Texas State Library and Archives Commission

Monday, May 15, 2000


Minutes

The Texas State Library and Archives Commission (TSLAC) met on Monday, May 15, 2000, at 1:00 p.m. in Room 314, Lorenzo de Zavala State Archives and Library Building in Austin.

Members Present:


Carolyn Palmer, Chairman


Chris A. Brisack


Kenneth Carr


Sandy Melton


Sandra Pickett


Elizabeth Sanders

Members Absent: none

Staff Present:


Peggy D. Rudd, Director and Librarian


Edward Seidenberg, Assistant State Librarian


Manuel Alvarez, Director, Information Resources Technologies


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


Donna Osborne, Director, Administrative Services


Michael Piper, Director, Library Resource Sharing


Patty Davis, Library Development


Michele Lamb, Library Development

Guests Present:


Rhoda Goldberg, Harris County Public Library


Russell Gregorczyk, Auditor


The Honorable Patrick Heath, Mayor, City of Boerne


Sylvia Ibañez, Governor's Office of Budget and Planning


Susan Mann, Hillsboro City Library


Gloria Meraz, Texas Library Association


The Honorable Carlos M. Ramirez, Mayor, City of El Paso


Marvin A. Rich, Texas Library Association


Becky Sullivan, Terrell Public Library


Barbara Valle, El Paso Public Library

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Chairman Palmer convened the meeting at 1:00 p.m. Chairman Palmer welcomed new commission members Chris A. Brisack of Edinburg, Texas, and Elizabeth Sanders of Arlington, Texas.

1. Approve Minutes of the January 31, 2000, Audit Committee and full-commission meetings.

Commissioner Carr noted one revision to item number seven of the full-commission minutes. Commissioner Pickett moved to approve the Audit Committee minutes as written, and to approve the full-commission minutes as corrected; Commissioner Melton seconded. Motion passed.

2. Approve minutes of the March 27, 2000, commission meeting.

Commissioner Pickett moved to approve the minutes as written; Commissioner Melton seconded. Motion passed.

3. Report of the Director and Librarian.

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

  • Telecommunications Infrastructure Fund Board funding for "Library of Texas" project

  • State aid for public libraries
  • Debut of Texas State Library Web site and TRAIL service
  • Gates Foundation Grants to Texas public libraries
  • Introduction of Administrative Services Division Director Donna Osborne and Information Resources Technologies Division Director Manuel Alvarez
  • IBM Education Award
  • Study of impact of school libraries on student achievement
  • Key meetings with Betsy Sywetz, Institute of Museum and Library Services, Diantha Schull, Libraries for the Future, and Bonnie Juergens, Amigos Bibliographic Services
  • Texas Reads/New Millennium license plate
  • Various speaking engagements and library visits

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4. Approve contracts greater than $100,000.

Peggy D. Rudd reviewed a two-year contract with the Telecommunications Infrastructure Fund Board (TIF) to fund the "Library of Texas" project. The project will deliver a broad range of services, including:

  • Online databases, putting thousands of full-text books, reference materials and journals on the desktop-even in the most remote locations

  • Current and retrospective electronic state government information
  • A statewide catalog that allows customers to identify holdings in libraries statewide, determine their availability, and request those items
  • Extensive training to help librarians and their customers gain full benefit from these information resources

The initial contract would be in the amount of $14,737,774 over two years, with a possible increase to $11,026,887 in year one and $9,223,962 in year two, for a total of $20,250,849.

After much discussion concerning the relationship between the Texas State Library and TIF, Commissioner Pickett moved to approve the contract; Commissioner Brisack seconded. Motion passed.

5. Approve acceptance of gifts greater than $500.

Peggy D. Rudd provided information on the following gifts:

The Archives and Information Services Division (ARIS) received a $500.00 donation, deposited on February 7, 2000, from Bruce A. Baker. Mr. Baker is a former resident of Santa Barbara, California, who recently retired and relocated to Austin. The donation is to benefit the genealogy section of ARIS. The ARCO Foundation, on behalf of Mr. Baker's former employer, will match his donation.

The Talking Book Program received a $500.00 donation deposited on March 6, 2000, from Roberta A. Patterson. Mrs. Patterson, a resident of Houston, has been a patron of the Talking Book Program (TBP) since 1986. She made the gift in appreciation of the services provided by TBP to its patrons.

The State and Local Records Management Division received $4,000.00, deposited on March 9, 2000, from AT&T Wireless services, which represents the annual donation to the Commission in conjunction with the lease easement agreement for the cellular tower located on the grounds of the Records Center Building, 4400 Shoal Creek Blvd, Austin.

