TexShare Courier Service Working Group Minutes


June 20, 2000


1 . VOLUNTEER FOR SECRETARY

Connie Moss agreed to act as recorder for this session.

2. WELCOME AND INTRODUCTIONS

The meeting was called to order by Chair, April Bennington at 12:00noon June 20, 2000. Members in attendance: April Bennington (M.D. Anderson Cancer Center), Jackie Crinion (UT San Antonio), Jo Anne Hawkins (UT Austin), Lee Hilyer (Rice University), Connie Moss (Coppell Public Library), Rachel Robbins (UT Arlington), Mike Robinson (Sul Ross State University), Carolyn Thorne (Dallas Community College District), Linda Hughes (Wichita Falls Public Library), Gerard Mittelstaedt (McAllen Memorial Library) Victoria Duff (Wilson County Public Library) and Rebecca Linton (Texas State Library and Archives Commission). Member Jerilynn Williams (Montgomery County Library System) was unable to participate. Deborah Littrell (Texas State Library and Archives Commission), and Bonnie Juergens (Amigos Library Services) and Susie Thompson (Amigos Library Services) also participated in the discussion.

Deborah Littrell requested changes in contact information be emailed to her for updating the roster posted on the web. http://www.texshare.edu/programs/courier/courierworking/courier2000.html

3. POSSIBILITY OF PROVIDING A CENTRAL POOL OF TEXSHARE FUNDS TO REIMBURSE LIBRARIES FOR LOSSES OF MATERIALS SENT VIA TEXPRESS

A lively discussion of the proposal ensued. There was unanimous agreement that reimbursement, if any, should be governed by existing Interlibrary Loan protocols and terms of the TexShare Card program. Reported losses within the courier system are at or near .007%. At this level, the additional effort and expense of tracking, monitoring, and administering compensation would be disproportionate to the loss rate.

4. POSSIBILITY OF PROVIDING TEXSHARE FUNDS FOR PLACING POSTAGE ON ITEMS THAT ARE PLACED IN TEXPRESS AND SHOULD HAVE BEEN PLACED IN THE US MAIL.

Materials that are not destined for TExpress sites are occasionally delivered to Amigos Library Services for rerouting. To avoid further delay these materials are dispatched to the intended recipient with Amigos bearing the shipping cost. Amigos staff will monitor the frequency and cost and pursue cost recovery administratively.

(4) 5. PROBLEM THAT LIBRARIANS IN THE VALLEY/BORDER REGION ARE REPORTED TO BE SPEAKING AGAINST TEXPRESS WHEN MATERIALS ARE LOST.

Discussion centered on use of mailing list to announce missing materials. Consensus that listing wayward or missing materials is an appropriate use of the list and strongly encouraged postings to the list when materials are located. Members also recommend use of the mailing list to post overall statistics, including loss rate.

(5) 6. SUGGESTION TO INTRODUCE AN EMAIL NEWSLETTER TO FOCUS ON TEXPRESS ACTIVITIES -- QUESTIONS INCLUDE FREQUENCY AND WHO WILL BE RESPONSIBLE FOR IT.

Susie Thompson will provide the first draft of a monthly TExpress email newsletter. Content recommended includes monthly statistics, achievements or recognitions of library or courier personnel, highlighting a shipping guideline, success stories (speed, savings, "found" materials), and new member information.

(6) 7. PROBLEMS/CONCERNS OVER PONY EXPRESS GOING OUT OF BUSINESS.

Transition has already occurred with only 3-5 glitches in the Houston area. Service to this area was covered by a Pony Express subcontractor and Marquis recently hired 100 new couriers to fill any gaps.

Concern over rising gasoline prices prompted discussion of our current contract. The new agreement with Marquis may reflect additional cost per site but cost to member libraries is expected to remain constant.

(7) 8. SELECTION OF A LIAISON TO THE EDUCATION WORKING GROUP.

The Education Working Group is developing a system to connect its members to a member of each of the other working groups. Beth Avery (Lamar University) is the liaison to the Courier Working Group. It is expected that contact will be via email. Carolyn Thorne volunteered as liaison to the Education Working Group for one year.

DISCUSSION OF AGENDA ITEMS RELATING TO SHIPPING GUIDELINES AND ADHERENCE TO GUIDELINES WAS DEFERRED.

10. NEWS:

Approximately 155 libraries are participating in TExpress/TAE. Sul Ross University and partner, Alpine Public Library are again TExpress participants. Lee Hilyer was commended for his portion of the well attended TexShare presentation at the Texas Library Association conference in Houston.

11. OTHER BUSINESS:

Reporting: Rebecca Linton asked that we consider sampling TExpress turnaround time. Jo Anne Hawkins recommended development of a "report card" for the contracted courier service as well as for the courier program.

12. NEXT MEETING

The conference call format was considered successful, the next meeting will also be by conference call July 25, 2000 1:00-3:00 p.m.and at this time the remaining agenda items will be discussed. Members are asked to email Deborah Littrell before the next meeting confirming voice and fax phone numbers. Mike Robinson volunteered to be the minute taker for the next meeting.

Meeting was adjourned and call ended at 1:55 p.m.

--Connie Moss



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