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GCN Transition Plan

How GCN can change from being a committee of the Gustavus Community Association to being part of the City of Gustavus

DRAFT January, 2005

Introduction

The Gustavus Community Network (GCN) was a committee of the Gustavus Community Association (GCA). As of December 31, 2004 GCA no longer exists. GCN is one of many functions of GCA that are being transitioned to the City of Gustavus, incorporated April 1, 2004.

Besides changing "ownership," GCN faces other changes that have been underway or pending for some time.

  • Bruce and Sharon Paige have provided all collections, account management, bookkeeping services, and first-line technical support since about 1998. For the last few years they have received free Internet service ($30/month value) for their efforts; otherwise this has been entirely a volunteer effort. They are unwilling to continue providing this level of volunteer support indefinitely; GCN should plan to hire a part-time administrator to do this work.

  • GCN seeks to meet a demand for broadband Internet access. Through volunteer efforts and savings from subscriber fees, GCN has built a test wireless broadband network in the Salmon River meadow area. This has proven an extremely challenging project and has taken over a year to implement (mainly because the labor is all volunteer). The outcome is that 5 to 7 customers in the Salmon River area (plus City Hall) are about to receive excellent broadband Internet access but the technology used in the test project is probably not something we want to expand on. Therefore, a community broadband plan is needed.

  • Broadband service creates a need for more sophisticated billing. For example, we want to be able to charge by the amount of usage, and we should be able to sell wireless Internet access to visitors by the hour or day. This is going to be difficult or impossible with the manual system we have in place now. An automated billing system is needed.

These pending issues complicate GCN's transition from GCA to the City but this seems like a logical time to address them. This document is one attempt to do so.

Draft Transition Plan

Following is an outline showing what GCN "tasks" or areas of  responsibility are and how they have been dealt with in the past and how they might be dealt with during and after transition to the City of Gustavus. The "transition period" began when GCA disbanded and will end when the city hires a permanent GCN Administrator and has implemented a new automated billing system.

Task Description How GCA did it Transition Period How City Might Do It GCA Annual Cost City Annual Cost
Decision-Making How strategic and tactical decisions are made and expenditures approved GCN Administrator made day-to-day decisions; bigger decisions made by consulting membership via e-mail or having membership meetings; contracts were signed by GCA Board. GCN Administrator makes day-to-day decisions, supervises contractors and vendors, approves bills for payment, and is supervised by Mayor. GCN Committee (if created) advises City Council. City Council approves policies and contracts. No change $0 $0
Internet access Broadband Internet via satellite Obtained from @Contact City takes over @Contact contract from GCA No change $18,000 $18,000
Customer service, first-line technical support Answering questions about accounts and getting connected to GCN. Bruce Paige Bruce Paige appointed interim GCN Administrator.

City works on hiring or contracting for a permanent administrator.

 GCN Administrator $180 *
Billing, collections, and accounting Requesting and receiving subscriber fees, making deposits, and paying bills Bruce and Sharon Paige Bruce and Sharon Paige (billing, collections, subscriber account management) and City Clerk (deposits and accounts payable) GCN Administrator and automated billing system (billing, collections, and most deposits), and City Clerk (some deposits, accounts payable) $180 *
Advanced technical support and local network management Answering questions and solving GCN-related problems that Bruce can't handle Nathan Borson No change No change $0 $0
E-Mail, dial-up access, authentication, statistics, reporting Core "network services" necessary for the operation of an Internet Service Provider Nathan Borson provides these under contract to GCN for $7 per month per subscriber. However, Nathan Borson actually sub-contracts these services and passes all payments on to Exempla. City takes over Borson's contract from GCA to assure no interruption in service.

City issues RFP to choose a new provider of these services plus automated billing services to reduce labor and accommodate new needs driven by broadband services.

 City contracts directly with a provider to obtain these services.

It appears both much greater functionality and significant cost savings are possible in this area; see SISD pricing.

 $9,954 $3,000-$6,000**
Broadband Service Expand delivery of broadband Internet access to as much of the community as possible. Built test network in Salmon River Meadow. Determined that this technology is not what we want to use. throughout the community. Draft and issue RFP for design of a community-wide broadband network. Obtain grant funding and contract for construction and maintenance of broadband network. $0 ***

Only recurring costs likely to change after the transition are shown. Not shown: recurring costs that will not change (notably ACS phone charges); and non-recurring costs such as setup of the automated billing service and design and construction of broadband networks.

* Cost of a GCN Administrator will be determined during the budget process.
** Cost of network services will be determined based on proposals received in response to our RFP. However, SISD published rates give an indication of what to expect.
*** Cost of broadband service will depend on result of RFP and design process. Most capital costs will probably need grant funding to keep the prices reasonable. Recurring costs would be paid by the broadband customers.

Task List

Based on above plan, here is what would need to happen:

  1. Pass ordinance so everyone knows the organizational structure and overall framework for GCN operations and its place in the City.

  2. Appoint a GCN Committee if required by the ordinance.

  3. Appoint Bruce Paige as interim GCN Administrator.

  4. Take over GCA accounts/contracts with @Contact, ACS, and Borson to assure uninterrupted service.

  5. Draft and issue RFP for "Network Services"

  6. Adopt budget based on proposals resulting from RFP.

  7. Hire or contract a permanent GCN Administrator. Bruce Paige continues to assist while new billing system is implemented.

  8. Administrator and/or committee adopt GCN policies as needed.

  9. Administrator oversees implementation of new billing system. When new billing system is fully implemented Bruce Paige's assistance will no longer be required with billing and collections.

  10. Administrator and/or committee issue RFP for design of broadband community network.

  11. Pay for design of broadband network from saved subscriber fees.

  12. Use resulting design to obtain grant funding for building broadband network.

  13. Build the broadband community network.

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