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Onalaska council hears AV upgrade demo, directs staff to collect three cost options
Summary
Council members reviewed an AMS/Telavic demonstration of audio-visual and voting hardware for council chambers, asked for three vendor proposals (base flex devices, add-on council screens and camera/closet upgrades) and agreed staff should pursue estimates ahead of an RFP; the meeting adjourned after direction was given.
On Thursday, Dec. 4, the Onalaska Common Council received a demonstration of proposed audio-visual upgrades for the council chambers and directed staff to request three cost proposals for different packages.
Joe Hollinger, identified at the meeting as the city’s IT expert, opened the presentation by noting long-running problems with the chamber audio-visual system: "we've been having audio visual issues in this room for since before I got here." The demonstration was led by local installer AMS working with Telavic, which showed devices that include localized loudspeakers, wireless and wired microphones, 'flex' terminals with voting buttons and larger multimedia terminals with integrated cameras and screens.
Vendor presenters emphasized speech optimization and local support. A Telavic representative said the system is designed to improve clarity by isolating acoustics: "We often say you take the acoustics out of the room," and demonstrated options for timed public-comment prompts, audio assist features and configurable voting modes that can publish results immediately or hold them until a vote is closed.
Council members tested equipment on the floor and focused discussion on three procurement tracks: a base configuration of flex voting-capable devices for members, a configuration that adds dedicated screens for the mayor, president and clerk, and a full upgrade including camera replacements and backend 'closet' hardware to eliminate timing/echo problems. Councillor Kathy Lorendorf asked the city to "see a couple of different quotes" showing staged options; several members also emphasized improving assisted-listening features for residents.
Finance director Rick (first referenced at the meeting by that job title) summarized the council’s instruction and next steps: staff and the vendors will prepare three proposal packages and cost estimates to inform a future RFP and funding discussion. As Rick put it, staff asked vendors to assemble options so the council can "pick and choose" what fits budget and needs.
Some council members urged a conservative approach to control costs. Councillor Jim Benash said he favored the flex-only option, citing the council’s small size and infrequent remote attendance, while others said the voting function and camera upgrades would be valuable long-term improvements. One councillor commented of the longstanding audio problems, "I've been screaming for 5 years," underscoring the practical urgency for a fix.
The council gave staff enough direction for vendors to prepare options; Rick said the comments were sufficient to move forward. The meeting concluded with a procedural motion: Alder Diane Wolf moved to adjourn, seconded by Alder Cathy Lorendorf; the chair called for aye and the motion carried. The meeting adjourned at 5:32 p.m.
What happens next: staff will collect three written proposals (base flex package, 3-screen add-on, full-camera and backend upgrade) with estimated costs and return those to council for consideration and to support a formal RFP and funding decision.
