Texas State Library and Archives Commission


Monday , September 20, 2004


Minutes

The Texas State Library and Archives Commission (TSLAC) met on Monday, September 20, 2004, at 10:17 a.m., in the Library of the Jean and Price Daniel House, located at the Sam Houston Regional Library and Research Center in Liberty, TX.





Commissioners Present:


Sandra J. Pickett, Chairman


Chris A. Brisack, Vice-Chairman


Elizabeth Sanders


Diana Rae Hester Cox


Cruz G. Hernandez


Martha Doty Freeman

Commissioners Absent:


Sandra G. Holland





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


Liz DeMoss, executive assistant

Guests Present:


Ann Crockett, Houston Area Library System


Bill Crockett, Houston Area Library System


Meller Langford Allen, coordinator, Houston Area Library System


J. Andrew Rice, Tarkington Community Library


Ruth Stetson, Tarkington Community Library


Susan Rice, Tarkington Community Library


Chris Nunn, Tarkington Community Library


Marvin A. Rich

A quorum being present, Chairman Pickett called the meeting to order at 10:17 a.m., following the meeting of the Audit Committee. Chairman Pickett welcomed commissioners, staff, and guests, recognizing former commissioner, Marvin Rich, system members, and local library supporters.

1. APPROVE MINUTES OF AUGUST 2, 2004, COMMISSION MEETING.

Changes to the Audit Committee minutes were noted.


Commissioner Sanders moved to approve the minutes of the August 2, 2004 Audit Committee, as amended; Commissioner Brisack seconded. Motion passed.

Changes to the Full Commission Meeting minutes were noted.


Commissioner Sanders moved to approve the minutes of the August 2, 2004 Full Commission Meeting, as amended; Commissioner Brisack seconded. Motion passed.

2. PUBLIC COMMENT.

J. Andrew Rice, representing the Tarkington Community Library, addressed the commission. Mr. Rice first introduced staff present from their library, Ruth Stetson, Chris Nun, and Susan Rice and handed out information on his presentation. He then spoke to the commission about his concerns over the definition of a public library, as set by the agency. Tarkington Community Library is not eligible for system membership because they do not get the designated amount of funding from their local government, but from other sources. Mr. Rice stated that he wished to appeal to the commission for system membership and reinforce that the local government supports their library by more than just financial means.

Ms. Nunn added that the library does fundraising throughout the year, with their largest project in October, although the distributed financial information only goes back six months.

Chairman Pickett thanked Mr. Rice for his presentation and stated that although no action could be taken at this time, staff would be looking more closely into their specific situation and be in contact with them.

3. RECEIVE INFORMATIONAL PRESENTATION "IN PRAISE OF PARTNERSHIPS: AN ALTERNATE VIEW."

Ann Crockett, Houston Area Library System (HALS) Advisory Council, presented position paper, “In Praise of Partnerships: An Alternate View,” written by Joe Floyd, HALS Advisory Council Chair, responding to “In Praise of Partnerships,” a presentation made to the commission by Dee Brock, Northeast Texas Library System Advisory Council Chair, at the August 2, 2004 full commission meeting.

Peggy Rudd informed the commission of the process for writing a formal response to “In Praise of Partnerships,” for distribution to library systems, and that the deadline for all reactions and revisions of the response would be Wednesday, September 22, 2004.





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

Edward Seidenberg reviewed the consent agenda.

Chairman Pickett opened the floor for questions. There being no questions, Commissioner Hernandez moved to accept the consent agenda; Commissioner Freeman seconded. Motion Passed.

5. DETERMINE DATES FOR STATE LIBRARY AND ARCHIVES COMMISSION MEETINGS IN 2005.

Brief discussion was held and it was decided that the first meeting of the 2005 Calendar Year would be held on February 15, 2005 and commissioners would email their date preferences to Liz DeMoss for subsequent CY2005 scheduling.

