Texas State Library and Archives Commission
Friday, October 29, 2004
Minutes

The Texas State Library and Archives Commission (TSLAC) met on Friday, October 29, 2004 at 2:00 p.m. at the Lorenzo de Zavala Archives and Library Building in Austin, Texas.


Commissioners Present:
Sandra J. Pickett, chairman
Chris A. Brisack, vice-chairman
E lizabeth A. Sanders
Diana Rae Hester Cox
Sandra G. Holland
Cruz G. Hernandez
Martha Doty Freeman

Commissioners absent:
Diana Rae Hester Cox

Staff Present: Peggy D. Rudd, director and librarian
Edward Seidenberg, assistant director
Chris LaPlante, state archivist
Liz DeMoss, executive assistant
Michael Heskett, director, State and Local Records Management
Donna Osborne, director, Administrative Services
Deborah Littrell, director, Library Services
Beverley Shirley, director, Library Resource Sharing
Manuel Alvarez, director, Information Resources Technologies
Ava Smith, director, Talking Book Program
Erica McKewen, Public Information Officer
Kathleen Walls, Grants Coordinator, Library Development

Guests Present: Bev Lemes, Bulverde/Spring Branch Public Library
Derese Adams, Claud H. Gilmer Memorial Library, Gilmer, Texas
Kelly Skovbjerg, Boerne Public Library
Peggy Hamm, Bulverde/Spring Branch Public Library
Kathy Waller, Tri-Community Library, Prarie Lea, Texas
Theresa Hancock, Marion Public Library
Sheila Brawnen, Marion Public Library
Jalerie Posey, Marion Public Library
Patte Miller, Comfort Public Library
Kathryn Sturtz, Alamo Area Library System
Gloria Meraz, Texas Library Association
M. Aiti, Marion Public Library
Carol Sullivan, Eagle Pass Public Library and Texas Library Foundation
Mary Lankford

Chairman Pickett convened the meeting at 2:00 p.m.

1. APPROVE MINUTES OF THE SEPTEMER 20, 2004 AUDIT COMMITTEE AND COMMISSION MEETINGS.

Commissioner Brisack moved to approve the minutes of September 20, 2004 Audit Committee and Commission meetings with corrections, as cited in the consent agenda; Commissioner Hernandez seconded. Motion passed.

2. PUBLIC COMMENT.

There was no public comment at this time.

3. RECEIVE INFORMATIONAL PRESENTATION "A RESPONSE TO IN PRAISE OF PARTNERSHIPS."

Mary Lankford, formerly of the Texas Education Agency and representing Texas public school librarians, presented the informational position paper, “A Response to In Praise of Partnerships” to the commission.

Following the presentation, the floor was opened for questions. Chairman Pickett and Commissioner Sanders thanked Ms. Lankford for her presentation. Ms. Lankford offered her data to Peggy Rudd for commission use and distributed copies of the presentation to commissioners and staff.

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

All items on the consent agenda were addressed during the approval of the minutes. There were no further items to add.


5. REPORT OF THE DIRECTOR AND LIBRARIAN.

Peggy Rudd addressed the commission and reported on the following:
· The activities of the Archives and Information Services, State and Local Records Management, Library Development, Library Resource Sharing, Talking Book Program, and Friends of Libraries and Archives of Texas.
· A reception being held on November 9, 2004 at the Oswald Gallery to highlight photographs from the Texas State Archives appearing in the book “Please Pass the Biscuits Pappy.”
· Plans for the Texas Library Association Legislative Day, February 16, 2005, and Friends of Libraries and Archives of Texas reception, being held in conjunction with Legislative Day events, from 5-7 p.m. in the lobby of the Lorenzo de Zavala Archives and Library Building.

6. APPROVE CONTRACTS GREATER THAN $100,000.

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

EBSCO online database contract renewals for the TexShare Program providing Texas libraries with access to online subscription databases. Because we negotiate with vendors at a statewide level, we are able to provide these databases at less than it would cost individual libraries. This contract is being brought to the commission at this time to take advantage of a $350,000 discount.

Commissioner Hernandez moved to approve the contract for EBSCO; Commissioner Brisack seconded. Motion passed.

