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TexShare Advisory Board Meeting
December 7, 2000
Meeting Minutes
Meeting Location: Texas State Library and Archives Commission,
Austin
In the absence of Eva Poole, TexShare Advisory Board Vice-Chair,
senior Board member Joe McCord opened the meeting.
1. Review/Revise Agenda:
Agenda approved without amendment.
2. Welcome new Advisory Board
members
Dr. McCord welcomed two of the Board's new members:
-
Eileen Shocket, Chief Librarian, St.
Edwards University Library, Austin. Ms. Shocket has worked at
St. Edwards since 1975, and has served in her current post since
1985. In April 1998, Ms. Shocket was appointed to the Library
Working Group of the Telecommunications Infrastructure Fund
Board, and became chair of that committee in July 1999. A resident
of Buda Texas, Ms. Shocket has served two terms on the board
of the Moreau Public Library in Buda, and written grant proposals
to secure funding for the Buda library. Ms. Shocket earned her
BA and MLS degrees from the University of Texas at Austin, and
replaces Robert Seal as one of the Board's two private academic
institution representatives.
-
Glenda Swink, Library Director, Southwest
Texas Junior College, Uvalde. Ms. Swink has served in her current
post since 1994. Her previous experience includes five years
as Director of the Uvalde County Public Library, and nine years
as a school librarian for the Uvalde CISD. A native Houstonian,
Ms. Swink received a BA from the University of Houston, and
earned her MLS from Sam Houston State University. Ms. Swink
will fill the seat vacated by George Huffman, and will serve
as one of the Board's two community college representatives.
The Board's third new member is J. J.
Baskin, President of the Austin Public Library Foundation.
A former Director of National Business Development with the Greater
Austin Chamber of Commerce, Mr. Baskin has served as a business
consultant for Internet and high tech firms. He has a BA from
Trinity University and an MPA from the LBJ School of Public Affairs
at the University of Texas. Mr. Baskin replaces Grant Jones, Abilene,
as one of the Board's two representatives of the general public.
Mr. Baskin was unable to attend this Board meeting.
3. Election of TexShare Advisory
Board Officers:
-
Chair: Joe McCord (Paul Dumont nominated,
seconded by Marsha Harper). Elected by acclamation. As elected
chair, Joe McCord presided over remainder of meeting. He will
serve a one-year term.
-
Vice Chair: Eva Poole (Marsha Harper nominated,
seconded by Rhoda Goldberg). Re-elected by acclamation. Ms.
Poole will serve a one-year term as Vice-Chair.
4. TexShare Working Group
Reports:
Card Program
Jay Clark reported that the TexShare Card program continues its
expansion to serve public libraries. He reported that all academic
libraries rejoined the Card Program by signing the revised card
participation agreement. Fifty public libraries have joined the
Card program so far.
Clark noted that the TexShare Card Working Group designed the
new Card Agreement to enable individual libraries to exercise
increased control over circulating their collections to TexShare
members. The Board asked the Card Working Group to remind participants
that clients need to present positive photo identification when
they use their TexShare cards. A meeting of the working group
is scheduled for February 8.
Courier Program
In November, the Courier group conducted a pilot survey to determine
TExpress turnaround times. The survey provided useful information,
and allowed the group to try methodologies that will be useful
in future surveys. To improve turnaround times, the courier vendor
plans to add additional hubs in the Panhandle area on January
2. On February 13, the group will hold a conference call meeting
to continue monitoring the courier service.
Jo Anne Hawkins reported that April Bennington has resigned as
chair of the Courier Working Group. Ms. Bennington will remain
as a member of the working group through 2001. Her replacement
as chair is Jerilynn Williams, director of the Montgomery County
Library System. Jerilynn will begin her term as Working Group
chair on January 1, 2001.
Education Program
Bonnie Juergens reported that the Education Working Group's planned
activities for FY2001 to include:
Members of the Education Working group
are contacting chairs of other TexShare working groups to elicit
information about training needs, and to coordinate activities
with those groups.
