Texas State Library and Archives Commission


Monday, September 22, 2003


Minutes

The Texas State Library and Archives Commission (TSLAC) was scheduled to meet on Monday, September 22, 2003, in room 314 of the Lorenzo de Zavala State Archives and Library building in Austin, TX. The meeting was scheduled to begin after the conclusion of the Audit Committee meeting, but no sooner than 12:30 p.m. Since the Audit Committee met until 12:50 p.m., the full commission met at 12:51 p.m.

Commissioners Present:


Sandra J. Pickett, Chairman


Kenneth Carr, Vice-Chairman


Elizabeth Sanders


Chris A. Brisack


Sandra G. Holland

Commissioners Absent: Diana Rae Hester Cox





Staff Present:


Peggy D. Rudd, director and librarian


Michael Heskett, acting assistant state librarian; director, State and Local


Records Management


Manuel Alvarez, director, Information Resources Technologies


Ava Smith, director, Talking Book Program


Deborah Littrell, director, Library Development


Beverley Shirley, director, Library Resource Sharing


Diana Houston, acting director, Archives and Information Services


Erica McKewen, communications officer


Regina Miles, executive assistant





Guests Present:


Gwen Land, internal auditor, Jefferson Wells International


Pat Tuohy, Central Texas Library System


Martha Doty Freeman, Texas Historical Records Advisory Board


Chris LaPlante, TSLAC retiree


Linda Buie, TSLAC retiree


Doris Drummond, TSLAC retiree


Ed Seidenberg, TSLAC retiree


Peggy Oakley, TSLAC retiree


Mary Thames Bundy, South Texas Library System

Chairman Pickett convened the meeting at 12:51 p.m. Before moving to the first agenda item, Chairman Pickett welcomed the guests in the audience, including several recent TSLAC retirees.

1. APPROVE MINUTES OF JULY 28, 2003 AUDIT AND COMMISSION MEETINGS.

Commissioner Sanders moved to approve the minutes of the Audit Committee meeting; Commissioner Holland seconded. Motion passed. The commission made one correction to the full commission minutes. Vice-Chairman Carr moved to approve the minutes as corrected; Commissioner Brisack seconded. Motion passed.




2. REPORT ON THE ACTIVITIES OF THE TEXAS LIBRARY SYSTEM.

Mary Thames Bundy addressed the commission and reported on the activities of the Texas Library System. Ms. Bundy presented the "Vision for New Directions for Public Library Development in Texas" as proposed by the Texas Library System coordinators. The coordinators believe that:

  • Every Texan deserves access to excellent public library services.
  • Every public library deserves the robust funding needed to provide excellent services as well as the full support of its regional system in striving for excellence.

To accomplish this, the coordinators propose that:

  • All state and federal funds impacting public library development be allocated according to a formal 5-year plan similar to the 5-year plan for LSTA funds. The goal of the plan would be a widely-supported and well-coordinated allocation of state and federal funds to complement local efforts.
  • Stakeholders review the Public Library Association's "Planning for Results" service responses in order to develop a framework for recommending the allocation of state and federal funds for library development.
  • TSLAC's role as the steward of state and federal funds for library development would be best served by contracting with appropriate partners to carry out the initiatives of the 5-year plan. State library staff could also undertake certain roles, such as managing the videoconferencing network and maintaining a statewide calendar of all training opportunities.
  • Systems should be considered TSLAC's primary partners for providing resource sharing, consulting, and continuing education services.
  • Additional partners, especially the Texas Library Association, the Major Resource Center libraries, Amigos, and library schools, could contract with TSLAC to provide certain specialized services.

The coordinators also proposed roles for the principle partners in library development, including the roles of advocacy, funding, library development planning, standards, continuing education, consulting, technology support, resource sharing and administration.

Vice-Chairman Carr asked whether the 5-year plan would require an agreement from Congress or the Legislature. Ms. Bundy responded that it probably would.

Peggy Rudd noted that the 5-year plan provides a roadmap that would help libraries take advantage of future opportunities, particularly in the event that the level of resources increases or decreases.

Chairman Pickett thanked Ms. Bundy and the system coordinators for the report. Ms. Rudd added that she and/or Deborah Littrell will be attending the fall system meetings in an effort to gain additional input for the Study of Public Library Development in Texas.

