TexShare Advisory Board Meeting


Texas State Library and Archives Commission


1201 Brazos, Room 314


January 28, 2005

1. Approve Minutes from October 6, 2004: Approved

2. Public Comment: None

3. TexShare Database Fee Appeals: The board heard appeals to reduce database fees for Jacksonville College and Ranger College – they were unanimously approved. The board requested that the Task Force on Database Fees consider the situation of very small institutions such as Jacksonville and Ranger and recommend an adjustment to the fee schedule to accommodate their situations.

4. Review of TexShare TLA Program: This will be a panel discussion with Bob Hunter and early TexShare participants.

5. Electronic Resource Policies: Sue Phillips presented new policy on electronic resources, including e-books, recommended by the Electronic Information Working Group. The board asked that the e-book statement be amended to add that professional librarians using professional judgment select resources, to add an indication that the process of selection is a statewide effort that takes several months, and to eliminate wording that may be misleading regarding database content. Board approved revised policy.

6. Sunset Review Process: Peggy Rudd discussed Sunset review. The agency is currently reviewing policy issues and requesting feedback from customer groups. The Sunset Commission will select a subset of issues to consider. Fundamental questions of the Sunset process are: should agency continue, should it change, is it performing its functions? Review will take place in 2007.

7. Strategic Planning Update: Discussion of strategic planning issues was tabled. Discussion will be picked up at a future meeting.

8. Working Group Reports

A. Card Program (Jay Clark): Since September, TexShare has continued to receive reports on the use of TexShare Cards by libraries. Forty-eight additional public and academic libraries reported their card use. In 2003-4, a total of 367 academic and public libraries used the TexShare Card Program to circulate 453,278 volumes. The cost in lost books to libraries was 4 cents per book circulated, and participation by various library types were the following:

· 52 Public University Libraries


· 45 Private University Libraries


· 62 Community College Libraries


· 208 Public Libraries

Since the year 2000, TexShare Card use has expanded 500%.

B. Courier Program (Jeff Steely):


Nine members of the WG met via conference call on 18 January 2005. Statistics were discussed: more that 80% of libraries have reported statistics this year. The WG also plans to repeat the strategy, successful in the past, of contacting non-reporting libraries directly. Contact assignments for WG members will be determined at the spring WG meeting.

The Quarterly Summary for TExpress: September, October, November 2004 described communication issues with the vendor. Unannounced route changes caused some problems. Amigos was able to work with the vendor to both resolve the problems and improve communication. A second round of changes was announced to Amigos prior to implementation indicating that communication had indeed improved.

The WG was pleased to see the overall customer satisfaction in the June 2004 TExpress Satisfaction Survey. WG members requested that Amigos provide several years of results (rather than just current and past year) to help identify any long-term trends.

The WG discussed the possibility of using ILLiad-produced labels in lieu of standard TExpress/TAE labels. The WG will look into possible solutions. Baylor will implement ILLiad this spring and hopes to create a template and process for creating TExpress labels using the ILLiad software.

WG members decided to conduct a turnaround time study. The WG will use forms and procedures adapted from Amigos’ last study. Data will be collected for review before the next WG meeting in April.

C. Education Services Program (Lisa Loranc): no report

D. Electronic Information (Sue Phillips): Phillips noted change in report to show correct date of payment to EBSCO. Waukechon will release list of renewals and TexSelect and get responses. per the recommendation of the board, TSLAC will work with OCLC to make sure cost of individual renewals doesn’t exceed the statewide price.

The Electronic Information Working Group (EIWG) met in December and made recommendations for changes in the databases to take place July 1, 2005 (FY06). Texas libraries continue to face budget challenges. TexShare member libraries have been asked to pay database fees and to participate in the HeritageQuest pledge drive. Taking these factors into consideration, the EIWG deliberations were hard and a critical review was given to each database subscription to be renewed for FY06. All of the following recommendations were unanimously supported by the EIWG. Details by vendor are as follows:

Ebsco: This contract has been approved and signed by TSLAC.


