Texas State Library and Archives Commission

Friday, November 5, 1999


Minutes

The Texas State Library and Archives Commission (TSLAC) met on Friday, November 5, 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-Chairman


Sandy Melton


Sandra Pickett


Marvin Rich

Members Absent: None

Staff Present:


Peggy D. Rudd, Director and Librarian


Raymond Hitt, Assistant State Librarian


Charles Brown, Director, Information Resources Technologies


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


Ed Seidenberg, Director, Administrative Services


Nancy Webb, Public Information Officer


Coby Condrey, Library Resource Sharing


Erica Lester, Executive Secretary

Guests Present:


Julie Horsley, Legislative Budget Board


Pat Smith, Texas Library Association

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Chairman Armstrong convened the meeting at 1:05 p.m.

1. Approve Minutes of the August 6, 1999 Commission meeting.

The Commission requested a stylistic revision to the August 6, 1999, minutes.

Commissioner Heath moved to approve the August 6, 1999, minutes as corrected; Commissioner Pickett seconded. Motion passed.

2. Report of the Director and Librarian.

Director and Librarian Peggy D. Rudd reported on the following topics:

  • Ms. Rudd's orientation to the agency's divisions
  • The retirement of Raymond Hitt, and selection of new assistant state librarian, Edward Seidenberg. Ms. Rudd commended Mr. Hitt for serving the State Library with skill and dedication for 27 years.
  • Various speaking engagements: Public Library Administrators of North Texas in Garland, Texas; Lay Councils meeting of Trans Pecos, West Texas, Big Country, and Panhandle Library Systems
  • Texas Book Festival activities
  • Millennium license plate program approved during 76th Legislature
  • Universal Service discounts for telecommunications for the agency
  • Hooves and Heritage: Ranching in Southeast Texas exhibit opening at Sam Houston Regional Library and Research Center

3. Approve contracts greater than $100,000.

Michael Piper reviewed a one-year contract with Amigos Library Services, Inc. to provide courier service for TexShare. The contract would begin January 1, 2000, and would cost $349,500.

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

Raymond Hitt reviewed a contract with General Services Commission to provide all design and construction management services in conjunction with the repair and renovation of the Sam Houston Regional Library and Research Center in Liberty, Texas. The contract would cost $530,236 for the period November 15, 1999, through August 31, 2001.

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

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4. Approve acceptance of gifts greater than $500.

Jenifer Flaxbart presented information on the following gifts to the Talking Book Program and answered questions:

The Talking Book Program received a $34,643.77 donation, deposited on August 31, 1999, from the estate of Letha Lawry Sparling. Born in 1902, Ms. Sparling was a resident of Burleson, Texas, at the time of her passing. She had been a patron of the Talking Book Program since 1980.

The Talking Book Program received a $131,421.70 donation, deposited on October 14, 1999, from the estate of Helen Kosack de Kanter. A resident of San Antonio, Texas, at the time of her passing, Ms. Kanter had been a patron of the Talking Book Program for four years. To date, the Talking Book Program has received bequests from Ms. Kanter's estate in the amount of $156,371.70.

Commissioner Rich moved to accept the gifts; Commissioner Carr seconded. Motion passed.

5. Discuss and approve exchange of historic flags.

Raymond Hitt answered questions from the Commission concerning the exchange of flags with the Louisiana Historical Association.

Commissioner Heath moved to accept the offer of the Board of Directors and Memorial Hall Confederate Museum to exchange the Texas flag in their possession for two Louisiana flags currently stored in the Texas State Archives and authorize Chris LaPlante and the assistant state librarian to incur necessary costs resulting from the negotiation and the exchange of these flags; Commissioner Pickett seconded. Motion passed.

6. Discuss and adopt amendment to rule defining a state record, 13 TAC �6.1.

Michael Heskett answered questions from the Commission concerning the amendment. The amendment was published in the October 1, 1999, issue of the Texas Register.

Commissioner Carr moved to adopt the amendment to rule defining a state record; Commissioner Rich seconded. Motion passed.

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7. Discuss and adopt amendment to rule defining a friends group, 13 TAC �2.1.

