Texas State Library and Archives Commission


Monday, July 29, 2002


Minutes

The Texas State Library and Archives Commission (TSLAC) met on Monday, July 29, 2002. The meeting was scheduled to begin at 11:45 a.m. The meeting of the Audit Committee ended at 11:55 a.m., so the full commission met immediately after, at 11:55 a.m. at the State and Local Records Management facility at 4400 Shoal Creek in Austin.

Commissioners Present:


Sandra Pickett, Chairman


Elizabeth Sanders


Kenneth Carr


Diana Cox


Sandra Holland

Commissioners Absent:


Chris Brisack

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


Kathleen Walls, Library Development


Erica McKewen, communications officer


Regina Miles, executive assistant

Guests Present:


Martha Doty Freeman, Texas Historical Records Advisory Board


Gloria Meraz, Texas Library Association


Pat Tuohy, Central Texas Library System


Brian Owens, Office of the Lieutenant Governor

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Chairman Pickett convened the meeting at 11:55 a.m.

1. APPROVE MINUTES OF THE MAY 14, 2002 AUDIT COMMITTEE AND COMMISSION MEETINGS .

Commissioner Carr moved to approve the minutes; Commissioner Sanders seconded. Motion passed.

2. PUBLIC COMMENT.

Chris LaPlante introduced Martha Doty Freeman to the Commission.

3. ADOPTION OF COMMEMORATIVE RESOLUTIONS.

Chairman Pickett read aloud the following resolutions: resolution for retired TSLAC Commissioner Sandy Melton, resolution for retired TSLAC staff member Thanh Van Nguyen, resolution commemorating Talking Book Week.

Chairman Pickett moved to approve the resolution for retired TSLAC Commissioner Melton; Commissioner Carr seconded. Motion passed. Commissioner Sanders moved to approve the resolution for retired TSLAC staff member Nguyen; Commissioner Carr seconded. Motion passed. Commissioner Cox moved to approve the resolution commemorating Talking Book Week; Commissioner Holland seconded. Motion passed.

4. REPORT OF THE DIRECTOR AND LIBRARIAN.

Peggy D. Rudd addressed the Commission and announced that the State Library was selected by Library Journal as the subject of an article on a day in the life of a state library agency. She assured the Commission that they would receive copies of the article once it was released. Commissioner Carr pointed out a typographical error in the report. Ms. Rudd briefly discussed the Texas Book Festival Gala. She asked for a commitment from all who would attend prior to the September TSLAC meeting.

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

Beverley Shirley addressed the Commission and answered questions concerning the approval of the renewal of the Amigos/netLibrary contract for Fiscal Year 2003. The contract is for the purchase of ebooks. Last year, they purchased approximately $1,200,000 worth of ebooks which covered approximately 13,000 ebooks. Commissioner Carr moved to approve the Amigos/netLibrary contract in the amount of $1,500,000 for Fiscal Year 2003; Commissioner Cox seconded. Motion passed.

Ms. Shirley reviewed the renewal of the Amigos/TExpress contract for Fiscal Year 2003. The service is largely subsidized—up to 178 sites are subsidized. The amount of the contract remains unchanged from last year. Commissioner Sanders moved to approve the Amigos/TExpress contract in the amount of $288,360 for Fiscal Year 2003; Commissioner Cox seconded. Motion passed.

Ms. Shirley reviewed the online database contract for STAT!Ref. The database will include 39 medical texts. Commissioner Holland moved to approve the contract for STAT!Ref in the amount not to exceed $222,400; Commissioner Sanders seconded. Motion passed.

Ms. Shirley reviewed the TexNet Interlibrary Loan Network Group Access Contract. Commissioner Sanders moved to approve the contract for TexNet Interlibrary Loan Network Group Access; Commissioner Cox seconded. Motion passed.

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

Ms. Rudd outlined the following two gifts:

The Talking Book Program received an unrestricted $1,500 donation deposited on July 20, 2002 from the Texas Federation of the Blind. The Federation is a non-profit organization "devoted to improving opportunities for blind people to become contributing members of society." The Dallas Chapter, one of four chapters in Texas, made the donation.

A $200,850 grant from the Gates Foundation was deposited to the Library Development Program


on June 11, 2002. The purpose of the grant is to fund training programs for libraries.

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





7. CONSIDER THE APPOINTMENT OF COMMISSION MEMBERS TO THE POSITIONS OF: A. VICE-CHAIR FOR THE LIBRARY AND ARCHIVES COMMISSION; B. AUDIT COMMITTEE FOR THE LIBRARY AND ARCHIVES COMMISSION; C. LIAISON TO THE FRIENDS OF LIBRARIES AND ARCHIVES OF TEXAS.

