Texas State Library and Archives Commission
January 9, 2012

Minutes

 

The Texas State Library and Archives Commission met on Monday, January 9, 2012, 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

                                                Sally Reynolds

                                                Michael C. Waters

 

Staff Present:                           Peggy D. Rudd, director and librarian

                                              Edward Seidenberg, deputy director

                                              Manuel Alvarez, director, Information Resources Technologies

                                              Jelain Chubb, director, Archives and Information Services

                                                Sarah Jacobson, manager, Records Management Assistance

                                                Tracy Kuhn Lash, executive assistant

                                                Stacey Million, communications officer

                                                Deborah Littrell, director, Library Development and Networking

                                                Ava Smith, director, Talking Book Program

                                                Vincent Houston, director, Administrative Services

                                                Alana Inman, manager, Sam Houston Regional Library and Research Center

 

Guests:                                     Bill Aleshire, attorney

                                                Jim Allison, County Judges and Commissioners Association of Texas

                                                David Brooks, Harris County

                                                Lena Conklin, Legislative Budget Board

                                                Keith Elkins, Freedom of Information Foundation of Texas

                                                Nanette Forbes, Texas Association of Counties

                                                Karen McQueen, County and District Clerks Association

                                                Gloria Meraz, Texas Library Association

                                                Kim Scofield, Office of the Attorney General

                                                Pat Tuohy, Central Texas Library System

                                                Stephanie Shunick

                                                Stephen Biles

                                               

Chairman Pickett called the meeting to order at 10 a.m.

 

  1. Approve minutes of October 13 and November 14, 2011, meetings of the Audit Committee and Commission.

Commissioner Carr moved to approve the minutes of the October 13, 2011, Audit and Commission meetings. Commissioner Reynolds seconded. Motion passed.  Commissioner McAfee moved to approve the minutes of the November 14, 2011, Commission meeting.  Commissioner Carr seconded. Motion passed.

  1. Introductions.  After staff and guests introduced themselves, Peggy Rudd introduced Alana Inman, new manager of the Sam Houston Regional Library and Research Center in Liberty, Texas.
  1. Consideration of commemorative resolutions.

Chairman Pickett read commemorative resolutions for Stephen Biles and Stephanie Shunick, who each retired from service at TSLAC on December 31, 2011.

Peggy Rudd introduced Kathleen Krause-Thompson who was named Employee of the Quarter for the first quarter of FY2012 for her work on the agency’s new website. The second Employee of the Quarter, Brenton Day, was unable to be present at the meeting.  At this point in the meeting, Chairman Pickett asked latecomers to introduce themselves.

  1. Public Comment.  None at this time.
  1. General announcements.  Commissioner Waters informed Chairman Pickett that he would abstain from discussion or action on Agenda Item 10.
  1. Review of consent agenda: non-substantive corrections in other agenda items such as spelling, numbering, punctuation, grammar, or other revisions.  None were noted.
  1. Discussion of the strategic vision of the agency, in response to a request from the Texas Library Association, and in anticipation of the preparation of the Agency Strategic Plan, 2013-2017.
  2. Discussion of Parthenon Group report: Assessment of Strategic Direction.

Chairman Pickett asked the commission to discuss priorities for the agency as the staff begins to craft the Agency Strategic Plan for 2013-2017 particularly in the area of library development and records management.  She led a discussion on a variety of issues related to delivery of agency programs including the Parthenon Group report: Assessment of Strategic Direction.

Because the agency’s budget for libraries was cut so dramatically by the 82nd Legislature, Chairman Pickett suggested that the commission continue to leverage collective resources such as TexShare and Interlibrary Loan, common threads found in the Parthenon report.  Commissioners Freeman and Carr agreed with the Parthenon report which identified statewide Continuing Education training as being of high value and suggested it be included as a priority. Commissioners Reynolds and Waters advised that the agency should take the forefront in helping libraries with electronic book acquisition and technology.

Gloria Meraz told the commission that Texas library needs are massive and what is needed is statewide leadership and expertise.  She also informed the commission that the Texas Library Association Legislative Committee had reaffirmed the agency’s importance and understands the budget challenges.  Overwhelming consensus from libraries is that state funds should be used to support activities not operational expenses, she said, and that grants should be for high level service, not to just keep library doors open.

Chairman Pickett suggested that strategies need to be developed to improve Talking Book Program participation.  Commissioners McAfee and Waters urged staff to continue partnering with other agencies and entities.

Other strategic initiatives for the agency identified in discussion included diversifying the delivery of training to the 9000 local government entities around the state by State and Local Records Management Division staff, hiring an individual who has expertise in electronic records, and cost recovery for records storage at the State Records Center that would include reaching out to area local governments to store records there.

Commissioner Freeman asked for the formation of a committee of all stakeholders to address local government storage issues, particularly in light of local governments’ reaction to records storage rules proposed by the commission.  Commissioner Holt said the commission recognizes how counties are struggling with these issues.

