TexShare Advisory Board Meeting
Sam Houston Building, Room 210
November 1, 2001, 10:15 AM-2:15 PM
Meeting Minutes
1. Election of
Chair and Vice Chair
Paul Dumont moved that Dr. S. Joe McCord be nominated for Chair.
Eileen Shocket seconded the nomination. There being no further nominations,
Dr. McCord was elected by acclamation.
Paul Dumont also moved that Eva Poole be nominated for Vice Chair.
Elaine Wells seconded the nomination. There being no further nominations,
Ms. Poole was elected by acclamation.
2.Approval of Minutes
Minutes of the June 28, 2001 TexShare Advisory Board (TSAB) meeting
were approved.
3. Recognition
of Departing Members (Edward Seidenberg)
Departing members of the Texshare Advisory Board were recognized
by Edward Seidenberg, Deputy Director of Texas State Library and
Archives Commission (TSLAC):
- Gilda B. Ortego, Library Director, Jernigan Library, Texas A
& M University at Kingsville. (public university)
- Martha (Marty) Adamson, Assistant Vice President of Library
Services, University of Texas Southwestern Medical Center at Dallas.
(at-large)
- Marsha Harper, University Librarian, Abilene Christian University.
(private university)
4. Recognition
of Newly Appointed Members (Edward Seidenberg)
Edward Seidenberg introduced the newly appointed TexShare Advisory
Board Members:
- Elaine Wells, Director, University of Texas Health Center at
Tyler. (at-large)
- Rhoda Goldberg, Assistant County Librarian, Harris County Public
Library (public library - reappointment).
- Maurice Fortin, Library Director, Angelo State University. San
Angelo (public university)
- Nancy Anderson, Library Director, Howard Payne University, Brownwood.
(private university)
5. Introduction
of Library Resource Sharing (LRS) Staff (Beverley Shirley)
Beverley Shirley introduced the LRS Staff.
6. Report from
the TexShare Expansion Task Force (Rhoda Goldberg)
The TexShare Expansion Task Force has held two conference calls.
An additional teleconference involved a subgroup of the task force
and consulting librarians regarding K-12 interest in TexShare. The
task force determined that K-12 participation would be a long-term
process because of the number of school libraries and the legislative
issues involved. The Task Force discussed opportunities for collaboration
with K-12 that could be implemented more quickly. Libraries that
were identified as candidates for future expansion were Health Science/Hospital
Libraries, School Libraries, State Agency Libraries, Quasi-State
Agency Libraries, County Law Libraries, and Non-Profit and Museum
Libraries.
The Task Force will consider the following before its final report
in early 2002:
• A timetable for bringing potential members into TexShare;
• Responsibilities associated with TexShare membership;
• Funding implications.
7. Presentations
on TSLAC programs
7A. The Loan
Star Program (Deborah Littrell)
Ms. Littrell reported that the Loan Star Libraries Program
is currently collecting data from libraries to determine award
amounts from the $2.9M that was awarded by the Legislature. Emergency
Rules for the program will go to the Commission in November, 2001.
The Lone Star Libraries Program encourages public library participation
in the TexShare Card Program. TexShare Card Working Group comments
and suggestions are welcome.
7B. The Z Texas
(Z-LOT) Implementation of the Library of Texas (William E. Moen,
Ph.D)
Dr. Moen reported that an agreement between TSLAC and the Texas
Center for Digital Knowledge (TxCDK) would establish a ten-month
program to support, plan, and implement the virtual library component
of the Library of Texas including an integrating search and retrieval
interface and a framework for document delivery service. The project
will utilize the ANSI/NISO Z39.50 information protocol and build
upon the work of the Texas Z39.50 Implementer Group and its Z39.50
specifications. Additionally, it will utilize existing and emerging
standards for delivery of resources. Interested parties may obtain
further information by accessing http://www.unt.edu/zlot.
The Board unanimously approved a motion by Joe McCord that the
TexShare Advisory Board highly encourages involvement of TexShare
and its components in the planning and advising of the Virtual
Library Project of the Library of Texas to ensure that any effect
on TexShare is taken into consideration.
8. Working Group
Reports
8A. Courier
Program (Jo Anne Hawkins)
TExpress program membership stands at 206 libraries participating
through 167 sites. There are 178 possible subsidized slots, and
six new libraries are waiting to be accepted into the program.
Five slots remain after these libraries are added.
