TexShare Advisory Board Meeting
Texas State Library and Archives Commission
April 5, 2001
TexShare Advisory Board Chairman Joe McCord convened the meeting
and welcomed guests.
Minutes
The minutes of the February 8, 2001 meeting were accepted.
Legislative Update (Rhoda Goldberg, Joe McCord, Peggy Rudd)
Information was provided on HB3591. Sponsored by Representative
Hunter, HB 3591 would extend TexShare membership to libraries of
nonprofit corporations that provide extensive library services and
collections including the fields of clinical medicine and the history
of medicine. Joe McCord stated that no one had anticipated the introduction
of this bill. A consultant’'s study of the Texas Medical Association
(TMA) library recommended that the library participate in consortia.
Acting on this study, the TMA board suggested this legislation to
Representative Hunter. The intent of the bill is to include the
TMA library in TexShare. There may be other libraries
to which the bill applies as well.
Rep. Hunter’'s sponsorship virtually assures House passage, and
it is anticipated that the bill will become law. Such expansion
of TexShare membership is consistent with the long-range plans and
vision of the consortium. However, there is no increased funding
tied to the bill. It is, therefore, advisable that TexShare prepare
an analysis of funding needs for the next legislative session, particularly
as TexShare is increasingly dependent upon telecommunication infrastructure
fund (TIF) monies, which are not as enduring as funds from general
revenue.
Dr. McCord and Beverley Shirley clarified changes in section 441.226
(f), stating that the purpose of this section is to reflect the
newly defined scope of membership, not to further open up membership.
This section allows the Advisory Board to recommend cooperative
projects with non-members to the Library and Archives Commission.
Peggy Rudd stated that the State Library is reservedly positive
regarding implementation of the bill. Should the bill pass, the
State Library will provide criteria under which new members can
apply and be accepted into TexShare and examine the functions and
collections of libraries applying to insure their membership reflects
the intent of the legislation. TexShare working groups should begin
examining the implications of this bill.
Previous expansions of TexShare have been planned, involving participation
of current members. Concerns about the less systematic nature of
this expansion have been expressed. Rep. Hunter addressed these
concerns during the House committee hearing, referring to the "hold
harmless" provision. This provision requires that the
Library and Archives Commission "phase in the expansion of
the TexShare library consortium to include libraries of non-profit
corporations only to the extent that the commission may efficiently
do so with the appropriations made to the commission and only in
a manner that does not reduce services to academic and public libraries
as a result of the expansion." Integrating new members
under this legislation will be a challenge; the Advisory Board and
TMA will need to work with the State Library to develop mechanisms
to facilitate this process. Ms. Rudd also stated that the
Board needs to proactively plan for continued expansion during the
legislative interim in order to be prepared for additional constituencies
that want to be admitted. Dr. McCord suggested that a task force
be appointed to work with Rep. Hunter’'s office on a legislative
strategy for expansion. The Board will be asked to act on this recommendation
at its next meeting.
Ms. Goldberg reported on other legislation, including:
- Funding for school library materials
- Housekeeping for public libraries and district elections.
- Internet filtering bills
- HB11 to specify number of members on commissions and boards.
This would decrease the number of commissioners on the State
Library and Archives Commission from seven to five.
- HB2361 to move TIFB administration to PUC.
- HB1736 and SB 1783 introduce another TIF account for rural
economic development. This has the potential to divert
a significant amount of funding. Also, the bills cut some money
coming into TIF. Since all TexShare database monies are
dependent on TIF, this is of special concern. Ms. Goldberg
suggested news releases regarding TexShare’'s contributions
be sent to legislators during the break between sessions.
Ms. Rudd reported on the State Library exceptional item budget
requests. It is unlikely that the request for money to augment
the TexShare database budget will be included in the appropriations
bill. The exceptional item to provide direct aid to public libraries
(Loan Star program) has received a good deal of legislative attention,
but with lower appropriation amounts than were desired. The House
is recommending $2.9 million for the Loan Star program, which would
be funded by shifting general revenue funds from the TexShare database
program into Loan Star and replacing the database funds with directly
appropriated TIF revenue. There would be no decrease in funding
for TexShare, just a change in funding source. The Board expressed
concern over this shift in database funding, as TIF is not established
as a permanent source of revenue. There was also some concern that
the TIF Board does not address the needs of academic libraries.