The genealogy section of ARIS received $1,044.56, deposited on April 17, 2000, from the Texas Society Daughters of the American Revolution for the purchase of books and materials related to the American Revolution. The Texas Society Daughters of the American Revolution is the state chapter of the national organization whose objectives are historic preservation, promotion of education, and patriotic endeavors.

The Austin Genealogical Society made two gifts of equipment and materials to the genealogy section of ARIS. A new microfilm reader, valued at $2,045.00, was donated on March 28, 2000. Thirty-five microfilm reels of the 1920 Federal Census for Iowa, valued at $1,190.00, were donated and added to the collection on April 25, 2000. The Austin Genealogical Society is a long-time supporter of the genealogy section. Their purposes include depositing genealogical materials of Texas in archives and libraries as well as educating members in the use of these reference materials.

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

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6. Discuss and approve loan of archival documents to the State Preservation Board for exhibit at the State History Museum.

Chris LaPlante reviewed a request from the State Preservation Board to borrow 22 items from the State Archives for exhibit at the State History Museum. The following five items required Commission approval:

  • Treaty of February 23, 1836, between Sam Houston and the Cherokees

  • Letter of William B. Travis from the Alamo, February 24, 1836
  • Treaty between Great Britain and the Republic of Texas
  • The Ordinance of Secession
  • Original manuscript copy of the 1875 Texas State Constitution

Mr. LaPlante recommended approval of the loan of these five items to the State Preservation Board for an initial period of three months, with a possible three-month extension after review by the director and librarian and state archivist. Commissioner Carr moved to approve the loan to the State Preservation Board for three months from the date of receipt, and to authorize the director and librarian to extend the loan for an additional three months; Commissioner Pickett seconded. Motion passed.

7. Discuss and approve Agency Strategic Plan for Fiscal Years 2001-2005.

Edward Seidenberg discussed the Strategic Plan and answered questions from the Commission. The Commission was pleased with the content and design of the plan.

After some discussion concerning the projected five-year outcomes for the Talking Book Program service, Commissioner Melton moved to approve the Agency Strategic Plan for Fiscal Years 2001-2005; Commissioner Pickett seconded. Motion passed.

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8. Discuss and approve inclusion of Proposed Exceptional Item Requests in the Legislative Appropriations Request for Fiscal Years 2002-2003.

Peggy D. Rudd outlined an exceptional item request of $40,000,000 over the biennium to provide state aid to Texas public libraries. Appropriations would be allocated to legally established public libraries that meet the Minimum Standards for Accreditation of Public Libraries in the State Library System as set forth in �1.71 through �1.85 of the Library Systems Act. The Commission discussed several aspects of the plan.

Rhoda Goldberg, Chair, Legislative Committee of the Texas Library Association, spoke in favor of the state aid proposal. Ms. Goldberg commended Peggy Rudd for her dedication in preparing the proposal, and recommended that the Commission approve this exceptional item request.

Susan Mann, Hillsboro Public Library, and Gloria Meraz and Marvin Rich, Texas Library Association, also spoke in favor of the state aid proposal. The Commission approved this exceptional item request by common consent.

Ms. Rudd outlined an exceptional item request for four full-time employees in the Archives and Information Services Division and $332,711 over the biennium to fund these positions. The staff persons would be devoted to improving archival preservation and access. The Commission approved this exceptional item request by common consent.

Ms. Rudd outlined an exceptional item request for approximately $500,000 over the biennium raised from the sale of the Texas Reads/New Millennium license plate. The proceeds from the sale of these plates will be awarded as grants to fund reading programs in Texas. The Commission approved this exceptional item request by common consent.

Ms. Rudd outlined an exceptional item request for $560,500 over the biennium to reach and maintain the $.50 per capita funding level for online databases outlined in the Library of Texas proposal to the Telecommunications Infrastructure Fund Board (TIF). The additional funding will provide Library of Texas databases to the growing Texas population. The Commission approved this exceptional item request by common consent.

Ms. Rudd outlined an exceptional item request for three full-time employees in the Talking Book Program and $173,152 over the biennium to provide continuous service and outreach to the growing eligible population. The Commission voiced some concerns regarding the proposed public awareness

campaign. Commissioner Sanders recommended delaying the public awareness campaign to the second year of the biennium. Chairman Palmer recommended the staff reconsider this exceptional item request for Commission consideration and approval at the July meeting.

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9. Discuss and approve placing the El Paso Public Library's Texas Trans Pecos Library System Grants on high risk status.

