TexShare Advisory Board Meeting
1:30 pm – 3:00 pm, Tuesday, September 27, 2011
1900 University Avenue, Room 102
1. Welcome and Introductions: Candice Scott called meeting to order at 1:45pm. Corrine Hill and Alice Specht joined meeting via conference telephone.
2. Elect Chair and Vice Chair: Tracey Mendoza was elected Chair and Laurie Thompson was elected Vice Chair.
3. Approval of Minutes from May 30, 2011: The minutes were approved.
4.TSLAC Update: Ed Seidenberg, Assistant State Librarian, reported for State Librarian, Peggy Rudd. Mr. Seidenbergreviewed the budget reductions that resulted from the legislative session. The agency has undergone staff reduction and is in the process of restructuring programs. Mr. Seidenberg addressed the concerns that academic library administrators expressed at the Texas Council of Academic Libraries (TCAL) meeting. He explained that the impacts of the reductions probably won’t be felt in the current biennium and that the Texas State Library and Archives Commission (TSLAC) will try to retain the core TexShare databases. Mr. Seidenberg and board members agreed that the consortium may see additional cuts in the FY2014-FY2015 biennium for which TSLAC and the board must plan.
5.Report from TCAL meeting on “Planning for Future”Julie Todaro, incoming TCAL chair, reported that TCAL membership discussed the need to be proactive in planning for budget reductions both to the TexShare program and to their institutions. TCAL has appointed a committee charged with gathering data on database usage and requirements for the future. TCAL will share their data and conclusions with TSLAC. There is interest in working together to address needs of academic libraries for affordable online content. TCAL members also informally discussed problems with recent database fee invoices. Some libraries have not yet received invoices. Others received invoices that were considerably higher than the anticipated 35% increase. Ms Todaro requested TSLAC send out an explanation of the formula used to determine database cost share. Beverley Shirley provided a brief description of the formula in use, which is also available on the TexShare web site. TSLAC staff will enhance the brief description with additional detail and send the detailed explanation to the TexShare membership. Additionally, TSLAC will send out messages asking libraries that have not received an invoice to contact TSLAC.
6. Upcoming database bid process & issues related to core database programRusslene Waukechon provided a brief description of the state’s use of a competitive process for procuring services. The Texas State Library and Archives Commission is commitment to a competitive bid process and generally rebids the TexShare core databases on a five-year cycle. The agency is scheduled to undergo a bid process this year. However, because the time involved in completing a bid process would make it virtually impossible for academic libraries to plan their own budgets, TSLAC leadership would be willing to ask the Commission to request approving staff to negotiate contract renewals this year. The board discussed this issue and voted to recommend to the Commission that TSLAC delay engaging in a competitive bid process for the TexShare core database services for one year.
Ms. Waukechon and Ms. Shirley then explained to the board that some member libraries have expressed a concern that the reduced TexShare budget would make it difficult to retain a core set of databases responsive to the needs of both the academic and public library communities. Ms. Waukechon asked the Board to consider whether to endorse or reverse a ten-year-old Board decision that all TexShare libraries share a common core. The board discussed and agreed that TexShare would get the best prices with a common core and that, in fact, it is especially important in times of tight budgets to fully leverage the buying power of the consortium with common purchases. The board voted to continue its commitment to a common set of databases for all member libraries.
7.Issues regarding TexShare affiliate member’s participation in core database program: Russlene Waukechon reviewed the reasons for a prior board recommendation that affiliate TexShare members participating in the core database program must buy into the full slate of databases in the core. Ms. Waukechon recommended reversing that decision based on her experiences with negotiating for affiliate participation in the core resources. In reality, the price quotes received from vendors have made it prohibitively expensive for affiliate members to subscribe to the full core packages from every vendor represented in the core menu package.
Board members were concerned that negotiating for individual products would involve too much staff time. Ms. Waukechon clarified that there would not be additional time commitment. Ms. Shirley further clarified that affiliate members will pay TSLAC for the administrative costs associated with their participation once TSLAC has established a fair formula upon which to base those charges. The board voted to allow affiliate members to selectively purchase databases.
8.Outreach & Instruction WG – expanded role: Dawn Krause and Deanna Frazee presented a recommendation that the Outreach and Instruction Working Group become an Advisory Committee on Continuing Education for TSLAC rather than a working group exclusively for the TexShare program. Working group members had met via conference call and endorsed this change. The advisory board voted its approval.
