Item C02
BOARD OF COUNTY COMMISSIONERS
AGENDAITEMSU~RY
Meeting Date: March 19,2003
Division: Community Services
Bulk Item: Yes X No
~
Department: Library Services
AGENDA ITEM WORDING:
Approval of Partnership Statement with University of Florida and authorization for Mayor's signature.
ITEM BACKGROUND:
The University of Florida is applying for a federal Institute of Museum of Library Services grant. This
collaborative project, between academic and public libraries and museums, utilizes Geographic
Information Systems (GIS) tools to integrate historic resources. Monroe County Public Library has
been invited to participate as a partner for this grant, contributing digitized 1880's city directories,
photographs, court documents and ephemera from our local history collection. University of Florida
will then catalog, geo-reference, store and mount the resources on a searchable website.
PREVIOUS RELEVANT BOCC ACTION:
None
CONTRACT/AGREEMENT CHANGES:
N/A
STAFF RECOMMENDATIONS:
Approval
TOTAL COST: $0 BUDGETED: Yes No X
COST TO COUNTY: in-kind salary match not to exceed $16,000 Sql.[RCE OF FUNDS:
"""" " 0...\ O~ ff\
AMOUNTPERMONTH_ Year
REVENUE PRODUCING: Yes No ..x
APPROVED BY: County Atty~ 0
urchasing _ Risk Managem
t3?-
DIVISION DIRECTOR APPROVAL:
DOCUMENTATION:
To Follow
Not Required_
AGENDA ITEM # C-.o2--
DISPOSITION:
Revised 2/27/01
MONROE COUNTY BOARD OF COUNTY COMMISSIONERS
CONTRACT SUMMARY
Contract with: University of Florida Contract # ~
Effective Date: 1'0 ~~:r1.E'<" ~ ~c....1-
.- Expiration Date:
Contract Purpose/Description:
Approval of Partnership Statement with University of Florida and authoriztion for
Mayor's signature.
Contract Manager: Anne Rice 3594 Library / Stop #6
(Name) (Ext.) (Department/Stop #)
for BOCC meeting on 3/19/03 Agenda Deadline: 3/5/03
CONTRACT COSTS
Total Dollar Value of Contract: $ 0
Budgeted? YesD No Q5J Account Codes:
Grant: $ NjA.
County Match: $ t-.o+ \-De~pA ~\k,'K
Current Year Portion: $ 0
- - - -
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- - - -
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- - - -
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- - - -
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ADDITIONAL COSTS
Estimated Ongoing Costs: $_/yr For:
(Not included in dollar value above) (eg. maintenance, utilities, janitorial, salaries, etc.)
CONTRACT REVIEW
Changes
,te fi Needed
Division Director 3 J 2 O.JYesD NoG
Risk Management 3/ (zlo) YesD No[tt ~.
O.M.B./Purchasing _oM "3 YesD No~' .01 ...~( 0
County Attorney ~D5 YesD NoB ~ c~c..W
Date Out
~l'
.,
Comments:
OMB Form Revised 2/27/01 MCP #2
2003 IMLS National Leadership Grants
Partnership Statement
Applicant Organization: University of Florida Libraries
Briefly list the activities that this organization has agreed to perform:
As the applicant organization, the University of Florida Libraries assumes all
administrative responsibilities for this project including budgetary oversight and
coordinating and tracking all partnered activities. Specific responsibilities related to
successful completion of the grant include: developing all aspects of the GIS
functionality, including geo-rectifying map images and creating appropriate mechanisms
for linking digital objects to the maps; text digitization and markup for city directories
and newspapers; digitization and metadata procedural implementation; assisting in Web
site design; and project evaluation.
Partner member (organizations): Monroe County Board of Commissioners, Division of
Community Services, Library Services
Briefly list the activities that this organization has agreed to perform:
As part of the Key West partnership defined in this grant, the Local History Department,
May Hill Russell Public Library of Monroe County Public Library will provide local
coordination of item selection for digitization. 2000 pages of textual materials and 215
still graphics will be made available and scanned from the Local Hist~ry collection. An
additional 600 photographs from a current "Milemarkers" grant project will be made
available to this project.
