Texas State Library and Archives Commission


Friday, October 27, 2006


Minutes

The Texas State Library and Archives Commission (TSLAC) met on Friday, October 27, 2006, in room 314 of the Lorenzo de Zavala State Archives and Library Building, 1201 Brazos Street, Austin, Texas, at 1 p.m.

Commissioners Present:


Sandra J. Pickett, Chairman


Sharon T. Carr


Diana Rae Hester Cox


Martha Doty Freeman


Cruz G. Hernandez


Sandra G. Holland


Sally Reynolds

Commissioner Absent: None

Staff Present:


Peggy D. Rudd, director and librarian


Edward Seidenberg, assistant state librarian


Erica McKewen, communications officer


Tracy Kuhn Lash, executive assistant


Michael Heskett, director, State and Local Records Management


Deborah Littrell, director, Library Development


Ann Mason, TexShare coordinator, Library Resource Sharing


Ava Smith, director, Talking Book Program


Chris LaPlante, director, Archives and Information Services


Manuel Alvarez, director, Information Resources Technologies


Karen Drabek, director, Administrative Services

Guests Present:

Willie Braudaway, Val Verde County Library


Rhoda Goldberg, Texas Library Association


Kerry McGeath, Southlake Public Library


Gloria Meraz, Texas Library Association


Steve Standefer, Mansfield Public Library


Nancy Pencsak, Lake Travis Community Library


Pat Tuoy, Central Texas Library System


Lyle Thormann, board member, Central Texas Library System


Eric Lashley, Georgetown Public Library


Dale Fleeger, Weatherford Public Library


Phillip Duprey, Cedar Park Public Library Foundation


June Leftwich, Dallas Public Library Board


Danielle Sosa, Marion ISD Community Library


Bernadette Williams, Marion ISD Community Library


Yvonne Couch, Marion TX


Leanna Cowan, Alvarado Public Library


Meg Barrow, Alvarado, TX


Chris Davis, Alvarado Public Library


Eugene Stockton, Roanoke, TX


Carleton Wilkes, Jefferson Wells


William Hamilton, Jefferson Wells


Celita Borchers, Texas A&M International University, Laredo


Rodney Webb, Texas A&M International University, Laredo


Jeannette Hatcher, Texas A&M International University, Laredo


Beth Perry, Burleson Public Library

Chairman Pickett convened the meeting at 1:15 p.m. and informed those present that after the commission finished action on Items 1, 2 and 3 of the agenda that she would move forward Items 6 and 13 because of the travel needs of those present who had business before the commission.  Following those items, the commission would move to Item 7, the Report of the Director and Librarian, and then Item 2, Public Comment, to accommodate the large number of guests who wished to speak to the commission.

1. APPROVE MINUTES OF THE JUNE 9, 2006, AND THE AUGUST 4, 2006, AUDIT COMMITTEE AND COMMISSION MEETINGS.

Commissioner Carr moved to approve the minutes for the June 9, 2006 commission meeting.  Commissioner Cox seconded.  Commissioner Hernandez abstained, as he was not present at the meeting.  Motion passed.  Commissioner Hernandez moved to approve the minutes for the August 4, 2006, commission meeting.  Commissioner Carr seconded.  Motion passed.

Commissioner Holland moved that the commission accept the minutes from the Audit Committee meetings.  No second is required.  Motion passed.

2. 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.

6. REVIEW AND APPROVE AUDIT COMMITTEE RECOMMENDATIONS ON THE INTERNAL AUDIT OF THE ALAMO AREA LIBRARY SYSTEM.

Commissioner Holland presented the findings and recommendations on the internal audit of the Alamo Area Library System conducted by Jefferson Wells and moved to approve.   No second is required.  Motion passed.

13. CONSIDERATION OF THE REQUEST FROM TEXAS A&M INTERNATIONAL UNIVERSITY TO SERVE AS THE REGIONAL HISTORICAL RESOURCE DEPOSITORY FOR DIMMIT, LASALLE, MAVERICK, WEBB, ZAPATA AND ZAVALA COUNTIES.

