TexShare Advisory Board Meeting
Texas State Library and Archives Commission
1201 Brazos, Room 314
October 10, 2003
TexShare Advisory Board Chair, Eva Poole, convened the meeting.
1. Recognition of Departing Member
The board would like to thank Glenda Swink for her dedicated service to TexShare.
2. Introduction of New Member
The board would like to welcome Martha Tandy from Weatherford College who is now representing community colleges.
3. Election of Chair and Vice Chair
Eva Poole was re-elected the Chair and J.J. Baskin was re-elected Vice Chair.
4. Approve minutes from July 9, 2003
Minutes stand approved.
5. Schedule FY04 Meetings
The following are the dates agreed on by the TSAB for FY04:
Friday, December 12, 2003 – special meeting for database fee invoice appeals
Thursday, January 22, 2004 – the morning after the Strategic Planning Session
Friday, April 16, 2004
Friday, July 23, 2004
Friday, October 15, 2004
6. Public Comment
7. Report on TexShare Database Fees Task Force – Eva Poole
The task force had a phone conference August 8, 2003 and agreed to look at any and all different varieties of statistics for assessing the database fees. The goal is to have a draft fee schedule available for review at the end of November.
8. Discuss Database Fees Invoice Complaint Process and Amendments 13 TAC §8.3 – Beverley Shirley
The protest procedure to be used for the database fees invoice appeals is the same process used agency-wide for other programs (13 TAC §2.55). TSLAC has approved the posting of a rule change related to fee assessment and the complaint process to the Texas Register. The proposed amendments will delete the old tier structure thus making the rules more adaptable to fit a variety of situations in which fees may be assessed as determined by the task force and advisory board. Also, adding reference to the complaint process establishes a formal mechanism by which a library may request that a fee be lowered or waived.
9. Discuss TexShare Multi-Library Memberships – 13 TAC §8.3(d) – Beverley Shirley
The existing membership rules are contradictory in defining membership by academic institution (13 TAC §8.3(a)), while allowing for some academic institutions to have multiple memberships (13TAC §8.3(d)). The board recommended that section (d) be changed. The consensus is to move toward consolidating the multi-library academic institutions.
Some health science centers that are affiliated with universities are treated as individual members, with individual billing for services. Other health science centers receive no billing, as they are considered part of the home institution’s library. Once again, we have a contradiction. The recommendation is to identify the HSC libraries on The Higher Education Coordinating Board list and develop a schema of how they will be treated in the future. Beverely will report on the HSC libraries at the next meeting.
The last issue discussed were the institutions that share a library. Are they one member or two? The board recommends we determine one way to deal with the joint libraries and be consistent.
Beverley Shirley will provide further information on the membership issue at the next meeting.
10. Report on TLA Resource Sharing Task Force – Rhoda Goldberg
The task force is in the process of gathering information. A questionnaire was sent out to other state libraries asking how they handle statewide resource sharing. The task force will have a conference call in November to discuss the results of the survey. The Texas Education Agency has eliminated the department that managed the Texas Library Connection (TLC). The future of the TLC Union Catalog is uncertain at this time. A face-to-face meeting is planned for January 5, 2004 with the goal of developing some tentative recommendations before the Statewide Resource Sharing Strategic Planning Session on January 20 & 21.
11. Discuss Strategic Planning Session – Nancy Anderson
The two-day session is being on Tues, Jan. 20 & Wed, Jan. 21, 2004 at The Commons Center on the J.J. Pickle Research Complex. A sub-committee conference call was held on September 23, 2003 to establish a draft agenda and list of stakeholder groups. The board approved the sub-committee’s draft agenda and stakeholder list. The bid for an outside facilitator will go out in November.
12. Working Group Reports:
A. Card Program Working Group – Jay Clark
The card program has grown from 17,440 cards issued in 1996 to 437,544 in 2002. Over this same time period, the loss of books has remained well below ½ of 1% of total volumes circulated. UT Austin plays a large role, accounting for 55% of the all books circulated by the card program. FY03 card program statistics reflect 31,120 cards issued, 437,544 circulation transactions, 94 lost items paid for by borrowers, 130 lost items paid for by home library, and 95 lost items paid for by other libraries. The working group has 2 recommendations:
1) use the courier service to ship borrowed materials back to the home library; and
2) having a “best practices” program at TLA Annual Conference in March. The board approved both recommendations.
