TexShare Advisory Board Meeting
9:30 am until 11:30 am
March 31, 2009
Houston Public Library
500 McKinney Street
Program Place, 4th Floor
Houston, TX
Minutes
1. Approval of Minutes From December 8, 2008:
The minutes were approved.
2. Public Comment: none
3. Set Dates for Future Meetings: The next
meeting will be at the time of the Texas Library Association
(TLA) Annual Assembly in late July. The fall meeting will
coincide with the annual Texas Council of Academic Libraries
(TCAL) meeting.
4. TSLAC Update: Peggy Rudd reported.
Building Renovation: Ground floor renovation is complete and
staff have moved in. The Friends of Libraries and Archives
of Texas have raised all the money for the furniture purchased
to this point. The Texas State Library and Archives Commission
(TSLAC) has asked the legislature for more money to complete
the project. Many foundations are unable to help us because
of the tough economic situation; they are focusing on direct
aid to those in need.
Legislative Activity: The Senate placed
$8.8 million for TexShare into Article 11, and the House placed
the entire amount we asked for into Article 11. Article 11
is a “wish list” of items that may be considered
for funding at a future time. Both sides have appropriated
additional money for Loan Star Libraries grants. TSLAC building
renovation money is in Article 11 now. The state has received
federal stimulus funds of which 89% is required to be spent
on K12 and higher education. Libraries, especially academic
libraries, should petition for this modernization and renovation
money. We have a list of libraries that have been identified
as being first in line for this type of renovation project
funding. The best website for tracking stimulus money in Texas
is from the comptroller’s office where there is a table
for the “American Recovery and Reinvestment Act”
and a point-by-point discussion where the money is going.
The governor’s office hasn’t decided where to
put the stimulus money.
5. TexShare Summit Implementation Task Force Update:
Ann Mason reported. Task Force members participated in a facilitated
meeting in February. The Task Force agenda included discussion
of a survey about potential TexShare services, discussion
about outreach to TexShare users and potential users, and
an overview of proposed statutory changes. See the TexShare
Administrative Report for a summary of the Task Force discussion
and meeting outcomes. The task force wanted to know what the
advisory board felt about using focus groups in conjunction
with a survey; the board likes the idea of using focus groups
to gather stakeholder input.
6. ICOLC Statement on Economic Crisis: Beverley
Shirley reported. On January 19, 2009, the International Coalition
of Library Consortia (ICOLC) released a public statement on
the global economic crisis detailing the situation for library
consortia and recommending specific strategies for publishers
that do business with consortia. The statement has two purposes.
“It is intended to help publishers and other content
providers from whom we license electronic information resources
… understand better how the current unique financial
crisis affects the worldwide information community. Its second
purpose is to suggest a range of approaches that we believe
are in the mutual best interest of libraries and the providers
of information services.” In consultation with TexShare
Advisory chair, Joan Heath, we added the TexShare consortium
to the list of institutions endorsing the document.
7. ILL Study Update: Sue Bennett reported.
The Interlibrary Loan Study Implementation Task Force, created
to evaluate the 2007-2008 study of Texas’ TexNet statewide
interlibrary loan system, continues to work on recommendations.
The task force met on January 16th, 2009, and has started
work developing the functional requirements that will form
the basis for purchase of a new system. The group hopes to
issue an RFP in July and to award a contract by the end of
this fiscal year. The project is on track with their timeline.
They are still looking for any comments and questions. Sue
attended regional library system meetings last fall and has
been gathering comments about the study proposals on a webpage.
The TLA Interlibrary Loan Round Table and Public Library Division
cosponsored a well-attended open program at the TLA Annual
Conference. The majority of the comments received to date
regard cost to the library, timeline, courier and subsidies,
and workflow. State library staff continue to hear constituent
concerns about delivery costs for sending ILL materials to
other libraries. Many libraries feel that they will need help
with the cost of either postage or courier delivery of items.
Another consistent message is that academic libraries feel
strongly that the ILL reimbursement program should continue.
The ILL reimbursement program provides funds to the academic
libraries performing as net lenders to the public libraries.
The task force has formed three subcommittees: one for the
functional requirements, one for delivery, and one for communications.
TexNet ILL intertwines with TexShare in a number of ways.
It is important to get input from the entire TexShare community
regarding new directions for statewide ILL.
8. Working Group Reports:
A. Card Program Working Group: Paul Sharpe
reported. He presented a seven-year summary of service statistics.
