Texas State Library and Archives Commission

Monday, May 17, 1999


Minutes

The Texas State Library and Archives Commission (TSLAC) met on Monday, May 17, 1999 at 1:00 p.m. in Room 314, Lorenzo de Zavala State Archives and Library Building in Austin.

Members Present:


Carolyn Palmer Armstrong, Chairman


Kenneth Carr


Patrick Heath, Vice-Chair


Sandy Melton


Sandra Pickett


Marvin Rich

Members Absent: No members absent.

Staff Present:


Robert Martin, Director and Librarian


Raymond Hitt, Assistant State Librarian


Jenifer Flaxbart, Director, Talking Book Program


Michael Heskett, Director, State and Local Records Management


Jeanette Larson, Director, Library Development


Michael Piper, Director, Library Resource Sharing Division


Ed Seidenberg, Director, Administration


Carol Winship, Director, Technical Services Division


Nancy Webb, Public Information Officer


Michele Lamb, Executive Secretary

Guest Present:


Teresa Morales, Comptroller of Public Accounts


Ruth Dahlstrom, Education Service Center Region III


George Huffman, Amarillo College


Russell Gregorczyk, Auditor

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Chairman Armstrong convened the meeting at 1:35 p.m.

1. Approve Minutes of the March 29, 1999 Commission meeting.

The following corrections were made to the March 29, minutes:

  • Page 3, item 5 b): "Mr. Carr recused himself from consideration of this item."
  • Page 5, item 13: "explained" was replaced with "commented"
  • Page 4, paragraph 2: "moved" was added to the text.
  • Page 3, second sentence: "moved" was added to the text.
  • Item 10, first paragraph; second line: "requesting" changed to "requested"
  • Item 12, first sentence: replaced "presented" with "displayed."
  • Page 6, item 15, third bullet: phrase added "The Commission requested that Ed Seidenberg screen all applications to assure they meet minimum advertised qualifications."

Mayor Heath requested the notation of a correction to the Audit Committee minutes, second page, item 2, paragraph one, seconded sentence, "TSLAC staff" was added for clarification. (The Audit Committee minutes will be discussed for approval at the next Audit Committee meeting.)

Commissioner Heath moved to adopt the minutes as corrected. Commissioner Carr seconded the motion. Motion passed.

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2. Report of the Director and Librarian.

Please see the attached Director's Report for May 17, 1999.

Commission Meeting Dates: June 7, July 8-10, September 13, and November 5. Additional meeting dates may be necessary during the Director and Librarian search.

3. Approve contracts greater than $100,000.

Michael Piper requested approval for the following three contracts:

  1. Encyclopedia Britannica, Inc. The contract will cover the period from August 1, 1999 through July 31, 2000 for an estimated amount of $111,043 pending final negotiations.
  2. Ovid Technologies, Inc. The contract will cover the period from August 1, 1999 through July 31, 2000 for an estimated amount of $660,674 pending final negotiations.
  3. University Microfilms International (UMI) to provide access to Proquest Direct Texas Newspaper Bundle. The contract will cover the period from August 1, 1999 through July 31, 2000 for the amount of $200,000.

After discussion among the Commission and TSLAC staff regarding the contracts, the Commission decided to postpone the approval of contracts until a summary of the complexities of the contracts and the final figures were available. Commissioner Carr moved to table Item #3. Commissioner Rich seconded the motion. Motion passed.

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4. Approve acceptance of gifts greater than $500.

Michael Heskett commented on the establishment of the AT&T gift: the State and Local Records Management Division received $4,000, deposited on April 13, 1999, from AT&T Wireless Services, which represents the annual donation to the Commission in conjunction with the easement and lease arrangement for the cellular tower located on the grounds of the Records Center Building, 4400 Shoal Creek Boulevard, Austin.

Commissioner Heath moved to approve the gift. Commissioner Rich seconded the motion. Motion passed.

5. Discuss and approve recommendations of the Audit Committee on:

The following items were approved by the Audit Committee for recommendation to the full Commission.

  1. Discuss and approve Internal Audit of the Accounting System and the Accounting Internal Controls.
  2. Discuss and approve requested contract amendment for the Internal Auditor.

With no further discussion, Commissioner Heath moved to approve recommendations of the Audit Committee. Commissioner Rich seconded the motion. Motion passed.

6. Discuss and approve publication of proposed repeal of administrative rule on penalty for submitting false information for county librarian certification, 13 TAC �5.6.

Jeanette Larson commented on the repeal of section 5.6 of Chapter 5, Texas Administrative Code addressing County Librarian Certification.

Commissioner Heath moved to approve the change. Commissioner Rich seconded the motion. Motion passed.

7. Confer with representatives of the public on the Director and Librarian search.

Members of the public, George Huffman, Teresa Morales, and Ruth Dahlstrom, introduced themselves to the Commission.

Chairman Armstrong requested that the discussion regarding the Director and Librarian search be conducted informally.

Ed Seidenberg gave an overview of the process used during the last search.

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8. Discuss and establish selection criteria and procedures.

Ed Seidenberg will screen applicants to assure they meet minimum advertised qualifications. Qualified applications will be forwarded to the Commission for review on June 7. The Commission, with public opinion, agreed that the Selection Criteria is appropriate for the purposes of the current search.

9. Discuss and establish interview procedures and schedules.

The Commission will review the applications on June 7.

Invitations to interview will be made.

July 8-July 10 will be the interview dates with the following tentative schedule:

July 8: Agency tour


July 8: Candidates meet with senior staff


July 8: TSLAC, Open Meeting


July 9: Interviews


July 10: Presentations


July 10: TSLAC, Executive Session

Ed Seidenberg will confirm the schedule for July at the June 7 Commission meeting.

10. Discuss and establish interview questions.

The Commission, with public comment, agreed that the Interview Questions for the Director and Librarian are appropriate. However, they requested other members of the public have additional time to review or change questions.

11. Public Comment.

There was no public comment.

With no further business Chairman Armstrong adjourned ending the meeting at 4:30 p.m.

Respectfully Submitted,


Robert S. Martin


Director and Librarian

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