Texas State Library and Archives Commission
Monday, February 5, 2007
The Texas State Library and Archives Commission (TSLAC) met on Monday, February 5, 2007, at 1:00 p.m. in room 314 of the Lorenzo de Zavala State Library and Archives building, 1201 Brazos Street, Austin, Texas.
Sandra J. Pickett, Chairman
Sharon T. Carr
Martha Doty Freeman
Cruz G. Hernandez
Sandra G. Holland
Commissioners Absent: Diana Rae Hester Cox
Peggy D. Rudd, director and state librarian
Ed Seidenberg, assistant state librarian
John Anderson, preservation officer, Archives and Information Services
Michael Heskett, director, State and Local Records Management
Diana Houston, assistant director, Archives and Information Services
Deborah Littrell, director, Library Development
Karen Drabek, director, Administrative Services
Beverley Shirley, director, Library Resource Sharing
Ava Smith, director, Talking Book Program
Erica McKewen, communications officer
Tracy Kuhn Lash, executive assistant
Bell Clarke, statistics assistant, Library Development
Pat Fowler, cataloguing department head, Archives and Information Services
Nancy Webb, administrative assistant, Library Development
Guests Present: None
Chairman Pickett convened the meeting at 1:05 p.m.
1. Approve minutes of the october 27, 2006 audit committee and commission meetings.
Commissioner Carr moved to approve the minutes of the October 27, 2006 Audit Committee. Commissioner Hernandez seconded. Motion passed. Commissioner Carr moved to approve the minutes from the October 27, 2006 Commission meeting. Commissioner Reynolds seconded. Motion passed.
2. Public comment.
There was no public comment at this time.
3. General announcements.
Peggy Rudd reminded commissioners of Texas Library Association Legislative Day activities, legislative hearings and other events.
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.
5. Consideration of commemorative resolutions.
The commission adopted resolutions commemorating the retirements of TSLAC employees, Pat Fowler and Bell Clarke. Ms. Fowler was recognized for 10 years of service in the Archives and Information Services division. Ms. Clarke was recognized for 26 years of state service, 20 of which were as the statistician responsible for collecting data on the state’s libraries.
6. Review and approve acceptance of gifts greater than $500.
Peggy Rudd informed the commission of the following gifts presented to the agency:
The Library Development division received a gift grant from the Bill and Melinda Gates Foundation in the amount of $85,752 on October 18, 2006. The purpose of the gift is for the Texas State Library and Archives Commission to re-grant the funds to rural libraries in Texas to promote the sustainability of public access computer resources. Funds will be used to hold a series of training workshops to assist library staff in developing technology sustainability action plans, and to reimburse travel costs to participants who attend the training. The grant program will run through September 17, 2007.
The Talking Book Program received a gift of $500.00 on December 15, 2006, from Jean Lehman.
The Talking Book Program received a gift of $500.00 on December 27, 2006, from Garvin and Betty Burris of Saginaw.
The Talking Book Program received a gift of $1,000.00 on December 27, 2006, from Dorothy McNeely of Cleburne.
Commissioner Freeman moved to accept the gifts. Commissioner Reynolds seconded the motion. Motion passed.
7. Review and approve contracts greater than $100,000.
Beverley Shirley requested approval for contracts negotiated by state library staff with two vendors, Facts on File and Encyclopedia Britannica, which have the potential value of $100,000 or more, thus requiring commission approval. Under a program called TexSelect, the agency provides Texas libraries with access to online subscription databases at a fraction of what the cost would be to individual libraries. TexSelect databases are billed to subscribing institutions at no cost to the agency.
Commissioner Carr moved to approve the contracts. Commissioner Hernandez seconded the motion. Motion passed.
8. Report of the director and librarian.
Peggy Rudd provided a written report that updated the commission on agency activities during the first quarter of Fiscal Year 2007 including the following:
- Talking Book Program continues to prepare for conversion to digital talking books; 500 patrons have been enrolled in “Unabridged,” a downloadable audio book service.
- Participation of 665 school libraries in the TexShare K-12 databases, representing over two million students
- Texas Heritage Digitization Initiative activities
- Status of grants administration, Loan Star Libraries contracts and payments, and Loan Star Libraries Task Force activities
- Texas Reads grants awarded
- E-Records conference highlights
- Unveiling of new online exhibit on the history of Texas parks
- Press conference announcing acquisition and temporary loan of Texas Legation Records to Texas Christian University
- National Book Festival and Texas Book Festival activities
- Various meetings, conferences and speaking engagements
The commission discussed a letter received from Austin Genealogical Society members about the change in hours of the Genealogy Collection.
