Resource Sharing Through Technology:
Implementing a City-Wide Fiberoptic Cable Network

Karen Maki

Introduction

Significant changes in communications are occurring daily. Information technologies in cable television, wireless satellite transmissions and the Internet are only a few examples. Access to technological resources and network literacy will be important for all citizens who wish to be a part of this revolution. This project, "Resource Sharing Through Technology: Implementing a City-wide Fiberoptic Cable Network" was designed to enhance the role of the library, educational institutions and the local government in providing citizens with access to the information network. While the LSCA funds were for one key component of the fiberoptic network, communication routers, this report describes the overall project, now known as ELGINET.

Background

Beginning in 1992, officials from the City of Elgin, Elgin Community College (ECC), School District U-46 (U46) and Gail Borden Public Library (GBPL), met with representatives of the local cable franchise, Jones Intercable, to discuss installation of an institutional cable network (I-NET). This initiative was led by the city, largely because of the nature of their cable franchise agreement, which states that Jones would "...construct, install and activate an institutional cable system providing service...for those governmental buildings, schools, libraries and hospitals to be served by the institutional cable system...".¹ At subsequent meetings in 1993 and 1994, committee members outlined the needs and uses of a high-speed I-NET system and designed the network requirements: a fiberoptic base utilizing 'Star-Bus-Star' architecture, resulting in a system that would transfer data at a fast, reliable rate (see Appendix 1).

Need

The need for such a network was shown in various surveys and community forums. The City of Elgin conducted dialogues with the community throughout 1994 to seek input. In early 1995, Gail Borden Library conducted an automation survey and held focus groups, asking residents about their information needs and the use of technology. School District U46 conducted strategic planning sessions. Each agency's mission statement and the North Suburban Library System Long Range Plan also supported this direction, as shown below.

Gail Borden Library— The library's mission statement includes the following objective, "...to provide a wide range of materials and services to serve the district residents in pursuit of education, informational and professional needs." The strategic plan, goal two, states: "Develop approaches to automation and advancing technology that increase and enhance provision of materials and services to the community." Objectives under this goal include: Install a Local Area Network and Plan for Phase Two of Automation, to include Internet access and dial access to the network.

City of Elgin— Dialogues conducted by the City of Elgin in 1994 resulted in a statement of Key Issues to guide the city's five-year plan. From those key issues, the following guiding principles emerged:

Work Smarter — make use of new technologies and work methods to maximize the efficiency of available resources;

Communicate — Expand the number of publications, newsletters and personal contacts with elected and appointed officials. New, creative means of communications (bilingual press, cable television) need to be explored, particularly with segments of the population who may not be reached through traditional means;

Educate — Citizens want Elgin to be known as a community with quality education for all ages.

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U46 — U46's strategic plan includes computer technology as an integral component of education. A commitment has been made to increase access to computer technology, including the Internet.

Elgin Community College — ECC's mission statement states they strive "...to provide access to quality education programs and student support services relevant to the academic, cultural, occupational and social needs..." of citizens in the district. Technological advances are cited as important institutional goals.

North Suburban Library System — The Long Range Plan of our library system states the following goals:

1) Promote the strategic placement of libraries in the information environment: pursue linkages with cable and other services to extend access to local information;

2) Facilitate sharing of current technology use by members; and

3) Foster school/public library cooperatives and partnerships.

Illinois State Library — The State Library Long Range Plan includes the following goals:

1) Establishing, Expanding and Operating Library Networks: continue to develop state initiatives for resource development, including non-print materials; develop needed continuing education outreach, including long-distance learning.

2) Technology Enhancement

Resource Sharing

While designing the network, agency representatives created a broad list of activities and resources to be shared via the I-NET: simultaneous access of library resources by large numbers of users (library patrons, students, teachers, administrators, city officials); shared resources (a wide variety of online resources and CD-ROM databases from each library) (see Attachment II); instruction in library usage available directly to each classroom; broadcast of Gail Borden Library story hours and Battle of the Books meets direct to school classrooms; exchange of governmental information with the City of Elgin; access for each agency to the Gail Borden Library bulletin board for posting of announcements and meeting dates; satellite transmissions from ECC to Gail Borden Library or from other selected sites; linkage to library local area networks and the Internet; and transmission of full-text data from periodicals and other digitized resources.

