Texas State Library and Archives Commission
Monday, May 19, 2003
Minutes

The Texas State Library and Archives Commission (TSLAC) met on Monday, May 19, 2003, at 12:45 p.m. at the Lorenzo de Zavala State Archives and Library building in Austin, Texas.

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

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
Kathleen Walls, Library Development
Erica McKewen, communications officer
Regina Miles, executive assistant
Angela Taylor, Communications Department
Roxanne Elder, Talking Book Program
Sara Stiffler, Talking Book Program

Guests Present:
Gwen Land, internal auditor, Jefferson Wells International
Kathryn Sturtz, Alamo Area Library System
Meller Langford-Allen, Houston Area Library System
William Bonham, Texas Building and Procurement Commission
Deloise Vasquez, public citizen
Pat Tuohy, Central Texas Library System
Gloria Meraz, Texas Library Association
Gary W. Chandler, Coupland ISD
Ev Lunning, Jr., recording studio volunteer, Talking Book Program
Brent Holcomb, recording studio volunteer, Talking Book Program

Chairman Pickett convened the meeting at 12:45 p.m.

1. APPROVE MINUTES OF THE APRIL 1, 2003, AUDIT COMMITTEE AND COMMISSION MEETINGS.

Commissioner Sanders moved to approve the minutes of the Audit Committee meeting; Commissioner Holland seconded. Motion passed. The commission added a name to the Full Commission meeting roster. Commissioner Cox moved to approve the minutes of the Full Commission meeting as corrected; Vice-Chairman Carr seconded. Motion passed.

2. PUBLIC COMMENT.

There was none.

3. REPORT OF THE DIRECTOR AND LIBRARIAN.

Director and Librarian Peggy D. Rudd reported on the following items:

• The commission viewed PowerPoint slides showing the six seals of Texas that were recently added to the front of the Sam Houston Regional Library and Research center in Liberty, Texas. Chairman Pickett and Ms. Rudd provided commentary throughout the presentation.
• The First Place Blue Pencil Award which the National Association of Government Communicators awarded to TSLAC for the Talking Book Program's "You Can Read Again" outreach project. Ms. Rudd recognized and commended Angela Taylor and Roxanne Elder for their work on the project.
• Ms. Rudd shared new information she learned regarding the agency's capital budget. The Legislature is planning to cut General Revenue in agency capital budgets by fifty percent (50%). Since the Legislative Budget Board placed the TexShare Databases in the agency's capital budget, the agency would not receive the $12.1 million for the 2004-2005 biennium, but would instead receive $3.025 million for each year of the biennium. Ms. Rudd noted that Gloria Meraz has been working diligently to contact legislators who might have influence or impact with the Conference Committee, in an effort to have the reduction restored and to change the language of Rider 5. This change to the rider language would increase flexibility with regard to collection of TexShare member library fees.
• Ms. Rudd brought to the commission's attention the two items that were appended to her report—78th Legislature bill trackers relating to TSLAC as well as the Texas Historical Records Advisory Board. Chairman Pickett thanked staff for tracking the bills.
• The agency's Texas Reads license plate bill was rolled into another bill. This could improve the outlook for ultimate passage of the bill.

Chairman Pickett asked Ms. Rudd when the agency would know if it would receive the Staying Connected grant funds. Ms. Rudd responded that the agency would receive the grant in the Fall of 2003 (for expenditure in Fiscal Year 2004).

4. PERSPECTIVE ON STATEWIDE RESOURCE SHARING: PAST, PRESENT, FUTURE BY THE DIRECTOR OF GENERAL LIBRARIES, UNIVERSITY OF TEXAS AT AUSTIN.

Mr. Harold Billings was unable to attend the meeting; therefore, Chairman Pickett moved forward to agenda item five (5).

5. REPORT ON THE STUDY TO EVALUATE THE LORENZO DE ZAVALA STATE ARCHIVES AND LIBRARY BUILDING BY TEXAS BUILDING AND PROCUREMENT COMMISSION.

