Texas State Library and Archives Commission


Monday, August 6, 2007 11:10 a.m.


Minutes

The Texas State Library and Archives Commission (TSLAC) met on Monday, August 6, 2007, at 11:10 a.m., in Room 314 of the Lorenzo de Zavala State Library and Archives Building, 1201 Brazos Street, Austin, Texas.


Commissioners Present:
Sandra J. Pickett, Chairman


Diana Rae Hester Cox


Sally Reynolds


Sharon T. Carr


Martha Doty Freeman


Cruz G. Hernandez

Commissioners Absent:
Sandra G. Holland
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


Chris LaPlante, director, Archives and Information Services


Michael Heskett, director, State and Local Records Management


Manuel Alvarez, director, Information Resources Technologies


Erica McKewen, communications officer


Tracy Kuhn Lash, executive assistant


Chris Jowaisas, systems grants administrator, Library Development
Guests Present:
Carleton Wilkes, Jefferson Wells, Inc.


Robert DuPuy, Jefferson Wells, Inc.


Pat Tuohy, Central Texas Library System


Peggy Gibson, secretary, Central Texas Library System


Connie Perdue, Austin Genealogical Society


Gaylon Powell, Williamson County Genealogical Society


Kay Boyd, Austin Genealogical Society


Deanna Frazee, Killeen City Library System


Cindy Foreman, Austin Genealogical Society


Gloria Meraz, Texas Library Association


Elizabeth Swan, Houston Area Library System

Chairman Pickett convened the meeting at 11:20 a.m. and welcomed everyone to the meeting.

1. Approve Minutes of the June 15, 2007 Audit Committee and Commission Meetings.

Commissioner Hernandez moved to approve the minutes of the June 15, 2007 Audit Committee. Commissioner Carr seconded. Motion passed. Commissioner Carr moved to approve the minutes from the June 15, 2007 Commission meeting. Commissioner Reynolds seconded. Motion passed.

2. Public Comment.

Connie Perdue informed the commission about her organization’s concerns over TSLAC"s hours of operation. She asked the commission to consider re-opening the Genealogy Collection on Saturdays a couple times per month. She said her organization wanted to make a plea that the people of Texas need to have access more than Monday through Friday, 8 a.m. to 5 p.m. She also asked the commission to consider expanding the collection. Her organization would like to make recommendations as to what should be added. She also advocated the use of volunteers in the collection.

Gaylon Powell said he supports what Ms. Perdue had stated.

Pat Tuohy informed the commission that the audit process was very beneficial for her organization, and assured the commission that the audit recommendations have been adopted and implementation dates have been planned. She informed the commission that the building of a cash reserve is in process through the Friends of CTLS, and that she is confident this will be accomplished in the five years allotted.

Peggy Gibson told the commission she supports Ms. Tuohy’s comments and asked for the commission’s continued support.

3. General Announcements.

There were no announcements.

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 a resolution commemorating the retirement of TSLAC employee, Sheila Fries, the agency’s records management coordinator.

6. Review and Approve Audit Committee Recommendations on the Internal Audit of the Central Texas Library System and the Houston Area Library System.

Commissioner Cox moved to approve the Audit Committee’s recommendations on the internal audits of the Central Texas Library System and the Houston Area Library System. No second is required. Motion passed.

7. Acceptance of Gifts Greater than $500.

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

The Talking Book Program received a gift of $500.00 on July 10, 2007, from the Texas Association for the Blind. This group, based in Arlington, was formed in 1968 and is composed of both blind and sighted members. They support community programs, similar to the Lions Club. Their primary activity is sponsoring the Braille Rally, a road race of antique cars in which blind children serve as the navigators using instructions printed in Braille.

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

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

Beverley Shirley requested approval of a $147,700 Amigos/TExpress contract for FY2008 with a contract start date of September 1, 2007 for 12 months. Commissioner Hernandez moved to approve the contract. Commissioner Carr seconded. Motion passed

Beverley Shirley requested approval of a contract not to exceed $570,000 with Amigos Library Services for TexNet Interlibrary Loan Network Group Access. Commissioner Reynolds moved to approve. Commissioner Carr seconded. Motion passed.

