Texas State Library and Archives Commission
July 11, 2012

Minutes

The Texas State Library and Archives Commission met on Wednesday, July 11, 2012, in the Lorenzo de Zavala State Archives and Library Building, Austin, Texas.

Chairman Waters called the meeting to order at 9:00 a.m., welcomed everyone and told the commission he would wait until the end of the meeting to take up Agenda Item 8, discussion of the Legislative Appropriations Request for FY 2014-2015.

1. Introductions

Peggy Rudd introduced the agency’s new Communications Officer, Cesar Garza. Chairman Waters asked those in attendance to introduce themselves.

2. Public Comment.

3. General announcements.

Commissioner Pickett informed the commission that she attended the Friends of Libraries & Archives of Texas meeting on June 29 and that she is looking forward to working with the group and will keep the commission informed of upcoming special events and fundraisers.

Peggy Rudd invited the commission to a special reception at the Texas State History Museum, August 1, from 6 to 8 p.m., to kick off the agency’s Civil War exhibit at the museum. She reported that the next Genealogy After Dark program on July 13 is full and invited the commission to attend the Texas Library Association Annual Assembly, July 15-17, 2012. She also reminded Commissioners Freeman, McAfee and Pickett to have their photos taken.

4. Conflict of interest disclosure.

Chairman Waters asked the commission to disclose any potential conflicts of interest. Commissioner McAfee said that he would not take any action on Agenda Item 6C, a contract submitted with Dell that the commission would be considering. He said he would offer no opinion and take no action as he is employed by Dell.

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

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

Deborah Littrell requested approval of new TexShare core database contracts greater than $100,000 with Ebsco Industries, Inc., Gale-Cengage Learning and Learning Express, LLC. Commissioner Carr moved to approve the contracts. Commissioner Pickett seconded. Motion passed.

Deborah Littrell requested approval to renew online database contracts with TDNet and Proquest Information and Learning Company. The TDNet database is part of the TexShare core program. This is the last year for its renewal. The ProQuest database is part of the TexSelect program for which no agency funds are expended. Commissioner Carr moved to approve. Commissioner Freeman seconded. Motion passed.

Deborah Littrell requested approval for a contract greater than $100,000 with Dell Marketing LP to provide technological support services to Texas libraries. Commissioner Holt moved to approve the contract. Commissioner Carr seconded. Motion passed with Commissioner McAfee abstaining.

7. Discuss the report analyzing deployment of agency staff.

Peggy Rudd presented a report on agency staff changes resulting from budget cuts implemented under the 2012-2013 General Appropriations Act and responded to questions about the report. After discussion, Chairman Waters asked staff to provide a summary of the report using September 2010 as the initial starting point for the report.

8. Report on the Local Government Records Storage Task Force.

Craig Kelso informed the commission that the Local Government Records Storage Task Force met July 10, 2012, and made progress on drafting rules for storage conditions of local government records. He said that all who attended the meeting were appreciative of the opportunity to participate and thanked the commission for listening to them. No action required.

9. Update on the request for loan of archival documents.

Jelain Chubb informed the commission that the agency had received a formal request on July 3 to loan the William B. Travis letter to the General Land Office for a special exhibit at the Alamo in 2013. She provided the GLO’s letter and the agency’s guidelines for evaluating such requests. Additional documents on the condition of the letter were provided. After discussion, Chairman Waters said he would like to meet with General Land Office Commissioner Jerry Patterson to discuss and directed staff to arrange a meeting. No action taken.

10. Discuss preparation of the Legislative Appropriations Request for FY 2014-2015.

Chairman Waters invited Gloria Meraz to address the commission on the agency’s Legislative Appropriations Request for FY 2014-2015. Ms. Meraz said the library community wants the legislature to reinstate funding for library programs and stressed the importance of the state showing support for libraries in order to maintain federal funding.

Peggy Rudd presented revised draft Exceptional Item Requests for commission consideration. Chairman Waters asked the commission to submit their ranking of each item as the Exceptional Item Requests are submitted in commission priority order to the legislature.

11. Executive session, as authorized by TEX. GOV’T. CODE § 551.071 and 551.074, regarding consultations with attorney and personnel matters, respectively.

At 1:03 p.m., Chairman Waters called the commission into executive session citing Government Code 551.071 and 551.074, regarding consultation with attorney and personnel matters, respectively.

At 1:30 p.m., Chairman Waters called the meeting back into open session and adjourned the meeting at 1:33 p.m.

Submitted by,

Peggy D. Rudd

Director and Librarian