Texas State Library and Archives Commission

Friday, June 9, 2006


The Texas State Library and Archives Commission (TSLAC) met on Friday, June 9 at 12:00 p.m. in the training room of the State and Local Records Management building, 4400 Shoalcreek Boulevard, Austin, Texas.

Commissioners Present:

  • Sandra J. Pickett, Chairman
  • Sharon T. Carr
  • Diana Rae Hester Cox
  • Martha Doty Freeman
  • Sandra G. Holland
  • Sally Reynolds

Commissioners Absent:

  • Cruz G. Hernande

Staff Present:

  • Peggy D. Rudd, director and librarian
  • Edward Seidenberg, assistant state librarian
  • Donna Osborne, director, Administrative Services
  • Manuel Alvarez, director, Information Resources Technologies
  • Ava Smith, director, Talking Book Program
  • Deborah Littrell, director, Library Development
  • Chris LaPlante, director, Archives and Information Services
  • Beverley Shirley, director, Library Resource Sharing
  • Michael Heskett, director, State and Local Records Management
  • Mary Ann Bridges, manager, Records Management Assistance
  • Tracy Kuhn, executive assistant

Guests Present:

  • Carleton Wilkes, Jefferson Wells
  • Bill Hamilton, Jefferson Wells
  • Amy Trost, Sunset Commission
  • Katherine Teleki, Sunset Commission
  • Joe Thrash, Office of the Attorney General
  • Gloria Meraz, Texas Library Association
  • Sherry Allsup, Texas Building and Procurement Commission

A quorum being present, Chairman Pickett called the meeting to order at 12:10 p.m.

1.  Approve Minutes of April 26, 2006 Commission Meeting.

Commissioner Carr moved to approve the Audit Committee meeting minutes. Commissioner Cox seconded. Motion passed.   After corrections noted in full commission minutes, Commissioner Carr moved to approve and Commissioner Reynolds seconded.  Motion passed.

2.  Public Comment.

There was no public comment at this time.

3. General Announcements

Plans for the Commission meeting on Aug. 4, 2006, in Canyon, TX were discussed.  

17./18.  Report on Agreements to Recover Historical Documents from Private Collections and Discussion with Legal Counsel regarding Pending Litigation (taken out of order)

At 12:22 p.m., the commission adjourned into Executive Session to discuss pending litigation and receive legal advice from the agency’s attorney, Joe Thrash, Assistant Attorney General. The commission reconvened at 1:07 p.m.   No action was taken.

4. Review of consent Agenda: non-substantive corrections in other agenda items such as spelling, numbering, punctuation, grammatical, or other revisions.

Non-substantive corrections to other agenda items were noted.   Ed Seidenberg informed the commission that the Chapter number in Item 12 on the agenda was incorrect.  The correct chapter number is Nine not three as is printed in the agenda and supporting documents.  Also in Item 12, the word handicap was changed to impairment.  No other substantive items were noted.

5. Consideration of Commemorative Resolutions.

Chairman Pickett presented a resolution honoring Jack Otis Moore, who retired from service at the agency. Commissioner Cox moved to adopt the resolution. Commissioner Freeman seconded. Motion passed.

6. Report of the Director and Librarian.

Peggy Rudd greeted the commissioners and congratulated Chairman Pickett on her appointment to the board of the Institute of Museum and Library Services.  Her term will expire in 2010.  Ms. Rudd and Chairman Pickett congratulated Ava Smith and her staff on a successful event at the Capitol honoring program patrons 100 years and over and commemorating the 75th anniversary of the program.

Ms. Rudd then reported to the commission on the following:

  • National Library Services project to download books to Talking Book Program patrons’ computers.   It’s a multi-state project and the TBP staff is beginning to identify potential participants who would have the capability and interest to be able to download books onto their home computers.
  • TexShare: 99% of FY06 libraries have paid their fees.  Contracts successfully negotiated for 48 databases, an increase of 29 over last year including several Spanish language titles.  A program to make databases available to public school partners is now underway and the state library negotiated a very good price. 
  • Pilot project to have at least 3,000 Confederate Pension Application Files digitized by the Texas General Land Office Imaging Group by the end of fiscal year 2006 with plans to initiate a fundraising effort from customers and constituent groups that will allow for more of the files to be digitized.
  • Arrival of the Legation Papers at the agency.
  • Key meetings, activities, conferences and speeches including a speech before the Texas Association of School Library Administrators

7. Discuss and Approve Audit Committee Recommendations on:

Commissioner Holland presented two audits that the Audit Committee had approved.  These are:

  • Evaluation of Compliance with Information Technology Requirements (1 TAC 202).
  • Internal Audit of the Grants to the North Texas Regional Library System.

The commission approved these audits.

8. Review and Approve Contracts Greater than $100,000.

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

  • Contract to Amigos Library Services for the TExpress Courier Service at a cost of $147,700.  Contract start date is September 1, 2006 for a 12-month contract.
  • Contract with Amigos Library Services not to exceed $525,0000 for TexNet Interlibrary Loan Network Group Access for a contract period of one year beginning September 1, 2006.

Commissioner Carr moved to approve the contracts; Commissioner Holland seconded. Motion Passed.