There is an overall growth pattern in terms of volumes borrowed,
but in any given year the rate fluctuates. The statistics
are compiled from TexShare card usage reports submitted by
participating libraries, and may vary from year-to-year depending
upon the number and mix of libraries that submit their reports.
The board asked TexShare Coordinator Ann Mason to review response
rates for the seven-year period to see if there is a correlation
between response rate and increases/decreases in number of
volumes borrowed. The loss rate for materials continues to
be extremely low.
B. Interlibrary Loan/Courier Service Working Group:
Sue Bennett reported. The working group added three new members,
and Mary MacWithey is the new Chair. There are now three options
for TExpress courier service: 2-day, 3-day, and 5-day delivery.
The subsidy to libraries participating at the 2-day and 3-day
levels is half of that for 5-day delivery. A few more libraries
have recently joined the courier program.
Recently the U.S. Postal Service (USPS) reminded the courier
that USPS mail bins should not transport ILL materials, as
they are property of the Postal Service. The working group
discussed the possibility of purchasing bins or reusable bags
to transport ILL materials. Reusable bags could cut supply
costs and save staff time. The working group is researching
an implementation of reusable bags for library courier services
in Florida. The group would need to work out the logistics
of purchasing a sufficient quantity of bags as well as a time
frame for doing so.
The contract for the next ILL Workshop was just awarded to
a hotel in Austin for October 9th. A day and a half event
is being planned, including an ”ILL 101” training
session scheduled due to its popularity at previous workshops.
C. Education Services Working Group: Mary
Sikes reported. The next meeting will piggyback on the TLA
Annual Assembly in July. The group recommends that TexShare
should spend some of the database cost share on database training.
Beverley Shirley responded that TexShare staff would bring
a budget report to the board at an upcoming meeting in order
to inform the board’s decision regarding use of cost
share funds for database training.
D. Electronic Information Working Group:
Kerry Keck reported. The next major re-vending effort is scheduled
for 2010, with the existing core of databases funded through
this date. Recognizing potential changes to the state budget,
however, the working group began to discuss 2009 database
renewal/non-renewals under three potential scenarios: 1) additional,
exceptional-item funding; 2) base budget funding; and 3) a
10% funding reduction. Use statistics, at the vendor level,
and data on cost per use are being examined to inform our
recommendations about potential eliminations.
In response to recommendations that were generated in the
FY2004 Statewide Resource Sharing Summit, the TexShare Advisory
Board asked TSLAC to provide TexShare members with a mechanism
for forming their own “buying co-ops” to enable
them to get database subscription at lower, consortial rates.
In collaboration with strategic partners at Amigos, TSLAC
developed a web-based tool to provide this functionality.
The tool has been available for over two years, and it has
never been used. The working group recommends doing away with
the utility.
Danielle Plummer, THDI Coordinator, led a discussion of developing
a program of free catalog record downloads for public-domain
e-books, etc. This program would involve identifying library
partners to either generate cataloging, or to identify existing
no-cost, quality catalog records. In addition, it would require
identifying a site to host record collection and permit downloading
into local library catalogs. The group recommended exploring
a small-scale trial for Texana material (e.g. Clayton Family
History Collection being digitized by the Houston Public Library).
The working group reviewed existing and potential TexSelect
vendors and database offerings; the ongoing project to develop
weeding suggestions for the netLibrary e-book collection;
and potential changes to the statutory language which controls
TexShare membership.
The working group assisted in marketing & training to
our small and rural libraries this spring by giving feedback
on the “Bridge to TexShare” website. During our
March meeting, Russlene Waukechon mentioned several community
outreach projects under development, with assistance from
a core database vendor.
Diane Lozano has joined the Working Group, representing the
K-12 group.
E. Database Cost Sharing Working Group:
no report
F. Communications Working Group: no report
G. Library of Texas Working Group: Judith
Hiott reported. The group continues to work on usability issues
with the new version of Library of Texas (LoT). The members
are contacting seven academic and 32 public libraries that
have not made their catalogs available for searching in LoT.
The group is exploring widgets (search boxes that can be added
to library homepages) for making LoT more visible and usable
on library websites.
H. Texas Collections Working Group: Ann
Mason reported. On December 1, 2008, TSLAC announced that
they were accepting applications for TexTreasures grants.
