SECOND REVISION. BOARD OF TRUSTEES McHENRY COUNTY COLLEGE DISTRICT #528

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1 SECOND REVISION BOARD OF TRUSTEES McHENRY COUNTY COLLEGE DISTRICT #528 Thursday, August 22, 2013 Board Room Regular Board Meeting 8900 U.S. Highway 14 6:30 p.m. Crystal Lake, IL CALL TO ORDER 2. ROLL CALL 3. PLEDGE OF ALLEGIANCE 4. COLLEGE MISSION STATEMENT 5. ACCEPTANCE OF AGENDA AGENDA 6. ACCEPTANCE OF MINUTES: Regular Board Meeting, July 25, 2013 Board Retreat, July 27, OPEN FOR RECOGNITION OF VISITORS AND PRESENTATIONS Three (3) minutes per person or less. 8. CHAIRMAN S REPORT: Mr. Ron Parrish 9. PRESIDENT S REPORT: Dr. Vicky Smith 10. PRESENTATION: Health Occupations at McHenry County College, Dr. Tony Miksa, Vice President of Academic and Student Affairs (15 minutes) 11. COMMUNICATIONS A. Faculty Report: Ms. Anne Humphrey and Ms. Elaine Whalen B. Adjunct Faculty Report: Mr. Peter Ponzio C. Staff Council Report: Ms. Tawnja Trimble D. Student Trustee Report: Ms. Michele Lambert E. Health Sciences Education Building Report: Ms. Mary Miller and Mr. Ron Parrish F. Comments from the Board G. Attorney Report: Mr. Daniel Curran and Ms. Nanci Rogers 12. APPROVAL OF CONSENT AGENDA For Approval A. Financial Statements 1. Executive Summary 2. Treasurer s Report, Board Report # Ratification for Accounts Payable Check Register, Board Report # B. Requests to Purchase 1. Annual F5 Load Balancer Support and Maintenance, Board Report # Annual Microsoft Enterprise Agreement, Board Report # Annual Symantec Support, Board Report # Annual VMware Licensing and Support Contracts, Board Report # Citrix Training, Board Report # Computer and Network Equipment for CNC and Robotics, Board Report # Computer Wiring, Supplies and Equipment for Campus Technology Infrastructure Improvements, Board Report # Cymphonix Support and Maintenance, Board Report # Maintenance Supplies, Board Report # Technology Equipment for CNC and Robotics Using TAA Grant Funds, Board Report # Rev d 8/20/13

2 SECOND REVISION C. Joint Educational Agreement between McHenry County College and Gateway Technical College, Board Report # D. Personnel 1. Workforce and Community Development Personnel Considerations for Fall 2013, Bd Rpt # Add. 2. Approval of New Positions, Board Report # Appointment of Replacement Director for Institutional Research, Board Report # Appointment of Replacement Instructor and Program Chair of Culinary Management, Bd Rpt # Salary Adjustment/Advanced Placement, Board Report # Request for Retirement, Board Report # ACTION ON ITEMS REMOVED FROM CONSENT AGENDA 14. COMPENSATION ADJUSTMENTS FOR ADMINISTRATIVE PERSONNEL FOR FY14, Board Report # FISCAL YEAR 2014 PROPOSED BUDGET FOR PUBLIC DISPLAY, Board Report # McHENRY COUNTY COLLEGE S STRATEGIC PLAN, Board Report # BOARD COMMITTEE REPORTS A. Evaluation and Policies Committee: Ms. Cynthia Kisser B. Committee of the Whole: Ms. Linda Liddell 18. ICCTA REPORT: Ms. Linda Liddell, ICCTA Liaison 19. FRIENDS OF MCC FOUNDATION REPORT: Ms. Mary Miller and Ms. Molly Walsh 20. FOR INFORMATION A. Resignations B. Office of Marketing and Public Relations Update C. Office of Resource Development Update D. Office of Sustainability Center Update 21. SUMMARY COMMENTS BY BOARD MEMBERS 22. FUTURE AGENDA ITEMS 23. CLOSED SESSION A. 120/2(c), Exception #21, Review of Closed Session Minutes B. Other matters as pertain to the exceptions of the Open Meetings Act 24. ACCEPTANCE OF CLOSED SESSION MINUTES: Special Board Meeting, June 18, 2013 Regular Board Meeting, July 25, 2013 Board Retreat, July 27, ADJOURNMENT Ron Parrish Chair Rev d 8/20/13

