TexShare Advisory Board Meeting
10:00 AM until 2:00 PM on Monday, January 24, 2011
Commission Meeting Room, 2nd Floor
Lorenzo de Zavala State Archives and Library Building
1201 Brazos Street
Austin, TX

Minutes

1. Approve Minutes from September 29, 2010: The minutes were approved.

2. Public Comment: none

3. TexShare Affiliate Membership Petitions

A. Houston Area Independent School Library Network: Barbara Weathers represented the collective. After some discussion, the board recommended accepting the petition with the conditions that petitioners add more information on accreditation and clarify criteria for membership in the collective.

B. Non-profit Hospital Libraries of Texas: Re Mishra represented the collective. After some discussion, the board recommended accepting the petition with the condition that the petitioners add information on accreditation of the hospitals included in the survey and clarify wording regarding sustainability.

4. Database Fee Reduction Request: Southwestern Christian College has asked for a reduction of their FY11 TexShare Database Program cost share to $525. That level of cost share is specifically for specialized institutions that offer a very limited degree program, so Southwestern Christian College would not automatically qualify. The board requested that staff review Southwestern Christian College’s expenditures to determine if they qualify for a reduced cost share available to institutions for which the minimum fee ($2,625) is more than 10% of its resources expenditures.

5. Texas State Library and Archives Commission (TSLAC) Update: Peggy Rudd reported.
Agency Budget: House Bill 1 was announced last week and is the starting point in the budget process. Sometime over the next five months we will get a budget. The Texas State Library and Archives Commission (TSLAC) appropriations request was dramatically reduced in the budget bill. The two areas of TSLAC that are most affected by reductions are Library Resource Sharing and Library Development. Ms. Rudd and Ed Seidenberg met with Legislative Staff on Friday afternoon, and received information on why the decisions were made:

• There was a statewide policy decision to eliminate state-funded grant programs.
• The Legislative Budget Board determined that TSLAC core services are preservation of Archives of the State, Records Management, and Disability Services (Talking Book Program).

The elimination and/or reduction of state funding will result in a reduction in funds from Institute of Museum and Library Services (IMLS) federal grants. TSLAC is to try to offset reductions to the TexShare program by collecting more fees from TexShare members. Ms. Rudd expressed concern regarding the proscriptive nature of the budget bill, which does not afford the agency much flexibility as to how program cuts will be made.

With the elimination of the school technology fund, HB1 also eliminates all the funding for the K12 Databases. Other programs that are to be eliminated include continuing education and consulting, Loan Star Libraries grant program, System Negotiated Grants (SyNG), the Texas Record and Information Locator Service (TRAIL) and the State Publications Depository Program. The bill also specifies staffing reduction associated with these program cuts. The associated decrease in federal funds impacts the interlibrary loan program, regional library systems, and competitive grants programs. In addition to these reductions in library services, HB 1 replaces general revenue that had supported the Records Management program with an increase in fees for records storage.
TSLAC must look at combining the Library Resource Sharing Division and Library Development Division into a single division. We need to get the thoughts of the TexShare Advisory Board regarding the programs upon which this combined division should concentrate its funding and staffing.

Comments:

• TexShare databases should have highest funding priority. If necessary the courier subsidy should be eliminated to put the maximum amount of funding into the databases.
• We need to concentrate on technology because that is where the future is going. We need to get technology in the schools and need to take care of K-12 programs and support education in the future. K-12 public schools can only get free database resources from the collaboration with TSLAC.
• Need to inform the public about access to informational databases funded by the statewide programs. We need to focus talent and time in communications and awareness building to assure that the public is aware of the valuable resources available to them.

6. Cost Share Funds Collection and Disbursement: Beverley Shirley presented.
Currently participants in the TexShare Database program support the service through a cost share that reflects both the institutions’ potential usage of the service and abilities to pay. The total $1.58 million that needs to be collected is split into 75% academic libraries and 25% public libraries based on database usage. The formula for the fee is a weighted combination of 30% undergraduate FTE's and 70% information resources expenditures for academic libraries, and 30% population served and 70% collection expenditures for public libraries. Several “ceilings” (maximum amount charged) and “floors” (minimum amounts charged) have been added for the academic libraries and one “ceiling” and “floor” has been added for the public libraries.

Through an agreement with TSLAC, Amigos Library Services invoices libraries for their database cost share and for TexSelect charges, collects payments from libraries, and forwards funds to database vendors. Because Amigos provides this service, TSLAC must report database cost share as “Agency Funds Outside the GAA [General Appropriations Act] Bill Pattern.” Because cost share is outside of the bill pattern, some of the limitations imposed by the GAA are not applied to them. One of these limitations is of special concern. Per the GAA, the TexShare database program is a capital project and as such, TSLAC is not allowed to spend over 125% of the amount appropriated for that project. This limitation impacts TSLAC’s ability to respond to member needs by increasing the amount collected as member cost share or by adding databases to the TexSelect program. If governed by the GAA, TSLAC could only spend 125% of the amount appropriated for the TexShare database service regardless of how much money it collects from member libraries. The Legislative Budget Board has expressed interest in bringing all TexShare funds into the bill pattern.

