Texas State Library and Archives Commission


Tuesday, April 15, 2008


Minutes

The Texas State Library and Archives Commission (TSLAC) was scheduled to meet on Tuesday, April 15 at 12:00 p.m. in Room A302/303, Dallas Convention Center, 650 South Griffin Street, Dallas, Texas


Commissioners Present:
Sandra J. Pickett, Chairman


Sharon T. Carr


Martha Doty Freeman


Cruz G. Hernandez


Scott McAfee


Sally Reynolds


Michael C. Waters
Commissioners Absent:
None
Staff Present:
Peggy D. Rudd, director and librarian


Edward Seidenberg, assistant state librarian


Deborah Littrell, director, Library Development


Beverley Shirley, director, Library Resource Sharing


Tracy Kuhn Lash, executive assistant

Guests Present:
Pat Tuohy, Central Texas Library System


Betty Lowrance, Central Texas Library System


Ann Crockett, Houston Area Library System


Adam Wright, Northeast Texas Library System


John Pecoraro, Big Country Library System


Elizabeth Swan, Houston Area Library System


Steve Standefer, Mansfield Public Library


Joan L. Sveinsson, The Colony Public Library


Maria Redburn, Bedford Public Library

Chairman Pickett convened the meeting at 12:04 p.m. and welcomed everyone to the meeting.

1. Approve Minutes of the February 8, 2008, Audit Committee and Commission Meetings.

Commissioner Reynolds moved to approve the minutes of the February 8, 2008, Audit Committee. Commissioner Hernandez seconded.Motion passed.

Commissioner Carr moved to approve the minutes of the February 8, 2008, Commission Meeting. Commissioner Freeman seconded. Motion passed.

Chairman Pickett noted that recently appointed commissioners Scott McAfee and Michael Waters were not voting and then introduced them. Commissioner Waters introduced himself and said that he has lived and worked in Abilene for 26 years. Commissioner McAfee said he lives near Driftwood and works in Austin.

2. Public Comment.

Pat Tuohy requested that TSLAC conduct a study that is focused exclusively on new roles and expectations of the Texas library systems. The 10 regional library systems carry out library development for the state under the provisions of the Library Systems Act, and work very closely on a daily basis with public libraries, she said. She noted that the Library Systems Act has been around a long time and that it is clear the systems are evolving. Speaking on behalf of the CTLS board, she requested that TSLAC conduct a study.

This study should include all library constituents as active participants in the library systems process, she said, and should examine systems, their construction, what they should be doing and whom they should be serving. Other studies of library development have been conducted but the CTLS board feels this is the right time to conduct such a study. She said that an outcomes retreat for library systems and TSLAC would be held in May. The retreat is a good first step, she said, in sustaining library development in the state.

Chairman Picket thanked her for her comments and said the commission will take this request under advisement. Others wishing to address the commission indicated they wished to speak to specific agenda items and would wait for those items during the meeting.

3. General Announcements.

There were no announcements.

4. Discussion and scheduling of future TSLAC meetings.

Ed Seidenberg reviewed the upcoming meeting schedule as follows:

  • June 9, 2008, Commission meeting, State Records Center, 4400 Shoal Creek Blvd.
  • August 4, 2008, Commission meeting, probably at the State Archives and Library Building.
  • October 20, 2008, Commission meeting in Rockport, TX, at the Texas Maritime Museum.

Mr. Seidenberg also presented a timeline of key dates and activities for Fiscal Years 2009, 2010, and 2011. Peggy Rudd invited the commission to a special event Tuesday, June 10, 2008, celebrating the 50th Jubilee of the Texas Reading Club in the Senate chamber of the Texas State Capitol in Austin.

5. 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.

6. Consideration of commemorative resolutions.

Chairman Pickett read commemorative resolutions for commission members who recently ended their commission terms. Commissioner Reynolds moved to accept the resolution honoring former Commissioner Diana Rae Hester Cox of Canyon, TX. Commissioner Carr seconded. Motion passed.

Commissioner Hernandez moved to accept the resolution honoring former Commissioner Sandra G. Holland of Pleasanton, TX. Commissioner McAfee seconded. Motion passed.

7. Report of the Director and Librarian.

Peggy Rudd provided a written report that updated the commission on agency activities since the previous meeting in February. She then informed the commission of the following additional activities:

  • A Notice to Proceed issued by the Texas Facilities Commission April 15, which means construction can begin on the renovation of the Lorenzo de Zavala State Archives and Library Building.
  • Texas Facilities Commission Executive Director Edward Johnson secured additional funding from his budget for certain renovation items that were unforeseen and not in the budget.
  • There is renewed interest among legislators in expanding the archives at the Zavala building.