Electronic Information
Tommie Wingfield reported that a subcommittee of the Electronic
Information Working Group selected 5,000 electronic book titles
from netLibrary. Now the subcommittee is replacing extra copies
of netLibrary titles that experienced lower use than anticipated.
Ms. Wingfield said the subcommittee hopes to compile more statistical
data and input from TexShare members to guide future e-book purchases.
The working group is exploring ways to provide catalog records
for netLibrary holdings as well. Marty Adamson suggested that
TexShare have a single unified e-book catalog to which all TexShare
libraries can point. Sue Phillips suggested that the virtual union
catalog component of Library of Texas be configured to accommodate
this.
Based on a survey of TexShare libraries, the working group has
identified categories of databases for purchase. They also identified
specific products within those categories. In selecting databases,
the group will balance the benefits of starting with a clean slate
against the advantages of retaining existing offerings to achieve
continuity.
ILL Program
Sara Lowman reported that the Interlibrary Loan workshop is scheduled
for June 1, 2001 in Dallas. As many as 200 attendees are expected.
At its upcoming meeting in January, the group intends to discuss
cooperative collection development.
TexTreasures
Reporting for Kathy Hoffman, who was unable to attend the meeting,
Michael Piper said grant application materials for the next TexTreasures
grant cycle will be posted on the TexShare Web site within 10
days.
5. Strategic Partner Reports
Amigos Library Services
Bonnie Juergens and Michael Piper updated the Board on the TExpress
service. The current courier agreement, which expires on December
31, has been extended through February. This will allow time for
the State Library to finish the process of re-bidding the courier
contract, and assure uninterrupted service for TExpress sites.
This new TExpress contract will be approved at the February 5
meeting of the Texas State Library and Archives Commission. It
will be a 6-month contract, extending from March 1 through August
30, 2001. In March, TExpress sites will be billed for service
during the period from January 1 through August 31, 2001. The
amount of this invoice will be based on the new contract price,
and will be announced as soon as possible.
Thereafter, each yearly TExpress service period will match the
state fiscal year, which goes from September through August. In
subsequent TExpress contracts, participants will pay one invoice
for their entire 12-month service period. The TexShare Advisory
Board and the State Library are committed to keeping this amount
as close to the current price as possible.
Amigos will issue a statement to participants in the program
addressing the issues of billing and service that arise due to
this process.
Ms. Juergens also reported that Amigos has worked with State
Library staff to select leather portfolios and pen sets as gifts
for TexShare Advisory Board members whose terms expire. The Board
authorized Amigos to purchase 10 of these items, at a cost of
$534. These items will be purchased with pre-FY 1999 TexShare
funds administered by Amigos. After this purchase, Amigos will
have a remaining balance of $1,433 from TexShare management contracts
awarded prior to fiscal year 1999.
The University of Texas at Austin
Sue Phillips reported that no major problems have been reported
on the primary databases loaded at UT Austin. ABI & Periodical
Abstract show a decrease in use. This could be due to the text-only
format of the data. Although UT-Austin loads the tapes as soon
as they arrive, there is also a problem with receiving database
tapes in a timely manner. Ms. Phillips recommended that TexShare
move away from tape loads in the future.
6. Administrative Report
Audit recommendations
Michael Piper reported that Deborah Littrell, previously the
TexShare Coordinator for TSLAC, has started her new position as
head of Library Development Division. Piper expects to begin recruitment
for this position as soon as possible.
Piper reported that the internal audit report of the Library
Resource Sharing Division has been received and that TSLAC is
preparing administrative response for approval at the February
5, 2001 Commission meeting. The audit report had five TexShare-related
recommendations:
1) Database procurement procedures need to
be reviewed to ensure compliance with state purchasing requirements.
2) The State Library should develop a written
procedure to formally monitor the courier service contract.
3) TexTreasures grant proposal review cover
sheets should include reviewer names and date when they performed
the review.