3. We, the undersigned institutions, agree to all of the following: .
. We will carry out the activities described above and in the Application
Narrative;
· We will use any funds received from IMLS in accordance with applicable
Federal laws and regulations; and
· We assure that our facilities and programs comply with applicable Federal
requirements, as specified in the grant application guidelines.
Signature of Authorizing Official Applicant Organization
Signature of Authorizing Official Partner Organization
Name of Authorizing Official (Type or Print)
Mayor Dixie Spehar, Monroe County Board of Commissioners
Name of Authorizing Official (Type or Print)
Date
Date
ABSTRACT
Project Title: EPHEMERAL CITIES: A model for developing an historical digital atlas based on three Florida cities
Description and Activities: From Gainesville to Key West, a sense of place gives meaning to our lives. Your great
grandfather bought a citrus grove in Eustis; mine worked in the pencil factory near Way Key now Cedar Key. Where
we're from, where we're going all revolves around places with names. The social fabric of modern cities reflects the rich
mosaic of activities of past lahabitants. Historically, place identity and place attachment have been associated with the
development of peoples' attitudes, values, and beliefs.
The purpose of Ephemeral Cities is to provide an interactive, Web-based model project that encourages citizens of all
ages to explore the evolution of their cities. Internet connectivity and relevancy of geographic information are identified
factors in ameliorating the prevalent geographic illiteracy found in students in the U.S. Ephemeral cities is designed with
those factors in mind and with a intended long term outcome of creating city-based learning communities that will not only
use the atlas, but contribute digital objects to enrich the exploration process for others.
Using the latest GIS (geographic information system) functionality, the project will develop digital city a~lases using historic
and modern map imaging technologies. City directories, newspapers, and other place-related data and objects found in
libraries, archives, museums, and agencies will be linked to the maps providing an historic "sense of place." This model
project will concentrate on two key Florida cities: Gainesville, the site of the largest state university; Tampa, the West
coast hub of commerce and finance; and Key West, a winter haven for tourists. Two snapshots of each city will be
developed: one from the mid-1800s and one for the early part of the 20th century. The partners for this project include:
six libraries: University of Florida, Florida International University, Alachua County District Library, May Hill Russell Public
Library of Monroe County Pubic Library, University of South Florida Libraries, and the Florida Center for Library
Automation; one museum: Matheson Historical Society, Gainesville, FL; one public records office: Alachua County Clerk
of the Court; and one instructional technology center: Florida Center for Instructional Technology, University of South
Florida.
The objectives of this,.grant are:
1. Develop a scalable project architecture employing geographic information system (GIS) functionality to link city
maps, city directories, documents, databases, and images of period cultural object~. The system architecture will
permit the integration of additional cities and digital objects as interest in the project develops beyond the original
partners.
2. Select 2,500 historical objects each for Gainesville, Tampa, and Key West. Digitize, and create standards-
compliant images and metadata.
3. Hold a "My Town" event in each of the three cities. During this event, citizens will be encouraged to bring in their
own historic period artifacts for digital capture and sharing as part of this project.
4. Create 10 educational modules based on appropriate Florida Sunshine Standards
[http://www.firn.edu/doe/menu/sss.htm] and the eighteen National Geography Standards
[http://www.ncge.org/publications/tutorial/standardsl] for use in classrooms, and 5 independent instructional
modules for interested citizens.
5. Promote the use of "Ephemeral Cities" and facilitate the development of similar atlases for other Florida cities and
for similar efforts in other states.
Anticipated result: "Ephemeral Cities" will engage learners of all ages in exploring the historic geographies of cities and
comparing them to modern metropolitan areas. The developers envision this as a community based project that will offer
extensive collaborative opportunities far beyond the period of the grant and will provide universal Web access to unique
historical items held in isolated repositories throughout Florida. As learners use this site, it is expected that they, in turn,
may want to contribute personal items from their own city experiences to the project. The "My Town" event will encourage
citizen contributions and involvement. If widely adopted, Ephemeral cities model will form the basis for a Florida digital
city atlas facilitating the development of city-based learning communities throughout the state. The potential for a national
city atlas is already developing as many states have digital versions of the Sanborn maps and map servers are becoming
more prevalent in library settings.
