Texas State Library and Archives Commission


Monday , May 24, 2004


Minutes

The Texas State Library and Archives Commission (TSLAC) was scheduled to meet on Monday, May 24, 2004, at 11:45 a.m., at the State Records Center on Shoal Creek in Austin, TX.





Commissioners Present:


Sandra J. Pickett, Chairman


Elizabeth Sanders


Sandra Holland


Diana Rae Hester Cox


Martha Doty Freeman


Cruz G. Hernandez





Commissioners Absent:


Chris A. Brisack, Vice-Chairman





Staff Present:


Peggy D. Rudd, director and librarian


Edward Seidenberg, assistant state librarian


Michael Heskett, director, State and Local Records Management


Ava Smith, director, Talking Book Program


Deborah Littrell, director, Library Development


Donna Osborne, director, Administrative Services


Chris LaPlante, director, Archives and Information Services


Russlene Waukechon, database coordinator, Library Resource Sharing


Erica McKewen, communications officer


Liz DeMoss, executive assistant





Guests Present:


Joel Desmarais, internal auditor, Jefferson Wells, Inc.


Scott Beilke, Jefferson Wells, Inc.


Wade Patton, Legislative Budget Board


Hayden Childs, Legislative Budget Board


Natasha Rosofsky, Legislative Budget Board


Kathryn Sturtz, coordinator, Alamo Area Library System


Jerry Tucker, Office of the Governor

A quorum being present, Chairman Pickett called the meeting to order at 12:42 p.m., following the meeting of the Audit Committee. Before moving to the first agenda item, Chairman Pickett welcomed commissioners, staff, and guests.

1. APPROVE MINUTES OF MARCH 19, 2004, COMMISSION MEETING.

Commissioner Hernandez moved to approve the minutes of the March 19, 2004, Commission meeting; Commissioner Holland seconded. Motion passed.

2. PUBLIC COMMENT.

No one addressed the commission during Public Comment.




3. REVIEW OF CONSENT AGENDA: NON-SUBSTANTIVE CORRECTIONS IN OTHER AGENDA ITEMS SUCH AS SPELLING, NUMBERING, PUNCTUATION, GRAMMATICAL, OR OTHER REVISIONS.

Chairman Pickett, Commissioner Freeman, and Commissioner Cox submitted suggestions for the Strategic Plan FY05-09. Ed Seidenberg discussed additional corrections that would be made.

4. DISCUSS AND APPROVE AUDIT COMMITTEE RECOMMENDATIONS REGARDING THE INTERNAL AUDIT OF INDIRECT AND DIRECT ADMINISTRATIVE COST CHARGED TO FISCAL YEAR 2003 GRANTS.

Commissioner Sanders discussed the items covered at the May 24, 2004 Audit Committee meeting Commissioner Sanders moved that the full commission accept the Internal Audit of Indirect and Direct Administrative Cost Charged to Fiscal Year 2003; no second was required. Motion passed.

Commissioner Sanders announced that the Audit Committee recommends that the commission enter into negotiation to extend their contract with Jefferson Wells, Inc. Sanders moved that the commission enter into negotiations to extend their contract with Jefferson Wells, Inc.; no second was required. Motion passed.

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

Ed Seidenberg requested the commission’s approval of contracts greater than $100,000.00

Mr. Seidenberg recommended the approval of TexShare database contract renewals with EBSCO, Gale Group, ProQuest Information and Learning Company, Teton Date (Stat!Ref), and TD Net, Ltd., for a total of $5,427,047.

Commissioner Cox moved to approve database contracts greater than $100,000, not to exceed $5.4 million; Commissioner Hernandez seconded. Motion passed.

Mr. Seidenberg requested that the commission approve the amendment of Interlibrary Loan (ILL) contracts. This year, the centers experienced a large increase in usage. Therefore, the centers need additional funds for the remainder of FY04. Mr. Seidenberg recommended approval to add approximately $25,000 to the contracts.

Commissioner Sanders moved to approve the amendment of the FY04 Contract for the TexNet Centers not to exceed $1,945,000. Commissioner Cox seconded. Motion passed.

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

Ed Seidenberg requested the commission's approval to accept the following gifts:

The Talking Book Program received a gift of $500.00 from Mr. Benjamin O. Leff of Houston. Mr. Leff is 85 years old and a patron who has been with the program since 1999. He gave the gift in appreciation for being able to read even though he has macular degeneration.

The Talking Book Program received a second gift, of $2,000.00 from Janice Redman. Ms. Redman lives in El Paso, is 79, and lost her sight suddenly 3-1/2 years ago. She has been a patron since 2001. Talking book service has been one way that she has been able to tolerate her blindness. She has two dogs, which she says also like the talking books. She says they appreciate hearing other voices than hers!

The Talking Book Program received a $5,000 gift from the Tocker Foundation. The gift is designated for conversion of analog masters to digital masters. Since 1978, the Talking Book Program’s Volunteer Recording Studio has recorded over 6,000 books. The master recordings from these sessions are on reel-to-reel tape, stored in cardboard boxes. Most of the masters are housed at the Circulation Department on Shoal Creek Blvd.