Commissioner McAfee inquired as to the amount of the Texas Facilities Commission's commitment; there was discussion about the actual amount so Director Rudd will provide the exact amount to commissioners in her interim report.

Commissioner Freeman asked for clarification about a recommendation in the State and Local Records Management division director's report to propose reducing the authority of the agency's Local Government Records Committee to an advisory capacity.

Edward Seidenberg explained that the statute provides an advisory board to the commission and that the committee has authority to take action that should more properly be taken by the commission. The recommendation is to give the Local Government Records Committee more of an advisory function rather than a policy-setting function.

There was further discussion regarding the Zavala renovation project in response to questions from Commissioner Waters. Director Rudd also responded to questions from Commissioner McAfee about costs associated with the Data Center Consolidation and how much above budget the migration has cost TSLAC. Director Rudd said there are no up-to-date bills from the Data Center thus making budgeting decisions difficult if not impossible. Commissioner McAfee requested information on the volume and frequency of outages and how our customers have been affected. Director Rudd said she would ask the agency's Information Resources Technologies director to provide a report to him prior to the next meeting.

8. Review and Approve acceptance of gifts greater than $500.

Peggy Rudd requested approval for the following gifts presented to the commission:

  • The State and Local Records Management Division received a donation of $4,400.00 on March 3, 2008, 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.
  • The Library Resource Sharing Division received a donation of $2,350.00 from OCLC, Inc. to pay meal costs of the attendees at the 8th Interlibrary Loan Workshop ("Deep in the Heart of TexShare") that was held February 15, 2008 in Austin.
  • The Library Resource Sharing Division received a donation of $1,200.00 from Relais International, Inc. to pay meal costs of the attendees at the 8th Interlibrary Loan Workshop ("Deep in the Heart of TexShare") that was held February 15, 2008 in Austin.

Commissioner Carr moved to accept the gifts. Commissioner Hernandez seconded.

Commissioner Freeman asked if the agency does business with any of these companies. Director Rudd stated that TSLAC does business with OCLC (Online Computer Library Center) and Cingular. Commissioner Freeman asked if there were any protocol for receiving donations from companies with which the agency does business. Director Rudd said that the agency does not procure donations for anything that would directly benefit the agency. In response to Commissioner McAfee's questions, Director Rudd said that the agency uses cell phones with a Cingular contract but that it is a state contract not an agency contract.

Chairman Pickett called the vote. Motion passed.

9. Review and approve contracts greater than $100,000.

Beverley Shirley requested approval for online database contracts with Ebsco, Gale Group, ProQuest, OCLC, TDNet, Teton Data, R.R. Bowker, Ovid, and Encyclopedia Britannica. She stated that these are all renewals. Responding to questions from Commissioners Waters and McAfee, Ms. Shirley explained the bidding process, sources of funding, negotiation processes, and cost avoidance for libraries for the database contracts.

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

10. Discussion of plans to renovate the State Archives and Library Building.

In addition to the previous discussion, Peggy Rudd informed the commission of the following:

  • Construction will begin soon, so commissioners visiting the building should avoid the loading dock area.
  • Harvey Cleary has been asked to do noisiest work outside of regular working hours.
  • Swing space has been found for 65 of Zavala building staff to relocate to; available in June.
  • Moving staff out will help combine some construction phases to possibly save money and speed up construction.
  • Peggy Rudd, Chris LaPlante, state archivist, and Manuel Alvarez, director of Information Resources Technologies, will remain in the building along with most of their staff during construction.
  • Public service areas will remain staffed and open during construction although much material has been relocated to accomplish the renovation.
  • The agency has received inquiries and complaints through legislators from their constituents about the limited access to the collection.

Commissioner Freeman suggested adding any representative or senator who makes such inquiries to distribution lists for renovation progress reports.

11. Discussion of preparation of the Agency Strategic Plan for 2009-2013.

Peggy Rudd presented the commission with a written description of the agency's process for creating its Strategic Plan for 2009 to 2013 and areas of critical interest. She informed the commission that agency staff were invited to present testimony and materials at a hearing this past week for State Representative Bill Callegari's Government Reform Committee. That committee has an interim charge to look at electronic government information and how it can be maintained. This is an area that might be addressed in the plan, she said.

In response to questions from Commissioner Waters about the Friends of Libraries and Archives of Texas $10 million Capital Campaign, Director Rudd explained that the Friends had recently hired a development director who will report to Director Rudd and the Friends' president. The organization will pay the director. The campaign is to raise funds for items that are not in the renovation budget. Some of these include compact shelving for the archives, a conservation lab, and furnishings for offices and public spaces.