4) The Education Working Group should time
their work so recommendations can be made and approved by the
TexShare Advisory Board early in the fiscal year, to give staff
adequate time to plan and organize training for the next year.
5) At the end of each month, the State Library's
accounting office should provide a report of TexShare invoice
payments to speed identification of outstanding invoices and payments
received.
Working Group nominations
Michael Piper presented nominees for terms
on TexShare working groups, starting January 1, 2001. These recommendations
continue the effort toward integrating public librarians into
the TexShare committee membership. In some cases, expired terms
will be left unfilled to achieve more equal representation among
academic and public libraries. The Advisory Board endorsed the
following TexShare working group appointments for 2001:
Card Working Group
Re-appointments: Tania Bardyn (UT Health Science Center, San
Antonio) and Hugh MacDonald (Texas Christian University). New
appointment: Virginia Davis (Southwest Texas Junior College, Uvalde)
Courier Working Group
Re-appointments: Mike Robinson (Sul Ross University, Alpine) and
Lee Andrew Hilyer (Rice University).
Education Working Group
Re-appointments Alice Specht, Chair (Hardin-Simmons University,
Abilene), Jerry Hoke (Wharton County Junior College, Wharton)
and Janna Lawrence (University of Texas Health Science Center,
San Antonio)
Electronic Information Working Group
No appointments. This working group will remain unchanged in
2001.
ILL Working Group
Re-appointments: Jeanette Mosey (Austin Community College, Austin),
Heather Perkins (University of Texas Southwestern Medical Center,
Dallas). New appointment: Yolanda Calzada (Fort Stockton Public
Library)
Texas Collections Working Group
No appointments. This working group will remain unchanged in
2001.
Working Group charges
To prepare for the coming year, the Board reviewed working group
assignments, and made the following assignments to its working
groups for 2001:
Card Working Group
-
Evaluate public library participation in the
Card program.
-
Research net lender reimbursement.
-
Research the concept of a materials replacement
fund, which would reimburse libraries for items lost to TexShare
Card borrowers.
-
Helping to market the TexShare Card service.
Jay Clark, Card Working Group liaison, will propose timelines/
target dates for these three assignments.
Courier Working Group
-
Monitor and make recommendations on shipping
guidelines.
-
Survey turnaround times.
-
Assist in evaluation of courier service, and
in marketing TExpress.
Education Working Group
-
Conduct a follow-up survey of membership.
-
Establish a liaison with other working groups.
-
Develop a timetable for completing training
recommendations (late summer).
-
Develop a new evaluation instrument, which
will be used for all TexShare training events.
-
Assist with marketing of TexShare training
events.
Electronic Information Working Group
-
Recommend expanded databases for the Library
of Texas initiative, using the expanded funding made possible
by the grant from the Telecommunications Infrastructure Fund
Board.
-
Keep TexShare members informed as the database
selection process unfolds, including posting an FAQ (Frequently
Asked Questions) on the TexShare Web site. This is especially
important now, since some libraries may be unaware of the expanded
funding available for databases made possible by the Library
of Texas initiative. This expanded funding, along with the recommendation
from the Fees Task Force for a common set of databases for both
academic and public libraries, means TexShare database offerings
will change in FY 2002.
ILL Working Group
Marty Adamson suggested that there is a need for a liaison between
this group, the Courier group, and the Education group.
TexTreasures Working Group
The board discussed a working group to improve communication
among members and heighten awareness of TexShare programs. Michael
Piper agreed to add marketing to the TexShare coordinator's position
description. The Board also agreed to add a marketing component
to charges for existing working groups, and decided to discuss
this further at a future meeting.
TexShare Marketing Plan
Continuing a topic initiated at an earlier meeting, the Board
reviewed the latest TexShare marketing plans, and approved the
following actions:
Direct Mail Brochure to Public Library Directors. This
mailing will include an overview of TexShare services, and an
invitation to participate in TexShare services. It is intended
to increase awareness about TexShare services. Planned rollout:
January 2001.
