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Regular Agenda Item 3. O.

Regular BOS Meeting

Meeting Date:	12/04/2018
Submitted For:	Jacque Sanders
Submitted By:	Jacque Sanders, Asst. County Manager/Librarian
Department:	Deputy County Mgr/Library District
Fiscal Year:	2018-2019	Budgeted?:	Yes
Contract Dates Begin & End:	November 2018 - June 2023	Grant?:	No
Matching Requirement?:	No	Fund?:	Renewal

Information

Request/Subject

Approve the formation of the Gila County Information Educational Technology Consortium to serve public schools and libraries in Gila County, Arizona; authorize the participation of the Gila County Library District in the Consortium; and authorize the Chairman to sign the Intergovernmental Agreement.

Background Information

The Gila County Information Educational Technology Consortium (Consortium) is being created to allow member school districts and the Gila County Library District on behalf of public libraries to solicit bids to provide high speed internet service and qualify for federal rebate funding through the e-rate program.

Creating a consortium between eligible schools and libraries allows member school districts and libraries to have access to information technology services and cost-effective broadband internet access that would not otherwise be available to them without cost sharing and cooperative purchasing among the organizations. There is currently additional funding at Universal Service Access Corporation (USAC) to assist with the expansion of broadband connectivity for fiscal year 2019- 20. Schools and libraries can apply for construction costs for rebates equal to the percentage of the local federal free and reduced lunch rates for schools. Because this plan could still leave a library or school with a substantial cost share responsibility, the Arizona Corporation Commission, Office of the Governor, Department of Education and State Library have partnered to create an additional grant program to assist schools and libraries with up to 20% of the construction cost share responsibilities, administered by the Department of Education.

To qualify for these funds, USAC and the Department of Education are encouraging rural schools and libraries to create or join consortiums to maximize the potential for bidding and pricing options for the entire group. Thanks to the efforts of the Gila County School Superintendent, the various public school districts, charter schools, private schools and the library district have been meeting to create a collaborative Gila County effort. The Consortium allows for additional membership, provided each new joining entity meets the federal E-Rate criteria.

This Consortium is currently formulating a Request for Proposals (RFP) which includes the library locations as well as the school locations in Gila County. To continue with this process and meet the timelines and deadlines specified in the federal process, the Gila County Library District is required to join the Consortium.

Evaluation

Becoming a member of the Consortium would maximize the ability of the Gila County Library District to increase bandwidth at several libraries. We currently have fiber connectivity to the District Office, and the Globe and Payson Libraries. Our long range goal is to have fiber connections to the other six libraries, to provide the maximum access (within our financial ability). The Library District provides internet access to all eight affiliate libraries with District budgeted funds.

Choosing to continue with the E-Rate process with the Consortium will change the Library District’s internal processes as they relate to E-Rate. The Gila County Finance Department will be the fiscal agent for the Consortium and we would be paying our share of the monthly connectivity costs, and any related costs to them. (While construction costs are eligible for our share of the 20%, the monthly access costs are not.)

Once the Library District is a member of the Consortium, we will have the option of deciding annually if the Consortium provides the best option for internet connectivity for the Library District. Once we choose to go with the Consortium option for internet access, we are bound to that decision for the fiscal year.

Conclusion

Joining the Consortium provides the Library District options for construction costs to expand bandwidth and provide internet access for the public libraries in Gila County. As a member of a consortium, we are eligible for the additional federal and state assistance for construction.

Once the District is a member, we will decide each year if the Consortium offers the best solution, and if not, the Library District can ‘opt-out’ and still qualify for the E-Rate rebate for internet access for the public libraries for the following fiscal year.

Recommendation

Staff recommends that the Gila County Library District partner with the Gila County School Superintendent's Office and become a member of the Gila County Information Technology Educational Consortium to expand options for construction costs for bandwidth and internet access for the District and the public libraries in Gila County.

Suggested Motion

(Adjourn as the Gila County Board of Supervisors and convene as the Gila County Library District Board of Directors.) Information/Discussion/Action to approve the formation of the Gila County Information Educational Technology Consortium to Serve public schools and libraries in Gila County, Arizona; authorize the participation of the Gila County Library District in the Consortium; and authorize the Chairman to sign the Intergovernmental Agreement. (Jacque Sanders) (Adjourn as the Gila County Library District Board of Directors and convene as the Gila County Board of Equalization.)

Attachments
Gila Information Educational Consortium