6. REPORT OF THE DIRECTOR AND LIBRARIAN.

Peggy Rudd addressed the commission and reported on the following:


· Projects and activities of each division of the agency


· A rare volume of documents published by Texas Navy Commodore Edwin W. Moore was purchased with a special fund and donated to the State Archives


· Status of the Buildings Study being drafted by the Texas Building and Procurement Commission


· The final results of TSLAC’s Legislative Appropriations Request for the 2006-2007 biennium


· Various meetings and speaking engagements




7. INTRODUCTION OF THE SAM HOUSTON REGIONAL LIBRARY AND RESEARCH CENTER STAFF.

Chairman Pickett introduced all Sam Houston Regional Library and Research Center Staff in attendance at the commission meeting.

8. ADOPTION OF COMMEMORATIVE RESOLUTION ON THE RETIREMENT OF GODFREY “TOM” ORBECK.

Chairman Pickett read aloud the resolution commemorating the retirement of Godfrey “Tom” Orbeck.





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

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

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

NewsBank, for access to online subscription databases for public libraries throughout Texas. The contract will begin upon completion of the negotiation process and end June 30, 2005 and while the total amount of the contract would be determined by the number of libraries that subscribe.

Commissioner Cox moved to approve the contract for NewsBank; Commissioner Hernandez seconded. Motion Passed.

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

Chairman Pickett read an order citing the gifts received between July 19, 2004 and September 15, 2004

At the suggestion of Texas State Library and Archives Commission staff, the Texas Historical Commission in June 2004 used funds ($15,600) from its Texas Historic Artifacts Program to purchase a copy of a volume entitled To the People of Texas that was being offered for sale by Sotheby's Auction House in New York. The book contains transcriptions of almost two hundred documents, including correspondence, reports, and proclamations, that detail the controversy between President Sam Houston and Commodore Edwin W. Moore over the management and financing of the Texas Navy. At a ceremony in August the volume, which is a seminal work on the history of the Texas Navy during the period of the Texas Republic, was presented by the Historical Commission to Director and Librarian Peggy Rudd for placement in the State Archives.

Ms. Rudd added that an upcoming online exhibit would also be featuring the gift.

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

11. DISCUSS AND APPROVE AUDIT COMMITTEE RECOMMENDATIONS ON:


A. INTERNAL AUDIT OF THE INFORMATION RESOURCES TECHNOLOGIES FUNCTION;


B. REVIEW OF AGENCY FRAUD PREVENTION PROGRAM.

Commissioner Sanders discussed the items covered at the September 20, 2004 Audit Committee meeting,

Commissioner Sanders moved that the full commission accept the audit of the Information Resources Technologies division; no second required. Motion passed.

Commissioner Sanders moved that the full commission accept the report of the Fraud Prevention program; no second required. Motion passed.

12. CONSIDER ADOPTING AMENDED RULE13 TAC 3.1 AND NEW RULE 13 TAC 3.17, REGARDING THE STATE PUBLICATIONS DEPOSITORY PROGRAM.

Beverley Shirley reviewed the amended rule 13 TAC 3.1 and new rule 13 TAC 3.17, regarding the State Publications Depository Program. At the March 19, 2004 meeting, the commission authorized the publication of proposed rules. Proposed rules were published in the July 16, 2004 Texas Register. No comments were received. Ms. Shirley requested the approval to these amended and new rules.

Commissioner Brisack moved to approve the adoption of amended rule 13 TAC 3.1 and new rule 13 TAC 3.17; Commissioner Cox seconded. Motion Passed.

13. AUTHORIZATION TO PUBLISH PROPOSED RULE REVIEW OF CHAPTER 3, STATE PUBLICATIONS DEPOSITORY PROGRAM.

Beverley Shirley reported that it was time to review Chapter 3, State Publications Depository Program and asked that the commission approve its publication.

Commissioner Sanders moved to approve the publication of Chapter 3, State Publications Depository Program; Commissioner Brisack seconded. Motion Passed.

