Texas State Library and Archives Commission

Sunday, February 28, 2010


The Texas State Library and Archives Commission (TSLAC) met on Sunday, February 28, 2010, at 2:30 p.m., in the Legislative Conference Center at the Texas State Capitol in Austin, Texas.

Commissioners Present:
Sandra J. Pickett, chairman

Sharon T. Carr

Martha Doty Freeman

Larry G. Holt

W. Scott McAfee

Sally Reynolds

Michael C. Waters
Staff Present:
Peggy D. Rudd, director and librarian

Edward Seidenberg, assistant state librarian

Manuel Alvarez, director, Information Resources Technologies

Laura Saegert, interim director, Archives Services

Diana Houston, interim director, Information Services

Deborah Littrell, director, Library Development

Ann Mason, interim director, Library Resource Sharing

Jan Ferrari, director, State and Local Records Management

Ava Smith, director, Talking Book Program

Vince Houston, director, Administrative Services

Tracy Kuhn Lash, executive assistant
Guests Present:
Beverley Shirley, Austin, TX

Taylor Willingham, Salado, TX

Gloria Meraz, Texas Library Association

Susan Van Hoozen, Clifton Gunderson LLP

Chairman Pickett called the meeting to order at 2:30 p.m.

1. Approve Minutes of October 12, 2009, Audit Committee and Commission Meetings.

Commissioner McAfee moved to approve the minutes from the October 12, 2009, Audit Committee meeting. Commissioner Carr seconded. Motion passed. Commissioner Carr moved to approve the minutes from the commission meeting on October 12, 2009. Commissioner Reynolds seconded. Motion passed.

2. Public Comment.

There was no public comment at this time.

3. General Announcements

Edward Seidenberg announced the FY2010 Internal Audit schedule for the agency.

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

No corrections were noted.

5. Consideration of Commemorative Resolutions.

Chairman Pickett read a commission resolution honoring Beverley Shirley, who retired as director of Library Resource Sharing after 17 years of state service.

6. Review and re-approval of agency's fraud prevention program.

Edward Seidenberg presented the agency's fraud prevention program. Commissioners suggested adding contact information and a notice on building doors prohibiting possession of weapons. Commissioner Carr moved to approve. Commissioner Freeman seconded. 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. No action required.

8. Report on strategic planning focus groups with staff.

Peggy Rudd presented a summary of focus group interviews she conducted with agency staff as part of the strategic planning process during December 2009 and January and February 2010. No action required.

9. Review of plan to reduce agency general revenue by 5%.

As a result of the state's weakening revenue picture, state agencies were instructed to identify savings of five percent for the 2010-2011 biennium by the Governor, Lieutenant Governor and Speaker of the House. Edward Seidenberg presented a report to the commission on the agency's plan to reduce the agency budget by five percent of the general revenue and general revenue-designated appropriations for the 2010-2011 biennium. No action required.

At this point in the meeting, Chairman Pickett recessed the meeting at 4:15 p.m. Chairman Pickett reconvened the meeting at 4:25 p.m.

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

No contracts were considered at this time.

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

Edward Seidenberg requested acceptance of the following gifts to the commission:

  • The State and Local Records Management Division received a donation of $521.57 on October 30, 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.
  • The Talking Book Program received a gift of $3,000.00 on December 8, 2009 from the estate of Frances Wallace.
  • The Talking Book Program received a gift of $500.00 on December 9, 2009 from Jean D. Lehman of Weslaco, Texas.
  • The Talking Book Program received a gift of $10,000.00 on February 18, 2010 from the estate of Joseph B. Skinner of El Paso, Texas.

Commissioner McAfee moved to accept the gifts. Commissioner Carr seconded. Motion passed.

12. Review and approve adoption of agency rule review timeline.

Edward Seidenberg requested approval to publish the following timeline for the agency's rule review in the Texas Register:

Plan for Review of Agency Rules Finish By
Chapter 9 Talking Book Program September 15, 2010
Chapter 7 Local Records June 30, 2011
Chapter 2 General Policies & Procedures June 30, 2011
Chapter 4 School Library Programs May 1, 2012
Chapter 1 Library Development May 1, 2012
Chapter 3 State Publications Depository Program April 15, 2013
Chapter 6 State Records April 15, 2013
Chapter 8 TexShare Library Consortium June 30, 2013

13. Authorization to adopt repeal of rules 13 TAC 1.111-.123 regarding system advisory councils.

Deborah Littrell requested approval to adopt repeal of 13 TAC 1.111- 1.120 and 1.123 regarding the administrative operation of Library System advisory councils. Commissioner Carr moved to approve. Commissioner McAfee seconded. Motion passed.

14. Authorization to adopt new rules 13 TAC 1.111-.123 regarding system advisory council.

Deborah Littrell requested approval for adoption of new rules 13 TAC 1.111 - 1.123 for publication in the Texas Register. Commissioner Reynolds moved to approve. Commissioner Carr seconded. Motion passed.

15. Authorization to adopt amended rules 13 TAC 8.1-8.5 regarding the TexShare Library Consortium.

Ann Mason requested approval to adopt amendments to 13 TAC 8.1-8.5. Commissioner Carr moved to approve. Commissioner Reynolds seconded. Motion passed.

16. 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. Commissioner Holt moved to approve the Records of Public School Districts (SD) as amended. Commissioner McAfee seconded. Motion passed.

Because commissioners had questions about the other three schedules, Chairman Pickett asked Ms. Ferrari to bring additional information and that she would reopen the agenda item during the meeting on Tuesday, March 2, 2010.

17. Introduction of facilitator and initial discussion of program and policy issues related to the goals, objectives and strategic directions for funding and service delivery of agency programs.

Peggy Rudd introduced Taylor Willingham, consultant in long range planning, who will facilitate the strategic planning sessions for commission and staff on March 1 and 2, 2010.

There being no further business before the commission, Chairman Pickett adjourned the meeting at 5:45 p.m.

Respectfully submitted,

Peggy D. Rudd

Peggy D. Rudd

Director and Librarian

Page last modified: June 8, 2011