Texas State Library and Archives Commission


Monday, March 25, 2002


Minutes

The Texas State Library and Archives Commission (TSLAC) met on Monday, March 25, 2002, at 12:45 p.m. in Room 314, de Zavala State Library and Archives Building, Austin.

Commissioners Present:


Chris A. Brisack


Elizabeth Sanders


Kenneth Carr


Sandra Pickett, Acting Chair

Commissioners Absent:


Carolyn Palmer


Sandy Melton, Vice-Chair

Staff Present:


Peggy D. Rudd, director and librarian


Edward Seidenberg, assistant state librarian


Manuel Alvarez, director, Information Resources Technologies


Beverley Shirley, director, Library Resource Sharing


Ava Smith, director, Talking Book Program


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


Margaret Whitehead, Library Development


Marilyn Johnson, Library Development


Erica McKewen, communications officer


Regina Miles, executive assistant

Guests Present:


Gloria Meraz, Texas Library Association


Gwen Land, Internal Auditor, Jefferson Wells International

Acting Chairman Pickett convened the meeting at 12:45 p.m.

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1. APPROVE MINUTES OF JANUARY 22, 2002 AUDIT COMMITTEE AND COMMISSION MEETINGS.

Commissioner Sanders moved to approve the minutes of the January 22, 2002 Audit Committee and Commission meetings; Commissioner Brisack seconded. Commissioner Carr abstained since he was not present at the January 22, 2002 meeting. Motion passed.

2. PUBLIC COMMENT.

There was no public comment.

3. ADOPTION OF COMMEMORATIVE RESOLUTIONS IN APPRECIATION OF THE EFFORTS OF THE HONORABLE MICHAEL ANDREWS AND MR. JOHN NAU..

Chris LaPlante, director, Archives and Information Services Division, gave a brief introduction to the resolution. Acting Chairman Pickett read the resolution aloud.

Commissioner Carr moved to adopt the resolution; Commissioner Sanders seconded. Motion passed. Peggy D. Rudd, director and librarian, read a portion of a letter of thanks sent to the Commission from Mr. Andrews.

4. REPORT OF THE DIRECTOR AND LIBRARIAN.

Director and Librarian Peggy D. Rudd introduced TSLAC retiree, Lucia Hernandez, to the Commission. Mrs. Hernandez was not present at the January 22 meeting, which was when her retirement resolution was read aloud.

Ms. Rudd also reported to the Commission on the following:

• Statistics on the usage-by public and academic libraries-of the Library of Texas Online Databases from FY 1997 through the 1st Quarter of FY 2002.


• Activities of the Friends of Libraries and Archives of Texas.


• An update on the Loan Star Libraries Program.


• Ms. Rudd announced that the agency has received contracts from 297 libraries, of which 182 have been processed, for a total of just over $180,000 thus far.


• Ms. Rudd took the opportunity to introduce Loan Star Libraries Program Administrator, Margaret Whitehead, to the Commission.


• Tree2002 tree planting event that was held at the Lorenzo de Zavala Building in February 2002.

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5. REVIEW AND APPROVE CONTRACTS GREATER THAN $100,000.

Director and Librarian Peggy D. Rudd reported that, with the inclusion of libraries of clinical medicine in the TexShare program, the State Library has had to renegotiate with two of its largest vendors, EBSCO and the Gale Group, so that the libraries may have access to the databases. Ms. Rudd asked the Commission to approve the amendments to each contract. Since the original contract totaled more than $100,000, the Commission was asked for approval of the amendments.

Commissioner Carr moved to approve the amendments; Commissioner Brisack seconded. Motion passed.

6. REVIEW AND APPROVE ACCEPTANCE OF GIFTS GREATER THAN $500.

Acting Chairman Pickett reviewed the following gifts:

The Friends of Libraries and Archives of Texas approved a donation to the Commission not to exceed $4,500 on December 14, 2001. The donation is restricted to two specific purposes. The first is to microfilm the Texas Department of Criminal Justice's Convict Record Ledgers, 1848-1954. The ledgers are in the State Archives in poor condition due to frequent use. Second, the donation is to fund the purchase of a personal computer and kiosk to be placed in the lobby of the de Zavala Building. The kiosk will allow visitors to view selected information about the Texas State Library. The first installment on the donation, a check in the amount of $455.27 to pay for the microfilming, was deposited on March 12, 2002.

The State and Local Records Management Program received $4,400, deposited on March 11, 2002 from AT&T Wireless Services. The gift represents the annual donation to the Commission in conjunction with the easement and lease arrangement for the cellular tower located on the grounds of the Records Center Building, 4400 Shoal Creek Blvd., Austin.

Peggy D. Rudd announced that the microfilming of the convict ledgers had already been completed. Acting Chairman Pickett asked for more clarification regarding the kiosk that would be placed in the lobby of the de Zavala Building. Ms. Rudd provided further information.

Commissioner Sanders moved to approve the acceptance of the gifts; Commissioner Carr seconded. Motion passed.

7. REVIEW AND APPROVE AUDIT COMMITTEE RECOMMENDATIONS ON THE AUDIT OF GRANTS MADE TO SAN ANTONIO PUBLIC LIBRARY.

Commissioner Carr moved that the Commission approve the audit of grants made to San Antonio Public Library as recommended by the Audit Committee; a second was not necessary. Motion passed.