William (Bill) Bonham, Director of Facilities Construction and Space Management, Texas Building and Procurement Commission (TBPC), addressed the commission. TBPC has undertaken preparation of a needs assessment for TSLAC. A feasibility study had already been done for the relocation of TSLAC to a new facility near Congress Avenue and MLK, Jr. Blvd, and this study eventually led to the re-evaluation of the current status of the de Zavala building.

TBPC is working on a Summary Needs Assessment and expects to have it completed sometime between Sept. 30, 2003 and Dec. 31, 2003. For this, TBPC will create a Program (a fact sheet that outlines all of the programs and services that go into the building) and a Space Allocation (indicates the amount of space that is required for each of the agency's functions). TBPC will then create a Pro Forma Program (based on information gathered from the Program and Space Allocation) and will review it with agency staff to make sure the information is not obsolete and that it takes into account the agency's future needs. From there, TBPC will look at options for refurbishing the de Zavala building and what it would cost to build a new building.

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

Beverley Shirley addressed the commission and requested approval of database contracts in an amount not to exceed $8,312,866. The request was made for a not-to-exceed amount because of the uncertainty of funding. Given the unavailability of funds from the FY 2003 Telecommunications Infrastructure Fund (TIF), the TexShare Electronic Information Working Group (EIWG) developed recommendations regarding a reduced number of database renewals. Because several databases will not be renewed, TSLAC is negotiating discounted pricing for libraries that choose to subscribe to these databases using their own budgets.

Based on current funding, the following database contracts (Group 1) could be renewed for a total of $6,975,364: EBSCO, Gale Group, OCLC, ProQuest, Stat!Ref, TDNet.

Contingent upon approval by the TIF Board to transfer FY 2002 TIF grant funds from the Resource Discovery Service to TexShare databases, the following contracts (Group 2) could be renewed for a total of $540,835: Books in Print, Electronic Library Classic (eLibrary2 – ProQuest).

If FY 2003 TIF funds become available, the following contracts (Group 3) would be renewed statewide for a total of $796,667: Ulrichs, Scribner's (Gale Group), Twayne's (Gale Group), Grolier, Salud Para Todos, Ovid. Otherwise, these databases would be offered through the TexSelect service.

Ms. Shirley noted that, in light of revised funding projections, she would want to ask the TexShare EIWG to re-affirm the current list of Group 1 databases, particularly the ProQuest database since it is relatively new. Chairman Pickett recommended that while the ProQuest database is available, the commissioners should be sure to visit the Sanborn maps if they hadn't already.

Vice-Chairman Carr raised a concern that the pricing of Stat!Ref ($212,050 for 12 months) appeared high. Ms. Shirley responded that, though the pricing seems high, it is reasonable because it approximates the price that Stat!Ref would normally charge the medical libraries alone, and this contract allows for all libraries statewide (public libraries, four-year academic libraries, community college libraries) to receive them.

Vice-Chairman Carr moved to approve staff recommendations for approval of the database contract renewals in an amount not to exceed $8,312,866; Commissioner Brisack seconded. Motion passed.

Ms. Shirley provided background information on the Amigos/TExpress Courier service and requested approval of the contract for FY 2004 in the amount of $143,560. This cost would cover up to 176 subsidized sites with allowance for non-subsidized members to participate by paying the full cost of the service as invoiced by Amigos Library Services.

Commissioner Brisack moved to approve the Amigos/TExpress Courier contract for FY 2004 in the amount of $143,560; Commissioner Sanders seconded. Motion passed.

7. REVIEW AND APPROVE ACCEPTANCE OF GIFTS GREATER THAN $500:

Director and Librarian Peggy D. Rudd reviewed the following gifts:

The Talking Book Program received an unrestricted $1,000.00 donation deposited on April 24, 2003, from Mrs. Mary W. Simms, in memory of her late husband, Ben Simms. Mr. Simms, who was blind, had been a TBP patron since 1990. The Simms resided in Dumas, Texas. Before he died, Mr. Simms specifically asked his wife to send something to the Talking Book Program in appreciation for all the kindness and good service he had received as a patron.

