Texas State Library and Archives Commission


Monday , August 2, 2004


Minutes

The Texas State Library and Archives Commission (TSLAC) met at 9:15 a.m., Monday, August 2, 2004 at the State Capitol Extension, Room E1.012, Austin, TX.

Commissioners Present:


Sandra J. Pickett, Chairman


Chris A. Brisack, Vice-Chairman


Elizabeth Sanders


Sandra G. Holland


Diana Rae Hester Cox


Cruz G. Hernandez


Martha Doty Freeman

Commissioners Absent:


none





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


Beverley Shirley, director, Library Resource Sharing


Manuel Alvarez, director, Information Resource Technologies


Margaret Whitehead, library systems administrator, Library Development


Erica McKewen, communications officer


Neal Chapman, records center services manager, State and Local Records Management


Liz DeMoss, executive assistant





Guests Present:


Joel Desmarais, Jefferson Wells, Inc.


Kathryn Sturtz, Alamo Area Library System


Bill Bonham, Texas Building and Procurement Commission


Steve Huber, Texas Building and Procurement Commission


Gloria Meraz, Texas Library Association


Irene Lambert, North Texas Regional Library System


Larry Lambert, Wichita Falls Public Library


Barbara Chayer, North Texas Regional Library System


Eugene Stockton, North Texas Regional Library System


Suzette Shaeffer, Saginaw Public Library


Randolph B. Shaeffer, North Texas Regional Library System


Dee Brock, North East Texas Library System


Cathy Dean, Library Friends, Trustees, and Advocates Roundtable of Texas Library Associations


David Price, Burnet County Library


Tom Moran, Austin Public Library


Ann Crockett, Houston Area Library System


Bill Crockett, Houston Area Library System

A quorum being present, Chairman Pickett called the meeting to order at 9:16 a.m., following the meeting of the Audit Committee. Chairman Pickett welcomed commissioners, staff, and guests. Before moving to the first item on the agenda, Chairman Pickett noted that there would be changes in the order of the agenda to accommodate scheduling conflicts.

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

Chairman Pickett noted changes to the Audit Committee minutes.


Commissioner Sanders moved to approve the minutes of the May 24, 2004 Audit Committee, as amended; Commissioner Hernandez seconded. Motion passed.

Commissioner Cox moved to approve the minutes of the May 24, 2004 Full Commission Meeting; Commissioner Holland seconded. Motion passed.

2. PUBLIC COMMENT.

No one addressed the commission during Public Comment.

3. RECEIVE INFORMATIONAL PRESENTATION "IN PRAISE OF PARTNERSHIPS."

Dee Brock, chair, Northeast Texas Library System Advisory Council, presented position paper, “In Praise of Partnerships,” outlining ways TSLAC and library systems might more effectively work together.

4. ADOPTION OF COMMEMORATIVE RESOLUTION ON THE RETIREMENT OF NEAL CHAPMAN.

Chairman Pickett read aloud the resolution commemorating the retirement of Neal Chapman.

Commissioner Sanders moved to approve the resolution commemorating Neal Chapman on his retirement; Commissioner Holland seconded. Motion passed.

5. REPORT OF THE DIRECTOR AND LIBRARIAN.

Peggy Rudd addressed the commission and reported on the following:

· The loan history and partnership between TSLAC and the Bob Bullock Texas State History Museum


· Letter from David Price of the Burnett County Library System


· TexShare


· Building Study by the Texas Building and Procurement Commission


· The collaboration of the Friends of Libraries and Archives of Texas with Texas Stories radio


· Various meetings and speaking engagements

6. DISCUSS AND APPROVE AUDIT COMMITTEE RECOMMENDATIONS ON:


A. INTERNAL AUDIT PLAN, RISK ASSESSMENT, AND INTERNAL AUDIT GUIDELINES FOR FISCAL YEAR 2005.


B. PROPOSAL FOR INTERNAL AUDITING SERVICES FOR FISCAL YEAR 2005.


C. FRAUD PREVENTION INITIATIVE.

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 Plan, Risk Assessment, and Internal Audit Guidelines for Fiscal Year 2005; no second was required. Motion passed.

Commissioner Sanders moved that the full commission accept the proposal for Internal Auditing Services for Fiscal Year 2005; no second was required. Motion passed.




7. REPORT OF THE TEXAS BUILDING AND PROCUREMENT COMMISSION STUDY OF THE FACILITY NEEDS OF THE STATE LIBRARY AND ARCHIVES COMMISSION.

Bill Bonham and Steve Huber presented the findings of a study that was done on the Texas State Library and Archives Commission facilities. The study concluded that the needs of the agency could be met by renovating the Lorenzo de Zavala building, in a phased manner over a thirty-six to forty-two month period, at an estimated cost of fifteen million dollars. Mr. Bonham reported that they anticipated the addition of fifty thousand cubic feet to the archival area and voiced other tentative plans, adding that there were not yet any actual architectural plans.

A recess was called at 10:21 a.m. The meeting was reconvened at 10:41 a.m.

