TexShare Advisory Board Meeting
Texas State Library and Archives Commission
1201 Brazos, Room 314
April 16, 2004
Rhoda Goldberg convened the meeting. Chairman Eva Poole was absent and Vice-Chair J. J. Baskin was not present at the start of the meeting.
1. Approve minutes from Oct. 10 & Dec. 12, 2003
October 10 minutes amended to correct spelling of Syma Zerkow’s first name. December 12 minutes stand approved.
2. Public Comment
3. New TexShare Database Fee Schedule Review – Ann Mason
Reviewed data & formulas used to determine fees. All public libraries will be required to pay something in FY05 (floor of $50) to assure buy-in to the program. The total assigned to all public libraries is $375,000 (25%), and academic libraries & libraries of clinical medicine will pay $1,125,000 (75%) based on current usage. Within each constituency, 30% of the fee will be based on the population served (or student FTE), and 70% of the fee will be based on the collections expenditures. The response from the library community has been positive. The formula for new fee schedule was unanimously approved.
4. Rule Change on TexShare Multi-Library Membership Issues – Beverley Shirley
TexShare member institutions are defined in 13 TAC 8.3. Several inconsistencies in the rules governing membership were identified and discussed at the October 10, 2003 meeting of the board. Since that meeting, TexShare staff have collected additional information on these issues and on TexShare member libraries that would be affected by changes in membership definitions. Staff has also met with the Task Force on TexShare Database Fees to review the implications of altered TexShare membership status on fee assessments. Board members were asked to review the information on membership issues and discuss at this meeting. The membership issues discussed were: 1) community college multi-campus memberships, 2) academic law libraries, 3) academic institutions that share a library or location, 4) partnerships with proprietary (for-profit) institutions or organizations, 5) HAM-TMC and its members, and 6) libraries of clinical medicine serving multiple organizations.
As these are complex issues, it is anticipated that the board will need one more meeting (July 23, 2004) before making recommendations. A revised timetable for determination of these issues:
April 16, 2004: TexShare Advisory Board discusses membership issues and identifies areas where further information and member input is needed.
July 23, 2004: Affected members are invited to be present at the TexShare Advisory Board meeting. Board makes recommendations regarding rule changes.
August 2, 2004: If rule changes are recommended, the Texas State Library and Archives Commission decides whether to post the proposed changes in the Texas Register for 30-day comment.
October 15, 2004: TexShare Advisory Board discusses comments received on rule changes and makes recommendations.
5. Report on Strategic Planning Session – Ann Joslin, Facilitator
Ms. Joslin described the process and outcomes from the Texas Statewide Resource Sharing Strategic Planning Session held January 20-21, 2004 in Austin. At that meeting of resource-sharing stakeholders, there was small group input from two different sessions: 1) make recommendations on changes to the database program and pick top two; and 2) make recommendations on one existing program and on a new program to add to TexShare. Recommendations varied from very broad to very specific. There was some degree of overlap and duplication. The full group studied the recommendations. The N/3 process was used to prioritize recommendations. (Each participant got 9 dots to put their priorities on 1/3 of recommendations.) Despite some irregularities in use of dots, clear priorities emerged -- 4 top ones and a distinct second tier. The top 4 are: 1) more flexibility in funding and administration of the database program, 2) education and outreach to all libraries, 3) inclusion of K-12 libraries into TexShare - especially the database program, and 4) creation of a communications working group. The second tier is: 1) increase flexibility in choice of databases, 2) Texas digitization program, 3) need for an umbrella term that unifies all resource sharing programs, and 4) need for better database statistics. Ms. Joslin also reviewed the session evaluations.
6. Discuss Recommendations from Strategic Planning Session & Determine Next Steps – Beverley Shirley
- Can we affirm the TexShare principles? Actions implied: Board should review current vision & mission to determine whether revision is required. If so, mission and vision review committee should be formed to make recommendations to the Board at its October 2004 meeting.