In calendar year 2000, 467,041 packages were carried, comprised
of 235,195 sent and 231,689 received. In 2001 (January through
August) 158,633 packages were sent and 159,056 were received,
totaling 317,689 and indicating a potential calendar year increase
in activity over that of 2000.
The Courier Working Group met by telephone conference call on
October 23, 2001. The group discussed the implications of the
legislated addition of private nonprofit medical libraries to
TexShare. They determined that statistics for the courier service
should be compiled on a fiscal year basis. They determined that
continuation of the flat fee is preferable to a tiered fee structure
for the service as long as the program continues to be subsidized
at current levels. The working group also reviewed the results
of the Amigos TExpress survey. They will suggest items to be included
in this year's survey.
8B. Card Program
(Jay Clark)
The Card Program Working Group met on September 6, 2001. Participation
in the TexShare Card Program has grown significantly with the
addition of public libraries. Satisfaction with the program is
very high. Many libraries, including the University of Texas at
Austin have shown significant increases in activity. In 2000,
only 93 books were lost. In the Loan Star direct aid program for
public libraries, libraries are encouraged to join the TexShare
card program. This has had a positive effect with 42 public libraries
joining in August.
The Card Working Group recommends a promotional travelling exhibit.
LRS is working on this.
8C. Education
Program (Ted Wanner)
Ted Wanner was unable to attend the Advisory Board Meeting; he
submitted a report. Training in the 2000-2001 Fiscal Year comprised
34 classes largely covering online databases. The education surveys
taken last fiscal year indicated that few libraries are willing
to send representatives to training more than 50 miles away from
their institutions. Large regional institutions are encouraged
to offer training sessions to smaller institutions in their areas.
The Advisory Board suggested that the group explore train the
trainer programs and use of regional library systems to identify
trainers. Additionally they mentioned use of Amigos training courses
and the development of a central repository for member-developed
database training materials. UT Austin has a Telecommunications
Infrastructure Fund grant to develop streaming videos for training.
One of the programs planned is an overview of TexShare resources
in English and Spanish. They will be happy to share this once
it is developed.
Ted Wanner has resigned as chair of the Education Working Group.
The Working Group has recommended candidates to fill vacancies
in the group.
8D. Electronic
Information (Tommie Wingfield)
The DataBases have been very well accepted by Texas Libraries.
The Electronic Information Working Group has identified problems
of identifying databases of local history. There have not been
enough Ovid ports. The Working Group will soon begin selecting
next year's purchases.
8E. ILL Program
(Sara Lowman)
The next ILL Workshop is scheduled for November, 2002. In FY
2000-2001 there were 270,576 loans made by TexShare libraries
to other TexShare libraries. Texas Tech was the biggest public
academic lender (13,801). The University of Houston was next with
13,394. Of the Health science libraries, Houston Academy of Medicine
(3332) and UT Southwestern Medical (3131) were the largest lenders.
Del Mar College was the largest lender among the Community College
Libraries (3,035). Of the private university libraries, Baylor
was the biggest lender with 7,036, and Texas Christian second
with 7,011. Of public libraries, San Antonio was the biggest lender
(9,773); Dallas was second with 9,211, and Amarillo third with
6,310. The biggest lenders were generally the biggest borrowers.
Members can see statistics on TexShare ILL activity at http://www.texshare.edu/memberinfo/statistics/illstats/illstats.2001.pdf.
The ILL Working Group is discussing a way to track lost materials.
8F. TexTreasures
(Kathy Hoffman)
The Texas Collections Working Group will sponsor a program session
at the Texas Library Association's annual meeting in April, 2002.
The program will demonstrate the variety of services offered by
TexShare, increase awareness of the unique collections within
Texas libraries, and increase awareness of grant opportunities
available to Texas libraries.
The working group plans to conduct a survey of members to see
how effective the TexTreasures grant program is and how it might
be improved. The announcement for the FY2003 TexTreasures grant
program is planned to be made in November, 2001.
Sarah Milnarich, Coastal Bend College, Beeville, Texas, has been
appointed to fill the vacancy on the working group.
9. Strategic
Partner Reports
9A. Amigos
Library Services (Judye Glick)
Ms. Glick reported that last year's Satisfaction Survey on the
courier service reflected 80% ratings of good or better. It is
difficult for Amigos to determine the number of "lost"
packages, since many of them are "found" again. Many
packages are "lost," due to faulty labeling. Amigos
is working on a new method of gathering Courier use statistics
through the Internet. Amigos can track how often libraries have
had to pay for items lost through the service by adding this information
to their automated system.
