Texas State Library and Archives Commission


Monday, October 12, 2009


Minutes

The Texas State Library and Archives Commission (TSLAC) met on Monday, October 12, 2009, at 9:30 a.m. at the Sam Houston Regional Library and Research Center, 650 FM 1011, Liberty, Texas.


Commissioners Present:
Sandra J. Pickett, chairman


Sharon T. Carr


Martha Doty Freeman


Larry G. Holt


Scott McAfee


Michael C. Waters

Commissioners Absent:
Sally Reynolds
Staff Present:
Peggy D. Rudd, director and librarian


Edward Seidenberg, assistant state librarian


Robert Schaadt, director, Sam Houston Center


Lisa Meisch, archivist, Sam Houston Center


Darlene Mott, reference services coordinator, Sam Houston Center


Cole Williamson, research assistant, Sam Houston Center


Manuel Alvarez, director, Information Resources Technologies


Laura Saegert, interim director, Archives Services


Diana Houston, interim director, Information Services


Deborah Littrell, director, Library Development


Beverley Shirley, director, Library Resource Sharing


Jan Ferrari, director, State and Local Records Management


Ava Smith, director, Talking Book Program


Derick Hackett, communications officer


Tracy Kuhn Lash, executive assistant
Guests Present:
The Honorable John Otto, Texas House of Representatives District 18


Judy Holt, College Station, TX


Kathy Waters, Dallas, TX


Kenneth Carr, El Paso, TX


Joe Freeman, Austin, TX


Elizabeth Swan, Houston Area Library System


Wendy Willeford, Houston Area Library System

Chairman Pickett convened the meeting at 9:40 a.m. following the meeting of the Audit Committee but recessed the meeting at 9:45 a.m. so that Rep. John Otto could deliver the oath of office to Chairman Pickett and Commissioners Freeman and Holt. Chairman Pickett reconvened the meeting at 9:57 a.m.

1. Approve Minutes of August 3, 2009, Audit Committee and Commission Meetings.

Commissioner Carr moved to approve the minutes from the August 3, 2009, Audit Committee meeting. Commissioner Waters seconded. Motion passed. Commissioner Freeman moved to approve the minutes from the commission meeting on August 3, 2009. Commissioner Carr seconded. Motion passed.

2. Introductions.

Peggy Rudd introduced the staff of the Sam Houston Regional Library and Research Center in Liberty. No action required.

3. General Announcements

There were no announcements.

4. Public Comment

There was no public comment at this time.

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

No corrections were noted.

6. Consideration of Commemorative Resolutions.

Commissioner Carr moved to approve the resolution commemorating Helen Lunsford's 30 years of service to the agency. Commissioner McAfee seconded. Motion passed.

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

Beverley Shirley requested approval for a contract not to exceed $500,000 for the first year of the pilot Interlibrary Loan project with the Online Computer Library Center (OCLC) and responded to questions from commissioners. Commissioner Holt moved to approve. Commissioner Carr seconded. Motion passed.

Diana Houston requested approval for a contract not to exceed $452,530 for a period of seven years for the SirsiDynix Integrated Library System. Ms. Houston and Manuel Alvarez responded to questions regarding the contract. Commissioner McAfee moved to approve. Commissioner Carr seconded. Motion passed.

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

Edward Seidenberg asked approval for a $2,000 gift to the agency on July 6, 2009, from the University of Washington for the agency's participation in the U.S. IMPACT web survey, a research initiative examining the impact of free access to computers and the Internet in public libraries, and a gift of $761.73 on September 28, 2009 from Cass Information Systems, agent for AT&T Mobility Services, relating to the cellular phone tower on agency property located at 4400 Shoal Creek Boulevard in Austin, Texas. Commissioner Carr moved to accept the gifts. Commissioner McAfee seconded. Motion passed.

9. Report on the tour of the State Data Center.

Commissioner McAfee briefed the commission on a September 1, 2009, tour of the State Data Center that he, Commissioners Freeman and Waters participated in with Peggy Rudd, Edward Seidenberg and Manuel Alvarez. No action required.