- How should we structure statewide database services and partnerships to best meet needs? Actions implied: Discussion points should be forwarded to the Electronic Information Working Group (EIWG) for their consideration and further exploration. Items that are better handled by other working groups should be forwarded to those groups for their discussion. Board should provide direction with regards to the focus of the TexShare database program and its place relative to other library consortia to which members belong. TexShare staff should continue working toward collaboration with K-12 schools. TexShare staff should continue to work with other organizations to establish administrative partnerships. EIWG should reassess core databases in light of funding limitations. EIWG should prioritize databases to be added to the TexSelect program. TSLAC should develop partnerships and/or programs to enable libraries to join together to attain discounted pricing for database purchases. TSLAC, in partnership with library stakeholders, should secure funding for databases in FY06 and beyond. Education Services Working Group and TSLAC staff should collaborate with regional library system staffs to identify and implement best modes of database training for library staff and patrons.
- How should TexShare programs move forward? Actions Implied: Discussion points should be forwarded to the appropriate working groups for their consideration and recommendations.
- Recommendations on potential new TexShare programs (Digitization Plan & Collaborative Virtual Reference). Actions Implied: The Texas Collections Working Group should participate in the May 21, 2004 meeting for Texas digitization stakeholders. The Texas Collections Working Group should represent TexShare libraries in any statewide digitization planning effort that results from the May 21, 2004 meeting. TSLAC staff should continue to monitor developments in collaborative virtual reference within Texas and at a statewide level in other states. Texas librarians engaged in collaborative virtual reference projects should develop channels of communication to assist each other and to identify areas in which they can work with each other.
- What are the priorities for statewide resource sharing and TexShare over the next 5 years? Actions Implied: Working groups discuss their charges and priorities for the next two years and present priorities to the advisory board.
- What legislative action is needed to achieve these priorities? How can this information best be communicated? Actions Implied: Board members discuss and identify their roles vis-à-vis the larger library community with regards to fulfilling TexShare priorities. TLA, in partnership with Texas libraries, identifies a legislative program and strategy. TexShare member libraries work with TLA or other organizations to promote the TexShare vision in the Legislature. The Communication Working Group identifies specific objectives, tactics, and timelines for FY04 – 05.
An update of activities and two decision points for the board will be discussed at the July 23, 2004 meeting. The Advisory Board requested that TSLAC staff develop a one-page document that outlines TexShare needs over the upcoming biennium. Dennis Michaelis, Maurice Fortin, Douglas Ferrier, J.J. Baskin, and Sue Phillips agreed to review a draft document.
7. Report on TLA Resource Sharing Task Force – Rhoda Goldberg
The task force discussed critical funding needs for a K-12 library statewide database program and the impact of reduced funding on TexShare libraries. The task force favored one statewide database program that includes public, academic, and school libraries, and discussed strategies for attainment. The March 2004 preliminary report will be discussed at the Task Force’s meeting at the TLA conference on March 17, 2004 at noon. This report will also be discussed at the Task Force’s TLA program on March 20th at 10:00 am. A final report will be published in the Texas Library Journal, Summer 2004.
8. Working Group Reports:
A. Card Program Working Group – Jay Clark
Primary issues: 1) encouraging non-participating libraries to join the card program, 2) successfully integrating the program into the courier system, 3) containing costs borne by individual libraries for the program’s operation, 4) updating libraries about the program’s policies and procedures.
The working group presented an educational program on March 20, 2004 at the TLA Conference in San Antonio. The program’s purpose was to provide updates and suggestions for using the Card program. A panel was presented with representatives from medical, community colleges, small & large public, and academic libraries. It was well attended and very informative.
The annual face-to-face meeting was held on March 19, 2004 at the TLA conference. The group discussed the following:
- Scheduled TLA program on the TexShare card.
- Encouraging the level 3 Loan Star Libraries to join the card program.
- Making edits to the printed card.
- Working group priorities.
- The next face-to-face meeting (2005 TLA conference).
B. Courier Working Group – Lee Hilyer
- New members were appointed to the working group in March 2004:
- Joan Morris, Amarillo Public Library
- Sue Bennett, TSLAC Liaison
- Statistics: reporting remains around 75%, and gaps in reporting by heavy users continue to be a concern. Several initiatives to encourage compliance have been attempted with some limited success. The largest cause of non-reporting is staff turnover.
- Public relations: the working group wrote a story, which appeared in the Trans-Amigos Express Gazette, encouraging users to send non-ILL materials through TExpress. The group also collaborated with the Card Program working group to establish the policies and procedures necessary to enable Texshare card-borrowed materials to be returned via TExpress.
