Welcome to the Friends of the Libraries & Archives of Texas

Friends of Libraries and Archives of Texas
Board Meeting Minutes
July 11, 2005
Hyatt Regency Town Lake
208 Barton Springs Rd, Austin, Texas
Austin, Texas

1. Welcome and Refreshments

2. Call to Order
Darryl Tocker, President called the meeting to order. Everyone was asked to introduce themselves.

3. Reading and approval of minutes from the March 16, 2005, board meeting and presentation of minutes from the April 6, 2005, annual meeting.
There was a correction to the April 6 Annual Meeting Minutes, after which the minutes were approved and set into the Minute Book.

4. Treasurer's Reports
Mickey Schott delivered the Treasurer's Report.

5. Adoption of General Fund Budget
President Tocker outlined the following draft budget for 2005:

Beginning Balance 12/31/2004		$11,516
Income:
Donations	$10,000
Membership	$4,000
Total Income		$14,000
Expenses:
Bank Fees	$20
Meeting Expenses	$200
Membership Development	$1,000
Postage & Delivery	$300
Printing & Publication	$500
Total Expenses		$2,020
Net Operating Income		$11,980
Program Grants		$10,300
Net Income/(Loss)		$1,680
Ending Balance 12/31/2005		$13,196

The chair entertained a motion to adopt the budget.

Motion to adopt the budget was made by Donald Oliver and seconded by Mickey Schott, there being no discussion, vote called and approved unanimously.

6. Presentation by Lynn Boswell: “40 years of Texas politics through the lens of Bill Malone.”
Lynn Boswell was introduced, and she in turn introduced her idea of “40 years of Texas Politics through the Lens of Bill Malone.” Ms. Boswell’s work would document the life of Bill Malone, a well renowned Austin photographer, who put himself through the university working at the Austin American Statesman. The film would be a one-hour documentary that would premier during the fall of 2006 just in time for the gubernatorial election.

Ms. Boswell would like to partner with the Friends group and give profits back to group to help build a resource base as well as to the Austin History Center, which has a large percentage of Mr. Malone’s work. The Malone family is very interested in getting the word out about Bill’s work.

After the documentary, there would be a second fund raising effort that would support a book and a traveling exhibit.

The chair entertained a motion from the floor to partner with Lynn Boswell to produce the Bill Malone documentary.

So moved by Mickey Schott and seconded by Ramon Noches.

The project will follow the model set up with Kathleen Jenkins, no further discussion, motion passed.

7. Old Business:

Partnering on projects – Kathleen Jenkins—Texas Stories receipt of $6,000 Humanities Texas Grant.
Membership Growth – Newsletter, Membership Gifts, Other Membership Benefits, Target Membership. Appropriate $1,500 for membership development and newsletter.
Sharing the collections of the Texas State Library.

President Tocker identified the following as items he would like to see accomplished during his term as president:

Move forward to build and grow the membership of the organization. There are many more people that can be drawn into the organization and interest needs to be kept up. Identify treasures and their accessibility, and incorporate procedures.

Peggy Rudd, distributed a list of accomplishments of the Friends Group. The biggest accomplishment, the wonderful Legislative Reception, which included “special” legislative tours of the facility after the reception. TSLAC (Texas State Library and Archives Commission) has been budgeted 15 million to modernize and improve the Archives Building.

TSLAC and TBPC (Texas Building and Procurement Commission) staff will meet to analyze the renovation project and identify people with library and archives backgrounds to assist with the project.

Peggy thanked the Friends Group for their support with travel money. TSLAC travel was drastically cut which would have reduced travel had it not been for the support received from the Friends. It is hard to be “experts” and advise others about projects and services if travel is totally cut.

Peggy also talked about the library’s license plate “License to Read” which sells for $30.00, and $22.00 goes back to TSLAC.

Kathleen Jenkins reported on Texas Stories – a $6,000 Humanities Grant has been received. Sponsor demos have been created along with proposals to ad agencies. Ms. Jenkins has had positive conversations with many people in the major markets, but nothing concrete. She is working on a grant from The Summerlee Foundation and hope to be able to launch the program in September or October.

Darryl Tocker addressed the need for funds to grow the membership of the Friends Group along with publishing additional copies of the newsletters. Currently the newsletter is published once a year, Darryl would like to see it published three times a year.

Darryl wants to share the collections of TSLAC with the public – get the word out about the treasures in their collection.

8. New Business:

Open Project Fund at the Austin Community Foundation.
Move Account to Frost Bank.
Program at TLA Conference

The board discussed the possibility of opening a project fund with the Austin Community Foundation that would take care of administrative costs and keep the Friends Group within the rules of a nonprofit entity.

Regular funds of the Friends would still be maintained at a bank, however,
the foundation would cover partnership agreements similar to the ones with Lynn Boswell and Kathleen Jenkins.

Motion entertained by the chair that the Friends of Libraries and Archives Commission of Texas establish a Special Projects fund with the Austin Community Foundation to be used for special projects outside of the General Fund.

So moved by Don Oliver; motion seconded by JoAnn Moore. There being no discussion, vote taken and motion passed unanimously.

The board discussed moving the bank account to Frost Bank. It was felt that by moving to Frost the interest given the Friends Group would be better aligned with the groups market scheme as Frost was a Texas institution.

The chair entertained the motion to the move the general revenue account for the Friends of Libraries and Archives of Texas from Compass Bank to Frost Bank made by the chair.

So moved by Mickey Schott, and seconded by JoAnn Moore.

No further discussion, vote called and motion passed unanimously.

Motion made to entertain that the Friends of Libraries and Archives of Texas present a program prior to this organization’s Annual Membership Meeting at the Texas Library Association Conference was made by the chair.

So moved by JoAnn Moore, and Donald Oliver seconded.

There being no further discussion, vote taken and motion passed unanimously.

Donald Oliver said the Waco paper is always looking for stories. He is going to talk to staff at the paper to give them information about the two partnerships the Friends Group is working on.

There being no further business, the meeting adjourned.

Attending Board Members:	Ramon Noches Diana Rae Hester Cox Carol Roark Don Oliver JoAnne Moore Susan Dorsey Mickey Schott Darryl Tocker Peggy D. Rudd Pat Smith	Kenneth Roach Kathleen Jenkins Lynn Boswell Lesley Braun Tracy Kuhn Erica McKewen Liz Demoss Margaret Whitehead Sandy Pickett
Attending Guests