TexShare Advisory Board Meeting
Texas State Library and Archives Commission
1201 Brazos, Room 314
April 25, 2003
TexShare Advisory Board Chair, Eva Poole, convened the meeting.
Approve minutes from February 27, 2003
The minutes from the February 27, 2003 meeting were accepted.
Legislative Update – Peggy Rudd
The FY 04 - 05 budget passed the House Appropriations Committee with TexShare databases funded at $7.5 million per year. This includes $500,000 in fees to be collected from TexShare member libraries, $1 million in federal funds, and $6.1 million in general revenue-direct. The governor is supportive of House appropriation recommendation. The appropriations bill must now go through Senate.
In the appropriations bill, the database service was placed in the agency’s capital budget. Generally we are more limited in our ability to move money around with capital budget items; the Legislative Budget Board has tighter control over how capital money is spent.
It is not likely that the $7.4 million telecommunications infrastructure fund (TIF) grant money from this fiscal year will be released for the grant that TexShare had anticipated using to fund the TexShare databases this year. As funding for TexTreasures grants is contingent on adequate funding being in place for the TexShare databases, it appears that we will not be able to award TexTreasures grants for FY04.
Update Task Force on TexShare Database Fees – Eva Poole
The Task Force on TexShare Database Fees held its first meeting by conference call on April 22, 2003. The Legislative Budget Board requires TexShare membership fees of $500,000 per year be collected in the next biennium. The task force indicated that four-year academic libraries are served well by three-tier structure; a six-tier structure for community colleges and public libraries is being considered.
The Board discussed the implications of Rider five to the appropriations bill, which states that the agency may not collect more that $500,000 in fees and the limitations imposed by placing the database service in the agency’s capital budget. The board determined that it would be best for the program if the Legislature was to (1) increase the amount of general revenue-dedicated appropriated to the TexShare databases and (2) move the database service out of the capital budget.
Communication Plan Update – Mike Avila
A communication plan was adopted by Board late last fiscal year. The purpose of the plan is to outline outreach strategies that increase visibility of the TexShare databases by librarians and end users. Greater awareness of this valuable resource will help ensure continued funding. An Implementation Task Force is charged with organizing librarians and other stakeholders, distributing information, and reporting on communication activities that have occurred. Information was provided about activities to date and samples of informational materials that have been created and distributed were shared. Evidence that implementation of the plan has been successful includes a significant increase in use of the database service and increased awareness of the service among librarians attending the Texas Library Association Annual Conference.
Portal to Texas History Project – Cathy Hartman
The Portal to Texas History is a program of the University of North Texas (UNT) that provides opportunities for TexShare member libraries to partner with UNT to accomplish digitization projects. UNT will build a portal to Texas history on the World Wide Web to offer students and historians a portal to the rich collections held in Texas libraries and historical museums. UNT will focus on partnerships with smaller libraries and museums with unique special collections. UNT will create technology systems and standards for the project and funding for technology, for digital imaging of the materials and for creation of the Web site. They will offer optional services to partners, such as hosting their electronic collections, mentoring services and coordination of funding. In phase II, UNT will also work with teachers to help them learn about the resources available and to use these resources when they develop lessons on Texas history. More information is available at http://texaashistory.unt.edu.
Card Working Group – Jay Clark
Last year (FY02), 25,563 cards were issued producing 215,653 circulations. The cost to libraries if they had had to purchase these items for their patrons would have been greater than $14 million. Card use at the UT Austin General Libraries was up by 11% and circulation up by 55%.
Issues under review by the Card Working Group include
- Statistical reporting. Libraries should not report circulation from borrowers who are using borrowing privileges based on other programs or affiliations, and not actually receiving items by using their TexShare card.
- Outcome measures. Outcome measures indicate program effectiveness in terms of end result. An example would be the improvement of someone’s life through use of the TexShare card. Surveying users is one way of collecting such information.
- Use of the courier service in allowing borrowers to return books checked out using the TexShare card. Generally there was a favorable response to this proposal, but there may be problems involved with lag time between return of the items and delivery to circulation departments, generating overdue fees.
- Joining the program. The process of joining the card Program is incomplete until new libraries’ lending policies are posted on the Web.
Next meeting is scheduled for October 9, 2003.
Courier Working Group - Jo Anne Hawkins
Members of the Courier Working Group have been calling the thirty libraries that have not reported statistics on TExpress use. Some libraries’ staff did not know they were responsible for reporting statistics, others attributed lack of statistics to staff turnover. Libraries should be reminded at least twice a year to report their statistics.
The courier subsidy will be cut by 50% next year. It is anticipated that the library portion of the service will be about $1940.