Agencies provided strong commitments to the I-NET project. In addition to personnel who would design and develop the cooperative network, agencies were in the midst of internal automation projects that would enhance the network menu. These included:

Gail Borden Library — establishment of a satellite downlink site; Internet access for patrons; and development of a local area network to provide access to a variety of CD-ROM resources. (See Attachment III)

U46 — automation of library card catalogs at three high schools, four junior high schools and elementary schools; planned installation of a local area network to provide access to a variety of CD-ROM resources.

ECC — automation of library card catalog; planned installation of a local area network to provide access to a variety of CD-ROM resources; distance learning and satellite programming capabilities; Internet availability and training.

City — a database that includes city council minutes and agendas as well as city ordinances; expansion of information resources regarding municipal services (in both Spanish and English); offer enhanced community relations with two-way Question/Answer forums; offer D.A.R.E. training.

Grant Activities

With installation of the fiberoptic cable, each agency was in need of equipment to link their respective databases to the network. The opportunity to apply for LSCA funds to assist with the equipment purchase for ELGINET was timely. It was at this time that the library took the lead with ELGINET. Purchase and installation of routers was the project focus. This has been accomplished. Activities that took place during the grant period include:

• Agencies set common goals, with a commitment to work together.

• Agency representatives met with router vendors, who discussed their equipment and its functionality in regard to the network.

• Bid specs for the routers were developed.

• Fiberoptic cables leading into designated buildings were terminated.

• An agreement by which the library loaned routers to each agency was developed.

• Network plans were developed: addressing schemes, FDDI, IPs and ethernet port numbers were assigned.

• Four CISCO 4500 routers were purchased to connect agencies to the network.

• Basic staff training in the use of routers was conducted at installation.

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• A list of resources to be shared among agencies was developed.

• Intergovernmental agreement regarding use and responsibilities for ELGINET was written and reviewed by attorneys for each agency; approval of agencies boards is pending (See Appendix IV).

• A poster session was presented at ILA annual conference.

• Routers were configured and communication established.

Problems

Overlapping budget years of each agency and agency structure as well as schedules led to project delays. Cables could not be terminated at city hall or U-46 until after January 1996, when new budgets were approved. Scheduling problems with the firm hired to complete the terminations were encountered by each agency, causing further delays. The school district was in the midst of purchasing over $300,000 worth of equipment as part of their automation upgrade. It was decided that the routers would be included in their request for bid to get the best price. In retrospect, this may not have been the best ploy. Delays in the U46 bidding process, board elections and meeting schedules set the I-NET project back significantly. It was not until May 1996 that routers were delivered and installed. Not until late June were configurations complete and communication established. Opening ceremonies originally scheduled for Fall 1995 are now scheduled for October 1996.

Strengths/Weaknesses

The strength of the ELGINET project lies in its makeup: four community agencies are working together for the common goal of an informed citizenry. Therein, too, lies the blame for this project's delays — different budget cycles and the scheduling problems created by the need for approval of various boards and governing bodies created significant delays in getting ELGINET off the ground. Additionally, some project-related work was paid by each agency. Work was, therefore, contracted separately, further extending the timing of the project.

The essential components of the grant, router purchase and installation, have taken place. Firm commitments ensure that ELGINET will be up and running in October.

Evaluation

Evaluation criteria for the project involved achieving specified objectives. Progress and achievement of goals were to coincide with the project schedule. A functional network, used by students and residents will be the final indicators of success.

Objective: Equipment will be installed and tested.

Result: Equipment was installed in May 1996. Configuration of the routers and testing occurred in June 1996.

Objective: Staff at each site will be trained.

Result: Staff at each agency were present at router installation, at which time they observed router configuration. Further training is the responsibility of each agency.

Objective: ELGINET usage statistics will be maintained.