7. Discuss Date for Next Meeting: Another meeting to discuss budget priorities will be set for sometime after TLA Legislative Day in February.

8. Working Group Reports:

A. Card Program Working Group: Tom Moran reported.
The working group held a conference call on November 15, 2010. Staff is working on mobile capability for the TexShare web pages, and one of the things that will come out of this project is that the Card lending policies will be available via mobile technology. One of the first things that needs to be done is to make sure all the lending policies currently on our web site are up-to-date. The group suggested we ask all the libraries to renew their commitment to the card program by signing the form when they finish reviewing their current lending policies. They suggested we do this online.

The group also suggested a way to save some printing costs would be to put the new Card brochure up on the TexShare web site so libraries could print their own.

Staff briefly explained the new affiliate TexShare membership category, and then mentioned that we might be having new affiliate members joining the Card program in the future.

B. Database Cost Sharing Working Group: no report

C. Electronic Information Working Group: submitted by Chair Kerry Keck.
The Electronic Information Working Group (EIWG) has been reviewing a possible addition to the TexSelect menu: Rand Texas, which contains more than 150 databases, ranging from employment to annual spending per pupil to population projections. The American Chemical Society renewal has been completed and 39 libraries have renewed their subscriptions for the year. Russlene Waukechon is discussing a possible new partnership, much like the SCELC partnership, with the Community College League of California. Like the SCELC partnership, this would provide Texas community colleges the opportunity to selectively participate in discounts on library databases. More information about the partnership should be released over the next several weeks.

D. Interlibrary Loan/Courier Service Working Group: no report

E. Library of Texas Working Group: submitted by Kevin Marsh.
The LoT WG members held a teleconference on 10/4/2010 to review the findings of the usability study conducted by Dr. Randolf Bias at the UT iSchool. Working group members provided insights and advice to help TSLAC staff prioritize various findings for implementation and consider methods for future studies. The usability study report is available online on the TSLAC web site.

The Working Group convened an online meeting on December 14, 2010.

• Widgets: LoT Program Manager Kevin Marsh and Jeanie Colson discussed a special search widget created for Lee College, using JavaScript to customize the widget in order to narrow searches to materials appropriate for a particular class or topic.
• Navigator: At this time, the OCLC Navigator Metasearch tool still does not support library-specific authentication into TexShare databases, an essential feature for providing usage statistics.
• Communication plan: A contract is under consideration with the UT College of Communications to fund a student video contest that would produce digital videos about discovery tools and why they are important. A PowerPoint presentation on using LoT for reference was presented at NETLS on Nov. 30th and will be available soon as a Webinar. New posters, postcard-flyers and bookmarks are in production for distribution to all public and participating academic libraries in TexShare.
• Video production: CommonCraft or their affiliates were discussed as a potential source for future video purchases.
• TLA program: Judith Hiott is facilitating a program at TLA entitled “Beyond Federated Searching” with Marshall Breeding, Anne Mitchell (UH) and Kevin Marsh (TSLAC).
• The bulk of the meeting time was spent in a feature-by-feature review of the “beta” version of the new Library of Texas software. The working group brainstormed a variety of suggestions and ideas, many of which will be included in the initial release of this software, scheduled for the end of January 2011.

F. TexTreasures Working Group: no report

G. Outreach and Instruction Working Group: no report

9. Strategic Partner Reports:

A. Amigos Library Services: Bonnie Juergens reported.
The transition to the new courier provider has gone well. In the first 3 months, they solved the problems that came up, but Amigos needs to know if there are any other things that need to be addressed. The annual survey has been distributed, and they are anticipating getting additional information about the courier transition from the results. Ms. Juergens noted that there are over 300 libraries that participate in the TExpress courier program, a very valuable service.

B. Education Service Center, Region 20 (ESC 20): Marty Rossi reported.
The usage of the K-12 databases continues to rise. EBSCO usage has increased 43% and Encyclopedia Britannica use has increased 51%. The average number of searches per student in the first year of the program was 5 and it is now 11.

ESC 20 has focused on getting the word out to the school leaders this year. So far, they have distributed 453 leadership eKits. These eKits encourage the school leaders to try the databases for themselves, and ESC 20 has a way of tracking their usage statistics. They continue to give training sessions where most if not all of the participants know about the program which means all the awareness activities are working.

The new curriculum standards in Science, Social Studies, Reading/Language Arts, the new College and Career Readiness Standards, and the draft of the new Technology Applications TEKS specifically address the use and integration of online research databases.

C. University of Texas at Austin: no report

10. Administrative Report: submitted by Beverley Shirley.

Welcome to new Advisory Board member.
Carol Herrington is the director of the Palestine Public Library. Palestine Public Library has implemented many innovative services and programs under Ms. Herrington’s leadership.
TexShare Database Fees. As of January, we have collected $1,302,215 (82.4%) of the TexShare FY11 Database Program Fees. 548 libraries have paid (80.9%). We are planning a conference call with the Database Cost Sharing Working Group to begin discussions of possible changes to member cost share under various scenarios of decreased appropriations to the program.

