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Council approves $201,402 upgrade to council-chambers audio/video systems for streaming and hybrid meetings
Summary
Council approved a vendor contract with D and AV (DNV) Incorporated to replace and modernize the council-chambers AV system, adding multiple cameras, digital nameplates, LED displays and a simplified operating workflow. The cost reported was $201,402 and the town plans a supplemental appropriation.
The Timnath Town Council unanimously approved Resolution No. 33, Series 2025, to upgrade the council-chambers audio/video and streaming systems with D and AV (DNV) Incorporated.
IT/AV staff (presenter: Mr. Sandes) described repeated system instability and piecemeal modifications since the building’s original 2018 installation and recommended a full overhaul, reusing functional ceiling speakers and existing cabling where appropriate. The proposal includes a digital audio backbone (Dante), open-video standards (NDI), digital microphones, pan–tilt–zoom (PTZ) cameras, automated camera-switching tied to audio, digital nameplates at council positions, and a large HD LED display behind the dais to better present materials and identify speakers. Staff said the vendor adapted a system used successfully by the Town of Severance and demonstrated ease of operation to staff (Melissa tested the Severance system on a site visit and reported it was “easy to use”).
Staff presented options and stated a lower-cost bid from the town’s existing partner was considered but would have replicated the current proprietary design; staff recommended the higher-priced but standardized-system solution that allows town IT to maintain and update the system without vendor lock-in. The vendor estimated a 6–8 week completion time. The total proposal cost presented to council was $201,402; the expense was not included in the 2025 budget and staff said the general fund can support the purchase now but a formal supplemental appropriation will be brought forward for budgetary action.
Council members emphasized transparency and reliability for public streaming and hybrid meetings as key benefits. Members asked about phased approaches and the trade-offs of partial upgrades; staff said some phased approaches would reduce immediate cost but raise total implementation cost over time because of duplicated mobilization and integration work. The council approved the resolution and directed staff to follow procurement and implementation steps; the vote was unanimous.