Result: Because of the delays in router installation, the network will not be up and running until Fall 1996. Gail Borden Library is committed to monitoring network usage through metering devices. Written and electronic surveys will be used to monitor the network's success.

Objective: Progress reviews will be held.

Result: Agency representatives have met monthly for several years. With the adoption of an intergovernmental agreement, each agency is committed to ELGINET. As the network becomes functional and refinements are made, representatives will continue to meet quarterly and resolve outstanding issues or problems.

Summary

While agency participation in ELGINET was established prior to the LSCA grant cycle, funds received through the grant provided a timely opportunity to purchase the routers required to link each site to the fiberoptic network and implement communication. Strong working relationships have been developed among all agencies as a result of efforts to organize and implement ELGINET. We all look forward to network opening ceremonies scheduled for Oct. 8,1996, exemplifying the dedication each agency has shown in striving to meet the community's information needs.

1 From Section 6(c), Resolution approving the transfer of the cable television franchise held by Centel Cable Television Company of Illinois pursuant to Ordinance No. S-935, dated Dec. 10, 1969, as amended.

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Appendix II

ELGINET RESOURCES

Gail Borden Public Library

Online Catalog: Dynix

Includes local newspaper index, file of local clubs and organizations, directory of public officials

Internet Gateway: IAC SearchBank

Magazine Index ASAP, Business/Company Profile, National Newspaper Index, Health Reference Center Gold

Current CD-ROM Products

NSLS Union Catalog

Books in Print

Encyclopedia of Associations

SILO

Newsbank Chicago Tribune

Corporate Affiliations

ERIC

BT-Link

Children's Reference Plus

Junior Discovering Authors

Elementery School Library Collection

Proposed CD-ROM Products for FY96-97

Masterplots

Thomas Register

American Business Directory

PDR

Morningstar

Dewey for Windows

Novelist

Elgin Community College

Online Catalog: Innovative Interfaces Internet Gateway: IAC SearchBank

Academic Index ASAP, Business/Company Profile

Proposed Products for LAN to be installed Summer. 1996

Masterplots

EBSCO Academic Index Elite

EBSCO Health Source

ERIC

BIP

Reader's Guide Abstracts

Ethnic News Watch

SIRS

SIRS Government Reporter

Material Safety Data Sheets

CINAHL (Nursing/Allied Health

CCH Tax Reporter

Shepherd's Illinois Citations

Encyclopedia Britannica

School District U46

Online Catalog: Dynix

Proposed Products for LAN to be installed Summer, 1996

World's Best Poetry SIRS Researcher

ProQuest or EBSCO Encyclopedia Americana

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Appendix IV

ELGINET AGREEMENT

THIS AGREEMENT is made and entered into this __ day of___________, 1996, by and between the City of Elgin, Illinois, a municipal corporation (hereinafter referred to as "City"); Community College District No. 509, a public community college, commonly known as Elgin Community College (hereinafter referred to as "ECC"); Gail Borden Public Library, a public library district (hereinafter referred to as "Library"); and Public School Board District U-46, a public school board district (hereinafter referred to as "U-46").

WHEREAS, City is a municipal corporation organized and existing under the authority of the Illinois Municipal Code of 1961, 65 ILCS 5/1-1-1 et seq., and predecessor statutes, and having those home rule powers granted pursuant to Article VII, Section 6 of the 1970 Illinois Constitution; and

WHEREAS, ECC is a community college district organized and existing under the authority of the Public Community College Act, 110 ILCS 805/1-1 et seq.; and

WHEREAS, Library is a public library district organized and existing under the authority of the Public Library District Act of 1991, 75 ILCS 16/1-1 et seq.; and

WHEREAS, U-46 is a public school district organized and existing under the authority of the School Code, 105 ILCS 5/1-1 et seq.; and

WHEREAS, this agreement is executed pursuant to the provisions of Article VII, Section 10 of the Constitution of Illinois of 1970, and pursuant to the provisions of the Intergovernmental Cooperation Act, 5 ILCS 220/1 et seq., it being the intention of the parties hereto to exercise to the fullest extent permitted by law the authority granted to them under the aforementioned constitutional and statutory provisions; and

