Texas State Library and Archives Commission
Friday, November 15, 2002
Minutes

The Texas State Library and Archives Commission (TSLAC) was scheduled to meet on Friday, November 15, 2002, at 12:30 p.m. at the Texas State Library and Archives Commission building in Austin, Texas. The meeting was called to order at 12:37 p.m.

Commissioners Present:
Chris A. Brisack
Elizabeth Sanders
Kenneth Carr, Vice-Chair
Diana Cox
Sandra G. Holland
Sandra Pickett, Chairman

Commissioners Absent:
None

Staff Present:
Peggy D. Rudd, director and librarian
Edward Seidenberg, assistant state librarian
Manuel Alvarez, director, Information Resources Technologies
Ava Smith, director, Talking Book Program
Michael Heskett, director, State and Local Records Management
Deborah Littrell, director, Library Development
Donna Osborne, director, Administrative Services
Chris LaPlante, director, Archives and Information Services
Beverley Shirley, director, Library Resource Sharing
Naomi Dominguez, distance learning consultant
Kevin Marsh, developer networked services
Marilyn Johnson, library technology consultant
Angela Taylor, creative projects coordinator
Erica McKewen, communications officer
Regina Miles, executive assistant

Guests Present:
Gloria Meraz, Texas Library Association
Martha Doty Freeman, Texas Historical Records Advisory Board
Brian Owens, Office of the Lieutenant Governor

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1. APPROVE MINUTES OF THE SEPTEMBER 23, 2002 AUDIT COMMITTEE AND COMMISSION MEETINGS.

Commissioner Brisack moved to approve the minutes of the Audit Committee; Commissioner Sanders seconded. Motion passed. The Commission made the following correction to Full Commission minutes item 15, paragraph 2, first sentence: the words "one local school librarian" should be changed to "at least one school library administrator." Commissioner Cox moved to approve the minutes as corrected; Vice-Chair Carr seconded. Motion passed.

2. PUBLIC COMMENT.

There were none.

3. REPORT OF THE DIRECTOR AND LIBRARIAN.

Director and Librarian Peggy D. Rudd addressed the commission and reported the following:

• The Texas Book Festival children's autograph map. Ms. Rudd commended Angela Taylor for her work on the book. The Commission commended Ms. Taylor for her work.
  
• The National Book Festival in Washington, D.C. Ms. Rudd passed around a packet of materials and photos from the National Book Festival. Erica McKewen represented the Texas State Library at the festival. Ms. Rudd commended the Communications Department staff for their work in preparation of the festival.
  
• The article on virtual libraries, which appeared in the Fall 2002 issue of Texas Library Journal. Bill Moen and Kathleen Murray, both with the Center for Digital Knowledge at the University of North Texas, wrote the article based on the work that they have done for the Library of Texas project. Ms. Rudd felt that the article gave a good overview of the resource discovery service and the Library of Texas project. Chairman Pickett asked when a final report on the project could be expected. Ms. Rudd stated that a report on the first year of the project is currently available. She said that one aspect of the first year of the project is the Proof of Concept, in which eleven vendors from the library community elected to participate. Those proofs of concept have now concluded, and a meeting at the University of North Texas will take place in mid-December 2002. Mrs. Pickett said it will be important for the State Library to demonstrate that the Library of Texas provides a very unique service.
  
• Ms. Rudd said she would like to finalize dates for 2003 commission meetings. The only date that is set so far is Tuesday, February 11, 2003. Chairman Pickett interested in having a meeting at the Texas Library Association Conference in April.
  
• A contract for the public library development study has been awarded to Himmel and Wilson Library Consultants. Ms. Rudd expressed excitement regarding the proposal they submitted as well as being able to start the study.

Vice-Chair Carr asked for an update on the building study plans. Ms. Rudd said the State Library is currently working to make sure that all of the involved parties (the State Library, the Texas Building and Procurement Commission, the Texas Public Finance Authority) have all the information they need to make informed decisions. Ms. Rudd indicated that the project is moving forward.

Commissioner Cox raised a question about the last paragraph of section 4. She asked what the TIF Working Group's first priority was. Ms. Rudd responded that the first priority is the TexShare databases. Chairman Pickett asked if there were other priorities. Ms. Rudd and Deborah Littrell went on to list a few of the other priorities. Ms. Rudd offered to send the commission the complete list of priorities.

Chairman Pickett asked whether the No Child Left Behind legislation would have a financial impact on the Texas State Library and Archives Commission. Ms. Rudd responded that she did voice a concern during a recent conference on the legislation, that it appeared that libraries were being overlooked. Ms. Rudd said she felt that libraries need to be continuously emphasized in federal legislation.

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4. REVIEW AND APPROVE CONTRACTS GREATER THAN $100,000.

There were no contracts.

5. REVIEW AND APPROVE ACCEPTANCE OF GIFTS GREATER THAN $500.

Ms. Rudd noted that, while there were no gifts currently up for the commission's review and approval, the Talking Book Program just received a check for just over $137,000. It is a portion of an estate being contributed to the Talking Book Program. The gift will be brought to the commission at the next meeting.

