TexShare Advisory Board Meeting
Texas State Library and Archives Commission
April 5, 2001
TexShare Advisory Board Chairman Joe McCord convened the meeting and welcomed guests.
The minutes of the February 8, 2001 meeting were accepted.
Legislative Update (Rhoda Goldberg, Joe McCord, Peggy Rudd)
Information was provided on HB3591. Sponsored by Representative Hunter, HB 3591 would extend TexShare membership to libraries of nonprofit corporations that provide extensive library services and collections including the fields of clinical medicine and the history of medicine. Joe McCord stated that no one had anticipated the introduction of this bill. A consultant�'s study of the Texas Medical Association (TMA) library recommended that the library participate in consortia. Acting on this study, the TMA board suggested this legislation to Representative Hunter. The intent of the bill is to include the TMA library in TexShare. There may be other libraries to which the bill applies as well.
Rep. Hunter�'s sponsorship virtually assures House passage, and it is anticipated that the bill will become law. Such expansion of TexShare membership is consistent with the long-range plans and vision of the consortium. However, there is no increased funding tied to the bill. It is, therefore, advisable that TexShare prepare an analysis of funding needs for the next legislative session, particularly as TexShare is increasingly dependent upon telecommunication infrastructure fund (TIF) monies, which are not as enduring as funds from general revenue.
Dr. McCord and Beverley Shirley clarified changes in section 441.226 (f), stating that the purpose of this section is to reflect the newly defined scope of membership, not to further open up membership. This section allows the Advisory Board to recommend cooperative projects with non-members to the Library and Archives Commission.
Peggy Rudd stated that the State Library is reservedly positive regarding implementation of the bill. Should the bill pass, the State Library will provide criteria under which new members can apply and be accepted into TexShare and examine the functions and collections of libraries applying to insure their membership reflects the intent of the legislation. TexShare working groups should begin examining the implications of this bill.
Previous expansions of TexShare have been planned, involving participation of current members. Concerns about the less systematic nature of this expansion have been expressed. Rep. Hunter addressed these concerns during the House committee hearing, referring to the "hold harmless" provision. This provision requires that the Library and Archives Commission "phase in the expansion of the TexShare library consortium to include libraries of non-profit corporations only to the extent that the commission may efficiently do so with the appropriations made to the commission and only in a manner that does not reduce services to academic and public libraries as a result of the expansion." Integrating new members under this legislation will be a challenge; the Advisory Board and TMA will need to work with the State Library to develop mechanisms to facilitate this process. Ms. Rudd also stated that the Board needs to proactively plan for continued expansion during the legislative interim in order to be prepared for additional constituencies that want to be admitted. Dr. McCord suggested that a task force be appointed to work with Rep. Hunter�'s office on a legislative strategy for expansion. The Board will be asked to act on this recommendation at its next meeting.
Ms. Goldberg reported on other legislation, including:
- Funding for school library materials
- Housekeeping for public libraries and district elections.
- Internet filtering bills
- HB11 to specify number of members on commissions and boards. This would decrease the number of commissioners on the State Library and Archives Commission from seven to five.
- HB2361 to move TIFB administration to PUC.
- HB1736 and SB 1783 introduce another TIF account for rural economic development. This has the potential to divert a significant amount of funding. Also, the bills cut some money coming into TIF. Since all TexShare database monies are dependent on TIF, this is of special concern. Ms. Goldberg suggested news releases regarding TexShare�'s contributions be sent to legislators during the break between sessions.
Ms. Rudd reported on the State Library exceptional item budget requests. It is unlikely that the request for money to augment the TexShare database budget will be included in the appropriations bill. The exceptional item to provide direct aid to public libraries (Loan Star program) has received a good deal of legislative attention, but with lower appropriation amounts than were desired. The House is recommending $2.9 million for the Loan Star program, which would be funded by shifting general revenue funds from the TexShare database program into Loan Star and replacing the database funds with directly appropriated TIF revenue. There would be no decrease in funding for TexShare, just a change in funding source. The Board expressed concern over this shift in database funding, as TIF is not established as a permanent source of revenue. There was also some concern that the TIF Board does not address the needs of academic libraries. Ms. Rudd replied that, at a legislative briefing, it was apparent that TIF does have awareness of academic libraries as part of Library of Texas. Ms. Goldberg said Sam Tessen, director of the TIF Board, has indicated awareness beyond public libraries and suggested that the Board be proactive in presenting the needs of higher education libraries. The Senate has recommended $1 million in general revenue to Loan Star with no shift in funding.