3 McHenry County College Information Report August 22, 2013 Student Trustee Report The month of August held numerous events to prepare students for the academic year. On August 15 th Convocation was held for new students in hopes of getting them familiar with the campus, staff, and students. Students had the opportunity to meet faculty and staff and attend a resource fair to become familiar with various offices and departments available on campus. New students heard success stories during the Convocation ceremony and attended various workshops. To promote club organizations on campus, Student Life coordinates a Student Organization Fair every semester. This is an opportunity for clubs to bring awareness to their organization s mission and encourage students to get involved. Each club sets up a station in the commons area with information about their club, answers questions about their programs, and recruits new members. To promote thoughtful and successful student programming on campus, the College Activities Board (CAB) was created. The Executive Board was appointed by the Student Life Coordinator after several interviews. CAB plans events for the college such as Welcome Week, Cardboard City, Spring Fling Week, and many small events throughout the months. On August 19 th CAB prepared a Welcome Week for all students on campus themed Rockin through the Ages. Monday consisted of face painting, air brush tattoos, and a green screen photo shoot for students and their friends. Tuesday there were lawn games and an inflatable slide. Wednesday the face painting and air brush tattoo artist returned along with the movie Rock of Ages. Thursday there was a picnic with pizza and a band. To end welcome week, CAB provided donuts to students, faculty, and staff. Student Life also filled two new student employee positions. The Programming Assistant will promote and encourage student involvement and assist student clubs and organizations. The programming assistants will support student clubs and organizations by helping them plan events and activities on campus, such as volunteer opportunities and fundraisers. In addition they will organize their own activities and events on campus. Michele Lambert Student Trustee

4 McHenry County College August 22, 2013 Information Executive Summary Attached is the Executive Summary of financial information with year-to-date results for FY14 through the month of July. Since the FY 2014 Budget has not yet been approved and loaded into the General Ledger of the ERP system there is no narrative comparing operating results from FY 2013 to FY The Statement of Financial Position and the Statement of Financial Activities for July, 2013, is included within this packet. Recommendation It is recommended that the Board of Trustees accepts the Executive Summary as presented. Vicky Smith President

5 All Funds Statement of Financial Position (Balance Sheet) July 31, 2013 Operations & Liability Operations & Auxilliary Maintenance Restricted Working Cash General Fixed General Long- Trust & Agency Protection & All Funds Education Fund Maintenance Entrerprises Audit Fund (Restricted) Purposes Fund Fund Asset Fund Debt Fund Fund Settlement Fund Fund Fund Fund Assets Cash 3,296,555 (0) 811, ,030 1,219, ,210 95, ,744 13,859 (0) Investments 41,590,172 22,630,899 1,024,258 13,099, ,724, ,110,809 Receivables 20,731,524 17,946,607 1,967,544-23,960 84, , ,300 Interfund Receivables 6,813,797 6,089,126 3,193,792 (2,138,351) 14,840 (319,189) - - (58,509) 212,982 35,240 (216,134) Inventory 584, , Prepaid Expenditures & Deferred Charges 295, , , Fixed Assets 41,543, ,543, Other Assets 95, , Total Assets 114,951,986 46,959,830 6,997,551 11,707,357 1,844,703 81,601 2,820,175 41,543,953 37, ,726 99,633 2,552,975 Liabilities Payroll Deductions Payable 956, ,011 50,611-66, ,634-25,716 Accounts Payable 864, ,616 16,667-25,772 (6,978) Interfund Payable 6,813,797 5,349, , ,382,502 Accrued Expense 389, , , Deferred Revenue 18,460,365 16,213,603 1,640, , ,311 Fixed Liabilities 5,082, ,082, Other Liabilities 3,613, , , ,156, , Total Liabilities 36,179,954 23,638,460 1,707, ,830 (6,632) - - 8,389, ,726 43,248 1,971,529 Designated Fund Balance 78,772,031 23,321,370 5,290,070 11,707,357 1,714,872 88,233 2,820,175 41,543,953 (8,351,829) - 56, ,446 Assigned Fund Balance 30% Reserve for annual budgeted expenditures 57,510,598 13,633,629 2,445,813 41,543, , % Reserve for emergency expenditures 12,531,997 9,687,740 2,844, % for plannned growth/restricted purpose 16,968,468 11,707,357 1,714,872 88,233 2,820, , , % for long term debt liabilities -5,082,363-5,082, % for long term retirement liabilities -3,156,669-3,156,669 Remaining Unassigned Balance