Beverley Shirley requested approval of an amendment of a contract with EBSCO Industries, Inc. to extend database resources to all K-12 public school libraries for 12 months for $1,496,832 with an option to purchase additional months for an amount that will not, in total, exceed $2,200,000 for K-12 access. The contract total value will not exceed $5,467,000. Commissioner Carr moved to approve the contract. Commissioner Freeman seconded. Motion passed.

Beverley Shirley requested approval for a contract with Education Service Center Region 20 for technical support and training services, not to exceed $250,000. Commissioner Carr moved to approve the contract. Commissioner Hernandez seconded. Motion passed.

9. Report of the Director and Librarian.

Peggy Rudd provided a written report that updated the commission on agency activities during the fourth quarter of Fiscal Year 2007 including the following:

  • Staff planning, preparation and activities related to the renovation of the Lorenzo de Zavala State Archives and Library Building.
  • Talking Book Program activities including enrolling over 1,000 patrons in the Unabridged program, this being the largest enrollment of any state.
  • Progress of K-12 Database program funded by the 80th Legislature through a rider from the Texas Education Agency budget.
  • Progress of Data Center Consolidation.
  • TexShare program update.
  • Report on Texas Heritage Digitization Initiative events and activities.
  • State and Local Records Management activities including the completion of the Report of Reports and participation by one employee in a federal disaster training program.
  • Library Development division activities including the start-up of CE on Tap, the continuing education portal Website that provides offerings in a single space.
  • Archives and Information Services activities including preparing records for relocation prior to building renovation.
  • Various meetings, conferences and speaking engagements.

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

Chris LaPlante informed the commission that the Bob Bullock Texas State History Museum has requested to borrow the William B. Travis letter, written from the Alamo, February 24, 1836 for exhibition at the museum. The loan date would be from February 1, 2008 to August 1, 2008. Commissioner Reynolds moved to approve this loan. Commissioner Hernandez seconded. Motion passed.

11. Consider Appointments to the TexShare Advisory Board.

Beverley Shirley proposed the following appointments to the TexShare Advisory Board:

  • Representative at-large: Kathy Hoffman, director, Research Medical Library at University of Texas, M.D. Anderson Cancer Center. Term to expire August 31, 2010.
  • Public library representative: Sheila Ross Henderson, director of Pasadena Public Library. Term to expire August 31, 2010.
  • Private university representative: Evelyn Bonner, director of T. W. Cole Library at Wiley College. Term to expire August 31, 2010.
  • Public university representative: Joan Heath, assistant vice president, University Library at Texas State University at San Marcos. Term to expire August 31, 2010.
  • Community College representative: Kathy Fair, director of Watson Library at Kilgore College. Term to expire August 31, 2008.
  • Commissioner Carr moved to approve the appointments. Commissioner Cox seconded. Motion passed.

12. Review and Approve Grants to Libraries for State Fiscal Year 2008.

Beverley Shirley requested approval of contracts for TexNet Interlibrary Loan Centers for FY2008 for a total amount not to exceed $2,327,100. Commissioner Carr moved to approve the contract. Commissioner Reynolds seconded. Motion passed.

Deborah Littrell requested approval of Texas Library System Grant Contracts for Fiscal Year 2008. The funds total $5,222,000 and are appropriated to the 10 regional library systems in the state. Commissioner Hernandez moved to approve the contracts. Commissioner Freeman seconded. Motion passed.

Deborah Littrell requested approval of Technical Assistance Negotiated Grants (TANG). TANG grants aid public library staff to use and maintain information resource technology and total $688,046 for Fiscal Year 2008. Commissioner Carr moved to approve. Commissioner Reynolds seconded. Motion passed.

Deborah Littrell requested approval for Fiscal Year 2008 Loan Star Libraries Grant Program awards. Commissioner Carr moved to approve. Commissioner Cox seconded. Motion passed.

Deborah Littrell requested approval for approval for contracts for the Texas Reads Grants for Fiscal Year 2008. Commissioner Cox moved to approve the grants. Commissioner Carr seconded. Motion passed.

