Texas State Library and Archives Commission


August 3, 2010


Minutes

The Texas State Library and Archives Commission (TSLAC) met on Tuesday, August 3, 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

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


Edward Seidenberg, assistant state librarian


Jelain Chubb, director, Archives and Information Services


Ava Smith, director, Talking Book Program


Deborah Littrell, director, Library Development


Beverley Shirley, director, Library Resource Sharing


Jan Ferrari, director, State and Local Records Management


Manuel Alvarez, director, Information Resources Technologies


Vince Houston, director, Administrative Services


Tracy Kuhn Lash, executive assistant


Danielle Plumer, Coordinator, Texas Heritage Online


Valicia Greenwood, administrative assistant, Library Development


Laura Saegert, appraisal archivist, Archives and Information Services


Lynne Margolis, contract communications specialist
Guests Present:
Susan C. Van Hoozer, Clifton Gunderson, LLP


Michael A. Dean, Clifton Gunderson, LLP


Doug Whitworth, Clifton Gunderson, LLP


Pat Tuohy, Central Texas Library System


Sandra Vice, State Auditor's Office


Kenneth Wade, State Auditor's Office


Daniel Wattles, State Auditor's Office


Lena Conklin, Legislative Budget Board


Adam Wright, North Texas Regional Library System


Elizabeth Swan, Houston Area Library System


Ann Crockett, Houston Area Library System


Bill Crockett, Houston Area Library System


Casey Fannin, House Appropriations Committee


Gloria Meraz, Texas Library Association


Charlotte McCann, Friends of Libraries & Archives of Texas

Chairman Pickett convened the meeting at 10:12 a.m. following the meeting of the Audit Committee.

1. Approve Minutes of June 7, 2010 Commission Meeting.

Commissioner Freeman moved to approve minutes from the June 6, 2010, Records Management Subcommittee meeting. Commissioner Holt seconded. Motion passedwith Commissioner Carr and McAfee abstaining because they did not attend this meeting. Commissioner Waters moved to approve the June 7, 2010, Audit Committee meeting. Commissioner Freeman seconded. Motion passed. Commissioner McAfee moved to approve the minutes from the full commission meeting. Commissioner Carr seconded. Motion passed.

2. Introductions

Peggy Rudd introduced Employees of the Quarter for third quarter of FY2010, Valicia Greenwood and Laura Saegert. Chairman Pickett congratulated Ms. Saegert and other ARIS staff who applied for and received a $600,000 Connecting to Collections grant from the Institute of Museum and Library Services.

3. General Announcements and discussion of meeting dates in October 2010 and beyond.

Edward Seidenberg presented meeting date possibilities for the October 2010 meeting and meetings dates in 2011. No action required.

4. Public Comment.

Adam Wright, director of the North Texas Regional Library System, presented commissioners with promotional materials that featured the theme "system of 10, helping libraries help Texas."

5. Review of consent agenda.

Non-substantive corrections noted.

6. Consideration of Commemorative Resolutions.

Chairman Pickett presented a resolution for recently retired employee, Kathleen Hammond, who worked for 17 years in the State and Local Records Management Division. Commissioner Carr moved to approve the resolution. Commissioner Freeman seconded. Motion passed.

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

Beverley Shirley requested approval of a contract with Education Service Center Region 20 in San Antonio not to exceed $200,000 for a one-year time period to provide technical support, training, and outreach programs for the database service to K-12 school libraries. Commissioner Carr moved to approve the contract. Commissioner Freeman seconded. Motion passed.

Ms. Shirley requested approval of a contract with OCLC, using Amigos Library Services as agent, for TexNet Interlibrary Loan Network Group Access not to exceed $495,000. The contract period is September 1, 2010, to August 31, 2011. Commissioner Holt moved to approve the contract. Commissioner McAfee seconded. Motion passed.

Ms. Shirley requested approval of a contract with OCLC Navigator Interlibrary Loan (ILL) system for the second year of the pilot ILL project with OCLC. The contract is not to exceed $500,000. Commissioner Holt moved to approve the contract. Commissioner McAfee seconded. Motion passed.

Ms. Shirley requested approval to renew the contract with American Chemical Society (ACS) online databases noting that if approval is granted by Aug. 31, 2010, libraries will receive an additional 2% savings in the annual subscription rate in addition to the minimum 25% discount. Subscribing libraries pay for the databases themselves with no cost to TSLAC. The 12-month contract runs from Jan. 1 - Dec. 31, 2011. Commissioner Carr moved to approve the contract. Commissioner Waters seconded. Motion passed.

Ms. Shirley requested approval of the Amigos/TExpress courier service contract not to exceed $200,000 for Fiscal Year 2011. Commissioner Carr moved to approve the contract. Commissioner McAfee seconded. Motion passed.

