Texas State Library and Archives Commission
August 12, 2011

Minutes

The Texas State Library and Archives Commission met on Friday, August, 12, 2011, in the Lorenzo de Zavala State Archives and Library Building, 1201 Brazos Street, Austin, Texas.

 

Commissioners Present:               Sandra J. Pickett, chairman

                                                Martha Doty Freeman

                                                Sharon T. Carr

                                                Larry G. Holt

                                                Wm. Scott McAfee

                                                Michael C. Waters

 

Commissioners Absent:                Sally Reynolds

 

Staff Present:                           Peggy D. Rudd, director and librarian

                                                Edward Seidenberg, deputy director

                                                Jelain Chubb, director, Archives and Information Services

                                                Sarah Jacobson, manager, Records Management Assistance

                                                Michael Reagor, government information analyst

                                                Tracy Kuhn Lash, executive assistant

                                                Lynne Margolis, communications specialist

                                                Manuel Alvarez, director, Information Resources Technologies

                                                Deborah Littrell, director, Library Development and Networking

                                                Ava Smith, director, Talking Book Program

                                                Vincent Houston, director, Administrative Services

          Stacey Malek, program coordinator, Library Development and Networking

          Hannah Farmer, library assistant, Archives and Information Services

         Jennifer Peters, grants administrator, Library Development and Networking

          Suzanne Holman, graphics coordinator

 

Guests:                                     Gloria Meraz, Texas Library Association

                                                Kim Scofield, Office of the Attorney General

                                                Daniel Bradford, Travis County Attorney’s Office

                                                Laurie Mahaffey, Central Texas Library System

                                                Elizabeth Swan, Houston Area Library System

                                                Lena Conklin, Legislative Budget Board

                                                Christine McNew

                                            

 

Chairman Pickett called the meeting to order at 10:03 a.m. and welcomed everyone.

 

1.      Approve minutes of July 1, 2011 meetings of the Records management Committee, Audit Committee and Commission meeting.

Commissioner Carr moved to approve minutes from the July 1, 2011, Records Management Committee. Commissioner Holt seconded. Motion passed with Commissioner McAfee abstaining as he was not present at the meeting. Commissioner Carr moved to approve minutes from the July 1, 2011, Audit Committee. Commissioner McAfee seconded. Motion passed. Commissioner Carr moved to approve minutes from the July 1, 2011, Commission meeting. Commissioner Freeman seconded. Motion passed.

2.      Introductions.  Peggy Rudd introduced Employees of the Quarter, Jennifer Peters and Hannah Farmer.

3.      Public Comment.  There was no public comment at this time.

4.      General Announcements.

5.      Review of consent agenda: non-substantive corrections in other agenda items such as spelling, numbering, punctuation, grammar, or other revisions. Non-substantive corrections noted.

6.      Consideration of commemorative resolutions.

Chairman Pickett presented commemorative resolutions honoring Sue Phillips, retiring Executive Associate Director, University of Texas Libraries and Christine McNew who retired from the agency July 31, 2001, after 12 years as the Youth Services Consultant.

7.      Report of Audit Committee meeting.

Audit Committee Chairman Waters reported on Audit Committee activities recommending approval of the Audit of Grants Made to the City of Amarillo. Motion passed. Chairman Waters also reported that the committee received the State Office of Risk Management’s Risk Management Program Review of the agency. No action required but staff will provide follow up at the next commission meeting.

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

Edward Seidenberg requested approval for a donation from Cass Information Systems, agent for AT&T Mobility Services, in the amount of $551.82 on July 11, 2011. This donation relates to the cellular phone tower on agency property located at 4400 Shoal Creek Boulevard in Austin, in conjunction with an easement and lease agreement made with the General Land Office.  Commissioner Carr moved to approve the gift. Commissioner Freeman seconded. Motion passed.

At this point in the meeting, Chairman Pickett took up Agenda Item 10.

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.

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

Deborah Littrell requested approval of renewal of the American Chemical Society subscription database contract offered through the TexSelect program. TSLAC negotiates the contract and offers the subscription to libraries which pay for the databases. The contract period runs from January 1, 2012, through December 31, 2012. Commissioner McAfee moved to approve. Commissioner Carr seconded. Motion passed.

