Texas State Library and Archives Commission
October 13, 2011

Minutes

The Texas State Library and Archives Commission met on Thursday, October 13, 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

                                                Sally Reynolds

                                                Michael C. Waters

 

Commissioners Absent:                Wm. Scott McAfee

 

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

                                                Stacey Million, communications officer

                                                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

 

Guests:                                     Marty DeLeon, Texas Library Association

                                                Gloria Meraz, Texas Library Association

                                                Susan Mann, Director, Hillsboro City Library

                                                Trella Hughes, McGregor McGinley Public Library

                                                Tom Kirk, McGregor McGinley Public Library

                                                Tressie Landry, Clifton Gunderson, LLC

                                                Tracey Mendoza, TexShare Advisory Board

                                                Julie Todaro, Texas Council of Academic Libraries

                                                Matt Welch, Office of Rep. Charles “Doc” Anderson

                                                Jerilyn A. Williams, Texas Library Association

                                                Frank Vito, Clifton Gunderson

                                                Pat Tuohy, Central Texas Library System

                                                Lena Conklin, Legislative Budget Board

                                               

Chairman Pickett called the meeting to order at 10:13 a.m. and welcomed everyone.

 

1.      Approve minutes of August 12, 2011, Records Management Committee, Audit Committee and Commission meetings.

Commissioner Freeman moved to approve minutes from the August 12, 2011, Records Management Committee.  Commissioner Carr seconded.  Motion passed.  Commissioner Carr moved to approve minutes from the August 12, 2011, Audit Committee.  Commissioner Reynolds seconded.  Motion passed.  Commissioner Carr moved to approve minutes from the August 12, 2011, Commission meeting. Commissioner Holt seconded.  Motion passed.

2.      Introductions.  Peggy Rudd introduced Lena Conklin and Stacey Million to the commission.

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

4.      General Announcements. There were no 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 a commemorative resolution honoring John Lowry who retired from the agency August 31, 2011.  Commissioner Carr moved to accept the resolution.  Commissioner Reynolds seconded.  Motion passed.

7.      Appeal loss of membership in the Texas Library System by the McGinley Memorial Public          Library.

Deborah Littrell informed the commission that she was again bringing an appeal of the loss of accreditation of the McGinley Memorial Public Library before them. The library was notified of loss of accreditation because of failure to meet local government support with their Local Fiscal Year 2010 report. The library appealed its loss of accreditation to the Library Systems Act Advisory Board which upheld the decision as did the State Librarian. The commission upheld the State Librarian’s decision at its August 12, 2011, meeting.  After being contacted by the library’s board president and a state representative, the State Librarian agreed to put the appeal on the agenda for this meeting.

Tom Kirk, representing the Friends of the McGinley Memorial Public Library, asked the commission to reinstate the accreditation. After extensive discussion, Commissioner Holt moved to uphold the previous decision by the commission to deny accreditation.  Commissioner Carr seconded. Motion passed with Chairman Pickett and Commissioner Reynolds voting against the motion.

8.      Presentation by Texas Library Association President Jerilynn Williams regarding letter of Sept. 21, 2011, and follow up discussion.

Jerilynn Williams informed the commission that the Texas Library Association’s Legislative Committee formed a steering committee to plan the association’s goals and strategy for the next legislative session.  She introduced Susan Mann who told the commission that the steering committee is working on a unified plan that will be program specific and include all libraries.  Julie Todaro told the commission that academic libraries, suffering from budget cuts on many levels are looking for new partners to provide services for academic libraries and college students.

Ms. Williams said the commission can help the association by providing the agency’s strategic vision that can be incorporated as the TLA Legislative Committee goes forward.  Peggy Rudd said the agency is currently involved in a number of activities that are going to provide critical information for the commissioners to review to arrive at a shared vision.

No action required.

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

Edward Seidenberg requested approval for the following donations:

  • A $500 gift to theTalking Book Program on July 12, 2011 in memory of Margaret Refshauge of Bellaire, Texas. Mrs. Refshauge had been an avid reader, and after losing her eyesight she considered the books she received through the program as her “lifeline to literature.”
     
