Texas State Library and Archives Commission


Friday, August 4, 2006


Minutes

The Texas State Library and Archives Commission (TSLAC) met on Friday, August 4, 2006, in City Commission chambers, City Hall, Canyon, Texas, at 9:30 a.m.

Commissioners Present:

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

Commissioners Absent:

  • Sally Reynolds

Staff Present:

  • Peggy D. Rudd, director and librarian
  • Edward Seidenberg, assistant state librarian
  • Michael Heskett, director, State and Local Records Management
  • Deborah Littrell, director, Library Development
  • Beverley Shirley, director, Library Resource Sharing
  • Ava Smith, director, Talking Book Program
  • Erica McKewen, communications officer
  • Tracy Kuhn, executive assistant

Guests Present:

  • Noreen Taylor, Canyon Area Library
  • Jesus M. Olivares, city manager, Eagle Pass
  • Donna Littlejohn, Amarillo Public Library
  • Gloria Meraz, Texas Library Association
  • Rhoda Goldberg, Texas Library Association
  • Betty Hobgood, Swisher County Library
  • Angela Wakefield, Moore County Libraries
  • Nell Findley, Texas Panhandle Library System
  • Londa Decker, Friends of the Canyon Library
  • Sandra Munger, Canyon Area Library
  • Glen Metcalfe, City of Canyon
  • Jed Welch, mayor pro tem, Canyon
  • Martha Hernandez, Burleson, TX

Chairman Pickett convened the meeting at 9:30 a.m. Chairman Pickett introduced Jed Welch, mayor pro tem of Canyon, who welcomed the commission and agency staff to Canyon. He presented the commission with a proclamation from the City of Canyon proclaiming Friday, August 4, 2006, Texas State Library and Archives Commission Day.

1. APPROVE MINUTES OF THE JUNE 9, 2006 AUDIT COMMITTEE AND COMMISSION MEETINGS.


Chairman Pickett informed the commission and staff that the minutes would be presented at the next meeting, Oct. 27, 2006.

2. PUBLIC COMMENT


There was no public comment at this time.

3. GENERAL ANNOUNCEMENTS


There were no announcements at this time.

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


These items were noted.

[At 9:35 a.m., Chairman Pickett called the commission into executive session pursuant to Sections 551.071 and 551.129 of the Texas Government Code. Chairman Pickett reconvened the commission into regular session at 9:54 a.m. At this point in the meeting, the commission advanced in the agenda to consider Item 14 to accommodate the travel needs of a witness.]

14. CONSIDER APPEALS REGARDING STATUS OF MEMBERSHIP IN THE TEXAS LIBRARY SYSTEM FOR FISCAL YEAR 2007 FOR PUBLIC LIBRARIES IN EAGLE PASS, NIXON, JACKSBORO, BALCH SPRINGS, CANYON, BROWNSVILLE AND JEFFERSON COUNTY.


Deborah Littrell informed the commission of seven public libraries that were facing a loss of system membership. Each, in some capacity, lacked the appropriate qualifications to receive system membership but sought to appeal their status of membership. In July 2006, the Library Systems Act Advisory Board considered the appeals and recommended retaining membership status to all but one, Eagle Pass Public Library.

Eagle Pass City Manager, Jesus Olivares, addressed the commission regarding the city's appeal and informed the commission of his recruiting efforts to hire a certified librarian, the city's commitment to its library and the importance of the library in the Eagle Pass community. He requested the commission grant system membership to the Eagle Pass Public Library.

Commissioner Hernandez moved to grant the library conditional membership in the State Library System until the certified library director has begun working full time. Commissioner Holland seconded.

Commissioner Freeman said she is concerned about overturning the advisory board's decision and the fact that no deadline is mentioned in the motion. Commissioner Carr said she is concerned about the services to the community (if system membership is denied). Commissioners Pickett, Cox, Carr, Hernandez and Holland voted in favor of the motion. Commissioner Freeman voted against the motion. Motion passed.

Commissioner Carr moved to approve system membership for the Aphne Pattillo Nixon Public Library for State Fiscal Year 2007. Commissioner Holland seconded. Motion passed.

Commissioner Hernandez moved to approve system membership for the Gladys Johnson Ritchie Public Library in Jacksboro for State Fiscal Year 2007. Commissioner Cox seconded. Motion passed.

