Texas State Library and Archives Commission
Tuesday, January 22, 2002
The Texas State Library and Archives Commission (TSLAC) met on Tuesday, January 22, 2002, at 1:15 p.m. in Room 314, de Zavala State Library and Archives Building, Austin.
Chris A. Brisack
Sandy Melton, Vice-chair
Carolyn Palmer, Chair
Edward Seidenberg, assistant state librarian
Manuel Alvarez, director, Information Resources Technologies
Beverley Shirley, director, Library Resource Sharing
Deborah Littrell, director, Library Development
Michael Heskett, director, State and Local Records Management
Donna Osborne, director, Administrative Services
Chris LaPlante, director, Archives and Information Services
Erica McKewen, communications officer
Regina Miles, executive assistant
Vice-chair Melton called the meeting to order at 1:15 p.m.
1. APPROVE MINUTES OF NOVEMBER 16, 2001 AUDIT COMMITTEE AND COMMISSION MEETINGS.
Vice-Chair Melton noted three corrections to the Full Commission minutes. Commissioner Pickett moved to approve the Full Commission minutes as corrected; Commissioner Sanders seconded. Motion passed.
Vice-Chair Melton asked that the Commission receive an update on the Web-based learning software contract that was approved at the November 16, 2001, meeting. The staff agreed to gather the information and provide an update later in the meeting.
2. PUBLIC COMMENT.
There was no public comment.
3. ADOPTION OF COMMEMORATIVE RESOLUTIONS.
Vice-Chair Melton read resolutions in honor of the following two retirees: Lucia Hernandez, chief accountant, Administrative Services Division, and Eddie Williams, reference assistant, Archives and Information Services Division. Commissioner Pickett moved to approve the two resolutions; Commissioner Brisack seconded. Motion passed.
4. REVIEW AND APPROVE CONTRACTS GREATER THAN $100,000.
Assistant State Librarian Edward Seidenberg recommended to the Commission the approval of the following Loan Star Libraries Grant Program awards over $100,000:
• Austin Public Library in the amount of $115,627.
• Dallas Public Library in the amount of $125,770.
• Harris County Public Library in the amount of $110,106.
• Houston Public Library in the amount of $334,320.
Commissioner Sanders moved to approve the four Loan Star Libraries Grant Program awards; Commissioner Brisack seconded. Motion passed. Commissioner Pickett commended TSLAC staff for doing a good job of publicizing the Program.
Deborah Littrell, director, Library Development Division, provided further information to the Commission on the Loan Star Libraries Program. Paperwork for the fiscal year 2003 grants will be ready sometime around April or May 2002 (timeframe is tentative). Texas Library System numbers will not be out until the end of July 2002.
Commissioner Brisack commented that it is important to think about how the agency measures the success of the Program (in a less narrative way). Ms. Littrell noted that both narrative and numbers would be taken into account when measuring the Program's success. Commissioner Brisack asked if a statewide press release was done. Erica McKewen, communications officer, replied that "yes," a statewide press release was done.
Commissioner Sanders asked when the checks would go out. Ms. Littrell replied that they would go out sometime around February or March 2002.
5. REVIEW AND APPROVE ACCEPTANCE OF GIFTS GREATER THAN $500.
Edward Seidenberg asked the Commission to approve the following two gifts::
• The Archives and Information Services/Genealogy received a $1500 donation, deposited on January 4, 2002, from the Fleur-de-Lis chapter of the Huguenot Society of Austin, Texas. The Huguenot Society appreciates the service the Texas State Library and Archives Commission has provided its numerous researchers over the years and wishes to enhance the Genealogy's resource section.
• The Archives and Information Services/Genealogy received on December 11, 2001, as a donation from the Austin Genealogical Society, a Motorized Microfilm Reader valued at $2,638.00. The Austin Genealogical Society appreciates the services the Texas State Library and Archives Commission has provided its members over the years and wishes to provide equipment that will enhance the ability of researchers and staff to access microfilmed resources.
Commissioner Brisack moved to approve acceptance of the gift; Commissioner Sanders seconded. Motion passed.
6. REVIEW AND APPROVE ADOPTION OF RULE AMENDMENTS RELATING TO THE LIBRARY SERVICES AND TECHNOLOGY ACT COOPERATION GRANTS, 13 TAC 2.120-2.123, AND 13 TAC 2.130-2.131.
Commissioner Brisack moved to approve the rule amendment relating to the Library Services and Technology Act Cooperation Grants, 13 TAC 2.120-2.123; Commissioner Pickett seconded. Motion passed.
Commissioner Pickett moved to approve the rule amendment relating to the Library Services and Technology Act Cooperation Grants, 13 TAC 2.130-2.131; Commissioner Sanders seconded. Motion passed.
