TexShare Advisory Board Meeting

12:30 PM until 3:30 PM on Monday, May 17, 2010

Commission Meeting Room

2nd Floor Lorenzo de Zavala State Archives and Library Building

1201 Brazos Street Austin, TX


1. Approval of Minutes from January 25, 2010: The minutes were approved.

2. Public Comment: none

3. Set Dates for Next Meeting: Ann Mason will poll board about meeting sometime around the annual Texas Council of Academic Libraries (TCAL) meeting in September.

4. Texas State Library and Archives Commission (TSLAC) Update: Peggy Rudd reported.

Building Renovation: All TSLAC employees are back in the newly renovated building as of early May. Board members and guests are invited for a tour of the renovated building before and after today’s meeting. The official grand re-opening ribbon cutting ceremony will be held in November. The plans are to try and re-create the original ribbon cutting ceremony from 1962.

Legislative Appropriation Request (LAR): Ms. Rudd reviewed the TexShare LAR spreadsheet to show what kind of impact budget cuts would have on TexShare programs. The spreadsheet does not include the K12 Database program budget. For FY11, we’ll have a little bit more federal money to work with. However, TSLAC had to give up $2.2M in general revenue for FY2011. This 5% reduction did not come out of the TexShare budget. If the legislature comes back and says that we have to take another 5%, it will definitely affect TexShare. Also, if we have to undergo any additional general revenue reductions, the agency is in jeopardy of losing some federal funding.

The board recommended taking actions to minimize loss of content over the long run, and asking the TexShare Electronic Information Working Group (EIWG) to determine whether or not we should re-bid the core databases in the future.

Using a pledge drive, as we have done in the past, might be another option for retaining database content.

The board discussed shifting funds from TExpress courier subsidies to support the database service, and recommended against this strategy. The board felt that a small level of subsidy will keep the courier service running. They agreed that a healthy courier service is important to the statewide interlibrary loan program.

The board also discussed moving money out of the TexTreasures grant program to support the databases. While reluctant to cut the program for digitization, the board agreed that the funding priority must be the database program. They recommended using TexTreasures money to subsidize the TexShare databases if need be.

The board recommends that we wait until we know what the TexShare budget will be before soliciting member input regarding an increase in database cost share and/or whether to shift funds from TexTreasures to the databases.

K-12 Database Program: During recent discussions with TEA about the program, they mentioned for the first time ever, that the K-12 libraries could possibly pay cost share to help subsidize the program. Rebidding all or part of the database products was also discussed.

Other Administrative Issues: None.

5. Discuss TexShare Membership Application Issues:

Application Process: Beverley Shirley reviewed the steps in the member application process.

A. Libraries interested in affiliate membership need to belong to a group or “collective.” On the petition form, the collective will describe the libraries that comprise it, and what criteria are needed to be part of the collective. Criteria should insure that petitioners are able to provide support to the library’s participation in TexShare. The petition specifies how members of the collective will fund their participation and show how their participation in TexShare would enhance resource sharing for all TexShare libraries. The petition would specify in which of the TexShare services their collective would participate.

B. After a petition for affiliate membership is granted to the library collective, individual libraries in that collective have to establish that they want to become an affiliate member, and fill out a form with authorized signatures certifying that the library meets the collective’s membership criteria.

C. If after 2 years, the collective decides that its members want to become full TexShare members, the collective has to show that the libraries in the collective participate in more than one TexShare program, and that their financial resources are sustainable. If full membership is granted, the new membership dollars would be rolled in with the existing funds to become one funding source for TexShare.

D. After the petition for full membership is granted to the library collective, individual libraries would complete the forms to continue with TexShare as full members.

Application/Petition Forms: Ann Mason went over the forms for petitioning for membership. A committee consisting of chairs/strategic partner liaisons from the appropriate working groups will help with the evaluation of the petitions. They will make recommendations to the applicants to strengthen the applications. The subcommittee will also recommend whether the petitioning libraries should have representatives on working groups. The board would review the petitions and comments from the committee, then make recommendations to the director and librarian with regards to approval or disapproval of the application/petition documents. The board approved the new forms.

New/Update Roles and Responsibilities: The board approved changes to the TexShare Roles and Responsibilities document. New roles and responsibilities were added for affiliate member institutions.

New roles and responsibilities were also added to the following:

A. Director and Librarian -- Roles: Admit nonprofit library collectives as affiliate or full members in the consortium. Responsibilities: Reviews affiliate and full membership petitions from nonprofit library collectives, and either grants or denies the petitions.

B. TexShare Advisory Board -- Responsibilities: Recommends to the Director and Librarian and/or the Commission that the consortium admit or deny membership status or affiliated membership status to nonprofit library collectives.

