Texas State Library and Archives Commission


Monday, August 4, 2008


Minutes

The Texas State Library and Archives Commission (TSLAC) was scheduled to meet on Monday, August 4, 2008 at 11:45 a.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


Derick Hackett, communications officer


Tracy Kuhn Lash, executive assistant


Ann Mason, coordinator, TexShare


Nanette Pfiester, government information analyst


Peggy Oster, graphics designer
Guests Present:
Carleton Wilkes, Tatum, LLC


Elizabeth Swan, Houston Area Library System


Britten Barr, Texas Facilities Commission


Gloria Meraz, Texas Library Association


Thom Hanson, retired TSLAC employee

Chairman Pickett convened the meeting at 11:50 a.m. following the meeting of the Audit Committee.

1. Approve Minutes of the June 9, 2008 Commission Meeting.

Commissioner Carr moved to approve minutes from the June 9, 2008, Audit Committee meeting. Commissioner McAfee seconded. Motion passed.

Commissioner Reynolds moved to approve minutes from the June 9, 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 at this time.

4. Review of consent agenda: non-substantive corrections in other agenda items such as spelling, numbering, punctuation, grammar 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, Thom Hanson, and presented him with the resolution. Commissioner Hernandez moved to approve the resolution. No second was required. Motion passed.

6. Review and approve Audit Committee recommendations regarding the Internal Audit of Selected Controls of the TANG & System Grant Programs.

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 introduced Derick Hackett, the agency's new Communications Officer. She thanked Commissioner Freeman for her recent gift to the Friends of Libraries and Archives of Texas Capital Campaign for the renovation of the Lorenzo de Zavala State Archives and Library Building. Commissioner Freeman said her gift was a tribute to agency staff and the hard work they do every day.

Director Rudd also informed the commission that she and Chairman Pickett will meet Aug. 5 with key legislative budget staff and State Representative Donna Howard to discuss the funding shortfall for the de Zavala renovation.

Responding to a question from Commissioner Freeman, Director Rudd reported on a meeting with Ed Robertson, TSLAC's fiscal advisor in the Governor's Office of Planning, about the budget challenges the agency faces with regard to the de Zavala renovation, Data Center Consolidation and the need to expand the archives.

Commissioner McAfee inquired if that conversation included discussion of building issues at the State Records Center. He expressed concern about the serious maintenance issues there and asked to be kept informed of the status of those projects.

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

Peggy Rudd requested approval for the following gift to the agency:

The Talking Book Program received a gift of $500 on July 14, 2008, from Mrs. Jean Lehman, who was a TBP studio volunteer in the 1970s. Commissioner Carr moved to accept the gift. Commissioner Freeman seconded. Motion passed.

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

Beverley Shirley requested approval to renew a $147,700 contract with Amigos Library Services to manage the TExpress Courier Service for pick-up and delivery of interlibrary loan and other library materials to participating libraries. The 12-month contract has a start date of Sept. 1, 2008. Commissioner McAfee requested a report on the number and nature of complaints for the service. Commissioner Hernandez moved to approve the contract. Commissioner Carr seconded. Motion passed.

Beverley Shirley requested approval for a contract renewal with the Education Service Center, Region 20 (ESC-20) for technical support, training services and outreach programs for database service to Kindergarten through 12th grade libraries. The contract will not exceed $250,000 for the one year time period for fiscal year 2009. Chairman Pickett noted Commissioner Carr's support and involvement in this program and thanked her for her expertise in this area. Commissioner Carr moved to approve the contract. Commissioner Reynolds seconded. Motion passed.

Beverley Shirley requested approval for a contract with Amigos Library Services for a "Train to Share" project not to exceed $265,000 to run from Sept. 1, 2008 to Aug. 31, 2011. TSLAC, the University of North Texas and Amigos Library Services received a federal grant of $536,000 for this project to improve public access to rare and unique cultural heritage collections and materials across the state through a training program for librarians, archivists and others working with cultural heritage materials. Commissioner McAfee requested an outcome evaluation report for this contract in one year.

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

Beverley Shirley requested approval of a contract renewal with Amigos Library Services for TexNet Interlibrary Loan Network Group Access. The contract will run from Sept. 1, 2008 to Aug. 31, 2009 and will not exceed $494,200. Responding to a question from Commissioner McAfee, Ms. Shirley explained that the demand for Interlibrary Loan (ILL) services is far greater than the funding and the structure in place for service delivery is outdated and not meeting the service demands. The agency formed a task force to study new service delivery structures and to recommend pilot programs to try out new systems. The responsibility for funding ILL has also become out of balance, and participants will be asked to assume an equitable share of the responsibility for ILL service.