NARRATIVE
Introduction
In the 18th and 19th centuries, tragic fires swept through wooden structures dominating many American cities. By the later
half of the 19th century, American insurance companies supported a thriving insurance map business. The most famous
of these was created by D.A. Sanborn and became known as the Sanborn National Insurance Diagram Bureau. This
company employed survey.ars in each state and standardized the map-producing process. Maps were drawn at a scale of
1 inch=50 feet. By the 1930s, the company had surveyed 13,000 towns with populations over 2,000. Rich in structural
details, the early maps are considered primary sources of information on the changing character of America's cities.
Today, these maps provide valuable historical details to architectural historians, environmentalists, genealogists,
economists, urban planners, historians, urban restoration specialists, environmentalists, students, and others. These
standardized maps, with a recognized consistency in data representation, serve as the digital baseline for this project,
while offering future scalability and interoperability of this model for all Florida cities and for cities across the country.
Sanborn maps for Gainesville for 1884 and 1903, for Tampa for 1884 and 1903, and for Key West for 1889 and 1899 will
be georectified to provide historic base layers. This will permit associated digitized historic objects to ge referenced
spatially to sites on the maps. Modern thematic layers of roads, county boundaries, rivers, etc. will create comparative
layers of modern city geographies. By manipulating layers, learners will discover the vicissitudes of city development:
prominent thoroughfares were renamed, redirected, relocated and/or obliterated and major features such as foundries,
grist mills, and stables were replaced by schools and hospitals.
Each of the selected cities is located near a state university library and each of the three academic libraries in
collaboration with one or more partners will be responsible for creating a "sense of place" for that city. To do that, 2,500
digital objects for each city will be created. Intended to capture the city's character at the targeted years, the digital items
will include museum artifacts representing everyday life, as well as photographs, postcards, brochures, letters, official
records, etc. These items will be drawn from the special collections of the state universities of Florida and from local
historical collections found in archives, museums, historic sites, and libraries. Existing digital collections, e.g., Heritage
Collection, Alachua County Library District [http://heritage.acld.lib.f1.us/], the Ancient Records database, Alachua County
Clerk of the Court [http://www.clerk-alachua-f1.org/Archive/default.cfm], and the Florida Heritage Project
[http://palmm.fcla.edu/fhp] will also be integrated. Cigar makers, bakers, hat cleaners, and county jailors will again
populate the static wood, adobe, and steel buildings rendered on Sanborn maps.
National Impact
A National Geographic-Roper 2002 Global Geographic Literacy Survey of 56 geographic and current events questions
was given to more than 3,00018- to 24-year-olds in Canada, France, Germany, Great Britain, Italy, Japan, Mexico,
Sweden and the United States. ["Survey Reveals Geographic Illiteracy," Bijal P. Trivedi, National Geographic Today,
November 20, 2002. URL: http://news.nationalgeographic.com/news/2002/11/1120_021120_GeoRoperSurvey.html]
The findings indicated "about 11 percent of young citizens of the U.S. couldn't even locate the U.S. on a map." A
Gainesville Sun article "Young Americans don't know geography," [November 21, 2002 ] noted "When asked to find 10
specific states on a map of the United States, only California and Texas could be located by a majority of those surveyed."
"Several perhaps interrelated factors affected performance-educational experience (including taking a geography
course), international travel and language skills, a varied diet of news sources, and Internet use. Americans who reported
that they accessed the Internet within the last 30 days scored 65 percent higher than those who did not." ["Survey Results:
U.S. Young Adults are Lagging,. National Geographic-Roper 2002 Global Geographic Literacy Survey. URL:
http://qeosurvev.nationalqeoqraphic.com/qeosurvev/hiqhl iq hts. h tm 11
Similar concerns were raised by the 2001 geography assessment administered by the National Assessment of
Educational Progress to approximately 25,000 students at grades 4, 8, and 12 in the nation. Its report indicated that "only
21 percent of fourth-graders, 30 percent of eighth-graders, and 25 percent of twelfth-graders performed at or above the
Proficient level for their respective grades. These levels are identified by NAGB [National Assessment Governing Board]
as those at which all students should perform." ["The Nation's Report Card: Geography 2001," June 2002, by
Andrew R. Weiss, Anthony D. Lutkus, Barbara S. Hildebrant, and Matthew S. Johnson. URL:
http://nces.ed.qov/nationsreportcard/pubs/main2001 /2002484.asp1 A review of the statistics indicates that the majority of
students are functioning at a Basic level that "denotes partial mastery of the knowledge and skills that are fundamental for
proficient work at a given grade." Interestingly enough, Internet use was also found to be a significant factor in positively
influencing geographic literacy.
