TEXSHARE ADVISORY BOARD MEETING


JANUARY 27, 1998


MEETING MINUTES

Meeting Location: UT Southwestern Medical Center at Dallas, Dallas, Texas

PRESENT:

Advisory Board Members: Martha Adamson (University of Texas Southwestern Medical Center at Dallas); Paul Dumont (Dallas County Community College District); Marsha Harper (Abilene Christian University), William Hobby, George Huffman (Amarillo College); Nelda Laney; Dr. Joe McCord (University of Houston - Clear Lake); Gilda Ortego y Gasca (Sul Ross State University); Robert Seal (Texas Christian University)

Management Team: Jo Anne Hawkins (University of Texas at Austin); Joan Heath (Southwest Texas State University); Kathy Hoffman (University of Texas M.D. Anderson Cancer Center); Bonnie Juergens (AMIGOS Bibliographic Council, Inc.); Sue Phillips (University of Texas at Austin); Dale Propp (Texas State Library and Archives Commission)

Texas State Library and Archives Staff: Dr. Robert Martin

Visitors: David Gardner (Texas Higher Education Coordinating Board); Norman Hood (Executive Director, Independent Colleges and Universities of Texas); Polly Lackey (Wayland Baptist University); Mark McFarland (University of Texas at Austin)

Recorder: Ellen Cunningham-Kruppa (University of Texas at Austin)

WELCOME AND INTRODUCTIONS

The meeting was called to order at 10:15 a.m. by TexShare Advisory Board

Chair Robert A. Seal. All present introduced themselves.

TECHNOLOGICAL INFRASTRUCTURE PLANNING FOR TEXSHARE: REPORT OF THE WORKING GROUP AND ADVISORY BOARD STRATEGY SESSION

Bob Martin referred to a memorandum he sent to the TexShare Advisory Board, January 26, 1998, in regard to the TexShare Information Technology Infrastructure. The Ad Hoc Working Group on TexShare Information Technology and Infrastructure, appointed by Bob Martin to consider and make recommendations on the future technology basis for TexShare programs, met in Austin on January 23, 1998. Working group members are: Dana Rooks, Bonnie Juergens, Lou Wetherbee, Dale Propp, Lisa deGruyter, Sue Phillips, and Mark McFarland. Bob Martin and George Huffman also participated in the meeting. The charge to the Group is as follows:

Review the telecommunications and infrastructure options for delivering networked information resources and services to the participants of TexShare, taking into consideration current and future resource sharing needs of TexShare libraries, as well as possible interaction/collaboration with delivery systems for public and school libraries. Recommend appropriate strategies to meet those needs, and any requisite hardware, software, telecommunications and operational costs for initial installations and upgrades for the anticipated life cycle. Report to the TexShare Advisory Board.

The group recommended the following:

  • For the remainder of the current biennium, continue to contract with the University of Texas at Austin General Libraries to serve as a Technology Service Center, providing direct support to staff at TexShare member institutions.
  • Request the immediate appointment of a working group to develop a long-range plan for TexShare development. The working group needs to develop a consensus on a technology vision for TexShare and a sense of how TexShare will respond to probable scenarios. Special attention should be paid to the future relationship between TexShare and the public and school library community. The working group needs to report findings in time for them to be incorporated in the session of the 76th Legislature.

Board members should send recommendations for the working group to Bob Seal.

TEXSHARE ACTIVITIES AT THE STATE LIBRARY

Bob reported that the search is ongoing for the head of the Resource Sharing Division, Texas State Library and Archives Commission. New applications have been received and the interviewing process will proceed as rapidly as possible.

The Committee on State, Federal and International Relations, chaired by Representative Bob Hunter, met January 27, 1998. Much of the testimony to the committee focused on TexShare. Georgia's GALILEO project was highlighted as a program TexShare might emulate if more funds were available for TexShare. Approximately $6m/year would allow TexShare to provide services comparable to that of GALILEO, at a much lower cost per student than GALILEO.

Prospective Legislative Budgeting Cycle:

Bob Martin commented that if the budgeting cycle proceeds as expected, he will present a draft strategic plan to the State Library and Archives Commission at the April 1 meeting (mailed to the Commission March 16), for final approval at the May 11 meeting. Bob will present a draft Legislative Appropriations Request to the May 11 meeting of the Commission and obtain final approval at the July 13 meeting.

The State Library and Archives Commission will submit its strategic plan to the Legislative Budget Board and the Governor's Office of Budget and Planning around July 1; the budget will be submitted around August 31.

PROPOSED ADMINISTRATIVE RULES FOR TEXSHARE

Bob Martin reported that all state agencies have been charged to review their administrative rules over the next three years. Dale Propp discussed the review process for TexShare's proposed administrative rules. He distributed a draft of the proposed administrative rules that will govern the operation of the TexShare library consortium. The draft was discussed January 26, 1998, at the Texas State Library and Archives Commission meeting.