Jeanette Larson reviewed the status of the Texas Trans-Pecos Library System grants. Ms. Larson recommended the Commission place the Texas Trans-Pecos Library System on "high risk" status, due to the following problems documented by Texas State Library staff and by two internal audits conducted by Auditor Russell Gregorczyk:

  • Failure of the System to provide System and TANG reports, Plans of Service, Biennial Budgets, and documentation of staff time allocation and expenditures as required by grant guidelines and by the two internal audits

  • Failure of the City of El Paso to hire or appoint personnel to fill System vacancies
  • Failure of the City of El Paso to approve Internet access and technology purchases for the System office

The Honorable Carlos M. Ramirez, Mayor, City of El Paso, addressed the Commission concerning the Texas Trans-Pecos Library System. He enumerated several improvements, including:

  • The establishment of Internet services for System staff

  • The scheduled interviews for the Library Director position; a recommendation would be given to the City Council as early as the following week
  • A successful bond election on May 6 that will bring much-needed financial support to the City's libraries

Mayor Ramirez recommended not placing the Texas Trans-Pecos Library System on "high risk" status.

After further discussion involving Mayor Ramirez and Barbara Valle, Acting Director, El Paso Public Library, Commissioner Melton moved to place the Texas Trans-Pecos Library System on "high risk" status; Commissioner Pickett seconded.

Commissioner Carr spoke in opposition to the motion. He indicated that many of the problems related to the administration of the System grant and TANG grant were due to a previous library director, who has since left employment with the City of El Paso. He also indicated that the terminology "clean audit" was too vague. He recommended not placing the Texas Trans-Pecos Library System on "high risk" status.

After further discussion involving commission members, Russell Gregorczyk, Jeanette Larson, and Mayor Ramirez, Chairman Palmer called for a vote on Commissioner Melton's motion to place the Texas Trans-Pecos Library System on "high risk" status. Commissioners Brisack, Melton, Pickett, and Sanders voted in favor of the motion. Commissioner Carr voted against the motion. Motion passed.

Chairman Palmer recessed the meeting for a short break, and reconvened at 4:00 p.m.

10. Discuss and approve proposed rule review of 13 TAC Chapter 1 and Chapter 4.

Jeanette Larson discussed the proposed rule review of Chapter 1 and Chapter 4. Chapter 1 pertains to the policies and operation of the agency's program to develop libraries, including the plan for federal funds, the Texas Library System, minimum standards for the accreditation of libraries, grant programs, and system advisory councils. Chapter 4 contains standards for Texas public school libraries. Commissioner Carr moved to authorize publication of the proposed rule review of Chapters 1 and 4; Commissioner Melton seconded. Motion passed.

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11. Authorize publication of amendments to Cooperation Grant Guidelines, Chapter 2, Subchapter C, ��2.120-2.123 and 2.130-2.131.

Jeanette Larson answered questions from the Commission concerning the proposed amendments to the Cooperation Grant Guidelines, Chapter 2, Subchapter C, ��2.120-2.123 and 2.130-2.131. Commissioner Carr moved to authorize publication of the proposed amendments; Commissioner Pickett seconded. Motion passed.

12. Appointment of a Vice-Chair for the Library and Archives Commission.

Chairman Palmer appointed Commissioner Melton Vice-Chair of the Texas State Library and Archives Commission.

13. Appointment of the Audit Committee for the Library and Archives Commission.

Chairman Palmer appointed Commissioner Pickett Chair of the Audit Committee. She also appointed Commissioner Carr to replace Commissioner Melton on the Audit Committee. Audit Committee members are Commissioners Pickett, Palmer, and Carr.

Chairman Palmer also appointed Commissioner Carr Parliamentarian of the Texas State Library and Archives Commission.

14. Resolution honoring Doris Carter on her retirement.

Chairman Palmer read the resolution honoring Doris Carter on her retirement. Commissioner Melton moved to approve the resolution; Commissioner Pickett seconded. Motion passed.

15. Public comment.

There was no public comment.

Chairman Palmer adjourned the open session of the meeting at 4:30 p.m.

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Executive Session

Chairman Palmer reconvened the meeting in Executive Session at 4:35 p.m.

Members Present:


Carolyn Palmer, Chairman


Chris A. Brisack


Kenneth Carr


Sandy Melton


Sandra Pickett


Elizabeth Sanders

Members Absent: none

16. Executive session to review performance and salary of the Director and Librarian.

Session concluded at 5:06 p.m.

Open Session

Chairman Palmer reconvened in Open Session at 5:07 p.m.

17. Approve actions taken in Executive session.

Commissioner Pickett moved to increase the salary of the Director and Librarian to $85,000 beginning September 1, 2000; Commissioner Melton seconded. Motion passed.

With no further business, Chairman Palmer adjourned the meeting at 5:07 p.m.

Respectfully submitted,


Peggy D. Rudd


Director and Librarian

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