AudioVisual Technology Upgrade Report March 11, 2003

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Audio-Visual Technology Upgrade
Report March 11, 2003
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Current system problems

• Equipment is unreliable
• Video projector image is significantly degraded
• One computer is unable to project to audience or
  Board
• Video camera has limitations
• 35mm video slide projector produces poor quality
  images
• Lighting cannot be adequately controlled
• Inadequate grounding causes humming
• (Temporary repairs completed in November)

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Purpose of upgrades

• To enhance the integration of electronic
  technologies into Board meetings
• To increase efficiency of the Board Room for the
  Board, public and staff
• To be more user-friendly

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Assessment of needs

• Staff from the Office of Communications and
  Governmental Affairs, Information Resources, and
  Operations and Land Resources evaluated the needs
  and researched options
• Research was conducted at the federal courthouses
  in Tallahassee and Gainesville, an FDEP meeting
  room in Tallahassee, Board rooms at SFWMD and
  SWFWMD, and Alachua Countys Emergency Operations
  Center
• District contracted with Dan Dillingham
  Consulting and Design Services

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Sound system

• Sound system upgrades to include
• Recessed ceiling speakers to evenly distribute
  sound
• Desk microphones to make voices audible
• Ceiling microphones to cover seating areas
• Automatic microphone mixer, amplifier and
  equalizers to enhance sound

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Projection system
Existing screen and projector would be replaced
to

• Provide brighter image capable of projecting
  image without dimming lights
• Improve movement between Board seating and wall

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Presentation cart lectern
New cart, to be used by District staff and the
public, to include

• Annotation, document camera, VCR, PC, laptop
  inputs, Internet access, auxiliary inputs
• Wiring in two locations for presentation and
  meeting format flexibility
• User-friendly equipment to allow presenter to
  control presentation alone or in conjunction with
  technical assistant

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Control system

• Increase capacity and functionality for new
  devices
• Allow complete monitoring and control
• Increase efficiency

New control system and touch panels will
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Control room

• Capacity and functionality would be improved by
• Adding switcher
• Adding processors to provide scaling and
  connections for future video streaming option
• Enhancing camera controls (repositioning four
  existing cameras and adding two additional
  cameras)

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Electrical connections

• Additions to include
• 22 new electrical connections
• Two new 20-amp circuits
• Duplex receptacle at desktop to provide power
  connection
• Wire tray under desktop to provide cable and wire
  management for power, data, AV and future needs

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Improved lighting

• Increase light needed on Board and staff
  positions
• Improve quality of video camera images
• Work with existing lighting power panel
• Provide control of groups of lights

In combination with control system, new lighting
system will
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Lighting control system

• Enhanced system will
• Add capacity required for recommended lighting
• Be integrated with control system
• Improve quality of video and room appearance

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Board members work space
Enhancements for Board members would include

• Addition of LCD flat panel monitors
• Addition of laptop docking stations and keyboards
  for Board members
• Addition of privacy rail
• Replacement of microphones (included with sound
  system upgrades)

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Conference rooms

• Possible changes include
• Adding a fixed projector and screen, and laptop
  connections to Rooms 136A and B
• Adding a fixed projector and laptop connections
  to Room 158

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Estimated budget

• Sound system 30,974
• Projection system 16,238
• Boardroom control system 18,716
• Video control system 24,418
• Presentation cart 19,984
• Electrical system 10,660
• Lighting system 43,145
• Wiring 8,435
• Millwork, monitors, docking stations 40,493
• Permits, bonds, insurance, general
  contractor 42,436
• Total 255,499
• The above costs are estimates, and the project
• is anticipated to be within the 240,000 budget.

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Thank you

• Questions?