9. Public Comment: No public comment.
10. Set Dates for Future Meetings:Beverley Shirley will send out a survey encompassing dates from late November through mid-December.
11. Working Group Reports:
A.Card Program Working Group: Tom Moran reported. The TexShare Card Working Group only met one time this last year. At this November 15, 2010 meeting, members discussed work on a new mobile “app” for determining lending policies, the new affiliate member category, and a mentoring program for new affiliate members. They also discussed putting the TexShare Card brochure on the web site and enabling electronic signatures for the renewal of the card agreement form. Issues to be addressed in the future include
- How do we increase the level of Card Program statistics reporting?
- What is the potential impact of the discontinuation of Loan Star grant incentive on participation in the card program?
- If libraries drop out of the card program, how will this information get circulated in a timely fashion?
- What points should we make to encourage libraries to stay in the card program?
- What needs to be done to fully integrate new TexShare affiliate members into the card program?
Mr. Moran also presented preliminary card usage statistics for FY2011 which indicate usage is down.
B. Database Cost Sharing: No Report.
C. Electronic Information: Russlene Waukechon reported for Kerry Keck. The Electronic Information Working Group will be reviewing the composition of the TexShare core databases and preparing for a competitive purchasing process. New members, representing public and academic libraries, have been appointed to replace outgoing members. Due to elimination of funding for K-12 participation, there are currently no plans to fill the opening for a K-12 representative.
D. Interlibrary Loan/Courier Service Working Group: No Report.
E. Library of Texas (LoT): Beverley Shirley reported for Eddy Smith. The LoT Working Group met on July 19, 2011 via conference call to discuss LoT functionality. The group also discussed opportunities to spread the word about LoT to the library community. LoT will participate in a NetFair session demonstrating the use of widgets at the Texas Library Association Spring 2012 conference. Eddy Smith, chair of the Working Group, presented a session on LoT at TechNet in Decatur, TX on August 3, 2011. TSLAC and the Houston Area Library Automated Network (HALAN) have formed a partnership for managing LoT. Judith Hiott, chief of HALAN, has provided a progress report and recommendations.
The pilot has identified three areas where ongoing efforts are required:
- Maintaining Z39.50 connections to library catalogs and databases.
- Providing search widgets to libraries and being able to customize the list of databases searched by a widget.
- Promoting LoT.
- Continue to fix broken Z39.50 targets and track progress, to implement widgets in libraries, and to promote widgets (and LoT) in libraries.
- Review resource requirements and sources of funding.
- Promote LoT to libraries at meetings, conferences, or other events.
F.TexTreasures: Beverley Shirley reported for Kam McEvoy. Nine grant applications were received and reviewed by TSLAC staff and the working group. A total of $97,588 was awarded to five TexTreasures applicants in August of 2011. The grant period runs from September 1, 2011 – August 31, 2012. Grants were awarded to
- University of North Texas to digitize and provide public access to the earliest Texas newspapers;
- National Museum of the Pacific War to digitize oral histories from Texas veterans of World War II’s Pacific Theater and home front;
- Dolph Briscoe Center for American History to continue online development of the Bexar Archives;
- Southern Methodist University to digitize and annotate postcards depicting Texas buildings, people, events and industries; and
- Texas Archive of the Moving Image to digitize and make accessible a group of historically important, previously unavailable Texas films.
The group reviewed a couple applications in which a nonprofit organization was submitting a proposal on behalf of TexShare members and several applications submitted as collaborative projects. Members of the group believed that the grant guidelines do not provide clear definitions with regards to the respective roles of the nonprofit applicant and the TexShare member. Members of the group also believed that the guidelines need clarity with regards to what constitutes a “collaborative project.” The group recommended that staff rewrite the grant guidelines to provide more specificity in these two areas.
G. Outreach & Instruction: Deanna Frazee had no further information to discuss beyond what was discussed earlier in item #9.
12. Strategic Partner Reports:
A. Amigos Library Services:Bonnie Juergens reported. The TExpress Courier has initiated a barcode scanning system for tracking shipments. The enhancement involves barcoding at the package level. Items are then scanned at pickup, at the hub, and upon delivery. Packages can be tracked based on the package barcode.
