TexShare Advisory Board Meeting
10:15 AM until 2:00 PM on October 20, 2006
Texas State Library and Archives Commission
1201 Brazos, room 314
Austin, TX
Minutes
1. Ed Seidenberg welcomed new board member Candice
Scott, and welcomed back renewing members Martha Tandy and
Cathy Dean. He also presented a certificate of appreciation
to Syma Zerkow for her outstanding work as the past Chair
for the Electronic Information Working Group.
2. Doug Ferrier was reelected Chair of the board
for 2007, and Martha Tandy was reelected Vice Chair.
3. Minutes from the June 30, 2006 meeting were approved.
4. The next 3 board meetings were scheduled: Jan.
26, 2007; April 27, 2007; and July 13, 2007.
5. No public comment.
6. TSLAC Update: TSLAC Update: Ed Seidenberg
gave an update on the building renovation (there was a meeting
with Senator Ogden in November) and the Sunset process. The
Sunset staff released their report on Sept. 20th. Next, the
Sunset Commission will hold public hearings on Nov. 14th or
15th. After that, the Sunset Commission will announce their
decisions on Dec. 12th or 13th.
7. TexShare LAR Budget ’08-‘09: Beverley
Shirley reported on the LAR request, and Ed Seidenberg discussed
budgetary issues (see item #11-G below). The Chair will draft
and forward to the board a resolution in support of TSLAC’s
budget strategies for ’08-’09 biennium.
8. TexTreasures Rules: Beverley Shirley
and Ellen Safley reported.
The agency is consolidating all the grants under one subchapter
of the rules. Each TSLAC grant program will have a separate
section for their specific rules, but the general rules will
apply to all grants. Some of the details will not be put in
the rules, but will be addressed in the guidelines for each
grant program. The task of the working group was to look at
the existing TexTreasures rules and recommend changes. The
changes considered include:
- Do we still see the purpose of TexTreasures grants as
“seed” money, or do we want to allow the grants
to fully fund discrete projects?
The recommendation of the group was to drop the seed
money and allow funding to discrete projects. The issue
of allowing applicants to apply for additional funding for
the same project for up to 3 years of funding was also discussed,
but we didn’t come to a final recommendation.
- Microfilming is now in use as a preservation technology,
not as a strategy for increased access to collections. Would
it, therefore, be appropriate to remove “microfilming”
from the list of eligible project activities?
The group agreed that microfilming was principally a
preservation technology, and that these grants are not specifically
for preservation activities but is meant for access and
resource sharing projects. The group recommends that “microfilming”
be removed from the list of eligible project activities.
- TexShare member libraries have forged a number of valuable
partnerships enabling their joint digital projects. Should
we allow non-profit organizations applying on behalf of
TexShare members to be eligible? Should we allow TexTreasures
funding to be applied to non-member partners in the project
as well as to TexShare member collections?
After a lengthy discussion, the group agreed that the
applicant should be a TexShare member, and the funds should
be awarded to the applicant. TexShare members can apply
on behalf of a partnership that includes non-members, and
the funds can be directed to non-profit organizations in
the partnership.
- Other competitive grants offered by TSLAC do not specify
a match in the grants’ rules; rather match is specified
in the grant guidelines and does not come into play for
amounts at the $20,000 - $25,000 level. Should we remove
the match requirement from TexTreasures grants? If so, should
we ask applicants to address sustainable access to their
collections in the project design portion?
The recommendation of the group is to remove the match
requirement from the grant rules, but award points in the
scoring for cost effectiveness to encourage leveraging local
resources. The group proposes adding a question to the rules
under Award Criteria, Cost Effectiveness – “Does
the project proposal leverage local resources?”
- Other competitive grants offered by TSLAC do not specify
a cap on the amount of the grant. Should we continue to
cap grants to individual applicants at $20,000? Would it
be appropriate to have a larger cap for collaborative projects
- $25,000?
The group recommends keeping the cap at $20,000 for
a single applicant and raising the cap to $25,000 for collaborative
projects. This should be taken out of the rules and put
in the guidelines to be consistent with the other TSLAC
grants.
- The commission will also be considering a proposal that
for FY2008 and FY2009 portions of each competitive grant
be reserved for regional library system applications, should
systems choose to apply. We ask the TexShare Advisory Board
to make recommendations to the commission regarding this
proposal as it relates to TexTreasures grants.
There was concern expressed by the working group that
the grant funds available are too small to reserve a portion
of it for the Systems. The working group would be scoring
all applications, while only giving out 2 or 3 grants each
year based on those scores. The time and energy necessary
to go through the process of awarding the grants would be
disproportional to the small number of grants awarded on
the basis of that scoring process.