In commenting on the National Geographic-Roper survey, Nick Boyon, senior vice president for international research at
RoperASW, said "When geography and life intersect, people pay attention," and Roger Downs, head of the geography
department at Pennsylvania State University in State College, added "Wouldn't it be nice if parents also read atlases to
their children?" Columnist Bill Maxwell writes "Your home tells you where you are and who you are" and echoes
bioregionalist Wendell Berry reflections "Our identify... is defined to a large degree by our sense of place, our sense of
home...." ["A lingering sense of place," by Bill Maxwell. Gainesville Sun Opinions. Wednesday, December 11,2002,
p.13A]
The creation of "Ephemeral Cities" is intended to engage independent learners of all ages in discovering a "sense of
place" for Florida cities. While exploring the changing urban geographies of Florida's cities, learners will become aware
of the ephemeral nature of cities, understand that cities reflect the mosaic of cultural backgrounds of their inhabitants, and
identify how place identity affects their own identities. By focusing on Roger Down's "intersection of geography and life"
and using the Internet as the vehicle of communication, this project intends to reinvigorate interest in Florida urban
geography and to serve as a model for similar efforts across the state and country. At least one of the educational
modules will draw users beyond Florida's borders to explore the homelands, cities, and origins of Florida's 18th and 19th
century urban dwellers and the livelihoods they brought to Florida.
Adaptability
The model proposed in this project can be adapted by cities throughout Florida and the country.
All components of the "Ephemeral Cities" project will be documented and made available freely over the Web. These will
include the technical specifications for hardware/software architecture, digitization plan, metadata and metadata tools, text
analysis tools, sample Web-based evaluation tools, and promotional pieces.
Design
Because geographic literacy is correlated positively to Internet use and geographic information system (GIS) technologies
provide an interactive approach to geography, the developers believe that this project has the potential to engage learners
of all ages in map use' and by extension geography related activities. By integrating digital versions of historic information
sources: newspapers, city directories, and images, with modern metropolitan GIS layers for roads, county lines. etc.
unlimited opportunities for city sleuthing occur. (Attachment A shows a sample of the geographic information integration
that will be developed in this project.)
Detailed Management Plan
Product 1. Develop the "Ephemeral City" architecture including hardware and software components, integrating
existing historical digital collections, and the Web interfaces to the project.
Responsible parties: GIS Coordinator, University of Florida Libraries; Staff of the Digital Library Center and the
Systems Department, University of Florida Libraries; Staff of the Florida Center for Library Automation; all partners
offering digital collections on remote servers
a. Define, purchase, and install needed software and hardware for map server and creation of appropriate
vector layers
The GIS Coordinator, UF Libraries will use mapping tools available with ERDAS Imagine 8.5 software to identify points on
the six sets of selected Sanborn maps that can be aligned to a real-world coordinate system; thereby creating historic
map images that can be used in a GIS system. All map images and associated thematic layers such as roads. county
boundaries, etc. will be served from the UF map server. Under the supervision of the GIS coordinator, GIS technicians
will be hired to create the appropriate site specific linkages on each of the Sanborns selected for this project. Lookup
tables of the coordinates will be developed for use in populating descriptive metadata and text markup.
b. Program functional interfaces between maps, textual databases, and digital objects.
Integrating the functionality of the atlas components will be the responsibility of the System Programmer who will be hired
with grant monies. Under the direct supervision of the PI, and in collaboration with other partner members, the System
programmer will develop the specifications for the necessary databases and file structures and the scripting/programming
needed to connect remote digital object collections and databases to the underlying map layer.
