Texas State Library and Archives Commission
April 17, 2012

Minutes

The Texas State Library and Archives Commission met on Tuesday, April 17, 2012, in Room 381C of the George R. Brown Convention Center in Houston, Texas.

Chairman Waters called the meeting to order at 12:33 p.m.

1. Approve minutes of January 9, 2012, meeting of the Commission.

Commissioner Holt moved to approve the minutes of the January 9, 2012, commission meeting. Commissioner Carr seconded. Motion passed.

2. Introductions.

After staff and guests introduced themselves, Peggy Rudd introduced Craig Kelso, director, State and Local Records Management.

3. Conflict of interest disclosure.

Chairman Waters asked the commission if they would like to disclose any conflicts of interest. Commissioner McAfee disclosed he is an employee of Dell and will recuse himself from consideration on any item that might be perceived to be on behalf of Dell.  

4. Organization of the commission; regarding Vice Chairman and subcommittee appointments.

Commissioner Freeman nominated Commissioner Carr to serve as Vice Chairman of the commission. Commissioner McAfee seconded. Motion passed. Chairman Waters informed the commission he had appointed Commissioner McAfee to serve as Audit Committee Chairman and also appointed Commissioner Carr to the committee. No action required.

5. Public Comment.

Gloria Meraz addressed the commission regarding the budget items the agency is considering for the 83^rd Legislature and made suggestions regarding each item. Susan Mann informed the commission on the Texas Library Association’s legislative platform process. Chairman Waters said the commission would like a joint agreement with the association on the agency’s Legislative Appropriations Request and that the commission appreciates and needs the association’s input.

6. General announcements.

Ava Smith announced that the agency’s Talking Book Program has been named Library of the Year by the Library of Congress, National Library Service for the Blind and Physically Handicapped. The agency will be recognized and honored at a special program on June 1, 2012, at the Library of Congress in Washington D.C.

Peggy Rudd announced that Donna Osborne of San Angelo will be joining the agency as Director of the Administrative Services Division in May.

7. Review of consent agenda: non-substantive corrections in other agenda items such as spelling, numbering, punctuation, grammar, or other revisions.  None were noted.

8. Consideration of commemorative resolutions.

Commissioner Freeman moved to accept a resolution commemorating Sandra J. Pickett’s 10 years of service as chairman of the commission. Commissioner Carr seconded. Motion passed.

9. Report of the Audit Committee.

Audit Committee Chairman McAfee recommended approval of three reports accepted by the Audit Committee, as follows:

1. Broadband Technology Opportunities Program Consultation Report
2. Internal Audit of Grants Made to the City of San Antonio/San Antonio Public Library System, and
3. Internal Audit of Grants Made to the North Texas Library Partners.

No second required. Motion passed.

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

Peggy Rudd requested approval for the following gifts to the Talking Book Program:

• $1000 on December 19, 2011, from Virginia Hill Lattimore of Fort Worth.
• $110,742.46 on December 27, 2011, from the estate of Lucille Nilson of Harlingen.
• $300 on September 29, 2011, and $300 on January 19, 2012, from Christine V. DeGregorio of Amarillo.
• $500 on March 6, 2012, from Saundra Vandeven of El Paso.

Commissioner Carr moved to approve the gifts. Commissioner Holt seconded. Motion passed. Chairman Waters requested that staff report on how these funds are used in the future.

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

Deborah Littrell requested approval of an increase to an existing contract approved by the commission in August 2011 for the state’s new Interlibrary Loan system known as Navigator. The additional $76,000 requested would allow the vendor, OCLC, to customize the program’s technology so additional libraries that do not have compatible technology can join the program. The Navigator system provides Texans the ability to locate and request library materials worldwide and manages the process of user requests, fulfillment and return of the items. After discussion, Commissioner Carr moved to approve the contract with the stipulation that staff provide a follow-up report on the funds’ use. Commissioner Holt seconded. Motion passed with Commissioners Freeman and McAfee voting against it.

12. 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. Commissioner Freeman asked that future reports contain number of persons trained by State and Local Records Management Division staff. No action required.