At the close of the application period on February 27, 2009,
they had received twenty-two grant applications from thirteen
university libraries, five public libraries, two medical libraries,
one community college library, and one seminary. Funding requests
totaled $364,449. The applications will go through an internal
staff review after which the applicants will address staffs’
questions. A peer review panel will score the applications
on May 18th, and recommendations for grant awards will be
taken to the Texas State Library and Archives Commission at
its August meeting.
9. Strategic Partner Reports:
A. University of Texas at Austin: no report
B. Amigos Library Services: Bonnie Juergens
reported. Amigos has had good results with the 2- and 3-day
courier service. Over the past year, they’ve increased
the program by 70 participants. Current participants benefit
from this growth, as they are able to send more packages via
courier without having to pay more themselves. There are also
small, regional groups that deliver among themselves and are
then linked up to the TExpress courier, which expands service
area even further. Amigos is asking for libraries to report
service disruptions to them immediately so they can take care
of the problems as early as possible. Statistics for the courier
program are very important and helps us with funding.
C. Education Service Center, Region 20:
no report
10. Administrative Report:
TexShare Database Fees. We have collected
$1,568,225 (99%) of the TexShare FY09 Database Program Fees.
658 libraries have paid (98%). Because of the economic crunch
this fiscal year and our uncertainty regarding potential 2.5%
budget cuts, two of our vendors have agreed to no increase
in database subscription costs this year and one vendor has
agreed to a smaller increase than planned. Our appreciation
is extended to our vendors for helping to see us through difficult
economic times.
ICOLC Statement on the Economic Crisis.
See agenda item #6.
Library promotion. EBSCO has created radio
spots promoting use of public libraries.
Spots specifically targeting Spanish language audiences have
also been created so a broader, more diverse audience penetration
could be achieved. As the spots roll out in various cities,
TSLAC sends emails to library directors in the area alerting
them to the ads. The regional systems are asked to post messages
to member libraries informing them about the announcements
as well. These radio spots will be run over 300 times in Austin,
Dallas, San Antonio, Houston, El Paso, Lubbock/Abilene/Amarillo,
and Brownsville/Corpus Christi. Listen to one of the spots
from the TSLAC homepage www.tsl.state.tx.us
EBSCO has also created a quarterly TexShare newsletter. While
the content will be of interest to any library professional,
the newsletter will focus on articles of special interest
to small and rural libraries.
Google Scholar project. Google Scholar is
a tool created by Google to provide a simple way to broadly
search for scholarly literature. One special feature of Google
Scholar allows libraries with the appropriate technology to
make their subscription-based resources searchable and retrieved
through the Google Scholar tool. In partnership with EBSCO,
TSLAC has taken all the technical steps to enable this feature
of Google Scholar for all TexShare community college members.
EBSCO has also created a brief online tutorial providing instruction
on how to use Google Scholar.
Card Program Coordination. TexShare Coordinator,
Ann Mason, recently presented a short program to the North
Texas Regional Library System on the TexShare card program.
TexTreasures. See agenda item #8-H. Also,
Ann Mason, along with this year’s five TexTreasures
grant recipients, presented information on their projects
at the annual THDI meeting held on February 13, 2008 in Lubbock.
Their presentation generated considerable interest and we
hope will encourage future partnerships among libraries, and
between libraries and museums or other cultural heritage institutions
for future TexTreasures grant submissions.
Courier. The TExpress Courier is being rebid
this year. TSLAC issued a bid document on March 10, 2009.
Bids will close the morning of April 14, 2009. This year’s
bid document asks for proposals to specify any enhanced services
that can be offered to TexShare membership (e.g. options for
how many times the courier will come per week, option for
next-day delivery, pick-up-on-demand options, linking to regional
couriers, etc.)
ILL Study. See agenda item #7.
K-12 Libraries. ESC-20 has developed a face-to-face
module for training in the Encyclopedia Britannica. The training
modules developed by ESC-20 are available to all interested
persons through Collective Commons licensing. This module
is in addition to the updated face-to-face and online training
modules EBSCO Basics, EBSCO Advanced, Curriculum Integration,
and Teacher-Librarian Collaboration.
As part of the contract with them, Encyclopedia Britannica
schedules regular webinar training sessions provided to Texas
K-12 librarians free of charge. Last year, 750 educators participated
in these webinars. Britannica is now registered as a Continuing
Professional Education (CPE) provider and future webinar attendees
can receive CPE credits. In order to assist us in our outreach
efforts, Britannica sent an 8,000-piece mailing to all Texas
schools, reaching librarians, technology coordinators, or
principals.
