Texas State Library and Archives Commission
Friday, February 8, 2008
The Texas State Library and Archives Commission (TSLAC) met on Monday, February 8, 2008, at 11:10 a.m., in Room 314 of the Lorenzo de Zavala State Archives and Library Building, 1201 Brazos Street, Austin, Texas.
+ Sharon T. Carr
Diana Rae Hester Cox
Martha Doty Freeman
Cruz G. Hernandez
Edward Seidenberg, assistant state librarian
Carolyn Foster, assistant director, State Archives
Diana Houston, assistant director, Information Services
Dr. Michael Heskett, director, State and Local Records Management
Manuel Alvarez, director, Information Resources Technologies
Deborah Littrell, director, Library Development
Karen Drabek, director, Administrative Services
Beverley Shirley, director, Library Resource Sharing
Ava Smith, director, Talking Book Program
Christopher Jowaisas, Library Systems Grant Administrator
Erica McKewen, communications officer
Tracy Kuhn Lash, executive assistant
Kyle Scaff, Tatum LLC
Elizabeth Swan, Houston Area Library System
Bill Crocker, Houston Area Library System
Ann Crocker, Houston Area Library System
Laurie Mahaffey, Central Texas Library System
Chairman Pickett convened the meeting at 11:10 a.m. and welcomed everyone to the meeting.
1. Approve Minutes of the October 12, 2007, Audit Committee and Commission Meetings.
Commissioner Reynolds moved to approve the minutes of the October 12, 2007, Audit Committee. Commissioner Hernandez seconded.Motion passed.
Commissioner Carr moved to approve the minutes of the October 12, 2007, Commission Meeting. Commissioner Freeman seconded. Motion passed.
2. Public Comment.
Chairman Pickett introduced Bill and Ann Crocker, supporters of the Houston Area Library System (HALS) and Elizabeth Swan of HALS who expressed concerns over reduced funding of the 10 library systems and presented the commission with a written compilation of how reduced funding has negatively impacted HALS and other systems to provide services to libraries in their respective areas. She said that library system coordinators have been collaborating together to avoid duplication of effort, do long range planning and share ways to meet funding challenges.
Peggy Rudd said that the reality of federal funding is of great concern to TSLAC staff and that federal funding for two years has been less than what was expected. She urged system coordinators to communicate these issues to their Congressional delegations. Chairman Pickett thanked Ms. Swan for the information, commended her and the system coordinators for responding to a negative situation in a positive manner and said that she will forward the information to funding sources in Washington D.C.
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.
Chairman Pickett read a commemorative resolution honoring retired TSLAC employee, Nancy Webb, who thanked the commission and said that her years of service at TSLAC had been very meaningful.
6. Review and Approve acceptance of gifts greater than $500.
- The Library Development Division received a gift grant from the Online Computer Library Center, Inc. (OCLC), with funding from the Bill and Melinda Gates Foundation, in the amount of $51,900 on September 17, 2007, to assist library staff in developing outreach activities for Spanish-speaking individuals in their communities. The grant program will run through November 30, 2008.
- The Talking Book Program received a gift of $500 on October 15, 2007, from Ralph and Gloria Krueger, in appreciation of the program.
- The Talking Book Program received a gift of $500 on December 7, 2007, from Jean Lehman, in appreciation of the program.
- The State and Local Records Management Division received a donation of $2,365.40 on December 3, 2007, from Cingular/AT&T Wireless Services. This donation to the agency relates to the cellular phone tower on agency property located at 4400 Shoal Creek Boulevard in Austin, Texas. The donation is in conjunction with an easement and lease agreement made with the General Land Office.
Commissioner Carr moved to accept the gifts. Commissioner Hernandez seconded. Motion passed.
7. 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 2008 and informed them of additional activities as follows:
- Peggy Rudd added to her report that she had testified Feb. 7, 2008, before the Texas House of Representatives Select Committee on Higher and Public Education Finance on K-12 databases and their impact on education. She shared photographs of the hearing where two middle school students demonstrated how they use some of the databases.