Commissioner Cox moved to approve system membership for the Balch Springs Public Library for State Fiscal Year 2007. Commissioner Carr seconded. Motion passed.

Commissioner Carr moved to approve system membership for the Canyon Area Library for State Fiscal Year 2007. Commissioner Hernandez seconded. Motion passed.

Commissioner Hernandez moved to approve system membership for the Brownsville Public Library for State Fiscal Year 2007. Commissioner Holland seconded. Motion passed.

Commissioner Carr moved to approve system membership for the Jefferson County Library for State Fiscal Year 2007. Commissioner Hernandez seconded. Motion passed.

[At this point in the meeting, in the interest of time, the commission considered Item 15.]

15. CONSIDER APPOINTMENT TO THE LIBRARY SYSTEMS ACT ADVISORY BOARD.


Deborah Littrell addressed the commission and requested approval of the following appointment to the Library Systems Act Advisory Board:

� David Price, Director, Burnet County Library System, for a full, three-year term commencing September 1, 2006. Mr. Price has served one year on the board to fill in for a board member who resigned.

Commissioner Cox moved to approve the appointment; Commissioner Carr seconded. Motion passed.

[At this point in the meeting, the commission considered Item 13.]

13. REVIEW AND APPROVE GRANTS TO LIBRARIES FOR STATE FISCAL YEAR 2007: A. INTERLIBRARY LOAN GRANTS, B. TEXAS LIBRARY SYSTEM GRANTS, C. TECHNICAL ASSISTANCE NEGOTIATED GRANTS, D. LOAN STAR LIBRARIES GRANTS, E. TEXAS READS GRANTS.


[At this point in the meeting, the commission chose to consider items 13b through 13e to expedite agenda items in the interest of time.]

Deborah Littrell addressed the commission regarding grants to libraries for State Fiscal Year 2007.

B. Commissioner Carr moved to approve Texas Library System Grant Contracts for State Fiscal Year 2007. Commissioner Freeman seconded. The funds total $7,500,000 and are appropriated to the 10 regional library systems in the state. Motion passed.

C. Commissioner Hernandez moved to approve Technical Assistance Negotiated Grants (TANG) for State Fiscal Year 2007. Commissioner Carr seconded. TANG grants aid public library staff to use and maintain information resource technology and total $688,050 for Fiscal Year 2007. Motion passed.

D. Commissioner Carr moved to approve Loan Star Libraries Grants for State Fiscal Year 2007. Commissioner Hernandez seconded. These grants provide direct aid to public libraries and total $2,650,000 for Fiscal Year 2007. Motion passed. [At this point in the meeting, Commissioner Pickett adjourned the meeting into executive session at 11:03 a.m. pursuant to Sections 551.071 and 551.129 of the Texas Government Code. The commission reconvened in regular session at 11:20 a.m.]

E. Commissioner Carr moved to approve the Texas Reads Grants for State Fiscal Year 2007. Commissioner Hernandez seconded. These grants are funded by the sale of the Texas Reads license plate and for Fiscal Year 2007 total $11,164. Motion passed. [At this point in the meeting, the commission considered Item 13 A and Item 12.] Beverly Shirley addressed the commission regarding grants for the Interlibrary Loan program for State Fiscal Year 2007 and requested approval for Interlibrary Loan Grant contracts not to exceed $2,265,000.

A. Commissioner Carr moved to approve the Interlibrary Loan Grants for State Fiscal Year 2007. Commissioner Cox seconded. Motion passed.

12. CONSIDER APPOINTMENTS TO THE TEXSHARE ADVISORY BOARD.


Beverley Shirley addressed the commission and proposed the following appointments to the TexShare Advisory Board:

� Martha Tandy, Library Director, Weatherford College, to serve as a community college representative. Term to expire August 31, 2009.

� Catherine Dean, supporter of libraries who has served on the Board of the San Antonio Public Library, active in Texas Library Association, to serve as a general public representative. Term to expire August 31, 2009.

� Candice Scott, Assistant Vice President for Academic Affairs - Library, Information Technology and Academic Support Services, Schreiner University, Kerrville. To serve as private university representative. Term to expire August 31, 2009.

Commissioner Hernandez moved to approve the appointments; Commissioner Carr seconded. Motion passed.

[At this point in the meeting, the commission moved to agenda item 16.]

