Staff members responsible for meeting technology reviewed audiovisual procedures for upcoming Environment and Transportation Committee sessions, clarifying how on-screen name graphics ("lower thirds"), microphones and remote witnesses will be handled and how staff coverage will work when meetings run late.

The discussion focused on several practical points that affect how speakers — both in the room and on Zoom — will appear and be heard by committee members and the public. "The lower third will go away after 10 seconds, and it'll come back every 2 minutes," Staff member A, a staff member, said, explaining the display timing for on-screen name graphics.

Why it matters: consistent on-screen identification and clear audio affect public access and the committee's record of who spoke. Staff emphasized that camera-switching delays can make the lower third disappear before the camera angle reaches a speaker, and recommended monitoring those timing issues so the public feed matches the person speaking.

Staff member B, a staff member, described a recurring problem: when switching to a new camera angle, "sometimes it takes even more than 10 seconds for it to switch to that camera. So the lower third is gone before the camera even gets to the person." Staff suggested reporting specific instances so technicians can troubleshoot camera presets and the overlay timing.

On microphone use, staff urged members and witnesses to speak directly into the mic and to keep microphones positioned toward the speaker. "You want the microphone to be directly at the person sitting here," Staff member A said. The team discussed how moving gooseneck microphones away from speakers or side conversations can make it hard for operators to know who is speaking.

Staff also reviewed Zoom-witness behavior and how remote participants appear on room screens. "As soon as their camera is on, they will display on the TVs that Zoom PC and the stream," Staff member A said, noting that remote witnesses who join late or miss their turn can create scheduling challenges. The group discussed case-by-case approaches for witnesses who are late, step away, or have technical problems during long hearings: "If they've waited for 7 hours and you allow them into meeting and no one's there ... you kinda gotta play it by ear," Staff member C, a staff member, said.

Operational and equipment notes included Ethernet-based phones and where Ethernet ports are located; staff warned this affects where phones can be used. Staff member A noted the phones are Ethernet based and that port locations differ from previous years. The team also agreed to send an email to committee members outlining procedures and a phone number for support during long hearing days.

Coverage plans were clarified: technicians typically leave the building around 8 p.m., but will remain available remotely via Teams or email past that time, and the team will rotate in-person coverage on late hearing days. "We typically leave at 8 PM. So if you go past 8PM, we're not necessarily physically here, but we're still available," Staff member A said.

Staff recommended that the committee chair announce microphone etiquette at the start of sessions, and they discussed signage or name tags to help remote participants and operators identify who is on screen. The discussion did not include any formal votes or committee decisions.

The technical team said they will follow up on camera/preset timing problems, finalize a guidance email for members and witnesses, and maintain phone and remote support on days when hearings run late.