13. Consider Appeals Regarding Status in the Texas Library System for FY08 for Public Libraries in Killeen and Laredo.

Deborah Littrell addressed the commission regarding appeals for Texas Library System membership by libraries in Killeen and Laredo. Commissioner Hernandez moved to approve that the Killeen City Library System retain probational system membership and that the Laredo Public Library retain system membership, provided each library meet certain requirements. Commissioner Freeman seconded. Motion passed.

14. Consider Appointments to the Library Systems Act Advisory Board.

Deborah Littrell requested approval of the following appointments to the Library Systems Act Advisory Board:

  • Mark Hanna, College Librarian, Amarillo College.
  • Kerry McGeath, director, Southlake Public Library.

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

15. Authorization to Adopt Amendment to 13 TAC 1.21, 1.22 relating to the State Plan for LSTA in Texas.

Deborah Littrell requested adoption of amended rules 13 TAC 1.21 and 1.22. Ms. Littrell informed the commission that the proposed amendments bring the rules into alignment with the requirements of the program’s federal funding source by updating wording in the rules. The commission approved posting the proposed amended rules at the June 15, 2007 meeting. No comments were received. Commissioner Reynolds moved to approve and Commissioner Carr seconded. Motion passed.

16. Authorization to Adopt Repeal of Chapter 5 Relating to County Librarian Certification.

Deborah Littrell requested repeal of 13 TAC 5.1-5.5, 5.7-5.9 since the Government Code authorizing the commission to certify county librarians was repealed in the recent legislative session. The commission approved posting the proposed repeal of these rules at the June 15, 2007 meeting. No comments were received. Commissioner Reynolds moved to adopt the repeal of the rules. Commissioner Hernandez seconded. Motion passed.

17. Authorization to Adopt Changes to Administrative Rules Relating to the Texas Library Systems Act, Including Repeal of 13 TAC 1.78 Amendments to 13 TAC 1.81, 1.83 and 1.84.

Deborah Littrell requested approval to adopt repealed rule, 13 TAC 1.78, amended rules 1.81, 1.83 and 1.84. The commission approved posting the proposed repeal and amendment of these rules at the June 15, 2007 meeting. No comments were received. Commissioner Carr moved to approve. Commissioner Hernandez seconded. Motion passed.

18. Authorization to Propose Amendments to 13 TAC 1.71, 1.72, 1.73, 1.74, 1.77, 1.79 and 1.80, Relating to the Accreditation of Libraries in the Texas Library System.

Deborah Littrell requested approval to post proposed amendments to rules 13 TAC 1.71, 1.72, 1.73, 1.74, 1.77, 1.79, and 1.80 relating to the accreditation of libraries in the Texas Library System. Commissioner Carr moved to approve. Commissioner Reynolds seconded. Motion passed.

19. Review and Approve the Schedule of Proposed Fees for Records Storage Services.

Michael Heskett requested approval of the Fiscal Year 2008 Records Storage Services Fee Schedule. Commissioner Cox moved to approve the schedule. Commissioner Hernandez seconded. Motion passed.

20. Review and Approve Local Government Records Retention Schedules EL, TX and UT.

Michael Heskett requested preliminary approval of amended Local Government Records Schedules EL (Records of Elections and Voter Registration), TX (Records of Property Taxation), and UT (Records of Public Utilities). There was discussion about the records of property tax. Dr. Heskett offered to investigate in response to questions and to bring his findings to the full commission for consideration. Commissioner Hernandez moved for preliminary approval of these schedules. Commissioner Reynolds seconded. Motion passed.

At this point in the meeting, the commission adjourned into Executive Session to evaluate the performance and consider the salary of the agency’s executive director and pending legal matters before the commission.

Chairman Pickett called the meeting to order at 2:04 p.m. after Executive Session.

Commissioner Hernandez moved to direct Peggy Rudd to enter into a settlement agreement in a legal case involving recovery of historical documents. Commissioner Reynolds seconded. Motion passed.

Commissioner Reynolds moved and Commissioner Hernandez seconded to set the director’s salary. Motion passed.

Respectfully submitted,

Peggy D. Rudd

Peggy D. Rudd


Director and Librarian


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