- Amigos’ 2003 satisfaction survey for TExpress showed 92% of respondents rated the service “good” or “excellent.” 89% rated the value of service compared to price (before the increase) as “good” or “excellent.” The response rate was 70%.
- To date, we haven’t received any additional notice of price increases, but the group expects to discuss a possible price increase at the April 23rd meeting.
- During one week in July each working group member library is going to conduct a weight study to more accurately determine cost-avoidance numbers.
C. Education Working Group – Lisa Loranc
The working group held a meeting on Monday, Jan. 12, 2004 at the State Library. The following issues were discussed:
- TexShare Education issues for next 5 years:
- greater education of the public (especially teachers) & library staff,
- strong need for distance education as primary conduit for TexShare education initiatives,
- ongoing needs assessment.
- “Library Instruction Materials on the Internet” (now on the TexShare Web site).
- TexShare Vendor Training project
- Upcoming TexShare Reference project (to begin fall 2004) and CD project.
- Future of Education Services working group – reasons to continue as an advisory body:
- conducting needs assessments,
- fair representation for academic libraries, and
- focus on training issues.
- Next working group meeting will be July 22, 2004.
D. Electronic Information Working Group – Syma Zerkow
The working group met in Austin on February 17, 2004. Barry Bishop, Spring Branch ISD, joined them to discuss the strategic planning recommendation to add K-12 libraries to TexShare. With the end of TLC, various consortia have been formed to fill the gap for schools. K-12 database vendors ended up with about the same amount of money as with the statewide contracts, but the K-12 children in the school districts that didn’t have the funds to participate in these consortia are the ones who suffer.
With the addition of the database fees collected, TexShare will be able to renew the EBSCO and Gale databases, as well as TDNet. The OCLC databases were renewed last year for 2 years, so funds weren’t needed this year for OCLC. There are no funds leftover to renew HeritageQuest, Sanborn Maps, and Stat!Ref. TexShare is running a pledge drive to appeal to libraries to contribute towards the statewide renewal of these databases. A webpage has been created to track the pledge drive.
The top recommendation from the strategic planning session in January dealt with the need for TSLAC to be more flexible in how the TexShare databases are made available and administered, reflecting a desire for greater selection. TexShare staff is working with Amigos to address this issue. Amigos will be handling the HeritiageQuest and Stat!Ref billings. An online survey is currently being conducted to determine which additional databases TexShare members would like to see offered as TexSelect titles.
Results of the first online user survey of the databases have been posted on the TexShare web site. Of particular interest was over 68% of the respondent’s access the databases from home. This had been one of our goals – to reach out to our users, and it seems that we are succeeding.
E. Interlibrary Loan Working Group – Sara Lowman
F. Texas Collections Working Group – Ellen Safley
TSLAC is helping to sponsor a meeting on May 21st concerning the Texas Heritage Digitization Initiative. This meeting is being held to determine what are the needs to be addressed by creating a statewide digitization plan for the preservation and enhancement of cultural heritage materials in Texas. The meeting participants will represent the major players including libraries, museums, archives, and other organizations. At the end of the meeting, which will include speakers such as Marsha Semmel, director of collaboration from IMLS, and Liz Bishoff from OCLC (formerly with the Colorado Digitization Project), a small group will write a digitization plan.
The Texas Collections Working Group has a complete roster of members including Cathy Hartman from the University of North Texas and Deborah Halsted from Houston Academy of Medicine-Texas Medical Center Library. We are extremely pleased to have these talented professionals join our Working Group.
- TexShare Education issues for next 5 years:
9. Strategic Partner Reports:
A. UT at Austin – Sue Phillips
B. Amigos – Bonnie Juergens
Reported that Texas libraries will have to pay a higher price next fiscal year for TExpress. TAE libraries outside of Texas are already paying more.
10. Administrative Report – Beverley Shirley
Library Resource Sharing Staff: Library Resource Sharing Division is pleased to welcome Sue Bennett as TexNet Center (ILL) Coordinator.