Chairman Pickett made the following appointments:


A. Commissioner Carr to serve as Vice-Chair for the Library and Archives Commission


B. Commissioner Sanders to serve as Chair for the Audit Committee, and Commissioners Brisack and Holland to serve on the Audit Committee


C. Commissioner Cox to serve as the primary liaison to the Friends of Libraries and Archives of Texas and Commissioner Brisack to serve as the back-up liaison

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8. DISCUSS AND APPROVE AUDIT COMMITTEE RECOMMENDATIONS ON: A. AUDIT REPORT OF TEXAS STATE LIBRARY'S TALKING BOOK PROGRAM; B. AUDIT REPORT ON GRANTS TO HOUSTON PUBLIC LIBRARY; C. APPROVAL OF THE INTERNAL AUDIT PLAN FOR FISCAL YEAR 2003; AND D. RENEWAL OF THE CONTRACT FOR INTERNAL AUDIT SERVICES.

Commissioner Carr moved to approve the Audit Committee recommendations. Motion passed.

Chairman Pickett called for a recess at 12:30 p.m. and reconvened the meeting at 12:40 p.m.

9. REVIEW AND APPROVE LEGISLATIVE APPROPRIATIONS REQUEST FOR FISCAL YEARS 2004-2005.

Ed Seidenberg addressed the Commission concerning the LAR request for Fiscal Years 2004-2005, provided background information on the LAR process, and answered questions from the Commission. The Commission discussed at length the proposed LAR and proposed budget reduction plans (as requested by Governor Perry). Commissioner Cox stated that some people in her region are concerned about the survival of the Telecommunications Infrastructure Fund. Gloria Meraz spoke on behalf of the Texas Library Association. TLA would not like to see a cut in programs and thanked the Commission for its support. TLA's priority items are the Loan Star Libraries and TexShare programs.

Commissioner Carr moved to submit the agency's Legislative Appropriations Request for Fiscal Years 2004-2005 as well as the proposals of the 95% and 97% budget levels based on option B; Commissioner Sanders seconded. Motion passed.

10. AUTHORIZATION TO PUBLISH NEW RULE REGARDING THE HANDLING OF PETITIONS FILED UNDER 2001.021 TO AMEND EXISTING RULES.

Ed Seidenberg addressed the Commission and provided an overview of the process. Commissioner Carr suggested a new wording to the last sentence of the first paragraph of the preamble. Commissioner Carr also stated that he was uncomfortable with Section 2.57 item B number 3, in that it appears to give the Director and Librarian an inappropriate amount power and suggested a different wording, which the Commission adopted.

Commissioner Sanders moved to approve the proposed new rule with suggested changes; Commissioner Holland seconded. Motion passed.

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11. REVIEW AND APPROVE THE SCHEDULE OF PROPOSED FEES FOR MICROGRAPHICS AND IMAGING SERVICES.

Michael Heskett addressed the Commission and requested the Commission's approval of the schedule of proposed fees for micrographics and imaging services. Commissioner Carr moved to approve the schedule of fees; Commissioner Cox seconded. Motion passed.

12. REVIEW AND APPROVE THE SCHEDULE OF PROPOSED FEES FOR RECORDS STORAGE SERVICES.

Michael Heskett addressed the Commission and requested the Commission's approval of the schedule of proposed fees for records storage services. Commissioner Cox moved to approve the schedule of fees; Commissioner Sanders seconded. Motion passed.

13. REVIEW AND APPROVE SUBMISSION OF THE STATE PLAN FOR THE LIBRARY SERVICES AND TECHNOLOGY ACT IN TEXAS, FFY 2003-2007.

Deborah Littrell addressed the Commission and answered questions about the State Plan, which is due to the Institute of Museum and Library Services by July 31, 2002. The agency receives approximately $10 million annually in federal funding for the program.

Gloria Meraz addressed the Commission and spoke on behalf of the Texas Library Association. The Texas Library Association wants to be a forum to help expedite the process of getting input and talking about the future of libraries. TLA would be happy to further discuss the implementation of the Plan.

Rudd noted that the Plan could be revisited and revised each year over the five year period, if necessary.

Pat Tuohy addressed the Commission and spoke on behalf of the Texas Library System coordinators. She expressed concern over a budget cut of library systems. She stated that the LSTA Plan is the blueprint for the largest part of the system budget—the federal part. Ms. Tuohy thanked the State Library for incorporating several ideas that were expressed by coordinators into the Plan. The coordinators would like to see a specific strategy for public library development incorporated into the Plan.

Ms. Littrell noted that during Fiscal Year 2003, there will be further study of the development of public libraries with broad involvement from the library community.

