WS - C - Council Chamber - Conference Camera Monitors - Staff Report

AGENDA ITEM # WS-C AGENDA INFORMATION TIFFIN CITY COUNCIL COMMUNICATION DATE: May 15, 2025 AGENDA ITEM: Discussion and Review of 360-degree Conference Camera and TV for Council Chambers ACTION: Discussion Purpose To inform the Council of recent developments regarding the purchase of audiovisual equipment for the Council Chambers and to seek the formation of a temporary committee to evaluate and guide the expenditure in alignment with upcoming facility upgrades. Background City staff had originally planned to move forward with the purchase of a 360-degree meeting camera (Owl 3) and a standard commercial-grade television to enhance hybrid meeting capabilities in the Council Chamber as was approved at the May 6th council meeting. Current Challenge Since the initial plan was discussed, two significant developments have affected the scope and budget of the project: 1. Technology Update: The Owl Labs company has released the Meeting Owl 4+, which includes enhanced functionality, broader range, and more robust hybrid meeting features. This device comes at a higher price point, raising questions about futureproofing versus immediate affordability. This is about $1,000 more than Owl 3 but the upgrades make the Owl 4+ more appealing. 2. Council Feedback: A request was made to consider the purchase of an OLED television display for the Council Chambers. OLED technology offers superior image quality, but also substantially increases the overall cost of the AV setup beyond the original projection. For meeting presentations and occasional hybrid meetings, is an OLED needed? Or will a UHD or better meet our needs? These new factors have significantly expanded the cost and complexity of the project. Staff believes it is fiscally responsible to take a step back and reassess how these investments should align with broader plans for a comprehensive Council Chambers upgrade, which are anticipated soon. 1