6 Unified (All Funds) Statement of Financial Position July 31, 2013 Assets All Funds Cash 3,296,555 Investments 41,590,172 Receivables 20,731,524 Interfund Receivables 6,813,797 Inventory 584,448 Prepaid Expenditures & Deferred Charges 295,545 Fixed Assets 41,543,953 Other Assets 95,992 Fixed Assets 36.1% Other Assets 0.1% Cash 2.9% Investments 36.2% Assets - All Funds Total Assets 114,951,986 Prepaid Expenditures & Deferred Charges 0.3% Inventory 0.5% Interfund Receivables 5.9% Receivables 18.0% Liabilities Payroll Deductions Payable 956,139 Accounts Payable 864,078 Interfund Payable 6,813,797 Accrued Expense 389,578 Deferred Revenue 18,460,365 Fixed Liabilities 5,082,363 Other Liabilities 3,613,635 Total Liabilities 36,179,954 Designated Fund Balance 78,772,031 Assigned Fund Balance 30% Reserve for annual budgeted expenditures 57,510,598 42% Reserve for emergency expenditures 12,531, % for plannned growth/restricted purpose 16,968, % for long term debt liabilities (5,082,363) 100% for long term retirement liabilities (3,156,669) Remaining Unassigned Balance 0 Payroll Deductions Payable 2.6% Other Liabilities 10.0% Fixed Liabilities 14.0% Deferred Revenue 51.0% Accounts Payable 2.4% Interfund Payable 18.8% Liabilities - All Funds Accrued Expense 1.1%

7 All Funds Statement of Activities (Income Statement) July 31, 2013 Operations & Liability Operations & Auxilliary Maintenance Restricted Working Cash General Fixed General Long- Protection & All Funds Education Fund Maintenance Entrerprises Audit Fund (Restricted) Purposes Fund Fund Asset Fund Debt Fund Settlement Fund Fund Fund Fund Revenue Local Governmental Sources 2,330,578 1,985, , , ,662 State Governmental Sources 268, ,583 72, , Federal Governmental Sources 470, , Student Tuition & Fees 2,650,025 2,277, ,312-6, Sales & Service Fees 125,032 51, , Facilities Revenue 3,440 3, Investment Revenue 2,489 1, Nongovernmental Gifts, Scholarships, Grants & Bequests 4, , Other Revenue 451, ,646 33, Total Revenue 6,306,264 4,916, , , , , ,752 Expenditures Salaries 1,164, ,607 50,980-68,124 19, ,889 Employee Benefits 194,107 (94,635) 6,094-14,410 1, ,405 Contractual Services 365, ,953 19,976-10, General Materials & Supplies 375, ,937 1, ,400 (341) Travel & Conference/Meeting 15,575 14, , Fixed Charges 296, , , ,971-40,150 Utilities 7,435 7, Capital Outlay (59,612) (75,868) 16, Other Expenditures 470,820 24, , Contingency Total Expenditures 2,830,191 1,556,915 95, , , , ,816 Excess/(deficit) of revenues over expenditures 3,476,073 3,359, , (214,761) 23, (81,971) 8,650 (220,064) Operating transfers in Operating transfers out Beginning Fund Balance 69,637,152 19,374,545 5,547,232 13,046,400 1,853,907 72,063 2,817,154 37,068,468 (10,423,352) (40,101) 320,836 Ending Fund Balance 73,113,225 22,734,030 6,147,903 13,046,728 1,639,146 95,653 2,817,299 37,068,468 (10,505,323) (31,451) 100,772