Chris LaPlante informed the commission of a formal request from Texas A&M International University (TAMIU) located in Laredo to serve as the Regional Historical Resource Depository (RHRD) for Dimmit, LaSalle, Maverick, Webb, Zapata and Zavala Counties and to remove from the University of Texas-Pan American its responsibility as a Regional Historical Resource Depository for the counties of Webb and Zapata, and transfer the original and microfilmed records of those two counties currently in the custody of UT Pan American to Texas A&M International, located in Edinburgh.

Mr. LaPlante pointed out that the records of Webb and Zapata Counties now housed at UT Pan American are over 100 miles from the population centers of those counties.  He expressed confidence that TAMIU can properly care for the records.  The records for the other counties are housed in the Genealogy Collection in the Lorenzo de Zavala State Archives and Library Building and would be moved to TAMIU.   He pointed out that all the records moved would be available to be copied or distributed through ILL (InterLibrary Loan). 

Rodney Webb informed the commission that his university can be a good custodian of the records and has proper storage and handling facilities.  He said that the university is preparing a new space that will more than double the space they currently have and presented plans for the library’s expansion.

Commissioner Freeman asked for clarification on what records would be sent from the TSLAC Genealogy Collection.  Mr. LaPlante said that the microfilm records for those counties would be sent to Texas A&M International, if approved.  After further discussion, Commissioner Reynolds moved to approve the request; Commissioner Hernandez seconded.   Motion passed.

7. REPORT OF THE DIRECTOR AND LIBRARIAN.

After a brief report on activities of TSLAC division and staff, Peggy Rudd informed the commission that the Loan Star Libraries Task Force which met in the spring to revise the formula for funding to public libraries has been reenergized with an interactive forum and two individuals, Willie Braudaway and Kerry McGeath, offering to co-chair the effort.  The task force will meet again in January to continue work on a formula to take to the library community for consensus and to present to the commission at a later meeting.

Because of the number of individuals who had expressed concern about the library’s Legislative Appropriations Request, Ms. Rudd informed the commission that she and Edward Seidenberg revised the budget.  These revisions include increased funding for TexShare databases by $250,000 in FY09.  Ms. Rudd pointed out that the increase is based on federal funding projections and that the assumption is that federal money is going to grow at its historical level.  Additionally, funding for the library systems would increase both years of the budget by approximately $1.3 million.  This, however, would reduce funds in the areas of Special Projects Grants and Library Cooperation Grants and in other areas.  She also informed the commission that no action would be required on their part as the changes are at the substrategy level.

Chairman Pickett thanked Ms. Rudd for her report and mentioned that she is aware of the concerns about system funding and other budget issues.  She commended Ms. Rudd and Mr. Seidenberg for their hard work on revising these items.  She informed those present that the commission would not be taking any action on this issue, as it was not an action item on the agenda, nor would the commission comment or respond to questions.  However, staff would note any questions.

Chairman Pickett then asked for Public Comment.

3. PUBLIC COMMENT

Gloria Meraz addressed the commission and said that a lot of concerns had been addressed and felt that as a community all could move forward.  She requested clarification between library systems and other funding.  She said the Texas Library Association would go forward with a separate request from the legislature for school library databases but that there must be a joint effort.   Communication is important, she said and added that she felt a lot of trust had been lost over the last months as a result of the state library’s budget process.   

Rhoda Goldberg addressed the commission and said she was pleased that concerns were heard and action taken.  She said she was concerned still that there are no funds in the budget for school library databases.

Lyle Thormann told the commission she was disappointed in TSLAC’s appropriations request and presented an alternative appropriations request for their consideration and adoption. 

Bernadette Williams addressed the commission and expressed gratitude for the agency’s hard work.

