Texas State Library and Archives Commission


February 15, 2011


Minutes

The Texas State Library and Archives Commission (TSLAC) met on Tuesday, February 15, 2011, 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


Sally Reynolds


Michael C. Waters

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


Vincent Houston, director, Administrative Services


Tracy Kuhn Lash, executive assistant


Stacey Malek, coordinator, Library Development


Donna Warren, administrative assistant, Administrative Services


Rosemary Willrich, office support specialist, Library Resource Sharing


Dustin Roberts, desktop support specialist, Information Resources Technologies

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


Anne Ramos


Rick Sorrells, superintendent, Dallas County Schools


Martha Rinn, Council of Research and Academic Libraries


Elizabeth Swan, Houston Area Library System

Chairman Pickett convened the meeting at 1:17 p.m., following the meeting of the Audit Committee

1. Approve Minutes of October 12, 2010 Records Management Committee, Audit Committee and Commission Meetings.

Commissioner Carr moved to approve the minutes of the October 12, 2010, Records Management Committee. Commissioner Reynolds seconded. Motion passed. Commissioner Waters moved to approve the October 12, 2010, Audit Committee meeting. Commissioner Carr seconded. Motion passed. Commissioner Reynolds moved to approve the minutes of the October 12, 2010, Commission meeting. Commissioner Carr seconded. Motion passed. Commissioner McAfee abstained from voting since he was not present at the meetings.

2. Introductions.

Peggy Rudd introduced Employees of the Quarter Donna Warren, Stacey Malek, Dustin Roberts, and Rosemary Willrich. At this point in the meeting, Chairman Pickett took up item 6 and introduced Anne Ramos, retired Library Science Collection librarian. Chairman Pickett read and then presented Ms. Ramos with a commission resolution. No action required.

3. Public Comment.

Rick Sorrells appeared before the commission requesting reconsideration of certain amendments made to the local government records retention schedule for School Districts lengthening retention periods for video surveillance tapes in school buses. Peggy Rudd informed him that the commission would like to explore the situation and will reconsider the item at the April 12th commission meeting.

Martha Rinn also appeared before the commission expressing concern on the proposed budget cuts to the TexShare program in House Bill 1 before the 82nd Legislature.

4. General Announements.

5. Review of consent agenda.

Non-substantive corrections noted.

6. Consideration of Commemorative Resolutions.

(See item 2 above.)

7. Review and approve Audit Committee recommendations.

Audit Committee Chairman Michael C. Waters reported on Audit Committee actions that included action on appointing a committee to consider the Draft Audit of the Sam Houston Regional Library and Research Center. Commissioner Waters recommended approval. No second required. Motion passed.

Commissioner Waters recommended acceptance of the Post-Payment Audit by the Comptroller of Public Accounts. No second required. Motion passed.

Commissioner Waters reported to the commission that the Audit Committee received follow-up information regarding the following audits and that no action is required:

  • Audit of Grants to the City of Dallas, Dallas Public Library System
  • Audit of the Archives and Information Services Division
  • State auditor�s Office Audit of Records Center Services.

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

Edward Seidenberg requested approval for four gifts as follows:

The Talking Book Program received a gift of $500.00 on October 8, 2010 from Jean D. Lehman.

The Talking Book Program received a gift of $500.00 on December 21, 2010 from Patricia L. Skoff.

The Talking Book Program received a gift of $543.46 on January 14, 2011 from the John Knox Village Residents Council of Weslaco, Texas.

The State and Local Records Management Division received a donation of $2,425.45 on January 5, 2011 from Cass Information Systems, agent for AT&T Mobility Services. This donation 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 McAfee moved to accept the gifts. Commissioner Carr seconded. Motion passed.

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

Beverley Shirley requested approval of a 12-month contract with RAND Texas Statistics which offers a comprehensive portfolio of statistics for the state of Texas. TexShare members save 20% off the non-consortium pricing by participating in the consortia purchase. Commissioner Carr moved to approve the contract. Commissioner Freeman 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.