We will continue to have access to:


Academic Search Premier


Business Source Premier


Masterfile Premier


Medline with MESH


Regional Business News


Military and Government Collection


TexShare will retain access to 15,944 full text titles and lose access to only 762 full text magazines sources with these cuts.

These discrete Ebsco indexes used as access points to specific data sets will no longer be available:


Computer Source: Consumer Edition


Health Source: Consumer Edition


Health Source: Nursing/Academic Edition


MAS Ultra


Middle Search Plus


Primary Search


Professional Development Collection


Psychology and Behavioral Science Collection


Religion and Philosophy Collection


Sociological Collection

Ebsco will be providing a separate interface in the Masterfile database for K-8 research to provide ease of searching for students.

Ebsco databases no longer available:


Encyclopedia of Animals


Funk & Wagnalls New World Encyclopedia


Eric (available for free on the Internet; Ebsco was providing an interface only to Eric)


Newspaper Source


TopicSearch

Gale:


We will continue to have access to:


Literature Resource Center


Student Resource Center Gold with InfoTrac Newspapers


Health and Wellness Resource Center with Health Reference Center Academic

Gale databases no longer available:


Business and Company Resource Center


Biography and Genealogy Master Index


Informe


Texas Almanac


What Do I Read Next?


Note: Usage of Health and Wellness Resource Center and Business and Company Resource Center was very close. The Committee chose to keep the Health and Wellness Resource Center due to the importance of providing consumer level health information to citizens of Texas. The databases that were not renewed will be offered as TexSelect titles.

OCLC:


We will continue to have access to:


WorldCat

OCLC FirstSearch databases no longer available:


OCLC FirstSearch Base Package:


ArticleFirst


Ebook cataloging records (This is not the NetLibrary ebook collection, which will be fully retained)


Electronic Collections Online


PapersFirst


Proceedings First


Clase Periodica


ERIC


GPO Monthly Catalog


Medline


World Almanac


Discounts to OCLC/FirstSearch databases (these are FirstSearch databases outside of the base package)

TexShare member libraries will be given the opportunity to upgrade to the FirstSearch package or similar content package. from their own funds.

TDNet:

HeritageQuest with Texas Sanborn Maps: Renewal will depend on the success of the annual pledge drive.

Proquest 20th Century Poetry Collections: Access to this database will be renewed if funding is available.

Stat!Ref: This database will not be renewed. It will be offered as a TexSelect title.

The EIWG plans to work with the State Library to develop an RFP for databases for 2006. We have not done this in several years and it is time to develop new contracts with database providers.

E. Interlibrary Loan (Sara Lowman): The Interlibrary Loan Working Group met in June, 2004, and discussed the TexShare ILL website (ILL tips, ILL statistics), working with the LoT Working group on ILL functionality within the Library of Texas, and possible revisions to the ILL protocol. The 6th TexShare Interlibrary Loan Workshop is scheduled for February 18, 2005 in Dallas. 106 people are registered. The agenda includes:


· Welcome


· TexShare Department of the Year Presentation


· Direct Delivery: Distance Education and Remote User Library Services


· What to do When Your Passport Expires


· ILL from Electronic Documents; the Legal and Practical Issues


· From Mission Impossible to Mission Accomplished Free Desktop Document Delivery Service to All TAMU Libraries’ Users


· What’s New? Scanning with a mobile workstation, Librarian Anywhere, and other ventures into the future of Resource Sharing

F. Texas Collections/THDI (Ellen Safley): no report

G. Communications (Greg Tramel):


(1) Working Group members presented the latest TexShare information at TLA District Meetings


(2) Subcommittee formed to work on creating a TexShare character and toolkit to unveil at the TLA Annual Conference 2005; TLA program: TexSharing: Just Do It! A panel showcases best practices in using TexShare. Explore options for getting staff, patrons, and your community enthusiastic about TexShare services. Panel members represent a diverse array of TexShare member libraries.3) Texas map created to track TexShare anecdotes http://www.texshare.edu/map/anecdotes.html


(4) Contacted Gloria Meraz, Director of Communications, Texas Library Association to partner with in collecting anecdotes to pass to the Legislators.