13. Presentation of the Evaluation of Library Services and Technology Act Five-Year Plan for Texas.

Deborah Littrell presented the commission with the results of an independent evaluation of the agency’s five-year Library Services and Technology Act (LSTA) plan for FY2008-2012. No action required.

14. Status report on the development of the Library Services and Technology Act Five-Year Plan for Texas FY2013-2017.

Deborah Littrell presented the timeline for the agency’s development of the next five-year plan for the federal Library Services and Technology Act Program. The final draft will be presented to the commission at the June 5^th meeting so that the agency can meet the submission deadline to the Institute of Museum and Library Services by June 30, 2012. No action required.

15. Authorization to propose rule review of Chapter 1 (Library Development).

Deborah Littrell requested authorization to publish proposed rule review of Title 13, Chapter 1 (Library Development), in the Texas Register. Commissioner McAfee moved to approve the request. Commissioner Carr seconded. Motion passed.

16. Authorization to propose rule review of Chapter 4 (School Library Programs).

Deborah Littrell requested authorization to publish proposed rule review of Title 13, Chapter 4 (School Library Programs) in the Texas Register. Commissioner Carr moved to approve the request. Commissioner McAfee seconded. Motion passed.

17. Consider appointment to the TexShare Advisory Board.

Deborah Littrell requested appointment of Kara Spitz, director of the Longview Public Library, to the TexShare Advisory Board for a term to expire August 31, 2014. The appointment would fill a vacant public library director position on the board. Commissioner Carr moved to approve the appointment. Commissioner Holt seconded. Motion passed.

18. Authorization to propose amendments to 13 TAC 7.125, regarding local government records retention schedule GR (Records Common to Local Governments).

Sarah Jacobson requested authorization to propose amendments to 13 TAC 7.125, regarding local government records retention schedule GR (Records Common to Local Governments). The amendment is to revise records series GR1000-26 (Correspondence, Internal Memoranda, and Subject Files) to extend the retention period for GR1000-26a to four years and to extend the retention period for GR1000-26b to two years. Commissioner McAfee moved to approve the proposed amendments. Commissioner Carr seconded. Motion passed.

19. Authorization to propose amendments to 13 TAC 6.10, regarding the Texas State Records Retention Schedule (4^th Edition).

Sarah Jacobson requested authorization to propose amendments to 13 TAC 6.10, regarding the Texas State Records Retention Schedule (4^th Edition). The amendment is to revise records series 1.1.007 (Correspondence – Administrative) and 1.1.008 (Correspondence-General) and proposes to extend the retention period for 1.1.007 to four years and to extend the retention period for 1.1.008 to two years. Commissioner Holt moved to approve the proposed amendments. Commissioner Freeman seconded. Motion passed.

20. Review reports on site visits to the Sam Houston Regional Library and Research Center and consider action.

Jelain Chubb updated the commission on progress TSLAC staff are making in addressing safety issues identified at the Sam Houston Regional Library and Research Center by the State Office of Risk Management in December 2011. Most recently an inspection of fire alarm and suppression systems there found deficiencies that need addressing. After discussion, Chairman Waters said that he would visit the Center within the next month and requested Commissioner Freeman attend also to address the issues. No action required.

21. Review of draft of the Agency Strategic Plan for 2013-2017.

Peggy Rudd asked commissioners to provide feedback and edits for the draft Agency Strategic Plan for 2013-2017. After discussion, Ms. Rudd said she would provide a revised draft to the commission by mail.

22. Preliminary discussion of the Legislative Appropriations Request for 2014-2015.

Chairman Waters said the agency would continue work on crafting the agency’s Legislative Appropriations Request for 2014-2015. Rhoda Goldberg recommended streamlining the LAR, including e-content beyond databases, revamp programs to include multiple types of libraries, combine similar items and focus on outcomes such as workforce readiness and economic development. Chairman Waters thanked her for her input and said the commission would seek input from librarians and the Texas Library Association as work continues on the LAR. No action required.

23. Executive session, as authorized by Government Code 551.074, regarding personnel matters.

At 3:45 p.m. Chairman Waters called the commission into executive session citing Government Code 551.074, regarding personnel matters.

At 4:43 p.m., Chairman Waters called the meeting back into open session and adjourned the meeting.

Submitted by,

Peggy D. Rudd

Director and Librarian