Phil Duprey, Dale Fleeger, Leanna Cowan and Nancy Penscak separately addressed the commission expressing concerns about the budget cuts and the budget process. 

Eugene Stockton told the commission that he appreciated that TSLAC had responded constructively to all the concerns.

At this point in the meeting, Commissioner Holland asked Chairman Pickett to revisit the commission’s approval of the Audit Committee minutes in Item 1.  Commissioner Holland expressed concern that she had not specified the dates for approval of the minutes.   Commissioner Holland moved to accept the Audit Committee minutes of June 9, 2006, and Aug. 4, 2006.  Commissioner Hernandez seconded.  Motion passed.

5. CONSIDERATION OF COMMEMORATIVE RESOLUTIONS.

Chairman Pickett informed the commission of eight commemorative resolutions related to the commission’s Aug. 4, 2006, meeting in Canyon, Texas.  Commissioner Holland moved to approve acceptance of the commemorative resolutions.  Commissioner Carr seconded.  Motion passed.

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

Peggy Rudd informed the commission of gifts greater than $500 received for the period ending Oct. 6, 2006:

  • The Archives and Information Services Division received a gift of $1,000.00 on August 25, 2006, from the Texas State Genealogical Society.  As requested by the Society, this donation will be applied to the digitization of the Confederate pension records.  The Society feels that digitizing these records and making them available online will greatly benefit genealogists and family historians.
  • The Talking Book Program received a gift of $5,000.00 on October 3, 2006, from Mary Jane Flowers.  The donation was in memory of her mother, Mary Frances Lamport of San Antonio, as per her mother’s instructions.  Mrs. Lamport had been a patron of TBP for 40 years and wished the gift to be made in appreciation for all the enjoyment she received from the service.
  • The State and Local Records Management Division received a gift of $879.43 on August 7, 2006, from Cingular/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.  The donation is in conjunction with an easement and lease agreement made with the General Land Office.

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

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

Ann Mason requested the commission’s approval to renew the annual contract with the American Chemical Society (ACS), which offers electronic journals online through the TexSelect program.  The license will be for 12 months from Jan. 1, 2007, through Dec. 31, 2007.  The contract offers members access to 33 Web-Access peer-reviewed journals produced by the American Chemical Society from 1995 forward with approximately 140,000 pages of research material and 90,000 pages of supporting information published annually plus journal archives and Chemical and Engineering News Online. 


Commissioner Carr moved to approve; Commissioner Reynolds seconded.  Motion passed.

At this point in the meeting, Chairman Pickett moved Item 12 forward.

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

Sherry Allsup, Architect and Project Manager with the Texas Building and Procurement Commission (TBPC), informed the commission that plans for the renovation are on hold after a Senate Finance Committee Hearing earlier this month in which Senator Stephen Ogden, chair of the committee, directed staff to put all plans on hold until he can learn more about the project.  She said that she, other TBPC staff and TSLAC staff, have scheduled an information session with Senator Ogden on Nov. 9.

Chairman Pickett informed the commission that Senator Ogden needed information on why there is a gap of $21.7 million in the planned financing for the project as approved by the 79th Legislature.  This is the amount included in the agency’s current Legislative Appropriations Request.


 


At this point, the commission considered Item 11.

11.DISCUSSION OF SUNSET STAFF REPORT ON THE STATE LIBRARY AND ARCHIVES COMMISSION.

Edward Seidenberg presented the agency’s proposed response to the Sunset Commission staff’s recommendations.  He said that the agency concurs with the recommendations and informed the commission he wanted to give them an opportunity to review and offer suggestions.   No action was required.

At this point in the meeting, the commission considered Item 15.

15. ADOPT THE REPEAL OF RULES REGARDING ADAPTIVE TECHNOLOGY FOR TEXAS PUBLIC LIBRARIES (13 TAC 9.15-9.21).

Ava Smith addressed the commission and informed them that no public comment had been received regarding notice of the proposed repeal of Subchapter B, Chapter 9 concerning Adaptive Technology for Texas Public Libraries, and now she requested adoption of the repeal. Commissioner Carr moved to approve the request; Commissioner Holland seconded.  Motion passed.