B. Education Service Center, Region 20: Susanna Garza reported. Usage statistics reflect a 212% increase in overall searches over the span of the program. In the most recent survey of K-12 Databases Program participants, 93% of respondents felt users are more successful in locating information than prior to availability of K-12 databases and 96% of respondents felt access to this core collection of resources met the basic needs of users at their libraries.
As a result of the recent legislative session, funding for the K-12 Databases was eliminated. However, the legislature created an Instructional Materials Allotment (IMA), which combines the technology allotment and the textbook allotment into one pool of money. Districts may use the IMA to continue subscribing to the K-12 Databases. ESC-20 and TSLAC have reinstated the opt-in program that was in place prior to the appropriation of state funding. On September 15th EBSCO disconnected access to the databases to libraries that have not signed up for the Opt-In program. As of September 16, 2011, the ADA for EBSCO orders equaled 515,281 and the ADA for Britannica orders equaled 278,877. Some of the education service centers and some larger districts have reached separate agreements with the vendors and are not purchasing through the program.
ESC-20 will continue to provide training for teachers, librarians, and school administrators. The focus this year will be on training students on how to conduct research utilizing the databases online. In partnership with EBSCO, ESC-20 is launching a new, content specific “Beyond the Textbook” webinar series. EBSCO will also offer customized student Webinars that can be scheduled on request.
UT at Austin:
Lexie Thompson-Young reported on the retirement of UT libraries staff that have worked closely with TexShare. Sue Phillips, Executive Associate Director, was a member of the Electronic information Working Group and the representative for the UT Austin Strategic Partnership. Suzanne McAnna, Head Librarian, Circulation Services, was a member of the Card Working Group. Dennis Dillon, Associate Director for Research Services, was a consultant on collection development issues. UT Libraries staff that are going forward with TexShare include Fred Heath, Vice Provost and Director; Catherine Hamer, Associate Director for User Services and member of the Interlibrary Loan and Courier Working Group; Margaret Alvarado, PCL Circulation Manager and member of the TexShare Card Working Group, and Lexie Thompson-Young, Licensing Coordinator serving as representative for the UT Austin Strategic Partnership and member of Electronic Information Working Group.
13. Administrative Report: Beverley Shirley reported for Deborah Littrell.
14. Welcome to new Advisory Board members. Corinne Hillis the Interim Director of Libraries at Dallas Public Library. Mark Dolive is the Director of Library Services at Tarrant County College, NE. Larry Ringer was mayor of College Station, Texas from 1986 – 1996 and currently serves as vice chair of the Central Texas Library System’s (CTLS) board. Welcome also to Lexie Thompson-Young, the new representative from our strategic partner, the University of Texas at Austin.
TexShare Database Fees.We have collected $436,047 (20%) of the TexShare FY12 Database Program Fees. 148 libraries have paid (22%). While the overall increase in cost share was 35%, once the formula for determining individual fees was applied, the amount of the increase varied, sometimes significantly, from library-to-library. The database cost share is determined by a formula that was created by the TexShare Database Cost Sharing Working Group and approved by the TexShare Advisory Board. In determining library fees, we apply a formula that is a weighted combination of 30% population served and 70% collection expenditures for public libraries and 30% undergraduate FTE's and 70% information resources expenditures for academic libraries. While the overall increase in cost share was 35%, the increase for an individual library might vary from that amount depending on the library’s rank relative to other libraries. A library would have an increase higher than 35% if the combination of its collection expenditures and service population ranked it slightly higher than the median.
Several libraries were concerned with meeting their fee assessment, and inquired about opting out of the program. We sent these libraries information on the value of the databases to their users, suggestions for ways to make access to the databases more visible to patrons, and a copy of the list of possible fund raising activities that the Database Cost Share Working Group had generated.
Affiliate Update.TexShare now has three affiliate groups: S&T Libraries of South Texas (2 affiliates to date), Houston Area Independent School Librarians Network (12 affiliates to date), and Non-profit Hospital Libraries of Texas (4 affiliates to date). Our new affiliates have expressed interest in the database services, the card program, the Library of Texas, and interlibrary loan protocol. We have been delayed in fully integrating the new affiliates into TexShare programs due to our current staffing constraints, but expect to turn our attention to orientation and integration soon.
