Texas State Library and Archives Commission
April 12, 2011
Minutes

The Texas State Library and Archives Commission (TSLAC) met on Tuesday, April 12, 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
Michael Reagor, government information analyst
Sarah Jacobson, government information analyst
Guests Present:
Eleanor Seiferth, St. Philips College
Elizabeth Swan, Houston Area Library System
Jeff Scott, Gale Cengage
Tammy McBee, Gale Cengage
Marci Chen, North Texas Library Partners
Pat Tuohy, Central Texas Library System
Kathryn Sturz, Alamo Area Library System
Amy Cline, Alamo Area Library System
Evan St. Leifert, Scholastic Publishing

Chairman Pickett convened the meeting at 12:21 p.m., following the meeting of the Audit Committee

1. Approve Minutes of February 15, 2011 Records Management Committee, Audit Committee and Commission Meetings. Approve Minutes of the Ad Hoc Committee on the Sam Houston Regional Library and Research Center meeting, March 27 and 28, 2011.

After corrections were noted, Commissioner Carr moved to approve the February 15, 2011 Records Management Committee minutes. Commissioner Reynolds seconded. Motion passed. The February 15, 2011 Audit Committee minutes were approved with no additions or corrections. Commissioner Carr moved to approve the February 15, 2011 commission minutes. Commissioner Reynolds seconded. Motion passed.

After noting corrections, Commissioner McAfee moved to approve the minutes of the March 27-28, 2011 Ad Hoc Committee Meeting on the Sam Houston Regional Library and Research Center. Commissioner Holt seconded. Motion passed.

2. Introductions.

Chairman Pickett welcomed everyone to the meeting and asked guests to introduce themselves to the commission.

3. Public Comment.

Pat Tuohy addressed the commission concerning proposed drastic budget cuts to libraries by the 82nd Legislature and informed the commission of a proposal to maintain library development services in Central and North Texas. Kathryn Sturz also addressed the commission regarding proposed drastic budget cuts.

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 that the Audit Committee heard reports on staff progress to address findings in the Draft Audit of the Sam Houston Regional Library and Research Center and reviewed a cost recovery schedule for storage fees at the State Records Center. No action was taken.

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

Peggy Rudd requested approval for two grants as follows:

  • A grant of $4,814,060 from the Institute of Museum and Library Services on February 8, 2011 to support agency activities under the Library Services Technology Act. The grant period ends September 30, 2012.
  • A grant of $67,004 from the Bill & Melinda Gates Foundation on March 15, 2011 to support participation in developing public access technology benchmarks for public libraries. The grant period ends February 29, 2012.

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

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

Beverley Shirley requested approval to renew online database subscription contracts for the TexShare core databases. 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 listed below.

Vendor TSLAC portion* Subscription period
EBSCO Industries, Inc. $3,502,000 12 months
Gale Cengage $1,773,742 12 months
ProQuest Information and Learning Company $ 650,000 26 months
TDNet $  11,031 12 months

After discussion and questions of staff, Commissioner Carr moved to approve the contracts. Commissioner Reynolds 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 updated the commission on the status of appropriations and funding by the 82nd Legislature and the federal government for SFY 2012 and 2013. Director Rudd proposed rescheduling the next commission meeting to late June or early July in case the Legislature goes into special session. Possible meeting dates will be provided to the commission.

12. Authorization to propose amendments to 13 TAC 7.125, regarding local government records retention schedules: CC (County Clerk), DC (District Clerk), LC (Justice and Municipal Courts) and PS (Public Safety Agencies).

Commissioner Freeman moved to approve for publication in the Texas Register the local government records retention schedules CC (County Clerks), LC (Justice and Municipal Courts) and PS (Public Safety Agencies) as recommended by the Records Management Committee. Commissioner Carr seconded. Motion passed.

Commissioner Freeman moved to amend the retention period for SD 3500-09A in the local government records retention schedule for School Districts (SD). Commissioner McAfee seconded. Motion passed.

Commissioner Freeman moved to approve for publication in the Texas Register amended local government records retention schedules DC (District Clerks) and SD (Public School Districts). Commissioner Reynolds seconded. Motion passed.

There being no further business before the commission, Chairman Pickett adjourned the meeting at 1:38 p.m.

Respectfully submitted,

Peggy D. Rudd

Peggy D. Rudd
Director and Librarian

Page last modified: October 6, 2011