The system architecture will integrate the functionality of:
1) UF Map Server holding Sanborn images and the current thematic layer data;
2) Full text city directories, newspaper articles, and textual objects residing on the textclass server at FCLA
and digital images of still graphics, Le., photographs, postcards and of museum objects residing on the
imageclass server at FCLA;
3) Ancient records are on a server at the Alachua County Clerk of the Court Office; and
4) The Heritage Collection of photographs, Alachua County Library District will be served from their own
server.
c. Develop an online ingesting mechanism that will facilitate remote submittal of historical digital objects and
metadata to the project.
The System Programmer will develop a publicly available online template for submitting historical digital objects and
accompanying metadata. Based on Dublin Core fields, this template will be tested during the current grant and refined as
necessary. It will be the ingestion mechanism for permitting public participation in building this project. It will be used
during the "My Town" day event will be held at each of the three cities. (See description of "My Town" day under Product
#4)
d. Create the Web interface for the project.
The Web interfaces will be designed cooperatively by the Florida Center for Library Automation, the GIS Coordinator, and
the staff at the Digital Library Center.
Product 2. Select, digitize, and create standards-compliant historical digital objects with appropriate metadata
andlor markup.
Responsible parties: University of South Florida, Florida International University, University of Florida and all partners
and the Florida Center for Library Automation.
a. Hold a preliminary planning meeting of all partners to establish communication lines, review participant
obligations, and establish work deadlines and reporting.
At the beginning of the project, all partners will meet in Gainesville for a two-day workshOp t.o review grant activities,
responsibilities, and time lines. Grant funding for this meeting will include travel and a per diem state rate for lodging and
food. This meeting will be hosted and facilitated by the University of Florida in conjunction with the Florida Center for
Library Automation.
b. Define selection criteria for digitization of still graphics, textual materials, and museum objects. Review
scanning and metadata standards used in the public university cooperative digitization project "PALMM."
At the initial meeting, selection criteria will be defined, scanning and metadata guidelines and standards reviewed, and
production schedules established. The PALMM standards are based on current best practices and national
interoperability standards compliant with IMLS and NSF initiatives. (Attachment C: PALMM digitization and metadata
standards; complete guidelines are available at hUo://oalmm.fcla.edu/strucmeta/standres.html) These standards have
been used for all digital objects contributed to the Florida Heritage project. By June 2003, metadata for digitized texts of a
previously funded IMLS grant "Linking Florida's Natural Heritage" will be available for Open Archive harvesting.
FCLA has developed an MXF Metadata client that creates Dublin Core/OAI compliant records. This client will be used in
the Ephemeral Cities project. Metadata elements include subject schemes for education and man-made cultural objects.
Cultural object keywords will be selected from Blackaby, Greeno and The (American Association for State and Local
History) Nomenclature Committee's The Revised Nomenclature for Museum Cataloging: A Revised and Expanded
Version of Robert G. Chenhall's System for Classifying Man-Made Objects. Metadata from curriculum supporting sites
such as AskERIC [http://ericir.syr.eduNirtual/Lessons/lpform.shtml], Federal Resources for Educational Excellence
[http://www.ed.gov/free/index.html], the Eisenhower National Clearinghouse [http://www.enc.orgl] , Florida Online
Encyclopedia, and the Florida Geographic Alliance will also be reviewed. The partners are also aware of the metadata
structures used in the Colorado Digitization Program: Western States Dublin Core Metadata Best Practices, version 1.2
(http://www .cdpheritage.org/resource/metadata/documents/WSDCMBP _ v1-2_2003-01-20.pdf) and the University of
IlIinois-Champaign-Urbana Cultural Heritage project [http://oai.grainger.uiuc.edul].
c. Digitization of selected objects
A summary list of the collections that will contribute items for digitization can be found in Attachment B.
Each of the academic libraries has flat bed scanners to capture textual materials, photographs, postcards, etc. 3-D
objects found in historical museums and archives will necessitate on-site capture and will require grant funding to
purchase appropriate digital cameras and peripheral equipment. Funding for digitization staff for both flatbed and digital
cameras will be requested through the grant. One Project Technician will be hired for each partnership and will travel
between agencies to prepare digital objects as needed.
Each of the three partnerships will be responsible for providing 1000 graphical objects, e.g., photographs, postcards; 250
items or 1,000 pages of textual materials, e.g., brochures, pamphlets, books; and between 30-50 digital images of cultural
period objects.
