Texas State Library and Archives Commission

Friday, August 6, 1999


Minutes

The Texas State Library and Archives Commission (TSLAC) met on Friday, August 6, 1999 at 12:30 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-Chairman


Sandy Melton


Sandra Pickett


Marvin Rich

Members Absent: None

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


Chris LaPlante, Director, Archives and Information Services


Jeanette Larson, Director, Library Development


Michael Piper, Director, Library Resource Sharing


Ed Seidenberg, Director, Administration


Patty Davis, Library Development


Deborah Littrell, Library Resource Sharing


Chris Peterson, Library Development


Beverley Shirley, Library Resource Sharing


Nancy Webb, Public Information Officer


Erica Lester, Executive Secretary


Guests Present: Paul Boorman, City of Longview


Kara Spitz, City of Longview

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Chairman Armstrong convened the meeting at 12:35 p.m.

1. Approve Minutes of the July 8-10, 1999 Commission meetings.

The Commission requested some stylistic changes to the minutes of July 10, 1999 and the deletion of Russell Gregorczyk's name from the July 9, 1999 minutes.

Commissioner Heath moved to approve the July 8-10, 1999 minutes as corrected; Commissioner Carr seconded. Motion passed.

2. Report of the Director and Librarian.

Dr. Martin reported that TSLAC staff had no agenda items for the September Commission meeting and suggested the meeting be canceled. Commission members agreed.

3. Approve contracts greater than $100,000.

Michael Piper reviewed a one-year renewal contract with the University of Texas General Libraries to provide technical support for TexShare. The contract would begin September 1, 1999, and would cost $200,000.

Commissioner Melton moved to approve the contract; Commissioner Pickett seconded. Motion passed.

4. Approve acceptance of gifts greater than $500.

There were no gifts to consider.

5. Discuss and approve TexTreasures grant to Texas Christian University.

Michael Piper discussed the letter of clarification received from Texas Christian University (TCU) concerning their grant proposal for cataloging materials from the Grand Duchy of Luxembourg.

The Commission discussed at length what subjects should be considered Texas treasures.

Commissioner Carr moved to deny the grant to TCU; Commissioner Heath seconded. Motion passed.

The Commission requested staff to amend the rules for TexTreasures grant proposals, to note that special consideration will be given to proposals with a Texas emphasis.

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6. Authorize publication of amendment to rule defining a state record, 13 TAC �6.1.

Michael Heskett discussed the need to amend the rule defining a state record.

Commissioner Carr moved to authorize publication; Commissioner Rich seconded. Motion passed.

7. Authorize publication of amendment to rule defining a friends group, 13 TAC �2.1.

Raymond Hitt discussed the proposed amendment to define a friends group. The Commission noted two punctuation errors.

Commissioner Rich moved to approve publication of amendment as corrected; Commissioner Heath seconded. Motion passed.

8. Authorize publication of notice for review of rules in Chapter 2, General Policies and Procedures.

Raymond Hitt discussed the publication of notice for review of rules in Chapter 2, General Policies and Procedures.

Commissioner Melton moved to approve for publication the notice for review of rules in Chapter 2; Commissioner Carr seconded. Motion passed.

9. Authorize publication of notice for review of rules in Chapter 7, Local Records.

Raymond Hitt discussed the publication of notice for review of rules in Chapter 7, Local Records.

Commissioner Carr moved to approve for publication the notice for review of rules in Chapter 7; Commissioner Melton seconded. Motion passed.

10. Discuss and adopt new rule establishing sunset date for advisory committees to the Texas State Library and Archives Commission, 13 TAC �2.6.

Raymond Hitt discussed the proposed rule. The rule was published in the June 25, 1999 issue of the Texas Register for public comment. No comments were received.

Commissioner Rich moved to adopt the rule; Commissioner Melton seconded. Motion passed.

By adoption of the rule, the Commission intends to continue the following advisory committees:

  • Library Systems Act Advisory Board
  • Local Government Records Committee
  • TexShare Advisory Board
  • Texas Historical Records Advisory Board

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11. Discuss and adopt repeal of rule providing penalties related to county librarian certification, 13 TAC �5.6.