C. TexShare Working Groups -- Responsibilities: Chairs of the Working Groups may be called upon to participate in taskforces as needed.

(see http://www.tsl.texas.gov/texshare/governance.html)

The board recommended that TSLAC communicate broadly to non-profit libraries about the new affiliate membership opportunity.

6. Statewide California Electronic Library Consortium (SCLEC) and Other Consortial Partnerships: Russlene Waukechon reported.

SCELC contacted TSLAC in October 2009 regarding a partnership to serve Texas private colleges and universities The parameters of the partnership were worked out over the ensuing months, focusing on discounts on e-journal packages that TexShare does not offer. On April 28, 2010, Russlene sent out a letter to the TexShare members announcing the partnership and the first discount package. We also took advantage of this opportunity to strengthen our strategic partnership with Amigos Library Services.

Russlene is now researching partnerships with other consortia to bring more opportunities to TexShare member libraries. A suggestion was made that TexShare should have a link on the website to a list of available consortia deals.

7. Working Group Reports:

A. Card Program Working Group: no report

B. Database Cost Sharing Working Group: no report

C. Electronic Information Working Group: no report

D. Interlibrary Loan/Courier Service Working Group: Beverley Shirley reported.

The report updated the board on the new OCLC Navigator system for TexNet interlibrary loan. The first group of 29 pilot libraries will be going live with the OCLC Navigator system in June. The second pilot group has been formed and is starting the implementation process. Tom Miller is the Project Manager for OCLC, and has been assigned to this project 100% of his time. The kick-off meeting has been eliminated, and instead personal visits are done with the libraries. This allows Sue Bennett, TexNet Coordinator, and Tom to meet all the staff involved in the project, tour their libraries, and get to know their situation. New pilots will begin every six months as laid out in the original plan, but libraries will go live in waves rather than waiting until all the libraries are ready to go at the same time; libraries will come up in groups as they are ready.

E. Library of Texas Working Group: no report

F. TexTreasures Working Group: Ann Mason reported.

The guidelines for the FY2011 TexTreasures grants were released on November 9, 2009, with the applications due February 26, 2010. We received 18 grant applications, 5 of which were from public libraries, 9 from public academic libraries, 2 from private academic libraries, 1 from a joint community college/university library, and 1 from a medical library. At this point, the TexShare Texas Collections Working Group is in the process of reviewing/scoring the applications. The group will meet on May 24th to finalize the scoring of the grant applications. The awarded grants will be announced in August 2010, with the grant period running September 1, 2010 – August 31, 2011.

G. Combined Communications and Education Services Working Group: Ann Mason reported.

The group is having a conference call on May 26th to discuss a name change and a revised charter. There will be a face-to-face meeting of the new combined working group in August.

8. Strategic Partner Reports:

A. Amigos Library Services:
Bonnie Juergens reported.

TExpress Courier service: An announcement will be coming this summer about a major change in the courier service. Amigos is continuing to work on quality issues and they expect to finalize pricing in early to mid-July. The new ILL bags are working really well, and have had a great response with the libraries. One new enhancement will be TAGS – bar coding so Amigos will have far more control over finding out where materials are in the system. They are going to have a pilot in late May with about 15 libraries, and will learn how hard/easy it is to add barcodes to the bags. Tags/barcodes will help with tracking and timing. There are 221 TExpress courier sites in Texas – 177 are subsidized by TexShare and 44 are not. Amigos has the capacity to add more libraries to the program. The board asked about whether or not all the TexShare members are aware of the courier subsidies. Beverley will work with Sue Bennett on this.

Bonnie also updated the board on changes in Amigos since their relationship with OCLC was dramatically changed. Now, rather than obtaining much of their financial support from OCLC, Amigos gets all of their financial support from member dues and service provision. In May 2009, Amigos had 766 member libraries and today they have 650. Libraries that left were general members (in the old structure) or members that joined for one particular program. A significant number of the members that were lost were small libraries whose fees were paid by State Libraries (six State Libraries are members of Amigos). Amigos continues to have a very strong, robust, and diverse membership. Their membership conference in May was held completely online for the first time, and they had over 1,000 registrants. In the past, the face-to-face member conference used to get about 200 people. Amigos plans on continuing to both expand and enhance their programs in the future.

B. Education Service Center, Region 20 (ESC 20): no report

C. University of Texas at Austin: no report

9. Administrative Report:

TexShare Database Fees.

As of May 2010, we’ve collected $1,574,800 (99.7%) of the TexShare FY10 Database Program Fees. 664 libraries have paid (99.4%).

TexShare Rules Adoption.

