Texas State Library and Archives Commission
Friday, November 16, 2001
The Texas State Library and Archives Commission (TSLAC) met on Friday, November 16, 2001, at 2:03 p.m. in Room 314, de Zavala State Library and Archives Building, Austin.
Chris A. Brisack
Sandy Melton, Vice-chair
Peggy D. Rudd, director and librarian
Edward Seidenberg, assistant state librarian
Manuel Alvarez, director, Information Resources Technologies
Beverley Shirley, director, Library Resource Sharing
Michael Heskett, director, State and Local Records Management
Donna Osborne, director, Administrative Services
Chris LaPlante, director, Archives and Information Services
Belinda Boon, Library Development
Kathleen Walls, Library Development
Cynthia Alvarez-Mack, Administrative Services
Erica McKewen, communications officer
Regina Miles, executive assistant
Angela Taylor, communications department
Russell Gregorczyk, Jansen & Gregorczyk
Joe Thrash, Office of the Attorney General
Sarah Foster, Legislative Budget Board
Gwen Land, Jefferson Wells International
John Spann, Jefferson Wells International
Dorothy Turner, State Auditor's Office
Cheryl Vanek, Office of the Lieutenant Governor
Vice-chair Melton called the meeting to order at 2:03 p.m. Due to the lack of a quorum, the Commission skipped item one (1) and moved to items two (2) and three (3). Vice-chair Melton recessed the meeting at 2:45 p.m. to allow Donna Osborne to report to the Audit Committee on the internal audit references. After Ms. Osborne reported to the Audit Committee, Vice-Chair Melton reconvened the meeting of the Full Commission at 2:50 p.m.
1. APPROVE MINUTES OF SEPTEMBER 17, 2001 AUDIT COMMITTEE AND COMMISSION MEETINGS.
Commissioner Carr noted a correction to Audit Committee minutes page two (2), item two (2), paragraph four (4). Commissioner Pickett noted a typographical error on page two (2), item (3). Commissioner Carr moved to approve the Audit Committee minutes as corrected; Commissioner Pickett seconded. Motion passed.
Commissioner Pickett noted two corrections to the Full Commission minutes. Commissioners Carr and Melton asked for clarification regarding two items in the notes. Commissioner Pickett moved to approve the Full Commission minutes as corrected; Commissioner Brisack seconded. Motion passed.
2. PUBLIC COMMENT.
There was no public comment.
3. REPORT OF THE DIRECTOR AND LIBRARIAN.
Director and Librarian Peggy D. Rudd updated the Commission on the following items:
• Library of Texas project
• Expansion of TexShare databases
• Scavenger hunt game - A game that will help students learn how to effectively use the databases.
• Loan Star Libraries program
• Strategic Planning Workshop
• Texas Book Festival
Ms. Rudd took a moment to introduce several members of the audience. Ms. Rudd also confirmed that May 17, 2002, and November 1, 2002, would be the dates of the May and November Commission meetings. The Commission agreed on the May 17 date and delayed making a decision on the November meeting date. The Commission considered scheduling a special meeting to coincide with the Texas Library Association Annual Conference in April 2002.
4. APPROVE CONTRACTS GREATER THAN $100,000.
Director and Librarian Peggy D. Rudd recommended to the Commission the approval of the following contracts:
• An amendment to increase the contract with Ovid Technologies in the amount of $35,000, effective December 1, 2001, through June 30, 2002. The revision to the contract will allow one hundred fifty simultaneous users to the Ovid databases.
Commissioner Carr moved to approve the contract increase with Ovid Technologies in the amount of $35,000; Commissioner Brisack seconded. Motion passed.
• A contract for software to run the Electronic Depository Program for the period November 2001 through August 2002 in an amount not to exceed $275,000.
Commissioner Pickett moved to approve the contract for software to run the Electronic Depository Program in an amount not to exceed $275,000; Commissioner Sanders seconded. Motion passed.
• A contract for web-based learning software not to exceed $125,000 that will provide on-demand access to training materials, interactive workshops, and recorded lectures and classes. The contractor will be named sometime around December 3, 2001, and the Commission will be updated at the January meeting. Commissioner Pickett asked for clarification regarding the number of simultaneous users to the service. Belinda Boon, Library Development division, responded to the question. Commissioner Melton expressed concern over voting to approve the contract without knowing who the contract would go to. Belinda Boon offered to provide the Commission with a list of the companies who submitted bids. Eight bids were submitted; three of those eight could not be accepted because they were not signed. The following five companies submitted acceptable bids: Horizon Light, Qwest Interactive, Doggett Data/Starboard Technologies, Applied Theory Corporation and DS3 Computing Solutions.
