Texas State Library and Archives Commission


Monday, June 9, 2008


Minutes

The Texas State Library and Archives Commission (TSLAC) met on Monday, June 9, 2008 at 12:30 p.m. at the State Records Center, 4400 Shoal Creek Boulevard in Austin, Texas.


Commissioners Present:
Sandra J. Pickett, Chairman


Sally Reynolds


Sharon T. Carr


Martha Doty Freeman


Cruz G. Hernandez


Scott McAfee


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


Edward Seidenberg, assistant state librarian


Chris LaPlante, director, Archives and Information Services


Deborah Littrell, director, Library Development


Beverley Shirley, director, Library Resource Sharing


Michael Heskett, director, State and Local Records Management


Ava Smith, director, Talking Book Program


Karen Drabek, director, Administrative Services


Tracy Kuhn Lash, executive assistant


Nanette Pfiester, government information analyst

Guests Present:
Carleton Wilkes, Tatum, LLC


Pat Tuohy, Central Texas Library System


Eileen Altmiller, Central Texas Library System


Dan Havlik, retired TSLAC employee


Kenneth Friesenhahn, Texas Legislative Service


Gloria Meraz, Texas Library Association


Charlotte McCann, Friends of Libraries and Archives of Texas


Darryl Tocker, Friends of Libraries and Archives of Texas

Chairman Pickett convened the meeting at 12:47 p.m. following the meeting of the Audit Committee.

1. Approve Minutes of the April 15, 2008 Commission Meeting.

Commissioner Hernandez moved to approve minutes from the April 15, 2008, 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.

4. Review of consent agenda: non-substantive corrections in other agenda items such as spelling, numbering, punctuation, grammatical or other revisions.

Non-substantive corrections were noted.

5. Consideration of Commemorative Resolutions.

Chairman Pickett read a commemorative resolution in honor of retiring TSLAC employee, Dan Havlik. Commissioner Hernandez moved to approve the resolution. No second was required. Motion passed.

6. Review and approve Audit Committee recommendations on (a) the Internal Audit of the Texas Trans Pecos Library System, (b) the Internal Audit of the Big Country Library System, and (c) Follow up Report on the Status of Internal Audit Recommendations involving the Central Texas Library System and the Houston Area Library System.

Commissioner Hernandez presented the recommendations of the Audit Committee and moved to approve them. No second was required. Motion passed.

7. Report of the Director and Librarian.

Peggy Rudd provided a written report of agency activities since the last commission meeting and answered questions regarding the report. She highlighted issues relating to the Data Center Consolidation and continuing problems with the agency website and other technology services affected by the consolidation. She also invited the commission to attend a special event celebrating 50 years of the Texas Reading Club, on Tuesday, June 10, at 10 a.m. at the State Capitol. She also introduced Charlotte McCann, new development director of the Friends of Libraries and Archives of Texas, TSLAC's nonprofit support group. Ms. McCann informed the commission of her background and her plans to develop resources for the Friends' Capital Campaign fundraising efforts for the Lorenzo de Zavala State Archives and Library Building.

Commission and staff discussed the recommendation from agency staff to change the role of the Local Government Records Committee to an advisory committee. Chairman Pickett asked about the outcome of a Library Systems retreat. Deborah Littrell, Gloria Meraz and Pat Tuohy informed the commission that the retreat was productive and a good step forward.

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

There were no gifts to be approved.

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

There were no contracts to be approved.

At this point in the agenda, Chairman Picket moved to Item 11.

11. Discuss and approve the Agency Strategic Plan for 2009-2013.

Peggy Rudd presented the agency strategic plan for the commission's approval. There was discussion about separating legislation dealing with recovery of documents from other legislation affecting the agency in the upcoming legislative session. Commissioner Reynolds suggested staff work with the Office of the Attorney General and the Legislative Council on the wording. Commissioner Carr moved to approve the plan. Commissioner Hernandez seconded. Motion passed.

12. Presentation and overview of historical data regarding the agency budget (2005-2009).

Edward Seidenberg presented an overview of the TSLAC budget history from 2005-2009 and answered questions from the commission. No action required.

After a short break, Chairman Pickett resumed the meeting at 2 p.m.

21. Report on agreements to recover historical documents from private collections.

Assistant Attorney General Joe Thrash reported that the agency's lawsuit against Mary Ann Davis and her late husband's estate had been settled and the documents returned to the agency. Chris LaPlante credited agency employee Jean Carefoot whose knowledge and research aided in the lawsuit settlement. No action required.

