Texas State Library and Archives Commission
October 24, 2012

Minutes

The Texas State Library and Archives Commission met on Wednesday, October 24, 2012, in Room E2.036 of the Texas State Capitol, Austin, Texas.

1. Approve minutes of October 1 and 2, 2012, meetings of the Audit Committee and the Commission.

Chairman Waters moved to approve the October 2, 2012, Audit Committee minutes. Motion passed. Commissioner McAfee moved to approve the minutes of the October 1 and October 2, 2012, commission meetings. Commissioner Carr seconded. Motion passed.

2. Introductions. Chairman Waters made introductions at the beginning of the meeting.

3. Public Comment.

At this point in the meeting, Chairman Waters took up agenda item 6 and asked for public comment.

6. Consider request to loan archival document.

Chairman Waters introduced Dianna Dorman who read the William B. Travis Letter. Chairman Waters then opened the meeting for public comment on the request from the General Land Office to borrow the letter from TSLAC for a special display at the Alamo in 2013.

Jose P. Ortiz III told the commission he had prepared a risk assessment for security aspects of the exhibit and would be available to answer questions. Gloria Meraz commended TSLAC for the considerate and thoughtful deliberations in evaluating the loan request. Karen Thompson said the Daughters of the Republic would help make the exhibit a success. David Gracy II said the letter suffered from light exposure from past exhibitions and urged protection of the letter and all of the archives for the future.

Chairman Waters welcomed Jerry Patterson who acknowledged that such an exhibit is not without risk but said that balancing preservation and public access is the issue. Displaying the letter in the Alamo where it was written, he hopes will spark an awakening about Texas history among the many people who have moved to Texas and did not have the benefit of fourth grade Texas history. He also hopes the display will illuminate facets of Texas history not widely such as the eight Tejanos who died at the Alamo.

He urged the commission to leave document transport and security to the experts the General Land Office has procured for the exhibit. He said his agency and the Department of Public Safety will do whatever is necessary to protect the document both in transit and onsite. Mr. Patterson, Commander Ortiz and Chief Hyer responded to questions from the commission about the safety and security of the document during transport to and from the Alamo and while on display.

Responding to a question from Chairman Waters, Mr. Patterson said that taxpayer money will be spent for GLO and TSLAC staff salaries but other expenses will be covered by private funds raised by the GLO. Peggy Rudd told the commission that staff had provided a wealth of information to the GLO staff and that TSLAC is ready to implement the wishes of the commission.

After discussion of provisions of a Memorandum of Understanding between the GLO and TSLAC, Chairman Waters moved that the commission approve the Memorandum of Understanding as presented with option 3.b.2 and option c2. Commissioner McAfee seconded. After changes suggested by Commissioners Holt and McAfee were accepted by Chairman Waters and Commissioner McAfee, Commissioner Carr moved to close debate and call the question. Commissioner McAfee seconded. Motion to call the question was unanimously approved.

Chairman Waters asked for a roll call vote with the results being six ayes with Commissioner Freeman opposing. Motion passed.

Chairman Waters recessed the meeting at 11:05 a.m. and called the meeting back to order at 11:21 a.m.

7. Discussion of commission subcommittees.

Joe Thrash presented information on forming a legislative committee of commission members. Chairman Waters appointed Commissioner Carr as chair of Legislative Committee and Commissioners Picket and Freeman and himself to the committee.

At this point in the meeting, Chairman Waters took up Agenda Item 4.

4. General announcements, including discussion of future meeting dates.

Chairman Waters reviewed commission meeting dates for 2013 and requested that the August 5, 2013, meeting be rescheduled. The commission will determine that date in 2013.

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

At 11:34 a.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 12:03 p.m. at which time Chairman Waters announced that State Librarian Peggy Rudd will retire later this year. He thanked her for her service to the state. Peggy Rudd informed the commission that she had not formally signed her retirement papers but would inform the commission as soon as that occurred.

Chairman Waters said he would like to meet with agency directors that afternoon and to set another commission meeting for Monday, November 12, 2013, at which time the commission would discuss the selection process for a new state librarian.

Chairman Waters adjourned the meeting at 12:10 p.m.

Submitted by,

Peggy D. Rudd

Director and Librarian