14. CONSIDER ADOPTING THE FOLLOWING RULES REGARDING THE STANDARDS FOR ACCREDITATION OF A MAJOR RESOURCE SYSTEM OF LIBRARIES IN THE TEXAS LIBRARY SYSTEM:


A. AMENDED RULE 13 TAC 1.63.


B. NEW RULE 13 TAC 1.48.

Deborah Littrell reviewed the amended rule 13 TAC 1.63. At the August 2, 2004 commission meeting approval was given to publish the proposed rule amendment; it appeared in the August 20, 2004 Texas Register. Two comments were received and they were reviewed and addressed. Ms. Littrell asked that the commission adopt the amended rule.

Commissioner Hernandez moved to approve amended rule 13 TAC 1.63 regarding the standards for accreditation of a Major Resource System of Libraries in the Texas Library System; Commissioner Cox seconded. Motion Passed.

Ms. Littrell reviewed proposed new rule 13 TAC 1.48. At the August 2, 2004 commission meeting approval was given to publish the proposed new rule and it appeared in the August 20, 2004 Texas Register. Two comments were received, reviewed, and addressed. Ms. Littrell asked that the commission adopt the new rule.

Commissioner Brisack moved to approve the adoption of new rule 13 TAC 1.48 regarding the standards for accreditation of a Major Resource System of Libraries in the Texas Library System; Commissioner Freeman seconded. Motion Passed.

15. CONSIDER AUTHORIZATION TO PUBLISH PROPOSED NEW AND AMENDED RULES CONCERNING THE MINIMUM STANDARDS FOR ACCREDITATION OF L IBRARIES IN THE STATE LIBRARY SYSTEM.

Deborah Littrell reviewed the proposed new and amended rules concerning the minimum standards for accreditation of libraries in the State Library System and asked that the commission approve the publication of these rules.

Commissioner Freeman expressed concerns about the lack of requirements for the archivists that are on staff at these libraries and suggested that training is needed for library staff at smaller libraries that cannot afford to keep a full time archivist on staff.

Commissioner Brisack moved to authorize the publication of proposed new and amended rules concerning the minimum standards for accreditation of libraries in the State Library System; Commissioner Hernandez seconded. Motion Passed.

Ms. Littrell added that these rules are expected to be brought back for approval and adoption at the February 15, 2005 commission meeting.

16. CONSIDER AUTHORIZATION TO PUBLISH PROPOSED AMENDMENTS TO 13 TAC 6.2-6.7 AND 6.9-6.10 RELATING TO RECORDS RETENTION SCHEDULING BY STATE AGENCIES.

Michael Heskett reviewed proposed amendments to 13 TAC 6.2-6.7 and 6.9-6.10, noting the help of staff in the Archives and Information Services division and in the State Auditor’s Office. Mr. Heskett announced that the State and Local Records Management division would be moving from a biennial retention schedule to a triennial retention schedule. The floor was opened for questions. There being none, Mr. Heskett proposed that the commission approve the authorization to publish these proposed amendments.

Commissioner Sanders moved to approve the authorization to publish proposed amendments to 13 TAC 6.2-6.7 and 6.9-6.10 relating to records retention scheduling by state agencies; Commissioner Hernandez seconded. Motion Passed.

17. AUTHORIZATION TO PUBLISH PROPOSED RULE REVIEW OF CHAPTER 6, STATE RECORDS.

Michael Heskett presented the proposed rule review of Chapter 6, State Records and asked that the commission approve the publication of these rules.

Commissioner Hernandez moved to authorize the publication of Chapter 6, State Records; Commissioner Sanders seconded. Motion Passed.




Former commissioner, Marvin Rich, addressed the staff, commissioners, and guests and spoke briefly.

There being no further business, Chairman Pickett thanked Mr. Rich for his words, thanked the staff of the Sam Houston Regional Library and Research Center for hosting the commission, and adjourned the meeting at 12:32 p.m.

Respectfully submitted,




Peggy D. Rudd


Director and Librarian

PDR:ecd

 

 

 

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