Texas State Library and Archives Commission
Tuesday, September 19, 2000

Minutes

The Texas State Library and Archives Commission (TSLAC) met on Tuesday, September 19, 2000, at 1:30 p.m., in Room 314, Lorenzo de Zavala State Archives and Library Building in Austin

Members Present:

Kenneth Carr

Sandy Melton

Sandra Pickett

Elizabeth Sanders

Members Absent:

Carolyn Palmer, Chairman

Chris A. Brisack

Staff Present:

Peggy D. Rudd, Director and Librarian

Edward Seidenberg, 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

Donna Osborne, Director, Administrative Services

Michael Piper, Director, Library Resource Sharing

Raymond Diaz, Administrative Services

Wayne Bivens, Talking Book Program

Erica McKewen, Executive Assistant

Guests Present:

None

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Vice-Chair Melton convened the meeting at 1:30 p.m.

1. Approve Minutes of the July 24, 2000, Audit Committee and Commission meetings.

Commissioner Pickett moved to approve the Audit Committee and Commission meeting minutes; Commissioner Carr seconded. Vice-Chair Melton noted one revision to the full-commission minutes. Commissioner Carr moved to reconsider the previous motion; Commissioner Pickett seconded. Motion passed.

Commissioner Pickett moved to approve the minutes as corrected; Commissioner Sanders seconded. Motion passed.

 

2. Report of the Director and Librarian.

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

  • Legislative Appearances
  • Friends of Libraries and Archives of Texas
  • Loan Star Libraries Program
  • Texas Reads/New Millennium License Plate status
  • Speaking engagements/key meetings

 

3. Resolution honoring Rena Davis on her retirement.

Vice-Chair Melton read the resolution honoring Rena Davis. Ms. Davis was unable to attend the meeting. Commissioner Sanders moved to approve the resolution; Commissioner Carr seconded. Motion passed.

 

4. Resolution honoring Wayne Bivens on his retirement.

Vice-Chair Melton read the resolution honoring Wayne Bivens. The Commission thanked Mr. Bivens for his service to the agency. Commissioner Pickett moved to approve the resolution; Commissioner Sanders seconded. Motion passed.
 

5. Approve contracts greater than $100,000.

There were no contracts to consider.

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6. Approve acceptance of gifts greater than $500.

Peggy Rudd outlined the following two gifts for Commission approval:


The Talking Book Program received a $500 donation deposited on July 13, 2000, from Mrs. Howard E. Butt, III in appreciation for the benefit her son received by using books on tape to help with his academic studies for the past several years. The donation is restricted to helping offset the cost of recording books on tape.

The Library Development Program worked with the Bill and Melinda Gates Foundation on a statewide grant for public access computers in public libraries. On August 22, the agency received a $2,800 grant award from the Foundation for the purpose of purchasing a computer for public access to be placed in the Reference Section of the Archives and Information Services Program. The computer comes loaded with a variety of software and will have Internet access as a condition of the award. As a non-monetary benefit, the award includes training for public services staff, software upgrades, and three years of technical support.

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

 

7. Discuss and approve Audit Committee recommendations on:

Audit Committee Chairman Pickett moved in the form of a committee report to approve the management response to the Audit Report on Grants to Lubbock City-County Public Library. Motion passed.

  1. Audit report on grants to Lubbock City-County Public Library
  2. Audit report on grants to El Paso Public Library.

Audit Committee Chairman Pickett moved in the form of a committee report to approve the Audit Report on Grants to El Paso Public Library. Motion passed.
 

8. Discuss and approve actions related to the Friends of Libraries and Archives of Texas:

a.) Designation of Friends of Libraries and Archives of Texas as a "friend" of the Texas State Library and Archives Commission.

Commissioner Pickett moved to designate the Friends of Libraries and Archives of Texas as a "friend" of the Texas State Library and Archives Commission; Commissioner Sanders seconded. Motion passed.

b.) Organizational documents.

Peggy D. Rudd outlined the Articles of Incorporation and By-laws of the Friends of Libraries and Archives of Texas. The Commission made several comments and recommendations in regards to the By-laws. The Commission discussed whether the Commission liaison would be a voting member of the Friends Board. Other recommendations for the By-laws included moving the notice of meetings from two weeks to three weeks, and changing "50%" to "majority" under the heading "Powers and Responsibilities."

Commissioner Pickett moved to approve the organizational documents; Commissioner Sanders seconded. Motion passed.

c.) Reasonable use of Commission employees, equipment or property to support the Friends group.

Director and Librarian Peggy D. Rudd answered questions from the Commission regarding this issue. Commissioner Pickett moved to approve reasonable use of Commission employees, equipment, and property to support the Friends group; Commissioner Carr seconded. Motion passed.

 

9. Discuss and approve the submission of requests to exceed the agency’s capital budget limitation.

Peggy D. Rudd outlined the three requests to exceed the agency’s capital budget limitation. After some discussion concerning the requests, Commissioner Carr moved to seek approval to exceed the agency’s capital budget limitation; Commissioner Sanders seconded. Motion passed.

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10. Authorize publication of propsed rule review of Chapter 3 (State Publications Depository Program).

Michael Piper addressed the Commission concerning the proposed rule review. After some discussion, Commissioner Carr moved to authorize publication of the rule review; Commissioner Pickett seconded. Motion passed.
 

11. Authorize publication of proposed rule review of Chapter 6 (State Records).

Michael Heskett addressed the Commission concerning the proposed rule review. After some discussion, Commissioner Pickett moved to authorize publication of the rule review; Commissioner Carr seconded. Motion passed.

 

12. Authorize publication of proposed new rule relating to electronic filing and recording by county clerks, 13 TAC §§7.141 – 7.145.

Michael Heskett addressed the Commission concerning the new rule. Texas is the 3rd state to address this issue. The Commission commended the agency on its work on this initiative. After some discussion, Commissioner Pickett moved to authorize publication of the rule; Commissioner Carr seconded. Motion passed.

 

13. Appoint board members to the TexShare Advisory Board.

Michael Piper discussed the agency’s nominees for the TexShare Advisory Board.

The community college nominee is Glenda Swink, director, Southwest Texas Junior College, who will replace George Huffman from Amarillo College.

The private institution of higher education nominee is Eileen Shocket, director, St. Edwards University, who will replace Robert Seal from Texas Christian University.

The representative of the general public nominee is Mr. J.J. Baskin, president, Austin Public Library Foundation, who will replace J. Grant Jones from Abilene.

Commissioner Sanders moved to appoint the nominees to the TexShare Advisory Board; Commissioner Pickett seconded. Motion passed.

 

14. Public Comment.

There was no public comment.

Vice-Chair Melton adjourned the meeting at 2:45 p.m.

 

Respectfully submitted,

 

Peggy D. Rudd

Director and Librarian

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