8. REVIEW AND APPROVE LEGISLATIVE APPROPRIATIONS REQUEST FOR FISCAL YEARS 2006-2007.

Edward Seidenberg reported that the agency had received a policy letter in June that directed them to submit a FY ‘06-‘07 base budget at 95% of their previous budgets. The amounts shown on the Legislative Appropriations Request (LAR) outline estimated costs of upcoming items, based on the previous biennium’s expenditures.

See the attached LAR review, as presented to the commission on August 2, 2004, for further details.

The floor was opened up for further questions, there being none, Mr. Seidenberg continued, describing the agency’s exceptional items, or money that the agency would be requesting above their assigned amount. The first exceptional item requested by the agency will be the reinstatement of the 5% of the budget cut, matching that of the previous biennium. The second is a request of a cumulative fifteen million for the TexShare consortium and the third is a cumulative eleven million to help fund Lone Star Libraries grants. The final exceptional item included in the LAR is a cumulative $21.2 million to fund the renovation of TSLAC facilities.

After much discussion, Commissioner Brisack moved to review and approve the Legislative Appropriations Act Request for Fiscal Years 2006-2007. Commissioner Cox seconded. Motion Passed.

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

Chris LaPlante requested the commission’s approval to accept the following gifts:

On May 18, 2004, the Archives and Information Services division received a donation of $500 from the Fleur-de-Lis Chapter of the Huguenot Society of Texas to be used for the purchase of library materials for the Genealogy Library.

On June 15 and July 2, 2004, Mr. Brent Lockwood donated a total of 20 reels of the 1930 Census Microfilm with a total value of $680.00 to the Archives and Information Services division. The reels consisted of 15 reels for Florida and 5 reels for Indiana.

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

The State and Local Records Management Program received $4,400.00 from AT&T Wireless Services. This is an annual donation to the agency for the inconvenience of having a cellular phone tower on agency property located at 4400 Shoal Creek Blvd., in Austin, Texas. This donation is in conjunction with an easement and lease agreement made with the General Land Office.

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

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

Beverley Shirley requested the commission’s approval of the following contracts greater than $100,000:

Amigos Library Services, Inc., for inter-library loan services to the Texas Group. This is a renewal of the current contract, and will not exceed $450,000. The term of the contract will be September 1, 2004 - August 31, 2005.

Amigos Library Services, Inc., for courier services required to carryout the inter-library loan program for TexShare members. This is a renewal of the current contract, and will be in the amount of $143,785. The term of the contract will be September 1, 2004 – August 31, 2005.

Amigos Library Services, Inc., serving as an agent for the netLibrary e-Book services. This is an existing contract with an expiration date of August 31, 2004. The agency now anticipates that the contract will exceed $100,000. The contract amount will not exceed $200,000.

Amigos Library Services, Inc., serving as an agent for the netLibrary e-Book services. This will be a renewal of the above contract, for the term September 1, 2004 - August 31, 2005. The contract amount is not to exceed $200,000.

Commissioner Brisack moved to approve contracts greater than $100,000. Commissioner Holland seconded. Motion Passed.

11. APPROVE GRANTS TO LIBRARIES FOR STATE FISCAL YEAR 2005:


A. INTERLIBRARY LOAN GRANTS


B. TEXAS LIBRARY SYSTEM GRANTS


C. TECHNICAL ASSISTANCE NEGOTIATED GRANTS


D. LOAN STAR LIBRARIES GRANTS

Beverley Shirley requested the commission’s approval of contracts for TexNet Interlibrary Loan Centers for a total amount not to exceed $2,110,604.

Commissioner Brisack moved to approve contracts for TexNet Interlibrary Loan Centers for a total amount not to exceed $2,110,604. Commissioner Freeman seconded. Motion Passed.

Deborah Littrell requested the commission’s approval of Texas Library System contracts for Fiscal Year 2005.

Commissioner Brisack moved to approve Texas Library System contracts for Fiscal Year 2005. Commissioner Sanders seconded. Motion Passed.

Ms. Littrell requested the commission’s approval for Technical Assistance Negotiated Grants for Fiscal Year 2005.

Commissioner Cox moved to approve Technical Assistance Negotiated Grants for Fiscal Year 2005. Commissioner Sanders seconded. Motion Passed.

Ms. Littrell requested the commission’s approval for Fiscal Year 2005 Loan Star Libraries Grant Program awards over $100,000. Commissioner Freeman asked what libraries had used their grants for in the past. Ms. Littrell responded that they were permitted to use grants for any normal function of the library, outside of building renovation or vehicle purchase.

Commissioner Sanders moved to approve Loan Star Libraries Grant Program awards over $100,000 for Fiscal Year 2005. Commissioner Holland seconded. Motion Passed.

Chairman Pickett called a recess for lunch at 12:00 p.m. The meeting was reconvened at 12:47 p.m.

12. CONSIDER APPEALS REGARDING STATUS OF MEMBERSHIP IN THE TEXAS LIBRARY SYSTEM FOR FY05; THIS WILL INCLUDE THE PUBLIC LIBRARIES IN ASPERMONT, CORSICANA, SAN BENITO, AND NIXON.