This gift will enable the staff to convert reel-to-reel tapes over to digital files that will be stored on a computer server. The funds will be used to purchase the conversion software and to reconfigure equipment. Besides better sound quality for future copies made from the new masters, staff hope to eliminate problems of climate control, deterioration of older masters due to tape disintegration, and the need for large areas of storage space at an off-site location.

The Genealogy Collection received three donations of census microfilm from Mr. Brent T. Lockwood during this quarter. The gifts have a cumulative value of $680.00. Specifically, these materials are:


- 1930 Florida, 5 reels of film at $34.00 each = $170.00, Received April 22, 2004


- 1920 Minnesota, 5 reels of film at $34.00 each = $170.00, Received April 28, 2004


- 1930 Florida, 10 reels of film at $34.00 each = $340.00, Received May 4, 2004.

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

7. REPORT OF THE DIRECTOR AND LIBRARIAN.

Peggy Rudd announced that the commission received a Gold Safety Award from the State Office of Risk Management.

She informed the commission of a report, received from the Bill and Melinda Gates Foundation, reporting on the equality of computer access and the role of public libraries, in which she was quoted and the commission very prominently mentioned.

Ms. Rudd reported that the Legislative Budget Board (LBB) will be conducting a performance review of reports state agencies are required to submit and retain. TSLAC was chosen as the first agency to study because of our records management programs. Ed Seidenberg will be the point person in our staff. Wade Patton and Hayden Childs will be the LBB staff members working on this report. Ms. Rudd welcomed them to the commission meeting.

Chairman Pickett invited Mr. Patton and Mr. Childs to speak. Mr. Childs stated that they are looking forward to working with the TSLAC and appreciate their cooperation.

Ms. Rudd introduced Jerry Tucker from the Office of the Governor and Natasha Rutofsky from the LBB.





8. REVIEW AND APPROVE THE PROPOSED INTERNET SAFETY POLICY.

Chris LaPlante reported that due to the commission’s participation in federal programs that allow us to apply for discounts on telephone and Internet rates, we are required to comply with the Children’s Internet Protection Act (CIPA). The commission must adopt, and have in place by July 1, 2004, an Internet Safety


Policy.





Mr. LaPlante discussed the draft policy and answered questions from the commission. Commissioner Hernandez expressed concern that legal counsel had not reviewed the policy.

Commissioner Sanders moved that the Internet Safety Policy be approved with the requirement that it is reviewed and approved by legal counsel and any non-substantive changes be brought to the commission for approval; Commissioner Cox seconded. Motion passed.

9. DISCUSSION AND APPROVAL OF AGENCY STRATEGIC PLAN FOR FISCAL YEARS 2005 - 2009.

Peggy Rudd opened the floor for discussion. Commissioners Cox and Hernandez commended the writers of the strategic plan. Commissioners Pickett and Freeman submitted written amendments.

Ms. Rudd reminded the commissioners that the final date to submit revisions to the Strategic Plan would be June 1, 2004. The final copy of the strategic plan would be distributed to commissioners at the following commission meeting.

Commissioner Cox moved to approve the Agency Strategic Plan for Fiscal Years 2005–2009; Commissioner Sanders seconded. Motion passed.

10. REVIEW OF FISCAL YEARS 2004 – 2005 AGENCY BUDGET AND DISCUSSION OF TIMELINES AND OTHER ISSUES RELATED TO THE PREPARATION OF THE LEGISLATIVE APPROPRIATIONS REQUEST FOR FISCAL YEARS 2006 – 2007.

Ed Seidenberg announced that at the next commission meeting, August 2, 2004, the commission would be presenting their budget proposal, referred to as our Legislative Appropriations Request (LAR), for FY2006-2007.

Mr. Seidenberg reviewed the agency’s budget for FY2004-2005, which would be the basis for developing the FY2006-2007 LAR. He then answered questions from the commission.

11. AUTHORIZATION TO PUBLISH PROPOSED RULE REVIEW OF CHAPTER 1, LIBRARY DEVELOPMENT.

Deborah Littrell reported that state agencies are required to periodically review their administrative rules to determine if there is any justification for those rules. It is now time to review Title 13, Chapter 1 rules. They cover things such as the qualifications for major resource center memberships, our federal programming, and certain grants that the commission awards.

Ms. Littrell requested permission to publish the review of Title 13, Chapter 1.

Commissioner Holland moved that the commission grant authorization to publish the proposed rule review of Title 13, Chapter 1, Library Development; Commissioner Hernandez seconded. Motion passed.

12. REVIEW AND APPROVE FY05 SCHEDULE OF PROPOSED FEES FOR MICROGRAPHICS AND IMAGING SERVICES.

Michael Heskett addressed the commission regarding the proposed fee schedule for micrographic and imaging services for FY05. The schedule includes a 25-cent increase in the hourly rate for document preparation and a reduction in postage rates.

Commissioner Sanders moved that the commission approve the FY05 Schedule of proposed fees for micrographics and imaging services; Commissioner Freeman seconded. Motion passed.

There being no further business, Chairman Pickett adjourned the meeting at 2:30 p.m.

Respectfully submitted,

Peggy D. Rudd


Director and Librarian

PDR:ecd

 

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