At this point in the meeting, Chairman Pickett recessed the meeting for a lunch break at 12:45 p.m.

Chairman Pickett reconvened the meeting at 1:27 p.m.  Commissioner Freeman had to leave the meeting over the break and was not present during the remainder of the meeting.  At this point in the meeting, Chairman Pickett took up Agenda Item 12.

  1. Consider options to withdraw, republish, or adopt proposed amendments to 13 TAC 7.125(a)(1), regarding local government records retention schedule GR (Records Common to Local Governments).

Based on the number and nature of comments received regarding a proposed amendment to 13 TAC 7.125, approved by the commission at its August 12, 2011, meeting, Sarah Jacobson recommended the commission withdraw the amendment and consider a new proposal at its April 17, 2012, meeting.  The main concern was a proposed new records series GR 1000-09 that caused a great deal of confusion.  

Bill Aleshire told the commission that he believes strongly in public accountability and urged the commission to consider retention periods of four years for Administrative Correspondence and two years for Operational Correspondence. 

David Brooks said his main concern was the new proposed schedule GR 1000-09.

Keith Elkins said he could support a four-year retention schedule but expressed concern about a delay in implementation due to the rulemaking process since during that time records can be destroyed.

Edward Seidenberg said he looked at the timeline and calculated that it could be taken up again at the June 5th commission meeting.

Commissioner Carr moved to withdraw proposed amendments to 13 TAC 7.125(a)(1), regarding local government records retention schedule GR (Records Common to Local Governments) and permission to present a new proposal at the April 17, 2012, meeting.  Commissioner Reynolds seconded.  Motion passed.

                                   

  1. Consider options to withdraw, republish, or adopt proposed amendments to 13 TAC 6.10, regarding the Texas State Records Retention Schedule (4th Edition).

Sarah Jacobson recommended withdrawal of proposed amendments to 13 TAC 6.10, regarding the Texas State Records Retention Schedule, so that the state records retention schedule coincides with the Records Common to Local Governments (GR).  Commissioner Carr moved to withdraw the proposed amendment.  Commissioner Holt seconded.  Motion passed.

 

  1. Consider options to withdraw, republish, or adopt proposed new rules (13 TAC 7.161-7.166) regarding the storage of local government records.

Sarah Jacobson informed the commission that based on the comments received on the proposed new rules regarding the storage of local government records, staff recommended withdrawal of the proposed rules. 

Jim Allison told the commission that he and his association agreed with the recommendation of staff to rescind the rules and offered to work with staff to offer practical suggestions for storage rules and to work with State Representative Sarah Davis who sponsored the bill (House Bill 1559) passed by the 82nd Legislature.

Chairman Pickett asked Commissioners Freeman and Holt to serve on the task force suggested by Commissioner Freeman, and staff can determine other stakeholders to serve.

Commissioner Carr moved to withdraw the proposed new rules (13 TAC 7.161-7.166) regarding the storage of local government records.  Commissioner Waters seconded.  Motion passed.

At this point in the meeting, Chairman Pickett took up Agenda Item 9.

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

Peggy Rudd asked the commission to approve the following gifts:

  • The agency received two donations from Cass Information Systems, agent for AT&T Mobility Services, in the amounts of $502.08 on October 4, 2011 and $942.40 on December 13, 2011.
  • The agency received a donation of $2,696 on December 6, 2011 from the Atascosito Historical Society of Liberty, Texas to help defray repair costs at the Jean and Price Daniel House, located at the Sam Houston Regional Library and Research Center in Liberty.

The following gifts to the Talking Book Program:

  • $500 on October 27, 2011 from Garvin R. and Betty L. Burris of Saginaw, Texas.
  • $500 on November 4, 2011 from Angelo Retina Associates in San Angelo, Texas.
  • $500 on November 15, 2011 from Dallas Association for the Blind of Irving, Texas.
  • $300 on October 6, 2011 and $300.00 on November 17, 2011 from Carol Z. and Daniel W. Toberny of Midlothian, Texas.
  • $500 on December 6, 2011 from William J. and Evelyn M. Waterman of San Antonio, Texas.

Commissioner McAfee moved to approve the gifts.  Commissioner Reynolds seconded.  Motion passed.

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

Deborah Littrell requested approval of contracts with EBSCO Industries, Inc. and Gale Cengage in not to exceed amounts of $3,502,000 for EBSCO and $2,051,610 for Gale Cengage for TexShare online databse contract renewals for a subscription period of 12 months each.  Because vendor contracts also include TexSelect products, the total amount of each contract will be determined by the numbers of libraries subscribing to TexSelect offerings from each vendor.  Commissioner McAfee requested utilization by database figures in future information provided to the commission.  Commissioner Carr moved to approve the contracts.  Commissioner Reynolds seconded.  Motion passed with Commissioner Waters abstaining from discussion and voting.

  1. 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.

Chairman Pickett adjourned the meeting at 2:52 p.m.

Submitted by Peggy D. Rudd,
Director and Librarian

Page last modified: June 20, 2012