07.02.01 - Audio-Visual System Policy and Procedures
1 CITY OF BOYNTON BEACH, FLORIDA ADMINISTRATIVE POLICY MANUAL CHAPTER: 07 City Facilities Policy No. 07.02.01 SECTION: 02 City Hall Complex Page: 1 of 2 SUBJECT: 01 Audio/Visual System
Policies and Procedures PURPOSE: The purpose of this directive is to delineate the responsibilities and guidelines for the operation, maintenance and security of the City Hall Commission
Chambers Audio/Visual (A/V) system equipment. SCOPE: These guidelines apply to all City departments, boards, and outside organizations authorized by the City to utilize the Commission
Chambers and/or A/V system. DISCUSSION: The audio/visual (A/V) system equipment, which serves the City Hall complex, is located in the room adjacent to the City Commission Chambers directly
behind (east of) the large rear projection display screen. The A/V equipment will be operated and maintained by a full-time Video Production Specialist. This will help ensure both protection
of the City's investment in this system and also maximum effective utilization of this resource. POLICY: Use of the City's A/V system and equipment rooms are for official business only;
no personal use is authorized. Departmental representatives to City appointed boards and committees shall be responsible for informing the membership of those boards and committees of
this policy as necessary and appropriate. Access to the A/V equipment room is normally restricted to the following department for the purposes indicated, unless otherwise authorized
by the City: Facilities Management Department -Building Maintenance I.T.S. Department -AV Production & Presentations Keys to the A/V equipment room are maintained by the I.T.S. Department.
2 PROCEDURE: Commission Chambers Sound System To activate the audio output (speaker) portion of the system prior to a meeting, use the switch labeled "MICROPHONES" located on the east
wall of the Chambers, adjacent to the lighting controls, near the lower right hand corner of the large rear-projection display screen. All control settings in the equipment room components
are preset by the equipment vendor to the desired, correct level. Entering the A/V equipment room is not necessary and should be avoided to ensure against unnecessary tampering with
control settings and possible damage to the equipment. Maintenance/Troubleshooting In the event of equipment malfunction, contact the I.T.S. Department Help Desk at 742-6789. In the
event I.T.S. Department personnel cannot correct the problem, they will contact the appropriate outside company for assistance. Owner’s manuals and warranty information are maintained
by the I.T.S. Department. These documents are located inside the Media Room. A/V Production Normally, Normally, any use of the system for purposes of videotape recording/display will
be coordinated through the I.T.S. Department Help Desk (742-6789), which will assign the request to the Video Production Specialist who will also maintain custody of ancillary equipment
(remote controls, wireless microphones, etc.) and ensure proper working order. A/V Presentations The I.T.S. Department is responsible for custody of the video overhead projection unit.
Any departmental requests for assistance in utilizing the system for such purposes should be coordinated through the I.T.S. Department Help Desk (742-6789) See also, APM No. 13.02.01,
“Commission Meeting – Providing Technical Support to non-City Entities. Budgeting I.T.S. Department shall budget funds to provide for the maintenance and repair of the A/V system. Any
repairs that cannot be accomplished in-house will be referred to a contract vendor for assistance on a time and materials basis. The Video Production Specialist shall provide input to
the I.T.S. Department prior to April 1st of each fiscal year relative to necessary funding for system enhancement and/or expansion. DEVELOPED BY: Management Services Department EFFECTIVE
DATE: August 1, 1990 REVISION DATE: January 15, 2008 Kurt Bressner Kurt Bressner City Manager