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

Edward Seidenberg requested approval for one gift and one grant as follows:

The State and Local Records Management Division received a donation of $1,382.89 on June 2, 2010, from AT&T, relating to the cellular phone tower on agency property located at 4400 Shoal Creek Boulevard in Austin, Texas, in conjunction with an easement and lease agreement made with the General Land Office.

The Archives and Information Services Division received a Librarians for the 21st Century grant from the Institute of Museum and Library Services in the amount of $674,270 on June 10, 2010. This grant will permit the project partners to develop the Connecting to Collections Continuing Conversation Exchange among recipients of Connecting to Collections Statewide Planning Grants, to share the results of their projects and learn from each other. The grant program will extend through August 2013.

Commissioner Carr moved to accept the gift and the grant. Commissioner Holt seconded. Motion passed.

9. Authorization to adopt the rule review of Chapter 9 (Talking Book Program).

Ava Smith requested approval to adopt the review of Chapter 9 rules. Notice of the rule review was published in the Texas Register on May 7, 2010. No comments were received. Commissioner Carr moved to approve. Commissioner Freeman seconded. Motion passed.

10. Review and approve Audit Committee recommendations.

Audit Committee Chairman Michael C. Waters reported on Audit Committee actions and recommended approval of the Internal Audit of the Library Development Division. No second required. Motion passed.

Chairman Waters recommended approval of the Evaluation of Compliance with Information Technology Requirements (1 TAC 202). No second required. Motion passed.

Chairman Waters recommended the Audit Committee Charter as revised by the committee. No second required. Motion passed.

Chairman Waters recommended approval of the Proposal for Internal Audit Services for FY2011. 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. No action required.

Chairman Pickett recessed the meeting at 11:30 a.m. for lunch and reconvened the meeting at 12:05 p.m.

At this point in the meeting, Chairman Pickett introduced Charlotte McCann who brought the commission up to date on fundraising efforts of the Friends of Libraries & Archives of Texas.

12. Review and approve the Legislative Appropriations Request for Fiscal Year 2012-2013.

Edward Seidenberg presented the Legislative Appropriations Request for the agency for Fiscal Years 2012-2013. After discussion, Commissioner Carr moved to adopt as presented. Commissioner Freeman seconded. Motion passed.

13. Consider appointments to the TexShare Advisory Board.

  • Public library representative: Reappoint Sheila Ross Henderson , Director, Pasadena Public Library. Term to expire August 31, 2013.
  • Public university representative: Dana Rooks, Dean of Libraries, University of Houston. Term to expire August 31, 2013.
  • Representative-at-Large: Laurie Thompson, Assistant Vice President for Library Services at University of Texas Southwestern Medical Center � Dallas. Term to expire August 31, 2013.

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

14. Review and approve Library Resource Sharing grants for State Fiscal Year 2011.

Beverley Shirley requested approval for TexNet Interlibrary Loan Network Grants for a total not to exceed $2,200,000 as follows:

TexNet Center Estimated Amounts
City of Abilene $98,555
City of Amarillo $155,505
City of Austin $386,466
City of Corpus Christi $143,018
City of Dallas $305,412
City of Fort Worth $285,482
City of Houston $321,672
City of Lubbock $144,122
City of San Antonio $362,427

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

Ms. Shirley requested approval for TexTreasures Grants as follows:

Applicant Amount
Dolph Briscoe Center for American History at UT Austin $12,833
Houston Public Library $20,000
University of North Texas $25,000
University of Texas MD Anderson Cancer Center $20,000
Southern Methodist University $20,000
UT El Paso $19,540
University of Houston $19,863
Helen Hall Library, League City $4,000
Victoria College $17,225
Sam Houston State University $8,000

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

15. Review and approve Library Development grants for State Fiscal Year 2011.

Deborah Littrell requested approval for the Texas Library System operation grants totaling $4,175,000 for FY2011 as follows:

Applicant Amount
Texas Panhandle Library System $300,000
Big Country Library System $300,000
West Texas Library System $300,000
Texas Trans-Pecos Library System $300,000
South Texas Library System $378,821
Alamo Area Library System $365,378
Central Texas Library System $473,272
North Texas Regional Library System $468,609
Northeast Texas Library System $643,233
Houston Area Library System $645,687

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

Ms. Littrell requested approval for Technical Assistance Negotiated Grants (TANG) totaling $801,000 for FY2011 as follows:

Applicant Amount
Alamo Area Library System $88,213
Big Country Library System $79,467
Central Texas Library System $76,521
Houston Area Library System $44,700
Northeast Texas Library System $82,325
North Texas Regional Library System $90,874
South Texas Library System $78,767
Texas Panhandle Library System $72,635
Texas Trans-Pecos Library System $79,499
West Texas Library System $107,999

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

Ms. Littrell requested approval of FY2011 System Negotiated Grant Program (SyNG) in the amount of $84,350 for the Central Texas Library System and $315,650 for the North Texas Regional Library System, totaling $400,000. Commissioner McAfee moved to approve. Commissioner Carr seconded. Motion passed.

