Texas State Library and Archives Commission


Monday, September 17, 2001


Minutes

The Texas State Library and Archives Commission (TSLAC) met on Monday, September 17, 2001, at 1:07 p.m. at the Sam Houston Regional Library and Research Center in Austin, Texas.

Commissioners Present:


Chris A. Brisack


Elizabeth Sanders


Sandy Melton, Vice-chair


Kenneth Carr


Sandra Pickett


Carolyn Palmer

Commissioners Absent:


None

Staff Present:


Peggy D. Rudd, director and librarian


Edward Seidenberg, assistant state librarian


Manuel Alvarez, director, Information Resources Technologies


Ava Smith, director, Talking Book Program


Michael Heskett, director, State and Local Records Management


Deborah Littrell, director, Library Development


Donna Osborne, director, Administrative Services


Chris LaPlante, director, Archives and Information Services


Regina Miles, executive assistant

Guests Present:


Russell Gregorczyk, Jansen & Gregorczyk

Chairman Palmer convened the meeting at 1:07 p.m.

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1. APPROVE MINUTES OF THE JULY 30, 2001 AUDIT COMMITTEE AND COMMISSION MEETINGS.

Commissioner Carr noted one change to item number one of the Audit Committee minutes. Commissioner Palmer raised a question about item number three of the Commission minutes. Commissioner Melton noted one change to item number five of the Commission minutes. Commissioner Carr noted one change to items number eleven and nineteen.

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

2. REPORT OF THE DIRECTOR AND LIBRARIAN.

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

• Loan Star Libraries Program: Workshops have been scheduled to coincide with each of the ten regional library system meetings in September and October.


• Friends of Libraries and Archives of Texas: Membership materials were mailed to each of the regional library systems and to the chair of the Texas Library Association district in order to be available at fall meetings. The Tocker Foundation contributed $1,000 to the Friends of Libraries and Archives of Texas as a charter affiliate member.


• Library of Texas Project: The amount of funding from the TIF Board for phase two of the project is over $13 million.

Ms. Rudd noted a Web site address that was missing from item number three of her report. That address is http://www.tsl.texas.gov/lot/tif_presentation/index.html. Commissioner Pickett noted a date error in item number four.

3. DISCUSS AND APPROVE AUDIT COMMITTEE RECOMMENDATIONS ON:

a. Audit report on the Grant and Contract Management Program

Chairman Pickett favorably recommended approval of the report on the Grant and Contract Management Program; the Commission voted in favor of the motion. Motion passed.

b. Audit report on the Reader Services Department of the Talking Book Program.

Chairman Pickett favorably recommended approval of the report on the Reader Services Department of the Talking Book Program; the Commission voted in favor of the motion. Motion passed.

c. Audit report on grants to the North Texas Regional Library System.

Chairman Pickett recommended approval of the report on grants to the North Texas Regional Library System; the Commission voted in favor of the motion. Motion passed.

d. Report on the status of FY 2000 internal audit recommendations.

The report was made during the Audit Committee meeting. No action is required from the Commission.

e. Award contract for internal auditing services for FY02.

Chairman Pickett recommended that the Commission table any action on this agenda item until the next Commission meeting. Commissioners Melton, Sanders, Pickett, Palmer and Brisack voted in favor of the motion; Commissioner Carr voted against. Motion passed. Commissioner Pickett recommended that the two proposed auditors make a presentation at the November Commission meeting.

4. APPROVE CONTRACTS GREATER THAN $100,000.

Beverley Shirley explained that one bid for the Government Information Depository Program contract could not get in on time due to flight cancellations. The final bid will be brought to the Commission at the November meeting. Ms. Shirley requested the approval of the contract with the Texas Center for Digital Knowledge.

Commissioner Pickett moved to approve the contract with the Texas Center for Digital Knowledge, not to exceed $500,000; Commissioner Sanders seconded. Motion passed.

Chairman Palmer recessed the meeting for lunch at 1:20 p.m. Ms. Palmer reconvened the meeting at 1:40 p.m.

5. APPROVE ACCEPTANCE OF GIFTS GREATER THAN $500.

No gifts at this time.

6. INFORMATION REPORTS ON THE LOAN STAR LIBRARIES PROGRAM, EVALUATION OF THE LIBRARY SERVICES AND TECHNOLOGY ACT PROGRAM, AND THE PUBLIC LIBRARY DEVELOPMENT STUDY.

Deborah Littrell gave a report on the progress of the Loan Star Libraries Program. Ms. Littrell elaborated on the following deadline: Nov. 30: A decision will be made on libraries' status regarding non-residence fees or whether or not they belong to the TexShare Card Program.

Ms. Littrell announced that they are in the process of hiring a Loan Star Libraries manager and have received one applicant so far.

Ms. Littrell gave a report on the evaluation of the Library Services and Technology Act (LSTA) program. The evaluation report must be submitted to the Institute of Museum and Library Services (IMLS) by April 2002. The new five-year plan is due in July 2002. A contract was issued to EGS Research and Consulting of Austin to evaluate the previous Texas five-year LSTA plan; the results will assist in the preparation of the next five-year plan. The evaluation of the State Library's LSTA grant has the following two components: overall evaluation of the agency's success in achieving the goals and objectives of the five-year plan; and, in-depth evaluation of one statewide program and two sub-grant programs (the programs selected are the Texas Library Systems, the Special Projects Grants and the Technical Assistance Negotiated Grants).

