Texas State Library and Archives Commission
August 2, 2012

Minutes

The Texas State Library and Archives Commission met on Thursday, August 2, 2012, in the Lorenzo de Zavala State Archives and Library Building, Austin, Texas

Chairman Waters called the meeting to order at 9:57 a.m., welcomed everyone and asked everyone to introduce themselves.

1. Approve minutes of June 5, 2012, meetings of the Audit Committee and the Commission.

Chairman Waters noted corrections to the minutes of the June 5, 2012, commission meetings. Commissioner Holt moved to approve the minutes as corrected. Commissioner Carr seconded. Motion passed with Commissioner McAfee abstaining as he was not present at the June 5 meetings.

Commissioner McAfee moved to approve the minutes of the July 11, 2012, commission meeting. Commissioner Carr seconded. Motion passed.

2. Introductions. Peggy Rudd introduced Christina Manz of the Library Development and Networking Division and Renee Pogue of the Administrative Services Division, Employees of the Quarter for the third quarter of FY2012.

3. Public Comment

Gloria Meraz told the commission that the library community is interested in moving forward with an aggressive plan to regain funding for library services in the state and thanked the commission and staff for working with the Texas Library Association on the agency’s Legislative Appropriations Request.

4. General announcements and discussion of October commission meeting.

Tracy Kuhn Lash provided details on the commission’s October 2, 2012, meeting in Fort Worth and requested input from the commission to select dates for 2013 meetings.

5. Conflict of Interest Disclosure. There were no disclosures at this time.

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

7. Report of the Audit Committee.

Audit Committee Chairman McAfee recommended accepting the Audit Committee action which consisted of approving the Limited Scope Audits of Selected Grantees and a report on the Risk Assessment Process for the agency. Commissioner Carr seconded. Motion passed.

Chairman Waters recessed the meeting at 10:20 a.m. and called the meeting back to order at 10:30 a.m. At this point in the meeting, Chairman Waters took up Item 9.

9. Presentation by The Honorable Jerry Patterson, Land Commissioner, regarding loan of archival documents.

Chairman Waters welcomed The Honorable Jerry Patterson, Land Commissioner, General Land Office, who thanked the commission for the opportunity to appear before them. He assured the commission that the GLO can meet all of TSLAC’s conditions and requirements for the loan of the Travis Letter for exhibit at the Alamo in 2013. He said that the GLO will cover all expenses except for TSLAC staff time. Commissioners asked Land Commissioner Patterson for specific information on security, metal detectors, education, publicity and also suggested that the GLO include the Daughters of the Republic in activities. In response to concerns expressed about the lack of time for preparation and planning, Land Commissioner Patterson said he is confident there is enough time for the project.

Chairman Waters moved that the Texas State Library and Archives commissioners approve on a contingency basis, [Land] Commissioner Patterson’s request with final approval being dependent on the General Land Office meeting the requirements as set forth by the commission and further, that final approval will depend on a vote taken by the commission at its October meeting. Commissioner Givens seconded.

After further discussion, a roll call vote was taken as follows: Chairman Waters and Commissioners Givens, Holt, McAfee and Pickett voted for the motion. Commissioners Carr and Freeman voted against the motion. Motion passed.

Chairman Waters recessed the meeting at 11:40 a.m. for lunch and called the meeting back to order at 12:15 p.m. and took up Agenda Item 14.

14. Approve Legislative Appropriations Request for FY2014-2015.

Peggy Rudd presented the agency’s Legislative Appropriations Request for FY2014-2015 for commission approval and responded to questions. A discussion ensued regarding deployment of agency staff particularly with regard to Library Development and Networking staff within the proposed five and 10 percent budget cuts in the budget. Commissioner Freeman said the commission needs an accurate reporting of agency personnel to be able to make decisions. Chairman Waters directed staff to provide a report on how personnel resources are deployed within the agency for each commission meeting.

After further discussion, Commissioner Holt moved to approve the proposed five and 10 percent budget cuts in the agency’s FY2014-2015 Legislative Appropriations Request. Commissioner Carr seconded. Motion passed with Commissioner Freeman voting against.