Raymond Hitt discussed the amendment to the rule defining a friends group.

Commissioner Rich moved to adopt the amendment to the rule defining a friends group; Commissioner Carr seconded. Motion passed.

8. Discuss and readopt rules in chapter 2, General Policies and Procedures.

Raymond Hitt discussed readopting Chapter 2, General Policies and Procedures, and answered several questions from the Commission concerning the relationship of this action to the previous action (amendment to the rule defining a friends group, 13 TAC �2.1).

Commissioner Carr moved to readopt sections 2.1-2.4, 2.51-2.55, 2.60-2.64, 2.111-2.125, 2.130-2.135, 2.140-2.146, and 2.150-2.155; Commissioner Melton seconded. Motion passed.

Commissioner Carr moved to reconsider the action taken under agenda item number 7 (amendment to rule defining a friends group) and add to section 13 TAC 2.1 a new sub-paragraph six to read "friends group-an affiliated non-profit organization whose purpose is to raise funds for or provide services or other benefits to the Commission and that has been so designated by the Commission." Commissioner Pickett seconded the motion. Motion passed.

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9. Discuss and readopt rules in Chapter 7, Local Government Records.

Michael Heskett discussed readopting this chapter and answered Commissioners' questions.

Commissioner Heath moved to readopt rules in Chapter 7; Commissioner Rich seconded. Motion passed.

10. Authorize publication of new rule 2.56, Training and Education of Staff.

Edward Seidenberg addressed the Commission concerning publication of this new rule, which is needed to comply with SB 233, passed by the 76th Legislature.

After much discussion concerning the wording and legality of the rule, Commissioner Carr moved to authorize for publication new rule 2.56, given the following corrections: the deletion of the phrase "including any amounts of the employee's salary that were paid and that were not accounted for as paid vacation or compensatory leave" in paragraph (e) (2), and the revision in paragraph (f) to include the phrase "prior to beginning such training, must agree in writing to reimburse.." Commissioner Heath seconded the motion. Motion passed.

11. Authorize publication of amendments to Chapter 3, State Publications Depository Program.

Michael Piper and Coby Condrey answered questions from the Commission concerning the amendments to Chapter 3. The Commission noted several grammatical errors in the text of the amendment.

Commissioner Heath moved to authorize publication of amendments to Chapter 3 as revised; Commissioner Pickett seconded. Motion passed.

Chairman Armstrong recessed the meeting at 3:00 p.m. for a short break, and reconvened at 3:10 p.m.

12. Discuss staff and Abilene Public Library responses to internal audit report.

Jeanette Larson addressed the Commission and answered questions concerning the implementation of the internal audit recommendations made to the City of Abilene, Abilene Public Library. Six of the seven recommendations were implemented. The Commission commended Ms. Larson for her thoroughness with this audit.

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13. Authorize director and librarian and commission chairman to appoint persons to approve expenditures.

Edward Seidenberg addressed the Commission concerning the designation of persons to approve expenditures.

The Commission requested a stylistic revision to the letter addressed to the Comptroller.

Commissioner Rich moved to authorize the director and librarian and the Commission chairman to designate individuals to approve expenditures and to revoke designations; Commissioner Pickett seconded. Motion passed.

14. Appoint Library Systems Act Advisory Board members.

Jeanette Larson addressed the Commission concerning appointment of two Library Systems Act Advisory Board members.

Ms. Larson recommended the re-appointment of Ruben Rendon from Harlingen Public Library. She also recommended the appointment of Elizabeth Snapp to replace S. Joe McCord.

Commissioner Heath moved to appoint Elizabeth Snapp and re-appoint Ruben Rendon to the Library Systems Act Advisory Board; Commissioner Pickett seconded. Motion passed.

15. Approve reslolution in appreciation of Charles W. Fisher, Jr.

Chairman Armstrong read the resolution aloud.

Commissioner Pickett moved in the form of a request, to approve the resolution; Commissioner Heath seconded. Motion passed.

16. Public Comment.

There was no public comment.

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

Respectfully submitted,


Peggy D. Rudd


Director and Librarian

 

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