[Council Communication] [Attachments]

Council Communication

Title:	Council Goal "Update and improve Council chambers in respect to seating, sound and web access." - Council Study Session
Dept:	Administration
Date:	November 5, 2003
Submitted By:	Ann Seltzer, Management Analyst

Synopsis:	One of the council goals for FY 2003-04 is to "update and improve council chambers in respect to seating, sound and web access". The attached list (Attachment I) reflects input received from council over the past few months. Additional input is being sought at this time. A second council goal is to "evaluate space needs for Municipal Court, Police, City Council and others at the Civic Center". It is possible that the space needs evaluation may reveal needed changes to council chambers. It is likely that a professional architect/designer will be needed to provide a list of options depending on the outcome of the space needs evaluation and identified improvements to council chambers.
Recommendation:	Staff asks that Council use this time to identify specific problems in the space and discuss what they would like the improved space to accomplish.
Fiscal Impact:	There is no fiscal impact at this time.
Background:	The room was designed as an all purpose room and serves as a meeting room for the City Council as well as the Parks and Recreation Commission, the Ashland School Board, Municipal Court, various city commissions and a few other organizations. It also serves as the Emergency Operation Center (EOC) and as a training room when needed. Improvements have been made to the space in regards to web access. A wireless access point has been installed in council chambers. It is an open access point and anyone with a computer with wireless capabilities can access the Internet. Rogue Valley Community Television (RVTV) has reviewed the existing sound equipment in council chambers and recommends updating the microphones to clip-on style microphones. In addition, RVTV recommends updating the lighting, rebuilding the control room and more. Funding for these improvements is begin sought through the re-negotiation of the cable television franchise agreement with Charter Communications.
Attachments:	ATTACHMENT I:  Input from Council The following list reflects input gathered from Council over the past few months. Seating and layout: · Council chairs are uncomfortable, too large, too "tippy". People lean back and don't appear attentive. · Large desks in front of council and speakers' table appear as barriers between audience, speakers and council. · Speakers have their backs towards the audience. · Difficult for audience to see items projected on the screen. · Overall layout of the room seems awkward. · Table height is important. Small and medium height people have their feet off the floor in order to be level with the table.· Tables should be moveable and sectional so that the arrangement can be changed. · Council and commissions etc. are the audience. · Be careful that layout does not disperse the focus of the meeting. · Knock out the northeast wall and square the room. That would be an improvement. · We need a professional, public space interior designer. · Current layout must be improved. What about a U-shaped desk layout rather than the current L-shaped layout.] · Power for microphones is accessible only by entering the sound booth. · Lights shine in councilors' faces.

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