Peggy Rudd presented the agency’s Exceptional Item Requests for the FY2014-2015 Legislative Appropriations Request. After discussion, Commissioner McAfee moved to approve the Exceptional Item Requests. Commissioner Freeman seconded. Motion passed

Chairman Waters called for a motion on the Exceptional Item Requests’ ranking. Commissioner McAfee moved to approve the original ranking with Commissioner Holt seconding. Motion passed with Commissioners Carr, Freeman and Pickett voting against.

Chairman Waters took up Agenda Item 11.

11. Approve appointments to the TexShare Advisory Board.

Deborah Littrell requested appointment of the following candidates to the TexShare Advisory Board with all terms expiring August 31, 2015

• Private university representative: Alice Specht, Dean of University Libraries at Hardin-Simmons University.
• Community College Representative: Tracey Mendoza, Dean of Library Services, Northeast Lakeview College, Alamo Area Community College District (AACCD). Ms. Mendoza currently serves on the board and is recommended for reappointment.
• Private University Representative: Diane Graves, University Librarian and Professor at Trinity University, San Antonio, a position she has held since 2001.

Commissioner Carr moved to approve the appointments. Commissioner Freeman seconded. Motion passed.

12. Approve appointment to the Library Systems Act Advisory Board.

Deborah Littrell requested approval from the commission to re-appoint Ricki Brown, Abilene Public Library, for a second three-year term to the Library Systems Act Advisory Board. Chairman Waters moved to approve the appointment. Commissioner Carr seconded. Motion passed.

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

Deborah Littrell requested approval of American Chemical Society database contact renewal for a 12-month period from January 1, 2013 through December 31, 2013. Commissioner McAfee moved to approve the contract. Commissioner Carr seconded. Motion passed.

Deborah Littrell requested approval for a contract with Amigos Library Services to provide library support services from September 2012 through August 2013 in a not-to-exceed amount of $265,600. Commissioner Carr moved to approve. Commissioner Pickett seconded. Motion passed.

Deborah Littrell requested approval for a contract with E-Libris to provide management of shared catalogs for a term beginning August 2012 through August 2013 with a one year renewal option in a not-to-exceed amount of $144,451. Commissioner Carr moved to approve. Commissioner Givens seconded. Motion passed.

Deborah Littrell requested approval for the FY2013 Amigos/TExpress contract not to exceed $115,000, to provide pick-up and delivery of interlibrary loan and other library materials for participating libraries. Commissioner Carr moved to approve. Commissioner McAfee seconded. Motion passed.

Deborah Littrell requested approval for a contract not to exceed $1,888,073.35 for the OCLC WorldCat Navigator program for the statewide interlibrary loan. Commissioner Carr moved to approve. Commissioner Pickett seconded. Motion passed.

10.  Report of the Director and Librarian.

Peggy Rudd provided a written report and responded to questions regarding the report. Jelain Chubb provided a report on the Archives and Information Services Division’s activities and Craig Kelso provided a report on the State and Local Records Management Division’s activities.

At this point in the meeting, Chairman Waters recessed the meeting at 2:15 p.m. and called the meeting back to order at 2:25 p.m.

13.  Review recommendations for competitive library grants in State Fiscal Year 2013.

After introducing Erica McCormick, Deborah Littrell requested approval for FY2013 Special Project Grants as recommended by the Library Services and Technology Act (LSTA) Grant Review Panel, totaling $395,765, as follows:

Applicant	Amount
Georgetown Public Library	$75,000
Balch Springs Library-Learning Center	$6,870
Gateway to Libraries	$75,000
Rita & Truett Smith Public Library	$4,830
Arlington Public Library System	$47,081
El Paso Community College	$42,459
Dallas Public Library	$69,525
Schulenburg Public Library	$75,000

Commissioner Carr moved to approve the grants. Commissioner Freeman seconded. Motion passed.

