TexShare Courier Service Working Group Minutes
June 20, 2000
1 . VOLUNTEER FOR SECRETARY
Connie Moss agreed to act as recorder for this session.
2. WELCOME AND INTRODUCTIONS
The meeting was called to order by Chair, April Bennington
at 12:00noon June 20, 2000. Members in attendance: April
Bennington (M.D. Anderson Cancer Center), Jackie Crinion
(UT San Antonio), Jo Anne Hawkins (UT Austin), Lee Hilyer
(Rice University), Connie Moss (Coppell Public Library),
Rachel Robbins (UT Arlington), Mike Robinson (Sul Ross
State University), Carolyn Thorne (Dallas Community College
District), Linda Hughes (Wichita Falls Public Library),
Gerard Mittelstaedt (McAllen Memorial Library) Victoria
Duff (Wilson County Public Library) and Rebecca Linton
(Texas State Library and Archives Commission). Member
Jerilynn Williams (Montgomery County Library System) was
unable to participate. Deborah Littrell (Texas State Library
and Archives Commission), and Bonnie Juergens (Amigos
Library Services) and Susie Thompson (Amigos Library Services)
also participated in the discussion.
Deborah Littrell requested changes in contact information
be emailed to her for updating the roster posted on the
web. http://www.texshare.edu/programs/courier/courierworking/courier2000.html
3. POSSIBILITY OF PROVIDING A CENTRAL POOL OF TEXSHARE
FUNDS TO REIMBURSE LIBRARIES FOR LOSSES OF MATERIALS SENT
VIA TEXPRESS
A lively discussion of the proposal ensued. There
was unanimous agreement that reimbursement, if any, should
be governed by existing Interlibrary Loan protocols and
terms of the TexShare Card program. Reported losses within
the courier system are at or near .007%. At this level,
the additional effort and expense of tracking, monitoring,
and administering compensation would be disproportionate
to the loss rate.
4. POSSIBILITY OF PROVIDING TEXSHARE FUNDS FOR PLACING
POSTAGE ON ITEMS THAT ARE PLACED IN TEXPRESS AND SHOULD
HAVE BEEN PLACED IN THE US MAIL.
Materials that are not destined for TExpress sites
are occasionally delivered to Amigos Library Services
for rerouting. To avoid further delay these materials
are dispatched to the intended recipient with Amigos bearing
the shipping cost. Amigos staff will monitor the frequency
and cost and pursue cost recovery administratively.
(4) 5. PROBLEM THAT LIBRARIANS IN THE VALLEY/BORDER
REGION ARE REPORTED TO BE SPEAKING AGAINST TEXPRESS WHEN
MATERIALS ARE LOST.
Discussion centered on use of mailing list to announce
missing materials. Consensus that listing wayward or missing
materials is an appropriate use of the list and strongly
encouraged postings to the list when materials are located.
Members also recommend use of the mailing list to post
overall statistics, including loss rate.
(5) 6. SUGGESTION TO INTRODUCE AN EMAIL NEWSLETTER TO
FOCUS ON TEXPRESS ACTIVITIES -- QUESTIONS INCLUDE FREQUENCY
AND WHO WILL BE RESPONSIBLE FOR IT.
Susie Thompson will provide the first draft of a monthly
TExpress email newsletter. Content recommended includes
monthly statistics, achievements or recognitions of library
or courier personnel, highlighting a shipping guideline,
success stories (speed, savings, "found" materials), and
new member information.
(6) 7. PROBLEMS/CONCERNS OVER PONY EXPRESS GOING OUT
OF BUSINESS.
Transition has already occurred with only 3-5 glitches
in the Houston area. Service to this area was covered
by a Pony Express subcontractor and Marquis recently hired
100 new couriers to fill any gaps.
Concern over rising gasoline prices prompted discussion
of our current contract. The new agreement with Marquis
may reflect additional cost per site but cost to member
libraries is expected to remain constant.
(7) 8. SELECTION OF A LIAISON TO THE EDUCATION WORKING
GROUP.
The Education Working Group is developing a system
to connect its members to a member of each of the other
working groups. Beth Avery (Lamar University) is the liaison
to the Courier Working Group. It is expected that contact
will be via email. Carolyn Thorne volunteered as liaison
to the Education Working Group for one year.
DISCUSSION OF AGENDA ITEMS RELATING TO SHIPPING GUIDELINES
AND ADHERENCE TO GUIDELINES WAS DEFERRED.
10. NEWS:
Approximately 155 libraries are participating in TExpress/TAE.
Sul Ross University and partner, Alpine Public Library
are again TExpress participants. Lee Hilyer was commended
for his portion of the well attended TexShare presentation
at the Texas Library Association conference in Houston.
11. OTHER BUSINESS:
Reporting: Rebecca Linton asked that we consider sampling
TExpress turnaround time. Jo Anne Hawkins recommended
development of a "report card" for the contracted courier
service as well as for the courier program.
12. NEXT MEETING
The conference call format was considered successful,
the next meeting will also be by conference call July
25, 2000 1:00-3:00 p.m.and at this time the remaining
agenda items will be discussed. Members are asked to email
Deborah Littrell before the next meeting confirming voice
and fax phone numbers. Mike Robinson volunteered to be
the minute taker for the next meeting.
Meeting was adjourned and call ended at 1:55 p.m.
--Connie Moss
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