TexShare Advisory Board Meeting
Texas State Library and Archives Commission
June 28, 2001

Joe McCord, Board Chair, called the meeting to order at 10:25am.

Minutes

Minutes from the April 5, 2001 meeting were accepted with correction (Gilda
Ortego was not present)

Legislative Update (Gloria Meraz, Peggy Rudd, Joe McCord)

Gloria Meraz, Texas Library Association, reported on some of the legislation
affecting libraries in the 77th Texas Legislature:

  • Loan Star libraries had asked for $20 million in direct aid to libraries;
    the legislature funded $2.9 million for each year of the biennium.
  • The State Library’s Talking Books Program received an increase
    of $103,576 in FY02, and $69,576 in FY03, including the 3 FTEs requested.
  • School library materials will be funded at a 30% match, or up to 30
    cents per student.
  • Beginning in September, library districts can cancel uncontested elections
    for a trustee position. Legislation allowing the districts to use tax
    money as collateral and make improvements on land takes effect in September
    also.
  • Several filtering bills/amendments were introduced, but none passed.
  • UCITA (Uniform Computer Information Transaction Act) issues will be
    studied in an interim committee.
  • Legislation to reorganize Telecommunication Infrastructure Fund Board
    (TIFB) failed, as did attempts to add more eligible entities while lowering
    the assessment rate.
  • HB3591, which will allow certain non-profit libraries providing clinical
    medical information to participate in TexShare and be eligible for TIFB
    grants passed.

Peggy Rudd, State Librarian, reported that funding for the first phase
of the Library of Texas statewide resource sharing/virtual library has been
transferred to TSLAC. 60 databases, including remote access (twice what
was available in 2001) are the results of this partnership. Since training
is important, database vendors are presenting sessions across the state.
TSLAC is examining ways to use technology to deliver continuing education.
Using LSTA funds to match TIFB funds and maintain 50 cents per capita is
being investigated. The RFO will go out on September 1 for vendors to make
offers to create the government information electronic archives. The government
information group worked to create this RFO. Over $11million will be available
for Phase 2 of the Library of Texas project.

TIFB funding is guaranteed for the biennium. The new TIFB working group
for libraries will focus on allocation issues, to determine the share libraries
will get.

Joe McCord reported on passage of HB3591, which opens TexShare to certain
non-profit libraries with extensive services and collections including the
fields of clinical medicine and the history of medicine. The Board approved
creation of a Task Force on TexShare Expansion which is charged with making
recommendations to the TSLAC and the Advisory Board on the following issues:

1. What categories of libraries (library types) should be considered for
future membership in the consortium?
2. According to what timetable should these potential members be invited
to participate?
3. What responsibilities should be associated with participation in the
programs?
4. What are the funding implications of the growth of the consortium in
the manner and on the timetable recommended?

The following individuals have agreed to serve on the task force: Barbara
Bertoldo, Kathy Hoffman, Rhoda Goldberg, Kay Schlueter, with Joe McCord
and Beverley Shirley. Additional members are being solicited.

Proposed Consultant Study of Texas Public Libraries (Deborah Littrell)

TSLAC is seeking proposals from consulting groups to conduct a study of
Texas public libraries and the factors that influence the future of their
development. The results will assist the TSLAC to develop public libraries
for the 21st century that are deeply valued, important community resources
and that are responsive to the rapid changes in our world, both technological
and societal. The study recommendations will focus on options for furthering
positive library development in Texas and should suggest funding opportunities
and mechanisms for that development. The study will include service providers
and stakeholders across the state. It will begin this fall, conclude in
the spring of 2002.

Working Group Reports

Card Program Working Group

Jay Clark reported that 64 public libraries have joined the program. The
Group has written to all 10 regional public library systems asking them
to consider reimbursing member libraries for losses as does the Central
Texas Library System. One issue is the loss of funding if a library cannot
charge out of city users.

The Library Resource Sharing Division will try to gather information on
distribution of participants in the card program and TExpress by legislative
districts.

Courier (TExpress) Program Working Group

Jo Anne Hawkins reported that there are now 206 libraries participating
through 173 sites. The broader TransAmigos Express program is adding libraries
in Arkansas as well.

Through May, 211,429 packages were sent and received through TExpress;
105,697 sent, and 105,732, received. Houston Public Library remains the
top user.

The Users’ Guide has been revised and updated, and is available on
the web site. The current
60%/40% subsidy for libraries by TSLAC will continue through 2002, and there
is room for additional sites. TexShare provides $1620 per site while libraries
pay $1080 annually.

Although these costs are affordable, a site needs to send 600 packages
a year to break even. The working group will look at the possibility of
a tiered approach to charges. Many libraries may be using Ariel for document
delivery which will affect the program. Amigos is having problems getting
statistical information on the program from participating libraries.

Tex Treasures Working Group

Kathy Hoffman reported on the FY02 grant recommendations for approval by
the Library and Archives Commission. Over 65 projects have been funded through
these grants over the last several years. Some of the issues that came out
of the review of the current grant applications are:
Is use of funds for copyright clearance and attorney fees an appropriate
use of the funds?
Is use of funds for continuation of a funded project currently being adequately
handled in the criteria for applying for the grants and in the scoring process?

