Texas State Library and Archives Commission


Monday, October 20, 2008


Minutes

The Texas State Library and Archives Commission (TSLAC) was scheduled to meet on Monday, October 20, 2008 at 9:30 a.m., at the Texas Maritime Museum, 1202 Navigation Circle, Rockport, Texas.


Commissioners Present:
Sandra J. Pickett, Chairman


Martha Doty Freeman


Sharon T. Carr


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


Chris LaPlante, director, Archives and Information Services


Deborah Littrell, director, Library Development


Beverley Shirley, director, Library Resource Sharing


Manuel Alvarez, director, Information Resources Technologies


Ava Smith, director, Talking Book Program


Karen Drabek, director, Administrative Services


Nanette Pfiester, manager, Records Management Assistance


Derick Hackett, communications officer


Tracy Kuhn Lash, executive assistant

Guests Present:
Todd Pearson, mayor of Rockport, TX


Dreanna Belden, University of North Texas


Cathy N. Hartman, University of North Texas


Dan H. Carper, Austin, TX


Iris Sanchez, Aransas County Library


Melodie Field, Aransas County Library

Chairman Pickett convened the meeting at 10:25 a.m., following the meeting of the Audit Committee, and welcomed everyone to the meeting. She thanked Commissioner Reynolds for hosting the meeting and for the welcome from Mayor Pearson who addressed the commission prior to the start of the meeting.

1. Approve Minutes of the August 4, 2008 Commission Meeting.

Commissioner Hernandez moved to approve minutes from the August 4, 2008, Audit Committee meeting. Commissioner Carr seconded. Motion passed.

Commissioner Reynolds moved to approve minutes from the August 4, 2008, Commission meeting. Commissioner Carr seconded. Motion passed.

2. Public Comment.

There was no public comment at this time. Chairman Pickett welcomed Iris Sanchez and Melodie Field to the meeting.

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. Review and approve Library Cooperation competitive Grants for SFY 2009.

Deborah Littrell requested approval of the University of North Texas Library Cooperation grant to microfilm, digitize and provide free online access to the Bartlett Tribune between 1902 and 1978. Consideration of this item was brought forward from the August 4th commission meeting after commissioners requested additional information on the project. The project partners are the University of North Texas, the Bartlett Activities Center and the Historical Society of Bartlett. Dreanna Belden, Cathy Hartman and Dan Carper discussed the project and answered commissioners' questions.

After considerable discussion, Commissioner Hernandez moved to approve the grant. Commissioner Reynolds seconded. Motion passed. Commissioner Carr voted against the motion. Commissioner Freeman abstained from voting.

6. Consideration of Commemorative Resolutions.

Chairman Pickett requested approval for a commemorative resolution in honor of Betty Cox, retiring coordinator of the Telephone Pioneers for 25 years. No second was required. Motion passed.

7. Review and approve Audit Committee recommendations.

A) Review & approve Evaluation of Compliance with Information Technology Requirements (1 TAC 202).


B) Review and approve Risk Assessment and Internal Audit Plan for 2009.


C) Review and approve Internal Audit Services Proposal for 2009.

Commissioner Hernandez, audit committee chair, reported that the committee tabled Item A and approved Item B. Commissioner Hernandez moved approval of Item B; no second is required. Motion passed. He noted committee changes in Item C and moved to approve. No second was required. Motion passed.

8. 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. Commissioner Carr said she was delighted to learn that the CREW manual has been updated noting that librarians in her part of the state depend on it for guidance in weeding collections. Commissioner McAfee said he was pleased to learn that the Texas Department of Information Resources approved moving Heritage Online out of the Team for Texas contract. Responding to a question from Commissioner McAfee, Chairman Pickett reported on U.S. Senator Kay Bailey Hutchison's visit to the Sam Houston Regional Library and Research Center in Liberty. U.S. Congressman Ted Poe also visited at that time and then returned for a presentation about the center.

9. Update on the potential expansion of the Lorenzo de Zavala State Archives and Library Building.

Peggy Rudd presented a preliminary analysis from the Texas Facilities Commission on expansion options for archival storage space. The analysis recommends building off-site, possibly at the agency's Records Center on Shoal Creek Boulevard although that recommendation is more costly than building an addition to the Lorenzo de Zavala State Archives and Library Building.

Responding to questions from commissioners, State Archivist Chris LaPlante discussed the impact of an off-site location on staff and service to patrons. Additional staff and security would be required and patrons would experience delays in obtaining materials, he said. Commissioner Reynolds noted that the cost for the off-site facility does not include funds required for staffing, security and other costs associated with an additional facility. Commissioners and staff discussed preferences for the two options noting pros and cons of each location. No action required.

10. Continued discussion of topics from meeting of October 19, 2008, as needed.

Peggy Rudd presented information on potential plans to celebrate the Centennial of the Texas State Library and Archives Commission in 2009, an agenda item from the October 19th meeting. She asked commissioners to rank activities they consider important and for input on other ideas and provide those selections at a later date.