3. REPORT ON THE ACTIVITIES OF THE TEXAS HISTORICAL RECORDS ADVISORY BOARD.

Martha Doty Freeman addressed the commission and reported on the activities of the Texas Historical Records Advisory Board (THRAB). There are two new board members: Cynthia Beeman, Director of History Programs at the Texas Historical Commission, and Houston McGaugh, Director of the Star of the Republic Museum in Washington, Texas. Ms. Freeman discussed the outcomes of focus group meetings that THRAB held throughout Texas over the past few years. During these meetings, several issues were identified, including:

  • Many participants expressed frustration with local officials, particularly those on the county level, who control funding for the preservation of records but who don't seem to fully appreciate the value of the records. THRAB member, Richard Hooverson, developed a presentation to inform county commissioners of THRAB's interest in the preservation of their records, and to identify other mutual interests shared by THRAB and these county organizations. THRAB is currently working to identify six (6) counties where they can begin making these presentations to the county commissioners.
  • Focus group participants expressed a need for ongoing training. THRAB is coordinating with Suzanne Campbell, an archivist at San Angelo State University, to sponsor a training session for individuals from various counties in that area. Marlan Green, preservation field services officer with Amigos Library Services, will be providing a one-day program on preserving historical records and archival holdings.
  • THRAB coordinator, Chris LaPlante, and THRAB member, Cecilia Aros Hunter, are investigating a possible collaboration with Amigos Library Services on a grant proposal to the Institute of Museum and Library Services for a multi-year training program.
  • THRAB is participating in the planning of a forum to be held in Dallas in November, called "Alliance for Response." People from cultural institutions will be meeting with first responders to share information about the needs of each group.
  • THRAB has actively communicated with the General Land Office (GLO) concerning GLO's efforts to raise funds for the preservation of its archives. During the 78th Legislature, GLO's Government Relations Division was successful in making archives programs eligible for participation in the State Employee Charitable Campaign. THRAB proposes that the Texas State Library and Archives Commission may want to consider participating in the campaign as well.

In response to a question from the commission, Ms. Freeman stated that the training session mentioned earlier is taking place in Tom Green County, and that notifications about the session were sent to individuals in several different counties.

Vice-Chairman Carr asked about the demographics of the counties that do not show much interest in the preservation of their records. Ms. Freeman responded that, with respect to preservation of records, there seems to be more accountability in the counties with smaller populations. In those counties, there may be a greater percentage of citizens who have direct contact with the records, and this may result in a higher level of interest and investment in the records compared to other counties. Ms. Freeman added that having an outside party, such as THRAB, show interest in the preservation of a county's records may improve the interest level of that county.

4. PUBLIC COMMENT.

There was no public comment.

5. ADOPTION OF COMMEMORATIVE RESOLUTIONS.

Chairman Pickett read aloud the resolutions commemorating the retirement of the following TSLAC staff, who were present at the meeting: Edward Seidenberg, Chris LaPlante, Peggy Oakley, Linda Buie, and Doris Drummond. Chairman Pickett acknowledged the retirement of the following TSLAC staff, who were not present at the meeting: Carolyn Foster, Roy Bowden, Harriett Roberts, Donaly Brice, Jean Carefoot, LaFaye Black, Patricia Williams, Bill Boyd and Steve Hall.

Commissioner Sanders moved to approve the resolution commemorating Linda Buie on her retirement; Commissioner Holland seconded. Motion passed.

Vice-Chairman Carr moved to approve the resolution commemorating Doris Drummond on her retirement; Commissioner Brisack seconded. Motion passed.

Commissioner Brisack moved to approve the resolution commemorating Peggy Oakley on her retirement; Commissioner Holland seconded. Motion passed.

Vice-Chairman Carr moved to approve the resolution commemorating Chris LaPlante on his retirement; Commissioner Sanders seconded. Motion passed.

Commissioner Holland moved to approve the resolution commemorating Ed Seidenberg on his retirement; Commissioner Brisack seconded. Motion passed.

The commission jointly moved to approve the resolutions commemorating the retirements of Carolyn Foster, Roy Bowden, Harriett Roberts, Donaly Brice, Jean Carefoot, LaFaye Black, Patricia Williams, Bill Boyd and Steve Hall; no second needed. Motion passed.