Commissioner Hernandez moved to approve the contract. Commissioner McAfee seconded. Motion passed.

10. Consider appointments to the TexShare Advisory Board.

Beverly Shirley proposed the following appointments to the TexShare Advisory Board for three-year terms:

  • Community college representative: Kathy Fair, director, Watson Library at Kilgore College, reappointment for term to expire Aug. 31, 2011.
  • Public library representative: Larry Justiss, director, Tom Green County Library, reappointment for term to expire Aug. 31, 2011.
  • Public university representative: Dr. Farzaneh Razzaghi, director, University of Texas-Pan American library. Term to expire Aug. 31, 2011.

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

11. Review and approve Library Resource Sharing grants for State Fiscal Year 2009.

Beverley Shirley requested approval for a TSLAC-sponsored grant in support of TexNet Interlibrary Loan Centers not to exceed $2,450,000 for fiscal year 2009. The grant from federal Library Services and Technology Act monies and administered by TSLAC covers the Interlibrary Loan costs associated with staffing and supplies and funds the 10 TexNet Centers that provide ILL service to public, academic and special Texas libraries.

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

Beverley Shirley requested approval for five TexTreasures Competitive Grants for fiscal year 2009. The TexTreasures grant program provides assistance and encouragement to libraries to provide access to their special or unique holdings and to make information about these holdings available to all Texans. The program focuses on making unique library collections accessible for TexShare constituents. Maximum grant amounts are $20,000 for a single institution and $25,000 for collaborative grant projects.

Commissioner Waters moved to approve the grants. Commissioner Carr seconded. Motion passed.

12. Discussion of potential expansion of the Lorenzo de Zavala State Archives and Library Building.

Britten Barr of the Texas Facilities Commission shared a progress report and preliminary findings of a project analysis to create additional space for the archives. His current estimate is that 77,000 net cubic feet is needed to meet storage needs for the next 20 years. Options for expansion are:

  • building an archival storage addition to the de Zavala building that would be seven stories and would align with the existing stacks in the southeast corner of the building, or
  • constructing a new free-standing building or addition to an existing building on a separate site from the de Zavala building to house future archives and some staff. The site could be an addition to or on the grounds of the State Records Center on Shoal Creek or possibly near the Texas Department of Health and Human Services or near the Texas School for the Deaf.

TSLAC has contracted with archival expert, Dr. Jeffrey Hunter, who will provide additional information and recommendations to Mr. Barr who will then complete his project analysis.

Staff and commissioners discussed the pros and cons of each of the expansion options.

13. Adoption of amendments to rule 13 TAC 2.53 relating to service complaints.

Edward Seidenberg requested adoption of amendments to rule 13 TAC 2.53 relating to service complaints. No comments were received following notice of the proposed amendments in the Texas Register. Commissioner Reynolds moved to adopt. Commissioner Carr seconded. Motion passed.

14. Adoption of new rule 13 TAC 2.58 relating to the use of technology.

Edward Seidenberg requested adoption of rule 13 TAC 2.58 relating to the use of technology. No comments were received following notice of the proposed amendments in the Texas Register. Commissioner Hernandez moved to approve. Commissioner McAfee seconded. Motion passed.

15. Authorization to propose new rules 13 TAC 2.40, 2.42, 2.46 and 2.48, concerning alternative dispute resolution, negotiation and mediation of certain contract disputes, negotiated rulemaking, and petition for adoption of rule changes.

Edward Seidenberg requested approval to propose new rules 13 TAC 2.40, 2.42, 2.46 and 2.48 concerning Alternative Dispute Resolution, Negotiation and Mediation of Certain Contract Disputes, Negotiated Rulemaking and Petition for Adoption of Rule Changes. Commissioner Freeman moved to approve the request. Commissioner Hernandez seconded. Motion passed.

16. Review and approve the Legislative Appropriations Request for Fiscal Years 2010-2011.

Edward Seidenberg presented the agency's Legislative Appropriations Request for Fiscal Years 2010-2011, responded to questions and requested approval. After a lengthy discussion, Commissioner Hernandez moved to approve. Commissioner Reynolds seconded. Motion passed.