Commissioner Holland expressed surprise at the ranking of Texas by the National Center for Educational Statistics in key public library measures.

Commissioner Sanders moved to approve submission of the Plan; Commissioner Carr seconded. Motion passed.

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14. CONSIDER APPEALS REGARDING STATUS OF MEMBERSHIP IN THE TEXAS LIBRARY SYSTEM.

Deborah Littrell addressed the Commission and requested the Commission's approval of membership for San Benito Public Library in the Texas Library System for FY 2003. Commissioner Carr moved to approve membership of San Benito Public Library with the stipulation that staff would report back to the Commission on the progress of the library in one year; Commissioner Cox seconded. Motion passed.

Ms. Littrell answered questions from the Commission and requested approval of Quemado Public Library for membership in the Texas Library System. Commissioner Carr moved to approve membership of Quemado Public Library in the Texas Library System for FY 2003 with the stipulation that staff report back to the Commission in one year on the progress of the library; Commissioner Holland seconded. Motion passed.

Ms. Littrell answered questions from the Commission and requested the approval of San Juan Public Library in the Texas Library System. Peggy Rudd and Ed Seidenberg provided additional background information. Ms. Littrell noted that when the library submits its FY 2002 report next spring, they will need to meet all system membership requirements. Commissioner Carr moved to approve membership of San Juan Public Library in the Texas Library System with a report back to the Commission in one year; Commissioner Sanders seconded. Motion passed.

15. STATUS REPORT ON THE LONGVIEW PUBLIC LIBRARY'S SYSTEM MEMBERSHIP.

Deborah Littrell updated the Commission on the status of Longview Public Library's system membership. The librarian has obtained her MLS degree. The Longview Public Library will be a fully qualified member of the Texas Library System in SFY 2003.

16. APPROVE GRANTS TO LIBRARIES FOR STATE FISCAL YEAR 2003: A. TEXAS LIBRARY SYSTEM; B. TECHNICAL ASSISTANCE NEGOTIATED GRANT; C. COOPERATION GRANTS; D. ESTABLISHMENT GRANTS; E. SPECIAL PROJECT GRANTS; F. LOAN STAR LIBRARIES; G. INTERLIBRARY LOAN; H. TEXTREASURES GRANTS.

a. Commissioner Carr moved to approve the Texas Library System contracts for SFY 2003; Commissioner Sanders seconded. Motion passed.

b. Commissioner Carr moved to approve the contracts for TANG grants; Commissioner Holland seconded. Motion passed.

c. Kathleen Walls answered questions from the Commission regarding certain dollar figures. Commissioner Sanders moved to approve the contracts for Cooperation grants; Commissioner Cox seconded. Motion passed. Commissioner Carr requested that a list of unsuccessful grant applicants be provided to the Commission in the future.

d. Ms. Littrell responded to questions from the Commission. Commissioner Sanders moved to approve the contracts for Establishment grants; Commissioner Cox seconded. Motion passed.

e. Ms. Littrell and Ms. Walls answered questions from the Commission. Grant applicants go through the full competitive process each year. Commissioner Holland moved to approve the contracts for Special Project grants; Commissioner Carr seconded. Motion passed.

f. Ms. Littrell answered questions from the Commission. Commissioner Sanders moved to approve the Loan Star Libraries grant awards over $100,000; Commissioner Carr seconded. Motion passed.

g. Ms. Shirley addressed the Commission and requested approval of contracts for TexNet Interlibrary Loan Centers. Commissioner Cox moved to approve the contracts; Commissioner Sanders seconded. Motion passed.

h. Ms. Shirley addressed the Commission and requested approval of 13 TexTreasures grants. The Commission requested that further information on the University of Texas Health Science Center at Houston Dental Branch and the Baylor University projects be provided at the September TSLAC meeting prior to approving the grant award. Commissioner Carr moved to approve eleven of the thirteen proposed TexTreasures grants; Commissioner Holland seconded. Motion passed.

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17. CONSIDERATION OF THE TEXSHARE EXPANSION TASK FORCE REPORT.

Ms. Shirley addressed the Commission and requested the Commission's acceptance of the report of the TexShare Expansion Task Force. Commissioner Carr moved to accept the report; Commissioner Sanders seconded. Motion passed.

18. 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 addressed the Commission and gave a status report on the transfer of the Bush gubernatorial records to TSLAC. They are currently working on a revised MOU to circulate among parties involved.

With no further business, Chairman Pickett adjourned the meeting at 3:20 p.m.

Respectfully submitted,

Peggy D. Rudd


Director and Librarian

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Page last modified: June 8, 2011