(5) TexShare Actions page has been created to showcase TexShare priorities, implementation strategies, and future planning http://www.texshare.edu/generalinfo/about/actions.html


(6) Link to the TexZine mini-newsletter has been added to the Spotlight section under "Featured Information" http://www.texshare.edu/newsletter/0103/index.html


(7) Updated TexShare Facts at a Glance http://www.texshare.edu/generalinfo/about/facts.html


(8) Updated TexShare FAQs http://www.texshare.edu/generalinfo/about/faqs.html


(9) Recommended to make TexShare more prominent on the TSLAC webpage

H. Library of Texas (Jeanette Mosey): Presented Library of Texas Priorities list:


1) Work with Communications Working Group to promote outreach and increase usage of LoT


2) Conduct usability studies to guide future enhancements


3) Recommend enhancements to LoT


4) Improve LoT’s utilization as a cataloging tool


5) Enhance and improve the online “Help” available for LoT


6) With Education Working Group, provide training


7) Monitor, and look for ways to partner with, other digitization endeavors within the state

The board expressed concern that #4 may cause conflicts with contractual resource sharing agreements and suggested that this priority be studied further. They approved the other six priorities.

9. Strategic Partner Reports

A. University of Texas at Austin (Sue Phillips): no report

B. Amigos (Judye Glick): Provided most recent issue of “Express Gazette” and discussed courier service.




10. Administrative Report (Beverley Shirley):
$1,437,465 in database fees were received as of January 27, 2005. Nine very small libraries are benefiting from a trial period for the database service. Seven libraries have given no response. Two libraries appealed.

TSLAC is conducting a regularly scheduled rule review of 13 TAC 8.1 et. seq. (TexShare)

TSLAC sent out two mass mailings to TexShare members:


· A customized TexShare Participation Summary with information on the TexShare programs in which each library participates and the value received from these programs.


· Information on the Library of Texas service

The Legislative Budget Board has recommended TSLAC funding at 95% of this biennium’s general revenue appropriation. Another legislative issue concerns database negotiations for K-12 libraries. Gloria Meraz informed the board that the Texas Library Association (TLA) is seeking a bill to authorize TSLAC to negotiate for databases on behalf of K-12 schools without harm to current TexShare members. They will work to allow TSLAC to negotiate for K-12 libraries, but not make them members of TexShare Funding for K-12 databases will be presented as a rider to the bill that allows the negotiations to take place. TSLAC could collect fees from schools and negotiate price. The legislation would include a hold-harmless clause to protect the funding in place for current member libraries.

TSLAC has supported the Texas Heritage Digitization Initiative through attendance at several working group meetings and assisting with meeting logistics. Ellen Safely, Texas Collections chair, also chairs the Resource Discovery working group for the initiative. TSLAC will submit an IMLS Leadership Grant proposal for funding a model project to develop a metasearch portal for a stratified sample of collections in various institutions in the state.

11. Meeting Adjourned.




Present:

TexShare Advisory Board Members:


Eileen Altmiller, St. Edward’s University


Nancy Anderson, Howard Payne University


Steve Brown, North Richland Hills Public Library


Doug Ferrier, UT Brownsville/Texas Southmost College


Maurice Fortin, Angelo State University


Kathy Hoffman, University of Texas MD Anderson Cancer Center


Martha Tandy, Weatherford College


Darryl Tocker, Tocker Foundation


Dennis Michaelis, McLennan Community College

Texas State Library and Archives Commission:


Mike Avila, Library Resource Sharing Division


Dave Hardy, Library Resource Sharing Division


Ann Mason, Library Resource Sharing Division


Peggy Rudd, Director and Librarian


Beverley Shirley, Library Resource Sharing Division


Russlene Waukechon, Library Resource Sharing Division

Working Group Chairs/Liaisons:


Jay Clark, San Jacinto College


Greg Tramel, Montgomery County Memorial Library System


Sara Lowman, Rice University


Suzanne McAnna, UT Austin


Jeanette Mosey, ACC


Jeff Steely, Baylor University

Strategic Partners:


Sue Phillips, UT Austin


Judye Glick, Amigos Library Services

Guests:


Gloria Meraz, Texas Library Association


Carolyn Wheeler, Jacksonville College

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