Texas State Library and Archives Commission
July 30, 2013

Minutes

The Texas State Library and Archives Commission met on Tuesday, July 30, 2013, at the Lorenzo de Zavala State Archives and Library Building, 1201 Brazos Street, Austin, Texas.

1. Approve minutes of June 3, 2013 Audit Committee and Commission Meetings.

Commissioner Carr moved to approve minutes of the June 3, 2013, Audit Committee meeting. Commissioner McAfee seconded. Motion passed. Commissioner Carr moved to approve the minutes of the June 3, 2013, commission meeting. Commissioner Holt seconded. Motion passed.

2. Introductions. Edward Seidenberg introduced staff and guests in attendance and welcomed everyone.

3. Public comment. Gloria Meraz thanked the commission for moving the Director and Librarian hiring process forward noting the appreciation of library stakeholders. Chairman Waters thanked Ms. Meraz and the Texas Library Association for offering to support the public reception costs for the Director and Librarian interviews.
    
4. General announcements. No announcements at this time.
    
5. Conflict of interest disclosures. There were no disclosures.
    
6. Review of consent agenda: non-substantive corrections in other agenda items such as spelling, numbering, punctuation, grammar, or other revisions. A non-substantive correction noted.
    
7. Review and approve Audit Committee recommendations regarding

1. Review and approval of the Internal Audit of Employee Data Reporting.
2. Review and approval of the Internal Audit of Travel Expenditures.
3. Report on revisions to Internal Audit work plans for 2013 and 2014.

Audit Committee Chairman McAfee reported that the committee had approved unanimously and recommended for approval to the full commission the Internal Audit of Employee Data Reporting and the Internal Audit of Travel Expenditures. No second required. Motion passed.

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

Commissioner Carr moved to approve a $5,000 gift to the Talking Book Program from Marie Fletcher of Weatherford. Commissioner Pickett seconded. Motion passed.

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

Deborah Littrell requested approval for contracts with ProQuest Heritage Quest for a total amount of $351,383 for a subscription period from October 1, 2013 through September 30, 2014. Commissioner Carr moved to approve. Commissioner McAfee seconded. Motion passed unanimously.

Deborah Littrell requested approval to renew a contract with E-Libris to provide management of the shared catalogs in the not to exceed amount of $144,451 for a contract period of September 2013 through August 2014. Commissioner Carr moved to approve the contract. Commissioner Pickett seconded. Motion passed.

Deborah Littrell requested approval of a contact not to exceed $1,877,946 for the OCLC WorldCat Navigator program for statewide interlibrary loan for a contract period of September 1, 2013 through August 31, 2014. Commissioner Carr moved to approve the contract. Commissioner McAfee seconded. Motion passed.

Deborah Littrell requested approval for a contract not to exceed $1,300,000 for the purchase of online content related to the study of Texas history. After discussion, Chairman announced a break in the meeting at 11:05 a.m. The meeting resumed at 11:10 a.m. Commissioner Givens moved to approve the contract. Commissioner Carr seconded. Commissioner Freeman said she would have preferred to see funds go directly to libraries rather than for an online history program. She suggested a statewide planning meeting to do strategic planning with the new Director and Librarian. Commissioner Pickett and Chairman Waters concurred. Commissioner McAfee expressed concern over the time frame of the contract. Motion passed 5-2 with Commissioners Freeman and McAfee voting against.

10. Report of the Director and Librarian.

Edward Seidenberg provided a report on agency activities and responded to questions from the commission. During a discussion of funding for a “go mobile” program for libraries, Commissioner Freeman requested regular reports on that funding to the commission.

11. Discussion of the timeline of significant activities in 2014-2015.

Edward Seidenberg provided a written timeline of significant agency dates for the coming year including expected due dates of the Agency Strategic Plan and the Legislative Appropriations Request for FY15 and 16.

12. Approve appointments to the TexShare Advisory Board.

Deborah Littrell requested commission approval for appointments to the TexShare Advisory Board, all terms expiring on August 31, 2016, as follows:

Public Library Representatives: Gretchen Pruett, director, New Braunfels Public Library. Nancy Hill, associate library director for Technical Services at the University of Texas at El Paso. Representative-at-Large: Stephanie Fulton, director, University of Texas MD Anderson Cancer Center Research Medical Library.