B. Courier Working Group - Jo Anne Hawkins
· TExpress statistics for Sept ’02 – Aug ’03 were presented. The number of items sent (268,821) increased by 22% over FY02, items received (277,989) increased 30%, bringing the total increase to 26%.
· 17% of the libraries on the courier service are still not reporting their statistics. The working group continues to call non-reporting libraries. To simplify the reporting process, a direct link to the TExpress statistics reporting form is now on the front page of the TexShare Web site.
· To date, 10 libraries have cancelled TExpress due to the increase in cost for FY04.
· Victoria Duff of Wilson County Public Library and Jo Anne Hawkins have been reappointed to the working group, and a replacement for Linda Hughes is being sought.
· The working group plans a conference call on October 21, 2003.
C. Education Working Group – Lisa Loranc
The working group joined the system consultants at their annual meeting on July 29, 2003 in an effort to coordinate educational efforts among all interested library agencies. This opportunity allowed for a comparison of system needs with needs identified by the working group through surveys and to identify areas where the working group is able to meet needs not currently being met by the systems. Joan Alcott will provide a statewide list of libraries with acceptable facilities for continuing education programs. The working group will continue its effort to create an online clearinghouse for training resources. A joint committee has been set up work on database training. Lisa Loranc, Jerry Hoke, and Farzaneh Razzaghi are representing the working group on this committee.
The working group will hold its next meeting on Monday, Jan. 12, 2004 at the State Library.
D. Electronic Information Working Group – Syma Zerkow
FY03 usage statistics are available on the TexShare Web site. A total of 9,664,427 database sessions, 20,435,024 searches, and 12,209,165 documents were provided through the database service in FY03. These numbers represent increases over FY02 of 62%, 23%, and 17% respectively. Some new titles were bought from netLibrary at the end of the fiscal year. The working group is most worried about being able to continue to provide access to Heritage Quest database.
E. Interlibrary Loan Working Group – No report
F. Texas Collections Working Group
Ann Mason read a sample letter that went out to all the FY04 TexTreasures grant applicants explaining regarding the loss of funding for grants in FY04. Also included with each letter were the applicant’s proposal assessments based on the working group evaluations and suggestions for potential alternative funding sources for their projects.
13. Strategic Partner Reports:
A. UT at Austin – Sue Phillips
B. Amigos – Bonnie Juergens
As suggested by the board, the courier mailing labels now include the Amigos toll-free phone number.
The number of cancellations due to the reduction in state subsidy was less than anticipated. There are now 168 libraries signed up for the service that are subsidized by the state library and 10 that are not subsidized.
14. Administrative Report – Beverley Shirley
TexShare representatives: Welcome to Martha Tandy, director of Weatherford Community College Library, new TexShare Advisory Board member. Ms. Tandy is currently serving as chair of the Texas Council of Community/Junior College Librarians and chair of the Administrative Round Table of the Texas Library Association. She has served as a member of the TexShare Communication Plan Implementation Task Force and the TexShare Task Force on Database Fees. Ms. Tandy has her MLS from Texas Woman’s University and her BBA from Tarlton State University. Term to expire August 31, 2006.
The Texas State Library and Archives Commission expresses its appreciation to Glenda Swink, Director of Libraries at Southwest Texas Community College, who served on the TexShare Advisory Board for three years.
We also thank Nancy Paine, who retired August 31, 2003, from the University of Texas at Austin. Nancy served as Chair of the Interlibrary Loan Working Group from1998 to 2003.
TexShare Fees: As of October 1st, TSLAC has received approximately $575,000 in TexShare fees, which is over one-third of our goal of $1.5 million. “First reminder” invoices are scheduled to go out to libraries on November 5, 2003. As of October 2, 2003, we have received “intent to appeal” notices from fourteen libraries. These include three public libraries, ten private academic institutions, and one community college. Of these appeals, five libraries intend to request that fees be waived and nine intend to request that their fees be lowered.
We have received communications from several private institutions regarding the structure of the fee assessment, and objecting to the use of volume count in determining fees. We have also heard that several public libraries are concerned about the value derived from maintaining the database service in their libraries given the low level of database usage. The regional library system coordinators are working with us and with the Library Development Division to extend more training to these libraries and to help them promote usage among their patrons. Public libraries are given the opportunity to use money from their Loan Star Library grants to pay for the database service. Some regional library systems are directing collection development money toward partially or totally subsidizing the database service for their members.