New to the K-12 support package this year are the K-12 Databases
Mini10s (Mini Tens). These are ten-minute training modules
designed to support awareness, use, and integration of the
resources included in the state-funded K-12 Database Program.
They are presented in a video-format enhanced with PowerPoints,
handouts, and other supplementary materials. Each module is
a brief, targeted, and flexible training session, includes
all materials needed, and is accessible online. Mini Tens
available now are “Have You Heard – State-Funded
Resources Available Now,” and ”Parent Connection
– Help Your Students Make the Grade.”
Rule Review. Texas Government Code §2001.039
requires state agencies to review and consider for readoption
each of their rules every four years. A state agency's review
of a rule must include an assessment of whether the reasons
for initially adopting the rule continue to exist. In accordance
with this requirement, TSLAC will publish a notice in the
Texas Register, asking for comment as to whether the reasons
for adopting Chapter 8, concerning the TexShare Library Consortium,
continue to exist. As TexShare statistics for TexShare services
reflect a high level of use and success, we anticipate readoption
of the TexShare rules at the completion of the review process.
Resource Sharing Summit Update. See agenda
item #5.
The TexShare Resource Sharing Summit Implementation Task Force
met on February 26, 2009 to start work on the charge assigned
the task force by the TexShare Advisory Board last July. At
this meeting they discussed:
Goals for a survey on TexShare services.
The group identified several areas in which libraries need
data to inform their future decision-making. They recommend
that
- Ultimately, we want to find out what services Texans
need and want and to identify which of these needs can be
met through collaborative services.
- There are multiple audiences to survey, including academic,
public, or K-12 library patrons, users, or nonusers.
- Some data elements would be better addressed by an environmental
scan than through a survey (What is current usage of services?
What are the bandwidth needs in the state? How many K-12
schools do/don’t have a librarian on staff?)
- Some of the areas identified would be better addressed
by focus groups than through a survey (Why are nonusers
not coming to the library? How can we get the nonuser to
the library? What services do library users want?)
- Focus groups and surveys could serve a dual purpose of
information gathering and of outreach to nonusers.
Outreach strategy. Group members identified
the following as important to any outreach strategy:
- Target audiences for outreach and customize the message
to the audience, and remember to keep outreach jargon-free
- Survey (or focus group) results should inform an outreach
plan
- Market the outreach – member libraries need to
know about tools we provide them that assist them in outreach
- Set priorities (To meet the greatest need, go to the
rural and underserved libraries. To have the greatest impact,
go to the academic and large public libraries.)
Expanding TexShare. As a result of the strategic
planning session, we are seeking a statutory change that would
move determination of TexShare membership from statute to
rule. It would also add a category of “TexShare affiliated
member” for organizations that are only interested in
a limited number of TexShare services.
- The group brainstormed a list of potential new members
for TexShare.
- They identified questions we would need to address in
establishing procedures for adding new members (How do we
assure funding so that we don’t expand beyond our
budget? How would we address the category of TexShare affiliate?
Would we have a tiered membership? How would the membership
voice their opinions in the process of adding new members?
How would organizations “apply” for membership?)
LRS staff will develop plans around the task force recommendations
and follow up with a conference call sometime this spring.
Next board meeting will be Monday, July 27, 2009.
Present:
TexShare Advisory Board Members:
Megan Cooper, Leander ISD *
Cathy Dean, San Antonio
Joan Heath, Texas State University San Marcos
Kathy Hoffman, MD Anderson Cancer Center
Larry Justiss, Tom Green County Library System
Farzaneh Razzaghi, University of Texas – Pan American
Melissa Rippy, Pasadena ISD *
Sheila Ross Henderson, Pasadena Public Library System
Martha Tandy, Weatherford College
* K-12 representatives serve in a non-voting capacity
Texas State Library and Archives Commission:
Sue Bennett, Library Resource Sharing Division
Julie Hughes, Library Resource Sharing Division
Ann Mason, Library Resource Sharing Division
Peggy Rudd, Director and Librarian
Beverley Shirley, Library Resource Sharing Division
Working Group Chairs:
Kerry Keck, Electronic Information Working Group
Paul Sharpe, Card Program Working Group
Mary Sikes, Education Services Working Group
Strategic Partners:
Bonnie Juergens, Amigos Library Services
Guests:
Joyce Taggart, library volunteer
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