Deborah Littrell recommended, on behalf of the Library Systems Act Advisory Board and TSLAC staff, that the system membership of Aspermont Stonewall County Public Library, Corsicana Public Library, San Benito Public Library, and Nixon Public Library be reinstated.

Commissioner Hernandez moved to reinstate the membership of Aspermont Stonewall County Public Library. Commissioner Sanders seconded. Motion Passed.

Commissioner Cox moved to reinstate the membership of Corsicana Public Library. Commissioner Brisack seconded. Motion Passed.

Commissioner Hernandez moved to reinstate the membership of San Benito Public Library on the condition their acting director, Gerardo Salazar, would have his Master of Library Science degree completed by August 2005. Commissioner Brisack seconded. Motion Passed.

Commissioner Freeman moved to reinstate the membership of Nixon Public Library. Commissioner Holland seconded. Motion Passed.

12. RECEIVE AND ACCEPT THE TEXAS PUBLIC LIBRARY STANDARDS, AS ADOPTED BY THE TEXAS LIBRARY ASSOCIATION.

Deborah Littrell requested the acceptance of the Texas Public Library Standards, as adopted by the Texas Library Association. Commissioner Brisack made a non-substantive editorial change.

Commissioner Holland moved to accept the Texas Public Library Standards. Commissioner Brisack seconded. Motion Passed.

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

Michael Heskett reviewed the schedule of proposed fees for records storage services and asked that the commission approve the flexibility to lower fees if warranted by due cause.

Commissioner Hernandez moved to approve the records storage fee schedule as presented. Commissioner Sanders seconded. Motion Passed.

14. CONSIDER ADOPTION OF RULE REVIEWS OF CHAPTER 1, LIBRARY DEVELOPMENT, AND CHAPTER 4, SCHOOL LIBRARIES.

Deborah Littrell informed the commission that the review of chapters one and four has been completed and it was determined that these chapters still have a need to exist. Ms. Littrell asked for the commission’s approval to readopt these chapters.

Commissioner Sanders moved to readopt Chapter 1, Library Development, and Chapter 4, School Libraries. Commissioner Holland seconded. Motion Passed.

15. CONSIDER AUTHORIZATION TO PUBLISH PROPOSED NEW 13 TAC 1.48 CONCERNING THE CRITERIA FOR DESIGNATING A MAJOR RESOURCE CENTER.

Deborah Littrell asked that the commission authorize the publication of proposed new 13 TAC 1.48 concerning the criteria for designating a Major Resource Center. The proposed new 13 TAC 1.48 outlines the responsibilities libraries are agreeing to as Major Resource Centers and, as such, leaders of their systems, offering a great deal of technical support.

Commissioner Cox moved to approve the authorization to publish proposed new 13 TAC 1.48. Commissioner Sanders seconded. Motion Passed.

16. CONSIDER AUTHORIZATION TO PUBLISH PROPOSED AMENDED 13 TAC 1.63 CONCERNING THE CRITERIA FOR DEMONSTRATING FISCAL AND ADMINISTRATIVE RESPONSIBILITY.

Deborah Littrell requested the authorization to publish the proposed amended 13 TAC 1.63 concerning the criteria for demonstrating fiscal and administrative responsibility.

Commissioner Brisack moved to authorize the publication of proposed amended 13 TAC 1.63. Commissioner Sanders seconded. Motion Passed.

17. CONSIDER APPOINTMENTS TO THE LIBRARY SYSTEMS ACT ADVISORY BOARD.

Deborah Littrell informed the commission that Lucille Dade and Alice W. Specht, of the Library Systems Act Advisory Board, had reached the end of their terms and were up for renewal. Both members being willing to serve a second term, Ms. Littrell asked that the commission approve their renewal.

Commissioner Holland moved to support the reappointment of Ms. Dade and Ms. Specht to the Library Systems Act Advisory Board. Commissioner Brisack seconded. Motion Passed.




18. CONSIDER AUTHORIZATION TO PUBLISH PROPOSED AMENDMENTS TO 13 TAC 8.3 AND 8.5 CONCERNING THE MEMBERSHIP IN THE TEXSHARE LIBRARY CONSORTIUM.

Beverley Shirley requested the authorization to publish the proposed amendments to 13 TAC 8.3 and 8.5 concerning membership in the TexShare Consortium.

Commissioner Hernandez moved to authorize the publication of proposed amendments 13 TAC 83 and 8.5. Commissioner Brisack seconded. Motion Passed.

20. CONSIDER APPOINTMENTS TO THE TEXSHARE ADVISORY BOARD.

Beverley Shirley requested the commission’s approval of Maurice Fortin, Nancy Anderson, Steve Brown, and Kathy Hoffman as appointments to the TexShare Advisory Board.

Commissioner Holland moved to approve the appointments to the TexShare Advisory Board. Commissioner Cox seconded. Motion Passed.




There being no further business, Chairman Pickett adjourned the meeting at 1:51 p.m.

Respectfully submitted,

Peggy D. Rudd


Director and Librarian

PDR:ecd

 

 

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