TexShare Advisory Board Meeting


10:15 AM until 2:45 PM on January 01, 2006


Texas State Library and Archives Commission


1201 Brazos, room 314


Austin, TX

Minutes

1. Minutes from the September 30, 2005 meeting were approved.

2. No public comment.

3. TexShare Database Program Fee Appeal: Jacksonville College appealed their $2,500 database program participation fee for FY06. The databases are highly valued at their institution, but the $2,500 is 25% of their information resources budget. They asked the board to reduce the fee to $500, which is more in line with what they are able to pay. The board granted Jacksonville College’s appeal to lower their fee to $500 for FY06. The board asked the Task Force on Database Fees to re-evaluate break the fee structure to accommodate institutions with this type of budgetary concern.

4. TSLAC Update: Edward Seidenberg, Assistant State Librarian, reported on the progress of the Sunset Review. After public hearings, the Sunset Commission will issue a report and draft Legislation to implement their recommendations. The agency strategic plan and legislative appropriation request must also be completed in this timeframe.

The House Committee on Culture, Recreation, and Tourism will conduct an interim study of school library participation in agency programs.

The Zavala Library and Archives building renovation is proceeding. $15m was appropriated for renovations last legislative session. The building is 40 years old, has never been renovated, and the space is in need of re-organization. Bailey Architects of Houston has been selected as the architect for the project. The timeline calls for renovations to be completed in 2009 (100th anniversary of agency).

5. K-12 Transition Task Force Recommendations: Carlyn Gray of the K-12 Transition Task Force presented draft rules for participation in the K-12 TexShare Database program. The task force intends these rules to allow broad participation by Texas public school libraries while emphasizing that public school libraries should aspire to meet the standards for Texas school libraries. The criteria centered on two principles: that an organized collection of materials is available at the school and that this library is managed by or reports to a certified librarian or other certified staff.

Ms. Gray also presented the Transition Task Force’s recommendations for Roles & Responsibilities of public school libraries participating in TexShare database purchasing:


Role: Participate in TexShare programs


Responsibilities:

  • Participate actively in TexShare group purchasing programs specified for K-12 designated public school libraries by designating liaisons/representatives to Working Groups, committees, task forces, etc. as appropriate; assisting Commission staff in the selection of electronic databases as applicable to public school libraries; and conducting business by email, conference call, and meetings, as they deem appropriate.
  • Support staff participation in TexShare Working Groups, committees, etc. applicable to public school libraries, especially by paying travel expenses to attend meetings.
  • Remit assessed participation fees at designated time period.
  • Provide information in response to requests from Commission staff and/or Working Groups, committees, etc.; especially contact information, database access information, and eligibility information.
  • Provide feedback to staff, TexShare Advisory Board, and ESC-20 on program content and mechanisms applicable to designated public school libraries.
  • Provide resources to implement the database program within the public school library (e.g. infrastructure, curriculum integration, and training).<

Criteria and Roles & Responsibilities recommendations were adopted by the board in separate motions.

6. Recommendation to Combine ILL and Courier Working Groups: Jo Anne Hawkins reviewed the responsibilities of both working groups and presented the new, combined working group charge. A transition plan allows all current members of the groups to serve out their terms while maintaining balanced representation of all TexShare constituencies. The board approved the recommendation that the two working groups be combined immediately.

7. Working Group Reports

A. Card Program: Jay Clark reported that the program grew 23% in the past fiscal year (Sept. ’04-Aug.’05).

The University of Texas at Austin continued as the program’s major participant. Southern Methodist University was the largest private university participant, and Fort Worth Public Library was the most active public library participant. Public libraries, with a 29% growth in participation, now contribute half the use. The 352 TexShare Card participants loaned over one half million volumes in FY05. Collection loss rate was low, at one volume for every thousand volumes loaned. The program continues to be an important information resource for Texans.

New members to the working group are: Faye Nichols, Director of the Gatesville Public Library and Diane Gwamanda, Head of Access Services at the University of Houston. The next meeting is scheduled for April 28 at TLA.

