Texas State Library and Archives Commission


Monday, June 7, 2010


Minutes

The Texas State Library and Archives Commission (TSLAC) met on Monday, June 7, 2010, at the Lorenzo de Zavala State Archives and Library Building, 1201 Brazos Street, in Austin, Texas.


Commissioners Present:
Sandra J. Pickett, chairman


Sharon T. Carr


Martha Doty Freeman


Larry G. Holt


Wm. Scott McAfee


Michael C. Waters


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


Edward Seidenberg, assistant state librarian


Manuel Alvarez, director, Information Resources Technologies


Jelain Chubb, director, Archives and Information Services


Deborah Littrell, director, Library Development


Beverley Shirley, director, Library Resource Sharing


Jan Ferrari, director, State and Local Records Management (SLRM)


Ava Smith, director, Talking Book Program


Vince Houston, director, Administrative Services


Laura Saegert, appraisal archivist, Archives and Information Services


Tracy Kuhn Lash, executive assistant


Michael Reagor, government information analyst, SLRM


Erinn Barefield, government information analyst, SLRM


Sarah Jacobson, government information analyst, SLRM


Suzanne Holman, graphics coordinator, Executive Division


Jaime Reyes, web editor, Library Development


Chris Jowaisas, library systems coordinator, Library Development


Shannon Delaware, reader consultant, Talking Book Program


John Lowry, archives assistant, Archives and Information Services


Piper LeMoine, publications specialist, SLRM


Donaly Brice, sr. research assistant, Archives and Information Services
Guests Present:
Kari Reitan, Clifton Gunderson, LLP


Susan C. Van Hoozer, Clifton Gunderson, LLP


Frank Vito, Clifton Gunderson, LLP


Pat Tuohy, Central Texas Library System


Bob Minchew, Knight Security Systems


Jason Chileh, Knight Security Systems


Carl Martin, Texas Facilities Commission


Pat Carlson

Chairman Pickett convened the meeting at 9:35 a.m. following the meeting of the Audit Committee.

1. Approve Minutes of April 14, 2010, Commission Meeting.

Commissioner McAfee moved to approve minutes from the April 14, 2010 commission meeting. Commissioner Carr seconded. Motion passed. Commissioner Holt abstained because he was not present at the April meeting.

2. Public Comment.

There was no public comment at this time.

3. General Announcements

Peggy Rudd introduced the new director of Archives and Information Services, Jelain Chubb, who began work in the agency on June 1, and TSLAC Employees of the Quarter from the previous three quarters: Suzanne Holman, Jaime Reyes, Chris Jowaisas, Shannon Delaware, John Lowry and Piper LeMoine. Director Rudd also introduced Donaly Brice who was recently named a Fellow of the Texas State Historical Association.

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

Non-substantive corrections noted.

5. Consideration of Commemorative Resolutions.

Chairman Pickett presented resolutions for recently retired employees, Pat Carlson, former Library Science Collection assistant in the Library Development Division, and Billy E. Boatright, Jr., former administrative assistant in State and Local Records Management.

6. Review and approve Audit Committee recommendations.

Commissioner Waters reported on the Audit Committee discussion and recommended approval of the Audit of Grants to the City of Austin, Austin Public Library System. No second required. Motion passed. He also recommended approval of the TSLAC Internal Audit Activity Charter. No second required. Motion passed. Commissioner Waters recommended tabling the Audit Committee Charter. No second required. Motion passed.

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

Beverley Shirley requested approval for online subscription database contract renewals not to exceed the total of $7.6 million. Contracts are negotiated by staff with the vendors on a statewide level thereby providing the databases at a fraction of the amount they would cost individual libraries. Contracts are in accordance with state purchasing requirements and reviewed by the Electronic Information Working Group which made these recommendations. Vendors and TSLAC portion of funding are listing below.

Vendor TSLAC Portion*
EBSCO Industries, Inc.**  
TexShare Core $3,531,894
K-12 Package $1,615,046
GaleCengage $2,054,850
ProQuest Information and Learning Company $324,054
OCLC (14 months) $1,121,050
TDNet $10,710
Teton Data (TexSelect only) $0
R.R. Bowker (TexSelect only) $0
Ovid Technologies (TexSelect only) $0
Encyclopaedia Britannica (TexSelect only) $0
*TSLAC portion will not exceed the amount indicated.