8 Unified (All Funds) Statement of Activities July 31, 2013 Revenue Local Governmental Sources 2,330,578 State Governmental Sources 268,130 Federal Governmental Sources 470,150 Student Tuition & Fees 2,650,025 Sales & Service Fees 125,032 Facilities Revenue 3,440 Investment Revenue 2,489 Nongovernmental Gifts, Scholarships, Grants & Bequests 4,800 Other Revenue 451,619 Total Revenue 6,306,264 Investment Revenue 0.0% Sales & Service Fees 2.0% Facilities Revenue 0.1% Student Tuition & Fees 42.0% Nongovernmental Gifts, Scholarships, Grants & Bequests 0.1% Other Revenue 7.2% Revenue - All Funds Local Governmental Sources 37.0% State Governmental Sources 4.3% Federal Governmental Sources 7.5% Expenditures Salaries 1,164,378 Employee Benefits 194,107 Contractual Services 365,256 General Materials & Supplies 375,800 Travel & Conference/Meeting 15,575 Fixed Charges 296,432 Utilities 7,435 Capital Outlay (59,612) Other Expenditures 470,820 Contingency - Total Expenditures 2,830,191 Fixed Charges 10.1% Travel & Conference/Meeting 0.5% Capital Outlay -2.0% Other Expenditures 16.0% Utilities 0.3% Contingency 0.0% Expenditures - All Funds Salaries 39.5% Excess/(deficit) of revenues over expenditures 3,476,073 General Materials & Supplies 12.7% Contractual Services 12.4% Employee Benefits 6.6%

9 McHenry County College Board Report # August 22, 2013 Information Treasurer s Report Attached is the Treasurer s Report for the month of July, including details regarding the College s investments. Recommendation It is recommended that the Board of Trustees accepts the Treasurer s Report as presented. Vicky Smith President

10 McHenry County College Treasurer's Report For the Month of July 2013 Bank Name Account Beginning Deposits (+) Disbursements (-) Ending Balance Other Additions Other Subtractions Balance Crystal Lake Bank & Trust Operating $2,455, $3,942, $4,410, $1,988, Crystal Lake Bank & Trust Credit Card $29, $1,090, $7, $1,112, Crystal Lake Bank & Trust Online $25, $7.74 $0 $25, Crystal Lake Bank & Trust Employee Benefits $0 $37, $37, $0 Crystal Lake Bank & Trust Payroll $17, $1,820, $1,841, ($2,659.39) Crystal Lake Bank & Trust Federal Student Loan $0.00 $617, $617, $0.00 8/7/2013 REPORT-Treasurer.xls

11 McHenry County College July 31, 2013 Investments 07/31/13 07/31/13 06/30/13 % of Total College Fund Financial Institution Investments Investments Investments Interest No. of Days Maturity Education Illinois Funds $13,456,978 $14,907,616 32% see below N/A On Demand Education JPMorgan Chase 9,173,921 9,172,180 22% 0.21% N/A On Demand Operations & Maintenance Illinois Funds 13,195,946 13,195,781 32% see below N/A On Demand Operations & Maintenance (Restricted) JPMorgan Chase 927, ,814 2% 0.21% N/A On Demand Working Cash Illinois Funds 2,102,746 2,102,719 5% see below N/A On Demand Working Cash JPMorgan Chase 621, ,665 1% 0.21% N/A On Demand Liability, Protection and Settlement Illinois Funds 1,756,256 1,756,234 4% see below N/A On Demand Liability, Protection and Settlement JPMorgan Chase 354, ,485 1% 0.21% N/A On Demand Total $41,590,172 $43,038, % Interest Revenue Illinois Fund Rates - July 31, 2013 Interest Revenue Annualized rate - Money Market College Fund Jul-13 Fiscal YTD Low 0.010% Education $1,913 $1,913 High 0.021% Operations & Maintenance (Restricted) Working Cash Average 0.015% Liability, Protection and Settlement Total $2,489 $2,489 * CDARS stands for Certificates of Deposit Account Registry Service. This program allows the College to purchase fully FDIC covered Certificates of Deposit from multiple institutions. All CD's are purchased in increments of less than the FDIC insurance maximum to ensure that both principal and interest are eligible for full FDIC insurance.