WHEREAS, City, through a cable franchise agreement dated _________, 19__, and Library, through the receipt of funds awarded to Library by the Illinois State Library pursuant to a grant awarded pursuant to the federal Library Services and Construction Act, have created the opportunity to the parties hereto to participate in a cooperative electronic communication network (hereinafter referred to as "Elginet"); and

WHEREAS, City owns certain fiber-optic cable which has been laid in, under, through, upon and over the property of the parties herein, which fiber-optic cable is capable of providing access to and transmission of computer data in the manner contemplated by this agreement (hereinafter referred to as "Cable"); and

WHEREAS, the parties hereto have each determined it to be in their best interests to establish Elginet as a working educational resource for the citizens of City and the surrounding areas; and

WHEREAS, the parties hereto have determined that communications technology represents a unique and important educational resource for the general population.

NOW, THEREFORE, in consideration of the mutual promises and covenants contained herein, the receipt and sufficiency of which is hereby acknowledged, the parties hereto hereby agree as follows:

1. As used herein, the following words and phrases shall have the following meanings:

a) "Data" shall mean that computer data, including, but not limited to, sound and video, which is lawfully made available by each party hereto to all other parties hereto, at each party's sole discretion.

b) "Cable access costs" shall mean costs arising out or in connection with any party's connection to Cables.

2. Each party hereto shall permit access to data to each other party hereto through Cables, and shall use its best efforts to repair equipment damage in a timely manner.

3. No party hereto shall make computer data available to any other party in an unlawful manner. Each party hereto hereby indemnifies and holds harmless each other party hereto, and each other party's designated representative as provided herein, from and against any and all causes of action, claims for damages, suits and any and all other liability, excluding attorney's fees, which may arise out of, or in connection with, or which may be claimed or alleged to have arisen out of or in connection with, such indemnifying party's negligent or unlawful performance of the terms of this agreement.

4. Each party hereto may permit access to data pursuant to this agreement to any other person in such party's sole discretion.

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5. Each party hereto shall be solely liable for its own costs incurred in the purchase of equipment, services or other costs arising out of or in connection with the terms of this agreement. Costs for repair and maintenance of Cables shall be paid by City subject to the provisions of paragraph 6 herein; provided, however, that City shall not be liable for cable access costs.

6. Repair and maintenance of Cables shall be at City's sole discretion. City shall not be required to repair or maintain Cables.

7. Each party hereto shall designate a representative for notice and communication purposes. City's representative shall administer, coordinate and supervise the overall use of data and Cables to insure compliance with the terms of this agreement.

8. The terms of this agreement shall be servable. In the event that any of the terms or provisions of this agreement are deemed to be void or otherwise unenforceable for any reason, the remainder of this agreement shall remain in full force and effect.

9. This agreement shall not be construed so as to create a joint venture, partnership, employment or other agency relationship of any kind among the parties hereto.

10. This agreement shall be subject to and governed by the laws of the State of Illinois.

11. Any party may withdraw from this agreement upon twelve (12) months written notice to the other parties hereto. This agreement shall terminate and be of no further force and effect upon written agreement by all parties hereto, or upon the destruction of Cables or other circumstance rendering Cables inoperable, or rendering Cables' use as contemplated by this agreement unlawful. In the event of the withdrawal of any party to this agreement, such withdrawing party shall continue to permit and provide for the use of such space and equipment as such withdrawing party had provided to the other parties hereto during the preceding 12 months period so as to reasonably insure the continued flow of data between the non-withdrawing parties hereto.

12. This agreement shall terminate on December 31, 2016, unless otherwise terminated as provided herein.

13. This agreement may not be modified, altered or amended without the written approval of each party hereto. CITY OF ELGIN

By________________

ELGIN COMMUNITY COLLEGE

By_________________

GAIL BORDEN PUBLIC LIBRARY DISTRICT

By_________________

SCHOOL DISTRICT U-46

By_________________

Attest:

__________________

City Clerk

*Karen Maki, Assistant Director for Public Services, Gail Borden Public Library District, Elgin.

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