Working Group reports
Courier working group
Jo Anne Hawkins presented the report for the group. She reported that the TExpress program continues to gain members with 204 libraries from 171 sites participating as of February 15 including about 75 public libraries which now comprise 37 percent of participating libraries. In the calendar year 2000, 510,351 packages were delivered through TExpress. The rate of missing items is less than 1%. Marquis Messengers added 8 new hubs improving service particularly in the Panhandle area.
Ongoing review continues on the TExpress Users�' Guide. A conference call is scheduled for April 17. The courier service contract was awarded to Amigos Library Services and may be renewed next year without going out for bid again. There is funding to subsidize 28 more sites in the courier service for the current fiscal year. TSLAC presently subsidizes 60% of the costs for eligible courier stops, with sites picking up the rest. The Working Group will examine the current subsidy formula and make recommendations for how to accommodate new users in upcoming fiscal years. Dr. McCord suggested they review usage statistics to determine if variable subsidies based on use would be desirable.
In response to an inquiry about budget funds for subsidies next fiscal year, Ms. Rudd and Ms. Shirley confirmed the budget will not increase.
Card Program working group
Jay Clark was unable to be present. In his absence, a written report was submitted.
The meeting of the TexShare Card Working Group was held at the Texas State Library on February 22, 2001.
Review the Statistical Categories for measuring the program
Statistical categories used to measure the program's effectiveness were discussed. Modifications were made in the wording of the definitions of statistical categories five and six in order to clarify these categories.
Consider net-lender reimbursement and user library reimbursement
The experience in the committee is that large libraries find circulation to TexShare card holders represents a small percentage of their business and reimbursement is not needed. The group will review this decision annually in case the situation changes. The Central Texas Library System is underwriting losses their public libraries experience due to TexShare card circulations. Jay Clark will write to the other regional systems recommending they establish similar programs of guarantee.
Impact of Lone Star Libraries Program
A memo from Michael Piper indicated the proposed Loan Star Libraries Project should have no effect on the TexShare Card program.
Problem with putting TexShare books on reserve
There have been reports of faculty checking out books using TexShare cards for use as class reserves at a home library. This use of TexShare books is clearly outside of authorized use of such books.
Bringing public libraries into TexShare
Approximately 64 public libraries have joined. The committee has not heard of any significant or special problems concerning the addition of public libraries to the program.
Committee members pointed out that the wide flexibility provided to user libraries in defining use of the TexShare Card was one of its greatest strengths. As a way of limiting risk, TexShare Cards could be issued where they are needed instead of widely disbursed. Libraries could also limit use of the card to 2-3 weeks for a specific purpose in order to limit risks.
The Committee also discussed writing an article on the TexShare Card Program to public libraries through an article in the Texas Library Journal. An article about the TexShare Card program ran in the Waco-Herald Tribune.
Tania Bardyn of UT Health Science Center in San Antonio will research costs for a traveling exhibit promoting the TexShare Card.
Education working group
Bonnie Juergens presented the report for the group. The working group�'s primary activity is a follow up to their general membership survey. Results are not yet available.
Electronic Information working group
Tommie Wingfield presented the report for the group.
- Vendor responses to the State Library�'s request for information (RFI) for databases were due March 2. Approximately forty-four were received. Approximately thirty-two statewide trials are being conducted. Eight vendors of multiple-database packages (OCLC, Bell & Howell, CARL, Wilson, Ebsco, Ovid, Silver Platter and Gale) provided the group with demonstrations. A conference call will be held next week to discuss the trials and the demonstrations; the working group will report out as soon as possible. Prior to issuing the RFI, a survey of the TexShare membership solicited input regarding database preferences. Summary results are on the TexShare Web site. Funds for databases must be encumbered by May 31 in order to accommodate state purchasing deadlines.
Interlibrary Loan working group
Sara Lowman presented the report for the group.
- The Working Group host an ILL Workshop in Dallas on June 1, 2001. Mary Jackson from ARL is the keynote speaker. Registrations are down so far this year.