Ms. Littrell requested approval for Loan Star Libraries Grant awards over $100,000 for Fiscal Year 2011 as listed below.

Applicant Amount
Houston Public Library $393,032
Dallas Public Library $239,402
Harris County Public Library $271,672
Austin Public Library $258,235
San Antonio Public Library $241,675
Fort Worth Public Library $142,231
Plano Public Library System $122,517
Fort Bend County Libraries $122,284

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

Ms. Littrell requested approval of contracts for Special Project Competitive Grants as follows:

  • Central Texas Library System - $65,713 to extend its "Ready to Read" early literary project.
  • Dallas Public Library - $74,984 to expand its project to offer English language literacy instruction for parents and K-3 children together and to support establishment and expansion of the project in three library branches serving large Hispanic populations.
  • North Texas Library Partners (NTRLS) - $75,000 to partner with three member libraries and two other entities to develop a program that will help libraries find ways to reach out and provide library services for the homebound.
  • El Paso Community College - $48,508 to partner with El Paso Public Library to develop and implement a family literacy program for young children and their parents. The project will address the low literacy levels and lack of familiarity with technology in the communities of northwest El Paso County.
  • Arlington Public Library System - $58,610 to establish three community libraries located in Title I elementary schools, known as LibraryLINK sites.
  • Alpine Public Library- $5,445 to establish a computer literacy training program targeted at adults seeking to improve their computer literacy and job marketability, in cooperation with the Workforce Solutions Upper Rio Grande.

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

Ms. Littrell requested approval for Library Cooperation Grants as follows:

  • Weatherford Public Library - $51,821 to support resource sharing and cooperation among rural libraries in Parker County.
  • Texas A&M University/Commerce - $73,966 for "HeirLoom: Something Worth Saving, Something Worth Sharing" project to preserve and protect the oral histories and archives of World War II veterans in northeast Texas and to continue training and expansion of the project.
  • North Texas Library Partners (NTRLS) - $75,000 to continue the "Libraries for Literacy � Learning Express Consortium" project by providing a year-long subscription to Murals Online Resource, hire a literacy coordinator to administer and implement the program as well as a contractor for workshops based on a curriculum that partner libraries will choose.
  • Arlington Public Library System - $73,749 to merge automation systems, offering residents virtually seamless library services between the libraries in Arlington and Mansfield through a shared catalog and patron databases, courier services between the cities and shared customer service and technology training activities.

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

Ms. Littrell requested approval for FY2010 Texas Reads grants as follows:

Longview Public Library - $1,042 for a Read to Animals program to enhance reading skills of children in kindergarten through 6th grade by having them read aloud to animals.

Harlingen Public Library - $521 to support early literacy development through an Every Child Ready to Read program.

Alpine Public Library - $1,100 to enhance its Toddler Time program with bilingual materials to encourage reading and to increase developmental skills in pre-K and K-3 children.

Bastrop Public Library - $2,361 for Book Club in a Bag program which makes it easy and convenient for book clubs to borrow multiple copies of selected books and to provide information about best practices for running a book discussion.

JR Huffman Public Library in Hemphill - $3,000 to support children's summer reading program.

Allen Public Library $3,000 - ALLen Reads is a "one-book" program specifically designed for the Allen community.

Sachse Public Library - $2,980 for a Neighbors Read program, a six week community event sponsored by the cities of Wylie and Sachse Texas.

Helen Hall Library in League City - $3,000 to purchase materials for a seven-month program titled, The Important Club, which will focus on reading important books and watching important movies.

Watauga Public Library - $3,000 to host a One Book One Community event during the summer of 2011 in order to actively encourage people to read and to develop a lifelong love of reading.

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

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

Deborah Littrell requested commission approval to reappoint Kerry McGeath, director of Southlake Public Library, to a second term and approve Karen Baen, director of the libraries for Southwest Texas Junior College to fill a vacancy by Mark Hanna who has declined a second term due to demands at Amarillo College. Commissioner Holt moved to approve the appointments. Commissioner Freeman seconded. Motion passed.

There being no further business before the commission, Chairman Pickett adjourned the meeting at 1:58 p.m.

Respectfully submitted,

Peggy D. Rudd

Peggy D. Rudd


Director and Librarian


Page last modified: June 8, 2011