City Council

DocuSign Envelope ID: A53C5C4E-DEC9-4347-A268-CB558800E595 MAYOR AND CITY COUNCIL CITY OF SEAT PLEASANT SPECIAL SESSION TUESDAY, JUNE 28, 2022 6:00P.M. 1. OPENING 1.1.1 Call to Order Council Vice President Higgs called the meeting to order at 6:09p.m. 1.2 Roll Call Present: Councilmember Monica Higgs, Councilmember Hope Love, Vice Mayor Shireka McCarthy, Councilmember Kelly Porter, Councilmember Gerald Raynor, Sr., Councilmember Kizzie Scott, Councilmember Gloria Sistrunk Staff: Dashaun Lanham, City Clerk, and Stanley Mosley, Interim City Manager 2. PRESENTATION 2.1 Audio Visual Verbal Presentation-Dominic Cappelletti  Mr. Cappelletti stated that the purpose of the meeting today was show the council with a similar design system. The school board system is native with the technology built-in for Seat Pleasant. It will take the city some time to obtain a comcast station, but the system does allow you to stream on YouTube or other channel sources.  Councilmember Porter inquired on the training for the equipment and to ensure that the training will be provided.  Mr. Cappelletti stated that the training has been built into the contract for 40 hours.  Councilmember Porter stated that he was referring to having a student come in that need community service hours to operate the training.  Mr. Cappelletti stated that he can refer a student to contact Seat Pleasant for operating the AV equipment.  Mr. Lapp stated that his training is hands-on and sit the person at the system and allow them to learn the system.  Councilmember Sistrunk inquired about the delays of shipping with obtaining equipment, and she wanted to know if the council agreed to approve the contract do have any type of knowledge when the equipment will be delivered. Page 1 of 4 DocuSign Envelope ID: A53C5C4E-DEC9-4347-A268-CB558800E595  Mr. Cappelletti stated that the equipment is attainable, but the system that is built to order it will take 4-6 weeks to build. They have the cameras in-stock, as they are in a good position. The audio equipment will need to be verified for availability. The biggest hurdle was what will put in the display for the system. They had systems they ordered last November, and they did not come in until March. The product that they picked at the time of bidding was hundred percent available. They could possibly get the dais available but may need to come back with other equipment. They will need to verify the availability of the equipment, when approved by the council.  Councilmember Sistrunk inquired if the products will be available in three to six weeks?  Mr. Cappelletti stated that he would say about twenty-six weeks for delivery, but the max will be 2-3 months maximum.  Councilmember Love stated that she would like to know the cost for the system, and will they maintain it?  Mr. Cappellitti stated that they built flex time in the proposal to provide on- call services. The television that in Council Chambers are for home use and not commercial use. The options have commercial grade displays for 24-7 operation with a five-year warranty. The tri-caster has a full replacement within one year, and the manufacture will send you a notice and so will WPS. They will replace the system, and someone can remote in to diagnose the issue, and if it is defective, they will send a new one via fed-ex, and the city will need to return the defective product.  Vice Mayor McCarthy inquired how long will it take for the install? Mr. Cappelletii stated it will take about one week for the install and training. He would recommend a mock meeting within that week for in-person and hybrid. 2.2. Audio Visual Verbal Presentation-Chris Evans and Sol Aziz  Mr. Evans stated that he put together a quick power point for the council to view.  Mr. Evans stated they completed the system for Walkerville Town Hall and Purciville, as well as Reid Temple Church and other commercial sites.  Mr. Evans stated that they will provide a drawing of the system after the contract is awarded. The equipment will be ordered after the drawings are approved. The equipment is taking six months for delivery, and they will fabricate the system in their facility. They will come to location to perform on-site testing of the wiring. The final installation consists of calibration and Page 2 of 4 DocuSign Envelope ID: A53C5C4E-DEC9-4347-A268-CB558800E595 testing of the system. The training will take place after the system is in place on the system. The documents will be provided to the city to troubleshoot, and drawings that was performed by their company.  Mr. Evans stated that the scope of the work will include video camera, the audio system will be a DSP, will give the availability to ground the sources and send them to a specific location in the room. The speaker will be above the council head to provide a better balance and eliminate feed-back in the room. The system will have wireless microphones with different presets, which will allow the mics to be moved around the room. The video system will be used with a tri-Caster system that will allow the capture around the room. The feed will allow for broadcast, and other live stream options. They have robotic cameras that will pan tilt and zoom around the room and will allow you to move one camera while reviewing another camera.  Councilmember Porter inquired about the mobility of the system?  Mr. Evans stated that we do have a mobile system that requires an internet connection to go remotely, and it can be streamed to the website or YouTube.  Mr. Evans stated that a telephone system that will allow constituents to call- in to speak during the meeting, and you can park the caller. The Closed Caption system was requested with no subscription services, but the price includes a subscription service.  Council Vice President inquired on the time to receive the equipment?  Mr. Evans stated that it will take 6-8 weeks and they have used loaner units to ensure that they can bridge the gap until the equipment arrives.  Councilmember Raynor inquired on the number of people to operate the system?  Mr. Evans stated that it will take three-four people, one on the camera, one on the audio, one manning the telephone and one dealing with closed captioned.  Councilmember Raynor inquired if the person will need to have an IT background?  Mr. Evans stated that they would not be required to have IT background.  Councilmember Raynor inquired what can they do to ensure that the system is not hacked?  Mr. Evans stated that he would recommend box caster to plug the videos and the subscription service is recommended. 3. CITIZEN COMMENTS Page 3 of 4 DocuSign Envelope ID: A53C5C4E-DEC9-4347-A268-CB558800E595 3.1 There was no citizens on the zoom call and no comments was submitted. 4. MEETING TOPICS 4.1. Review and Discussion of the Fiscal Year 2022-2023 Budget  The City Council requested clarification on the vacant position and the revision to the salary for one position in Public Engagement to include the FICA and COLA. 5. LEGISLATION 5.1. None 6. UNFINISHED BUSINESS 6.1. None 7. ANNOUNCEMENTS 7.1. Regular Work Session, Tuesday, July 5, 2022, by Zoom Video at 6:00pm, Meeting Link details will be on the city’s website, Seat Pleasant, MD 7.2. Seat Pleasant Police Department PAL Splash Party, Saturday, July 9, 2022, from 2:00p.m.-5:00p.m., Goodwin Park, 311 68th Pl., Seat Pleasant, MD 8. ADJOURN: The meeting adjourned at 9:20pm Submitted by, Dashaun N. Lanham, CMC City Clerk Page 4 of 4