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8. REVIEW AND COMMENT ON THE DRAFT AGENCY STRATEGIC PLAN FOR FISCAL YEARS 2003-2007.

Edward Seidenberg, assistant state librarian, gave an overview of the purpose of the Strategic Plan and summarized the agency's internal strategic planning activities.

Mission: Commissioner Carr suggested that the mission statement be more specific, with bulleted points. Acting Chairman Pickett concurred. She suggested the mission statement focus on what the agency does on a day-to-day basis.

Vision: Commissioner Brisack stated the he was sympathetic to wanting a broad vision statement, but felt that it might suggest a lack of focus on the part of the agency. Acting Chairman Pickett stated that the agency should identify its specific charges. She proposed the following vision statement: A Texas where all people benefit from information resources, which provide many pathways to knowledge.

Acting Chairman Pickett requested that the "Key Obstacles" section of chapter 8 not be removed from the Plan during the revision process. She felt that the section was well written and could be used during presentations to the Legislature.

Mrs. Pickett noted a typographical error on page 55. She also asked to receive an update on the funding options for a Records Management and Preservation Grant Program, as mentioned on page 66.

Commissioner Brisack suggested adding a section on the long-term implications of changing technology on libraries.

Commissioner Carr raised a question about the last sentence on page 69. Peggy D. Rudd assured Mr. Carr that the sentence would be reworked in order to make it clearer.

Acting Chairman Pickett suggested adding information about the agency's work with the Bob Bullock Texas State History Museum to Chapter 8, Section E.

Commissioner Brisack suggested adding the agency's publicity efforts to Chapter 1, Section D.

Michael Heskett, director, State and Local Records Management Division, briefly reported to the Commission on the Records Management and Preservation Grant programs.

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9. REVIEW AND APPROVE ADOPTION OF NEW RULES RELATING TO THE LOAN STAR LIBRARIES GRANT PROGRAM, 13 TAC 2.160-2.165.

Deborah Littrell, director, Library Development Division, reported that the program-which is currently in its first year of operation-is operating under the emergency rules that the Commission reviewed in the fall of 2001. The proposed permanent rules are identical to the emergency rules. Ms. Littrell briefly discussed the two public comments that were received when the proposed rules were published in the Texas Register in February 2002. Ms. Littrell stated that, after considering the two public comments, it was determined that they did not warrant a change to the rules.

Commissioner Carr moved to approve the new rules relating to the Loan Star Libraries Grant Program, 13 TAC 2.160-2.165; Commissioner Sanders seconded. Motion passed.

Gloria Meraz, Texas Library Association, provided further information regarding Loan Star Libraries non-resident fees.

Acting Chairman Pickett recessed the meeting at 2:15 p.m. for a break. The Commission reconvened at 2:20 p.m.

10. REVIEW AND APPOINT A BOARD MEMBER TO THE LIBRARY SYSTEMS ACT ADVISORY BOARD.

Deborah Littrell requested approval by the Commission of the appointment of Alice Specht to the Library Systems Act Advisory Board (as a replacement for a member who resigned). Commissioner Sanders moved to approve the appointment; Commissioner Brisack seconded. Motion passed.

11. REVIEW AND APPROVE SUBMISSION OF THE DRAFT REPORT ON THE EVALUATION OF THE STATE PLAN FOR THE LIBRARY SERVICES AND TECHNOLOGY ACT IN TEXAS, FFY 1998-2002.

Deborah Littrell gave an overview of the evaluation process. She then presented a slide show-which provided further detail regarding the process-that was prepared by Ester Smith of EGS Research and Consulting.

Commissioner Carr moved to approve the transmission of the final report for the ultimate submission to the Institute of Museum and Library Services by April 30; Commissioner Sanders seconded. Motion passed.

12. REVIEW THE STATUS OF AND PUBLICITY EFFORTS REGARDING LOAN STAR LIBRARIES GRANTS.

Deborah Littrell updated the Commission on the status of the Loan Star Libraries Grant Program. Erica McKewen, communications officer, updated the Commission on the publicity efforts regarding the program.

13. REVIEW THE STATUS OF THE TALKING BOOK PROGRAM'S TAPE DUPLICATION EFFORTS.

Ava Smith, director, Talking Book Program, updated the Commission on the status of the Program's tape duplication efforts. She also briefly discussed the publicity efforts of the Talking Book Program; more specifically, the publicity efforts in El Paso, Texas.

14. REVIEW THE STATUS OF PUBLIC INFORMATION ACT REQUESTS AND ISSUES REGARDING THE INTERIM MEMORANDUM OF UNDERSTANDING WITH THE NATIONAL ARCHIVES AND RECORDS ADMINISTRATION.

Chris LaPlante, director, Archives and Information Services Division, updated the Commission on the status of Public Information Act requests and issues regarding the Interim Memorandum of Understanding with the National Archives and Records Administration.

With no further business, Acting Chairman Pickett adjourned the meeting at 3:32 p.m.

Respectfully submitted,

Peggy D. Rudd Director and Librarian


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