12 McHenry County College Board Report # August 22, 2013 Information Ratification for Accounts Payable Check Register The attached accounts payable check register identifies the vendors that have been paid in the past month in the amount of $2,086, Please note that the expenses are not segregated into the respective funds. Recommendation It is recommended that the Board of Trustees ratifies payment of the accounts payable check register, for the period of July 1- July 31, 2013, totaling $2,086, Vicky Smith President

13 Distribution of Monthly Check Register Payments 7/1/13 through 7/31/13 Utilities Capital Outlay Prepaid Expenditures & Deferred Charges Payroll Deductions Payable Other Liabilities Fixed Charges State Governmental Sources Sales & Service Fees Travel & Conference/Meeting Student Tuition & Fees Employee Benefits General Materials & Supplies Contractual Services Category Amount Percent Category Amount Percent Receivables % Employee Benefits 230, % Prepaid Expenditures & Deferred Charges % Contractual Services 728, % Payroll Deductions Payable 229, % General Materials & Supplies 486, % Accounts Payable % Travel & Conference/Meeting 42, % Other Liabilities 6, % Fixed Charges 182, % State Governmental Sources 12, % Utilities 11, % Federal Governmental Sources % Capital Outlay 152, % Student Tuition & Fees % Other Expenditures 3, % Fees % Other Revenue % Total All Categories 2,086, % H:\Board\ Aug\qryCkToObject2.xlsxJuly 2013

14 McHenry County College Board Report # August 22, 2013 Information Request to Renew Annual F5 Load Balancer Support and Maintenance The College s Information Technology department is always challenged to provide robust, highlyavailable technology services to students, faculty, and staff. To minimize the amount of system downtime and deliver higher levels of access to campus systems, load balancing technologies are used to distribute the use of computing resources across multiple redundant systems. Should one system fail, load balancers can transfer processing loads to other servers making systems appear as always available. As an example, the College s systems use load balancing to distribute traffic amongst numerous redundant servers. Should one system fail, services will still be available through the other redundant systems. This load balancing strategy uniformly distributes the performance and response of systems across more users and enables IT to take servers in and out of service for maintenance without affecting users. This same load balancing strategy is also used to manage the distribution of access to multiple web servers and the College s new ERP system. The College currently uses two Big-IP Local Traffic Manager (LTM) load balancing appliances provided by a leading technology company called F5 Networks, Inc., to intelligently manage , web, ERP, and other traffic. These load balancing devices need to be under a support contract in order to take advantage of future upgrades to the devices operating code and provide trouble-shooting problem resolution for both devices. CDW-G is able to buy F5 support contracts in bulk, thus rendering a less expensive price than the manufacturer themselves (F5 Networks) for the support renewals. The total annual support contract cost for both devices through CDW-G is $9, Item CDW-G F5 Networks Inc. F5 Annual Support and Maintenance for two load balancing devices $9, $10, Although these services and supplies are exempt from bidding requirements as stated in the Illinois Public Community College Act Chapter 110 ILCS 805/3-27.1, exemption (f) which reads, purchase and contracts for the use, purchase, delivery, movement or installation of data processing equipment, software, or services and telecommunications and inter-connect equipment, software and services, two quotes were received for this technology support. This expense is budgeted in the IT Infrastructure Operations account in the Education Fund. Recommendation It is recommended that the Board of Trustees approves the annual renewal of F5 Load Balancers Support and Maintenance from CDW-G, Inc., Vernon Hills, IL, for $9, Vicky Smith President