The Digital Library Center, University of Florida Library will digitize two sets of Sanborn maps for ea~h city. It will also
outsource the digitization, text conversion, and markup for the newspaper runs and city directories that are selected and
the 250 textual items selected by each partnership. Two vendors with established performance records have been
identified for full text conversion and markup. The digital images and full text created will be served and archived at the
Florida Center for Library Automation.
d. Serving and archiving digital objects
The Florida Center for Library Automation will serve derivative images and metadata from appropriate textclass and
imageclass servers. Master uncompressed TIFF images will be archived and migrated.
Product 3: Create and test 15 educational modules.
Responsible parties: Florida Center for Instructional Technology, University of South Florida
a. The Florida Center for Instructional Technologies will develop and test 15 educational modules
The Florida Center for Instructional Technology has created an extensive educational site "Florida Then & Now"
[http://fcit.coedu.usf.edulflorida/lessons/lessons.htm] for Florida's social studies teachers. Fully developed educational
modules include: a reading passage, teacher notes, reading strategy, student questions, and student activity sheets.
Educational modules"for Ephemeral Cities will follow the same structure, although pre and post tests will be included.
b. Complete digital object metadata with instructional attribute fields
Each metadata record for historic digital objects will include data on lesson plans, themes, and learning standards for
Florida. These attributes will be filled in as the objects are incorporated into formalized educational modules.
Product 4: Hold a "My Town" event in each of the three cities to encourage citizen participation in creating
Ephemeral City digital collections.
Responsible parties: All city partnerships
Each city partnership will be responsible for planning a "My Town" event at an appropriate city site, preferably the public
library or historical museum, where citizens will be asked to bring an historical artifact to digitally contribute to the project.
This event will occur in the Spring. All of the partnership members will be responsible for scheduling, equipment setup,
and manning the event. Non-paid volunteers may be recruited as needed from the community. Metadata and digital
image capture will occur at the event and be submitted to FCLA for serving and archiving as part of the Ephemeral Cities
project. Equipment purchased through this grant will be used at the event. The Matheson Historical Center, Gainesville
has agreed to create publicity pieces that can be adapted to each city event as needed.
Product 5: Promoting the use of "Ephemeral Cities"
Responsible parties: Grant manager at UF in conjunction with the Florida Center for Instructional Technology, University
of South Florida and all partners
The grant manager in conjunction with the Florida Center for Instructional Technology will identify state
educational networks, mailing lists and newsletters that will receive notification of this project. In addition, local GIS
organizations will be alerted to the availability of this resource. The Florida Geographic Alliance will be contacted and
asked to disseminate project information to Florida's geography teachers.
Timeline
Time Table Fall 2003 Winter 2003 Sprin:J 2003 Summer 2003
S 0 N D J F M A M J J A
1. Meeting of all partners to
review all aClies and $2,086
timelines. E ablish ..
communication mechanisms
1. Purchase equipment and .....
hire, train and supervise staff . I ~
2. Develop system .....
architecture and Web ~
interface
3.S~::ln ~nri .....
markup of textual materials ,...
4. <::..I..,.t ~nri . .. .....
and create metadata ~
5 n, ..,,,,.l +......+ $11,250
educational components
t:> . . ~
and distribute. Travel for
presentations.
CONTRIBUTIONS
Cost sharing in terms of salaries by grant personnel are detailed in the budget. In advance of this project, the University
has created high-resolution scaleable color images of the 6,500 Florida Sanborn maps created between the 1860s and
1923 and has purchq~ed an appropriate map server {?cost] that will serve the thematic layers including the Sanborn
images associated with this project. The State University Libraries Digital Projects Planning Committee that oversees the
development of collaborative university library digital projects [PALMM] has allocated $12,000 for the production of the city
directory database discussed in this grant.
PERSONNEL
(Attachment C is a list of grant partners with brief resumes.)
PROJECT EVALUATION
Ephemeral Cities will use the IMLS Outcomes Based Evaluation system. A variety of assessment and evaluation tools
will be used: some will quantify use, others will provide a quality review of particular procedures and other aspects of the
project with the intent to make the final project usable, extensible for current and future partners, and of value to students,
educators, and the public. Final focus groups will be conducted by each partnership to determine the experiences of the
participants.