11. Review of the status of appropriations and funding by the Texas Legislature and the federal government for SFY 2012 and 2013.

Peggy Rudd informed the commission that the FY2012-13 budget proposed in HB 1 is not favorable for agency programs, most notably Loan Star Libraries and TexShare, noting that HB 1 eliminates funding for these programs and others in Library Development and Library Resource Sharing Divisions. No action required.

12. Authorization to publish proposed rule review of Chapter 2 (General Policies and Procedures).

Vincent Houston requested authorization to publish proposed rule review of Chapter 2 (General Policies and Procedures). Commissioner Holt moved to approve. Commissioner Reynolds seconded. Motion passed.

13. Authorization to publish proposed rule review of Chapter 7 (Local Records).

Jan Ferrari requested authorization to publish proposed rule review of Chapter 7 (Local Records) concerning the operation of regional historical resource depositories and the retention, microfilming, electronic storage of local government records, and electronic filing and recording of certain records. Commissioner Carr moved to approve. Commissioner Freeman seconded. Motion passed.

14. Authorization to adopt amendments to 13 TAC 7.125, regarding local government records retention schedules: CC (County Clerk), DC (District Clerk), EL (Elections and Voter Registration), GR (Common to All Local Governments), HR (Public Health Agencies), LC (Justice and Municipal Courts), PS (Public Safety Agencies), PW (Public Works and Other Government Services), TX (Property Taxation), and UT (Utility Services).

Jan Ferrari informed the commission that the Records Management Committee recommended approval for amendments to local government records retention schedules EL (Elections and Voter Registration), GR (Common to All Local Government), HR (Public Health Agencies), PW (Public Works and Other Government Services), TX (Property Taxation), and UT (Utility Services).

Commissioner Freeman moved to approve these schedules and to take up Schedules CC (County Clerk), DC (District Clerk), LC (Justice and Municipal Courts) and PS (Public Safety Agencies) at the April commission meeting after the committee has an opportunity to review items governing retention of certain juvenile records in these schedules. Also Chairman Pickett noted that staff would continue outreach to the Dallas County Schools concerning its concern about an amendment to the SD (Public School District) schedule. Commissioner Carr seconded. Motion passed.

15. Authorization to adopt amendments to 13 TAC 2.311 & 2.411, relating to eligible applicants or competitive grants.

Deborah Littrell requested adoption of revised rules 13 TAC 2.311, 2.411 published in the October 29, 2010 Texas Register. No comments were received on the revisions. Commissioner Reynolds moved to approve. Commissioner Carr seconded. Motion passed.

16. Authorization to adopt an amendment to 13 TAC §§8.3(g) and (h) relating to fees for consortium membership and affiliated membership.

Beverley Shirley requested approval to adopt amendments to 13 TAC §§8.3(g) � 8.3(h) that were published in the Texas Register October 29, 2010. No comments were received. Ms. Shirley explained that these amendments would allow the agency to expand the ability to charge fees. Commissioner McAfee moved to approve. Commissioner Carr seconded. Motion passed.

17. Authorization to propose an amendment to 13 TAC 8.1(a)(15) relating to the legal citation of the Texas Nonprofit Corporation Act.

Beverley Shirley requested authorization to propose an amendment to 13 TAC 8.1(a)(15) regarding the TexShare Library Consortium. Commissioner Reynolds moved to approve. Commissioner Carr seconded. Motion passed.

18. Discussion of Guidelines for Evaluating Requests to Exhibit Archival Materials.

Jelain Chubb presented guidelines for how the agency will respond to requests for the loan of Archival Material for Exhibition. No action required.

There being no further business before the commission, Chairman Pickett adjourned the meeting at 2:33 p.m.

Respectfully submitted,

Peggy D. Rudd

Peggy D. Rudd


Director and Librarian


Page last modified: June 8, 2011