Texas State Library and Archives Commission
Ad Hoc Committee on the Sam Houston Regional Library and Research Center
Meetings of May 5, 2011
Combined Minutes

The Texas State Library and Archives Commission Ad Hoc Committee on the Sam Houston Regional Library and Research Center and the Texas State Library and Archives Commission met on Thursday, May 5, 2011, in the Commission Room at the Lorenzo de Zavala State Archives and Library Building, 1201 Brazos Street, Austin, Texas.


Committee Members Present:
Michael C. Waters, chair
Martha Doty Freeman
Larry G. Holt
Wm. Scott McAfee
Commissioners Present:
Sandra J. Pickett, chairman
Commissioners Absent:
Sharon T. Carr
Sally Reynolds
Staff Present:
Peggy D. Rudd, director and librarian
Jelain Chubb, director, Archives and Information Services
Tracy Kuhn Lash, executive assistant
Guests Present:
Joe Thrash, Office of the Attorney General

The meeting was called to order at 10:08 a.m.

1. Discussion of issues related to the January 24, 2011 Draft Internal Audit of the Sam Houston Regional Library and Research Center.

Peggy Rudd presented management responses to recommendations set forth in the Draft Internal Audit of the Sam Houston Regional Library and Research Center as prepared by Clifton Gunderson, LLC.

2. Executive session, as authorized by 551.071 and 551.074, to discuss with the commission's attorney issues related to the January 24, 2011 Draft Internal audit of the Sam Houston Regional Library and Research Center.

After discussion and questions of staff, Chairman Pickett called the committee into executive session at 11:27 a.m. pursuant to sections 551.071 (consultation with attorney) and 551.074 (personnel matters) to discuss issues related to the internal audit with the commission's attorney.

Executive session ended at 11:59 a.m. At 12:00 p.m., Chairman Pickett convened the full commission meeting.

Commissioners Present:
Sandra J. Pickett, chairman
Michael C. Waters
Larry G. Holt
Martha Doty Freeman
Wm. Scott McAfee
Staff Present:
Peggy D. Rudd, director and librarian
Ed Seidenberg, assistant state librarian
Jelain Chubb, director, Archives and Information Services
Beverley Shirley, director, Library Resource Sharing
Tracy Kuhn Lash, executive assistant
Guests Present:
Joe Thrash, Office of the Attorney General

1. Introductions.

There were no introductions.

2. Public Comment.

There was no public comment.

3. General Announcements.

There were no announcements.

At this point in the meeting, Chairman Pickett took up agenda item 5.

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

Beverley Shirley requested approval for TexSelect Online database contract renewals with Teton Data, R.R. Bowker, Ovid Technologies and Encyclopaedia Britannica. The agency through the TexShare consortium provides Texas libraries with access to the databases. The agency negotiates the prices for Texas libraries which pay for the TexSelect databases themselves. Prices will be determined by the number of subscribing libraries. After discussion, Commissioner Waters moved to approve the contracts. Commissioner Freeman seconded. Motion passed.

Beverley Shirley requested approval for the renewal of online database contracts for K-12 public school libraries with Encyclopaedia Britannica. The contract, negotiated by the agency on a statewide basis to obtain the best pricing, would run from Dec. 1, 2011 to August 31, 2012. Ms. Shirley said that public funding for the K-12 databases is in jeopardy in the current legislative session. If it becomes necessary for schools to purchase database subscriptions, cost would be $.37 per student with a $290 minimum per campus or district for the nine-month service. After discussion, Commissioner McAfee moved to approve the contract. Commissioner Holt seconded. Motion passed.

Chairman Pickett took up agenda item 4.

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

Edward Seidenberg requested approval for a gift to the agency in the amount of $515.35 from AT&T in relation to a cell tower on agency property at the State Records Center, 4400 Shoal Creek Boulevard in Austin, Texas. Commissioner Waters moved to approve. Commissioner Freeman seconded. Motion passed.

Edward Seidenberg requested approval of a grant in the amount of $18,888 from the Bill and Melinda Gates Foundation to support the second year of the Opportunity Online grant to improve Internet connections in public libraries that lack high-speed broadband, and to establish sustainability strategies that will support the provision and improvement of connectivity over time. The grant runs through May 31, 2012. After discussion, Commissioner McAfee moved to accept. Commissioner Holt seconded. Motion passed.

There being no further business before the full commission, Chairman Pickett adjourned the meeting at 12:18 p.m. and called the Ad Hoc Committee on the Sam Houston Regional Library and Research Center into executive session pursuant to sections 551.071 and 551.074 to discuss issues related to the internal audit with the commission's attorney.

At 12:50 p.m., the executive session ended and Chairman Pickett reconvened the public meeting of the committee which continued discussion on agenda item 1.

3. Follow up actions related to the January 24, 2011 Draft Internal Audit of the Sam Houston Regional Library and Research Center.

The committee and staff continued discussion of the internal audit recommendations and management responses to them. The audit with management responses will be presented to the Audit Committee at the July 1 commission meeting. No action was taken. Chairman Pickett adjourned the meeting at 2:00 p.m.

Peggy D. Rudd
Director and Librarian

Page last modified: October 6, 2011