Meeting Minutes—2001
Friends of Libraries & Archives of Texas Board Meeting
Minutes for Dec. 14, 2001, 1:00 p.m.
Lorenzo de Zavala State Archives and Library Building
1201 Brazos, Room 202
Austin, Texas
Board members present: |
Patrick Heath, president |
Michael Schott, treasurer |
|---|---|---|
| Jan Moltzan, vice president | S. Joe McCord | |
| Mary McAfee, secretary | Sandy Melton, commission liaison | |
| JoAnne Moore | ||
| Pat Smith | ||
| Peggy Rudd, director and Librarian, TSLAC, ex officio | ||
| Erica McKewen, staff support, TSLAC | ||
| Board members absent: | Charles McAfee | |
| Guests present: |
Call to Order
President Patrick Heath called the meeting to order at 1:05 p.m.
Approval of the Jul. 16, 2001, Board minutes
Jan Moltzan called for the following corrections to the minutes: (Page 3, second paragraph should read "the poster was created to publicize the book.") (Page 3, last paragraph, add "the Board approved co-sponsorship for the TLA Annual Conference program with Public Library Division and Library Friends, Trustees, and Advocates." JoAnne Moore moved to adopt the minutes as amended; Mary McAfee seconded. Motion carried.
Treasurer's report
Mickey Schott opened the Friends bank account in October with Compass Bank. Our balance as of Dec. 14, 2001, is $12,509.09, which reflects the following two expenditures:
Oct. 25, 2001 $197.41 to sponsor a luncheon for TSL staff at leadership retreat.
Nov.9, 2001 $70.89 to frame the Roxie Munro poster for Texas Book Festival silent auction.
A third expenditure is pending:
Dec. 14, 2001 $139.64 to reimburse Jan Moltzan for the purchase of the Charter Book.
Mary McAfee moved to approve the report and ratify the three expenditures; Pat Smith seconded. Motion carried.
Committee reports
Board Development Pat Smith, as chair of the Board Development Committee, discussed changes to the Bylaws. A copy of the ratified Bylaws is attached. The changes were made on motions from Pat Smith as Chair of the committee and approved by the Board.
Pat Smith will present a slate of officers and board members to be elected at the Texas Library Association Annual Conference in April in Dallas. She will contact prospective members of the Board. At this time, travel expenses of the Board cannot be paid by the Friends.
Communications
Jan Moltzan asked Betty Yarbrough to serve on the committee and plans to ask Wayne Sellers and Helen Croft. The Board approved stationary sample #3 for use by the Friends. The Texas State Library will cover the costs of printing, if possible. The Board decided that the newsletter should be published in February and October of 2002. It will include information on TLA Legislative issues and archival information and news.
Membership
The Board discussed the Friends' primary audiences: local Friends groups, Texas Library Association members, Friends of archives groups, genealogical societies, bookstores, talking book vendors, etc. JoAnne Moore asked about the procedure for inviting someone to serve on a committee. After discussion, the Board agreed on the following procedure: Committee chairs will talk to prospective committee members and determine their interest. Chairs will forward names to the president, who will send each a letter of invitation/appointment.
State Librarian report
- Peggy Rudd reported that David Gracy has resigned from the Board.
- She thanked the Board for supporting the State Library's Leadership Retreat.
- The Roxie Munro print was sold at the Book Festival. The amount made has not been announced.
- The Chronology and Bibliography of Texas Libraries, which Don Davis had previously asked the Friends to publish, will be published by Eakin Press as a companion set. The Board may determine at a later date whether they should purchase some as donor gifts.
- The pre-conference we were to sponsor with Library Friends, Trustees, and Advocates did not work out for the 2002 conference. We should think about our presence in 2003 and take the lead in planning a pre-conference with LiFTA's assistance. The Board suggested the Friends contact Sally Reed, new director of FOLUSA, concerning a program for the 2003 Houston TLA Conference.
Proposed By-laws changes
This item was handled under the Board Development Committee report. Revised By-laws are attached.
Donation/Project proposals
Peggy Rudd presented a request for support for three projects:
1. Purchase the 127 rolls of the 1930 Texas Census Microfilm for the Genealogy Collection. Total cost @ $34/roll should be $4,318. Acquisition of the 1930 Census by the Friends will allow our agency to have this highly anticipated resource available to genealogists and other researchers upon its release in April 2002. The pressing need for TSLAC to purchase legal and other government documents at this time may require the Census purchase to be spread out over a long period of time, which is not very useful to our patrons.
2. Pay for the preservation microfilming of one of the most frequently consulted series of records in the State Archives, the Convict Record Ledgers, 1848-1954, which are part of the Records of the Texas Department of Criminal Justice. The 10 indexes to the 29 ledgers are used almost daily, are in very poor physical condition, and will continue to deteriorate due to the frequent handling. Estimated cost of filming the 39 volumes and producing a use copy is $2,150.
3. Purchase a PC and kiosk arrangement for installation in the main lobby. The workstation could be used to allow visitors to view the Texas Treasures, as well as other electronic resources. This would be particularly beneficial on Saturdays when most of the Library is closed. Estimated cost is $2,500-$3,000.
Pat Smith moved to support proposals #2 and #3 with a combined total of $4,500, and to identify and secure partners for #1; Jan Moltzan seconded. Motion carried.
Annual Membership Meeting plans - Wednesday, Apr. 24, 2002, 3:00-4:20 p.m.
All of the required forms for the membership meeting have been completed and submitted to the Texas Library Association. The Friends will also host a booth at the conference.
New Business
The board did not discuss any new business.
Next Board meeting date The next Board meeting will be March 6, 2002 at 2:00pm in room 202 at Texas State Library.
Adjourn President Heath adjourned the meeting at 4:00p.m.
Submitted:
Mary McAfee, Secretary
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