Texas State Library and Archives Commission


October 12, 2010


Minutes

The Texas State Library and Archives Commission (TSLAC) met on Tuesday, October 12, 2010, at the Ringer Public Library, 1818 Harvey Mitchell Parkway South, College Station, Texas.


Commissioners Present:
Sandra J. Pickett, chairman


Sharon T. Carr


Martha Doty Freeman


Larry G. Holt


Sally Reynolds


Michael C. Waters

Commissioners Absent:
Wm. Scott McAfee
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


Derick Hackett, communications officer

Guests Present:
Susan C. Van Hoozer, Clifton Gunderson, LLP


Larry Koeninger, director, Bryant-College Station Public Libraries


Clara Mounce, retired director, Bryant-College Station Public Libraries Gloria Meraz, Texas Library Association

Chairman Pickett convened the meeting at 10:40 a.m. following the meeting of the Audit Committee. She informed the commission she would recess the meeting shortly before noon so all commissioners and staff could participate in a ceremony with State Representative Fred Brown presenting a ceremonial check for Loan Star Libraries funds to city and library officials. Chairman Pickett then asked Peggy Rudd to introduce special guests in attendance at the meeting. Ms. Rudd introduced Clara Mounce and Larry Koeninger to the commission. Mr. Koeninger thanked the commission for visiting the library and for state library funds and staff to assist public library programs in Bryan-College Station libraries.

1. Approve Minutes of August 3, 2010 Commission Meetings.

Commissioner Reynolds moved to approve the minutes of the August 3, 2010, Audit Committee. Commissioner Carr seconded. Motion passed.Commissioner Carr moved to approve the minutes of the August 3, 2010, Commission meeting. Commissioner Reynolds seconded. Motion passed.

2. Introductions.

3. Public Comment.

There was no public comment at this time.

4. General Announements.

Chairman Pickett informed the commission of special events in Liberty, Texas on Sunday, October 10, 2010, that commemorated the 100th anniversary of Governor Price Daniel�s birthday.

5. Review of consent agenda.

Non-substantive corrections noted.

6. Consideration of Commemorative Resolutions.

There were no resolutions at this time.

7. 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 Archives and Information Services Division. No second required. Motion passed.

Commissioner Waters recommended approval of the Limited Scope Desk Reviews of Selected Loan Star grantees. No second required. Motion passed.

Commissioner Waters recommended approval of the Audit of Grants to the City of Fort Worth, Fort Worth Public Library noting that the committee had some concern about the audit and had asked for audit follow-up at future meetings. No second required. Motion passed.

Commissioner Waters recommended approval of the Audit of Grants to the City of Dallas, Dallas Public Library System, noting again that there will be follow-up by staff at future meetings for this audit. No second required. Motion passed.

Commissioner Waters recommended approval of the Self-Assessment of the Internal Audit Activity. No second required. Motion passed.

Commissioner Waters recommended approval of the Audit Report for FY2010. No second required. Motion passed.

Commissioner Waters recommended approval of the Annual Risk Assessment and Audit Plan for FY2011. No second required. Motion passed.

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

Peggy Rudd requested approval for three grants as follows:

The Archives and Information Services Division received a $5,000 grant from Humanities Texas on July 29, 2010 to develop lesson plans for 7th grade students based on TSLAC�s holdings. Focusing on key topics in the standard 7th grade TEKS social studies curriculum, these lesson plans will provide a framework for introducing Texas history students to the practice of using historical archival materials on the web, reading the materials like historians, and using them to reach conclusions about the past. The grant period ends January 31, 2011.

The Archives and Information Services Division received a $20,000 grant from the National Historical Publications and Records Commission on September 7, 2010 to support activities of the Texas Historical Records Advisory Board. The grant period extends to January 31, 2012.

The Library Development Division received a Broadband Technology Opportunities Program Public Computer Center grant of $7,955,941 from the United States Department of Commerce, National Telecommunications and Information Administration. This grant will provide funding for the agency and its 38 partner public libraries to improve access to public computer centers, provide training to librarians to improve their skills in training patrons, and provide increased training for Texans in the areas of computer literacy and workforce development, as well as outreach to underserved populations.

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

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

Beverley Shirley requested approval of the online database contract renewal with Encyclopedia Britannica that includes:

  • Britannica Online School Edition: gives teachers and students instant access to four complete, age-appropriate encyclopedias and other resources that ensure consistency with classroom topics. This reference and learning suite also offers online learning materials that have been developed by teachers and curriculum experts.
  • Britannica Spanish Resources: delivers two products --reference collections for ages 6-12 and another for high school and college ages.
  • Britannica Global Reference Center: an extensive collection of Encyclop�dia Britannica's foreign language content, offering trustworthy information in Spanish, Japanese, Korean, simplified Chinese, and French.

