TexShare Budget FAQ Update

FY 03 Budget Questions

1) How does the freeze on FY03 TIF grants affect TexShare databases?

Because TIF grant funding is used to purchase subscriptions to the TexShare databases, there will be less money in FY03 to spend on subscriptions for the period July 1, 2003, through June 30, 2004. There is only a small chance for TexShare to receive some of the FY03 TIF grant money; we must budget the renewals using only the money we have on hand. The current set of TexShare databases is in place through June 30, 2003. There is money in the TSLAC budget to allow us to subscribe to a reduced set of databases to run July 1, 2003 through June 30, 2004.

2) What will be the impact of the FY04-05 cuts on the database service?

The money available for database funding has been decreased because of the uncertainty of TIF funding and because of cuts that have been made in agency capital budgets. While TSLAC has moved funding into the databases from other budget line items, there is not enough money in the budget to replace the amount previously funded through TIF. Fees for access to TexShare databases will be reinstated to help offset some of the loss.

3) What cuts have been made to the capital budget, and how does this affect the database service?

The Texas Legislature is still deliberating on the appropriations bill, so no final decisions are in place. However, the conference committee considering the bill has cut by half general revenue going to the agency's capital budget. The Legislative Budget Board moved the database service into the capital budget this year; hence the database budget has been cut by half. The federal money earmarked for the database service and the estimated fee collection amounts remain unchanged. As the bill stands, the database budget for FY04 is about 40% what we had to spend in FY02. Despite these cuts, the TexShare database service is still funded at a higher level than it was before the Library of Texas grant.

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4) What changes will we see in the database service now that it is in the capital budget?

Moving the TexShare databases to the capital budget limits our flexibility in funding the program. There is a legislated cap on agency capital budgets that limits our ability to move money into and out of the capital budget.

5) What is being done to reinstate the funding cut from the database service?

Library advocates throughout Texas have worked hard to inform legislators of the importance of the TexShare databases.

TSLAC has provided the legislature with information on the importance of reinstating the funding cut from the database service.

Unfortunately, at this stage in the legislative process, it is unlikely the database funding will be increased.

The TexShare Task Force on Database Fees is working to establish a fee structure that will supplement the state and federal money supporting the database service.

6) How did TSLAC determine which databases to continue this year?

The TexShare Electronic Information Working Group determined the process for selecting databases. This working group has dedicated many hours of time and a considerable amount of knowledge and talent to the TexShare database service. We asked TexShare member libraries to complete a survey indicating which databases are most important to them (http://www.texshare.edu/survey.cfm). In making the final recommendation, the group considered:

• · Survey results
• · Statistics on database use
• · Title lists, full text coverage and overlap
• · Vendor reliability
• · Best value

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7) Which databases will be selected?

The Electronic Information Working Group made an initial set of recommendations which has been reviewed and accepted by the TexShare Advisory Board and the Texas State Library and Archives Commission. In light of recent changes to the FY04-05 budget, this working group will meet on Thursday, May 29 to review these recommendations. The initial recommendations were:

TexShare Database Subscription Recommendations (7/1/03-6/30/04)

Group 1 Databases: Core databases that will be provided to TexShare members
Ebsco (except for Salud para Todos and Applied Science & Technology Abstracts)
Gale (except for Twayne, Scribner's)
OCLC/FirstSearch
Stat!Ref
TDNet
ProQuest (Heritage Quest, Archives USA, Sanborn maps, Poetry)

Group 2: Additional Databases if money becomes available/possible TexSelect
NetLibrary
Elibrary
Books in Print
Twaynes
Scribners

Group 3: Databases to renew if FY03 TIF money is unfrozen/possible TexSelect
Ulrichs
Groliers

TexSelect only:
Ovid

8) What do you mean by TexSelect?

TSLAC will negotiate discounted prices for member libraries for popular databases that are not included in the core set of databases. This service of providing discounted pricing is called "TexSelect." We are working with the vendors of the databases that are being dropped from the TexShare core in order to establish pricing discounts..

9) What about Books in Print?

The Electronic Information Working Group has recommended that the core of the TexShare database service should concentrate on databases for the end user rather than on librarian tools. However, the group recognizes that many librarians rely on Books in Print for book selection and ordering. If enough funding becomes available in FY03 to renew Books in Print on a statewide scale, we will do so. We should be able to report on the status of Books in Print early in June.

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10) How will fees for database services be determined?

A Task Force on TexShare Fees has been formed in order that the TexShare consortium

• · Insures the continuation of the crucial TexShare database service.
• · Insures that responsibility for and access to the TexShare databases is appropriately shared among TexShare member libraries.

The task force includes representatives from all sizes and types of libraries as well as representing the geographic diversity of the TexShare membership. In making its recommendations, the task force will consider:

• · Database pricing
• · TSLAC appropriations and budget
• · Results of a random, stratified survey of TexShare member libraries on   the issue of fees
• · Local funding issues
• · Practical and administrative issues regarding fees collection

11) When will I know what my database fees will be?

The Task Force on TexShare Database Fees is making good progress and should have some preliminary figures to report by early June. Summaries of the task force meetings are compiled and forwarded to the TexShare membership so that you can track the progress of the task force deliberations. Information on the activities of the fees task force is also available on the TexShare Web site at http://www.texshare.edu/programs/academicdb/feesurveyresults.html .

Other TexShare Services

1) How will other TexShare services be affected by the FY04-05 budget cuts?

The FY04-05 budget cuts affect other TexShare most critically in these ways:

• · Many of the TexShare Web site support activities that UT Austin provides through our strategic partnership will be brought in-house. Other outside contracts will be brought in-house also.
• · The subsidy for the courier service will decrease.
• · Unless TIF grant funding becomes available, TexTreasures grants will not be awarded in FY04-05.

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2) What will the FY04 Courier costs will be?

The contract for courier services was up for bid this year. Bids have been scored and the Texas State Library and Archives Commission approved a contract for the courier services at their May 19, 2003 meeting. We will work with the selected vendor to finalize a contract for the courier service by early June. Last year, the total cost per stop was $2,750. Our goal is to keep the total cost for each stop within $50 of last year's rate ($2,800 per stop). TSLAC will pay a subsidy of $810 per library, which makes the library portion approximately $1,990. When a contract is finalized, we will forward final numbers to the membership.

3) When will I know if TexTreasures grants will be awarded?

Award of TexTreasures grants is dependent upon the availability of adequate funding for the database service. It is not likely that TexTreasures grants will be awarded for FY04.

4) What will happen to TexTreasures grant applications if there is no funding available?

At its April 25, 2003 meeting, the TexShare Advisory Board determined that all TexTreasures grants applications should be scored and ranked as usual. If funding is not available for the grants, TSLAC will assist applicants who wish to pursue funding through other sources.

5) How can I be involved in the decision-making process?

Be sure you belong to one of the TexShare electronic discussion lists. Instructions for signing up are at http://www.texshare.edu/memberinfo/contact/mailinglists/index.html. You can contact members of the TexShare Advisory Board with your concerns. The roster, with contact information, is at http://www.texshare.edu/memberinfo/advisoryboard/advisory2002.html. Also, contact members of TexShare working groups. See http://www.texshare.edu/memberinfo/workinggroups.html to link to rosters and contact information. Contact information for the Task Force on TexShare database fees is at http://www.texshare.edu/programs/academicdb/feestaskforce.html

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Do you still have questions? We would like to hear from you at texshare@tsl.state.tx.us.