|TexShare Advisory Board Meeting
May 14, 1998
Meeting Location: AMIGOS Bibliographic Council, Inc., Dallas, Texas
Advisory Board: Marty Adamson (University of Texas Southwestern Medical Center at Dallas), Paul Dumont (Dallas County Community College District), Marsha W. Harper (Abilene Christian University), George Huffman (Amarillo College), Dr. S. Joe McCord (University of Houston - Clear Lake), Gilda Ortego y Gasca (Sul Ross State University), Robert A. Seal (Texas Christian University)
Management Team: Jo Anne Hawkins (University of Texas at Austin), Kathryn Hoffman (University of Texas M.D. Anderson Cancer Center), Bonnie Juergens (AMIGOS Bibliographic Council, Inc.), Sue Phillips (University of Texas at Austin)
Texas State Library and Archives Commission: Dr. Robert Martin
Visitors: David Gardner (Texas Higher Education Coordinating Board); Mark McFarland (University of Texas at Austin); Michael Piper (Topeka, Kansas)
Recorder: Ellen Cunningham-Kruppa (University of Texas at Austin)ABSENT:
Advisory Board: Bill Hobby, Nelda Laney
WELCOME AND INTRODUCTIONS
The meeting was called to order at 10:15 a.m. by Robert Seal, TexShare Advisory Board Chair, who welcomed everyone in attendance. Bonnie Juergens welcomed the board to AMIGOS. Board members introduced themselves.
The agenda was accepted by board members.
TEXSHARE ACTIVITIES AT THE STATE LIBRARY
Bob Martin introduced Michael Piper, who will serve as the director of the Library Resource Sharing Division, Texas State Library and Archives Commission, effective July 1.
Bob distributed copies of the recently adopted §§8.1-8.6, new sections establishing policies to govern the operation of the TexShare library consortium, setting forth membership criteria, establishing policies for an advisory board, and proposing guidelines for grants to members. The new sections affect the Government Code, §§441.201-441.120.
One change was made to what was published as proposed prior to adoption. A phrase was added to 8.4 (Advisory Board): "The ninth member is at large without any affiliation specified."
Future of TexShare Meeting, March 24-25, 1998:
Bob Martin referred to a brief report of the meeting, prepared by facilitator Lou Wetherbee. Bob highlighted two important points from the meeting:
Legislative Appropriation Request:*Now is the time for increased funding in support of TexShare.
Bob Martin distributed "Exceptional Items Ranking, LAR 2000-20001," prepared May 11, 1998. The State Library and Archives Commission will be asking for 5 million additional dollars for TexShare.Discussion:
In discussing the strategic goal of expanding TexShare beyond academic libraries which was articulated by the Future of TexShare Working Group in March, members of the Advisory Board supported in principle the move to include in TexShare the public library community at some point in the future. General discussion centered around these guidelines:
Administration of Texas Treasures:
Bob Martin discussed 2 timeline options for conducting the upcoming Texas Treasures competitive grant competition: one would have projects beginning in September; the other in December. The consensus of the Board was for grants to be awarded to begin as soon as possible. After discussion, it was determined that FY1998 grants could be funded from TexShare reserves in a way that will expedite the grant distribution process. The process will be defined by Bob Martin and the Management Team.
INTERLIBRARY LOAN UNIT AWARD
Bonnie Juergens announced that the Interlibrary Loan Unit Award has been proposed to recognize an interlibrary loan working unit that has contributed in noteworthy ways to TexShares' Interlibrary Loan Protocol. The recipient institution will be announced at the Interlibrary Loan Workshop on June 5.
Bonnie asked the Board if it was comfortable with and supportive of this award.
Bob Martin encouraged the Interlibrary Loan Working Group to find a corporate sponsor so that a monetary award could be given to award recipients in the future.
Joe McCord moved that the board endorse the concept of the award and commend the working group for originating the idea.Gilda Baeza y Ortega seconded the motion. The motion passed unanimously.
David Gardner commented that the Texas Higher Education Coordinating Board would also provide additional recognition for award recipients through its publications.
Marsha Harper moved that all awards established on behalf of TexShare go through an approval process by the Advisory Board. Marty Adamson seconded the motion. The motion passed unanimously.
WORKING GROUP STATUS REPORTS
TexShare Card and TExpress:
Jo Anne Hawkins reported the following:
TexShare Card Program:
Bonnie Juergens supplemented Jo Anne's report by describing the current agreement with CEDS, which is valid through December 1998. TexShare libraries which sign on after January 1998 are charged a pro-rated amount based upon the number of months they will participate at this year's contracted rate.
Electronic Information Programs:
Sue Phillips reported the following:
ArchivesUSA (Chadwyck-Healy database):
Texas Association of Academic Health Sciences Libraries Directors (TAAHSLD):
Electronic Information Working Group:
TexShare database survey:
Mark McFarland reported the following:
The Advisory Board encouraged implementation of this approach to providing the technological infrastructure on which TexShare will continue to develop.-database service is a critical path application for TexShare subscribers
Five schools have paid but do not yet have access as they have not submitted their IP and technical contact information. The AMIGOS TexShare Office will contact the directors of these institutions to remind them that they are not using the service for which they have paid.
Mark announced that database access has been turned on for Wayland Baptist University's Hawaii and Alaska components.
Several schools have approached UT Austin in regard to working with them to establish solutions for authorizing remote users (off-campus users). UT Austin is developing a Web page that will outline options that UT Austin can support and is planning a meeting of interested TexShare schools for early this summer.
Bonnie Juergens reported for Joan Heath that the Interlibrary Loan Workshop will be held June 5 in Dallas. To date, 130 people are registered to attend.
The Interlibrary Loan Protocol revision is almost completed and ready for distribution. The following changes have been recommended by the Interlibrary Loan Working Group:
The Advisory Board endorsed the recommended changes to the protocol. When this amended version is distributed in June, TexShare libraries will be asked to re-sign the Interlibrary Loan Protocol Agreement.
Kathy Hoffman reported that 3 projects have been chosen for funding through TexTreasures:
Kathy announced two resignations from the Texas Collections Working Group: Pam Pavliscak (Rice University) and Danny Jones (University of Texas at San Antonio).
Bonnie Juergens reported the following:
A training needs survey was recently conducted among TexShare libraries. The top four topics from the survey are:
AMIGOS will be providing information to TexShare members via the TexShare listserve to inform them how to get access to Academic Universe. The number of institutions which sign up for Academic Universe by May 20 will determine the price TexShare and other AMIGOS member libraries receives.
Bonnie provided an updated report detailing the current status of available TexShare funds. Reallocations will be defined by the Management Team in concert with Bob Martin and the Advisory Board.
Bonnie will be sending letters to 50 libraries in regard to joining the Texas Group. TexShare will pay for these libraries to accomplish their participation, which is required for signing the revised Interlibrary Loan Protocol.
The Advisory Board will meet July 9 in Austin. The meeting location will be announced in June.
There was no old business.
Bob Martin announced that he will attend a hearing of the Library Subcommittee of the House Committee on State, Federal and International Relations in 2 weeks.
Chair Bob Seal adjourned the meeting at 2:45 p.m.
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