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

Beverly Shirley requested approval to renew online database group contract with the American Chemical Society for the contract period January 1, 2009 through December 31, 2009. Commissioner Carr moved to approve. Commissioner Reynolds seconded. Motion passed.

Beverley Shirley requested approval to renew online database contract with Encyclopedia Britannica for public school libraries not to exceed $700,000. The contract period is December 1, 2008 through November 30, 2009. Commissioner Carr moved to approve. Commissioner Hernandez seconded. Motion passed.

12. Review and approve acceptance of gifts greater than $500.

Edward Seidenberg requested approval for the following gift:

The Archives and Information Services Division received a gift of $1,868 on September 8, 2008, from the Friends of Libraries and Archives of Texas to pay for the printing and distribution costs for TSLAC's Archives Month poster and bookmarks.

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

13. Adoption of new emergency rules 13 TAC 2.190-2.195 establishing a new grant program to assist libraries damaged by Hurricane Ike and its aftermath.

Edward Seidenberg requested approval for new emergency rules to assist libraries damaged by Hurricane Ike. The agency received a six-month extension from the Institute of Museum and Library Services to use $200,000 in remaining federal funds for this purpose. Commissioner Hernandez moved to approve the rules. Commissioner McAfee seconded. Motion passed.

14. Authorization to adopt 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 adopt 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. The proposed new rules were posted for comment after the last commission meeting; no comments were received. Commissioner Carr moved to approve the request. Commissioner Reynolds seconded. Motion passed.

15. Discussion of commission meeting dates for 2009.

Edward Seidenberg suggested the following dates and locations for commission meetings in 2009:

February 4, 2009, Austin


March 31, 2009, Texas Library Association Annual Conference, Houston


June 8, 2009, Austin


August 10, 2009, Austin


October 12 or 19, 2009, Liberty, TX

16. Review and approve the Public School Library Study as specified in Government Code 441.021.

Deborah Littrell requested approval of the Report on the Public School Library Study prepared by agency staff and the Texas Education Agency as directed by the 80th Legislature. After discussion, Commissioner Hernandez moved to approve. Commissioner Carr seconded. Motion passed.

17. Authorization to propose amendments to rules 13 TAC 2.111, 2.117, 2.310, 2.312, 2.410, 2.412, 2.610, 2.612, regarding grant policies.

Deborah Littrell requested approval to propose amendments to rules 13 TAC 2.111, 2.117, 2.310, 2.312, 2.410, 2.412, 2.610, 2.612, regarding competitive grant policies. Some of the key changes proposed include adding a criterion to evaluate the program impact of the applications, clarifying the procedures of the grant review panels, identifying the minimal level of cooperation required by Library Cooperation Grants, awarding extra points to projects that implement or expand a shared library automation system, generally increasing the points so that they would total 100, and clarifying the overall purposes of these grant programs. An additional requirement added is that cooperation grants must involve substantive level of cooperation between two libraries.

Commissioner Freeman expressed concerns that amendments would requiring additional overhead that would take away from the end purpose of the project. After further discussion, Commissioner Hernandez moved to approve. Commissioner Waters seconded. Motion passed. Commissioner Freeman voted against the motion.

18. Authorization to propose rule review of Chapter 3 (State Publications Depository Program).

Beverley Shirley requested approval to propose rule review of Chapter 3 (State Publications Depository Program). Commissioner Reynolds moved to approve. Commissioner Hernandez seconded. Motion passed.

19. Authorization to propose rule review of Chapter 6 (State Records).

Nanette Pfiester requested approval to publish notice of intent to review Title 13, Chapter 6, State Records. Commissioner McAfee moved to approve. Commissioner Hernandez seconded. Motion passed.

20. Review and preliminarily approve amended records retention periods for juvenile justice records.

Nanette Pfiester requested preliminary approval to propose amendments to juvenile justice records. Commissioner Hernandez moved to approve. Commissioner Carr seconded. Motion passed.

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

Ava Smith requested authorization to repeal 13 TAC Chapter 9, Subchapter A: Library Services for Blind and Handicapped Individuals. No comments were received after publication in the Texas Register. Commissioner Reynolds moved to approve. Commissioner Hernandez seconded. Motion passed.

22. Authorization to adopt new Chapter 9 rules relating to the Talking Book Program.

Ava Smith requested authorization to adopt new rules for Library Services for Blind and Handicapped Individuals, Chapter 9, Talking Book Program. The proposed rules were published in the June 27, 2008 issue of the Texas Register. No substantive comments were received. Commissioner Carr moved to approve. Commissioner Hernandez seconded. Motion passed.

With no further business, Chairman Pickett adjourned the meeting at 1:16 p.m.

Respectfully submitted,

Peggy D. Rudd

Peggy D. Rudd


Director and Librarian


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