Deborah Littrell requested approval of the Amigos/TExpress contract not to exceed $120,000 for FY2012. This contract was awarded to Amigos Library Services in FY2009 with four one-year renewal options with FY2011 the first year of the four-year period. TExpress provides expedited pick-up and delivery of interlibrary loan and other library materials to participating libraries.  Commissioner Carr moved to approve. Commissioner Freeman seconded. Motion passed.

Deborah Littrell requested approval of a contract not to exceed $1,780,000 for WorldCat Navigator Interlibrary Loan (ILL) system provided by OCLC (Online Computer Library Center). Commissioner Waters moved to approve. Commissioner Carr seconded. Motion passed.

11.  Consideration of petition submitted under Texas Government Code §2001.021 and authorization to propose amendments to 13 TAC 7.125(a)(1), regarding local government records retention schedule GR (Records Common to Local Governments).

Commissioner Freeman informed the commission that the Records Management Committee had approved amendments to 13 TAC 7.125(a)1, regarding local government records retention schedule GR (Records Common to Local Governments) and recommended approval. Motion passed.

12.  Consideration of petition submitted under Texas Government Code §2001.021 and authorization to propose amendments to 13 TAC 6.10, regarding the Texas State Records Retention Schedule (4th Edition).

Commissioner Freeman said the Records Management Committee recommended adoption of the proposed amendments to 13 TAC 6.10, regarding the Texas State Records Retention Schedule, (4th Edition). Motion passed.

13.  Consider adoption of the FY2012 fee schedules related to records storage and imaging services.

Vincent Houston presented records storage and imaging services fees at the State Records Center for FY2012. After discussion, Commissioner McAfee moved to approve. Commissioner Carr seconded. Motion passed.

14.  Consider appeals of system membership.

Peggy Rudd informed the commission that the McGinley Memorial Library (McGregor) had appealed loss of accreditation by the Library Systems Act Advisory Board for a failure to meet local government support with their Local FY2010 report. The State Librarian upheld the recommendation of the board. Chairman Pickett expressed sympathy for the library’s situation. Commissioner Freeman expressed support for the advisory board. After further discussion, Commissioner Carr moved to uphold the board’s decision. Commissioner Freeman seconded. Motion passed with Chairman Pickett opposed.

15.  Consider appointments to Library Systems Act Advisory Board.

Deborah Littrell asked the commission to reappoint Greg Mitchell, Texas A&M Commerce, and Cathy Threadgill, Brazoria County Public Library, to a second three-year term on the Library Systems Act Advisory Board. Both have just completed their first term on the board. Commissioner Carr moved to approve. Commissioner Holt seconded. Motion passed.

16.  Consider appointments to TexShare Advisory Board.

Deborah Littrell asked the commission to appoint the following individuals to the TexShare Advisory Board for terms to expire August 31, 2014.

Public university representative: Dr. Farzaneh Razzaghi, Director, University of Texas-Pan American Library.

Public library representative: Corinne Hill, Interim Director, Dallas Public Library

Community College Representative: Mark Dolive, Director of Library Services, Tarrant County College, SE.

General Public Representative: Larry Ringer, Vice Chair, Central Texas Library System board.

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

17.  Review and approve library grants for State fiscal Year 2012

Deborah Littrell requested approval for Special Projects Grants for FY2012 totaling $301,117. This grant program funds programs that expand library services to all members of the library’s community and enables libraries to develop programs for populations with special needs. Commissioner Waters moved approval of the grants. Commissioner Carr seconded. Motion passed. Grants approved are listed below.

Brownsville Public Library System              $ 75,000

El Paso Community College                        $ 50,213

Georgetown Public Library                          $ 70,000

Arlington Public Library System                  $ 25,104

Forest Hill Public Library                            $   5,800

Gateway to Libraries                                   $ 75,000

 

Deborah Littrell requested approval for Library Cooperation Grants for FY2012 totaling $364,730. This grant program funds programs that promote cooperative services for learning and access to information. Commissioner Waters moved to approve the grants. Commissioner Carr seconded. Motion passed. Grants awarded are listed below.

Bell/Whittington Library (Portland, TX)      $ 20,910

Arlington Public Library System                  $ 47,017

Houston Public Library                               $ 75,000

Smithville Public Library                             $ 75,000

Central Texas Library System                      $ 75,000

Weatherford Public Library                         $ 71,803

Deborah Littrell requested approval for Texas Reads Grant to promote reading programs in public libraries for FY2012 and totaling $14,592. Commissioner Carr moved to approve the grants. Commissioner McAfee seconded. Motion passed. Grants awarded are listed below.