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

Peggy Rudd read an order citing the gifts received between September 15, 2004 and October 22, 2004

The Genealogy Collection received three donations of census microfilm from Mr. Brent T. Lockwood during this quarter. The gifts have a cumulative value of $952.00. Specifically, these materials are:
- 1930 enumeration district descriptions, 8 reels of film at $34.00 each = $272.00, received July 30, 2004
- 1920 Minnesota, 10 reels of film at $34.00 each = $340.00, received on August 6, 2004.
- 1920 Minnesota, 10 reels of film at $34.00 each = $340.00, received on September 15, 2004.

The State and Local Records Management Program received $1,221.18 from AT&T Wireless Services. This is a donation to the agency relating to their 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 Sanders moved to approve acceptance of the gifts; Commissioner Hernandez seconded. Motion passed.

8. APPROVE TEXAS READS GRANTS TO LIBRARIES FOR STATE FISCAL YEAR 2005.

Deborah Littrell announced that TSLAC was awarding, for the first time, grants as a result of the sale of Texas Reads license plates. The funds that come to the agency are for projects to promote literacy in Texas communities and are distributed through grants of up to $3,000. Ms. Littrell requested the approval of these grants and opened the floor for questions.

Commissioner Holland moved to approve Texas Reads Grants; Commissioner Hernandez seconded. Motion passed.

9. CONSIDER ADOPTING AMENDED RULES 13 TAC 8.3 AND 8.5, REGARDING THE TEXSHARE LIBRARY CONSORTIUM.

Beverley Shirley reviewed the amended rule 13 TAC 8.3 and 8.5, regarding the TexShare Library Consortium. At the August 2, 2004 commission meeting, staff proposed rules to address the recommendations of the TexShare Advisory Board. The proposed rules were published in the September 10, 2004 Texas Register. One comment has been received, related to §8.5, “…consortium members may not provide systematic access to consortium services to persons other than those constituting their primary user communities.” This portion of the rule may be construed to mean that public libraries may not provide TexShare services to persons living outside the library’s service areas and paying nonresident fees to use library services. This would be counter to efforts to extend library services to Texans residing in areas not served by a public library. The wording of the amended rule has been rephrased in order to address this problem. Ms. Shirley asked that the commission approve the adoption of amended rules 13 TAC 8.3 and 8.5.

Commissioner Holland moved to approve the adoption of amended rules 13 TAC 8.3 and 8.5; Commissioner Brisack seconded. Motion passed.

10. CONSIDER AUTHORIZATION TO PUBLISH PROPOSED AMENDED RULES 13 TAC 3.3 AND 3.5 REGARDING THE STATE PUBLICATIONS DEPOSITORY PROGRAM.

Beverley Shirley reviewed rules 13 TAC 3.3 and 3.5 regarding the State Publications Depository Program and requested permission to publish proposed amendments to these rules for a thirty day comment period. The floor was opened for questions.

Commissioner Hernandez moved to approve the publication of rules 13 TAC 3.3 and 3.5; Commissioner Freeman seconded. Motion passed.

11. CONSIDER APPROVING THE LOAN OF ARCHIVAL MATERIAL TO THE STAR OF THE REPUBLIC MUSEUM FOR EXHIBITION.

Chris LaPlante requested the commission’s approval of the staff recommendation to lend the Texas Declaration of Independence to the Star of the Republic Museum for a short-term exhibit to coincide with the Texas Independence Day celebration during the first two weeks of March 2006. Mr. LaPlante added that, in the past, the document had been loaned to the Star of the Republic Museum with great success.

Commissioner Freeman moved to approve the loan of the Texas Declaration of Independence to the Star of the Republic Museum for the first two weeks of March 2006; Commissioner Holland seconded. Motion passed.

Chairman Pickett called a brief recess at 2:56 p.m. and resumed the full commission meeting at 3:12 p.m.

12. CONSIDERATION OF AN AGREEMENT TO RECOVER HISTORICAL DOCUMENTS FROM A PRIVATE COLLECTION.

Chris LaPlante made a presentation to the commission titled, “Presentation on Document Recovery Issue.”

Following the presentation the commission went into executive session to consult with their attorney, as authorized by Government Code, Section 551.071, ‘Consultations with Attorney.’

The full commission was recessed and executive session was called to order at 3:58 p.m.

The executive session was adjourned at 4:55 p.m.

The full commission meeting was reconvened at 4:56 p.m.

With no further business, Chairman Pickett adjourned the meeting at 4:57 p.m.

Respectfully submitted,

 

Peggy D. Rudd
Director and Librarian

PRD:ecd

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