Ms. Rudd replied that, at a legislative briefing, it was apparent
that TIF does have awareness of academic libraries as part of Library
of Texas. Ms. Goldberg said Sam Tessen, director of the TIF Board,
has indicated awareness beyond public libraries and suggested that
the Board be proactive in presenting the needs of higher education
libraries. The Senate has recommended $1 million in general revenue
to Loan Star with no shift in funding.
Working Group reports
Courier working group
Jo Anne Hawkins presented the report for the
group. She reported that the TExpress program continues to gain
members with 204 libraries from 171 sites participating as of February
15 including about 75 public libraries which now comprise 37 percent
of participating libraries. In the calendar year 2000, 510,351
packages were delivered through TExpress. The rate of missing
items is less than 1%. Marquis Messengers added 8 new hubs improving
service particularly in the Panhandle area.
Ongoing review continues on the TExpress Users’' Guide. A conference
call is scheduled for April 17. The courier service contract was
awarded to Amigos Library Services and may be renewed next year
without going out for bid again. There is funding to subsidize 28
more sites in the courier service for the current fiscal year.
TSLAC presently subsidizes 60% of the costs for eligible courier
stops, with sites picking up the rest. The Working Group will
examine the current subsidy formula and make recommendations for
how to accommodate new users in upcoming fiscal years. Dr. McCord
suggested they review usage statistics to determine if variable
subsidies based on use would be desirable.
In response to an inquiry about budget funds for subsidies next
fiscal year, Ms. Rudd and Ms. Shirley confirmed the budget will
not increase.
Card Program working group
Jay Clark was unable to be present.
In his absence, a written report was submitted.
The meeting of the TexShare Card Working Group
was held at the Texas State Library on February 22, 2001.
Review the Statistical Categories for
measuring the program
Statistical categories used to measure
the program's effectiveness were discussed. Modifications were made
in the wording of the definitions of statistical categories five
and six in order to clarify these categories.
Consider net-lender reimbursement and user library reimbursement
The experience in the committee is that
large libraries find circulation to TexShare card holders represents
a small percentage of their business and reimbursement is not needed.
The group will review this decision annually in case the situation
changes. The Central Texas Library System is underwriting losses
their public libraries experience due to TexShare card circulations.
Jay Clark will write to the other regional systems recommending
they establish similar programs of guarantee.
Impact of Lone Star Libraries Program
A memo from Michael Piper indicated
the proposed Loan Star Libraries Project should have no effect on
the TexShare Card program.
Problem with putting TexShare books on reserve
There have been reports of faculty checking
out books using TexShare cards for use as class reserves at a home
library. This use of TexShare books is clearly outside of
authorized use of such books.
Bringing public libraries into TexShare
Approximately 64 public libraries have
joined. The committee has not heard of any significant or
special problems concerning the addition of public libraries to
the program.
Committee members pointed out that the
wide flexibility provided to user libraries in defining use of the
TexShare Card was one of its greatest strengths. As a way of limiting
risk, TexShare Cards could be issued where they are needed instead
of widely disbursed. Libraries could also limit use of the
card to 2-3 weeks for a specific purpose in order to limit risks.
The Committee also discussed writing
an article on the TexShare Card Program to public libraries through
an article in the Texas Library Journal. An article
about the TexShare Card program ran in the Waco-Herald Tribune.
Tania Bardyn of UT Health Science Center
in San Antonio will research costs for a traveling exhibit promoting
the TexShare Card.
Education working group
Bonnie Juergens presented the report for the group. The working
group’'s primary activity is a follow up to their general membership
survey. Results are not yet available.
Electronic Information working group
Tommie Wingfield presented the report for the group.
- Vendor responses to the State Library’'s request for information
(RFI) for databases were due March 2. Approximately forty-four
were received. Approximately thirty-two statewide trials
are being conducted. Eight vendors of multiple-database
packages (OCLC, Bell & Howell, CARL, Wilson, Ebsco, Ovid,
Silver Platter and Gale) provided the group with demonstrations.
A conference call will be held next week to discuss the trials
and the demonstrations; the working group will report out as
soon as possible. Prior to issuing the RFI, a survey of
the TexShare membership solicited input regarding database preferences.
Summary results are on the TexShare Web site. Funds for
databases must be encumbered by May 31 in order to accommodate
state purchasing deadlines.
Interlibrary Loan working group
Sara Lowman presented the report for the group.
- The Working Group host an ILL Workshop in Dallas on June 1,
2001. Mary Jackson from ARL is the keynote speaker. Registrations
are down so far this year.
- On April 25 there will be a copyright workshop sponsored by
University of Houston. Everyone is welcome (free of charge).