6. ADOPTION OF COMMEMORATIVE RESOLUTION HONORING THE 40TH ANNIVERSARY OF THE RECORDING LIBRARY FOR THE BLIND AND PHYSICALLY HANDICAPPED IN MIDLAND, TEXAS.

Vice-Chairman Carr read aloud the resolution honoring the 40th anniversary of the Recording Library for the Blind and Physically Handicapped, located in Midland, Texas. Vice-Chairman Carr moved to approve the resolution; Commissioner Sanders seconded. Motion passed.

7. REPORT OF THE DIRECTOR AND LIBRARIAN.

Director and Librarian Peggy D. Rudd reported on the following topics:

  • Study of Public Library Development in Texas
  • TexShare Database Fees
  • Libraries – License to Read license plate status
  • Library of Texas Resource Discovery Service
  • TLA Annual Conference in 2004
  • FY 2004 Loan Star Libraries grant awards
  • New TSLAC brochure
  • Various meetings and speaking engagements

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

There were no contracts.

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

Director and Librarian Peggy D. Rudd reviewed the following gifts:

The Talking Book Program received an unrestricted $8,674.41 donation deposited on August 18, 2003, from the estate of Mrs. Ann Bowman Lee. Mrs. Lee left money to the Talking Book Program because her late husband, Joseph, had been a TBP patron many years ago. Earlier this year, the


Talking Book Program received a bequest of $7,768 from this estate.

The Talking Book Program received an unrestricted $5,120 donation deposited on August 27, 2003, from the estate of Col. Jesse Gorham Hill. Col. Hill's wife, Rose, was a patron of the Talking Book Program for many years before she died. Last year, the Talking Book Program received a


$136,000 bequest from this estate. Col. Hill left most of his estate to vision and educational programs.





Commissioner Brisack moved to approve the gifts; Commissioner Sanders seconded. Motion passed.

10. DISCUSS AND APPROVE AUDIT COMMITTEE RECOMMENDATIONS ON THE INTERNAL AUDIT OF TSLAC GRANTS MADE TO THE CENTRAL TEXAS LIBRARY SYSTEM.

Commissioner Sanders moved that the full commission accept the Internal Audit of TSLAC Grants Made to the Central Texas Library System; no second needed. Motion passed.

Vice-Chairman Carr suggested that it might be more convenient for the internal auditor if the Audit Committee report was moved toward the top of future meeting agendas. Chairman Pickett concurred with the suggestion and noted that in meetings past, this item had been placed near the top of the agenda.

11. CONSIDER AUTHORIZATION TO PUBLISH PROPOSED NEW RULES 13 TAC § 8.3 RELATING TO MEMBERSHIP IN THE TEXSHARE LIBRARY CONSORTIUM.

Beverley Shirley addressed the commission and answered questions concerning the proposed new rule, relating to membership in the TexShare Library consortium.





Vice-Chairman Carr made two editing suggestions to the proposed new rules.

Michael Heskett made an editing suggestion to the proposed rules.

Commissioner Brisack made an editing suggestion to the proposed rules.

Commissioner Brisack moved to approve publication of the proposed new rules with changes; Vice-Chairman Carr seconded. Motion passed.





12. CONSIDER AUTHORIZATION TO PUBLISH PROPOSED NEW RULES 13 TAC §§ 2.170-2.175 RELATING TO THE TEXAS READS GRANT PROGRAM.

Deborah Littrell addressed the commission and answered questions concerning the proposed new rules, relating to the Texas Reads Grant Program.

Vice-Chairman Carr moved to approve publication of the proposed new rules; Commissioner Sanders seconded. Motion passed.

13. TOUR OF THE TALKING BOOK PROGRAM RECORDING STUDIO.

Ava Smith addressed the commission and gave introductory remarks before giving the commissioners a tour of the Talking Book Program Recording Studio.

Before leaving for the tour, Chairman Pickett thanked Michael Heskett for his work as acting assistant state librarian during the month of September, as well as Diana Houston for her work as acting director of Archives and Information Services during the month of September.

The commission then proceeded to tour the Talking Book Program Recording Studio. After the tour, the commission returned to the meeting room. Commissioner Sanders moved to adjourn the meeting; Commissioner Brisack seconded. Motion passed. With no further business, Chairman Pickett adjourned the meeting at 3:05 p.m.

Respectfully submitted,




Peggy D. Rudd


Director and Librarian

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