Custom mailing to non-participating libraries. To complement
the direct mail piece, the Board approved a mailing to public
libraries that do not participate in the database program. Board
members suggested that regional library systems be asked to help
in raising awareness of non-participants. Another suggestion:
custom mailings to libraries that participate in only the database
program, encouraging their expanded participation in other TexShare
services. Planned rollout: January 2001.
Interlibrary Loan Bookmarks. The Board asked staff to
investigate custom bookmarks, which would be printed and distributed
in volume to libraries that participate in Interlibrary Loan.
Any book or resource loaned from one library to another can be
flagged with a bookmark, identifying it with the message:"Interlibrary
Loan of this item is supported by the resource sharing programs
of TexShare." Planned rollout: To be determined.
TexShare Databases 3-Ring Binders. The Board endorsed
the distribution of vendor-provided 3-Ring binders to public libraries
as a tool for organizing the information on databases provided
by TexShare. The Board requested that academics be included in
the program as well. Planned rollout: January 2001.
TexShare Window Decals to inform patrons of a library's
participation in TexShare programs. These decals on library doors
and windows will bring visibility and added use to these programs.
Planned rollout: February 2001.
The Board deferred action on two other marketing concepts: Custom
TexShare Database Web Portals and TexShare Posters.
Piper reported that there is not a TexShare line item for marketing,
but there are other line items in the TexShare and Library Resource
Sharing budgets that can be used for expenditures on informational
materials. Library Resource Sharing staff will figure cost estimates
on these marketing items and report at future TexShare Advisory
Board meetings.
After discussing the advisability of forming a new committee
to coordinate TexShare marketing, the Board agreed to re-visit
this topic later. Piper will add marketing to the TexShare Coordinator's
position description, and consult with the State Library's Public
Information Officer, then report at the Board's February meeting.
Update on Library of Texas
Piper reported that the Telecommunications Infrastructure Fund
Board has funxas Coordinator.
Loan Star Libraries
Loan Star Libraries is a proposal for direct
state aid to Texas public libraries. This partnership between
the State of Texas and local political jurisdictions is intended
to:
-
Improve public library services statewide.
-
Ensure access to adequate public library
resources and services for all Texans.
-
Provide an incentive to local communities
to extend public library services without charge to those residing
outside each public library's legal service area.
-
Build the capacity of each public library
to serve as the information resource and lifelong learning center
for their community.
-
Enhance the public library's ability to serve
Texans in the "Digital Divide."
- Improve each public library's ability to provide access point
to e-government.
The Loan Star Libraries proposal is a $40 million exceptional
item request in the Texas State Library and Archives Commission's
requested budget for FY2002-2003. The Texas Legislature must approve
and fund the proposal to make it a reality.
Since the primary purpose of the Loan
Star Libraries program is to extend public library resources to
all Texans, participating libraries would receive incentives to
encourage them to eliminate non-resident fees. The Board discussed
possible implications of this proposed legislation on the TexShare
Card program, and agreed to re-visit this issue if the Loan Star
Libraries initiative receives funding.
Upcoming meeting dates:
-
February 8, 2001 at the Texas State Library,
Austin
-
April 5, 2001 at the Texas State Library,
Austin
Present:
TexShare board members
Marty Adamson, Paul Dumont, Rhoda Goldberg, Marsha Harper, Joe
McCord, Gilda Ortego, Eileen Shockett, Glenda Swink and Darryl
Tocker
State Library
Michael Piper and Beverley Shirley
Working Group Liaisons
Jay Clark, Jo Anne Hawkins, Bonnie Juergens, Sara Lowman and
Tommie Wingfield
Strategic Partners:
Bonnie Juergens (Amigos Library Services) and Sue Phillips (The
University of Texas at Austin)
Visitors
Norman Hood (Independent Colleges and Universities of Texas)