(Attachment D contains the Evaluation Plan.)
DISSEMINATION
The grant team will disseminate information on this project using the following avenues:
Create and distribute notices of the project to appropriate electronic mailing lists.
Present the project at appropriate IMLS and digital library project meetings including state, national, museum, archive,
and historical society conferences.
Publish articles in the professional journals and newsletters of library, museum, historical and archival societies.
The project manager and the developer of the education modules will develop and distribute introductory material targeted
at K-12 teachers in Florida.
Develop hardcopy publicity to be sent to Florida historical societies and libraries encouraging their adoption of a city to
help build Florida's historical city atlas beyond the granting period.
SUST AINABILlTY
Many states including New York, Utah, and Oregon have already digitized Sanborn maps for their cities. Because these
maps provide a standard historiCal base for all U.S. cities, the system architecture designed in the Ephemeral cities
project can be adopted by any city/state that is interested in building a city digital atlas. Because the system is designed
to encourage citizen contributions, the project developers believe that city learning communities will grow over time. The
"My Town" event is expected to initiate a community awareness and interest in the project. Interaction with this project
can only lead to a better understanding of urban geography.
In Florida, members of the State University Libraries Digital Projects Planning Committee have already indicated their
interest in developing digital atlases of their own cities. This Committee allocated $12,000 to support text conversion and
markup of the city directories for use in Ephemeral Cities. All of the public state universities are participating in building
the Florida Heritage project (htto://oalm.fcla.edu/fh/): a digital collection of texts and still images on Florida's history,
culture, arts, literature, and natural environments. The Florida Heritage project is funded on a yearly basis and many of
the digitized items will be suitable for linking in Ephemeral Cities.
Attachment A: Example of integrating historical information
COMPONENTS OF EPHEMERAL CITIES: Sanborn maps, historic records, city directories, texts, and
images
WEBB's Gainesville Directory 1886 entry:
Brown Gilbert H., baker, Union opp Court House, h Orange c Pleasant
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Sanborn map of Gainesville 1892
Alachua County Courthouse 1857-1884
rom the Heritage Collection, Alachua County Library
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Ancient Record Database from Alachua Clerk of the Court
Gilbert Brown marriage license
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STATE OF FLORIDA. ALAClWA COUNTY.
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Deed Book Index
1848 -1888: Gilbert Brown's house
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NamelTitJe
Project Coordinator (UF)
GIS Coordinator (UF)
Digitization Manager (UF)
Digital Camera Coordinator (UF)
Metadata Specialist (UF) .-
Database programmer (UF)
Database administrator (UF)
Cataloger (UF)
No
Computation IMLS
1 .10FTE
1 .10FTE
1 .10FTE
1 .05 FTE
1 .10 FTE
1 .10 FTE
1 0.05 FTE
1 .10FTE
Image Manager (FCLA)
Web Interface Designer (FCLA)
Assistant Director, Digital Library Program (F
0.05
0.04
0.05
Project Coordinator (FlU)
Head Cataloger (FlU)
Electronic Materials Cataloger
1 .20 FTE
1 .1 OFTE
1 .10FTE
Project Coordinator (USF)
1 .10FTE
Project Coordinator (ACDL)
Project Coordinator {Alachua Clerk of the COI
Project Coordinator (Matheson)
1 80 hr x 13/hr + 27% benefits
Educational Coordinator (FCIT)
1 .6FTE
Grant
GIS Technicians (UF)
System Programmer (UF)
Project Technician
Metadata Specialist (FlU)
Professional Cataloger (FlU)
2 1 FTE
1 1 FTE (36,000 -I
3 20,000
1 .50FTE (1040 h
1 .50FTE (1040 h
Services
Educational module development
Contract for text conversion and markup
15
750
Materials, Supplies and Equipment
Digital Camera Systems
ERDAS Imagine image processing software
120gig harddisks
1 G ECC Rdram
Rolls plotter paper
Blk, CYMK color cartridges
Dell Precision 350 workstation.