10. Review and approve Audit Committee recommendations.

Commissioner Waters moved approval for the FY2009 Internal Audit Report. No second required. Motion passed. Commissioner Waters moved approval for the FY2009 Follow-Up Internal Audit. No second required. Motion passed. Commissioner Waters moved approval for the Annual Risk Assessment and Internal Audit Plan for FY2010. No second required. Motion passed.

11. 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 also introduced Diana Houston and Laura Saegert to the commission. No action required.

12. Renew and amend the agreement with the Atascosito Historical Society of Liberty, Texas.

Peggy Rudd presented an amended agreement with the Atascosito Historical Society to the commission and requested approval for the agreement. Ms. Rudd, Chairman Pickett and Robert Schaadt responded to questions and provided additional background information. After discussion, Commissioner McAfee moved to approve. Commissioner Carr seconded. Motion passed with Chairman Pickett abstaining.

13. Authorization to accept the gift of the Hull Rotary Club Building to the commission.

Robert Schaadt requested approval from the commission for the Atascosito Historical Society to relocate the historic Hull Rotary Club Building to the grounds of the Sam Houston Regional Library and Research Center. Mr. Schaadt said the organization would provide the funding for moving, restoration and maintenance of the building. After considerable discussion, Commissioner Freeman moved to accept the Rotary building contingent on communication with the Office of the Attorney General concerning the compliance of the agency with the requirements of the state Antiquities Code. Commissioner Holt seconded. Motion passed with Chairman Pickett abstaining and Commissioner McAfee voting against.

At 11:50 a.m., Chairman Pickett recessed for lunch. At 12:57 p.m., the chairman called the meeting back to order.

14. Authorization to propose amended rules 13 TAC 8.1-8.5 regarding the TexShare Library consortium.

Beverley Shirley requested approval to publish proposed amendments to 13 TAC 8.1-8.5 in the Texas Register regarding TexShare Library Consortium changes brought about by HB 3756 in the last legislative session. After discussion, Commissioner McAfee moved to approve. Commissioner Holt seconded. Motion passed.

15. Approve an appointment to the TexShare Advisory Board.

Beverley Shirley requested approval to appoint Alice Specht to a three-year term on the TexShare Advisory Board. Commissioner Waters moved to approve. Commissioner Carr seconded. Motion passed.

16. RReview and approve funding recommendations for the FY10 System Negotiated Grant Program (SyNG).

Deborah Littrell requested approval to fund the following grants from the FY10 System Negotiated Grant Program:

  • Big Country Library System - $21,863
  • Central Texas Library System - $292,313
  • North Texas Regional Library System - $348,424
  • TOTAL - $662,600

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

17. Authorization to propose repeal 13 TAC 1.111-.123 regarding system advisory councils.

Deborah Littrell requested approval to post for comment in the Texas Register the proposed repeal of 13 TAC 1.111-1.123 regarding the administrative operation of major resource system advisory councils which are now obsolete after the 81st Legislature changed the statute.

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

18. Authorization to propose new 13 TAC 1.111-.123 regarding system advisory councils.

Deborah Littrell requested approval to post for comment in the Texas Register the proposed new rules 13 TAC 1.111-1.23 regarding the administrative operation of major resource system advisory councils.

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

19. Authorization to propose amended rule 13 TAC 7.125 regarding the following local government records retention schedules: SD (Records of Public School Districts), JC (records of Public Junior Colleges), CC (Records of County Clerks), and DC (Records of District Clerks).

Jan Ferrari presented local government records retention schedules SD, JC, CC and DC to the commission for approval. After considerable discussion, Chairman Pickett suggested deferring action on the schedules. Commissioner Freeman moved to table action on this agenda item. Commissioner Waters seconded. Motion passed. Chairman Pickett asked commissioners to review the schedules and to send comments and questions to staff by December 1, 2009.

There being no further business before the commission, Chairman Pickett adjourned the meeting at 2:50 p.m.

Respectfully submitted,

Peggy D. Rudd

Peggy D. Rudd


Director and Librarian


Page last modified: June 8, 2011