Electronic Information Working Group
Minutes of February 17, 2004
Perry-Castaneda Library

I. Strategic Planning

Meeting convened at 10:00 a.m. with introductions around the table and then proceeded to lead the discussion about Statewide Resource Sharing Summit held in January, 2004. Sue, Don, Barry, Syma and Russlene had been in attendance at the Summit. The following recommendations from the Summit were reviewed:

TexShare needs to pursue:

• #1 More flexibility in funding.
• #2 Outreach to all libraries.
• #3 Bringing K-12 into TexShare
• #4 To create a formal communications/marketing working group.
• The EIWG seems to be receiving two simultaneous messages : there is the issue of the loss of funding and the need for more databases.
• Barry Bishop, a visitor to the meeting from Spring I.S.D., added that if there is one sentiment, one message for the legislature it is to give access to all Texans and SAVE TEXSHARE
• The possibility of Amigos acting as vendor for the renewal process and/or for handling the invoicing process for the pledge drive was reviewed; concerns were raised but were addressed, no problems were raised that could not be worked out.
  

II. The K-12 Issue

• Russlene reviewed Ebsco, Gale and OCLC contracts.
• TEA Region IV’s plans for negotiating and offering database subscription packages for K-12 libraries was discussed.
• Currently 5-10% of Texas school districts have no access to databases.
• The idea of cooperative purchasing by both TSLAC and TEA regional centers was discussed
• Since K-12 libraries cannot participate in TexShare purchasing this year it was decided that TexShare will monitor ESC negotiations with vendors and discuss the RFP process with ESC Region IV.
  

III.  Heritage Quest and STAT!REF

• Current budget available for subscription renewal was discussed. Due to budget cuts HeritageQuest and Stat!Ref maybe not renewed.
• The renewal cost of StatRef statewide is $175,000. It was decided Stat!Ref may become a TexSelect option but discussion followed on this topic.
• After discussion it was decided to pursue a pledge drive effort for both HeritageQest and Stat!Ref
  

IV.  Survey of Membership

• Bundled packages need to be “unbundled”. Russlene was asked to look into this with our vendors.
• The January 2003 survey “Databases Ranked by Preference” was still deemed a valid reflection of membership’s preferences in electronic resources.
• Packages may have to be downgraded. Libraries interested in a more robust package may have to contract for an upgrade on their own.
• Support was given for continuing a core database package
• The development of “mini-consortia” within TexShare was discussed since this was given much emphasis at the strategic planning session in January.

  (We broke for lunch just before noon. Resumed 12:35 p.m.)

V.  RFP

• TexShare’s purchasing practices were reviewed
• Contracts can be renewed. There is some limited flexibility in what can be renewed if the contract is changed in any way.
• TSLAC’s relationship with Amigos was discussed as well as using Amigos as an agent for the collection of pledges and TexSelect renewals
• WE WILL HAVE THE ABOUT THE SAME AMOUNT OF MONEY, 5.5 MILLION, TO RENEW DATABASES IN FY05 BUT, WE WILL ALSO HAVE TO RENEW FIRSTSEARCH WHICH LEAVES US ABOUT 1 MILLION DOLLARS SHORT IN OUR BUDGET. THIS IS CRITICAL INFORMATION.
• Assessments cannot be raised beyond their current amounts
• If it is decided to substantially change a vendor’s package then TSLAC would have to issue an RFP for electronic databases, and go through the bid process again.

VI.  Statistics

• Libraries need to know how to collect statistics, this is very important for them to use when discussing the need to pay the TexShare database assessment with their funding authority.
• Since libraries are now paying an assessment for TexShare database use then it is even more important for them to know how to gather statistics to justify spending this money
• Our vendors need to be ICOLC compliant when providing statistics, at the minimum.
  

VII.  Ebooks

• An ebooks report was not given. Ebook information can be disseminated via email after the meeting.
• If there was any additional money left at the end of the year the following items were ranked by importance for action
  • Renew TDNet contract
  • Renew Sanborn Maps
  • Access our Poetry collection
  • More Ebooks from netLibrary

Meeting adjourned just before 3:00 pm.