The board voted to forward these WG recommendations to the
Commission.
9. Working Group Reports:
A. Card Program: Jay Clark reported.
- In FY06, there were 30,095 TexShare cards issued from
the 392 TexShare libraries that reported. There were 457,552
items circulated. This reflects a decline in items circulated
from the public libraries. It was suggested that more promotion
of the TexShare card use to the public libraries might help
to address the decline in circulation. (See item #11-E for
one approach TexShare staff is already taking. This class
will also be repeated at TLA Annual Conference in April
2007.)
- In the 10th anniversary of the program, we should keep
in mind that TexShare has created a program that is providing
to Texas citizens resources equivalent of building a university
library or a large public library.
B. Interlibrary Loan/Courier Service: Kate
Cordts reported.
- The Interlibrary Loan/Courier Working Group presented
the 7th Interlibrary Loan Workshop on September 29th at
the Doubletree Hotel in Austin. The location was changed
this year to provide an opportunity for Interlibrary Loan
professionals and staff in other parts of Texas to attend
more easily. Total registration was 134, making this the
best-attended workshop to date. The keynote topic was “Rethinking
Resource Sharing” and most of the presentations were
focused on the changing role of Interlibrary Loan not only
in Texas but on a global level. The workshop went smoothly
and was well received by the participants. PowerPoint presentations
are posted to the TexShare web site at: http://www.texshare.edu/ill-courier/7thworkshop/agenda.html
Interlibrary Loan Department of the Year awards were presented
during the workshop. The winners were: Academic Library
-- Texas A&M University, College Station; Public Library
-- Amarillo Public Library; and Special Library -- Southwestern
Baptist Theological Seminary.
The WG has suggested that future workshops be held in different
locations around the state. Early discussion for the next
workshop suggested holding it in San Antonio or Corpus Christi
in the Spring 2008.
- WG members contacted non-reporting libraries earlier this
year and Ann Mason contacted every non-reporting library
before the end of the fiscal year. These efforts resulted
in an excellent report. Almost 100% of courier participants
reported statistics! Only one library did not report. These
statistics are vital for the Cost Avoidance report to the
legislature.
Final statistics for FY 06:
Subsidized libraries 163
Non-subsidized libraries 11
Total shipped 329,582
Total received 332,513
C. Education Services Program: No report.
D. Electronic Information: Kerry Keck
reported.
- As reported this summer, TSLAC has completed contract
negotiations for this fiscal year. The EIWG plans to meet
to review TexShare’s need for expanding the TexSelect
program. We hope to add 2 to 3 new databases to the program
during the next year. EIWG will work to develop guidelines
and a timeline for weeding the netLibrary ebook collection.
- The following new members have been named to replace representatives
whose terms have expired: Kristen L. Cook, McLennan Community
College; Kristen Merritt, Palestine Public Library; Stephanie
Langenkamp, San Marcos Public Library. The WG expresses
sincere thanks to the outgoing members: Marian Jackson,
Tyler Junior College; Janis Test, Abilene Public Library;
and outgoing chair Syma Zerkow, Houston Public Library.
E. Communications: Greg Tramel reported.
- The TexSharing Toolkit 2.0 is on the TexShare Outreach
Materials web page www.texshare.edu/outreach_materials.html.
It now includes the TexShare Communication Plan Workbook:
A Step-by-Step Customizable Marketing Guide for TexShare
Member Libraries. The TexSharing Toolkit includes other
materials to enthuse staff, customers, funding entities,
and others in the community about TexShare services. It
contains logos, brochures, bookmarks, flyers, sticker and
button templates, customizable press releases, posters,
customizable Op-Ed articles and database searching guides.
- The TexShare Communications WG TLA Conference 2007 program
will be Take the Cloak of Invisibility off Your E-Collections!
Making "E" Visible presented by Lesley Williams,
Head, Information Services, Evanston Public Library, IL.
To draw patrons past the Googles of the world, we need to
revolutionize how electronic resources are promoted. Hear
what Lesley suggests librarians and vendors do to "uncloak"
electronic collections. Lesley Williams is the author of
the June 15, 2006 Library Journal article addressing this
topic www.libraryjournal.com/article/CA6341888.html.
- The TexShare web page re-design is currently in stage
5, which is the create navigation stage. We are currently
working with the new Webmaster and LRS staff to focus on
the navigability of a new TexShare web page and to make
sure all state and federal legal requirements applicable
to state Web sites are met.
- It was suggested that the group discuss how they could
assist the Card WG in promoting the Card program as Jay
Clark mentioned above.
F. Library of Texas: Jeanette Mosey reported.
- Usability Testing: Diane Neal has submitted her report
on the Usability Testing for the Library of Texas. The working
group will discuss it and bring details of that discussion
to you at the next meeting of the Advisory Board.
