Texas State Library and Archives Commission


Friday, January 30, 2004


Minutes

The Texas State Library and Archives Commission (TSLAC) was scheduled to meet on Friday, January 30, 2004, at 11:45 a.m., at the Wells Branch Community Library in Austin, TX.





Commissioners Present:


Sandra J. Pickett, Chairman


Elizabeth Sanders


Sandra Holland


Chris A. Brisack, Vice-Chairman


Diana Rae Hester Cox


Martha Doty Freeman


Cruz G. Hernandez





Commissioners Absent:


None

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


Deborah Littrell, director, Library Development


Donna Osborne, director, Administrative Services


Chris LaPlante, director, Archives and Information Services


Ann Mason, TexShare Coordinator, Library Resource Sharing


Erica McKewen, communications officer


Regina Miles, executive assistant





Guests Present:


Gwen Land, internal auditor, Jefferson Wells, Inc.


Scott Beilke, Jefferson Wells, Inc.


Peggy Gibson, Central Texas Library System Advisory Council


Michelle Panes, WBC FOC


Dianne Koehler, president, Wells Branch Community Library Board of Trustees


Dave Richards, retiree, Texas State Library and Archives Commission

A quorum being present, Chairman Pickett called the meeting to order at 12:40 p.m., following the meeting of the Audit Committee. Before moving to the first agenda item, Chairman Pickett welcomed new Commissioners Hernandez and Freeman.

1. APPROVE MINUTES OF NOVEMBER 7, 2003 AUDIT AND COMMISSION MEETINGS.

Commissioner Brisack moved to approve the minutes of the November 7, 2003, Audit and Commission meetings; Commissioner Sanders seconded. Motion passed.

2. PUBLIC COMMENT.

Peggy Gibson addressed the commission and, as a representative of the Texas Library System, gave a report of the Systems. Ms. Gibson's report included the following subjects:

§ Appreciation of the Texas State Library's confirmation to allow system members to purchase popular fiction and non-fiction for their collections.


§ The system planning process begins with the expressed needs of members. Since members' needs vary from system to system, there is a uniqueness to the development and approach of systems' individual operations. This process has resulted in system members developing a strong sense of ownership within their system. As required by the Library Systems Act, advisory council members, lay representatives and librarians are all fully involved in the system planning process. For example, Ms. Gibson noted that the Central Texas Library System (CTLS) has a planning committee composed of the advisory council and seven (7) member librarians serving two-year terms. The group meets several times per year. Each year, CTLS holds five (5) regional meetings of librarians and lay representatives to help develop their biennial budget and plans of service. This year, CTLS has surveyed system member three (3) times to determine their needs in response to proposed programs.

Ms. Gibson also announced that at the next commission meeting, a system representative will give a report on some of the innovations for improving libraries that some of the systems are launching. Ms. Gibson expressed her appreciation for the opportunity to speak before the commission. Chairman Pickett thanked Ms. Gibson for her report.

Ms. Rudd commented on the topic of systems being granted permission to purchase popular fiction for their libraries. She explained that the overarching issue was that TSLAC had encouraged the system coordinators to more specifically target the purposes of the Library Services and Technology Act (LSTA) and to work with their local member libraries to ensure that the broader community is benefiting from their decisions and/or actions.

3. ADOPTION OF COMMEMORATIVE RESOLUTIONS.

Chairman Pickett read aloud the resolution commemorating the retirement of TBP staff member, Dave Richards. Commissioner Cox moved to adopt the resolution; Commissioner Holland seconded. Motion passed.

Commissioner Freeman read aloud the resolution honoring former commissioner Kenneth R. Carr for his service on the Texas State Library and Archives Commission. Commissioner Sanders moved to adopt the resolution; Commissioner Holland seconded. Motion passed.

Commissioner Sanders read aloud the resolution commemorating the 100th anniversary of the Houston Public Library. Commissioner Brisack moved to adopt the resolution; Commissioner Cox seconded. Motion passed.

Chairman Pickett read aloud the resolution commemorating the grand opening of the new Wells Branch Community Library facility. Dianne Koehler pointed out that the library opened in 1998, not in 1999 as the resolution reads. Commissioner Hernandez moved to adopt the resolution; Commissioner Cox seconded. Motion passed.

