Texas State Library and Archives Commission


Thursday, April 12, 2007


Minutes


The Texas State Library and Archives Commission (TSLAC) met on Thursday April 12, 2007, at 12:05 p.m. in room 316A in the Henry B. Gonzales Convention Center, San Antonio, Texas.

Commissioners Present:           Sandra J. Pickett, Chairman


                                               Sally Reynolds


                                               Sharon T. Carr


                                               Martha Doty Freeman


                                               Cruz G. Hernandez


                                               Sandra G. Holland


                                               Diana Rae Hester Cox

Commissioners Absent:             None


                                               


Staff Present:                            Peggy D. Rudd, director and librarian


                                                Edward Seidenberg, assistant state librarian


                                                Ava Smith, director, Talking Book Program


                                                Deborah Littrell, director, Library Development


                                                Beverley Shirley, director, Library Resource Sharing


                                                Erica McKewen, communications officer


                                                Tracy Kuhn Lash, executive assistant


                                                                                   


Guests Present:                         Pat Tuohy, Central Texas Library System


                                                Adam Wright, North Texas Regional Library System


                                                Elizabeth Swan, Houston Area Library System


                                                Herb Canales, Corpus Christi Public Library


                                                Meller Langford, Houston Public Library


                                                Chris Albertson, Tyler Public Library  

Chairman Pickett convened the meeting at 12:05 p.m.

1. Approve Minutes of the February 5, 2007 Commission Meeting.

Commissioner Hernandez moved to approve the minutes of the February 5, 2007 commission meeting.  Commissioner Carr seconded.  Motion passed

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.

Ed Seidenberg informed the commission of one change to an agenda item.

5.  Consideration of Commemorative Resolutions.

There were no resolutions.   

6.  Review and Approve Acceptance of Gifts Greater than $500.

Peggy Rudd informed the commission of the following gifts presented to the agency:

The State and Local Records Management Division received two checks from Cingular/AT&T Wireless Services: $4,400.00 on March 26, 2007, and $6,380.69 on March 29, 2007. These are donations to the agency relating to Cingular’s cellular phone tower on agency property located at 4400 Shoal Creek Blvd. in Austin. The donations are in conjunction with an easement and lease agreement made with the General Land Office.

The Library Development Division served as an intermediary to accept a donation of e-Branch kiosks to six Texas public libraries. These self-service information kiosks were donated to assist libraries in El Paso, Denton, Fort Bend County, Lancaster, San Antonio, and Victoria to better serve those affected by Hurricanes Katrina and Rita. The donation was made by Public Information Kiosk, Inc. with the assistance of the 3M Foundation. The total value of the donation is stated as $277,118.00. 

Commissioner Carr moved to accept the gifts.  Commissioner Reynolds seconded the motion.  Motion passed.

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

Beverley Shirley addressed the commission and requested approval to renew online database subscription contracts negotiated by state library staff for Texas libraries with access to the databases.  The subscription period for each vendor is again for one year; vendors are Ebsco Industries, Inc., Thomson Gale, ProQuest Information and Learning Company, OCLC (Online Computer Library Center), TDNet, Teton Data, R.R. Bowker and Ovid Technologies.  She also asked commissioners to approve contract costs associated with the Ebsco package that include charges for public school districts. 

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 second quarter of Fiscal Year 2007 including the following:

  • Staff planning, preparation and activities related to Legislative Day and Taste of Texas Treasures reception for state legislators and librarians on Feb. 6, 2007.
  • Talking Book Program activities including a machine audit to verify patrons’ equipment, working with the National Library Service to assist in planning the 2008 NLS conference in San Antonio and revising audio studio procedures.
  • Progress of Data Center Consolidation.
  • TexShare program update.
  • Report on Texas Heritage Digitization Initiative events and activities.
  • Library Development division activities.
  • Archives and Information Services activities including a new online exhibit on the history of Texas parks.
  • Various meetings, conferences and speaking engagements.

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

Peggy Rudd informed the commission that the agency is moving ahead with renovation plans for the Lorenzo de Zavala State Archives and Library building while still pursuing additional funds through the 80th Legislature for expansion of the archives.  Meetings have been conducted with architects, contractor personnel and staff from the Texas Building and Procurement Commission to move renovation plans forward.  She said those involved face a much greater challenge since renovation will have to take place with staff and operations in the building and there will not be any new space that could have been used for swing space during renovation.

Renovation will begin on the ground floor and move up through the building taking approximately four months per floor to complete.  However, time and money can be saved by doing more than one floor at a time.  The current thinking, she said, is to renovate the first and second floors and then the third and fourth floors after ground floor is renovated.  The Texas Building and Procurement Commission is attempting to find off-site space to store archival material and/or staff during the renovation.  Construction may begin as early as September 2007, she said.   No action required.