Changes in Library Services Programs. For FY2012 the TexShare programs remain unchanged with these exceptions: the participation fee for the TexShare databases was increased; the subsidy for the courier program for 5-day/week service was decreased; LOT is now managed in a partnership with HALAN; we will no longer provide net lender reimbursements in the ILL program; we propose changes to the education/outreach working group. The University of North Texas is now providing administrative support for the Texas Heritage Online service. The agency no longer has a state publications depository program. We will continue to collect and catalog state publications and make them available through ILL. The regional library systems and their programs are being phased out in FY2012, and will not exist in their present form beyond August 2012. We are exploring ways of providing consulting, technical support, and regional resource sharing. The direct state aid grant program for public libraries, Loan Star Libraries, is no longer funded. The agency is now coordinating continuing education statewide.
Roles and Responsibilities. Staff is currently reviewing the TexShare Roles and Responsibilities document (https://www.tsl.texas.gov/texshare/governance.html) to update legal citations and language.
Lone Star Libraries Grant Program. Lone Star Libraries was a direct-aid grant program benefiting Texas public libraries. Public libraries that participated in the TexShare card program received a higher grant amount than libraries that did not participate in the program. Although the Loan Star Libraries Grant Program was eliminated,the TexSharecard program agreementsremain in place.There may be libraries that choose to discontinue their participation in the TexShare card programbecause the incentive provided by Loan Star is no longer available. As we move forward,Library Development and Networking staffwill monitor whether theelimination ofthe Loan Star Libraries programadversely affects continuedparticipation in the card program.
New Models for Group Purchases of E-Content. Some TexShare member libraries may have been contacted by vendors who are building a list of participants that they will use to approach publishers in order to create packages of e-journal offerings. We recommend that TexShare member libraries shop for the best deals available to their libraries and encourage them to include these vendor services in their search. We also encourage libraries to check the packages available through non-profit consortia such as TexShare and its partners, Amigos Library Services, Statewide California Electronic Library Consortium (SCELC), and Community College League (CCLC). These non-profit consortia put extra effort into negotiating favorable license terms for libraries in addition to good pricing.
Strategic Planning.In accordance with TexShare’s four-year strategic planning cycle, we are planning a Resource Sharing Summit for this spring. A review of the minutes from the May 31 meeting suggested several key issues we are facing:
- What elements need to be part of resource sharing programs in the future?
- What partnerships will strengthen resource sharing? What is the role of TexShare in supporting these partnerships?
- How should we, as a collaborative, help libraries transition from print-based libraries to libraries with space and operations appropriate to electronic formats?
- What role should TexShare play as an advocate for libraries in their negotiations with vendors – helping vendors to realize the right content, format, and pricing models for sustainability of e-content and services?
- How can we leverage consortial relationships to provide library resources to Texans at a time we don’t have money to buy services ourselves?
We would like board members to bring ideas for the summit to the next meeting.
15. Meeting adjourned at 3:30 pm.
TexShare Advisory Board Members:
Tracey Mendoza, Northeast Lakeview College, Alamo Community College, Chair
Laurie Thompson, UT Southwestern Medical Center at Dallas, Vice Chair
Mark Dolive, Tarrant County College, NE
Corinne Hill, Dallas Public Library (via conference call)
Dana Rooks, University of Houston
Candice Scott, Schreiner University
Alice Specht, Hardin-Simmons University (via conference call)
Texas State Library and Archives Commission:
Ed Seidenberg, Assistant Director and Librarian
Dawn Krause, Library Development and Networking
Beverley Shirley, Library Development and Networking
Russlene Waukechon, Library Development and Networking
Rosemary Willrich, Library Development and Networking
Working Group Chairs:
Tom Moran, Card Program Working Group
Deanna Frazee, Outreach & Information Working Group
Bonnie Juergens, Amigos Library Services
Susanna Garza, Education Service Center – Region 20
Lexie Thompson-Young, University of Texas at Austin
Nancy Anderson, Howard Payne University
Dell Davis, University of the Incarnate Word
Martin Halbert, University of North Texas
Deborah Halsted, HAM-TMC
Oliver Kelzenbert, ProQuest
Laurie Mahaffey, Central Texas Library System
Gloria Meraz, Texas Library Association
Pixey Mosley, Texas A&M University
Martha Rinn, Texas Lutheran University
Brad Roades, ProQuest
Brad Roth, ProQuest
Patricia Smith, Texas Library Association
Julie Todaro, Austin Community College
Helena VonVille, University of Texas School of Public Health
Scott Willis, Gale
Stephanie Wittenback, Texas A&M University – San Antonio