** EBSCO TexShare contract begins 7/1/09 and ends 6/30/10

After discussion, Commissioner Reynolds moved to approve. Commissioner Carr seconded. Motion Passed.

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

Edward Seidenberg requested approval for the following gift:

The State and Local Records Management Division received a donation of $877.46 on May 12, 2010 from AT&T. This donation to the agency relates to the cellular phone tower on agency property located at 4400 Shoal Creek Boulevard in Austin, Texas. The donation is in conjunction with an easement and lease agreement made with the General Land Office.

Commissioner Carr moved to accept the gift. Commissioner Freeman seconded. Motion passed.

9. 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.

At this point in the meeting, Chairman Pickett took up Items 15 and 16.

15. Adoption of the FY2011 fee schedules related to records storage and imaging services provided by the State and Local Records Management Division.

Jan Ferrari requested adoption of the FY2011 fee schedules for records storage and imaging services provided by the agency noting that the schedule includes an increase in fees but is still lower than any other states' fees. After discussion, Commissioner Freeman moved to approve the schedules. Commissioner Reynolds seconded. Motion passed.

16. Consideration of the loan of archival documents to the Star of the Republic Museum.

Peggy Rudd presented a request from the Star of the Republic Museum to borrow the Texas Declaration of Independence for exhibition at the museum in Washington, Texas in 2011. Jelain Chubb presented a report prepared by the agency's conservator and the agency's preservation officer on the document's fragile condition. Commissioner Reynolds moved to not lend the document. Commissioner Carr seconded. Motion passed.

Chairman Pickett recessed the meeting at 11:20 a.m. for lunch and reconvened the meeting at 12:29 p.m.

At this point in the meeting, Chairman Pickett took up Items 13 and 14.

13. Authorization to adopt 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).

14. Authorization to propose amended rule 13 TAC 7.125 regarding the following local government records retention schedules: Records of Justice and Municipal Courts (LC), Records of Public Safety Agencies (PS), Records of Public Works and Services (PW) and Records Common to All Local Governments (GR).

Commissioner Freeman reported on the Records Management Subcommittee meeting held June 6, 2010, to review and comment on these eight retention schedules. Commissioner Freeman stated that the subcommittee recommends for acceptance Records of Public Junior Colleges (JC) and Records of Public School Districts (SD) for adoption by the commission and so moved. Commissioner Carr seconded. Motion passed.

Commissioner Freeman reported that the committee recommended changes in the remaining six schedules that staff had accomplished and presented at this time to the commission. Commissioner Freeman moved to accept the retention schedules of Records of County Clerks (CC), Records of District Clerks (DC), Records of Justice and Municipal Courts (LC), Records of Public Safety Agencies (PS), Records of Public Works and Services (PW) and Records Common to All Local Governments (GR) for posting on the Texas Register as soon as possible. Commissioner McAfee seconded. Motion passed.

At this point in the meeting, Chairman Pickett took up Item 10.

10. Discuss and approve the Agency Strategic Plan for 2011-2015.

Peggy Rudd presented the Agency Strategic Plan for 2011-2015 to the commission and pointed out some of the highlights and agency priorities.

At 1:12 p.m., Chairman Pickett called the commission into executive session pursuant to Section 551.076 of the Texas Government Code to discuss security devices.

Chairman Pickett reconvened the commission into regular session at 2:10 p.m. No action was taken on executive session discussion.

Chairman Pickett returned to Agenda Item 10. After discussion, Commissioner Waters moved to approve the Agency Strategic Plan for 2011-2015. Commissioner Reynolds seconded. Motion passed.

11. Discussion of the preparation of the Legislative Appropriations Request for 2012-2013.

Peggy Rudd presented a draft of the agency's Legislative Appropriations Request for 2012-2013. Commissioners and staff discussed possibilities and priorities for exceptional items. Pat Tuohy addressed the commission regarding funding for library systems.

There being no further business before the commission, Chairman Pickett adjourned the meeting at 3:34 p.m.

Respectfully submitted,

Peggy D. Rudd

Peggy D. Rudd


Director and Librarian


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