16. AUTHORIZATION TO PUBLISH ADOPTED RULE REVIEW OF CHAPTER 9, TALKING BOOK PROGRAM.


Ava Smith addressed the commission and requested approval to adopt the review of Chapter 9 rules. Commissioner Holland moved to approve publication of an adopted rule review; Commissioner Hernandez seconded. Motion passed.

17. AUTHORIZATION TO PUBLISH PROPOSED REPEAL OF RULES REGARDING ADAPTIVE TECHNOLOGY FOR TEXAS PUBLIC LIBRARIES (13 TAC 9.15-9.21).


Ava Smith addessed the commission and requested approval to post proposed rule repeal for Subchapter B: Adaptive Technology for Texas Public Libraries, Chapter 9, Talking Book Program, in the Texas Register. Commissioner Carr moved to approve the authorization to publish; Commissioner Freeman seconded. Motion passed.

[At this point in the meeting, the commission considered item 10.]

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


Peggy D. Rudd addressed the commission and requested approval of the following gifts:

� To the Talking Book Program: a gift of $14,054.50 on June 27, 2006 and $81.27 on July 21, 2006, from the Benjamin and Miriam Leff Trust.

� To the State and Local Records Management Division: $741.47 on June 30, 2006 from Cingular/AT&T Wireless Services, a donation related to the cellular phone tower located on agency property at 4400 Shoal Creek Blvd., Austin, TX.

Commissioner Carr moved to accept the gifts; Commissioner Holland seconded. Motion passed.

[At this point in the meeting, the commission considered item 8.]

8. REVIEW AND APPROVE AUDIT COMMITTEE RECOMMENDATIONS


Commissioner Holland reported on the following actions taken by the Audit Committee:

� Approval of the Internal Audit Plan, Risk Assessment and Internal Audit Guidelines for Fiscal Year 2007

� Acceptance of the proposal for internal auditing services for Fiscal Year 2007

Commissioner Holland recommended approval to the commission on both items; no second was required. Motion passed.

[At this point, the commission considered Item 6.]

6. DISCUSSION OF PLANS TO RENOVATE AND MODERNIZE THE LORENZO DE ZAVALA STATE ARCHIVES AND LIBRARY BUILDING.


Edward Seidenberg addressed the commission and updated them on activities related to the renovation of the state library building. Final costs are still being formulated, and Bailey Architects are still working on various design aspects of the renovation and expansion.

Commissioner Freeman inquired about the necessity for some expenses related to technology upgrades. Peggy D. Rudd informed the commission that the agency's Information Resources Technologies Director, Manuel Alvarez, would present an evaluation of the technology upgrades recommended in the renovation at a future commission meeting.

Commissioner Cox informed the commission that the Friends of Libraries and Archives of Texas board voted to support a fundraising effort for the building. No action required.

[At this point, the commission considered Item 11.]

11. REVIEW AND APPROVE THE LEGISLATIVE APPROPRIATIONS REQUEST (LAR) FOR FISCAL YEARS 2008-09.


Edward Seidenberg outlined staff's recommendations for the agency budget request for Fiscal Years 2008-09.

Rhoda Goldberg and Gloria Meraz each addressed the commission and spoke on behalf of the Texas Library Association. Both expressed concern to the commission over the lack of an Exceptional Item Request for databases for school libraries and TexShare, and requested that the commission consider including this as an exceptional item in the agency's LAR.

After much discussion, Commissioner Hernandez moved to approve the LAR as presented. Commissioner Holland seconded. Commissioners Pickett, Cox, Holland and Hernandez voted for the motion. Commissioners Carr and Freeman voted against the motion. Motion passed.

[At this point, the commission considered item 20.]

20. EXECUTIVE SESSION PURSUANT TO TEXAS GOVERNMENT CODE SECTIONS 551.071 AND 551.129 TO DISCUSS PENDING LITIGATION WITH AGENCY'S ATTORNEY.


Chairman Pickett stated that the commission had received an offer to settle with a private individual and discussed the offer in executive session. Commissioner Carr moved to not accept the settlement proposal offered to the commission. Commissioner Freeman seconded. Motion passed.

With no further business, Chairman Pickett adjourned the meeting at 1:05 p.m.

Respectfully submitted,

Peggy D. Rudd signature

Peggy D. Rudd


Director and Librarian

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