Minutes

TexShare Card Program Working Group Meeting
Friday April 28, 2006

Present: Ricki Brown, Diane Bruxvoort, Jay Clark, Jon Crossno, Larry Justiss, Suzanne McAnna (chair), Ann Mason

Agenda

1. Introductions
2. Election of a chair
3. TSLAC FY05 annual survey
4. Relationship between Loan Star Library grant levels and participating in the TexShare Card
Program – Ann Mason
5. Review of TexShare Card Program statistics - Jay Clark
6. Potential Card Program session for TLA
7. Timeliness of card statistics reporting - Ann Mason
8. Question about TexShare Card issuing parameters
9. Suggestion for TexShare lost card database
10. TexShare Card brochures
11. Next face-to-face meeting: TLA 2007

1. Introductions

Members introduced themselves and commented on Card Program activity at their libraries.

2. Election of a Chair

Diane Bruxvoort was elected chair of the Group.

3. TSLAC FY05 annual survey

TSLAC is required by statute to survey academic libraries and libraries of clinical medicine each year, and would like eventually to include public libraries. The Group briefly discussed TexShare Card Program-related comments from the TSLAC annual survey.

Comments were generally very positive, although some indicated little or no use of the program. This is a communication and staff education issue, although it is also a choice that libraries may make--not to join or promote the Program. It could be helpful to identify users who will benefit from the program.

The group agreed that the Card Program process is not “modern” in the sense of being high-tech or relying on electronic infrastructure, but it works well and is inexpensive, which is important since the Program has no funding.

4. Relationship between Loan Star Library grant levels and participating in the TexShare Card
Program – Ann Mason

Ann briefly reviewed the structure of the Loan Star Program, which provides direct aid to public libraries. Libraries supported at level 3, the lowest level, charge a non-resident fee and do not participate in the Card Program. Level 2 libraries charge a non-resident fee but are members of the Program. Level 1 libraries charge no non-resident fee and treat all Texans as their patrons.

Ann said that smaller libraries are not clear about how this works, which may hold them back from joining the Card Program. Ann and Wendy Clark, the Loan Star Libraries Grant Coordinator, have been visiting libraries to give presentations, but they can only reach so many libraries.

They will be offering a videoconference review of their program July 11, 2006. Card Group members suggested some points to emphasize:

• The TexShare Card Program is free.
• Library loss rates are negligible.
• Libraries who participate benefit in terms of Loan Star grants.
• The Program directly benefits their patrons, who can visit other libraries, as well as visitors who come to their library.
  

5. Review of TexShare Card Program statistics - Jay Clark

Jay spoke briefly on the statistics he gathers and reports, which are essential for tracking the progress of the Program.

One concern is that, in cases where a Library System covers the lost book costs reimbursed to an owning library, the number and amount of the losses ought to be reported in the annual statistics. For example, the Central Texas Library System reimburses the University of Texas Libraries for items lost by Austin Public Library patrons, but these payments do not appear anywhere in the statistics. The Group asked Ann to include in the e-mail reminders she sends about statistics a request that when Systems pay for lost items, this should be included in the statistics.

Historically there has been some confusion over what libraries are asked to report in terms of losses. It is useful to know both total losses, and how much of the losses are being covered by other libraries, as opposed to by patrons. The form that libraries use to submit statistics should be as clear as possible about what is being requested. The Group will take a look at the form for possible suggestions for improvement.

6. Potential Card Program session for TLA

The Group enthusiastically accepted Ann’s offer, pursuant to Wendy’s agreeing, to offer their TexShare/Loan Star presentation as a session at TLA in San Antonio in 2007. Ann has since verified that Wendy has agreed to co-present the program with her in 2007.

For the year after, Ann is willing to organize a panel, for example on best practices, like the very successful one coordinated by Tania Bardyn for the Card Group several years back. Ann needs ideas from the Group as to who might be good panelists. It’s helpful to include local people on a panel.

One issue that might be the focus of a “best practices” session is patron card issuance security.

7. Timeliness of card statistics reporting - Ann Mason

TSLAC uses the statistics that libraries turn in annually in its report to the state on the Program, and has a very short timeline for compiling and submitting these. The Group briefly discussed the concern that some libraries submit statistics late, and suggested that communications emphasize submitting the stats even if they are late.

The Group agreed that if Ann can identify libraries which tend to report late, individual Group members might contact the libraries before the deadline to highlight the important of reporting the numbers on time.

TSLAC is working on the TexShare web site to make it easier to navigate, and is trying to develop an authoritative list of contacts for the various programs.

8. Question about TexShare Card issuing parameters

Ann reported that she had spoken with the librarian who had expressed concern about abuse of the Program by users coming to her no-non-resident-fee library to obtain a TexShare card, and then never using the library again. The librarian agreed to recommend to her Board that the library implement a waiting period for obtaining a TexShare card.

It may be useful if a reminder about using a waiting period were incorporated into the TexShare Card/Loan Star sessions Ann and Wendy do. This advice is already in the FAQs.

9. Suggestion for TexShare lost card database

The Group discussed concerns expressed recently on the Card e-mail list about how to protect against unauthorized use of lost or stolen TexShare Cards. The Group agreed that the idea of a database is appealing, but raises issues of creation, maintenance and access that would be challenging to address. It seems like overkill given the modest dimensions of the problem.

The Group affirmed the recommendation that libraries require a photo ID when granting privileges to someone who has presented a TexShare card. This will be added to the FAQs.

10. TexShare Card brochures

The brochures have good basic information that is helpful for visitors who want to get a TexShare card, as well as for people who have obtained a TexShare card and intend to take it to another library. The next time the brochure is revised, the Group recommends that “A waiting period may be required.” be added to “register for and receive a TexShare Card from your home library.”

11. Next face-to-face meeting: TLA 2007 in San Antonio

The next face-to-face meeting will be at TLA 2007 in San Antonio, April 11-14. Ann will set up a meeting time and place for the Group.

Submitted by Suzanne McAnna, 5-25-06, with revisions by Ann Mason