Cost Share Funds. See agenda item #6.

Mobile Access Pilot. In early November, Library Director Pat Wilkins at Huston-Tillotson University agreed to partner with TexShare on a pilot project to evaluate the effectiveness of QR Code-authenticated access to EBSCO databases. Geared mainly for users accessing the Internet on their smart phones (iPhones, Androids, Blackberries), printed QR (Quick Response) Codes on customized bookmarks permit university students to scan a barcode for instant access to a mobile-optimized interface for EBSCO databases. Following evaluation of this pilot project, we hope to expand this new service to other TexShare member institutions. TexShare launched a similar project this month to provide QR code-authentication for licensed databases to members of the Legislature and their staffs.

TexShare Rules. Changes to Government Code, §441.224, enabling TSLAC to assess fees to affiliated members and to public school libraries were posted to the Texas Register on October 29, 2010 for thirty-day comment period. We have not received any comments, and will ask the Texas State Library and Archives Commission to adopt this rule at their February 15, 2011 meeting. We are in process of determining administrative fee amounts for affiliated members. While we do not have any immediate plans to assess fees for public school libraries, this change will allow us to do so if the future economic situation warrants.

Due to the re-codification of the Texas Non-Profit Corporation Act from Vernon’s Texas Civil Statutes to the Business Organizations Code, we must change the citations in TexShare rules that refer to that act. These changes will simply update the references in the rules; they will not result in any changes to consortium policy or operations.

Affiliate Update. Welcome to two new TexShare affiliate libraries, the Northrup Library at the Southwest Foundation for Biomedical Research (SFBR) and Slick Library at the Southwest Research Institute (SwRI). Both libraries are participating in the database program. SwRI is also participating in the TexShare Card Program and the InterLibrary Loan Protocol.

The Non-profit Hospital Libraries of Texas have submitted a revised application for affiliate status. The application identifies thirty-two hospital libraries that would potentially qualify for affiliate membership. Five libraries would initially apply for affiliate membership to pilot the program. The National Network of Medical Libraries, South Central Region (NN/ML SCR) would serve as the contact institution for this affiliate collaborative.

Houston Area Independent Schools Library Network (HAISLN) has submitted an application for affiliate status. The application identifies 46 institutions (some with two or three libraries) that would potentially qualify for affiliate membership. Thirteen institutions would pilot the program. St. John’s School is serving as the contact institution for this affiliate collaborative.

TexShare Mentoring. Many thanks to Trinity University for agreeing to serve as mentor library for both of the new affiliate members (SFBR and SwRI). This is our first TexShare mentoring project, and we look forward to piloting the TexShare mentoring program with the talented and knowledgeable staff at Trinity.

Dozen Ways to TexShare. Dozen Ways to TexShare is a web-based database tutorial program focusing on twelve databases (or database features) offered through TexShare. Participants will view video tutorials and complete discovery exercises in order to improve their knowledge of core TexShare databases and database features.

Next board meeting Friday, March 25, 2011.

Present:
TexShare Advisory Board Members:
Candice Scott, Schreiner University, Vice Chair
Megan Cooper, Leander ISD*
Cathy Dean, San Antonio
Tracey Mendoza, Northeast Lakeview College
Melissa Rippy, Pasadena ISD*
Dana Rooks, University of Houston
Loriene Roy, School of Information, UT Austin
Alice Specht, Hardin-Simmons University
Laurie Thompson, UT Southwestern Medical Center at Dallas

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

Texas State Library and Archives Commission:
Sue Bennett, Library Resource Sharing Division
Deborah Littrell, Library Development Division Director
Kevin Marsh, Library Resource Sharing Division
Ann Mason, TexShare Program Administrator
Danielle Plumer, Library Resource Sharing Division
Peggy Rudd, TSLAC Director and Librarian
Ed Seidenberg, TSLAC Assistant State Librarian
Beverley Shirley, Library Resource Sharing Division Director
Russlene Waukechon, TexShare Database Coordinator
Rosemary Willrich, Library Resource Sharing Division

Working Group Chairs/Representatives:
Tom Moran, TexShare Card Working Group
Martha Rinn, Database Cost Sharing Working Group

Strategic Partners:
Bonnie Juergens, Amigos Library Services
Sue Phillips, The University of Texas at Austin
Marty Rossi, Education Service Center Region 20

Guests:
Claire Duncan, Texas Medical Association
Jon Gregory, World Book
Richard Hasenyager, North East ISD
Sammy Khmur, Gale Cengage Learning
Jimmie King, EBSCO
Sally Krash, Southwest Research Institute
Laurie Mahaffey, Central Texas Library System
Gloria Meraz, Texas Library Association
Re Mishra, National Network of Medical Libraries, South Central Region
Paivi Rentz, Texas State University - San Marcos
Jeff Scott, Gale Cengage Learning
Barbara Tims, Texas Medical Association
Laura Walker, World Book
Barbara Weathers, HAISLN
Scott Willis, Gale Cengage Learning

Page last modified: August 24, 2011
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