Commissioner Sanders moved to approve the contract for web-based learning software not to exceed $125,000; Commissioner Carr seconded. Motion passed.
5. APPROVE ACCEPTANCE OF GIFTS GREATER THAN $500.
Peggy D. Rudd reviewed the following gift:
• The Talking Book Program received a $5000 donation, deposited on October 4, 2001, from the estate of Bertha W. Middleton of El Paso. Mrs. Middleton was a patron of the Talking Book Program for twenty years. Mrs. Middleton's will specified only that the funds are to be used "in connection with the talking book program for the blind and physically handicapped."
Commissioner Carr moved to approve acceptance of the gift; Commissioner Sanders seconded. Motion passed.
6. A. REVIEW AND APPROVE AUDIT COMMITTEE RECOMMENDATIONS ON THE AWARD OF A CONTRACT FOR INTERNAL AUDITING SERVICES FOR FY02.
Commissioner Pickett moved that the Commission award the contract for internal auditing services to Jefferson Wells for one year with the option (on behalf of the Commission) to extend the contract for a second year according to the terms of the proposal at a fee not to exceed $36,156 in the first year of the contract; Commissioner Brisack seconded. Motion passed.
B. REVIEW AND APPROVE THE INTERNAL AUDIT PLAN FOR FY02.
Commissioner Pickett moved to approve the Internal Audit Plan for FY02; Commissioner Carr seconded. Motion passed.
7. DEMONSTRATION OF THE TEXAS TREASURES SECTION OF THE AGENCY WEB SITE.
Liz Clare, digital imaging specialist, Archives and Information Services division, provided a demonstration of the Texas Treasures section of the Web site.
8. DEMONSTRATION OF THE NEW TEXSHARE/LIBRARY OF TEXAS DATABASES.
Beverley Shirley, director, Library Resource Sharing division, provided a demonstration of the new TexShare/Library of Texas databases.
9. APPOINT A BOARD MEMBER TO THE LIBRARY SYSTEMS ACT ADVISORY BOARD.
Commissioner Carr moved to approve the nomination of Lucile Dade to the Library Systems Act Advisory Board; Commissioner Sanders seconded. Motion passed.
10. REVIEW AND APPROVE PUBLICATION OF PROPOSED AMENDMENTS TO RULES RELATING TO THE LIBRARY SERVICES AND TECHNOLOGY ACT COOPERATION GRANTS, 13 TAC 2.120-2.123, AND TAC 2.130-2.131.
Commissioner Brisack moved to approve adoption of the proposed amendments to the rules; Commissioner Sanders seconded. Motion passed.
11. REVIEW AND APPROVE ADOPTION OF EMERGENCY RULES RELATING TO THE LOAN STAR LIBRARIES GRANT PROGRAM, 13 TAC 2.160-2.165.
Commissioner Carr moved to approve adoption of the emergency rules as corrected; Commissioner Pickett seconded. Motion passed.
12. REVIEW AND APPROVE ADOPTION OF RULE AMENDMENTS RELATING TO THE TEXSHARE LIBRARY CONSORTIUM, 13 TAC 8.1-8.6.
Commissioner Carr moved to approve the adoption of the rule amendments as corrected; Commissioner Pickett seconded. Motion passed.
13. 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, and Joe Thrash, Office of the Attorney General, updated the Commission on the status of the interim Memorandum of Understanding.
Vice-chair Melton designated Commissioner Pickett to chair the remainder of the meeting. Commissioners Melton and Carr left the meeting to catch previously scheduled flights.
Commissioner Brisack commended agency staff and Mr. Thrash for representing the agency and articulating its position well. Seidenberg stated that a draft letter to Attorney General John Cornyn would be presented for Peggy D. Rudd's signature by Monday, November 19, 2001. Mr. Thrash noted that it would take approximately four (4) to six (6) months for an opinion to be issued from the Office of the Attorney General.
Commissioner Sanders moved to adjourn the meeting; Commissioner Brisack seconded. Motion passed. With no further business, interim Chairman Pickett adjourned the meeting at 4:30 p.m.
Peggy D. Rudd Director and Librarian