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

13. Approve appointments to the Library Systems Act Advisory Board.

Deborah Littrell requested appointment of Arnoldo Becho, director of the Mayor Joe V Sanchez Public Library in Weslaco for a vacant position on the board and reappointment of Karen Baen, Southwest Texas Junior College, to the board. Both appointments are for a three-year term. Commissioner Pickett moved to approve the appointments. Commissioner McAfee seconded. Motion passed.

14. Review recommendation for competitive library grants in State Fiscal Year 2014.

Deborah Littrell recommended the following Special Projects Grants for FY2014 totaling $596,073:

Library	Recommendation
Little Elm Public Library	$42,964
Round Rock Public Library System	$49,500
Tyler Public Library	$30,228
Gateway to Libraries	$75,000
Arlington Public Library System	$72,543
Plano Public Library System	$12,843
Georgetown Public Library	$75,000
Pottsboro Area Public Library	$30,700
Central Texas Library System	$75,000
Effie and Wilton Hebert Public Library	$41,300
Elgin Public Library	$10,000
Van Alstyne Public Library	$  5,995
Schulenburg Public Library	$75,000

 

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

Deborah Littrell recommended the following Library Cooperation Grants for FY2014 totaling $574,453:

Library	Recommendation
Fort Worth Library	$75,000
Weatherford Public Library	$49,971
Bell-Whittington Public Library	$28,080
Arlington Public Library System	$46,405
Texas A and M University-Commerce	$74,997
Amigos Library Services	$75,000
Central Texas Library System	$75,000
University of North Texas	$75,000
Plano Public Library System	$75,000

 

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

Deborah Littrell recommended the following Texas Reads grants for FY2014 totaling $26,822:

Library	Recommendation
Nueces County Keach Family Library	$3,000
Arlington Public Library System	$3,000
Mesquite Public Library	$3,000
Cedar Park Public Library	$1,630
Tom Green County Library System	$3,000
Speer Memorial Library	$3,000
Bertha Voyer Memorial Library	$2,000
Dickinson Public Library	$2,992
Rita and Truett Smith Public Library	$2,200
Singletary Memorial Library	$3,000

 

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

Deborah Littrell recommended the following FY2014 TexTreasures Grants totaling $178,560:

Library	Recommendation
Southern Methodist University	$20,000
University of Texas-Pan American	$17,796
University of North Texas	$25,000
Austin Film Festival	$25,000
UT Southwestern Medical Center/Dallas	$15,064
Carrollton Public Library	$  1,279
Texas Southern University	$20,000
Mesquite Public Library	$11,060
Abilene Library Consortium	$25,000
Lamar University	$11,636
Blanco County South	$  1,725

 

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

Deborah Littrell recommended the following FY2014 Impact Grants totaling $221,263:

Library	Recommendation
College of the Mainland	$10,000
Austin Public Library	$9,994
Weatherford Public Library	$10,000
Plano Public Library System	$9,889
San Jacinto College District	$9,449
Corpus Christi Public Libraries	$7,525
Carnegie City-County Library	$9,731
Balch Springs Library-Learning Center	$4,428
Bastrop Public Library	$10,000
Dickens County Spur Public Library	$1,213
Harker Heights Public Library	$10,000
Arlington Public Library System	$10,000
Dickinson Public Library	$10,000
Bay City Public Library	$5,840
Val Verde County Library	$10,000
Friench Simpson Memorial Library	$9,983
Nueces County Keach Family Library	$10,000
Bertha Voyer Memorial Library	$3,350
Speer Memorial Library	$9,502
Corsicana Public Library	$4,139
Lena Armstrong Public Library	$10,000
University of Texas-Pan American	$9,720
Round Top Family Library	$10,000
Rita and Truett Smith Public Library	$10,000
McAllen Public Library	$10,000
Pauline and Jane Chilton Memorial Marlin Public Library	$6,500

 

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

At 12:03 p.m. Chairman Waters recessed the meeting for lunch and informed everyone that the commission subcommittee appointed to evaluate applications for Director and Librarian would meet during the lunch break. The subcommittee consisted of Chairman Waters, Vice Chair Carr and Commissioner Pickett.

Chairman Waters called the meeting back into session at 12:51 p.m. and took up agenda items concerning the recruitment of a Director-Librarian.

25. Executive session, as authorized by Texas Government Code §551.071, and §551.074, regarding consultations with attorney and personnel matters, respectively. Chairman Waters announced an executive session at 12:51 p.m. Chairman Waters called the public meeting back to order at 2:15 p.m. and took up agenda items concerning the recruitment of a Director-Librarian.

