Welcome to the Friends of the Libraries & Archives of Texas

The first meeting of the Board, Friends of Libraries and Archives of Texas (Friends), was held at the Texas State Library & Archives Commission on February 14, 2001. President Patrick Heath called the meeting to order at 1:13 p.m.

Present: From the Board: Jan Moltzan, Vice President; Keith Ann Stiverson, Secretary; Michael Schott, Treasurer; Sandy Melton, Commission Liaison; David Gracy; Katherine Adams; and Patricia Smith (arrived 2:20). Absent: Joe McCord, JoAnne Moore, and Mary McAfee.

Guests: Peggy D. Rudd, Director and Librarian; Marilyn Henley, President of the Austin Genealogical Society; Edward Seidenberg, Assistant State Librarian; Jean Shroyer, Austin Genealogical Society; Chris LaPlante, State Archivist; Erica McKewen, Communications Officer.

Welcome/Open Meetings
The President welcomed attendees and began the self-introductions. He reminded attendees that although the Friends may be exempt from the Open Meetings Act, all meetings of the organization will be open.

Purpose/Mission of the Friends
A lengthy discussion was held about the mission and purpose of the Friends. There was agreement on the need to clearly define the purpose of the organization.

A number of draft mission statements, including TSLAC's, were in the meeting materials, and the group also looked at the draft by-laws for the Friends (last revised 1/9/01). That document includes the following statement of purpose:

The Friends of Libraries and Archives of Texas, Inc. (hereinafter the Friends) is organized:
1. To promote the interests and welfare of the Texas State Library and Archives and to assist the Texas State Library and Archives in carrying out its mission and achieving its goals; and
2. To engage in fundraising, programs, services and other activities that will promote the visibility of the Texas State Library and Archives and increase public awareness of its mission, function, programs, activities and needs; and
3. To foster the development of local groups with similar purposes in support of local libraries and archives in Texas, and to collaborate with such groups in pursuit of common interests; and
4. To raise, receive, invest and distribute funds, and to hold property, in furtherance of the above stated purposes.

An open discussion began, with Board members noting the importance of promotion and advocacy within the mission. Peggy Rudd helped to facilitate discussion by noting important concepts in a list that all could see:

Advocacy; evangelism; voice for the organization; promotion; collaboration; partnering; communication; education; financial support; fundraising; enrichment

The mission and its relation to the purpose were discussed. President Heath noted that we hope to enrich resources for Texans across the state but also help local and regional Friends groups and other affiliates to promote and enrich their resources for Texans.

In addition to enriching TSLAC's resources, it must be recognized that some agency programs are larger than TSLAC - they're statewide. Are we talking about the Friends' focus being equally divided between TSLAC and its collections/preservation program/services but also supporting a larger community of libraries, archives, and even museums? Someone mentioned that TSLAC must really be the focus. Another member of the Board mentioned that perhaps the Friends can focus on TSLAC, but also help local Friends organizations in Texas. An analogy was drawn between the Friends' mission and Preservation Texas.

Dr. Gracy mentioned that the main mission must be clear - to help TSLAC - or our charge will be diluted. It was suggested that perhaps putting TSLAC's name in the organizational name would make our charge clearer, but in discussion it was determined that our charge would seem too narrow if we added TSLAC.

The pros and cons of concentrating all the attention on TSLAC were discussed. On the one hand, TSLAC really needs the support; on the other hand, perhaps not enough Friends will join if the focus is all on TSLAC, due to a single-issue agenda.

Jan Moltzan suggested the following mission statement:

The mission of the Friends of Libraries and Archives of Texas is to enrich, engage, and educate the people of Texas to find and use the information resources they need by promoting and supporting the programs and services of TSLAC; assisting in the formation of Friends groups at the local level; and collaborating with other groups in support of library and information services.

Several Board members thought TSLAC should be closer to the beginning of the statement - perhaps "The mission...is to promote and support TSLAC in its efforts to enrich, engage..."

After more discussion, it was suggested that perhaps the first purpose listed in the draft by-laws describes the mission:

To promote the interests and welfare of the Texas State Library and Archives and to assist the Texas State Library and Archives in carrying out its mission and achieving its goals.

Another suggested version: The mission of the Friends... is to enrich the archives and library services for the benefit of the individual, the community, and the state.