9B. University
of Texas at Austin (Sue Phillips)
UT Austin continues to support TexShare efforts as a strategic
partner.
10. Administrative
Report (Beverley Shirley)
Beverley Shirley reported that:
- Per a July 3, 2001, memo from Peggy Rudd to the TexShare Advisory
Board, TexShare members would pay no (TexShare) fees as long as
current revenue amounts are protected;
- The TexShare mission statement has been revised to reflect the
addition of libraries of clinical medicine to the Consortium;
- Working Group members whose terms expired in December 2001 have
been asked to extend those terms to August 31, 2002 in order to
reflect the state fiscal year;
- An internal audit of the Grant and Management System at TSLAC
recommends the following:
•TSLAC should add contract provisions addressing remedies
for non-compliance and sanctions for non-performance;
•TSLAC should require all grantees to submit an attachment
to their requests for reimbursement that identifies the expenses
incurred by approved line item category;
•TSLAC should provide information on its website for
funded grant programs;
• TSLAC should develop and issue materials for providing
consistent technical assistance information to all grantees.
New LRS (Library Resource Sharing) Division Staff members are:
· TexShare Coordinator: Valerie Johnson
· Resource Sharing Consultant: Dayna Jones
· Developer, Networked Services: Kevin Marsh
· Technical Assistant, Publications Clearinghouse: Alison
Carpenter
Michael Avila, Public Information Specialist, has completed:
· Press release on database offerings;
· Template for a press release for public libraries;
· TexShare bookmarks and window stickers;
· Library of Texas Website;
· Informational packet for TIF Board Members;
· Update of TexShare Brochures and Cards.
LRS will sponsor the following TLA programs in April, 2002:
· Z39.50 Preconference
· Library Of Texas: Preserving the Past & Shaping the
Future
· Library of Texas Virtual Union Catalog: Exploring New Realities
in Information
· TexShare Databases: Building the Future One Mouse Click
at a Time
· TexShare: Sharing Texas' Greatness
· Showcasing TexTreasures Grants
· Here Today AND Tomorrow: Preserving Texas Government Online
Information
The International Coalition of Library Consortia has issued an
endorsement of the Bath Profile and a revised set of Guidelines
for Statistical Measures of Usage of Web-Based Information Resources.
LRS recommends that the TexShare Consortium be an adopter of both.
The Library of Texas, a four-year project of TSLAC and the TIF
Board, has been awarded for this fiscal year $13,281,962.00 for
Phase II. This phase will continue the databases, implement the
Government Information Clearinghouse, create the Virtual Library,
and implement an extensive program to train librarians in Texas.
11. Public Comments
There were no public comments.
The meeting adjourned at 2:10 PM.
Present:
TexShare Board members:
Nancy Anderson, Howard Payne University
Paul Dumont, Dallas County Community College District
Maurice Fortin, Angelo State University
Rhoda Goldberg, Harris County Public Library
Joe McCord, University of Houston at Clear Lake
Eva Poole, Denton Public Library
Eileen Shocket, St. Edwards University
Darryl Tocker, Tocker Foundation
Elaine Wells, UT Health Center at Tyler
Texas State Library and Archives Commission:
Michael Avila, Library Resource Sharing Division
Alison Carpenter, Library Resource Sharing Division
Valerie Johnson, Library Resource Sharing Division
Dayna Jones, Library Resource Sharing Division
Deborah Littrell, Library Development Division
Kevin Marsh, Library Resource Sharing Division
Ryan Miller, Library Resource Sharing Division
Edward Seidenberg, Assistant State Librarian
Beverley Shirley, Library Resource Sharing Division
Jay Velgos, Library Resource Sharing Division
Working Group liaisons:
Jay Clark, San Jacinto College
Jo Anne Hawkins, University of Texas at Austin
Kathy Hoffman, University of Texas M.D. Anderson Cancer Center
Sara Lowman, Rice University
Tommie Wingfield, University of Texas at Arlington
Strategic Partners:
Judye Glick, Amigos Library Services
Sue Phillips, University of Texas at Austin
Visitors:
Carol L. McDonald, Independent Colleges and Universities of Texas,
Inc.
Dorothy Turner, State Auditors Office
Next Meeting: Thursday, February 7, 2002 at 10:15 a.m.
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