B. Courier Service Program: No report.

C. Interlibrary Loan: No report.

D. Education Services Program: No report.

E. Electronic Information: Syma Zerkow reported a new member joined the working group: Todd Humble, Supervisor of Technical Services and Acquisitions at the North Richland Hills Public Library will be replacing Jane Dillon, Public Services Manager, Carrollton Public Library, who retired.

The group held a telephone conference call on December 14, 2005 to review and discuss the results of the survey of TexShare members. This survey was posted online during the month of October in order to receive input from TexShare member libraries about the most crucial type of content needed by their institution. Results of the survey can be viewed at: http://www.texshare.edu/surveys/archive/electronic/coreDBsurvey_2005.html

A subcommittee of the Working Group was formed to assist Russlene Waukechon in the development of the Request for Offers (RFO) document that will be issued for new database contracts. The RFO is in its final stages of review and should be issued shortly. A two-day meeting of the full Electronic Information Working Group is tentatively planned for April 3 & 4 at which there will be vendor demos. The EIWG will then evaluate the responses to the RFO and submit their recommendations.

F. Communications: Greg Tramel reported that the working group is preparing a Communications Plan workbook for the TLA program it is sponsoring. The group is also working with Mike Avila to update the TexShare Web site. A new banner has been designed by our K-12 partners to bring to K-12 conferences when discussing TexShare, reflecting the partnership between TSLAC and ESC-20.

G. Library of Texas: Beverley Shirley reported the LoT working group met in December. There are currently 140 libraries and 15 core databases represented in LoT. Recent upgrades include providing external links to non-Z39.50 compliant resources such as netLibrary and Heritage Quest. The software has been upgraded to allow linking to local subscriptions that are Z39.50 search-compliant. Kevin Marsh will be implementing these as time allows. The Working Group discussed forthcoming upgrades relating to interlibrary loan and an option to search only libraries or only databases, a MARC permissions form, usability studies, and the Texas Heritage Digitization Initiative.

TSLAC provided 18 training sessions on LoT in the fall, reaching 318 librarians – 93 academic, 218 public, and 7 hybrid librarians. A program, “Federated Searching – A View from the Trenches” was sponsored on January 20th by TSLAC preceding ALA Midwinter at the San Antonio Pubic Library. Two sessions are planned for TLA at Houston in April: a free pre-conference, “A Lot to Lot” will be Tuesday, April 25th, from 1:00 – 4:00 pm; and a program, “Promoting the LoT” is scheduled for Thursday, April 27th from 12:00 – 12:50 pm.

8. Strategic Partner Reports


A. University of Texas at Austin: Sue Phillips will host demos of databases for the RFO.

B. Amigos: Bonnie Juergens reported that her staff will work with TSLAC to update payments for service. Courier program statistics show that only 8% of participant contacts (14 total) related to complaints, indicating that performance problems have generally been resolved. There is an ongoing need to educate staff library staff on correct labeling of packages. New enhancements to the Amigos Web site enable libraries to report their courier statistics in real time.

9. Administrative Report: Beverley Shirley introduced Danielle Plumer, THDI Coordinator.


A. TexShare Database Fees: As of January 23, 2006, we collected $1,461,041 of the TexShare FY05 Database Program fees (96%). 592 libraries paid fees (89%). One academic library is appealing its fee. Two public libraries are on a trial period and three public libraries have opted out of the program. Eighty-two public libraries are using their Loan Star Libraries money to pay their fees.

B. TexShare Databases: TexShare Database RFO: The TexShare core database collection is going out for bid this year. Public school libraries will be included in the bid for the general content periodicals database. Two representatives of the public school library community have been added to the EIWG. These representatives will only vote on matters pertinent to selection of the general content periodicals database. We expect to issue an RFO the first week in February.

At the Statewide Resource Sharing Planning session held in January 2004, we were encouraged to seek out partnerships to establish and maintain services that are beyond the ability of TSLAC to accomplish within its budget and administrative structure. We suggest deliberation of this issue be scheduled for later this fiscal year or early next fiscal year.