Jeanette Larson addressed the Commission and answered questions concerning the repeal of this section, which reflects changes in administrative law and the determination that the rule exceeded the statutory authority given the Commission. The proposed repeal was published in the June 25, 1999 issue of the Texas Register for public comment. No comments were received.

Commissioner Carr moved to repeal the rule; Commissioner Heath seconded. Motion passed.

12. Approve amendments to TSLAC Employee's Guide.

Ed Seidenberg discussed a proposed addition to the Employee's Guide concerning state-issued credit cards (see attachment). He reported that while credit card abuse has not been observed at the State Library, the amendment is in response to credit card abuse problems in other agencies. The new policy will be appended to Appendix B "Travel Procedures."

Commissioner Heath moved to approve the amendment; Commissioner Melton seconded. Motion passed.

13. Approve appointment and salary of Director and Librarian for FY2000, and appoint Acting Director and set salary.

Commissioner Heath moved to appoint Peggy Rudd as director and librarian at a salary of $78,000 beginning October 1, 1999; Commissioner Pickett seconded. Motion passed.

Commissioner Heath moved to appoint Raymond Hitt as acting director, and during his service as acting director, that he be compensated at the same rate as Ms. Rudd; Commissioner Rich seconded. Motion passed.

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14. Consider protests by libraries not accredited for membership in the Texas Library System for FY2000 under Protest Procedure 13 TAC �2.55.

Paul Boorman, community services director for the City of Longview, Texas, addressed the Commission protesting Longview's potential loss of system membership due to the library manager's lack of a Masters of Library Science (MLS) degree. Kara Spitz, library director of Longview Public Library, stated that she plans to obtain her MLS. Mr. Boorman requested an extension from the Commission so that Ms. Spitz can obtain her MLS and remain in Longview as the library director.

After some discussion concerning the authority of the Commission to grant a waiver, Commissioner Melton stated that the Commission should uphold the rules established. Commissioner Melton also stated in response to Ms. Spitz letter dated July 6, 1999, that the Commission's decision would be based on the adherence to the rules and regulations set in place and not based on any personal preferences (see attached letter).

Commissioner Melton moved to deny the appeal from the City of Longview; Commissioner Rich seconded. Commissioners Melton and Rich voted in favor of the motion. Commissioners Carr, Heath, Pickett, and Chairman Armstrong voted against the motion. Motion failed.

In response to Commission members' questions, Ms. Spitz stated she could achieve her MLS degree within three years.

After further discussion involving Jeanette Larson, Kara Spitz, and Paul Boorman, Commissioner Carr made the following motion:

Waive the requirement that the City of Longview have a Grade I County Librarian and place the Longview Public Library on probationary status for system membership for a period not to exceed three years.

Before the end of this period, the City of Longview must meet all of the requirements for system membership.

The Commission will review annually the progress of the City of Longview towards meeting the requirements and determine whether to continue the probationary status.

Among the factors warranting this action were the following:

  1. The performance of the incumbent has been exemplary in running the library since October 1998.
  2. The incumbent is eligible for a Grade II County Librarian Certification.
  3. The incumbent has other relevant educational qualifications, including a Master of Science in Public Administration and a Master of Urban and Regional Planning.
  4. The incumbent has made a commitment to earn the required MLS degree and the Grade I County Librarian Certification within three years.
  5. The City of Longview has demonstrated support for the library and the incumbent.
  6. Longview Public Library significantly exceeds the quantifiable standards for system membership.
  7. If the city did not accept county funds the Longview Public Library would meet the requirements for system membership.
  8. The Longview Public Library does employ three full-time MLS librarians and one half-time MLS librarian.

Commissioner Heath seconded the motion. By a polling of the votes, the Commission voted unanimously in favor of the motion. Motion passed.

Chairman Armstrong recessed the meeting for a short break at 2:00 p.m., and reconvened at 2:10 p.m.

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15. Orientation to various services provided by TSLAC through the Internet.

Chris Peterson and Beverley Shirley gave a presentation about TSLAC's website and various services the State Library offers over the Internet.

16. Public Comment.

There was no public comment.

With no further business, Chairman Armstrong adjourned the meeting at 3:30 p.m.

Respectfully Submitted,


Raymond Hitt


Assistant State Librarian

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