- LoT Enhancements Update:
- Allow a library to automatically verify patron status
for ILL or hold requests via support of SIP2 and NCIP
standards for this function. Status: In testing.
- Allow users to place holds on items they find in their
home library catalog and provide a list of possible branches
for user pickup based on patron status, again via support
of SIP2 and NCIP standards for this function. Status:
In testing.
- Support ILL request processing via ISO ILL protocol-compliant
messages and via email systems. Status: In testing.
- Link item records to external databases using Open-URL
link resolvers. Status: Implemented.
- Adjust the "Advanced Search" page to make
it more article-friendly by adding start and end date
boxes; adding AND, OR, and NOT operators; making 4 text
boxes with default fields "title, author, keyword,
Journal title;" re-labeling the ID number as ISBN/ISSN.
Status: Implemented.
- Display "Link to Article" button instead
of the actual URL. Status: Implemented.
- Add an "Article Text" link at top of full-record
display, taking the user to the beginning of the text.
Status: Implemented.
- For items that include summary of an article, add a
"Summary" label and link to the beginning of
the summary. Status: Implemented.
- Allow a library to have local results appear first
on the right side of the results page. Status: Implemented.
- Sharing MARC Records FAQ: The Working Group discussed
a draft “FAQ on Sharing MARC Records” at its
July meeting and is revising it. Permission forms to link
to library catalogs and download MARC records were mailed
to Library Directors during the summer.
- Local Database Subscriptions & Virtual Reference
Services Links: The WG discussed possible ways for libraries
to formally alert Kevin to local database (non-TexShare)
subscriptions and about virtual reference (VR) services
for linking from a library’s LoT interface page.
- LoT WG Web Site: the WG web site is being taken under
review.
G. TexTreasures Grants: See agenda item
#8 above.
10. Strategic Partner Reports
A. University of Texas at Austin: No report
B. Amigos: Tim Prather reported.
The Summer 2006 Express Gazette was distributed. A report
was also distributed from Bonnie Juergens on the national
symposium she attended entitled “Moving Mountains: A
Symposium Exploring Library Courier Services.” The symposium
was held Sept. 14-15 in Denver and over 100 people attended.
The information on the symposium is on their web site at:
http://www.clicweb.org/couriersymposium
C. ESC-20: Susanna Garza reported.
- At this point, 2.3 million K-12 students are being served
by K-12 TexShare databases. All 20 ESC’s have supported
the initiative.
- New information is constantly being added to the K-12
TexShare web site at: http://web.esc20.net/texshare/
- Two articles of importance on information literacy from
the 21st Century Skills organization were mentioned: Go
to www.21stcenturyskills.org
and click on Publications, then on Learning for 21st Century
and Road to 21st Century.
- TSLAC has offered hope and leadership to the school libraries
with the K-12 TexShare database initiative. This program
connects school, public and academic libraries. They now
have opportunities to work together that did not exist in
the past. While TEA has added the restoration of TLC as
a priority in the new Texas Long Range Plan for Technology,
the result will depend on funding appropriations by the
legislature.
9. Administrative Report: Beverley Shirley
reported.
A. TexShare Board Members: Welcome to
Candice Scott, Assistant Vice President for Academic Affairs
- Library, Information Technology and Academic Support Services,
Schreiner University, Kerrville, who is joining the board
as a representative of private universities. Welcome back
to Martha Tandy and Cathy Dean, who have agreed to serve
another term on the board.
B. TexShare Database Fees: As of October
12, 2006, we have collected $866,893 of the TexShare FY07
Database Program Fees. 277 libraries have paid.
C. TexShare Databases: The Bridge to TexShare for
Small and Rural Libraries (http://www.texshare.edu/bridge/mainpage.html)
continues into its 3rd year of development. This year, Dr.
Roy's classes will develop updated tutorials and provide
instruction on the databases to local libraries and communities.
Database Coordinator, Russlene Waukechon, and Automation
Consultant, Eduardo Loera, are discussing similar partnerships
with Dr. Diane Neal and her Information Storage and Retrieval
class at TWU and Dr. Ana Cleveland and Frances May at UNT.
In accordance with the recommendations of the EIWG, FY2006
database purchases did not include NetLibrary ebooks. The
publishers with which NetLibrary contracts have determined
that library consortia must buy multiple copies of each
ebook title purchased. Peggy Rudd and members of the Library
Resource Sharing staff met with Rich Rosy, Vice President
of OCLC in charge of NetLibrary content, to discuss the
new NetLibrary purchasing model. Mr. Rosy is willing to
work with us, but we have not been able to identify an affordable
option for adding NetLibrary books to our collection at
this time.