9.  Review and Approve Acceptance of Gifts Greater Than $500.

Peggy Rudd informed the commission of gifts greater than $500 received for the period ending May 31, 2006:

The Library Development Division received a gift grant from the Bill and Melinda Gates Foundation in the amount of $2,383,500 on May 12, 2006.  The purpose of the gift is for the Texas State Library and Archives Commission to re-grant the funds to “approved” libraries in Texas, in order to provide sustainable public access computer hardware and software upgrades.  The grant program will run through December 31, 2008.

The Talking Book Program received a gift of $500 on April 17, 2006.  The donation was given in memory of Walter J. Morrison, from Houston, Texas. Mr. Morrison was a former patron of the Talking Book Program.  His wife sent the check designating the gift as a “donation for this service.”

The State and Local Records Management Division received two checks from Cingular/AT&T Wireless Services:  $658.79 on May 18, 2006, and  $781.84 on May 24, 2006.  These are donations to the agency relating to their cellular phone tower on agency property located at 4400 Shoal Creek Blvd., in Austin, Texas. The donations are in conjunction with an easement and lease agreement made with the General Land Office.

Commissioner Cox moved to accept the gifts; Commissioner Carr seconded. Motion Passed.

10. Discuss and Approve Agency Strategic Plan for Fiscal Years 2007-2011.

Ed Seidenberg presented the agency’s Strategic Plan for Fiscal Years 2007 through 2011.  Commissioner Cox moved to approve the plan; Commissioner Reynolds seconded. Motion passed.

11. Discussion of Plans to Renovate and Modernize the Lorenzo de Zavala State Archives and Library Building.

Sherry Allsup, Texas Building and Procurement Commission architect and project manager of the de Zavala project, informed the commission of the project status.  She said that the first stage of design is finished and that the architectural firm, Bailey Architects of Houston, will begin the next phase, schematic design.  She told the commission that the main goal of the renovation is to gain as much space as possible for the archival holdings as well as make necessary upgrades to the mechanical and engineering equipment and to provide a new roof on the building.  They will do as much interior upgrading as possible with the money they have.  However, the design team is still waiting on a firm price tag.  Construction costs are volatile right now.  She said that some bids on certain materials are only good for one day and that because of the rising cost of petroleum, some bids are only good for two weeks.

Ms. Allsup discussed building plans to accommodate the archival material not currently stored at the state library, cost of moving employees around during construction and environmental controls in the archives.  Currently there is a lot of humidity fluctuation in the archives.  Renovation plans include ways to better control and report the humidity.   The current plan is to build one addition that will be two floors and will be structured so that in the future as money is available, more floors can be added.  With this addition, the 15,000 boxes of archival material can be brought to the state library.  That leaves a balance of 5,000 boxes and doesn’t include room for any growth of archives.   Employees would not be moved out of the building but would be moved to different places in the building.  The cost of this is estimated at $150,000.    Construction for the new floors is expected to begin at the end of 2006 and will take approximately eight months.

12. Authorization to Publish Proposed Rule Review of Chapter Nine, Talking Book Program.

Ava Smith requested permission to publish notice of proposed rule review of Title 13 TAC, Part 1, Chapter 9, concerning the Talking Book library services for persons who are blind or have a physical impairment.  Commissioner Carr moved to approve; Commissioner Freeman seconded.  Motion passed.

13. Review and Approve FY2007 schedules of Fees for (a) Records Storage Services and (b) Micrographics and Imaging Services.

Michael Heskett asked the commission to approve Records Storage Services Fee Schedules and Micrographics Service Fee Schedules for fiscal year 2007.  Commissioner Reynolds moved to approve the fees; Commissioner Freeman seconded.  Motion passed.

14. Discussion of Process and Timeline Regarding Revision of the Local Government Records Retention Schedules (title 13, part 1, chapter 7, subchapter d).

Michael Heskett updated the commission on the timeline for revising records retention schedules for local government.  Two revised schedules have been posted on the agency Website for comment and review.  He expects all local government schedules will be posted for comment by the end of the year.  Each posted schedule will contain staff recommendations for revision.  Staff will notify the commission, the Texas  Historical Records Advisory Board and other interested parties by email as each schedule is posted.  A schedule for final adoption will depend on the volume and nature of the comments received.  No action necessary.

15. Report on the Records Protection Workshop: Post-Rita Disaster Evaluation and Planning.

Mary Ann Bridges gave a report on the two-day workshop that the State and Local Records Management Division conducted in Houston in May 2006.  The workshop, Records Protection Workshop: Post-Rita Disaster Evaluation and Planning, provided information and resources to organizations and governments in southeast Texas on the protection and recovery of vital and historical records after Hurricane Rita impacted Southeast Texas.  The National Historical Publications and Records Commission (NHPRC) funded the conference.  Attendees heard accounts of the challenges that officials faced after the hurricane and also heard accounts of other types of disaster that threaten records such as leaks from pipes and building construction. 

16. Discussion of Timelines and Other Issues Related to the Preparation of the Legislative Appropriations Request for Fiscal Years 2008-2009.

Ed Seidenberg briefed the commission on plans for preparing the agency appropriations request that is due Aug. 11.  The governor has instructed agencies to reduce their budgets by 10 percent.  Staff will be looking at ways to accomplish this.  The request will be come before the commission at the Aug. 4 meeting.

There being no further business, Chairman Pickett adjourned the meeting at 3:14 p.m.

Respectfully submitted,

Peggy D. Rudd signature

Peggy D. Rudd

Director and Libraria


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