C. Public School Library Participation: Library Resource Sharing (LRS) staff attended seven Texas Library Association district meetings and meeting of the three Texas Council of Academic Libraries (TCAL) components, presenting information on the partnership between TexShare and K-12 libraries.

A 12-member K-12 transition task force has been appointed to make recommendations regarding public school library participation in TexShare group purchasing programs. Membership in the task force includes balanced representation geographically, by level (elementary school, middle school, high school) as well as representatives of education service centers and district-level library services coordinators. TexShare representatives on the task force include one member of the TexShare Advisory Board and one member of the Electronic Information Working Group. Liaisons from TSLAC and Education Service Center, Region 20 (ESC-20) are working with the task force. The task force has been charged with the responsibility to serve as representatives of the K-12 public school library community in regards to electronic information resources and future relationship with TexShare, and to communicate interests and priorities of the K-12 public school library community to the EIWG, the TexShare Advisory Board (TSAB), TSLAC, and ESC-20.

Our partners at ESC-20 have worked with TSLAC and the task force to identify and evaluate the options for implementing SB 483. LRS staff recommends that ESC-20 be made a TexShare strategic partner. The TexShare Advisory Board agreed to add ESC-20 as a TexShare strategic partner.

D. Trademarking TexShare: The TexShare service mark was accepted and is registered for the period November 29, 2005 - November 29, 2015. On January 13, 2006, the LRS office was notified of the use of the TexShare name and logo in what appears to be an Internet-based attempt to obtain money under false pretenses. The Attorney General’s office is investigating the matter.

E. TexShare Working Group consolidation. At the September TexShare Advisory Board meeting, LRS staff was asked to contact members of the TexShare working groups to ask them to consider whether their work could be effectively combined with that of any other working groups. The Courier and ILL working groups have a recommendation for consolidation (see item #6 above). No other working groups recommend consolidation.

F. Texas public school and post secondary standards and programs. Executive Order RP 53 (http://www.governor.state.tx.us/divisions/press/exorders/rp53) was issued in December to address the importance of creating college readiness standards and programs for Texas public school students. Although no mention was made of library programs, we encourage the TexShare Advisory Board to consider what role, if any, TexShare plays in addressing the needs of Texas students and the Texas economy in preparing these students for college and other post secondary opportunities.

Next two meetings of the TexShare Advisory Board are March 31st and June 30TH.

Present:


TexShare Advisory Board Members:


Nancy Anderson, Howard Payne University


Steve Brown, North Richland Hills Public Library


Cathy Dean, San Antonio


Doug Ferrier, University of Texas at Brownsville/Texas Southmost College


Maurice Fortin, Angelo State University


Kathy Hoffman, University of Texas MD Anderson Cancer Center


Larry Justiss, Tom Green County Library System


Dennis Michaelis, McLennan Community College


Loriene Roy, University of Texas at Austin


Martha Tandy, Weatherford College

Texas State Library and Archives Commission:


Mike Avila, Library Resource Sharing Division


Susan Bennett, Library Resource Sharing Division


Dave Hardy, Library Resource Sharing Division


Ann Mason, Library Resource Sharing Division


Danielle Plumer, Library Resource Sharing Division


Beverley Shirley, Library Resource Sharing Division


Edward Seidenberg, Assistant State Librarian


Russlene Waukechon, Library Resource Sharing Division

Working Group Chairs/Liaisons:


Jay Clark, San Jacinto College, Card WG


Kate Cordts, San Antonio Public Library, ILL WG


Jo Anne Hawkins, UT Austin, Courier Services WG


Jeff Steely, Baylor University, Courier WG


Greg Tramel, Montgomery County Memorial Library System, Communications WG


Syma Zerkow, Houston Public Library, Electronic Information WG

Strategic Partners:


Bonnie Juergens, Amigos Library Services


Sue Phillips, University of Texas at Austin

Guests:


Susanna Garza, ESC-20


Carlyn Gray, Round Rock ISD

Page last modified: January 28, 2011
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