Dylan Hanson, the village director of information technology, presented a proposal from a state-contract vendor to replace aging recording software and upgrade sound processors, amplifiers and speakers in the council chamber at a total cost of about $28,000.

Hanson said the plan would replace recording-system software used for minutes and add speakers and amplifiers to eliminate a "dead zone" in the back of the chamber. He said the camera and microphones would not be replaced in the initial phase; new microphones would be considered after the audio processors and speakers were installed.

Council members raised questions about whether a less-expensive alternative (for example, new microphones alone) might address complaints, and whether the firm chosen had sufficient local support and references. Council members also noted that remote viewers report clear audio while in-room attendees sometimes cannot hear discussion, suggesting the problem is the room acoustics rather than the broadcast equipment.

After discussion, the council directed staff to invite the vendor to a work session so members could hear the company's assessment and ask technical questions. Staff was asked to include the vendor's written proposal in the next meeting packet prior to any purchase decision. Hanson said two vendors visited the chamber and one returned a full proposal; staff cited a state cooperative contract with the recommended vendor.

No purchase was authorized at the workshop; the council asked for a vendor presentation, additional municipal references and the written proposal before voting.