Complaint Process for Fees: The Texas State Library and Archives Commission has approved the posting of a rule change related to fee assessment and the complaint process to the Texas Register. The proposed amendments would have two impacts:
1) Deleting the old tier structure, and making the rules more adaptable to fit a variety of situations in which fees may be assessed.
2) Adding reference to the complaint (appeals) process establishes a formal mechanism by which a library may request that a fee be lowered or waived. TexShare member libraries would follow the same review procedure as is established for all other TSLAC programs. Putting this procedure into practice may involve the following steps:
a. Library sends a letter of complaint as outlined in the rule.
b. TexShare Advisory Board reviews the complaints and makes a recommendation.
c. Director and Librarian determines resolution of complaint.
d. Library accepts determination or appeals decision to Texas State Library and Archives Commission.
e. Texas State Library and Archives Commission hears appeals and makes final determination.
TexShare membership status: In the process of implementing the new database fee schedule, several questions have arisen regarding the definition of a member institution. Member institutions are defined in 13 TAC §8.3. However, the rules are somewhat contradictory in defining membership by institution (13 TAC §8.3 (a)), while allowing for some institutions to have multiple memberships (13 TAC §8.3 (d)). Some specific examples of ambiguity include:
1) Community colleges
2) Law libraries
3) Health science centers
4) Institutions that share a library.
The TexShare membership eligibility rules refer to Texas Higher Education Coordinating Board legislation found in Section 61.003, Education Code.
Library of Texas Update:
The Telecommunications Infrastructure Fund grant for the Library of Texas Project expired on August 31,2003. With only two invoices outstanding, we project the project expended $13, 277,385 of the $13,281,962 grant.
Electronic Depository Program
· The Electronic Depository Program (EDP) system completed a harvest of all state agencies, collecting over 32,000 electronic publications and their metadata.
· A study on meta-tagging practices and the EDP concluded that the meta-tagging process required of state agencies in preparing publications for the EDP couldn’t be automated in any efficient or practical way at this time.
· Texas School of Information students have reviewed Web sites for all 187 agencies and provided detailed recommendations for appropriate meta-tags
Resource Discovery Service:
· Software was mounted on RDS servers and successfully tested.
· Approximately 100 libraries participated in the library uplift project. This project provided software upgrades to local public or academic libraries from their current library automation vendors in order to achieve the level of standard and profile compliance needed for full participation in the RDS.
· Directory Database that runs in conjunction with the RDS software was built and populated with skeletal information.
· Interlibrary loan (ILL) software (and associated hardware) to expedite library-to-library lending of materials identified through the RDS was purchased.
· Database subscriptions to 48 of the 60 core databases were renewed. The remaining databases were dropped from the core due to funding cuts.
· Discounted pricing was negotiated for TexShare member libraries that wanted to continue receiving the databases that are no longer part of the core.
· An interim database fee schedule was developed to assess TexShare member libraries for their participation in the database service.
· Videoconference equipment was used for a variety of meetings involving persons at diverse locations.
· TSLAC staff attended certification training in distance technologies.
· We continued end-user training on the videoconferencing systems.
· We began development of web-based learning workshops.
· Upgrades for videoconferencing systems were purchased.
LOT Evaluation Process:
Outline of specific actions required for evaluation of database and RDS components was completed and a timeline put in place.
Next TexShare Advisory Board Meeting is January 22, 2004.
TexShare Advisory Board Members:
Eva Poole, Denton Public Library, Chair
Nancy Anderson, Howard Payne University
Douglas Ferrier, University of Texas at Brownsville
Maurice Fortin, Angelo State University
Rhoda Goldberg, Harris County Public Library
Darryl Tocker, Tocker Foundation
Martha Tandy, Weatherford College
Eileen Altmiller, St. Edward’s University
Dennis Michaelis, McLennan Community College
Texas State Library and Archives Commission:
Michael Avila, Library Resource Sharing Division
Ann Mason, Library Resource Sharing Division
Beverley Shirley, Library Resource Sharing Division
Ted Wanner, Library Development Division
Russlene Waukechon, Library Resource Sharing Division
Working Group Chairs/Liaisons:
Jo Anne Hawkins, University of Texas at Austin
Lisa Loranc, Pasadena Public Library
Jay Clark, San Jacinto College
Syma Zerkow, Houston Public Library
Sue Phillips, University of Texas at Austin
Bonnie Juergens, Amigos Library Services
Carol McDonald, ICUT Inc.
Gloria Meraz, Texas Library Association