D. Communication Plan Workbooks: The Communication
Plan Workbooks developed by the Communications Working Group
have been very popular items! After distributing over 100
workbooks at the TLA Annual Conference last April, we have
had several requests for these “best sellers.”
It’s in its “third printing,” and is also
available online at http://www.texshare.edu/toolkit/internal/commplan.html.
E. TexShare Card Classes: Ann Mason partnered
with Wendy Clark, Loan Star Coordinator, to present two
videoconference training sessions on "A Texas-Sized
Collaboration: The TexShare Card and Loan Star Libraries
Programs." The purpose of these sessions was to explain
the requirements and benefits of participating in each program,
and to show how libraries can maximize service to their
communities by participating in both programs. About 100
public librarians from around the state participated in
this workshop.
F. TCAL Update: Doug Ferrier, Kathy Hoffman,
Sue Phillips, Robert Watkins, and Beverley Shirley presented
a TexShare update to the Texas Council of Academic Library
Directors (TCAL) at their annual meeting on September 20,
2006. The presentation included an overview of the TexShare
Advisory Boards and Working Groups; information on the new
TexShare core databases, the TexSelect program, and participation
of K-12 school libraries in group purchase of databases;
an introduction to the new joint TexShare-Amigos Database
Partnerships service; and updates on a variety of other
TexShare programs.
G. TSLAC Appropriations Request for TexShare programs:
In the last three legislative sessions, TSLAC has submitted
both the TexShare databases and the Loan Star Library program
for exceptional item funding. In all three biennium, the
TexShare databases received exceptional item funding while
the Loan Star Library program did not. This history indicates
that if TSLAC requests exceptional items for both programs
again, there is a clear and significant danger that the
Loan Star Library program would not receive the restoration
or growth in funding that is needed to advance the condition
of public libraries in the state. With Texas public libraries
ranked 47th in the nation in terms of per capita expenditures,
they are in great need of additional revenue from the state.
If the colleges and universities of Texas hope for students
to come to their institutions with a strong background in
research skills, the condition of the public libraries must
be made a statewide priority.
Impact of the TSLAC budgetary strategy on our K-12 partners
is of concern. While we are committed to a healthy future
for K-12 school libraries, the unforeseen requirement to
cut our current budget forced us to look at the timing for
a request for the Legislature to fund school databases.
In a time when we were forced to cut 10% from an existing
program, when the issue of K-12 school libraries was still
up for review by both the Sunset staff an interim House
study, and when the TEA draft Long-Range Plan for Technology
proposed re-establishing funding for TLC in the TEA budget,
there was (and still is) uncertainty regarding the agency
and the best strategy for serving K-12 libraries. Two years
from now this uncertainty should be resolved, and we should
be better prepared to approach the Legislature with a funding
request.
H. TexTreasures Rules: Grants for Access
to Local Holdings (TexTreasures Grants) have been a part
of the TexShare program for many years. Due to budget cuts,
these grants have not been available since 2003. Our Legislative
Appropriation Request budgets funding for restoration of
this grant program in the FY2008-2009 biennium. See TexTreasures
discussion above (item #8).
Next board meeting will be January 26, 2007.
Present:
TexShare Advisory Board Members:
Nancy Anderson, Howard Payne University
Cathy Dean
Doug Ferrier, UT Brownsville/Texas Southmost College
Maurice Fortin, Angelo State University
Larry Justiss, Tom Green County Library System
Dennis Michaelis, McLennan Community College
Candice Scott, Schreiner University
Martha Tandy, Weatherford College
Texas State Library and Archives Commission:
Mike Avila, Library Resource Sharing Division
Sue Bennett, Library Resource Sharing Division
Dave Hardy, Library Resource Sharing Division
Ann Mason, Library Resource Sharing Division
Ed Seidenberg, Assistant State Librarian
Beverley Shirley, Library Resource Sharing Division
Russlene Waukechon, Library Resource Sharing Division
Working Group Chairs/Liaisons:
Jay Clark, San Jacinto College, Card WG
Kate Cordts, San Antonio Public Library, ILL/Courier Services
WG
Kerry Keck, Rice University, Electronic Information WG
Jeanette Mosey, Austin Community College, Library of Texas
WG
Ellen Safley, UT Dallas, TexTreasures WG
Greg Tramel, Montgomery Country Memorial Library System, Communications
WG
Strategic Partners:
Susanna Garza, ESC-20
Sue Phillips, University of Texas at Austin
Tim Prather, Amigos Library Services
Guests:
Catherine Hamer, UT Austin
Elizabeth Puthoff, ICUT
Syma Zerkow, Houston Public Library
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