Welcome to the Friends of the Libraries & Archives of Texas

Friends of Libraries and Archives of Texas
Executive Board Meeting
September 14, 2007
Texas State Library and Archives Commission
Room 202, 1201 Brazos Street, Austin, TX
1:30 p.m. to 3:30 p.m.

Welcome; Call to Order
President Darryl Tocker called the meeting to order at 1:40 p.m. and welcomed the members and guests to the board meeting.

Approval of minutes from the July 11, 2007 Board Meeting
There being no corrections to the minutes, they were approved by the board.

Treasurer’s Report
President Darryl Tocker submitted the Treasurer’s Report as had been reviewed by Treasurer Mickey Schott and an updated Annual Report. The Annual Report submitted to the board in July did not show distributions for the Story of Texas or expenses for publication of the agency’s history.

President Tocker informed the board that the Friends have applied for two grants to support hiring an executive director for the organization.

Texas State Library and Archives Commission Report
State Librarian Peggy D. Rudd’s report included the following highlights:

The agency’s main focus currently is the renovation of the Lorenzo de Zavala State Archives and Library Building. Renovation has been pushed back to begin in November 2007 due to rebidding of some of the construction contracts. One of the biggest challenges is determining how to operate the agency and maintain services to patrons during the renovation. The agency is leasing about 30,000 square feet of space to store archival materials, furniture and other materials during the renovation, determining how to access material in the event of Public Information Act requests, determining where staff will work from while their space is renovated and how to provide access to materials for patrons during the renovation. It is very complicated and challenging for all involved in planning for the renovation. Peggy informed the board that the renovation will begin with the ground floor and the first two stack levels (Phase 1). The ground floor stack level will be used as swing space for staff when the upper floors are renovated but can only hold about 40 people. Phase 2 will consist of renovation of the first and second floors plus the third and fourth floor stacks. Phase 3 will involve the third and fourth floors and the fifth and sixth floor stacks. The seventh and ground floor stacks will be last. Currently there are no plans for staff to telecommute due to the unreliability of the Virtual Private Network (VPN) that is used to access the agency’s network from off-site.
Fundraising needs have been identified and determined to be approximately $10 million. Staff are currently planning several cultivation events to begin establishing relationships with potential donors and persons who have an interest in the library. The first event will be Oct. 2 and will honor the Frost family and the Frost Bank’s “We’re From Here” campaign. The Lt. Governor has been invited to this event. Darryl cannot be present for this event so Peggy requested another board member fill in for him. A second event for Commissioners and Friends Board members and their friends and family will be Oct. 12 from 5 to 7 p.m. A third event will be held Nov. 9.
Peggy Oster presented a rough draft of a fundraiser information packet that she is working on.

Membership Report: no report was presented at this meeting.
Old Business:

Building Renovation Capital Campaign (this was covered in Peggy Rudd’s presentation.)
Executive Director: Darryl reported that the organization is going to move forward with a search as he feels fairly positive that the Tocker Foundation board will provide salary until the Austin Community Foundation grant is approved. A position description is ready. It was suggested that Sandy Stephens review the description so Peggy will get in touch with Sandy. Peggy also wants Erica McKewen to review the description when she returns from vacation. The Friends also applied for a grant with the Communities Foundation of Texas. Since this organization normally provides funds to Dallas area groups, Peggy following Darryl’s suggestion will follow up with correspondence to that organization showing how the Dallas area is impacted by the state library.

New Business
Next meetings:
Scheduled for Jan. 11, 2007 via teleconference. (Note: this has since been changed to Jan. 18).

March 14, 2008, 1:30 p.m. Austin. Darryl prefers this meeting not be a teleconference because of preparations for the Friends’ membership meeting and program at the Texas Library Association Annual Conference.

Any other business to come before the board.
President Tocker informed the group that he has been investigating the possibility of the Friends selling the bookends that replicate the Capitol building’s door hinges. He said no one makes them and/or sells them any longer. He thinks he has found a manufacturer for them and believes that we can sell them to benefit the Friends at Capitol Complex gift shops. He will bring more information about this to subsequent board meetings.

President Tocker adjourned the meeting at 3:15 p.m.

Members Present: Darryl Tocker, Dianna Dorman, Pat Smith, Carol Roark, Peggy D. Rudd

Guests Present: Tracy Lash, Peggy Oster