Panel needs to know how well currently funded projects are going so that
can be used during the evaluation of the new projects from the same institution.
Should criteria include information on how the library will get continued
funding?
Need for training libraries in preparing a good grant package.

Libraries without resources to handle fragile, local materials may partner
with such organization as the Center for American History. This might be
an opportunity for a new partnering effort for TexShare.
Other sources of funding for library projects include the private sector
which has an interest in preserving Texas history; TIFB Discovery grants
for digitization; Texas Historical Records Advisory Board grant money for
preservation (microfilming or digitizing) of newspapers; and the Institute
of Museum and Library Services.

Education Program (No report)

Electronic Information

Tommie Wingfield explained the process by which the group chose the new
electronic databases for TexShare, which included a survey of member libraries.
These new resources include more full text and more images than in the past.
Updated information about these databases is on the web site. The total
amount of funding for these databases, including TIFB funds, is $10,492.201.

ILL Program

Jo Anne Hawkins reported for Sara Lowman and Nancy Paine. The workshop
in Dallas, which charged a registration fee for the first time, was a success.
The fee did not seem to affect registration, as 143 registered, as compared
to 150 for the November 1999 workshop. Out-of-state speakers included Mary
Jackson from the Association of Research Libraries, Lars Leon from the University
of Kansas, and Joanne Halfren from the University of Oregon. Other speakers
included Ron Glass from OCLC, Tim Prather from Amigos, Scott Downing from
Texas A&M-Commerce, and Kate Cordts from the San Antonio Public Library.
Attendees learned about ILL software packages, selective union listing on
OCLC, Best Practices for ILL, direct patron-to-lending library requesting,
and a look at the reasons why change is difficult and how to make it work.

The TexShare ILL Award went to the University of Houston for consistently
being the top lender and for outstanding service. In the past Texas A&M-Commerce
and Texas Christian University have received this award.
As of end May 2001, there have been 206,075 ILL transactions between TexShare
libraries in FY01. This is a 2% decrease from last year at the same time.
The four-year, state-supported institutions are both the biggest lenders
and the biggest borrowers. Academic libraries as a group are net lenders.
Public libraries as a group borrow more than they lend.

Strategic Partner Reports

Amigos Library Services (Judye Glick)

Ms Glick is a new manager, and is working on practices and procedures that
will produce better statistical reports. There were 123 responses to the
TExpress service survey. Amigos will post procedures on the web site for
libraries that want to cancel the service.

The University of Texas at Austin (Sue Phillips)

Ms Phillips reported that the transition for delivery of the TexShare databases
from local tape load to vendor sites appears to be going well.

Administrative Report (Beverley Shirley)

Adoption of the rule review of Chapter 8 will be presented at the July
30 meeting of the Library and Archives Commission.

LRS has five vacancies; applications are being reviewed. Two new positions,
Public Information Specialist and Administrative Support Specialist, have
been filled. Two temporary, part time positions have been assisting with
several projects.
Renewal of the strategic partner contracts with University of Texas at Austin
and Amigos Library Services will be presented at the July meeting of the
Library and Archives Commission. The contract with NetLibrary for eBooks
is being amended so libraries can buy MARC records for ebooks.

In order to provide consistency with the scholastic and fiscal year cycles,
terms of service for working group members will be shifted from calendar
year to fiscal year. Current members of the working groups with terms due
to expire in December of 2001 will be asked to extend their terms through
August 2002.

Because TSLAC’s legislative request for additional database funding
did not pass, LRS plans to maintain fees at status quo level for the upcoming
fiscal year per its posting that fees would be dropped “depending upon
the outcome of the legislative session.” Advisory Board members felt
this action is counter to decisions made at a prior Board meeting and strongly
advised a reconsideration of this policy. Beverley Shirley reported that
fee revenue was included in the documents submitted to the Legislative Budget
Board for the upcoming year, but will find out whether these revenue projections
bind TSLAC to collecting fees or allow latitude for fees to be dropped.A
future meeting in September or October will be set by email.

Present:

TexShare Board members:

Joe McCord, University of Houston at Clear Lake
Mary Adamson, University of Texas Southwestern
J.J. Baskin, Austin Public Library Foundation
Rhoda Goldberg, Harris County Public Library
Marsha Harper, Abilene Christian University

Gilda B. OrtegoTexas A & M University at Kingsville
Eileen Shocket, St. Edward’s University
Glenda Swink, Southwest Texas Junior College
Daryl Tocker, Tocker Foundation

Texas State Library and Archives Commission:

Peggy Rudd, State Librarian
Beverley Shirley, Library Resource Sharing
Deborah Littrell, Library Resource Sharing
Bonnie Grobar, Library Resource Sharing (recorder)

Working Group Liaisons:

Jay Clark (San Jacinto Community College)

Jo Anne Hawkins (University of Texas at Austin)
Tommie Wingfield (University of Texas at Arlington)
Kathy Hoffman (University of Texas M.D. Anderson Cancer Research Center)

Strategic Partners:

Judye Glick (Amigos Library Services)
Sue Phillips (University of Texas at Austin)

Guests:

Gloria Meraz (Texas Library Association)
Norman Hood

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