7. REVIEW AND APPROVE PUBLICATION OF PROPOSED NEW RULES RELATING TO THE LOAN STAR LIBRARIES GRANT PROGRAM, 13 TAC 2.160-2.165.
Commissioner Pickett asked for clarification of a sentence in paragraph two (2) of the preamble. Edward Seidenberg clarified the meaning for Commissioner Pickett. Commissioner Brisack commented on a section on page two (2) paragraph three (3), regarding fiscal implications. He commented that there might, in fact, be fiscal implications (either positive or negative). Seidenberg addressed Commissioner Brisack's concerns.
Commissioner Brisack moved to approve publication of proposed new rules relating to the Loan Star Libraries Grant Program, 13 TAC 2.160-2.165; Commissioner Sanders seconded. Motion passed.
At this point, the Commission heard an update from Deborah Littrell, director, Library Development Division, on the Web-based learning contract that was approved at the November 16, 2001, meeting. The RFP process has concluded, and the highest ranking product was Learning Space from IBM. The contract has not yet been awarded.
8. REVIEW AND APPROVE ADOPTION OF AGENCY RULE REVIEW TIMELINE.
Edward Seidenberg asked the Commission to approve the publication of the timetable in the Texas Register.
Commissioner Pickett moved to approve publication of the timetable in the Texas Register; Commissioner Brisack seconded. Motion passed.
At 2:15 p.m., Vice-Chair Melton recessed the meeting for a break. Vice-Chair Melton reconvened the meeting at 2:30 p.m.
9. DISCUSSION OF TIMELINES AND OTHER ISSUES RELATED TO THE PREPARATION OF (1) THE AGENCY STRATEGIC PLAN FOR FISCAL YEARS 2003-2007, AND (2) THE LEGISLATIVE APPROPRIATIONS REQUEST.
Seidenberg reviewed the timelines with the Commission. He mentioned that in Spring 2002, the Texas State Library and Archives Commission will have a report on the LSTA evaluation of the previous five (5) years. Seidenberg asked for guidance or comments from the Commission regarding the Strategic Plan.
The Commission discussed the dates of future meetings. Commissioner Pickett announced that she would not be able to attend the May 17 meeting. The Executive Assistant was asked to work with the Commissioners to find a better date for the May meeting. The Commission agreed to talk with the Director and Librarian before deciding to meet during the Texas Library Association Conference in Dallas in April.
10. REPORT ON THE PRELIMINARY RESULTS OF THE SURVEY OF ORGANIZATIONAL EXCELLENCE.
Seidenberg reported the following information to the Commission:
• This is the fourth time the agency has worked with The University of Texas School of Social Work to conduct the survey.
• Approximately fifty percent of TSLAC employees completed the survey.
• The results of the survey will be used to review and improve the management of the agency and to gauge employee relations.
• The report is an indication of our areas of strength and those areas that could benefit from improvement.
• Seidenberg concluded that, overall, the agency had made significant improvements.
Commissioner Brisack asked Seidenberg if another Organizational Excellence Task Force would be created. Seidenberg responded that it would need to be considered.
Commissioner Sanders commented that she felt the response rate was low. In addition, she expressed concerns about burnout becoming a growing problem. Seidenberg commented that he would look into it.
11. REPORT ON THE FRIENDS OF LIBRARIES & ARCHIVES OF TEXAS.
Erica McKewen, communications officer, reported to the Commission on the activities of the Friends of Libraries & Archives of Texas.
• Membership-The Friends of Libraries & Archives of Texas has fifty-eight (58) members.
• Financial information-The Friends group currently has approximately $12,500.00.
• Donations-The Board voted to donate $4,500.00 to the State Library to fund two (2) of the three (3) proposals that were presented at the December 2001 Friends Board meeting. The Board voted to seek partners in order to fund the third proposal.
• By-laws changes-Erica McKewen asked the Commissioners to send her any feedback regarding the by-laws.
• Board member changes-McKewen asked the Commissioners to send her the names of potential members.
• Upcoming plans-The Friends of Libraries & Archives of Texas will meet on March 6, 2002, at 2:00 p.m. in Room 202 of the Lorenzo de Zavala Building.
Chris LaPlante, director, Archives and Information Services Division, announced the newest online exhibit of the Texas Treasures program. The exhibit is called the McArdle Notebooks. Commissioner Pickett announced the opening of the Texas Flags 1863-1936 exhibit through April 2002. The Texas State Library and Archives Commission maintains twelve (12) of the thirty-two (32) flags on exhibit.
With no further business, Vice-Chair Melton adjourned the meeting at 3:24 p.m.
Peggy D. Rudd Director and Librarian