The rule-making time line is six months. The proposed rules will now be submitted to the Attorney General's office for review and, upon approval, will be published in the Texas Register for thirty days for public comment. At the end of the thirty day period, the rules will return to the Texas State Library and Archive Commission for adoption.

Bob commented that he will send the version of the proposed rules published in the Texas Register to all Advisory Board members.

WORKING GROUP REPORTS

Electronic Information Programs:

Sue Phillips reported the following:

  • Four Chadwyck Healy products will be in test until February 20, 1998:
    • Literature Online



    • Over 250,000 works of English and American literature, including poetry, plays, and fiction as well as genera reference and links to other internet sites. The cost for the database ranges from $800 annually for a four-user license to $18,000 annually for a site license. Pricing is dependent on the book budget of each institution.
    • International Index to Music Periodicals



    • Covers more than 360 international periodicals in the field of music and related disciplines. Includes feature music articles and obituaries, and covers nearly all aspects of the world of music, from the most scholarly studies to the latest crazes. The cost ranges from $1,100 to $2,000 annually.
    • Full text to be available for an additional cost (from $2,100 to $4,000 annually).
    • Periodical Contents Index



    • PCI Web is an electronic index to almost five million articles in 1,265 journals from approximately 1770 to 1990/91. The scope is international, including journals in English, French, German, Italian, Spanish, and other languages. The cost ranges from $500 to $10,000 annually.

  • The working group will also consider the following online resources:
    • Gale Research



    • Encyclopedia of Associations, Literature Resource Center, and the Discovering series of databases: authors, biography, multicultural America, science, and world history.
    • Electric Library



    • Current events product of full-text magazines and newspapers, along with news wires, books, transcripts, and thousands of pictures and maps.
    • Britannica Online
  • Sue also reported on an OCLC proposal to TexShare:
    • WebZ



    • Z39.50 access to each other's catalogs.
    • Site Search



    • User initiated interlibrary loan; standard way for mounting access to local data.

Mark McFarland reported on OVID. Of the 131 TexShare institutions eligible to use the OVID databases, 121 have established user accounts. TexShare now has a 140-user license (increased from 120 users as of November 1, 1997). TexShare has contingency funds should the OVID license need to be increased to 160 users.

Bonnie Juergens commented that invitational packets were sent to the seminary libraries in Texas; none have yet responded. She further commented that OVID has released a Beta program of OVID statistics to determine the usage of the databases on local campuses.

Database access to distance learners:

Mark McFarland commented that, as a technical issue, the technology is available to resolve the issue either centrally or locally. For example, an intermediary (e.g., a campus) could run a proxy server to validate users. The campus machine would function as a proxy server to the TexShare databases. A centralized solution would necessarily involve funds for technology and staff.

Bob Martin commented that there are broader policy issues associated with providing access to TexShare databases for non-Texas residents. Bill Hobby commented that the Legislature should not take issue if the distance learners are enrolled in Texas institutions. A different issue is that of vendor acceptance under various license terms. David Gardner commented that TexShare can serve distance learners but raised the question of whether state funds should subsidize that service. Marty Adamson commented that TexShare needed to look at a number of possible scenarios to determine which are feasible. Bonnie Juergens commented that addressing the policy concerns will lead TexShare to answer the pricing issues associated with the provision of database services to distance learners.

Bob Seal asked the Management Team to investigate further and report to the Advisory Board on this issue before the next Board meeting.

TexShare Card and TExpress:

Jo Anne Hawkins reported the following:

TexShare Card Working Group

  • Newly constituted group met in Austin on January 16, 1998
    • Orientation to TexShare and to the TexShare Card Program
    • Reviewed the TexShare Card Agreement
    • Decided on a clearer definition of one of the statistics categories (Number of borrowers = initial registration and renewal of borrower's record)
  • TexShare Card mailing list now available for program liaisons and others interested in the program
    • Maintained by Rue Ramirez and staff of the UT Austin General Libraries Electronic Information Programs Office
    • Instructions for subscribing to the mailing list are on the TexShare web site
  • TexShare Card supply printed and ready
  • TexShare brochures are being produced
  • Extending the program to private and community college libraries
  • As of 12/10/97,114 libraries had expressed an interest in participating in the TexShare Card Program
  • Extension target date is March 1, although it may take some libraries more time to program their systems to accept TexShare borrowers or to establish routines and procedures
  • Identification of card program liaisons in each library was accomplished in the initial TexShare sign-up process
  • A memo from Chair Bill Mears and Jo Anne Hawkins will be sent to library directors in February with an implementation kit for program liaisons including:
    • Copy of the TexShare Library Card Program Agreement
    • Startup supply of cards and brochures
    • Tabletop TexShare Card display
    • News release for local distribution

TexShare Courier Service Program:

  • As of January 16, 1998, 79 libraries are participating in TExpress
  • Comments from TexShare libraries' ILL staff are quite positive
  • Revised TexShare ILL Protocol incorporates TExpress as a preferred delivery method
  • Courier Service Working Group plans a meeting in Dallas at Sheraton Dallas Brookhollow Hotel to:
    • Review success of program thus far
    • Consider basis and procedures for ongoing evaluation of program
    • Review statistics and determine procedure to report them (what, when, how, to whom)
  • New TExpress labels are being produced and will be distributed by AMIGOS
  • Issues:
    • Extension of TExpress to Houston Public Library and other major resource center libraries
    • Viability of TExpress at reasonable rates
    • Continuation of the CEDS contract next year

Bonnie Juergens commented that a letter will be sent to all libraries who chose not to participate in TExpress to determine why. The letter will provide information about how many items an institution would need to send via the courier service to recover costs.

Bob Martin commented that $250,000 would subsidize TExpress for all TexShare libraries. Bonnie commented that it may be useful for TexShare to use contingency funds this year to bolster the program and maintain the service.

Interlibrary Loan:

Joan Heath reported the following:

The ILL Protocol Working Group met on 12/4/97 and drafted revisions to the ILL protocol. The significant items include:

  • Retention of the requirement that all TexShare interlibrary loan requests be placed through OCLC or Docline
  • Modification to section 8.1 allowing members to charge each other for loans and photocopies
  • Use of TExpress courier as preferred delivery method
  • Elimination of paper and electronic directories of ILL operations in TexShare
  • Recognition that the use of the OCLC statistical report will change as new members are added
  • Stronger emphasis on using custom holdings

The newly constituted ILL Protocol Working Group which includes representation from private and community college libraries will meet for the first time in early February. The new members are currently reviewing the proposed revisions to the protocol.

The ILL working group is planning a workshop for TexShare members to be held in late spring and, at the Advisory Board's request, will study the effectiveness of Ariel.

Bonnie reported on final arrangements with UMI to end the document delivery service UMI provided to charter TexShare libraries. She then described the Group Access Capability (the Texas Group), which consists of libraries who are cataloging members of OCLC and those who use OCLC for interlibrary loan purposes only. She recommended TexShare pay the $28/library membership fee for the forty-six TexShare/OCLC libraries not presently in the Texas Group. Doing so will provide a broader resource sharing base for all TexShare libraries as more holdings information will be available. Joan Heath will take Bonnie's recommendation to the working group.

TexShare/Texas Group statistics:

  • 67 TexShare libraries are members of the Texas Group
  • 46 TexShare libraries are OCLC users but not members of the Texas Group
  • 26 TexShare libraries are not OCLC users nor members of the Texas Group

Texas Collections:

Kathy Hoffman reported that the new Texas Collections Working Group was established in December 1997, with representation from all types of TexShare libraries. The working group met January 6, 1998, and reviewed the rules/criteria for the TexTreasures awards.

$100,000 is available this fiscal year for TexTreasure proposal awards. Kathy commented that projects may include bibliographic as well as digitization work. The projects are not intended to clean up backlogs; rather they provide seed monies to get projects underway.

ADMINISTRATIVE UPDATE

Bonnie Juergens requested board members to replace the original Quarterly Report they received with the new one she distributed. The attachments to the original report are correct.

Training:

Bonnie reported that four additional OVID hands-on training sessions were conducted in December and January for a total of seventy-four attendees. Three administrative introductory sessions were also conducted for a total of eighty-five attendees.

A new survey will be sent out asking for TexShare members' preferred training topics. The survey information will be analyzed by the Management Team for the development of the next group of training sessions.

The Illinois State Library will be sponsoring a videoconference entitled Copyright and the Web. TexShare will announce the videoconference and will also loan videotapes of the conference to TexShare members.

During FY1997, TexShare sponsored a number of full-day workshops around the state entitled Surviving the Internet: Legal and Policy Considerations, presented by Marilu Goodyear. A final session will be held in Tyler this spring.

Bonnie commented that TexShare training funds may be used for institutions newly participating in OCLC ILL whose staff need hands-on interlibrary loan training.

Working Groups:

New working groups have all been appointed. The members' names are available on the TexShare web site.

Future meeting dates:

The next Board meeting will take place on Thursday, May 14, 1998, in Austin at the State Library & Archives Commission.

Bonnie will send an e-mail to the board requesting suggestions for late July meeting dates.

NEW BUSINESS

A discussion of community college library connectivity ensued, noting that the Telecommunications Infrastructure Fund (TIF) Board had not yet responded to the community college library connectivity RFP submitted to them last year.

Marty Adamson moved that the TexShare Advisory Board communicate through its Chair on behalf of the community college libraries, encouraging movement on the connectivity RFP. Nelda Laney seconded the motion. The motion was passed with a unanimous vote.

Chair Robert Seal adjourned the meeting at 2:30 p.m.



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