- Peggy Rudd also informed the commission that she had signed an agreement to recover historical documents for the archives from the Davis Estate.
- Chairman Pickett noted that the Friends of Libraries and Archives of Texas will again honor TSLAC staff by treating them to a pizza luncheon on National Library Workers Day.
- Edward Seidenberg updated the commission on renovation issues including plans to move the staff to another state building during the renovation of the Lorenzo de Zavala State Archives and Library Building.
8. Discussion of preparation of the Agency Strategic Plan for 2009-2013.
Peggy Rudd discussed the strategic planning process with the commission. At the April 15th commission meeting, staff will update the commission on the plan's progress and will mail the plan to the commission on May 9 with the final document scheduled for commission approval at the June 9th meeting. The final plan will be submitted July 7.
Director Rudd outlined some of the key issues and trends that the agency faces and that will be addressed in the plan. These include:
- facilities issues including inadequate space for the archives, renovation funding issues, recent requests for new building project analyses
- staff salary analysis
- funding for public libraries
- technology issues facing libraries and the agency
- Data Center Consolidation effects and costs
- reexamining the agency's microfilming business
- electronic records issues
- document recovery
- disaster repair and recovery
Commissioner Freeman said that in the area of document recovery, she would like the agency to take more of a leadership role in the recovery of local records. She would like to see more of an emphasis on local records. Director Rudd agreed to include this.
Chairman Pickett suggested including the agency's recent involvement in an Institute of Museum and Library Services (IMLS) initiative, Connecting to Collections, a program for states to identify and preserve cultural collections. Director Rudd agreed and explained to the commission that TSLAC recently received a $40,000 grant to begin the process of creating a model for identifying cultural collections in the state, what condition the collections are in, identifying the scope of the collections and how to preserve them and create public access to them.
In response to a question from Commissioner Freeman, Director Rudd explained that the request for a facilities study was submitted to the Texas Facilities Commission for the purpose of analyzing expansion of the archives versus building a new archival facility at another location, possibly the agency's property on Shoal Creek Boulevard.
9. Discussion of the agency budget for FY 2009 and preparation of the Legislative Appropriations Request for 2010-2011.
Edward Seidenberg informed the commission that the agency's main Library Services and Technology Act (LSTA) grant for 2009 will be significantly lower than the amount budgeted due to a 1.75% cut across the board of most federal agency budgets. Texas was one of only three states to get an increase over last year and while the increase was $125,000, it is well below the amount projected in TSLAC's budget plans for 2009. The actual federal award is anticipated to be $10,787,020 or $452,980 less than what is budgeted.
Staff will discuss this shortfall with a number of constituent groups between now and the next commission meeting at which time, commissioners will be presented with a revised budget for approval. Mr. Seidenberg said it will be difficult to achieve this large reduction, but staff will attempt to do this in a way that doesn't place all the burden on only one or two programs. He said that it is such a large number that it is going to have to be spread out.
In answer to questions from Commissioners Freeman and Reynolds, Mr. Seidenberg pointed out that system coordinators did not know of this additional budget cut and so will now be faced with even more service impacts. Peggy Rudd pointed out, in response to a comment from Chairman Pickett, that very little of the federal funds stays within the agency. Most of the federal funding is used to support statewide programs and for grants. Chairman Pickett agreed and noted how little we get from the State of Texas for outreach programs.
Commissioner Reynolds said it is important to educate the state legislators about this since every legislator's district is affected by this reduction.
Commissioner Carr said that it would be helpful to her and perhaps to the two new commissioners coming on board in April to have some additional information that would include the funding history of the library systems and of the Loan Star Libraries funding program. She expressed concern at being presented a budget and only having a few days to consider it.
Mr. Seidenberg said he would provide historical information for the June meeting and could walk commissioners through the history and provide the budget proposal in such a way that it can be compared to past proposals thus providing for more narrative discussion at the August meeting.
No action required.
10. Review and re-approval of the agency's fraud prevention program.
Edward Seidenberg requested that the commission re-approve the agency's fraud prevention program. Commissioner Cox moved to approve the request. Commissioner Hernandez seconded.Motion passed.
