TexShare Advisory Board Meeting
10:15 AM until 2:45 PM on September 30, 2005
Texas State Library and Archives Commission
State Capitol Extension, room E1.012
Austin, TX
Minutes
1. Peggy Rudd welcomed new board members Cathy Dean
(replacing JJ Baskin), Loriene Roy,
and Larry Justiss.
2. Doug Ferrier was re-elected Chair and Martha Tandy
was elected Vice Chair.
3. Minutes from the July 8, 2005 meeting were approved.
4. Future meetings were scheduled for March 31, 2006
and June 30, 2006.
5. No public comment
6. TSLAC Update: Peggy
Rudd reported on the progress of the Sunset Review. Sunset
Commission staff will be examining the agency between March
-- August 2006. Sunset Commission staff may attend the Texas
Library Association (TLA) conference. The agency strategic
plan and LAR are also scheduled for the same timeframe.
Ms. Rudd gave an update on the renovation of Lorenzo de Zavala
Building. There is a short list of firms from which to choose,
and the interview process will begin in October. Some of the
firms on the list have experience in library and archives
projects.
Ms. Rudd also reported that the Institute of Museum and Library
Science (IMLS) gave TSLAC a grant to fund the Texas Heritage
Digitization Initiative (THDI) starting October 1st. Applications
for the position of THDI Coordinator had been received. The
project will allow Texas to create a means to search digital
collections across state.
7. K-12 Database Program Recommendation:
Beverley Shirley gave an overview of the process used to derive
the recommendations. Susanna Garza of ESC-20 gave a presentation
outlining the proposed partnership. The board approved all
seven of the recommendations listed below.
- Recommendation 1: A transition task force should be formed
to discuss and develop recommendations relating to K-12
participation in TexShare group purchasing agreements.
- Recommendation 2: The relationship of K-12 public school
libraries to TexShare should be defined in the TexShare
Roles and Responsibilities document.
- Recommendation 3: TSLAC should enter into a partnership
with ESC 20 to deliver consortium services to K-12 public
school libraries in Texas.
- Recommendation 4: TSLAC and ESC 20 should approach database
selection for FY07 in partnership.
- Recommendation 5: The partnership with K-12 libraries
should begin by identifying a single, common database (or
database vendor package) to be contracted for the TexShare
core and participating K-12 partners.
- Recommendation 6: By August 2006, TSLAC, working with
the TexShare Advisory Board, will determine the feasibility
of funding the K-12 portion of the shared database (or database
vendor package) based on a statewide K-12 fee schedule.
- Recommendation 7: The transition task force should study
the issue of criteria for K-12 participation in a statewide
database program and/or in TexShare.
8. TexShare Web Site Redesign: Mike Avila
reported that in light of changes in the TexShare consortium,
an evaluation of the website became a priority. TexShare is
at the first stage of the process, which is gathering information.
9. Working Group Reports:
a. Card Program:
Since the last Board Meeting, the Card Group has worked by
e-mail to clarify borrower responsibilities, re-affirm that
participating libraries should not be charged for patron fines,
and develop a statement promoting access to Katrina refugees
and evacuees.
In 2004-05, the TexShare Card Program continued to effectively
deliver books and materials where they were needed across
the state. The program circulated 559,369 volumes/items from
academic and public libraries; a 27% increase over the previous
year. A more detailed analysis will be presented at the next
board meeting.
b. Courier Program: Jo Anne Hawkins reported
the program is going well and the working group has not met
recently. Peggy Rudd commented on the new courier system employed
in Northeast Texas Library System. Beverley Shirley reported
on a study of courier turnaround time in conjunction with
Dallas Public Library.
c. Education Services Program: no report
d. Electronic Information:
The EIWG welcomed 4 new members to the group in August as
4 long-term members terms expired. Leaving the group were
Alice Nixon, Todd Peters, Don Dowdey, and Elizabeth Norman.
Joining the group are Sandra Munger, Kerry Keck, Lisa Borden,
and Karen Locher.
The EIWG met on August 30th to discuss K-12 participation
in the database program as well as plans for the coming year.
Results of the K-12 discussion have been provided elsewhere.
The Working Group surveyed TexShare members in terms of priorities
as input to the RFO process for TexShare databases. The survey
focuses on types of databases, not specific databases, and
asks respondents to prioritize their choices. Once results
are tallied, EIWG will meet to review and discuss the results.
TSLAC staff will then develop and issue the RFO’s. We
believe that OCLC Worldcat can be designated a unique “sole
source” database and a new contract for access to that
service may be negotiated without going through the RFO process.
EIWG also published a statement regarding access to database
resources for evacuees that is available on the TexShare web
site. The board recommended that thank you letters to the
vendors be sent under the Chair’s signature.
e. Interlibrary Loan: Sara Lowman suggested
a review of working group goals to determine the possibilities
for combining, adding and/or eliminating working groups. The
board asked staff to specifically look at the overlap between
the ILL working group and the Courier working group to see
if they could be combined. A similar examination should be
made to combine or eliminate other working groups.
f. Texas Collections/THDI: no report
g. Communications:
The working group is sponsoring a TLA program at the 2006
Annual Conference in April. It is entitled “Kindle Your
Community's Infatuation: Marketing enhances awareness, builds
community support for your library's services and programs.”
