Sierra Madre council approves consent agenda and $128,503 audio‑visual upgrade to meet new access rules

The Sierra Madre City Council approved its consent calendar and separately debated and approved a professional services agreement for an audio‑visual upgrade to the council chambers.

The consent calendar (approved by voice vote after a motion by a council member and a second) included: approval of the Oct. 28 meeting minutes; the first amendment to a professional services agreement with Hugh C. Quach; the first amendment to the King Office Services agreement (extending the term and increasing the not‑to‑exceed amount to $146,045); the quarterly treasurer’s report; Resolution 25‑62 accepting $30,000 in grant funds from the California Department of Alcoholic Beverage Control; Resolution 25‑67 approving certain demands; Resolution 25‑68 amending the classification plan and salary matrix for executive management; and Resolution 25‑70 amending the FY25‑26 budget (supplemental appropriation from the public education and government — PEG — fund reserve).

Council Member Jean Goss requested that item h (the AV/studio upgrade) be pulled from consent for discussion. Council members asked about scope and funding restrictions for PEG funds; staff confirmed PEG funds are restricted to public‑access production and cannot be used for unrelated facilities maintenance. Council Member Goss said, "I think we have funds available to do everything we wanna do," and urged prioritizing the technology to meet access needs.

City staff and a vendor representative explained the chosen vendor (Western Audio Visual) has integration with the city's agenda system (AgendaLink), creating operational synergies. Staff described the professional services agreement with Western Audio Visual and explained preventative maintenance is optional and that a five‑year maintenance package would likely be an ongoing operational expense. Council members also discussed the possibility of a broader facilities master plan to address dais/furnishing upgrades in a later phase.

Council moved and seconded approval of Resolution 25‑70 (amending the FY25‑26 budget to appropriate PEG reserve funds) and the Western Audio Visual professional services agreement not to exceed $128,503.03. The motion carried on a voice vote (recorded as "Aye"), with no opposition noted; five council members were present at roll call.

Why it matters: the AV upgrade implements the technical capability the city will need to provide two‑way public access and captioning features described in SB 707 and helps meet the statutory deadlines for eligible legislative bodies.

Next steps: staff will issue a purchase order, coordinate equipment lead times and schedule installation (staff said they aim to complete work during the break so the council returns in January with upgraded systems). Staff will also return with any additional budget or scope changes and recommendations on optional maintenance.