11. Authorization to propose amendments to 13 TAC 3.1, 3.2, 3.4 and 3.6 relating to the State Publications Depository Program
Beverley Shirley requested approval to post the proposed amendments to 13 TAC 3.1, 3.2, 3.4 and 3.6 for a 30-day comment period. Commissioner Hernandez moved to approve the request. Commissioner Reynolds seconded. Motion passed.
12. Authorization to publish proposed rule reviews of Chapter 1 (Library Development) and Chapter 4 (School Library Programs).
Deborah Littrell requested permission to publish proposed rule reviews of Chapter 1 (Library Development) and Chapter 4 (School Library Programs). Commissioner Carr moved to approve the request. Commissioner Freeman seconded. Motion passed.
13. Review and approve preliminary local government records retentions schedules: CC (Records of County Clerks); DC (Records of District Clerks); GR (Records Common to All Governments); and PS (Records of Public Safety Agencies).
Dr. Michael Heskett presented four retention schedules for the commission's preliminary approval beginning with Records of County Clerks (Schedule CC). Commissioner Freeman asked for consideration that records pertaining to drainage construction reports, levee improvement plans and water district semi-annual reports be considered for permanent retention. Dr. Heskett said he would do some further research and report back to the commission on those records.
Another record that Commissioner Freeman expressed concern over was ferry license applications after 1911. She feels that ferry records are an important part of Texas history, particularly on the Rio Grande where some still operate. She expressed concern that researchers would have difficulty obtaining records if these were not made permanent. Dr. Heskett agreed to change their designation to permanent.
Commissioner Freeman had similar concerns about records involving livestock auction commission reports and tuberculosis control reports, neither of which is designated as permanent. Dr. Heskett said his staff will examine that schedule again and report back to the commission.
Commissioner Freeman also expressed concern over certain wreck master salvage reports and Dr. Heskett said he had no objection to making these permanent. Commissioner Freeman also requested reconsideration for retention periods for chattel mortgage machinery records, food stamp program records, and certain records pertaining to crippled children and others admitted to state care in Section 3-7 of the schedule. Dr. Heskett said he would revisit the original reasoning for not making these records permanent and report back to the commission.
Commissioner Freeman expressed concern over the two-year retention schedule for supporting documents for commissioner court minutes. Dr. Heskett suggested that his staff will work out historical review directions and include them. Commissioner Carr moved to grant preliminary approval to Schedule CC (Records of County Clerks). Commissioner Cox seconded. Motion passed.
Dr. Heskett requested preliminary approval for Schedule DC (Records of District Clerks). Commissioners discussed the value of civil case files and Commissioner Freeman asked Dr. Heskett if retention could be changed to permanent for cases prior to 1950. Commissioner Hernandez also requested this. Dr. Heskett said that when the schedules are brought forward this one might require a fiscal note, but he agreed to change the retention to permanent and to write the note. Commissioner Carr moved to grant preliminary approval to Schedule DC. Commissioner Reynolds seconded. Motion passed.
Dr. Heskett requested preliminary approval for Schedule GR (Records Common to All Local Governments). There were no questions. Commissioner Hernandez moved to grant preliminary approval. Commissioner Carr seconded. Motion passed.
Dr. Heskett presented Schedule PS (Records for Public Safety Agencies) and asked for preliminary approval. Commissioner Freeman requested that items 4175-04 (Fugitive Reports), 4200-05 (Jail Population Reports), and 4575-07 (Jail Population Reports) be at least reviewed for historical value. Dr. Heskett offered to include historical cautions in the Remarks sections for these records, although he suggested that many of them have been destroyed.
Commissioner Carr moved to grant preliminary approval. Commissioner Hernandez seconded. Motion passed.
Chairman Pickett then pointed out that this would probably be Commissioner Cox's last meeting and what a great pleasure it has been working with Commissioner Cox. With no further business before the commission, Chairman Pickett adjourned the meeting at 2:05 p.m.
Peggy D. Rudd
Director and Librarian