Ms. Littrell gave a report on the Public Library Development Study. As a result of a planning session held in April 2001, the Texas State Library and Archives Commission is seeking proposals from consulting groups or other professional firms to conduct a study of Texas public libraries and the factors that influence the future of their development. The State Library anticipates awarding a contract in September 2001, with the final report due May, 31, 2002.

7. INFORMATION REPORT ON THE LIBRARY SYSTEMS ACT ADVISORY BOARD

Deborah Littrell gave an information report on the Public Library Development Study. The Commission appoints the advisory board (composed of five librarians qualified by training, experience and interest) to advise the Commission on the policy to be followed in applying Advisory Board Sec. 441.124 (a).

Commissioner Pickett asked a question about the education requirements of the librarians who are appointed to the Board. Ms. Littrell addressed her question.

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8. APPOINT BOARD MEMBERS TO THE LIBRARY SYSTEMS ACT ADVISORY BOARD.

Deborah Littrell updated the Commission on the two nominees to fill the vacancies on the Library Systems Act Advisory Board. Ms. Littrell announced that one of the nominees, Gleniece Robinson, director of the Fort Worth Public Library, respectfully declined the appointment. The second, Dr. Julie Todaro, Director of Libraries at Austin Community College, has indicated her willingness to serve.

Commissioner Carr moved to approve the nomination of Dr. Todaro to the Library Systems Act Advisory Board; Commissioner Melton seconded. Motion passed.

9. APPROVE ADOPTION OF RULE REVIEW OF CHAPTER 8 (TEXSHARE).

Beverley Shirley requested approval of the adoption of the rule review.

Commissioner Pickett moved to approve the adoption of the rule review of Chapter 8 (TexShare); Commissioner Carr seconded. Motion passed.

Commissioner Melton asked Ms. Shirley to distinguish the Interlibrary Loan program and TexShare program. Ms. Shirley distinguished the programs.

10. APPROVE PUBLICATION OF PROPOSED AMENDMENTS TO TEXSHARE ADMINISTRATIVE RULES, 13 TAC 8.1-8.6.

Beverley Shirley requested the approval to publish proposed amendments to TexShare Administrative Rules, 13 TAC 8.1-8.6. Commissioner Carr noted one typographical error.

Commissioner Pickett moved to approve publication of the proposed amendments; Commissioner Brisack seconded. Motion passed.

11. INFORMATION REPORT ON THE TEXSHARE ADVISORY BOARD.

Beverley Shirley provided an information report on the TexShare Advisory Board. The Board establishes and maintains the TexShare library resource sharing consortium according to Govt. Code �441.202. There are 11 Board members and they each serve three-year terms.

12. APPOINT BOARD MEMBERS TO THE TEXSHARE ADVISORY BOARD.

Beverley Shirley requested the appointment of board members to the TexShare Advisory Board.

Commissioner Melton moved to approve the appointments; Commissioner Sanders seconded. Motion passed.

13. APPROVE THE LOAN OF ARCHIVAL DOCUMENTS TO THE STATE PRESERVATION BOARD.

Chris LaPlante, Director of Archives and Information Services, Texas State Library and Archives Commission, requested the approval of the loan of two archival documents to the State Preservation Board. Those two documents are the 1875-76 Constitution and the Treaty between France and the Republic of Texas.

Commissioner Carr moved to approve the loan of materials to the Bob Bullock Texas State History Museum; Commissioner Pickett seconded. Ms. Pickett also expressed her pride in the Texas State Library's partnership with the Bob Bullock Museum. Motion passed.

14. DISCUSSION OF THE STATUS OF A MEMORANDUM OF UNDERSTANDING WITH THE NATIONAL ARCHIVES AND RECORDS ADMINISTRATION CONCERNING THE DEPOSIT OF GUBERNATORIAL RECORDS.

Edward Seidenberg, assistant state librarian, Texas State Library and Archives Commission, updated the Commission on the status of the Memorandum of Understanding. Mr. Seidenberg also announced that he, along with Chris LaPlante and Carolyn Foster (Texas State Library and Archives Commission), visited College Station on Sep. 10, 2001, to view the records.

15. ADOPTION OF COMMEMORATIVE RESOLUTIONS.

Commissioner Pickett moved to approve the resolution commending William R. Buchanan for his stewardship to libraries in Liberty, Texas; Commissioner Brisack seconded. Motion passed.

Chairman Palmer read a resolution in honor of the staff of the Sam Houston Regional Library and Research Center in recognition of outstanding service. Commissioner Pickett moved to approve the resolution; Commissioner Sanders seconded. Motion passed.

Commissioner Pickett moved to approve the resolution in honor of Fay Weigelt for her service to the Texas State Library and Archives Commission. Commissioner Carr seconded. Motion passed.

Commissioner Melton read a resolution in honor of Chairman Carolyn Palmer for her service as Commissioner to the Texas State Library and Archives Commission for twelve years. Commissioner Pickett moved to approve the resolution; Commissioner Melton seconded. Motion passed.

16. Public comment

There was no public comment.

With no further business, Chairman Palmer adjourned the meeting at 2:45 p.m.

Respectfully submitted,

Peggy D. Rudd Director and Librarian


PRD:rmm

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