6. REVIEW AND APPROVE EASEMENT OF PROPERTY IN LIBERTY, TEXAS.

Ms. Rudd addressed the commission and stated that the Daniel family has offered the Texas State Library an easement to permit the relocating of a dumpster (that is currently on the Sam Houston Center property) to a less visible location on property owned by Mrs. Price Daniel. Vice-Chair Carr moved to accept the easement; Commissioner Sanders seconded. Motion passed.

Chairman Pickett informed the commission of a recent death in the Daniel family, and asked for the commission and staff to sign a card for the family.

7. CONSIDER RECOMMENDATION FROM THE TEXSHARE ADVISORY BOARD REGARDING THE CRITERIA FOR AWARDING TEXTREASURES GRANTS.

Beverley Shirley addressed the commission and requested their approval of changes and enhancements in the grant application packets, and in communications with potential applicants for TexTreasures grants.

Ms. Shirley reviewed changes in the grant application packet and responded to questions from members of the commission. Ms. Rudd stated that the Working Group, headed by Ellen Safley, worked hard to make changes to the application packet which now unequivocally indicates that preference will be given to collections that show content significant to Texas and Texans. Vice-Chair Carr stated that he felt that the changes were a reasonable approach to being open to a diversity of applicants (i.e. those with varying degrees of Texas- and Texana-specific projects). Vice-Chair Carr moved to approve the recommendation from the TexShare Advisory Board; Commissioner Cox seconded. Motion passed. Chairman Pickett asked Ms. Shirley to convey the commission's thanks for their work on the project. She also stated that successful applicants should notify their legislators of the award, and provide a description of the project to their legislators and the State Library. Vice-Chair Carr added that local newspapers should also be notified.

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8. CONSIDER AUTHORIZATION TO PUBLISH A PROPOSED AMENDED RULE CONCERNING THE USE OF ELECTRONIC SIGNATURES BY STATE AGENCIES.

Michael Heskett addressed the commission and answered questions regarding the rule. During the 77th Legislature, the Uniform Electronic Transactions Act (UETA) was passed. This act gave the Department of Information Resources (DIR) and the Texas State Library and Archives Commission (TSLAC) joint rulemaking authority in matters concerning electronic transactions. DIR and TSLAC formed a task force to study UETA, and developed the Guidelines for the Management of Electronic Transactions and Signed Records. Mr. Heskett noted one typographical error on page 1 of the report. Mr. Heskett requested the commission's permission to propose the new rules. Chairman Pickett pointed out that the commission agenda says the rule is an "amended" rule, when in fact it is a new rule. Commissioner Brisack moved to approve permission to publish the amended rule; Vice-Chair Carr seconded. Motion passed.

9. APPROVAL OF AMENDMENT TO FY03 IMAGING SERVICES FEE SCHEDULE.

Michael Heskett addressed the commission and responded to questions. Vice-Chair Carr suggested a new wording to the section on Minimum Fees. The suggestion was to refer to the $150 per setup minimum fee as a minimum charge. Mr. Heskett said that the change would be made. Vice-Chair Carr moved to approve amendment of the fee schedule; Commissioner Sanders seconded. Motion passed.

10. CONSIDER ADOPTION OF RULE REVIEW OF CHAPTER 9 (TALKING BOOK PROGRAM).

Ava Smith addressed the commission and requested their approval to adopt the rule review. Commissioner Holland moved to approve adoption of the rule review; Commissioner Cox seconded. Motion passed.

Chairman Pickett called for a short recess at 2:00 p.m. Chairman Pickett reconvened the meeting at 2:05 p.m.

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11. SHOWCASE ENHANCEMENTS OF THE TRAIL SYSTEM.

Kevin Marsh addressed the commission and demonstrated the enhancements of the TRAIL system. Mr. Marsh said he anticipates the public release of the new service sometime in the next several weeks.

12. SHOWCASE ENHANCEMENTS OF THE LIBRARY OF TEXAS DISTANCE EDUCATION SYSTEM.

Naomi Dominguez addressed the commission and demonstrated the enhancements of the Library of Texas distance education system. Ms. Dominguez stated that, while the primary use of the distance learning technology is to support the Library of Texas through training, the following are some secondary uses which would benefit all Texas libraries: statewide training for librarians on other topics; peer to peer learning; self-paced, collaborative and real-time training; meetings; and in-house presentations. Ms. Dominguez also stated that the web-based learning software is called IBM Learning Space.

13. SHOWCASE ENHANCEMENTS OF THE LIBRARY OF TEXAS VIDEOCONFERENCING SYSTEM.

Naomi Dominguez addressed the commission and demonstrated the enhancements of the Library of Texas videoconferencing system. She demonstrated techniques for camera control, as well as microphone usage and use of the touch screen. In addition, Ms. Dominguez and a staff member located at another videoconference site in Austin demonstrated ways to communicate between videoconference sites. Peggy Rudd mentioned that the videoconference equipment could possibly be used during the April 2003 commission meeting.

At the conclusion of the demonstration of the videoconferencing system, the commission viewed a 30-second public service announcement on the Telecommunications Infrastructure Fund produced by the Texas Library Association.

Vice-Chair Carr moved to adjourn the meeting; Commissioner Sanders seconded. Motion passed. With no further business, Chairman Pickett adjourned the meeting at 3:20 p.m.

Respectfully submitted,

Peggy D. Rudd
Director and Librarian

PDR:rm

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