- On April 25 there will be a copyright workshop sponsored by University of Houston. Everyone is welcome (free of charge).
Texas Collections working group
Kathy Hoffman presented the report
- Deadlines to apply for this round of TexTreasures grants was March 30. 10 applications were received (3 public, 7 academic) compared to 9 last year (3 public). Same institutions are applying with some new ones. The number of applications has declined over the last several years. The Working Group will meet in June to review the applications.
- Committee will be working on a survey to gather information both from grant recipients and from institutions that have not received grants.
- Request that TSAB that a newly vacated position on the WG be filled.
- To increase visibility of the TexTreasures program, Ms. Hoffman recommended that the TexShare Web site include links to previously-funded projects that are currently online. Another possibility is a TexTreasures program at TLA.
Strategic Partner reports
Amigos Library Services
Bonnie Juergens reported.
- Previously a single full-time employee supported TExpress. Changing to support desk support has extended support hours to 10 hour/day with 3 employees knowledgeable on supporting TExshare.
- Ms. Juergens indicated that statistical reporting of TExpress use is important and suggested directors provide their reports by the due date.
University of Texas at Austin
Sue Phillips presented the report for the University of Texas at Austin.
- Ms. Phillips reported no difficulties in access to TexShare databases hosted at UT-Austin.
- Providing support for database trials and database selection have occupied UT-Austin staff efforts.
- Ms. Shirley thanked UT-Austin for hosting the database demos with outstanding support and facilities.
Beverley Shirley reported on the proposed TexShare legislation, LRS staffing, Courier contract, LRS audit, Library of Texas, and TexShare programs at TLA. TexShare legislation was previously discussed.
TexShare Legislation: Ms. Shirley provided a summary that reflected the information discussed previously in the meeting.
Library Resource Sharing Staffing Issues: There are now 5 openings, inclusive of two new positions, within the Library Resource Sharing Division. New positions will be posted soon, including one for a Public Information Specialist. A temporary Special Projects Coordinator, Bonnie Grobar, has joined the staff through end of August.
Courier contract: The Library and Archives Commission, at their February 6, 2001 meeting, approved a contract with Amigos Library Services for courier services. This contract runs through August 31, 2001 and may be renewed at that time without a re-bid process. Subsidized sites will pay 40% of the costs associated with participation. TSLAC subsidizes the remaining 60% of these costs. There is funding to allow 28 additional subsidized sites into the courier program. This year�'s contract reflects a $50 per year increase over previous yearly fees. The Courier Working Group was asked to review the 60/40 formula and make a recommendation regarding subsidy configuration to the TexShare Advisory Board.
LRS Audit Report: After a meeting with representatives of the General Services Commission, it was determined that the TexShare database purchase would not require a formal Request for Proposal procedure. Due to the amount to be expended on databases this year, a Request for Information process is being followed. TSLAC will document the purchasing process and develop a report on this database purchasing procedures.
Library of Texas Update: Phase I of the Library of Texas, database acquisition, is in process. Application for Phase II has been submitted to the TIF Board. Phase II includes three new components, government information, virtual union catalog, and training.
TLA Programs: The TLA sessions related to TexShare programs were successful. About 125 people attended the TexShare program and about 80 persons were at the Library of Texas Databases program.
Staff vacancies have slowed progress toward implementation of the marketing plan that was approved at the last Advisory Board meeting.
TexShare Board members:
Rhoda Goldberg, Harris County Public Library
J.J. Baskin, Austin Public Library Foundation
Paul Dumont, Dallas County Community College District
Glenda Swink, Southwest Texas Junior College
Eileen Shocket, St. Edwards University
Joe McCord, University of Houston at Clear Lake
Eva Poole, Denton Public Library
Texas State Library and Archives Commission:
Beverley Shirley, Library Resource Sharing Division
Peggy Rudd , State Librarian
Ed Seidenberg, Assistant State Librarian
Allen Mullen (recorder), Library Resource Sharing Division
Working Group liaisons:
Jo Anne Hawkins, University of Texas at Austin
Bonnie Juergens, Amigos Library Services
Sara Lowman, Rice University
Tommie Wingfield, University of Texas at Arlington
Kathy Hoffman, University of Texas M.D. Anderson Cancer Center
Bonnie Juergens, Amigos Library Services
Sue Phillips, University of Texas at Austin