TexShare Database Fees: To date $1,449,500 in database fees have been collected from the TexShare membership in support of subscriptions to be renewed on July 1, 2004. This amount represents 98% of the dollar amount invoiced and 96% of the libraries invoiced. 15 libraries (12 public libraries and 3 academic libraries) have not yet paid their FY04 assessments. This amount, when added to GR-dedicated and federal funds, will cover our subscriptions to the Ebsco and Gale databases. Our subscription to the First Search base package will be continued as part of the two-year contract we signed with OCLC last year. Databases slated for non-renewal include Heritage Quest, Stat!Ref, and Sanborn maps. In partnership with the Electronic Information Working Group, we are sponsoring a “pledge drive” to collect enough money to renew the statewide subscriptions to these databases. We need to have sufficient pledges returned to us by May 1, 2004 in order to proceed with our renewal of these resources.
Protest Process for Fees: We proposed revisions to Cultural Resources Code 13 TAC 8.3, affecting the way in which TexShare members are assessed fees in the October 24, 2003 Texas Register. The rules were posted for a thirty-day comment period and were adopted by the Texas State Library and Archives Commission at its January 30, 2004 meeting.
Participating TexShare member libraries that disagreed with the FY04 fee assessed to them were offered the opportunity to protest their assessment, following procedures specified in13 TAC 2.55. Of the sixteen protests filed and reviewed by the TexShare Advisory Board and Peggy Rudd, Director and Librarian, only one library, Cameron Public Library, appealed to the Texas State Library and Archives Commission. After many discussions with Cameron Public Library, Ann Mason (TexShare Coordinator) recommended that the Cameron Public Library FY04 fee assessment be reduced to $112 (what it will be in FY05 based on the recommended revision to the fee schedule) and that payment be deferred until Cameron receives its FY05 Loan Star Libraries allotment. At its March 19, 2004 meeting, the Commission agreed with this recommendation.
Strategic Planning: The Statewide Resource Sharing Summit was held January 20 – 21, 2004.
New Working Groups: Calls for nominations for two new TexShare Working Groups have been issued.
The Communications Working Group will 1) plan and engage in activities that will promote the visibility of TexShare and increase public awareness of its mission, function, programs, activities, and needs; 2) work with other TexShare Working Groups and TexShare stakeholders to successfully implement plans; and 3) work with constituency groups to assess needs, gather input, and disseminate resulting outreach materials and activities.
The Library of Texas Working Group will 1) advise TSLAC staff on development and implementation priorities for the Library of Texas software and service; 2) assist with planning, development and delivery of training and awareness-raising materials; and 3) identify future directions and long-term goals for the Library of Texas.
Digitization Planning: Under the leadership of the University of North Texas, in partnership with the Texas State Library and Archives Commission, representatives of organizations interested in digitizing Texas heritage materials will meet on May 21. Members of the TexShare Texas Collections Working Group are invited to participate in this formative meeting.
Resource Sharing Programs at TLA: The Texas State Library and Archives Commission sponsored several resource sharing programs at the Texas Library Association Annual Conference held March 17 – 20, 2004.
Library of Texas (NetFair)
A-B-C’s of Electronic Licensing
TexShare Card Tips
Stanford Encyclopedia of Philosophy: The International Coalition of Library Consortia (ICOLC), of which TexShare is a member, has issued a Call for Action to fund the Stanford Encyclopedia of Philosophy for continued and sustained open access. While TexShare administration is sympathetic with the intent of this project, the method through which funding would be collected cannot be accommodated by Texas state governmental agencies.
Next TexShare Advisory Board Meeting is Friday, July 23, 2004
TexShare Advisory Board Members:
Eileen Altmiller, St. Edward’s University
Nancy Anderson, Howard Payne University
J.J. Baskin, Southwest Educational Development Labs
Douglas Ferrier, UT Brownsville/Texas Southmost College
Maurice Fortin, Angelo State University
Rhoda Goldberg, Harris County Public Library
Dennis Michaelis, McLennan Community College
Peggy Rudd, TSLAC
Elaine Wells, UT Health Center at Tyler
Texas State Library and Archives Commission:
Michael Avila, Library Resource Sharing Division
Dave Hardy, 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:
Jay Clark, San Jacinto College
Lee Hilyer, HAM-TMC
Lisa Loranc, Pasadena Public Library
Sara Lowman, Rice University
Ellen Safley, UT Dallas
Syma Zerkow, Houston Public Library
Judye Glick, Amigos Library Services
Sue Phillips, University of Texas at Austin
Patricia Hayes, ICUT
Ann Joslin, Idaho State Library (Strategic Plan facilitator)