4. APPOINTMENTS OF COMMISSION OFFICERS, LIAISONS, AND AUDIT COMMITTEE.

Chairman Pickett made the following appointments:

§ Commissioner Brisack will serve as Vice-Chairman. The appointment is being made in an even-numbered year and requires a motion. Thus, Commissioner Holland moved to approve the appointment; Commissioner Sanders seconded. Motion passed.


§ Commissioner Sanders will continue to serve as Chairman of the Audit Committee.


§ Commissioner Holland will continue to serve on the Audit Committee.


§ Commissioner Hernandez will serve on the Audit Committee.


§ Commissioner Freeman will serve as commission liaison to the Texas Historical Records Advisory Board.


§ Commissioner Cox will continue to serve as commission liaison to the Friends of Libraries and Archives of Texas.

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

There were no contracts.

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

Chris LaPlante requested the commission's approval to accept the following gift:

The Genealogy Collection of the Archives and Information Services division received the following donations of census microfilm, from the Austin Genealogical Society:

§ 45 reels of 1930 Louisiana census records (received Nov. 4, 2003)


§ 6 reels of 1930 Illinois census records (received Jan. 14, 2004)


§ 3 reels of 1930 Missouri census records (received Jan. 14, 2004)


§ 2 reels of 1920 Pennsylvania census records (received Jan. 6, 2004)


§ 1 reel of 1920 Georgia census records (received Jan. 6, 2004)

The total value of these donations is $1,938.00. The Austin Genealogical Society has generously donated census microfilm to the Texas State Library in the past, including reels for Alaska, Hawaii, Vermont, Arkansas, and Delaware.

Commissioner Hernandez moved to approve acceptance of the gift; Commissioner Brisack seconded. Motion passed.

7. DISCUSS AND APPROVE AUDIT COMMITTEE RECOMMENDATIONS REGARDING THE: A. INTERNAL AUDIT OF THE TSLAC GRANTS MADE TO THE TEXAS PANHANDLE LIBRARY SYSTEM; B. INTERNAL AUDIT OF THE TSLAC GRANTS MADE TO THE WEST TEXAS LIBRARY SYSTEM.

Commissioner Sanders moved that the commission approve the recommendations of the Audit Committee; no seconded needed. The commission voted in favor of the motion. Motion passed.

8. CONSIDER APPEALS OF DECISIONS REGARDING TEXSHARE DATABASE FEE ASSESSMENTS.

Beverley Shirley addressed the commission, reviewed the appeal made by Cameron Public Library regarding the TexShare database fee assessment, and answered questions from the commission. The recommendation of the TexShare Advisory Board was to deny the library's request to have the database fee waived.

Commissioner Hernandez proposed that the commission postpone taking action until the next commission meeting, to allow for further communication with Cameron Public Library, ensuring that library management fully understand their options. Commissioner Hernandez also proposed that Cameron Public Library be invited to attend the next commission meeting.

Commissioner Hernandez moved that the commission not act on the appeal, giving agency staff more time to work with Cameron Public Library; Commissioner Sanders seconded. Motion passed.

9. REPORT OF THE DIRECTOR AND LIBRARIAN.

Peggy Rudd addressed the commission and reported on the following:

· Status of Task Forces Jointly Appointed by TSLAC and TLA


· TexShare


· Interim House Committee Charge


· Texas Library Connection Union Catalog


· Gates Foundation Staying Connected Grant


· Various meetings and speaking engagements

10. DISCUSSION OF TIMELINES AND OTHER ISSUES RELATED TO THE PREPARATION OF THE AGENCY STRATEGIC PLAN FOR FISCAL YEARS 2005-2009, AND THE LEGISLATIVE APPROPRIATIONS REQUEST FOR FISCAL YEARS 2006-2007.

Peggy Rudd addressed the commission and discussed the timeline and planning process for the Agency Strategic Plan and Legislative Appropriations Request. Ms. Rudd also reviewed the agency's progress toward achieving goals set for fiscal years 2003 through 2007.

Commissioner Freeman recommended that, as agency staff prepare the Agency Strategic Plan, comments and feedback should be solicited from the library community as well as other communities that TSLAC serves. Ms. Freeman suggested the following interest groups as potential sources of feedback from the archives community: the regional depositories; Texas State Historical Association; Texas Historical Records Advisory Board. Ms. Rudd concurred with the recommendation and proposed that the draft Plan be made available to interested constituencies for comment.