10.  Discussion of Confederate Pension Imaging Contract with iArchives, Inc.

Peggy Rudd informed the commission that the agency has been in negotiation with iArchives, Inc., for digitization of the Texas Confederate Pension Applications housed in the Texas State Archives.  Under the terms of the provisions currently under discussion, iArchives will provide equipment and personnel to scan the pension applications at no charge to the agency in accordance with mutually agreed upon requirements and standards.  The company will lend TSLAC a copy of the digital scans for five years after which time, TSLAC will have full and unrestricted rights to use the digitized materials on the agency Website.  No action required.

11.  Consider Approval of the Loan of Archival Documents to the State History Museum.

Peggy Rudd informed the commission that the State Preservation Board has requested a loan of the well-known William B. Travis letter from the Alamo, February 24, 1836 for exhibition at the Bob Bullock Texas State History Museum for a loan period of June 2007 through December 2007.  Commissioner Cox moved to approve the loan. Commissioner Hernandez seconded.  Motion passed

12.  Discussion of Sunset Recommendations and Other Legislation Regarding the Agency.

Edward Seidenberg updated the commission on the pending legislation affecting the agency as a result of the Sunset review process.  SB 913 and HB 2845, respectively, are the bills that would implement the Texas Sunset Commission recommendations on the agency and are currently under consideration by the 80th Legislature.  No action required.

13.  Discussion of Budget Recommendations and Other Fiscal Issues Related to the Agency.

Edward Seidenberg informed the commission of developments in the 80th Legislature affecting the agency’s 2008 and 2009 budgets and updated them on the status of the agency’s federal Library Services and Technology Act grant from the Institute of Museum and Library Services.  The federal money will be over $250,000 less than what was budgeted in 2008, necessitating a revised budget for the next commission meeting.  No action required.


 


14.  Authorization to Publish Proposed Rule Review of Chapter 2 (General Policies and Procedures).

Edward Seidenberg requested permission to publish rule review 13 TAC Chapter 2 concerning the policies and procedures of the Commission pursuant to the requirements of the Government Code 2001.039.


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

15.  Authorization to Publish Proposed Rule Review of Chapter 7 (Local Records).

Edward Seidenberg requested permission to publish rule review of TAC 13 Chapter 7 concerning the operation of regional historical resource depositories and the retention, microfilming and electronic storage of local government records.   Commissioner Cox moved to approve.  Commissioner Reynolds seconded.  Motion passed.

16. Authorization to Publish Proposed Amendment to 13 TAC 6.10 Relating to the State Records Retention Schedule. 

Edward Seidenberg requested permission to publish proposed amended rule, 13 TAC §6.10 relating to the Texas State Records Retention Schedule.  Commissioner Hernandez moved to approve.  Commissioner Carr seconded.  Motion passed.

17. Presentation of the Evaluation of Federal Library Services and Technology Act Program  2003-2007.

Deborah Littrell presented the commission with the results of an independent evaluation of the agency’s five-year Library Services and Technology Act (LSTA) plan for the years 2003 to 2007.  No action required.

18. Status Report on the Development of the Five-Year Plan for the  Federal Library Services and Technology Act Program 2008-2012.

Deborah Littrell presented the timeline for the agency’s development of the next five-year plan for the federal Library Services and Technology Act Program.  The final draft will be presented to the commission at the June 15th meeting so that the agency can meet the submission deadline to the Institute of Museum and Library Services by June 30, 2007.   No action required.

19. Authorization to Publish Proposed Amendment to 13 TAC 2.814 Relating to the Loan Star Libraries Grant Formula.

Deborah Littrell requested approval to publish for public comment in the Texas Register proposed amendment rule 13 TAC §2.814 relating to the Loan Star Libraries grant formula.   The proposed rule affects the funding formula for awarding grants in Fiscal year 2008 and is the result of work done by the Loan Star Libraries Formula Task Force over the past year.  Commissioner Carr moved to approve.  Commissioner Reynolds seconded.  Motion passed.

20.   Authorization to Publish Proposed Amendments to 13 TAC 1.91 and 1.96 Relating to the Texas Library Systems Act Grant Formula.

Deborah Littrell requested approval to publish for public comment in the Texas Register proposed repealed, new and amended rules, 13 TAC §§1.47, 1.67, 1.91, 1.96, 1.97 regarding standards for accreditation of a system in the Texas Library System and System Operation Grants.

The comment period would be from late April to late May with anticipated adoption by the commission at the June 15th commission meeting.  The Library Systems Act (LSA) Advisory Board prepared the recommendation for the director and librarian’s approval and is submitted for the commission’s approval.

Pat Tuohy addressed the commission and said she knows and appreciates how difficult the task was to arrive at a formula that is fair and helps libraries in both rural and urban areas.  She said the LSA Advisory Board wants to make a longer more detailed examination of the formula change over the next two years.  Adam Wright addressed the commission and said he too would like to see a greater examination of the formula to allow for more equal sharing among the systems.

Commissioner Hernandez moved to approve.  Commissioner Reynolds seconded.  Motion passed.

With no further business, Chairman Pickett adjourned the meeting at 1:42 p.m.

 

Respectfully submitted,

 

Peggy D. Rudd


Director and Librarian

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