Texas Collections working group
Kathy Hoffman presented the report
- Deadlines to apply for this round of TexTreasures grants was
March 30. 10 applications were received (3 public, 7 academic)
compared to 9 last year (3 public). Same institutions
are applying with some new ones. The number of applications
has declined over the last several years. The Working Group
will meet in June to review the applications.
- Committee will be working on a survey to gather information
both from grant recipients and from institutions that have not
received grants.
- Request that TSAB that a newly vacated position on the WG
be filled.
- To increase visibility of the TexTreasures program, Ms. Hoffman
recommended that the TexShare Web site include links to previously-funded
projects that are currently online. Another possibility is a
TexTreasures program at TLA.
Strategic Partner reports
Amigos Library Services
Bonnie Juergens reported.
- Previously a single full-time employee supported TExpress. Changing
to support desk support has extended support hours to 10 hour/day
with 3 employees knowledgeable on supporting TExshare.
- Ms. Juergens indicated that statistical reporting of TExpress
use is important and suggested directors provide their reports
by the due date.
University of Texas at Austin
Sue Phillips presented the report for the University of Texas at
Austin.
- Ms. Phillips reported no difficulties in access to TexShare
databases hosted at UT-Austin.
- Providing support for database trials and database selection
have occupied UT-Austin staff efforts.
- Ms. Shirley thanked UT-Austin for hosting the database demos
with outstanding support and facilities.
Administrative update
Beverley Shirley reported on the proposed TexShare legislation,
LRS staffing, Courier contract, LRS audit, Library of Texas, and
TexShare programs at TLA. TexShare legislation was previously discussed.
TexShare Legislation: Ms. Shirley provided
a summary that reflected the information discussed previously in
the meeting.
Library Resource Sharing Staffing Issues:
There are now 5 openings, inclusive of two new positions, within
the Library Resource Sharing Division. New positions will
be posted soon, including one for a Public Information Specialist.
A temporary Special Projects Coordinator, Bonnie Grobar, has joined
the staff through end of August.
Courier contract: The Library and
Archives Commission, at their February 6, 2001 meeting, approved
a contract with Amigos Library Services for courier services. This
contract runs through August 31, 2001 and may be renewed at that
time without a re-bid process. Subsidized sites will pay 40% of
the costs associated with participation. TSLAC subsidizes the remaining
60% of these costs. There is funding to allow 28 additional subsidized
sites into the courier program. This year’'s contract reflects a
$50 per year increase over previous yearly fees. The Courier Working
Group was asked to review the 60/40 formula and make a recommendation
regarding subsidy configuration to the TexShare Advisory Board.
LRS Audit Report: After a meeting with representatives
of the General Services Commission, it was determined that the TexShare
database purchase would not require a formal Request for Proposal
procedure. Due to the amount to be expended on databases this year,
a Request for Information process is being followed. TSLAC
will document the purchasing process and develop a report on this
database purchasing procedures.
Library of Texas Update: Phase I of the Library
of Texas, database acquisition, is in process. Application for Phase
II has been submitted to the TIF Board. Phase II includes
three new components, government information, virtual union catalog,
and training.
TLA Programs: The TLA sessions related to
TexShare programs were successful. About 125 people attended
the TexShare program and about 80 persons were at the Library of
Texas Databases program.
Staff vacancies have slowed progress toward implementation of the
marketing plan that was approved at the last Advisory Board meeting.
Present:
TexShare Board members:
Rhoda Goldberg, Harris County Public Library
J.J. Baskin, Austin Public Library Foundation
Paul Dumont, Dallas County Community College District
Glenda Swink, Southwest Texas Junior College
Eileen Shocket, St. Edwards University
Joe McCord, University of Houston at Clear Lake
Eva Poole, Denton Public Library
Texas State Library and Archives Commission:
Beverley Shirley, Library Resource Sharing Division
Peggy Rudd , State Librarian
Ed Seidenberg, Assistant State Librarian
Allen Mullen (recorder), Library Resource Sharing Division
Working Group liaisons:
Jo Anne Hawkins, University of Texas at Austin
Bonnie Juergens, Amigos Library Services
Sara Lowman, Rice University
Tommie Wingfield, University of Texas at Arlington
Kathy Hoffman, University of Texas M.D. Anderson Cancer Center
Strategic Partners:
Bonnie Juergens, Amigos Library Services
Sue Phillips, University of Texas at Austin
Next Meeting: June 28, 2001 at 10:15 a.m.
|