Deborah Littrell requested approval for FY 2013 Library Cooperation Grants as recommended by the Library Services and Technology Act 9LSTA Grant Review Panel, totaling $386,557, as follows:

Applicant	Amount
Texas A&M University-Commerce	$57,724
Weatherford Public Library	$41,138
Bell/Whittington Public Library (Portland)	$23,000
Central Texas Library System	$72,152
Houston Community College System	$75,000
North Texas Library Partners	$75,000
Arlington Public Library System	$42,543

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

Deborah Littrell requested approval for FY 2013 Texas Reads Grants as recommended by the Texas Reads Grant Review Panel, totaling $36,935, as follows:

Applicant	Amount
Irving Public Library	$3,000
Tom Green COUnty Library System	$3,000
Rockwall County Library	$3,000
Alpine Public Library	$3,000
Allen Public Library	$3,000
West Public Library	$1,260
Bryan+College Station Public Library System	$2,690
Sam Fore Jr Wilson County Public Library	$2,987
Converse Public Library	$2,000
Cross Plains Public Library	$1,766
Dallas Public Library	$3,000
Muleshoe Area Public Library	$732
Wells Branch Community Library	$3,000
Longview Public Library	$3,000
Johnson City Library	$1,500

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

Deborah Littrell requested approval for FY 2013 TexTreasures Grants as recommended by the TexTreasures Grant Review Panel, totaling $154,338, as follows:

Applicant	Amount
Harry Ransom Center	$19,050
Southern Methodist University	$20,00
University of North Texas	$21,945
Texas Southern University	$20,000
Arlington Public Library System	$8,344
Rita & Truett Smith Public Library	$24,999
Lamar State College-Orange	$20,000
Fort Worth Library	$20,000

Commissioner Carr moved to approve the grants. Commissioner Givens seconded. Motion passed.

Deborah Littrell requested approval for the FY 2013 Impact Grants, as recommended by the Library Services and Technology Act (LSTA) Grant Review Panel, totaling $290,707, as follows:
 

Applicant	Amount
Bastrop Public Library	$10,000
Yoakum County Library	$2,250
Burleson Public Library	$10,000
Harris County Public Library	$9,358
Fort  Bend County Libraries	$9,986
Cross Plains Public Library	$2,662
Rita & Truett Smith Public Library	$10,000
Bullard Community Library	$9,975
Lone Star College System	$10,000
Texas State Technical College-Harlingen	$10,000
Bertha Voyer Memorial Library	$5,000
Carrollton Public Library	$9,230
Taylor Public Library	$10,000
Groves Public Library	$6,500
Dallas Public Library	$10,000
University of North Texas	$9,997
Deer Park Public Library	$9,550
North Texas Library Partners	$10,000
Cedar Park Public Library	$10,000
Allen Public Library	$1,960
Dickinson Public Library	$4,000
Lone Oak Area Public Library	$10,000
Rockwall County Library	$7,362
The Colony Public Library	$9,137
Lake Cities Library	$10,000
Smithville Public Library	$10,000
Arlington Public Library System	$8,640
Eula & David Wintermann Library	$10,000
Dawson County Public Library	$10,000
Bryan+College Station Public Library System	$10,000
Weatherford College	$10,000
Wells Branch Community Library	$6,200
Bedford Public Library	$10,000
Johnson City Library	$5,900
Hutchinson County Library	$3,000

 

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

15. Discuss issues related to repairs and maintenance at the Sam Houston Regional Library and Research Center.

Jelain Chubb presented an update since the last commission meeting on progress on repairs and maintenance issues identified at the Sam Houston Regional Library and Research Center in Liberty by the State Office of Risk Management, the Texas Historical Commission and an independent building consultant.

16. Executive session, as authorized by Texas Government Code 551.071 and 551.074, regarding consultations with attorney and personnel matters, respectively.

At 2:52p.m., Chairman Waters, as authorized by Government Code 551.071 and 551.074 called the commission into executive session regarding consultations with attorney and personnel matters, respectively.

The commission returned to open session at 2:54 p.m. Chairman Waters adjourned the meeting at 2:55 p.m.

Submitted by,

 

Peggy D. Rudd

Director and Librarian