17. Review and approve Library Development grants for State Fiscal Year 2009.

Deborah Littrell requested approval of a total of $4,300,000 in Texas Library System Operation Grants for fiscal year 2009. These federal funds are awarded under the authority of the Library Systems Act and are allocated according to a formula. Commissioner Reynolds moved to approve. Commissioner Carr seconded. Motion passed.

Deborah Littrell requested approval for a total of $690,000 in Technical Assistance Negotiated Grants (TANG) that provide technology assistance to aid public library staff to use and maintain information resource technology. Commissioner McAfee moved to approve. Commissioner Waters seconded. Motion passed.

Deborah Littrell requested approval for Loan Star Libraries grants for fiscal year 2009. Loan Star Libraries is the direct aid program to Texas public libraries authorized in the 2001 Legislature. Grant awards for the fiscal year total $5.6 million. Commissioner Reynolds moved to approve. Commissioner Carr seconded. Motion passed.

Deborah Littrell requested approval for four Special Project Competitive Grants that provide funds for programs that expand library services to all members of a library's community. The grant program for this year totals $209,039 and enables libraries to develop programs for populations with special needs. In response to a question from Commissioner McAfee, Ms. Littrell said that the libraries that did not receive a grant did receive feedback about their grant proposals to encourage them to apply in the future. Commissioner Carr moved to approve. Commissioner McAfee seconded. Motion passed.

Deborah Littrell requested approval for four Library Cooperation Competitive Grants totaling $250,898 for fiscal year 2009. Grants are to promote cooperative services for learning and access to information. Commissioner Freeman requested more information for the University of North Texas project and moved to approve the other three grants. Commissioner Carr seconded. Motion passed.

Deborah Littrell requested approval for a Library System Competitive Grant in the amount of $59,492 for the North Texas Regional Library System. This grant program provides funds to assist library systems to plan and develop programs in which system member public libraries collaborate and cooperate with libraries in public schools or institutions of higher education in the region. Commissioner Reynolds moved to approve the grant. Commissioner Hernandez seconded. Motion passed.

At this point in the meeting, Commissioner McAfee left the meeting.

18. Consider appeals regarding status of membership in the Texas Library System for FY2009.

Deborah Littrell presented an appeal from the Florence Public Library with regard to its loss of system membership for 2009 due to failure to meet maintenance of effort. The Library Systems Act Advisory Board recommended the library retain membership. Commissioner Carr moved to approve the recommendation. Commissioner Hernandez seconded. Motion passed.

Deborah Littrell presented an appeal from the Shepherd Public Library with regard to loss of system membership for 2009 due to failure to meet maintenance of effort. The Library Systems Act Advisory Board recommended the library retain membership. Commissioner Hernandez moved to approve the recommendation. Commissioner Carr seconded. Motion passed.

Deborah Littrell informed the commission that the Swisher County Library did not meet maintenance of effort due to substantial budget issues within the county. Upon reviewing the library's appeal for membership, the Library Systems Act Advisory Board voted not to recommend the appeal be granted because the situation is not a short-term problem. Swisher County is not appealing the recommendation to the commission.

At this point in the meeting, Commissioner Carr left the meeting.

Commissioner Freeman moved to uphold the Library Systems Act Advisory Board's recommendation. Commissioner Reynolds seconded. Motion passed.

19. Consider appointments to the Library Systems Act Advisory Board.

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

  • Greg Mitchell, Director of Libraries, Texas A&M, Commerce
  • Cathy Threadgill, Director, Brazoria County Public Library

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

20. Report on the recovery of historical documents from private collections.

Chris LaPlante informed the commission of the successful outcome of a trial to recover documents from the estate of Irma Lou Wilcox in Jefferson County. He also shared information with the commission about a study to help local governments improve access and preservation of local government records. Many of the same things need to be done on the state level but it would take resources. He informed the commission about legislation, House Resolution 6056, before Congress that would give the United States Archivist the authority to provide grants to states for the preservation and dissemination of historical records. This legislation if passed would greatly benefit Texas. Commissioner Freeman urged the commission to contact their Congressional delegation and urge support for this legislation.

With no further business, Chairman Pickett adjourned the meeting at 3:42 p.m.

Respectfully submitted,

Peggy D. Rudd

Peggy D. Rudd


Director and Librarian


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