16. AUTHORIZATION TO PUBLISH PROPOSED REPEAL OF RULES REGARDING GRANT POLICIES (13 TAC 2.111-2.175 AND 13 TAC 8.6)

Edward Seidenberg requested commission approval to publish proposed repeal of rules regarding grant policies (13 TAC 2.111-2.175 and 13 TAC 8.6).  Commissioner Hernandez moved to approve the request; Commissioner Carr seconded.   Motion passed.

17. AUTHORIZATION TO PUBLISH PROPOSED NEW RULES REGARDING GRANT POLICIES (13 TAC 2.110-2.815)

Edward Seidenberg requested commission approval to publish proposed new rules regarding grant policies (13 TAC 2.110-2.815) for the purpose of standardizing grand policies and procedures between different grant programs in anticipation of the competitive grants proposed for the next biennium.  This brings all the competitive grant programs and procedures in one place, he said.    Commissioner Reynolds moved to approve the request; Commissioner Freeman seconded.   Motion passed.

At this point in the meeting, Commissioner Carr leaves the meeting to return to her headquarters.

18. AUTHORIZATION TO PUBLISH PROPOSED NEW RULE 13 TAC 6.11 RELATING TO AMENDMENTS TO STATE RECORDS RETENTION SCHEDULE.

Michael Heskett informed the commission that an alert records liaison at Texas A&M University pointed out a loophole in the caution statement that has been included in all editions of the Texas State Records Retention Schedule since 1989.  He requested permission to publish a revised statement.  Commissioner Cox said she had read the revised statement many times and couldn’t determine what it means.  Commissioner Hernandez moved to approve the request; motion failed for lack of a second.  Chairman Pickett requested Mr. Heskett clarify the statement for the next commission meeting.

19. STATUS REPORT ON THE REVISION OF THE LOCAL GOVERNMENT RECORDS RETENTION SCHEDULES (TITLE 13, PART 1, CHAPTER 7, SUBCHAPTER D)

Michael Heskett provided the commission with a plan for posting local schedules to the agency’s Website.  No action required.

20. REPORT ON AGREMENTS TO RECOVER HISTORICAL DOCUMENTS FROM PRIVATE COLLECTIONS.

Chris Laplante informed the commission that there had been some activity regarding two lawsuits to recover historical documents.  No action required.

21. DISCUSSION OF PLANS FOR PREPARATION OF (A) REQUIRED EVALUATION OF OUR FEDERAL LIBRARY SERVICES AND TECHNOLOGY ACT (LSTA) PROGRAM AND (B) DEVELOPMENT OF THE FIVE YEAR PLAN FOR 2008-2012.

Deborah Littrell informed the commission that the agency is required to have an approved five-year plan for spending LSTA funds.  The agency must submit a new five-year plan for FY2008-2012 by June 30, 2007.  Additionally, the agency must conduct an independent evaluation of their five-year plan in the fifth year of the plan.  The evaluation for the five-year plan covering FY2003-2007 is due March 31, 2007, she said.  Both the plan and evaluation are to be submitted to the Institute of Museum and Library Services (IMLS) as this is the federal agency that administers the funds. Ms. Littrell provided the agency’s plans for both reports to the commission.  No action required.

At this point in the meeting, the commission took up Item 10.

10. DISCUSSION OF COMMISSION MEETING DATES FOR 2007.

Ed Seidenberg reviewed suggested commission dates for 2007.  He requested commissioners inform him if they have any conflicts with these dates.

With no further business, Chairman Pickett adjourned the meeting at 3:51 p.m.

Respectfully submitted,

Peggy D. Rudd signature

Peggy D. Rudd


Director and Librarian

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