15 McHenry County College Board Report # August 22, 2013 Information Request to Renew Annual Microsoft Enterprise Agreement McHenry County College has relied on Microsoft-based technologies for many years and continues to leverage Microsoft products to deliver superior technology services for students, faculty, and staff. These services support a wide array of technologies such as desktop computing, servers, database, and security systems. Microsoft products are typically licensed to organizations based on organizational size and usage. As higher volumes of licenses are needed, the greater the discount offered by Microsoft. In prior years, Microsoft licensed their products to the College using a count of existing FTE staff at our institution. This year Microsoft has altered its licensing program to enable the College to leverage its participation in the Illinois Community College Systems Procurement Consortium (ICCSPC) using an Enterprise Agreement. Since the College participates in the ICCSPC, Microsoft licensing is now based on the cumulative count of staff and students for all colleges in the Consortium. This positions the College as a much larger entity, which drives larger discounts and enables the College to save an estimated 35% on its annual Microsoft licensing costs compared to prior years. This year s total cost for licensing all Microsoft products campus-wide is $123,275.90, an approximate 35% savings over last year (approximately $169, ) The current Microsoft agreement expires August 31, The Illinois Community College Systems Procurement Consortium (ICCSPC) pricing is based on a previously negotiated three-year contract with Microsoft, Inc., naming CDW-G as the sole source provider for all qualifying institutions in the state of Illinois. This consortium pricing is based on a FTE staff employees count and allows for superior pricing not available through any other source. The Agreement provides for the following number of technologies and services: Qty. Description 435 License, Software Assurance, and Work at Home for Desktop Campus including: Office and Desktop Enterprise CAL 435 License and Software Assurance for Expression Studio Web, Project Professional, Visio Professional, Visual Studio Professional, Remote Desktop CAL, Forefront Protection for Exchange, Forefront Identity Manager CAL 1 License and Software Assurance for Forefront Identity Server Manager 2 License and Software Assurance for Forefront Threat Management Gateway Enterprise (1 Processor) 6 License and Software Assurance for Exchange Server Enterprise 6 License and Software Assurance for SharePoint Server Enterprise 25 License and Software Assurance for Windows Enterprise Server 35 License and Software Assurance for System Center Data Center 1 Microsoft Learning Academy IT Academy Subscription 200 License and Software Assurance for Virtual Desktop Application Support 1500 License and Software Assurance for Office 365 Educational Plan A License and Software Assurance for Site Licensing of SQL and Windows Enterprise Server for all of the faculty and staff 7250 License and Software Assurance for Site Licensing of SQL and Windows Enterprise Server for all of the student body

16 These services and supplies are exempt from bidding requirements as stated in the Illinois Public Community College Act Chapter 110 ILCS 805/3-27.1, exemption (f) which reads, purchase and contracts for the use, purchase, delivery, movement or installation of data processing equipment, software, or services and telecommunications and inter-connect equipment, software and services. This expense is budgeted in the IT Infrastructure Operations account in the Education Fund. Recommendation It is recommended that the Board of Trustees approves the annual renewal of the Microsoft Enterprise Agreement through the Illinois Community College Systems Procurement Consortium (ICCSPC) contract with CDW-G, Inc., Vernon Hills, IL, for $123, Vicky Smith President