11. REPORT ON THE PRELIMINARY RESULTS OF THE SURVEY OF ORGANIZATIONAL EXCELLENCE.

Ed Seidenberg addressed the commission and reported on the preliminary results of the survey. TSLAC uses the results to review and improve the management of the agency and to gauge the relationship between management and staff. The survey is conducted every two years, and TSLAC has taken the survey since 1996. Each consecutive survey has shown an improvement in the agency's average score. Portions of the survey results will be incorporated into the Agency Strategic Plan.

12. DISCUSSION AND SCHEDULING OF DATES FOR FUTURE MEETINGS OF THE LIBRARY AND ARCHIVES COMMISSION.

The commission will review the proposed dates and give their preferences to Regina Miles.

13. ORIENTATION TO THE ADMINISTRATIVE RULE PROCESS.

Ed Seidenberg briefly reviewed the handout, "Orientation to the Administrative Rule Process," which the commission received in their notebook of materials. Mr. Seidenberg suggested that the commission retain this document for future reference.

14. CONSIDER ADOPTING NEW RULES 13 TAC §2.59 AND §2.60 CONCERNING THE LOAN AND EXHIBITION OF STATE ARCHIVAL MATERIALS AND FRIENDS GROUPS AND AMENDED RULES 13 TAC §§2.1-2.4, §2.6, §§2.51-2.56, §2.70, AND §2.115 CONCERNING PRINCIPLES AND PROCEDURES OF THE COMMISSION AND PEER REVIEW OF GRANT APPLICATIONS.

Ed Seidenberg addressed the commission and provided background information. Members of the commission made minor syntactical changes to the documents.

Commissioner Freeman raised a concern that new rule 13 TAC §2.59 8B could decrease the agency's control over photographed items, particularly as it relates to being credited for the photographed item(s). Mr. Seidenberg stated the agency might consider an amendment to the rule that would further clarify the procedure. Chairman Pickett concurred with Mr. Seidenberg's suggestion.

Commissioner Brisack moved to approve the adoption of new rules 13 TAC §2.59 and §2.60 and amended rules 13 TAC §§2.1-2.4, §2.6, §§2.51-2.56, §2.70, and §2.115, with corrections; Commissioner Hernandez seconded. Motion passed.

15. CONSIDER ADOPTING REPEAL OF 13 TAC §§2.60-2.64 CONCERNING FRIENDS GROUPS.

Commissioner Cox moved to adopt the repeal of 13 TAC §§2.60-2.64; Commissioner Freeman seconded. Motion passed.

16. CONSIDER ADOPTING AMENDED RULE 13 TAC §8.3 RELATING TO MEMBERSHIP IN THE TEXSHARE LIBRARY CONSORTIUM.

Beverley Shirley addressed the commission and provided background information. Peggy Rudd and members of the commission made minor edits and syntactical changes to the rule. Commissioner Cox moved to adopt amended rule 13 TAC §8.3 with corrections; Commissioner Sanders seconded. Motion passed.

17. CONSIDER ADOPTING AMENDED RULE 13 TAC §6.3 RELATING TO THE RECERTIFICATION OF STATE AGENCY RECORDS SCHEDULES.

Ed Seidenberg addressed the commission and provided background information. Commissioner Hernandez moved to adopt amended rule 13 TAC §6.3; Commissioner Holland seconded. Motion passed.

18. CONSIDER ADOPTING NEW RULES 13 TAC §§2.170-2.175 RELATING TO THE TEXAS READS GRANT PROGRAM.

Deborah Littrell addressed the commission and provided background information. Commissioner Brisack moved to approve adoption of new rules 13 TAC §§2.170-2.175; Commissioner Sanders seconded. Motion passed.

Peggy Rudd announced that reference handbooks had been prepared for the commission members. Materials in the handbook may be periodically updated, and the commission members were encouraged to suggest additional items for inclusion in the handbooks. Chairman Pickett requested that the commissioners be given updated pocket-sized telephone directories. Commissioner Freeman requested that a listing of current legislators be sent to her.

There being no further business, Chairman Pickett adjourned the meeting at 3:50 p.m.

Respectfully submitted,

Peggy D. Rudd


Director and Librarian

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