Memorandum 15-075 Council Chambers Telephonic Audio System

Memorandum 15-075

TO:                       City Council

THROUGH:       Katie Koester, City Manager

FROM:                 Nick Poolos, IT Manager

DATE:                  5/20/2015

SUBJECT:         Telephonic Meeting Participation and Audio Quality

Since 2004 the City has spent over $60,000 on 2 separate audio systems in Council Chambers.  The over the past 2 years the audio system in Council Chambers has suffered inconsistent audio quality when a using the telephonic conferencing features.  The current system was designed and installed by local contractors in 2010.  When the telephonic participation feature is used, there are 3 different signal processors attempting to combat feedback, match telephone audio levels, and mix the council chambers and telephone audio.  These three systems are not aware of each other and do not share information.   This often leads to the systems fighting each other which renders the telephone participant to sound like they are speaking into a “tin can” through being completely unintelligible.

IT has purchased a basic calibrated microphone and will be obtaining iOS test software.  This will allow all the levels through the current system to be set to a reference standard prior to the June 8Th meeting.  This will allow the city to maximize the performance of the existing system.  

If adjusting the levels of the current system does not provide consistent performance, then Council will need to authorize the design, programming, and installation of a unified room audio and teleconference system.  The city still has an AudiaFlex that was the core of the 2004 system.  This is a very configurable boardroom audio controller.   The AudiaFlex is still a fully supported room audio controller and it is one of the top 3 in the marketplace.   The city would need to replace a board in the Audia, the microphones in the room, and pay for a consultant to program and balance the system.  A rough estimate of the cost is in the $20,000 - $40,000 range.    If Council wishes to pursue this course, IT can work on tightening up the budget range and bring back a full proposal.

Additionally here are the guidelines for a remote participant to help ensure the best audio quality:

Use a plan old landline phone if convenient.  The current system is setup for landline phones.  The use of a cell phone will always cause a small loss of audio quality.
If you are using a cell phone, make use of the speaker phone feature in a quiet room while participating in the meeting.  Ambient background noise is something the system has to work hard to cancel out, which will degrade the audio quality.
If you are using a cell phone, please ensure that you have a strong cell signal (“full bars”) prior to the start of the meeting.  Anything less than a full strength cell signal will degrade your audio.
IT is always available to test the system the day of a meeting.  If possible such a test is preferable as it is much easier adjustments to the system before the meet as opposed to during the meeting.