17 McHenry County College Board Report # August 22, 2013 Information Request to Renew Annual Symantec Licensing The College s annual licensing for the Symantec suite of security and asset management software is now up for renewal. The College uses Symantec software for anti-virus protection, asset management, and technical support of over 1,600 desktop computers. In addition to anti-virus protection, the Symantec suite includes the Altiris Client management product for remote computer troubleshooting, automation and distribution of software installations, repair jobs, and reconfiguration and re-imaging of individual or large groups of computers (such as instructional computer labs). Also included in the licensing is the Hardware Independent Imaging Solution (HIIS) used for PC image creation and deployment, and the WISE Packaging Studio which enables Information Technology s Technology Support Services department to create automated software package installs that eliminate the use of installation CD s and downloads. In addition to securing the College s computer assets, these products enable IT to more efficiently automate high volumes of software installations in short periods of time. The cost for this annual licensing covering the period of September 4, 2013 to September 3, 2014 is $21, and will be purchased from the Symantec support partner, ITS, a two-time winner of the Altiris Platinum Partner of the Year Award and a recommended partner of Dell, Inc. Product ID Product Quantity Price Sub Total 3RORXZX0- SI1AS EQ02XZZ0- SR1AS YID2XZZ0- ER1AS ADMINSTUDIO ENT 8.0 XPLT p NODE BNDL XG fr WISE PK STUDIO STE ACD S STD 12MO - Performance Period: September 4, 2013 to September 3, 2014 HARDWARE INDEPENDENT IMAGING SOL 6.9 XPLAT p NODE RNW STD 12MO ACD S - Performance Period: September 4, 2013 to September 3, 2014 CLT MGMT STE 7.1 XPLAT p NODE RNW ESS 12MO ACD S - Performance Period: September 4, 2013 to September 3, $1, $1, , $1.98 $3, , $9.78 $16, Total $21, Since these licenses are unique to the software provider and must be delivered by an approved Symantec partner, they are exempt from bidding requirements as stated in the Illinois Public Community College Act Chapter 110 ILCS 805/3-27.1, exemption (f) which reads, purchase and contracts for the use, purchase, delivery, movement or installation of data processing equipment, software, or services and telecommunications and inter-connect equipment, software and services. This expense is budgeted in the IT Technology Support Services account in the Education Fund. Recommendation It is recommended that the Board of Trustees approves the renewal of annual Symantec licensing covering the period of September 4, 2013 to September 3, 2014 from ITS of Grand Rapids, MI, at a cost of $21, Vicky Smith President

18 McHenry County College Board Report # August 22, 2013 Information Request to Renew Annual VMware Licensing and Support Contracts The College has embraced technology virtualization in recent years and leveraged it to deliver services that were once only possible for large, global organizations. These virtualization technologies are being applied at both the desktop user level and back-end data center level. VMware, Inc., is a global leader in the virtualization technology space. The College chose VMware as one of its primary providers of virtualization technology some years back, and is continuing to leverage VMware in key areas such as the Desktop Virtualization and Disaster Recovery projects within the Technology Master Plan. This request addresses virtualization technology licensing and support in the College s data center. There are 14 VMware server CPU license and support contracts expiring during the month of August, Additionally, the College needs to upgrade these 14 licenses from the current Enterprise version to Enterprise Plus for added functionality that is needed to support the College s growing virtual environment. The total annual cost for the 14 server licenses and support renewals is $16, This cost includes a one-time cost of $7, for the Enterprise Plus version upgrade. These license and support renewals allow the College to stay in licensing compliance on the virtual environment and enable IT to call VMware technical support when problems arise. Qty. License Type Cost 14 One-time Upgrade Academic VMware vsphere 5 Enterprise to Enterprise Plus $7, One year of Production Support Coverage Academic VMware vsphere 5 Enterprise Plus $9, Total: $16, The College s primary computer hardware vendor, Dell, Inc., is able to buy VMware licensing and support in bulk, thus rendering less expensive pricing than the software provider themselves (VMware) for the support renewal. Consequently, these VMware licenses and support will be purchased from Dell, Inc. This request is exempt from bidding requirements as stated in the Illinois Public Community College Act Chapter 110 ILCS 805/3-27.1, exemption (f) which reads, purchase and contracts for the use, purchase, delivery, movement or installation of data processing equipment, software, or services and telecommunications and interconnect equipment, software and services. This expense is budgeted in the IT Infrastructure Operations account in the Education Fund. Recommendation It is recommended that the Board of Trustees approves the renewal of annual VMware Licensing and Support Contracts from August 3, 2013 to August 2, 2014 from Dell, Inc., of Round Rock, TX, for a total cost of $16, Vicky Smith President