Education Working Group – Lisa Loranc
At their last meeting, the Education Service Program decided to meet jointly with the regional library system continuing education consultants in order to become a part of the statewide planning process for continuing education activities. The Education Working Group will take a Web-based survey of member libraries to determine what kind of training the librarians want and how they would like that training to be delivered. Another working group project is to provide a Clearinghouse for educational/training programs. The working group feels that database training should move past free, vendor-provided training to subject-specific training. Ms. Rudd applauded the efforts to coordinate TexShare and regional library system training efforts through joint meetings.
Electronic Information Working Group - Tommie Wingfield
List of recommendations for database contracts was reviewed and endorsed by the Board:
- · Group One (to be renewed with current funding): Ebsco (without Applied Science and Technology and Salud Para Todos), Gale (without Twaynes and Scribners), OCLC, Stat!Ref, TDNet, ProQuest (without Elibrary)
- Group Two (to be renewed should additional money be available): netLibrary, Elibrary, Books in Print, Twaynes, Scribners
- Group Three (not to be renewed statewide): Ulrich’s, Groliers.
- The Working Group recommendations were based upon: user survey results, statistics on database use, best value, balance of content, vendor reliability, percent of full text documents and overlap of journal coverage.
The Board expressed concern that the Texas Library Connection (TLC), a program of the Texas Education Agency, which provides databases for K-12 libraries, is not included in the current appropriations bill.
ILL Working Group - Sara Lowman
No new activity to report.
Texas Collections Working Group – Kathy Hoffman
A program on TexTreasures grants was presented at the Texas Library Association Annual Conference. Three grant recipients presented information on the projects for which they received funding. Most attendants had not applied for a TexTreasures grant before and were interested in the program and the process for awarding grants.
Because there is no money for grants next year, Ms Hoffman asked the Board to determine whether the working group members should still be asked to dedicate their time scoring and reviewing the applications received for FY04.
The Advisory Board determined, because we had promised that grant applications would be reviewed and feedback would be provided, the process needs to take place. The Board asked that TSLAC research other grant funding sources for the applicants and forward letters of recommendation to these funding entities as appropriate.
UT Austin - Sue Phillips
Because of budget constraints, the technical support contract with UT-Austin will not be renewed next year. UT is working with TSLAC to make the transition go as smoothly as possible.
Amigos – Tim Prather
Amigos has submitted a bid for the courier service and hopes to be working with TexShare again next year.
Administrative report – Beverley Shirley
Update on LRS Staffing. TexShare coordinator position is open and TSLAC is interviewing candidates.
Budget update: TIF FY03 grant funds are still frozen. The Electronic Information Working Group has selected database subscriptions to renew at the current $6.9 million level. Committees in both houses of the Legislature have recognized the importance of funding the TexShare database program. The budget must go through the full House and Senate.
Strategic Planning: We will hold a TexShare strategic planning session in the fall.
Library of Texas Update: In partnership with the University of North Texas’s Texas Center for Digital Knowledge, a recommendation to award a contract for the Resource Discovery Service was approved. The specific deliverables include:
- Customize, deliver, and install a Web-accessible software program for the RDS
- Specify all hardware and software needed to support this system
- Provide ongoing maintenance and update services
- Warranty the system
The evaluation stage of the Library of Texas has begun. Goals, objectives, and outcomes statements for the four components are available. The full evaluation plan is at http://www.unt.edu/zlot/phase1/del_f_evalu_plan_v2_wem_27 dec2002.doc.
TLA Annual Conference: A program on TexShare was held on April 2, 2003. Approximately 85 persons attended the program, which addressed the legislative process and the impact of the current economic climate on TexShare services.
Public Library Study: TSLAC contracted with library consultants Himmel & Wilson to conduct a study of public library development in Texas. The study results and recommendations will be the centerpiece of open dialogue between the Texas State Library and its constituents regarding future state library programming and library development.
TexShare Board members:
Eva Poole, Denton Public Library, Chair
Nancy Anderson, Howard Payne University
Douglas Ferrier, University of Texas Brownsville
Maurice Fortin, Angelo State University
Dennis Michaelis, McLennan Community College
Eileen Shocket, St. Edwards University
Glenda Swink, Southwest Texas Junior College
Texas State Library and Archives Commission:
Peggy Rudd , State Librarian
Michael Avila, Library Resource Sharing Division
Beverley Shirley, Library Resource Sharing Division
Russlene Waukechon, Library Resource Sharing Division
Working Group liaisons:
Jay Clark, San Jacinto Community College
Jo Anne Hawkins, University of Texas at Austin
Sara Lowman, Rice University
Tommie Wingfield, University of Texas at Arlington
Kathy Hoffman, University of Texas M.D. Anderson Cancer Center
Sue Phillips, University of Texas at Austin
Tim Prather, Amigos Library Services
Suzanne McAnna, University of Texas at Austin
Cathy Hartman, University of North Texas