13. Discussion of the preparation of the Legislative Appropriations Request for 2010-2011.

Eileen Altmiller informed the commission of broad support among library systems for the Central Texas Library System Resolution presented to the commission at its April 15 meeting and urged the commission to support this. This resolution requests TSLAC include a $4 million exceptional item in its 2010-11 Legislative Appropriations Request (LAR) to fund the 10 library systems.

Edward Seidenberg shared the instructions the agency received for preparing the budget from the Legislative Budget Board and the Governor's Office and a proposed LAR with suggested exceptional item requests and answered questions from the commission. He noted that the staff had included the additional funding for library systems in the LAR. Commissioner Reynolds emphasized the importance of asking for adequate funds. Commissioner Freeman said she would like staff to think about adding a position that would be involved with document recovery and would serve as a liaison with the Office of the Attorney General. Chairman Pickett noted that the additional staff proposed for SLRM could bring their staffing levels close to past levels before severe budget cuts. Peggy Rudd explained the request for additional FTEs in Archives and Information Services noting that in 1999 the agency had 210.5 FTEs, a number that was not adequate. Current staffing levels are the result of three cycles of successive budget cuts. She noted that Texas has one of the largest archival collections in the country but only five archivists to care for it and no archivist to handle electronic archives.

Gloria Meraz said TSLAC is an agency with an extraordinary depth and array of programs, many of which have suffered from budget cuts over the years. These requests are legitimate and defensible. She said she looks forward to working with TSLAC staff during the legislative session. There was further discussion on the necessity of support from the library community.

No action required.

14. Authorization to propose amendments to rule 13 TAC 2.53 relating to service complaints.

Edward Seidenberg requested commission approval to propose amended rule 13 TAC 2.53 relating to service complaints in the Texas Register. Commissioner Waters moved to approve the request. Commissioner Carr seconded. Motion passed.

15. Authorization to propose new rule 13 TAC 2.58 relating to the use of technology.

Edward Seidenberg requested approval to propose new rule TAC 2.58 relating to the use of technology in the Texas Register. Commissioner Reynolds moved to approve the request. Commissioner Hernandez seconded. Motion passed.

16. Authorization to propose the repeal of Chapter 9, Subchapter A rules relating to the Talking Book Program.

Ava Smith informed the commission that the Talking Book Program is going through significant changes and rules relating to the program and as a result certain rules need to be changed and that it is more efficient and easier to repeal the current rules and propose new rules. She requested approval to repeal Chapter 9, Subchapter A rules relating to the Talking Book Program. Commissioner Carr moved to approve. Commissioner Hernandez seconded. Motion passed.

17. Authorization to propose new Chapter 9 rules relating to the Talking Book Program.

Ava Smith requested approval from the commission to propose new Chapter 9 rules relating to the Talking Book Program. Commissioner Reynolds moved to approve. Commissioner Carr seconded. Motion passed.

18. Review and preliminarily approve amendments to Local Schedule LC (Records of Justice and Municipal Courts).

Michael Heskett requested the commission's preliminary approval for amendments proposed to Local Schedule LC (Records of Justice and Municipal Courts). Commissioner Freeman expressed concerns regarding the 10-year retention requirement for Unidentified Body Information records. Heskett said he would check the wording for this item. Commissioner Carr moved to grant preliminary approval for the schedule. Commissioner Hernandez seconded. Motion passed.

19. Review and approve imaging service fee schedule for FY2009.

Michael Heskett requested approval for the agency's imaging service fee schedule. The fees remain unchanged from the previous year. Commissioner Waters moved to approve. Commissioner Carr seconded. Motion passed.

20. Review and approve records storage fee schedule for FY2009.

Michael Heskett requested approval for the agency's records storage fee schedule for FY2009. The fees remain unchanged from the previous year. Commissioner Carr moved to approve. Commissioner Reynolds seconded. Motion passed.

10. Discussion of the renovation of the Lorenzo de Zavala State Archives and Library Building.

Peggy Rudd provided a written report to the commission of the progress in the renovation of the Lorenzo de Zavala State Archives and Library Building.

With no further business, Chairman Pickett adjourned the meeting at 4:11 p.m.

Respectfully submitted,

Peggy D. Rudd

Peggy D. Rudd


Director and Librarian


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