9. Discussion of plans to renovate and modernize the lorenzo de Zavala state archives and library building.
Peggy Rudd informed the commission of past and future meetings with legislators and testimony she plans to give to legislative committees about the agency’s Exceptional Item Request to the agency’s Legislative Appropriations Request, requesting additional funds for building renovation and expansion.
10. Discussion of datacomm report on information technology needs in the de Zavala state archives and library building.
Ed Seidenberg informed the commission that agency Information Resources and Technologies Director, Manuel Alvarez, had evaluated the technology proposed for the building renovation and found it sound and necessary.
11. Discussion of sunset recommendations and legislation regarding the agency.
Edward Seidenberg informed the commission that the Sunset Commission in December adopted all the Sunset Commission staff recommendations and adopted an additional recommendation that was suggested by the Texas Library Association. That recommendation requires TSLAC and the Texas Education Agency to develop a joint study of school library needs and to assess which needs each agency should address.
The Sunset Commission also adopted certain Across the Board recommendations that are standard recommendations for all agencies under Sunset review, Mr. Seidenberg said. He will have more information on those recommendations at a future date as well as which legislators will sponsor the bill.
12. Discussion of budget recommendations and other fiscal issues related to the agency.
Edward Seidenberg informed the commission that the Legislative Budget Board had recently issued its recommendation to the 80th Legislature regarding the agency budget for fiscal years 2008 and 2009. All agencies were required by the Governor’s Office to submit a base budget request with general revenue-related funds reduced by 10 percent. He informed the commission that the LBB had recommended restoring almost all of these reductions.
However, the LBB reduced the agency’s administrative program by $97,000 per year which, if this reduction is taken, could mean a reduction in force of three staff or a significant decrease in other operating expenses or grants.
At the federal level, he said, that the Library Services and Technology Act grant may be funded at current levels and not the three per cent increase calculated into the agency’s budget, as it appears that Congress is not going to increase those levels. This situation is a result of the inability of the U.S. Congress to pass a federal budget for 2007, which necessitates funding federal agencies through a Continuing Resolution. The effect of this is flat federal funding. He will provide an update on budget issues at the future commission meetings.
13. Status report on (a) preparation of 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 addressed the commission regarding the agency’s Library Services and Technology Act five-year evaluation that is due in March, and development of the next five-year plan. She informed the commission that the evaluation is proceeding on time. For the five-year plan, she and staff are working on ways to invite comments from all kinds of libraries. There will be a brief presentation and update at the April commission meeting with approval for the five-year plan scheduled for the June commission meeting. The deadline for submission of the plan is June 30.
14. Authorization to publish proposed new rule 13 TAC 6.11 relating to amendments to state records retention schedule.
Michael Heskett requested permission to publish new rule 13 TAC 6.11. Commissioner Hernandez moved to approve and Commissioner Reynolds seconded. Motion passed.
15. Status report on the revision of the local government records retention schedules (title 13, part 1, chapter 7, subchapter d).
Michael Heskett informed the commission that all the proposed, revised Local Government Records Retention Schedules are posted on the agency’s Website for public comment. He asked for commission comments on the schedules by May 1, if possible. He hopes to bring the revised schedules before the commission for adoption at the June commission meeting.
16. Adopt the repeal of rules regarding grant policies (13 TAC 2.111-2.175 and 13 TAC 8.6)
Edward Seidenberg requested the commission adopt the repeal of Rules 13 TAC 2.111-2.175 and 13 TAC 8.6 regarding grant policies. Commissioner Holland moved to adopt the repeal of the rules; Commissioner Carr seconded. Motion passed.
17. Adoption of new rules regarding grant policies (13 TAC 2.110-2.815)
Edward Seidenberg presented the commission with new rules regarding grant policies for commission adoption. After discussion, Commissioner Freeman proposed one change in the criteria for TexTreasures Grants and moved to approve the adoption; Commissioner Carr seconded. Motion passed.
With no further business, Chairman Pickett adjourned the meeting at 3:10 p.m.
Peggy D. Rudd
Director and Librarian