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Council approves PEG‑funded audio/video upgrade and directs staff to issue RFP
Summary
The council approved using PEG (public/educational/government) funds to buy a semi‑automated video system for council chambers (estimated $225,000), authorized staff to issue an RFP and asked for follow‑up proposals on room improvements and funding eligibility.
Paso Robles City Council voted unanimously on Jan. 15 to move forward with a semi‑automated audio/video production system for the council chambers and to use available PEG (public, educational and government) funds to cover the estimated capital cost.
Assistant City Manager Chris Huot told the council the semi‑automated approach — a common configuration in nearby cities — would add camera coverage of speakers, automated switching tied to microphones, captioning and integration with the city’s YouTube channel without needing a full production crew. Huot said the capital cost for equipment and integration is estimated at about $225,000. The city’s PEG fund balance was reported to be sufficient to cover the purchase; staff said the fund contains roughly $425,000 in available balance.
Council directed staff to issue an RFP in the first quarter of the year, return with a contract recommendation in the second quarter, and aim to install equipment later in 2025. Staff noted that other facility improvements (carpet, blackout shades, dais modifications) are optional and may be eligible for PEG funding depending on vendor guidance and fund rules; the council asked staff to return with refined cost estimates and fund eligibility assessments for those items.
The motion to proceed with appropriating PEG funds and issuing an RFP passed unanimously; council asked that the project be scheduled so it does not conflict with summer programming in the room and that staff coordinate any temporary meeting location while work is underway.
City clerk and IT staff will continue to support live streaming on the city’s YouTube channel while the new system is installed, and staff said warranty and vendor support arrangements will address larger technical issues beyond routine troubleshooting.