 

Wells Branch Community Library               $ 2,764

Muleshoe Public Library                             $ 1,078

Pflugerville Public Library                           $ 3,000

Cedar Park Public Library                           $ 1,750

Haslet Public Library                                   $ 3,000

Aransas County Public Library                    $ 3,000

 

Deborah Littrell requested approval TexNet Interlibrary Loan Network Grants for FY2012 for a total amount not to exceed $1,090,000. The agency supports interlibrary loan activities in Texas to encourage libraries to share materials. Commissioner Waters moved to approve the grants. Commissioner Carr seconded. Motion passed. Grants awarded are listed below.

 

City of Abilene                                            $22,967

City of Amarillo                                          $4,000

City of Austin                                              $10,000

City of Corpus Christi                                 $34,707

City of Dallas                                              $364,169

City of Fort Worth                                       $10,000

City of Houston                                           $69,567

City of Lubbock                                          $150,915

City of San Antonio                                    $417,311

 

Deborah Littrell requested approval for TexTreasures Grants for FY2012 for a total of $97,588. This grant program provides assistance to libraries to provide access to their special or unique holdings. Commissioner Carr moved to approve. Commissioner McAfee seconded. Motion passed. Grants awarded are listed below.

University of North Texas                           $17,135

National Museum of the Pacific War            $15,694

Dolph Briscoe Center for American History    $19,764

Southern Methodist University                    $20,000

Texas Archive of the Moving Image              $24,995

 

Deborah Littrell requested approval for Technical Assistance Negotiated Grants (TANG) for FY2012. The focus of these grants is to improve the selection, maintenance and use of technology and to build capacity in library staff to better meet the information needs of their communities. Total requests for grants equaled $748,025 but Ms. Littrell requested a not to exceed value of $825,000 to allow the agency to increase grants if circumstances require it and funds are available. Commissioner Carr moved to approve the grants. Commissioner McAfee seconded. Motion passed. Grants awarded are listed below.

 

Alamo Area Library System                        $76,534

Big Country Library System                        $79,971

Central Texas Library System                      $81,578

Harrington Library Consortium                   $ 80,000

Houston Area Library System                     $ 44,700

Northeast Texas Library System                  $84,162

North Texas Library Partners                       $80,000

South Texas Library System                        $32,254

Texas Trans Pecos Library System               $80,000

West Texas Library System                         $108,826

 

Deborah Littrell requested approval for System Grant Contracts for FY2012 up to $2,600,000. Commissioner Carr moved to approve the grants. Commissioner Holt seconded. Motion passed. Grants awarded are listed below.

 

Alamo Area Library System                        $ 251,667

Big Country Library System                        $ 258,801

Central Texas Library System                      $ 389,080

Harrington Library Consortium                    $204,341

Houston Area Library System                     $291,703

Northeast Texas Library System                  $300,444

North Texas Library Partners                       $384,106

South Texas Library System                        $116,017

Texas Trans Pecos Library System                $187,860

West Texas Library System                         $ 142,021

 

18.  Consider new rules (13 TAC 2.910-2.913) regarding the impact Grants program.

Deborah Littrell requested approval to post for comment in the Texas Register proposed new rules 13 TAC 2.910-2.913 regarding a competitive program “Impact Grants for Library Innovation and Improvement.” Commissioner Carr moved to approve. Commissioner McAfee seconded. Motion passed.

19.  Authorization to adopt rule review of Chapter 2(General Policies and Procedures).

Vincent Houston requested adoption of rule review of Title 13, chapter 2. Commissioner Carr moved to approve. Commissioner Freeman seconded. Motion passed.

20.  Authorization to adopt rule review of Chapter 7 (Local Records).

Sarah Jacobson requested adoption of rule review of Title 13, Chapter 7. Commissioner Carr moved to approve. Commissioner Holt seconded. Motion passed.

21.  Preview of redesigned agency web site.

Suzanne Holman, graphics coordinator, presented a preview of the redesigned agency web site scheduled to launch Sept. 1, 2011.

Chairman Pickett asked commissioners to think of agency programs, policies and activities that they would like to learn more about and share them with staff for presentations at future commission meetings.

There being no further business before the commission, Chairman Pickett adjourned the meeting at 1:02 p.m.

Page last modified: April 9, 2012