Chairman Pickett said that areas had been identified as naming opportunities. She said that she had appointed Commissioner Reynolds to be the commission liaison to the Friends group so that they always know we have an interest in their activities.

Commissioner McAfee asked if there were any open document recovery efforts. Director Rudd identified two situations that are still pending. One involves an agreement that has yet to be signed by Mary Ann Davis and the second is a pending case with the Wilcox family of Beaumont.

12. Revision of the agency budget for FY2009. Preparation of the Legislative Appropriations Request for 2010-2011.

Edward Seidenberg requested approval of revised FY 2009 Library Services and Technology Act (LSTA) funding allocations based on TSLAC receiving $460,000 less in federal LSTA funds than anticipated and budgeted. Commissioners were informed at the Feb. 8th meeting that staff would discuss the reductions with stakeholders. Members of the TexShare Advisory Board, the Library Systems Act Advisory Board and system coordinators were informed of the proposed reductions but offered no alternatives.

The reductions include the following:

  • $50,000 from the Interlibrary Loan grants
  • $96,000 from the TexShare database program
  • $5,000 from the TexTreasures grants
  • $3,000 from the Library of Texas
  • $300,000 from the Library Systems
  • $5,000 from the Library System competitive grants

Technical Assistance Negotiated Grants (TANG) increased, however, because the program is one of the agency's most successful grant programs.

Betty Lowrance presented the commission with a resolution adopted by the Central Texas Library Board requesting TSLAC include a $4 million exceptional item in its 2010-11 Legislative Appropriations Request to fund the 10 library systems. Library systems work is highly valued by library constituents around the state, and the elimination of state funds has forced a drastic reduction in services to the 543 current member libraries, she said. Historically the systems have been funded with state and federal funding, she said, but in 2007 only federal funds were used to operate systems, which provide library development services to member libraries.

In response to Commissioner Water's question, Ms. Lowrance clarified that the request is for $2 million for each year, $4 million for the biennium. Commissioner McAfee asked how the board arrived at the figure. Ms. Lowrance said that no more squeezing of the budget could be done.

Elizabeth Swan informed the commission that her system's budget in 2007 was $1.8 million and this year the budget is $875,000. Clearly as the budget is stretched more and more, there is a limit of how to maintain services. The budget constraints also make it difficult to serve the large urban libraries and the smaller member libraries, she said adding that all 10 systems are struggling with their budgets.

Maria Redburn informed the commission of how helpful the North Texas Regional Library System staff and programs have been for her library in Bedford and urged the commission to keep the systems strong and healthy. She urged support for the CTLS resolution.

Commissioner Hernandez asked how the exceptional item could be included in the budget. Peggy Rudd said staff would include items in the LAR with the commission's direction. Edward Seidenberg said there will be two more meetings with budget discussions and that the commission will approve the LAR at its August meeting.

Commissioner Reynolds moved to approve the revised budget. Commissioner Hernandez seconded. Motion passed.

13. Review and approve the designation of the Friends of Libraries and Archives of Texas as a "friend" of the Texas State Library and Archives Commission.

Edward Seidenberg requested the commission approve the designation of the Friends of Libraries and Archives of Texas as a "friend" of TSLAC. Commissioner Carr moved to approve. Commissioner Freeman seconded. Motion passed.

Adoption of rule reviews of Chapter 1 (Library Development) and Chapter 4 (School Library Programs).

Deborah Littrell requested approval to adopt the review of Chapter 1 and Chapter 4 rules. She stated that the notices published in the Texas Register on Feb. 22, 2008, asking for comment for these rules generated no comments from the public. Commissioner Carr moved to approve. Commissioner Reynolds seconded. Motion passed.

15. Authorization to adopt 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 adopt amendments to 13 TAC 3.1, 3.2, 3.4, and 3.6 relating to the State Publications Depository Program. She reported that no comments were received following the posting of the proposed changes in the Texas Register, Feb. 22, 2008.

Commissioner Freeman asked how the list of items exempted from deposit requirements was developed, expressing concerns that historians writing agency histories might find it difficult if some of these items are not available to them. Peggy Rudd pointed out that these are publications and not the records of an agency which would potentially be used to tell the history and would be archival or subject to archival review.

After a brief discussion about the nature and definition of the term publication, Director Rudd stated that some of the 56 partners in the depository program might not participate if changes were made that created storage problems for them.

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

With no further business before the commission, Chairman Pickett adjourned the meeting at 2:00 p.m.

Respectfully submitted,

Peggy D. Rudd

Peggy D. Rudd


Director and Librarian


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