The purpose is to learn how to create/implement an effective
plan to excite patrons and public officials. The working group
will discuss how to reach out to shareholders. The participants
will walk away with samples, techniques and an easy-to-use
workbook to get started. The “TexSharing” Toolkit
CD will also be updated and passed out at the TLA Conference.
h. Library of Texas: no report
10. Strategic Partner Reports
a. University of Texas at Austin: no report
b. Amigos: Bonnie Juergens noted a correction
to the previous issue of the Gazette -- there are not 40 -
50 misdirected items a week, but 40 – 50 per month.
Ms. Juergens also reported on the invoicing process for collecting
the TexShare Database Program fees.
11. Administrative Report: Beverley Shirley reported.
a. TexShare Database Fees: As of September
22nd, we collected $1,520,290 (slightly over our target of
$1.5 million) of the TexShare FY05 Database Program fees.
651 libraries paid fees (99%). Nine public libraries declined
to pay FY05 database fees assessed to their libraries because
they are not using the TexShare databases. We arranged for
these libraries to have a free trial period with the databases
as an opportunity to use these resources and experience their
value.
Amigos Library Services sent out database fee invoices in
August. Amigos will collect fees and forward payments to database
vendors. By using this process, fee amounts will not be subject
to the state’s capital budget rules.
TSLAC staff did not have enough time to recalculate the database
fee schedule to bring it in line with the July decision of
the TexShare Advisory Board regarding the issue of multi-institutional
libraries. We will work with the Task Force on Database Fees
toward implementation of that recommendation in FY07 invoicing.
b. TexShare Card: Despite the maturity of
both the Loan Star Library grant program and the TexShare
Card program, public libraries and their patrons are still
confused about the workings and relationships between these
two services. Ann Mason, The TexShare Coordinator, visited
14 libraries in South Texas, discussing TexShare issues such
as participation in the card program and payment of database
fees. As a result of the visit, five libraries have expressed
an interest in joining the card program.
c. TSLAC Sunset: The TSLAC Sunset Self Evaluation
Study is available on the TSLAC Web site at http://www.tsl.state.tx.us/agency/sunset/.
Policy issues of special interest to TexShare member libraries
are policy issue five on preservation of historical government
records, policy issue six on assisting libraries in public
schools, policy issue seven on digitizing cultural heritage
resources, and policy issue eight on reviewing and modernizing
statutory language. We invite review and comment.
d. Digitization Planning: TSLAC, together
with 11 partner institutions in the THDI, will identify, describe,
digitize, preserve, and make broadly accessible special collections
materials of history and culture held by libraries, archives,
museums, and historical societies throughout the state.
e. K-12 Library Participation: In order
to gather information regarding expectations and needs for
a K-12 database program, TSLAC staff has held focus group
meetings with the TexShare Advisory Board, the TexShare Electronic
Information Working Group, representatives of the Education
Service Centers and school library administrators, and in
videoconferences with K-12 public school librarians.
f. Trademarking TexShare: TSLAC has applied
to the Texas Secretary of State to register “TexShare”
and “Library of Texas” as service marks in the
state of Texas.
g. TLA Programs: We are planning several
TexShare-related programs for the 2006 Texas Library Association
Conference. These include:
Fired Up For TexShare update on the database bid and K-12
participation
Sleepless in CyberSpace on genealogy resources
Kindle Your Community's Infatuation on communicating with
your community
Promoting the Library of Texas
Learning to Use the Library of Texas
Present:
TexShare Advisory Board Members:
Eileen Altmiller, St. Edward’s University
Nancy Anderson, Howard Payne University
Steve Brown, North Richland Hills Public Library
Cathy Dean, San Antonio
Doug Ferrier, University of Texas at Brownsville/Texas Southmost
College
Maurice Fortin, Angelo State University
Kathy Hoffman, University of Texas MD Anderson Cancer Center
Larry Justiss, Tom Green County Library System
Dennis Michaelis, McLennan Community College
Loriene Roy, University of Texas at Austin
Martha Tandy, Weatherford College
Texas State Library and Archives Commission:
Mike Avila, Library Resource Sharing Division
Dave Hardy, Library Resource Sharing Division
Ann Mason, Library Resource Sharing Division
Peggy Rudd, Director and Librarian
Beverley Shirley, Library Resource Sharing Division
Russlene Waukechon, Library Resource Sharing Division
Working Group Chairs/Liaisons:
Jay Clark, San Jacinto Community College, Card WG
Jo Anne Hawkins, UT Austin, Courier Services WG
Sara Lowman, Rice University, ILL WG
Suzanne McAnna, UT Austin, Card WG
Greg Tramel, Montgomery County Memorial Library System, Communications
WG
Syma Zerkow, Houston Public Library, Electronic Information
WG
Strategic Partners:
Bonnie Juergens, Amigos Library Services
Sue Phillips, University of Texas at Austin
Guests:
Laura Alfaro, San Antonio ISD
Rick Alvarado, ESC-20
Janice Cayton, Northside ISD, San Antonio
Susanna Garza, ESC-20
Aaron Ingold, ProQuest
Mary Langford, Library Consultant
Michelle Martinez-Vega, ESC-20
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