The Talking Book Program received a $500 donation deposited on April 7, 2003, from Mr. William W. Kaminer. Mr. Kaminer expresses his gratitude for the Talking Book Program. His wife, Kathleen, "enjoys keeping apprised of current events via the Newsweek audio tape." The purpose of the gift is to enable the purchase of "more audio books and players so that more Texans that are not blessed with sight can enjoy the written word."

Commissioner Holland moved to approve acceptance of the gifts; Commissioner Cox seconded. Motion passed.

8. ADOPTION OF COMMEMORATIVE RESOLUTIONS.

Though Harold Billings was not able to attend the meeting, Chairman Pickett read aloud the final paragraph of the resolution honoring Mr. Billings for his contributions to the library community, and "for his half-century of dedicated public service to The University of Texas at Austin and the thousands of students who have studied there."

Commissioner Sanders moved to adopt the resolution; Commissioner Holland seconded. Motion passed.

Chairman Pickett read aloud the resolution honoring Ev Lunning, Jr. and Brent Holcomb for their contributions to the Talking Book Program. The Talking Book Program volunteer recording studio's recording of Justis Colt by Don Bendell was accepted by the Quality Assurance Program of the National Library Service for the Blind and Physically Handicapped.

The Chairman and Commissioners Brisack, Sanders, Cox and Holland jointly moved to approve the resolution; Vice-Chairman Carr seconded. Motion passed.

At 1:45 p.m., Chairman Pickett briefly recessed the meeting to allow for photographs to be taken of the commission with Mr. Lunning and Mr. Holcomb. At 1:55 p.m., Chairman Pickett reconvened the meeting.

9. DISCUSS AND APPROVE AUDIT COMMITTEE RECOMMENDATIONS ON THE INTERNAL AUDIT OF SELECTED INFORMATION FOR SYSTEM, ILL, TANG, AND LOAN STAR LIBRARY GRANTS.

Audit Chairman Sanders moved for the Full Commission's approval of the internal audit; no second was needed. Motion passed.

10. INTERIM PROGRESS REPORT ON THE PUBLIC LIBRARY DEVELOPMENT STUDY.

Deborah Littrell addressed the commission and reported on the progress of the Texas Public Library Development Study. Himmel and Wilson Library Consultants began their work in November 2002 and will conclude the study in July 2003. They expect to have a draft report on the study soon, and will place it on the Himmel and Wilson website for review and comment (via online comment boxes) by members of the library community.

11. REPORT ON THE TEXAS LIBRARY SYSTEMS.

Chairman Pickett recognized and welcomed Pat Tuohy, system coordinator for the Central Texas Library System, and Kathryn Sturtz, system coordinator for the Alamo Area Library System, who were both in the audience.

Meller Langford-Allen, system coordinator, Houston Area Library System, addressed the commission and reported on the activities of the systems. As a result of the Texas Public Library Development Study, the systems will strive to work even more closely together both as a support mechanism for each other and for the ultimate benefit of Texas libraries. They want to strengthen their efforts in developing member libraries and especially their continuing education and consulting programs. In addition, several of the Texas Library Systems have worked closely together to host a biennial conference for advocacy, networking and education among their members and advisory councils.

12. EXECUTIVE SESSION UNDER GOV'T CODE §551.074 TO EVALUATE THE PERFORMANCE OF THE EXECUTIVE DIRECTOR.

At 2:05 p.m., Chairman Pickett announced that the Texas State Library and Archives Commission would be going into executive session. The session would be a closed meeting of the Commission, as provided by Government Code §551.074, to evaluate the performance of the executive director.

Chairman Pickett called the meeting of the executive session to order at 2:06 p.m. The Chairman adjourned the executive session at 2:34 p.m.

The Chairman convened the regular meeting of the Texas State Library and Archives Commission at 2:36 p.m. With no further business, the Chairman adjourned the meeting at 2:37 p.m.

Respectfully submitted,

Peggy D. Rudd
Director and Librarian

PDR:rmm

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