  • Two donations from Cass Information Systems, agent for AT&T Mobility Services, in the amounts of $669.30 on August 10, 2011, and $693.64 on September 19, 2011. These donations relate to the cellular phone tower on agency property located at 4400 Shoal Creek Boulevard in Austin, Texas, in conjunction with an easement and lease agreement made with the General Land Office.

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

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

Peggy Rudd requested approval for a contract not to exceed $150,000 with the Bureau of Business Research at the University of Texas at Austin to conduct a Return on Investment study of Texas public libraries with a final report completed by summer 2012.  Commissioner Carr moved to approve the contract.  Commissioner Freeman seconded.  Motion passed.

11.  Review and approve request from the TexShare Advisory Board regarding timeline for database bidding.

Deborah Littrell informed the commission that the TexShare Advisory Board passed a resolution asking TSLAC to pursue contract renewals with TexShare’s current vendors for one more year and to delay rebidding the core suite of database resources.  This would allow academic libraries to build upon the foundation of the TexShare core menu and provide stability and continuity for their planning and budgeting process.  Commissioner Reynolds moved to approve the request.  Commissioner Freeman seconded.  Commissioner Waters abstained.  Motion passed.

12.  Report of Audit Committee meeting.

Commissioner Waters moved to approve the following items approved by the Audit Committee:

  • Limited Scope Desk Reviews of Selected Loan Star Grantees
  • Audit of Grants to the City of Houston
  • Annual review of the charter, activities and organizational structure of the Audit Committee
  • Audit Report for FY2011
  • Annual Risk Assessment and Audit Plan for FY2012
  • Contract for Internal Audit Services for FY2012

No second required.  Motion passed.

At this point in the meeting, Chairman Pickett took up Agenda Item 14.

14.  Authorization to adopt new rules (13 TAC 2.910-2.913) regarding the Impact Grants program.

Deborah Littrell requested the commission approve adoption of new rules regarding the Impact Grants program, a new competitive grant program for libraries.  Commissioner Carr moved to approve.  Commissioner Reynolds seconded.  Motion passed.

At this point in the meeting, Chairman Pickett took up Agenda Item 13.

13.  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.

15.   Authorization to propose new rules (13 TAC §7.161-7.166) regarding the storage of local government records.

Sarah Jacobson requested approval to publish proposed new rules, 13 TAC §7.161-7.166 regarding storage of local government records.  Commissioner Reynolds moved to approve.  Commissioner Carr seconded.  Motion passed.

16.  Report of the Strategic Directions project.

Peggy Rudd informed the commission that the Bill & Melinda Gates Foundation had expressed concern over the extreme budget reductions TSLAC experienced and the potential impact reductions may have on the agency’s ability to be a strong, vital partner with the foundation.  Foundation staff discussed the possibility of offering assistance that might be of help in the strategic planning process.  The foundation has contracted with The Parthenon Group, a management consulting and market research firm, to work with executive staff to work through a defined process to inform the setting of strategic directions and priorities in the agency’s revised long-range plan.  The Parthenon Group is also working with the Kentucky Department of Libraries and Archives.  From their experience with Texas and Kentucky, the Gates Foundation hopes to make available to other state libraries a strategic planning and priority setting process that will help them chart a path through uncertain times with reduced resources.  A final report with recommendations will be issued by October 31.  No action required.

17.  Discussion of timelines of key activities and future meetings.

The commission reviewed and discussed suggested dates for regular meeting dates and a separate meeting to discuss the Agency Strategic Plan.  Chairman Pickett deferred setting the next meeting date but based on a poll of commission members the following dates were set for meetings:

  • Tuesday, April 17, 2012, 12:00 p.m., at the Texas Library Association Annual Conference, Houston
  • Tuesday, June 5, 2012, Austin
  • Thursday, August, 2, 2012, Austin.

No date was set for a fall meeting. 

18.  Discussion of follow up topics from August commission meeting.

Peggy Rudd presented information on issues from the August 12, 2011, commission meeting and responded to questions from commissioners.  No action required.

19.  Discussion of topics for “Inner Workings” presentation.

Stacey Million presented ideas for commissioners and asked them to select topics regarding agency operation, policy and activities that they would like to learn more about.  No action required.

Chairman Pickett adjourned the meeting at 3:14 p.m.

Page last modified: April 9, 2012