Texas State Library and Archives Commission


Monday, May 14, 2002


Minutes

The Texas State Library and Archives Commission (TSLAC) met on Tuesday, May 14, 2002, at 12:45 p.m. at the Texas State Library and Archives Commission building in Austin, Texas.

Commissioners Present:


Carolyn Palmer


Chairman Elizabeth Sanders


Kenneth Carr


Sandra Pickett


Sandy Melton, Vice-Chair

Commissioners Absent:


Chris A. Brisack

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


Stephen Lewis, 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


Ava Smith, director, Talking Book Program


Regina Miles, executive assistant




Guests Present:


Ken Hammond, Texas Telephone Pioneers (Austin)


Steve Brown, Texas Library Association


Jana Knezek, Texas Library Association


Royce Lummer, Texas Telephone Pioneers (San Antonio)


Jim Beal, Texas Telephone Pioneers (San Antonio)


John F. DePaolo, Texas Telephone Pioneers (Universal City)


Martha Doty Freeman, Texas Historical Records Advisory Board


Brian Owens, Office of the Lieutenant Governor


Joe Thrash, Office of the Attorney Genera

Chairman Palmer convened the meeting at 12:45 p.m.

 

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1. Approve minutes of the March 25, 2002 Audit Committee and Commission meetings.

Commissioner Pickett moved to approve the minutes of the March 25, 2002 Audit Committee meeting; Commissioner Carr seconded. Motion passed. Commissioner Pickett moved to approve the minutes of the March 25, 2002 Commission meeting; Commissioner Sanders seconded. Motion passed.

2. Public Comment.

There was no public comment.

3. Adoption of commemorative resolutions.

Chairman Palmer read the resolutions aloud. Commissioner Pickett moved to adopt the resolutions; Commissioner Melton seconded. Motion passed.

4. Report of the Director and Librarian.

Director and Librarian Peggy D. Rudd introduced Brian Owens, Office of the Lieutenant Governor, to the Commission. Ms. Rudd also brought to the Commission's attention some promotional items that the Talking Book Program uses to promote the service to Texans.

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5. Discussion of Commission sponsorship of a Texas Book Festival Gala table.

Director and Librarian Peggy D. Rudd stated that the Gala would take place Friday, November 15 (the first night of the Book Festival). The Texas State Library and Archives Commission meeting would be held the same day. Ms. Rudd noted that, since the State Library is an important partner in the Book Festival, the agency is able to receive the discounted rate of $2500. The Commission decided to sponsor a table.

6. Review and approve contracts greater than $100,000.

Director and Librarian Peggy D. Rudd asked the Commission to support the continuation of eight database contracts from July 1, 2002 through June 30, 2003, with an option to extend for two additional months in 2003 to the beginning of the State Fiscal Year (September 1). Commissioner Carr raised a question about the price increase in the EBSCO contract for the extra two months. Beverley Shirley, director, Library Resource Sharing division, responded that she would verify the numbers with one of her staff members and report back to the Commission. Chairman Palmer tabled the item until the Commission received clarification from Ms. Shirley. [Agenda item number 6 was revisited at the end of agenda item number 9.]  

7. Review and approve acceptance of gifts greater than $500.

Director and Librarian Peggy D. Rudd reviewed the following two gifts: The Archives and Information Services Program received $1,598, deposited on April 24, 2002, from Bruce H. Robertson of Austin. Mr. Robertson is a frequent patron of the Genealogy collection. The designated purpose of the gift is for the Library to purchase the recently released 1930 Oklahoma Census on microfilm and add it to the collection.

The Archives and Information Services Program has received from Brent Lockwood of Austin, a contribution of 112 reels of microfilm relating to the 1930 census, representing a total of $3,808. In addition, he also contributed at least 41 reels of microfilm relating to the 1920 census and the 1885 Nebraska Census. This represents to date, a Fiscal Year 2002 total of $5,202. Commissioner Sanders moved to approve acceptance of the two gifts; Commissioner Carr seconded. Motion passed.

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8. Review and approve the Agency Strategic Plan for Fiscal Years 2003-2007.

Edward Seidenberg, assistant state librarian, gave an update on the agency's strategic planning process.

Commissioner Palmer noted a typographical error on page 18.

Commissioner Melton asked a question about Strategy B.1.1, Efficiency Measure 1. Chris LaPlante, director, Archives and Information Services division, responded to her question.

Commissioner Melton commented on Goal C. Michael Heskett, director, State and Local Records Management division, responded to her question.

Commissioner Carr asked a follow-up question; Mr. Heskett provided a response.

Commissioner Melton raised a question about Strategy C.1.1., Output Measures 3 and 4. Mr. Heskett and Assistant State Librarian Ed Seidenberg responded to her question.

Commissioner Melton raised a question about the Agency Goals under the "Vision Texas" benchmark of the "Health and Human Services" section. Mr. Seidenberg stated that he would look into this for her.

Commissioner Melton suggested adding the following service to the Key Service Populations section in Chapter 1, page 19: the lending of materials to the Bob Bullock Musuem, the State Capitol and the flags exhibit in Houston. Commissioner Melton moved to approve the Agency Strategic Plan for Fiscal Years 2003-2007; Commissioner Pickett seconded. Motion passed.

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9. Review and approve issues regarding the Legislative Appropriations Request for Fiscal Years 2004-2005, including possible Exceptional Item Requests.

Assistant State Librarian Ed Seidenberg provided an overview of the process. Mr. Seidenberg outlined the Exceptional Item Requests priorities.

Commissioner Pickett suggested a different wording to the TexShare Online Databases Exceptional Item Request. Seidenberg mentioned another possible Exceptional Item Request. It would be a contract that would have institutions that receive the records of former Governor George W. Bush to process the records

. Commissioner Carr raised a question about the letter concerning state agency cost savings. Ms. Rudd offered to provide Mr. Carr with a copy of correspondence that would answer his question. Commissioner Melton agreed with Commissioner Pickett about rewording the Exceptional Item Request.