19 McHenry County College Board Report # August 22, 2013 Information Request to Purchase Citrix Training The continuing Desktop Virtualization (DTV) technology project is a key component of the overall College strategy and an integral part of the Technology Master Plan. To date, 150 thin clients have been successfully implemented on campus. The Information Technology (IT) department is continuing to research and broaden the use of desktop virtualization technologies on campus. At least 50 more thin clients will be implemented during the 2013 Fall Semester. The health monitoring and management of existing and future thin clients is crucial to the continued success and performance of the College s operational environment. Problems with a classroom containing thin clients can negatively impact an instructor s ability to deliver a quality learning experience for students. Consequently, in June of 2012, the Board approved the use of RKON Technology s Environment Management Services to monitor and sustain the virtual desktop environment through October of this year. RKON is a Chicago-area technology provider with particular experience supporting virtualized desktop environments. This support contract is nearing its end. Rather than continuing to incur monthly support costs from an outside provider (currently $3,500.00/month), the College needs to move this DTV support in-house to existing IT staff. In order to accomplish this and reduce on-going costs, key IT personnel will require Citrix training to support the DTV environment. Since support of the DTV environment is shared between two departments within IT (Technology Support Services and Infrastructure Operations), one member of each department has been selected for training. A Citrixcertified partner, Ross Slosure & Associates of Rolling Meadows, IL will provide the training. This training will be complex, high-level boot camp-style exercises for Citrix XenApp and XenDesktop systems that are currently being used at the College. The training will take place September 16-20, Quantity Description Unit Cost Cost 2 CMB 207 XenApp and XenDesktop Fast-Track Training for Systems Engineer Allen Vaughn of MCC Technology Support Services and Network Technician Mark Radell of Infrastructure Operations. $4, $9, These services and supplies are exempt from bidding requirements as stated in the Illinois Public Community College Act Chapter 110 ILCS 805/3-27.1, exemption (f) which reads, purchase and contracts for the use, purchase, delivery, movement or installation of data processing equipment, software, or services and telecommunications and inter-connect equipment, software and services. This training expense is budgeted in the IT Technology Support Services and Infrastructure Operations accounts within the Education Fund. Recommendation It is recommended that the Board of Trustees approves the purchase of Citrix Training for two IT staff from Russ Slosure & Associates, Rolling Meadows, IL, for $9, Vicky Smith President

20 McHenry County College Board Report # August 22, 2013 Information Request to Lease Computer and Network Equipment for CNC and Robotics The computer and network equipment needs for the Manufacturing (CNC) and Robotics programs planned as part of the TAA Grant have been identified and will be acquired through the College s current Dell Master Lease Agreement (MLA). Dell Precision M6700 mobile workstations will be used in conjunction with the robotic devices in the Manufacturing (CNC) lab. The Manufacturing classroom will utilize Dell Precision T3600 workstations. These workstations have higher graphics and computing capabilities than other computers on campus due to the more complex software needs of the Manufacturing program. The new Robotics classroom will have more standard, less powerful Dell OptiPlex 7010 computers. Additional networking equipment will also be needed since the present network infrastructure in the facilities does not have enough capacity to support the additional number of new computers. Two Enterasys 48-port network switches (with connecting cables for switch-stacking) will be installed to meet the data communication needs in Building D where the new Manufacturing and Robotics areas will be located. The computer and network switches will be leased via the College s current Dell Financial Services Master Lease Agreement (MLA). The computer equipment will be on a 3-year lease, while the network equipment will be on a 5-year lease. The difference in lease terms is due to IT industry benchmarks (documented by Gartner) that shows desktop computers become outmoded and experience more hardware failure after 3-4 years. Network switches have a longer lifespan than computers and generally have fewer hardware failures over that lifespan. 3-year Computer Equipment Leasing # Description Unit Cost Tot.Amt.Financed Lease Term\ Rate Annual Lease Payments 7 Dell Precision $3, $27, months\ $8, M6700 Mobile Workstation 7 Asset Recovery $30.00 $ months\ $ Dell Optiplex 7010 $ $22, months\ $6, Asset Recovery $30.00 $ months\ $ Precision T3600 $3, $84, months\ $27, Asset Recovery $30.00 $ months\ $ Total: $136, $44, year Network Equipment Leasing # Description Unit Cost Tot.Amt.Financed Lease Term\ Rate 2 Enterasys C5 48PT $5, $11, /100/1000 POE-4 months\ Enterasys 1M $ $ Stacking B5/C5 Cable months\ Annual Lease Payments $2, $68.19 Total: $11, $2,521.80

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