Another version: The mission of the Friends...is to enrich library and archival services for the benefit of the individual, the community, and the state through the Texas State Library and Archives Commission.

After additional discussion, Pat Smith moved and Keith Stiverson seconded the following:

The mission of the Friends of Libraries and Archives of Texas, an affiliate of the Texas State Library and Archives Commission, is to enrich library and archival services for the benefit of the individual, the community, and the state.

Further discussion ensued, with Sandy Melton calling for the question.

Pat Smith then substituted the following for her earlier motion, and Dr. Gracy seconded:

The mission of the Friends of Libraries and Archives of Texas is to enrich library and archival services for the benefit of the individual, the community, and the state by promoting and supporting the programs of the Texas State Library and Archives Commission.

The motion passed.

Commission Liaison
TSLAC can appoint one of its own to serve as a voting regular and executive committee member of the Friends Board. As the By-laws are currently written, the Commission Liaison would be a voting member.

Other concerns with the current By-laws were discussed, including the directive that the Board consist of an odd number ("no fewer than 6 or more than 15"). The President suggested that a By-laws review be conducted after the Board has been in existence 6-10 months.

Because the By-laws were approved by proxy by a majority of the board members, there was a brief discussion about whether the By-laws need to be amended. What is required to amend - a quorum; a majority? If silent, a majority of those present and voting is the rule.

After further consideration, Jan Moltzan moved and Mickey Schott seconded a motion to table further consideration of the role of the Commission Liaison and approval of the by-laws. It was considered prudent to wait on these items until after the membership meeting.

Operating Principles and Procedures

- Membership dues:

Membership categories were discussed. The following from Clayton Library Friends Newsletter (Feb. 2001, p. 2) was used as a starting point:

Individual - $10 (2 people $15)

Donors - Special Friends
Contributor - $5-$49
Donor - $50-99
Patron - $100-$249
Sponsor - $250-$499
Benefactor - $500+

Pat Smith moved and Jan Moltzan seconded the following, which passed:

Regular Categories
Student - $10
Senior - $10
Individual - $25
Family - $40
Business Friend - $100
Affiliate Org's - $35

Jan Moltzan mentioned that we need a lifetime category or charter membership.

A charter member would have to contribute (X amount) within the first year to qualify. Their names would go in the "big book" and they would get 18 months membership - through December 2002.

Charter Categories
Student - $50
Senior - $50
Individual - $100
Family - $150
Affiliate - $100
Business - $300

Jan Moltzan moved and Mickey Schott seconded that the above charter categories be accepted. The motion passed.

Pat Smith suggested that the Executive Committee consider enhanced levels of contributions for the March meeting, for both basic and charter memberships, which was agreed to.

Logo
A discussion was held concerning the logo, which was commissioned some time ago and which is meant to represent both libraries and archives. Dr. Gracy noted that nothing in the design specifically represents archives, although he felt libraries were depicted. A vote was taken, and the logo was approved by a majority of the Board members present. Pat Smith noted that the Texas Library Association can help by ordering the pins because they are ordering things for their annual meeting. It was decided that the Executive Committee could resolve this issue.

Agent for Fiscal Matters
Requirements for signing checks were discussed. The by-laws state that the Executive Committee can handle this by resolution. In the absence of a resolution of the Committee, checks can be signed by the Treasurer and countersigned by the President or Vice President. However, none of these officers is in Austin, so someone will need to be designated. Dr. Gracy moved and Keith Stiverson seconded, that the matter be left to the Executive Committee. The motion passed.

Other agenda items - operating principles and procedures for Board and general meetings, and Board travel, were reserved for the first regular Board meeting after the membership meeting on March 29.

First Membership Meeting
The meeting will be held at the TLA Annual Meeting on March 29, and officers will be elected there. Pat Smith mentioned that attendees of the meeting need to be permitted to talk, so that they can feel part of the organization and to get their ideas.

Jan Moltzan suggested that the Friends create a Web site. The Friends site should link to the TLA site. A newsletter will be needed.

A number of items were left for the Executive Committee to resolve, and President Heath asked Erica to arrange a conference call.

It was noted during the meeting that a replacement will be needed for the Secretary's position because Keith Ann Stiverson has taken a new position in Chicago.

The board adjourned the meeting at 4:20 p.m.