Steve Brown, director of the North Richland Hills Public Library, spoke on behalf of the Texas Library Association. He stated that the State Library and the Texas Library Association must have their priorities aligned as they move into the coming Legislative session.

Commissioner Pickett asked Mr. Brown for his opinion on the State Library's Exceptional Item Request regarding the TexShare Online Databases. Peggy D. Rudd, director and librarian, responded to Mrs. Pickett's question.

Jana Knezek, Chair of the Legislative Committee for the Texas Library Association, read a portion of two resolutions which were passed by the Texas Library Association. The first resolution supported the continuation of the Telecommunications Infrastructure Fund. The second resolution asked that the Texas State Library and Archives Commission make funding of the TexShare Online Databases a priority.

Commissioner Carr asked when the Legislative Appropriations Request was due. Ms. Rudd replied that it was due in the middle of August 2002. Commissioner Carr commented that the proposed third Exceptional Item Request would be easier to sell to the Legislature with the added publicity surrounding the Bush records.

At this moment, the commission heard an update from Beverley Shirley, director, Library Resource Sharing division, regarding agenda item number 6. The 14-month option for the EBSCO database contract should have read $546,871. The $200,000 discrepancy is an enhancement for Spanish language that should have been added to the base amount for the 12 months, but was mistakenly added to the 14-month figure. The "Total Requests Not to Exceed" figure remains the same.

Commissioner Melton asked a question about the R.R. Bowker contract. Ms. Shirley provided a response.

Commissioner Commissioner Carr raised a question about the newspaper databases. Ms. Shirley provided a response.

Commissioner Carr moved to approve acceptance of the database contracts; Commissioner Pickett seconded. Motion passed.

10. Review and approve authorization for the purchase of items using funding from the Texas Public Finance Authority.

Donna Osborne, director, Administrative Services division, requested the Commission's approval of the following two items: 1. Replacement van for the de Zavala building; 2. Automated Electronic Defibrillators (AEDs) for all TSLAC facilities.

Chairman Palmer asked a question about the State Library's role and responsibility with regard to the AEDs. Ms. Osborne stated that the Good Samaritan Law offers citizens protection from liability. Commissioner Sanders asked how many state agencies use AEDs. Osborne stated that she did not have a figure.

Steve Brown commented that other organizations were using AEDs.

Commissioner Carr moved to approve the resolution to the Texas Public Finance Authority; Commissioner Sanders seconded. Motion passed.

11. Review and discuss the plans and progress of the preparation of the State Plan for the Library Services and Technology Act in Texas, FFY2003-2007.

Deborah Littrell, director, Library Development division, described the progress of the preparation of the State Plan.

The final Plan will be sent to the Commission for approval prior to the July 29 meeting.

12. Review and approve a motion regarding the Texas Library Association's Standards for Texas Public Libraries.

Peggy D. Rudd requested the Commission's endorsement of the Texas Library Association's Standards for Texas Public Libraries.

Commissioner Melton raised a question about how the document will affect the ten library systems; specifically, the criteria for inclusion in the system. Ms. Rudd provided a response.

Commissioner Melton moved to approve the motion regarding the Texas Library Association's Standards for Texas Public Libraries; Commissioner Sanders seconded. Motion passed.

13. Presentation of the findings of focus group meetings conducted by the Texas Historical Records Advisory Board.

Chris LaPlante, director, Archives and Information Services, and Martha Doty Freeman, Texas Historical Records Advisory Board (THRAB), reported to the Commission on the focus group findings. Ms. Freeman described the following goals:

  1. Enhancing the preservation of irreplaceable documentary heritage.
    1. Supporting and lobbying for a filing fee that would be used for the preservation of local governmental records.
    2. Supporting THRAB in its search for private and foundation funding for the preservation of non-governmental records.
    3. Reinvigorating the Regional Historical Research Depository system.
  2. Enhance the opportunities for education and training.
    1. Allocating the resources needed to create and maintain a THRAB website that more effectively provides information and assistance to custodians of historical records.
    2. Assisting THRAB in fostering the creation and development of regional training and educational centers.
    3. Supporting regional conferences devoted to networking, workshops, disseminating information about grants, and advocating for the preservation of historical records.

Commissioner Melton raised a question about goal number 1a. Mr. LaPlante responded. Commissioner Carr commented that a vital role of government is the preservation of its own records. He commended the efforts of THRAB. Ms. Freeman invited the Commissioners to attend one of the THRAB meetings. Commissioner Melton suggested that the THRAB report be sent to the Friends of Libraries and Archives of Texas

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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, Ed Seidenberg, and Joe Thrash (Office of the Attorney General), reported to the Commission. They are now moving from the interim Memorandum of Understanding to a permanent Memorandum of Understanding.

Commissioner Carr asked if there would be further challenges regarding the Attorney General's opinion or the Memorandum of Understanding. Mr Thrash said there were none known, but more would be known before the end of the month.

Commissioner Pickett asked about the workload of the Archives staff. La Plante responded that the workload of the staff is increasing with the influx of Public Information Act requests. Mr. Thrash stated that within 10 business days of receiving Public Information Act requests, the agency must determine whether it wants to request an opinion from the Office of the Attorney General. Within five additional days, it must deliver representative documents as well as an argument stating why the documents should be excepted from disclosure.

Commissioner Carr asked what would constitute an acceptable response in times when the request is voluminous or difficult to find. Mr. Thrash stated that the agency may have a reasonable amount of time to locate and retrieve the documents.

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





Respectfully submitted,    


Peggy D. Rudd Director and Librarian


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