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

Deborah Littrell requested approval of grants over $100,000 to public libraries that the agency will distribute as part of its Broadband Technology Opportunity Program Public Computer Center grant of $7,955,941 from the United States Department of Commerce, National Telecommunications and Information Administration. The grant�s purpose is to establish or enhance public computer centers in large and small, rural and urban communities and to improve broadband access, provide workforce development training and advance lifelong learning among vulnerable populations. The agency worked with 38 partner public libraries to submit the proposal and each partner library crafted a program to meet the needs of their community.

Public libraries receiving grants over $100,000 are:

Arlington Public Library $396,615


Harris County Public Library $1,137,357


Houston Public Library $3,793,089


Lancaster Veteran�s Memorial Library $211,148


Palestine Public Library $127,100


San Antonio Public Library $1,186,760

Responding to questions from Commissioners Reynolds and Waters, Ms. Littrell explained that all Texas libraries were given the opportunity to participate in the grant application but given the fast turnaround time needed to apply for the grant and the grant�s key requirements, many libraries were not able to participate. Commissioner Waters moved to approve the grants. Commissioner Carr seconded. Motion passed.

Jelain Chubb requested approval of a $495,000 contract with the American Association for State and Local History to provide meeting and conference services during 2011 and 2012 as part of a Connecting to Collections grant awarded to TSLAC from the Institute of Museum and Libraries Services. Commissioner Freeman requested more detail on how the remaining grant money will be spent. Commissioner Freeman moved to approve the contract. Commissioner Carr seconded. Motion passed.

10. 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 recessed the meeting at 11:45 a.m. for the Loan Star check presentation and lunch. Chairman Pickett reconvened the meeting at 12:46 p.m.

11. Public hearing and action to consider the revocation of accreditation of the Jefferson County Library, as authorized by 13 TAC 1.77(b).

Deborah Littrell recommended revocation of library accreditation of the Jefferson County Library after the Jefferson County Commissioners Court took action to close the library in September 2010 by not providing funding for the library. Commissioner Reynolds moved to accept the staff recommendation. Commissioner Carr seconded. Motion passed.

12. Authorization to propose amendments to 13 TAC 7.125 regarding local government records retention schedules: Records of Elections and Voter Registration (EL), Records of Public Health Agencies (HR), Records of Property Taxation (TX), and Records of Utility Services (UT).

Commissioner Freeman reported that the commission�s Records Management Subcommittee had met the previous day and made recommendations for changes to local government retention schedules under their consideration. Commissioner Freeman moved to approve Records of Elections and Voter Registration (EL), Records of Public Health Agencies (HR), Records of Property Taxation (TX), and Records of Utility Services (UT) with the changes recommended by the subcommittee and to post the schedules on the Texas Register for public comments. Commissioner Waters seconded. Motion passed.

13. Authorization to propose amendments to 13 TAC 2.311 and 2.411, relating to eligible applicants for competitive grants.

Deborah Littrell requested approval to post for comment in the Texas Register proposed amendments to 13 TAC 2.311 and 2.411, relating to eligible applicants for competitive grants. Commissioner Carr moved to approve. Commissioner Holt seconded. Motion passed.

14. Authorization to propose an amendment to 13 TAC 3.8(g) and (h) relating to fees for consortium membership and affiliated membership.

Beverley Shirley requested approval to publish a proposed amendment to 13 TAC 3.8(g) and (h) that would allow TSLAC to assess fees to public school libraries and to affiliated members of TexShare participating in consortium services. Ms. Shirley said the program has no immediate plans to begin a cost sharing program for public school libraries, but the change in the rule will allow the agency to move quickly to establish such a program should the need arise in the future. Commissioner Carr moved to approve. Commissioner Reynolds seconded. Motion passed.

15. Consider appointment to the TexShare Advisory Board.

Beverley Shirley requested appointment of Carol Herrington, director, Palestine Public Library, to the TexShare Advisory Board for a term to expire August 31, 2013. Ms. Herrington would fill the public library representative slot on the board which became vacant after a representative resigned due to retirement. Commissioner Carr moved to approve the appointment. Commissioner Reynolds seconded. Motion passed.

16. Consider loan of archival documents to the Star of the Republic Museum and the Texas State History Museum.

Jelain Chubb requested approval to lend one or more pages of the 1836 draft Texas Constitution to the Star of the Republic Museum from February through March 2011. Commissioner Freeman moved to approve. Commissioner Carr seconded. Motion passed.

Ms. Chubb also presented a request from the Bob Bullock Texas State History Museum to lend The William B. Travis Letter written from the Alamo dated February 24, 1836, for a loan period of February 1-28, 2011. Citing the commission�s recent denial to lend the document because of its fragile condition, Commissioner Holt moved to not lend the document. Commissioner Freeman seconded. Motion passed.

There being no further business before the commission, Chairman Pickett adjourned the meeting at 1:25 p.m.

Respectfully submitted,

Peggy D. Rudd

Peggy D. Rudd


Director and Librarian


Page last modified: June 8, 2011