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HomeMy WebLinkAboutcocc_chambers_av_mtg_prep_201802City of Cape Canaveral Council Chambers Page 1 of 6   Cape Canaveral City Hall COUNCIL CHAMBERS City Meeting Preparations & Procedures OPEN FOYER & A/V ROOM: 1. Unlock Chamber doors at least 30 minutes prior to a meeting. (See also the City Hall Facility Safety & Security Policy 1-12-18.) 2. Place Agendas / Packet / Speaker Cards / Pens on the shelf underneath the City Seal (in the foyer) for the Public as they enter. 3. Unlock the A/V room and switch on the Power Amp located at the bottom of the A/V cabinet. Note that the remaining items in the A/V cabinet remain on all the time. CHAMBER: 4. Log-on to the Chamber PC. (Though this PC is loaded with Outlook, only use Outlook if absolutely necessary during a meeting.) 5. Turn on all desk monitors using the remote control. (This includes Admin Table, Dais and Lectern/Podium.) City of Cape Canaveral Council Chambers Page 2 of 6   6. Using the Timer (optional)  Turn on the timer. (The switch is on the back side of the unit.)  There are four program buttons on the left. Select the one you want to use. They are currently programmed as follows: Program #1: Sets up a 5-minute timer. At 30 seconds, the yellow light comes on. When time is up, the red light comes on and begins to blink as it continues to count upward to show how long the speaker is going past 5 minutes. Program #2: Sets up a 3-minute timer. At 30 seconds, the yellow light comes on. When time is up, the red light comes on and begins to blink as it continues to count upward to show how long the speaker is going past 3 minutes. Program #3: Sets up a 1-minute timer. At 30 seconds, the yellow light comes on. When time is up, the red light comes on and begins to blink as it continues to count upward to show how long the speaker is going past 1 minute. Program #4: Program #4 has not been programmed. How to program the timer: 1. Decide the total number of minutes you want the timer to count down from and press the “Total Time” buttons up or down to get to that number. 2. Do you want the yellow light to come on at a certain point in the countdown to remind the speaker to “sum it up”? Decide at how many seconds before timeout you want the yellow light to come on. Press the “Sum-Up” buttons up or down to get to that number. 3. The “Sum-Up” time will display in 30-second increments, but you can change this to 1-second increments by pressing the “Set Seconds” button. 4. When the red light comes on, do you want it to beep or blink? If so, press the “Beep” or “Blink” button. 5. Store your program by pressing and holding one of the three program buttons for about three seconds. The program should be stored even after the power is turned off. City of Cape Canaveral Council Chambers Page 3 of 6   Using the timer:  When a speaker begins speaking, simply press the start (stop) button.  When they are done, press the same button to stop the timer.  If they finish before their time is up, you don’t have to wait for the time to run out. Just press the repeat button.  Do not press the “Clear” button; this will erase the current program. Click on the timer icon on the desktop: This opens a program that is tied-in with the physical timer device. The Timer has been programmed to appear on all monitors in the lower right corner. 7. Activate the A/V System by touching anywhere on the Crestron Panel. (NOTE – the large Overhead Monitors will automatically turn on when you start using the Crestron Panel – likewise they will automatically turn off when you stop using the Crestron Panel.) Main Page – this is the primary panel for Recording Secretaries. Not to be confused with the DCR recording/transcribing software. You will not need to use the other panels on this device. City of Cape Canaveral Council Chambers Page 4 of 6   From this panel you can do the following:  Mute or unmute individual microphones.  Mute or unmute all Dais microphones at the same time.  Mute or unmute a computer plugged in at the lectern/podium.   Control what video signal goes to the video monitors. The Dais microphones correspond to the graphic below: Each microphone has its own mute button that a user can use whenever they want to mute or unmute themselves. However, the Crestron panel also has the ability to mute or unmute the mics remotely. City of Cape Canaveral Council Chambers Page 5 of 6   At the beginning of each meeting, keep all Dais mics and Staff mics muted until the Call to Order and then unmute all. You may mute all immediately after Adjournment. You may want to test each microphone, but all should be ready to go and at the correct level. The video buttons on the Crestron panel allows:  You the ability to show the audience either: A. What is showing on the Recording Secretary’s third monitor – or – B. What is on the lectern computer.  You the ability to show either A or B on the following: o Lectern monitor o Left large monitor o Right large monitor (and/or) o All the Dais and Staff Table monitors 8. Open DCR Recorder Choose: New and name your file: When you save your recording, the file will automatically go into a folder located in the Cape Main Server here: No more need to carry a thumb-drive or other device to put your recordings on. YOU ARE NOW READY TO RECORD AND CONVENE A MEETING! Should you need assistance, please contact Todd Morley at: 321-288-0415 (City Cell).  City of Cape Canaveral Council Chambers Page 6 of 6   CLOSING: 9. On the computer, close the Timer Application by right clicking on the timer display. 10. Turn off the timer. 11. Turn off all desk monitors at the Admin Tables, Dais and Lectern/Podium. 12. Log-out of the Council Chamber PC. (Do this once all desk monitors are turned off.) 13. Check the Dais, Admin Tables and Lectern/Podium; remove any leftover papers, pens, pencils, paperclips, etc. 14. In the A/V Room, turn off the Power Amp in the A/V Cabinet. Leave all other A/V Cabinet components on. 15. Turn off all lights in the Council Chambers, the A/V Room and the Foyer. 16. Lock all the Council Chambers doors: a. the exterior door from the Council Chambers to the Plaza. b. the double doors leading out to the Lobby. c. the single door leading to the Lobby. 17. Check Restrooms. 18. Lock City Hall Main Entrance. !!!YOU’RE DONE!!!