24. Discussion of the status of the recruitment of a Director-Librarian.

26.  Consider further actions regarding the recruitment of a Director-Librarian.

Chairman Waters announced that the commission had received seven completed applications for the position of Director and Librarian and that the evaluation subcommittee recommended three persons to be interviewed on August 29 and 30 as follows:

• Joy Poole, deputy state librarian, Rural Services and Operations Bureau, New Mexico State Library, Santa Fe, NM.
• Mark Smith, vice president, West Coast Operations, Library Systems and Services, Riverside, CA.
• Edward Seidenberg, TSLAC’s interim director and librarian, Austin, TX.

Commissioner McAfee noted that the selection process included another commission committee that developed a detailed job description. He also noted that each member of the evaluation committee scored each candidate independently and that the final candidates selected were based on this scoring. Chairman Waters noted that the recommendation of the three finalists came from a committee and therefore does not need a second. A roll call vote was taken and the motion was approved unanimously.

15. Approval to propose amendments to 13 TAC 2.119, regarding the submission of multiple grant applications.

Deborah Littrell requested approval to post for comment in the Texas Register amendments to the rule 13 TAC 2.119 regarding the submission of multiple applications for competitive grants. Commissioner Pickett moved to approve. Commissioner Holt seconded. Motion passed with Chairman Waters not present.

16. Approval to propose amendments to 13 TAC 2.310, regarding goals and purposes of Library Cooperation grants.

Deborah Littrell requested approval to post for comment in the Texas Register amended rules 13 TAC 2.310 regarding goals and purposes and 13 TAC 2.311 regarding the eligibility of applicants for the Library Cooperation competitive grant program. Commissioner Pickett moved to approve. Commissioner Freeman seconded. Commissioners Givens and Holt suggested changes to clarify the language in the rule. Commissioners Pickett and Freeman accepted the changes to their motion. Motion passed.

17. Approval to propose amendments to 13 TAC 2.512, regarding the award criteria for TexTreasures grants.

Deborah Littrell requested approval to post for comment in the Texas Register amendments to rule 13 TAC 2.512 regarding the award criteria for the TexTreasures competitive grant program. Commissioner Carr moved to approve. Commissioner Givens seconded. Motion passed with Commissioner Pickett not present.

18. Approval to propose amendments to 13 TAC 2.711, regarding eligible applicants for Texas Reads grants.

Deborah Littrell requested approval to post for comment in the Texas Register amended rule 13 TAC 2.711 regarding the eligibility of applicants for the Texas Reads competitive grant program.  Commissioner Carr moved to approve. Commissioner Holt seconded. Motion passed with Commissioner Pickett not present.

19. Report of the Committee on the Sam Houston Center.

Jelain Chubb reported that the commission’s Ad Hoc Committee on the Sam Houston Regional Library and Research Center met with agency staff at the Center in Liberty on July 12 and directed staff to proceed with remedying certain immediate physical facility needs and prepare a Request for Qualifications for completion of a master site plan.

20. Report on the Archives & Information Services Division.

Jelain Chubb shared a book review of Dr. David B. Gracy II’s book on the history of the agency and other items of interest regarding the Archives and Information Services Division.

21. Report on the status of suggestions made for Interim Studies.

Craig Kelso and Jelain Chubb updated the commission on the status of Interim Study suggestions. A study of issues related to electronic records preservation was suggested to the Legislative Budget Board as a possible topic of consideration for the Agency Performance Review Team and a study to determine the best ways of assisting local government offices in fulfilling their preservation obligations was made to the House Culture, Recreation and Tourism Committee.

22. State and Local Records Management Division.

Craig Kelso presented information on recent legislation impacting the collection of local government records management preservation and archives fees. HB 1513 provides for a temporary increase in the records archive and records management and preservation fees charged by district and county clerks. HB 2302 allows a temporary increase in electronic filing fees to help fund the implement of the Supreme Court’s e-filing order and SB 1908 requires the Office of Court Administrators to review all filing fees associated with paper record and determine if the fees still need to be collected as the courts move to digital processes.

23. Reports on agency staffing and financial information.

Donna Osborne presented agency and financial information reports.

Chairman Waters announced at 3:00 p.m. that the commission would go into executive session as authorized by Texas Government Code §551.071, and §551.074, regarding consultations with attorney and personnel matters, respectively. At 3:02 p.m. the commission returned to public session.

There being no further business before the commission, Chairman Waters adjourned the meeting at 3:02 p.m.