Texas State Library and Archives Commission
December 14, 2012


The Texas State Library and Archives Commission met on Friday, December 14, 2012, in Room 215 of the Lorenzo de Zavala State Archives and Library Building, 1201 Brazos Street, Austin, Texas.

Commissioners Present:

Michael C. Waters, chairman

Sharon T. Carr, vice chairman

Martha Doty Freeman

F. Lynwood Givens

Larry G. Holt

Wm. Scott McAfee

Sandra J. Pickett

Staff Present:

Edward Seidenberg, assistant state librarian

Manuel Alvarez, director, Information Resources Technologies

Jelain Chubb, director, Archives and Information Services

Craig Kelso, director, State and Local Records Management

Deborah Littrell, director, Library Development and Networking

Donna Osborne, director, Administrative Services

Ava Smith, director, Talking Book Program

John Anderson, preservation officer

Cesar Garza, communications officer

Tracy Kuhn Lash, executive assistant


Gloria Meraz, Texas Library Association

Jerry Patterson, General Land Office

Mark Loeffler, General Land Office

Pat Tuohy, Central Texas Library System, Inc.

Joe Thrash, Office of the Attorney General


Chairman Waters called the meeting to order at 9:00 a.m. and welcomed everyone to the meeting.

  1. Approve minutes of November 12, 2012, meeting of the Commission.

Commissioner Carr moved to approve the minutes of the November 12, 2012, commission meeting, as corrected. Commissioner Freeman seconded. Motion passed.

  1. Introductions.

Chairman Waters introduced Jerry Patterson and Mark Loeffler, of the General Land Office.

  1. Public comment.

Jerry Patterson and Mark Loeffler updated the commission on preparations for the General Land Office exhibit of the William B. Travis Letter at the Alamo in San Antonio, February 22 to March 7 an d shared a short promotional video.

  1. General announcements. There were no announcements at this time.
  1. Consideration of commemorative resolutions. The commission approved a commemorative resolution for Lyn Phillips who retired from service with the agency on November 30, 2012.

At this point in the meeting, Chairman Waters took up agenda item 15.

  1.  Approval of the job description of the Director-Librarian, including review of comments received.

Commissioner McAfee presented a job description for the agency’s Director Librarian for the commission to review and revise. After discussion, Commissioner McAfee directed Donna Osborne to incorporate changes in the job description and return to the meeting.

Chairman Waters called a break in the meeting at 11:17 a.m. and called the meeting back to order at 11:32 a.m.

At this point in the meeting, Chairman Waters took up agenda item 6.

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

Jelain Chubb requested approval for a $15,000 grant from the National Historical Publications and Records Commission (NHPRC) to provide support for meetings, activities and travel for the agency’s advisory board, the Texas Historical Records Advisory Board (THRAB) and a grant in the amount of $6,000 from the National Endowment for the Humanities to support the Sam Houston Regional Library and Research Center’s first general preservation assessment of its archival and artifact collection. Commissioner Carr moved to approve. Commissioner McAfee seconded. Motion passed.

  1. Discussion of future meeting dates of commission, Audit Subcommittee and Legislative Subcommittee.

Chairman Waters asked the commission to reconsider the body’s meeting date for the summer and requested that the commission meet on July 30, 2013, in lieu of an August meeting date. After discussion, it was agreed that the commission would meet on July 30, 2013. Chairman Waters announced that the October commission meeting would take place in Waco at the Armstrong Browning Library at Baylor University. He asked commissioners to check their calendars to determine possible dates for future discussion.

  1. Conflict of interest disclosure. No conflicts were disclosed at this time.
  1. Update on General Land Office plans to exhibit Travis “Victory or Death” letter at the Alamo.

This report was received during Public Comment, Agenda Item 2.

  1. Update on the TexShare Resource Sharing Summit.

Deborah Littrell informed the commission of progress of recommendations made during the Statewide Resource Sharing Summit held in February 2012.

  1. Authorization to propose rule review of Chapter 8 (TexShare).

Deborah Littrell requested permission to post the rule review process for public comment for Title 13, Chapter 8 (TexShare Library Consortium). Commissioner Pickett moved to approve. Commissioner McAfee seconded. Motion passed.

  1. Authorization to adopt rule review of Chapter 6 (State Records).

Craig Kelso requested approval to publish notice in the Texas Register of the completion of Rule Review and re-adoption of the rules in Chapter 6 of Title 13. He said that no comments were received during the comment period. Commissioner Freeman moved to approve. Commissioner Carr seconded. Motion passed.

  1. Update on the Travis Bible.

Jelain Chubb provided an update concerning the prospects for the acquisition of the Travis Bible and regarding communication with the trust fund’s attorney that has claimed ownership of the Bible.

  1. Discussion of commissioner e-mail accounts.

Jelain Chubb discussed testimony at the November 26, 2012, Senate Select Committee on Open Government hearing and issues related to email accounts. She recommended that commissioners use only agency email accounts to conduct commission business. Information Resources Technologies staff will work to add accounts for commissioner to TSLAC’s email system.

At this point in the meeting, the commission returned to agenda item 15.

  1. Approval of the job description of the Director-Librarian, including review of comments received.

Donna Osborne presented a revised job description for the agency’s Director-Librarian with the commission’s recommended changes. After review and discussion, Commissioner McAfee moved to accept the job description for posting. Commissioner Pickett seconded. Motion passed.

  1. Discussion of the recruitment of the next Director-Librarian, including the process, timeline, costs, and other administrative details.

Commissioner McAfee moved to reconsider the Director-Librarian job description. Commissioner Freeman seconded. Motion passed. Commissioner McAfee moved to approve the Director-Librarian job description with the inclusion that applicants successfully pass a credit check if this requirement meets with the approval of the Office of the Attorney General. Commissioner Givens seconded. Motion passed.

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

No executive session was conducted.

At 12:53 p.m., Chairman Waters adjourned the meeting.


Submitted by,


Edward Seidenberg

Interim Director and Librarian


Page last modified: February 19, 2013