The Texas State Library and Archives Commission adopted the TexShare expansion rules at its February 2, 2010 meeting. The adoption notice was printed in the April 2, 2010 Texas Register (35 TexReg 2742). The adoption of these rules is a culmination of a process that started with the recommendations generated at the Statewide Resource Sharing Summit held February 28, 2008 and continued by the passage of HB 3756 in the 81st Legislature, which created a category of “affiliate member” and established that expansion of membership to additional institutions or groups would be accomplished through the rulemaking process. The new rules establish procedures for granting libraries affiliate membership and for moving libraries from affiliate status into full membership. The Texas State Library and Archives Commission sponsored a program at the Texas Library Association (TLA) Annual Conference, “TexShare Membership Expansion,” for interested persons to learn about these statute and rule changes. Approximately 25 people attended. Persons from hospital libraries, K-12 public and private school libraries, and the Lunar and Planetary Institute expressed interest in membership.

TexShare Expansion Pilot – Nonprofit hospitals.

Karen Vargas of the National Network of Libraries of Medicine, South Central Region (NN/LM SCR) has contacted us regarding hospital libraries’ interest in TexShare membership. When the forms and processes for implementing the new TexShare rules are finalized, the NN/LM SCR will partner with the TSLAC to do a pilot project with non-profit hospital libraries to work through the new system.

International Coalition of Library Consortia – Statement on the Economic Crisis – Revision.

On January 19, 2009, the International Coalition of Library Consortia (ICOLC) issued a “Statement on the Global Economic Crisis and Its Impact on Consortial Licenses.” TexShare joined over 100 other consortia in endorsing the statement, which set forth two principles upon which publishers, vendors, and consortia should base pricing:

• Flexible pricing that offers customers real options, including the ability to reduce expenditures without disproportionate loss of content, will be the most successful.

• Putting price first will help all parties, because budget pressures will drive decisions in a way never seen before. Real price reductions will be welcomed and can help to sustain relationships through the hard times.

Since the statement was issued, a third principle has been added to the statement.

TexShare’s endorsement of the statement now encompasses the added principle:

Principle 3: We encourage publishers to allow their content to be made available through numerous vendors appropriate for their subject matter. We also encourage online providers and aggregators to allow their metadata to be included in emerging discovery layer services on a non-exclusive basis. Multiple access platforms will permit libraries and consortia to select content and discovery tools that are suitable and affordable for their constituents. We encourage vendors to provide options that match the range of needs that libraries have for any particular content as to degree of importance, currency, interfaces, access, archiving, preservation and metadata. It is in the common interest of publishers, database vendors, consortia, libraries and information consumers to work collectively to provide affordable access to licensed content, while preserving the businesses integral to our collective success.

TexShare Annual Survey.

218 TexShare member libraries responded to the FY09 survey. 100% of them were satisfied with the TexShare consortium overall. One public library wasn’t satisfied with the TexShare Database program and one academic library wasn’t satisfied with the TExpress Courier program. There were many comments on each of the TexShare programs, and these comments are being shared with their respective TexShare working group for review and recommendations. 25 member libraries suggested ways to improve service delivery. These comments will be looked at in-depth by staff.

Open Meetings Training.

All agency advisory group members are required to complete training on the Texas Open Meetings Act. The training video is available at:

http://www.oag.state.tx.us/media/videos/play.php?image=2005openmeetings&id=149, and we are required to keep certifications of completion on file for all TexShare Advisory Board members. Ann Mason will be contacting all board members who have not completed this training.

Next board meeting TBD.


TexShare Advisory Board Members:

Kathy Hoffman, UT MD Anderson Cancer Center, Chair

Megan Cooper, Leander ISD *

Cathy Dean, San Antonio

Kathy Fair, Kilgore College

Joan Heath, Texas State University San Marcos

Larry Justiss, Tom Green County Library System, Vice Chair

Tracey Mendoza, Northeast Lakeview College

Loriene Roy, School of Information, UT Austin

Candice Scott, Schreiner University

Alice Specht, Hardin-Simmons University

* K-12 representatives serve in a non-voting capacity

Texas State Library and Archives Commission:

Ann Mason, Library Resource Sharing Division

Peggy Rudd, TSLAC Director and Librarian

Beverley Shirley, Library Resource Sharing Division Director

Russlene Waukechon, Library Resource Sharing Division

Rosemary Willrich, Library Resource Sharing Division

Working Group Chairs/Representatives:

Deanna Frazee, Outreach & Instruction Working Group

Kam McEvoy, TexTreasures Working Group

Martha Rinn, Database Cost Sharing Working Group

Strategic Partners:

Bonnie Juergens, Amigos Library Services

Sue Phillips, University of Texas at Austin


Gloria Meraz, Texas Library Association

Page last modified: January 28, 2011