CARIBOU, Maine — Caribou city council voted on Dec. 14 to approve a new $24,000 sound system to improve audio and video quality at meetings and enable sessions to be broadcast remotely when needed.
Caribou City Manager Dennis Marker said the cost of the system would be roughly $22,000, with mobile elements costing another $2,000.
Councilors agreed that the ability to broadcast from any location would be worth the cost.
Deputy Mayor Thomas Ayer said the equipment would let the council hold meetings in locations such as the rec center, the Caribou Performing Arts Center or the new Caribou Community School without causing any broadcasting issues.
“That way we can go wherever we want and still be able to get good sound, good video quality, and get the council’s message out to the citizens,” he said. “This is something that has plagued us since the beginning and it even plagues us tonight.”
Councilor Jody Smith said he’s recently had residents approach him about the audio quality of the meetings, and said he agreed with adding the mobile system, which would allow the council to hold a public hearing in a large enough location to accommodate social distancing amid the pandemic if needed.
The quote was provided by Oak Leaf Systems, a local business contracted for the city’s IT services. Because of this, Marker said the city does not have to go out to bid for the project unless they decide to.
Bob Sowers, owner of Oak Leaf Systems, joined the meeting via Zoom and answered questions about the new system, which he said would include wireless clip-on microphones with battery packs and an option for councilors to mute or unmute themselves.
Sowers said this would result in a twofold audio improvement. First, the system would have a better digital signal. Secondly, the volume of each councilor could be controlled individually, and would likely not need to be adjusted because the mics are clipped on.
“It will be at a constant level because it will be at constant distance from the person speaking,” Sowers said.
Marker said the upgrade will also include a timer, which could be mounted to the wall for public comment periods. Speakers could have a time limit, and a visual reminder on the wall of their remaining time.
Ayer asked about tapping the city’s reserve account, or “rainy day fund,” to fund the system.
“In a total city budget of over $10 million dollars, I’m sure you can find $24,000 somewhere in this building,” Ayer said.
Smith said this could likely constitute use of the city’s emergency funds.
The council moved to accept Oak Leaf’s proposal using money from the rainy day fund. All five councilors present were in favor, and while it appeared that councilor Kirkpatrick, who was attending via Zoom, also approved the motion, he was actually trying to ask a question when, ironically, his audio cut out.
“See? This is why a new system would eliminate all this,” Ayer said.
Kirkpatrick asked Sowers what the timeframe would be for installing the new system. Sowers said the beginning of the year is their busiest time, but that the bulk of the project could be completed by mid to late January.
Marker said on Dec. 16 that expenses related to the project will be realized during the next budget year.
