches the
agenda item they would like to speak to. The member of the public would inform the
Police Officer at the entrance of Council Chambers what item they would like to speak
to, and once City Council reaches that designated agenda item, the person would enter
Council Chambers and immediately approach the podium to speak to the item. After the
completion of their agenda item, both City staff and members of the public will be
requested to immediately exit Council Chambers. Members of the public could also
provide input via the GoToMeeting chat and the City Clerk's email. The City Clerk would
continue to announce the options for public input at the beginning of the meeting.
Members of the public who plan on providing input at the City Council meeting will be
strongly encouraged to contact the City Clerk in advance of the meeting to provide
notice of their intention to speak. This will help City staff adequately plan for social
distancing. Many Iowa City Councils, including Cedar Rapids, Waterloo, Iowa City,
Ankeny, and Bettendorf have implemented policies where the public must notify the City
Clerk in advance of their intention to speak at a City Council meeting. If staff anticipates
a high number of people may attend the meeting, then staff may emphasize participants
use virtual public input options to ensure we do not extend beyond the capacity of
Council Chambers.
Closed sessions would occur in Council Chambers to adequately social distance.
Anyone not authorized to attend the closed session would be requested to immediately
exit Council Chambers before the start of the closed session.
Masks will be required by everyone until the date that City Council rescinds the Face
Covering Ordinance.
Information about these procedures will be communicated via signs placed outside of
Council Chambers, and the first page of the City Council agendas would also be
updated.
These guidelines will change based on Centers for Disease Control (CDC)
recommendations and other public health guidance.
City staff will continue to work on a strategy that includes requesting bids for technology
that would upgrade Council Chambers to a more intuitive, integrated hybrid meeting
system, including the ability for video conferencing. The timeframe to obtain this
equipment will impact the date by which hybrid meetings can be implemented.
Therefore, we are not prepared at this time to provide a date when City Council will
implement this hybrid meeting option. Future updates will be provided once staff have
additional information.
Thank you,
cc: Crenna Brumwell, City Attorney
Cori Burbach, Assistant City Manager
Mary Rose Corrigan, Public Health Specialist
Chris Kohlmann, Information Services Manager
Randy Gehl, Public Information Officer
Mark Dalsing, Chief of Police
Jeremy Jensen, Assistant Chief of Police