Texas State Library and Archives Commission
Monday, September 19, 2005
The Texas State Library and Archives Commission (TSLAC) met on Monday, September 19, 2005 at 12:05 p.m. in the Conference Room of the Alvarado Public Library, 210 N. Baugh Street, Alvarado, Texas.
Commissioners Present: Sandra J. Pickett, Chairman
Diana Rae Hester Cox
Cruz G. Hernandez
Martha Doty Freeman
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: Sherry Allsup, Austin
Rebecca Belknap, Lake Cities
Jaycee Holston, Lake Cities
Leann Gowan, Alvarado
Ruth Daniels, Alvarado
Dona Weisman, Bedford
Barbara Chayer, Cleburne
Carolyn Welcher, Venus
Dorothy Schwartz, Alvarado
Meg Barrow, Alvarado
Cherry Gorman, Alvarado
Marsha Barker, Garland
Connie Walker, Venus
Martha Hernandez, Burleson
A quorum being present, Chairman Pickett called the meeting to order at 12:19 p.m. following the meeting of the Audit Committee. Chairman Pickett welcomed commissioners, staff, and guests.
APPROVE MINUTES OF AUGUST 1, 2005 AUDIT COMMITTEE AND COMMISSION MEETINGS.
Commissioner Cox moved to approve the minutes of the August 1, 2005 Audit Committee; Commissioner Freeman seconded. Motion passed.
Commissioner Holland moved to approve the minutes of the August 1, 2005 Full Commission Meeting as amended; Commissioner Hernandez seconded. Motion passed.
APPROVE MINUTES OF SEPTEMBER 12, 2005 EMERGENCY COMMISSION MEETING.
Changes to the Full Commission meeting were noted. Commissioner Hernandez moved to approve the minutes of the September 12, 2005 Commission meeting. Commissioner Holland seconded. Motion passed.
There was no public comment.
REVIEW OF CONSENT AGENDA: NON-SUBSTANTIVE CORRECTIONS IN OTHER AGENDA ITEMS SUCH AS SPELLING, NUMBERING, PUNCTUATION, GRAMMATICAL, OR OTHER REVISIONS.
Chairman Pickett opened the floor for questions. There were no comments or questions.
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
· Various meetings and speaking engagements
· Discussion of the vital role of libraries in serving hurricane evacuees
REVIEW AND APPROVE ACCEPTANCE OF GIFTS GREATER THAN $500.
Peggy Rudd requested the commission approve gifts of $738.58 and $811.03 from Cingular/AT&T Wireless Services relating to their cellular phone tower on agency property and $1,004 given to the Library Development Division from the Tocker Foundation. Commissioner Cox moved to approve acceptance of the gifts; Commissioner Brisack seconded. Motion passed.
REIVEW AND APPROVE CONTRACTS GREATER THAN $100,000.
No contracts were presented.
DISCUSS AND APPROVE AUDIT COMMITTEE RECOMMEDNATIONS ON:
INTERNAL AUDIT PLAN, RISK ASSESSMENT, AND INTERNAL AUDIT GUIDELINES FOR FISCAL YEAR 2006;
PROPOSAL FOR INTERNAL AUDITING SERVICES FOR FISCAL YEAR 2006.
Commissioner Sanders reported that the Audit Committee accepted the agency’s internal audit plan and guidelines and the proposal for the agency’s internal auditing services for Fiscal Year 2006.
Commissioner Hernandez moved to approve; Commissioner Holland seconded. Motion passed.
REVIEW OF THE NATIONAL LIBRARY SERVICE SITE VISIT REPORT OF THE TALKING BOOK PROGRAM.
Ava Smith reported on the findings of the National Library Service’s site visit March 9-11, 2005 to the Talking Book Program and the agency staff’s response to the findings. No action required.
DISCUSSION OF PLANS TO RENOVATE AND MODERNIZE THE LORENZO DE ZAVALA STATE ARCHIVES AND LIBRARY BUILDING.
Chairman Pickett introduced Sherry Allsup, a Senior Project Manager at the Texas Building and Procurement Commission, who will be the project manager for the renovation of the TSLAC building. Ms. Allsup reported on the process and timeline for selecting an architectural firm. She predicted that it will take at least one full year for design services before any construction can begin.
REPORT ON AGREEMENTS TO RECOVER HISTORICAL DOCUMENTS FROM PRIVATE COLLECTIONS.
Chris LaPlante reported that attempts to recover historical documents have not moved forward.
CONSIDER REQUEST BY STAR OF REPUBLIC MUSEUM TO BORROW HISTORICAL DOCUMENTS.
Chris LaPlante informed the commission that the Star of the Republic Museum has requested to borrow the original Feb. 24, 1836 William B. Travis letter written from the Alamo for exhibition for two weeks during March 2006 at Washington-on-the-Brazos and administered by Blinn College.
Commissioner Sanders moved to approve the request; Commissioner Holland seconded. Motion passed.
REVIEW OF AGENCY SUNSET SELF-EVALUATION REPORT AND SUNSET PROCESS TIMELINE.
Ed Seidenberg presented an update on the agency’s Sunset review process. He informed the commission that the agency’s Sunset Self-Evaluation Report is posted on TSLAC’s Website with an opportunity for the public to comment. Further information will be provided about the Sunset process at future meetings. No action required.
DISCUSSION OF THE TEXAS RESPONDS DISASTER RESPONSE GRANT PROGRAM.
Peggy Rudd informed the commission that agency staff developed a grant program to aid Texas public libraries in responding to the people displaced by Hurricane Katrina. Permission was requested from the Institute of Museum and Library Services to extend the deadline for obligating last year’s federal funding. Grant applications will be due Sept. 30, 2005. Ms. Rudd informed the commission that awards would be made shortly after the deadline. No action required.
CONSIDER ADOPTION OF EMERGENCY RULES §2.180-§2.185 REGARDING THE TEXAS RESPONDS GRANT PROGRAM.
Ed Seidenberg recommended that the commission reauthorize the rules adopted during the commission’s Sept. 12, 2005 emergency meeting via telephone conference call should there be any challenges to the rules or the rule-making process.
Commissioner Holland moved to reauthorize the adoption of new emergency rules regarding the Texas Responds Grant Program; Commissioner Hernandez seconded. Motion passed.
EXECUTIVE SESSION UNDER GOV’T CODE §551.074 TO EVALUATE THE PERFORMANCE OF THE EXECUTIVE DIRECTOR.
Chairman Pickett recessed the meeting and the commission went into executive session. The commission ended Executive Session at 3:16 p.m. Chairman Pickett resumed the meeting at 3:17 p.m.
ACTION ON MATTERS CONSIDERED IN EXECUTIVE SESSION.
Commissioner Hernandez moved that the salary of the Director and Librarian be increased to the amount authorized in the General Appropriations Act. Motion seconded. Motion passed.
Chairman Pickett adjourned the meeting.
Peggy D. Rudd
Director and Librarian