Library Considers Technology Upgrades, Creative Labs

 Ela Area Public Library board members are considering a complete overhaul of the library's audiovisual systems to replace outdated technology in conference, board, meeting, and study rooms; computer labs, and the children’s story time-room.

The board discussed the updates at an April 19 meeting. It also discussed installing community creative labs.

Library IT administrator Warren Dawkins presented a dual proposal to the board.

The first part of the proposal concentrates on upgrading the library’s entire audiovisual systems, with, according to Dawkins, a high estimate of $295,300. The second part of the proposal is for two brand new, community creative labs with an estimate of $97,600.

Costs not included are ongoing maintenance for the audiovisual systems renovation:

• Equipment replacement (every seven to 10 years) $50,000
• Consumables replacement (annually) $1,500
• Software upgrades (annually) $2,000
• Maintenance labor (annually) $5,000

“These are just estimates, we have not put anything out to bid yet and that is why they are on the higher side,” Dawkins said. “Once we go out to bid and start competing for business, these bids will go down.”

The audiovisual systems' renovation includes an overhaul of all the outdated technology throughout the library that needs to be replaced due to equipment breaking down and not being compatible with new technology.

The majority of the equipment at the library has not been upgraded since it was built in 2002. The proposal includes:

• Upgrading digital projectors to the latest video resolutions (1080p).
• New sound systems with properly insulated and shielded components so unwanted sound doesn’t leak into other rooms in the library.
• Installing wide-format projection screens to match computer and digital video standards.
• Installing additional cables and connectors for the latest audiovisual standards (such as HDMI).
• Replacing and removing obsolete technology, such as VHS and cassette decks, with Blu-ray; replace old-fashioned digital projection screens with interactive, all-in-one SMART boards that display digital content, but enable instructors and students to annotate and interact with content through touch and writing tools.
• Purchasing document cameras/camcorders that allow presenters to easily present physical objects over a digital projection system.
• Purchasing a portable video conferencing system that can be used in any room to communicate with those offsite, stream meetings to remote users over the internet and record them to view at a later time.

“We’ve had the opportunity to video conference or Skype with authors as part of our book discussion groups, but we can’t do it because we don’t have the technology. We’re running into problems not only because our equipment is failing us, but because we don’t have technology that could benefit us,” said Erica Christianson, head of popular materials.

Dawkins said the library has been getting negative feedback from community and staff members about its equipment.

“We are getting more and more complaints about the equipment breaking down and being inadequate,” he said.

The second part of the proposal focuses on adding two community creativity labs that would offer patrons the latest high-end workstations with a variety of software for video, audio, photography, website, graphic design; and an area with a green screen, microphone, connectors for musical instruments, camcorders, and analog to digital conversion tools. 

“I’m convinced this an unmet need in the community,” said Mary Beth Campe, the library's executive director.

Aside from the Barrington Area Public Library, there are no other places where residents can get free access to professional digital media equipment. They would have to pay $24 an hour for access to software at Kinko’s or enroll in digital media classes at the College of Lake County.

The storage room located on the second floor between adult study rooms eight and nine would be converted into the community creativity labs.

“We brought our architect in here to show her what we though would be appropriate and she thought it was perfect,” Campe said.

The conversion would include adding two separate entrances/exits, dividing it into two rooms, soundproofing, adding electrical, lighting, and furniture.

The proposed timeline shows the project to begin in June, once the board approves it, and to finish in October 2011.

Additional costs, aside from new equipment and software, would be construction, soundproofing, fees, permits, legal, and staff time.

“We have the money in our reserve to do a project like this,” Campe said.

Overall, the board was more interested in meeting current needs by replacing broken down equipment.

“We have continued to talk about backing up patron demand in different services and I want to see those demands met first and then the A/V upgrades,” said Vicki Burger, trustee.

Campe responded, “We’re thinking of all of that in conjunction with the A/V proposal.”

The board discussed the age of the building and having to replace big ticket items like a/c units and other equipment with a life expectancy of 10 years.

“We have been working items like that into our long-term financial plan,” Campe said.

“I want to see more of a short-term and long assessment of what we need overall,” said John Shaw, trustee.

The board agreed to review the dual proposal again in May.