Texas Council of State University
Librarians
Minutes of Business
Meeting
September 25, 1997
Red Lion Hotel, Austin, Texas
President Virginia Bowden called the meeting to order at 4:45 p.m.,
welcomed attendees, and asked each attendee to introduce themselves.
Minutes of the September 12,1996 meeting were reviewed. Marty Adamson
moved and Tom Wilding seconded that the minutes be approved as
distributed. The motion passed unanimously.
Report of the President: President Bowden announced that a new
membership directory was being distributed at the meeting. It will also be
posted on the Web page. President Bowden commented on the changes that
have taken place in the business of TCSUL over the years, particularly in
light of our current relationship with the TexShare program. She commented
on issues that have arisen recently, such as the question of
vendor-sponsored events for our meetings and the potential conflicts this
may present for members or our state representatives. She also commented
on the responsibilities of the Board and our evolving relationship with
the Texas Council of Community and Junior College Librarians. In light of
these changes, President Bowden announced that she has appointed an ad hoc
strategic planning committee to look at the future of TCSUL.
President-elect Fred Heath will chair the committee. President Bowden
concluded her report by expressing her thanks and gratitude to Pat
Hawthorne for her work in planning this year's meeting.
Report of the President Elect: President Elect Fred Heath
reviewed the program for Friday's meeting and urged all to attend. He also
announced that state representatives Bob Hunter and Pete Laney were
expected to attend our reception this evening. They will be presented with
a plaque and special thanks for their support of the TexShare program. He
also commented on the ad hoc strategic planning committee and announced
the committee members: Harold Billings, Virginia Bowden, Al Cage, Joe
Dahistrom, Joan Heath, and Elizabeth Snapp. The committee is just
beginning its work.
Report of the Treasurer: Kathy Hoffman reported a September
18,1997 balance of $2,412.66. A copy of the financial report is appended
to these minutes.
Report of the Member-at-Large: Benjamine Wakshige reported that
he has started an electronic newsletter for TCSUL. He thanked members who
had submitted information for the first issue and encouraged others to
send him information.
Committee Reports:
Binding Contract: Chairperson
Richard C. Wood thanked the members of his committee: Ellen Cunningham
Krupa and Ken Jones. He also thanked Richard J. Wood, the previous chair
of the committee for his assistance in their work. The committee met with
John White of the General Services Commission in Austin during the month
of January. Per Mr. White's suggestion, the committee re-drew the map of
Texas into 25 bindery contract districts in an effort to encourage smaller
binderies to bid for the smaller areas. However, computer limitations did
not permit the re-working of districts at this time. This left TCSUL with
four options: (1) extend the current state contract for one year based on
5 districts, which would essentially result in 3 of our 5 districts being
without state binding contracts for another year; (2) bid a new contract
for 2 years based on current 5 districts; (3) no state contact; (4)
abstain. The membership voted to extend the current contract for 1
year.
Materials Contract: Chairperson Beth Fuseler Avery reported that
our current state materials contract runs through December 1998. (A copy
of the full report is appended to these minutes.) She reported that some
members have expressed concern that we may not be receiving as good of
discounts as in the past. Ms. Avery has worked with Dana Alessi to study
this and it appears that our current contract is indeed working in our
favor. She further mentioned that when we contact John White of the
General Services Commission in Austin with our concerns, it is important
to let him know whether we are contacting him as a representative of
TCSUL, as a representative of an institution, or as an individual. She
also requested that we copy her on all issues brought to Mr. White's
attention.
Legislation: Chairperson Al Cage distributed a written report
that is attached to these minutes. He then presented the following motions
from the committee:
- Moved, that TCSUL appoint a special committee to study formulas and
make recommendations in time for the TCSUL board to review them prior to
the April, 1998 conference of TLA. The motion was approved
unanimously.
- Moved, that TCSUL appoint a special committee to study distance
education, looking specifically at what the nature of library support
should be for distance education programs, whether there should be a
formula Element of Cost for this program, and what the relationship of
distance education to TexShare should be. The motion was approved
unanimously.
- Moved, that TCSUL formally seek relief from the Education Code which
prohibits expenditure of HEAF funds to pay for goods or services before
their delivery. The motion was approved unanimously.
Mr. Cage
suggested that a survey be conducted of database utilization by TCSUL
members to determine whether it would be more cost-effective to cover the
cost of more heavily used databases in a state contract. It was decided to
add this to the charge of the Materials Contract Committee. Ms. Avery
stated that she would work with TexShare on this issue. Dale Cluff also
reported that the Big 12 libraries were working on a similar project, and
he would forward this information to Ms. Avery.
Resource Sharing: Chairperson Joe McCord reported briefly on the
TexShare program. He noted that a new TexShare Advisory Board had been
appointed and that the responsibility for the program was transferred from
the State Coordinating Board for Higher Education to the State Library. He
encouraged all to attend Friday's program where the full details of the
TexShare program will be reported.
Old Business:
Library Fee Survey: Joan Heath discussed the library fee survey,
and asked if members still found it useful. The members expressed interest
in continuing the survey, stating that it was useful in the beginning in
order to establish fees, and it would be useful in the future to increase
or modify the fees. Joan agreed to conduct the survey this fall via
email.
Texas Academic Library Statistics: Bob Martin reported that the
Texas State Library is still handling the Texas State Library Statistics,
and the survey instrument for the 1996/97 report was mailed this week. An
annual printed statistical report is planned for this year; a web version,
with a printed executive summary is planned for future years.
TexShare: A report was not given on TexShare since it is the
focus of the Friday morning program.
Proposed Bylaws Changes: President Bowden presented a proposed
Bylaws change, noting that material had been distributed to members with
the meeting announcement materials. The motion came as a recommendation
from the 1996 Nominating Committee:
Moved, that the Bylaws be amended in Article VIII- Committees, D.
Nominating Committee, excluding the word "two." The amended statement
would read: "The Nominating Committee shall name a candidate for each
office. Nominations may also be made from the floor. The committee shall
conduct the election of officers during the fall meeting." The motion
was not approved.
Richard J. Wood moved and Dale Cluff seconded that the Bylaws be
amended in Article VII-Committees, D. Nominating Committee, to "have at
least one candidate." The amended statement would read: "The Nominating
Committee shall name at least one candidate for each office. Nominations
may also be made from the floor. The committee shall conduct the
election of officers during the fall meeting." The motion was approved
unanimously. New Business:
TCSUL ad hoc Strategic Planning Committee Report: This report
was covered in the report of President Elect Fred Heath.
Location of 1998 Meeting: President Bowden asked that members
let the board know where they would like to hold next year's
meeting.
President Bowden invited members to attend the reception following the
business meeting and thanked the meeting sponsors for their support. The
meeting was adjourned at 6:15 p.m.
Submitted by Kathy Hoffman, Secretary/Treasurer
MEETING ATTENDEES:
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