14,000
45,720
60,000
10,400
20,800
11,250
Applicant Partners
7,486
4,445
3,083
2,170
4,270
5,342
3,257
4,973
10,160
7,856
4,318
$3,808
2,399
1,829
4,796
Total
7,486
4445
3,083
2,170
4,270
5,342
3,257
4,973
2,399
1,829
4,796
10,160
7,856
4,318
1320
$3,808
14,000
45,720
60,000
10,400
20,800
11,250
3 6662 19,986 19,986
3 150 450
2 300
2 900
2 200
3 500
3 1500 4500
Travel
6 trips between Miami and Key West 6 $462
Initial meeting for all partners: 1 person from each institutional partner
IMLS Mandated Travel to meetings
2772
2086
8000
2086
Budget Narrative
Salaries and Wages (Temporary Staff Hired for Project)
Metadata Specialist (FlU)
50% FTE @ $ H) per hour
Receives image files from Key West museum partners and creates all necessary
metadata for digital library construction (e.g. structural, descriptive). Conducts quality
control on archival image files, generates web-delieverable image files, and creates
minimal MARC records for previously cataloged or indexed items.
Professional Cataloger (FlU)
50% FTE @ $20 per hour
Performs original descriptive and subject cataloging on uncataloged Key West mu~eum
partner objects, copy cataloging, and augments minimal records in MARC using CAGER
standards. Reviews and uploads all records in OCLC and uses relevant thesauri for
specialized objects (e.g. scientific, artistic, photographic and architectural materials).
2 scanning technicians (Monroe County Public Library, Alachua County Historic
Trust/Matheson Museum, Inc.)
Equipment
3 digital camera systems, each system consists of:
1 Canon EOS D60 digital camera 6.3 megapixels, 1 Nikon 50 mm f/1.2 AIS Manual
Focus Lens, 2-1 GB Microdrives, 3- Sandisk 2-in-1USB Reader Cards, .1-Kaiser RB
5005 High Frequency Daylight Copy Light Set, 1-Bogen Maxi-Repro Copy Stand with
Table and Lite Box
Travel
2 IMLS related trips $8,000 (as mandated)
6 trips - (4)Miami to Key West for cataloging of archival, rare materials and (2
people) to assist with "My Town" Event
2 nights hotel @ $150 per night ($300)
340 miles Miami-Key WestJKey West-Miami @ 30 cents per mile ($102)
2 days of meals @ $30 per day ($60) Total=$1848
1- 2 day trip with lodging & meals in Gainesville, FL for each institutional partnership
based on room rate ($75) + state rate food per diem=$28/day.
1- Key West to Gainesville airfare $900 + $206= $1106
1- Miami to Gainesville airfare $500 + $206= $706
1- Tampa to Gainesville (128 mi x .29/mi state rate) $74 +206=$274
BOARD OF COUNTY COMMISSIONERS
AGENDA ITEM SUMMARY
Meeting Date: March 19.2003
Division: Community Services
Bulk Item: Yes X No
-
...
Department: Library Services
AGENDA ITEM WORDING:
Approval of Partnership Statement with University of Florida and authorization for Mayorts signature.
ITEM BACKGROUND:
The University of Florida is applying for a federal Institute of Museum of Library Services grant. This
collaborative project, between academic and public libraries and museumst utilizes Geographic
Information Systems (GIS) tools to integrate historic resources. Monroe County Public Library has
been invited to participate as a partner for this grantt contributing digitized 1880ts city directoriest
photographst court documents and ephemera from our local history collection. University of Florida
will then catalogt geo-reference, store and mount the resources on a searchable website.
PREVIOUS RELEVANT BOCC ACTION:
None
CONTRACT/AGREEMENT CHANGES:
N/A
STAFF RECOMMENDATIONS:
Approval
TOTAL COST: $0
COST TO COUNTY: to
BUDGETED: Yes Noll
SOURCE QFFUNDS:N/A
REVENUE PRODUCING: Yes No-K. AMOUNTPERMONTH_ Year_
APPROVED BY: County At~ 0 urchasing _ Risk Managem t3?-
To Follow
Not Required
DIVISION DIRECTOR APPROVAL:
DOCUMENTATION:
DISPOSITION:
AGENDA ITEM # C -- ).
Revised 2/27/01