Welcome to the Friends of the Libraries & Archives of Texas

Charlotte McCann, Development Director of the Friends of Libraries and Archives of Texas, was introduced and welcomed.

2. Approval of minutes from the March 20, 2008, Board Meeting
There being no corrections to the minutes, the minutes were approved by the board.

Minutes from the April 16, 2008, Annual Membership meeting at TLA were also distributed. Pat Smith requested that names of board members who attended be added to the minutes.

3. Treasurer’s Report
President Darryl Tocker submitted the Treasurer’s Report. He noted that the finances are in good shape and that there have been healthy donations made. A Balance Sheet will be published in the future. Darryl and Mickey are working on a format that will change the presentation of the finances.

There have been several nice donations dedicated to the building project. Tom Sweazea, a supporter and volunteer of the Talking Book Program, has donated $20,000 in honor of his mother. This donation will fund one of the new recording booths. The donation will be acknowledged and mentioned in a future publication of the Friends Newsletter.

Charlotte reported that she is reviewing several foundations for possible grantn applications. However, it would be beneficial in proposals to foundations if she could say that there is 100% participation from the Board. She distributed contribution envelopes to those in attendance. TSLAC Staff is at 100% participation in their fundraising efforts. It was agreed that a form needs to be placed on the Web so that individuals can download it, make donations and send them in.

4. Texas State Library and Archives Commission Report
Peggy reported that the construction/renovation is going strong. Work on the ground floor began in May. The central stairway of the building will be demolished and re-built to serve as the chase for all information technology lines in the building. About 35 TSLAC staff from the Zavala Building will be moving in July to 1101 Camino La Costa, a building that houses the Texas Real Estate Commission. The space is made available to TSLAC at no charge by the Texas Department of Health and Human Services. Staff who will be moving are Talking Book Program staff from the second and fourth floors and Accounting staff from the fourth floor. At the same time, Archives staff from the first floor will move to the third floor and executive staff except for Ed Seidenberg will move to the fourth floor of the de Zavala building. Ed is moving to Camino La Costa. In the fall, another 35 staff from Library Resource Sharing and Library Development will move to the Camino La Costa location.
By vacating the first and second floors at the same time, work on the first and second floors will help move TSLAC’s construction time line forward

Dianna Dorman was not certain what was going to happen to the Talking Book Program recording work; the booths can not be moved and depending on the noise levels it was unclear if volunteers could still record. Marvin Rich suggested that the program could partner with UT School of Music, KUT or KLRU in order to continue recording during construction.

While $15.5 million was budgeted for building materials, prices have skyrocketed. The budget has to be adjusted to cover costs and items that were not anticipated. For example, the original plan was to reuse the old windows; however during the asbestos abatement, removing the grout around the windows, caused the windows to break. $150,000 is needed for new windows.

The Capital Campaign is critical and necessary to cover items that were not budgeted for, i.e., furnishings, equipment, shelving, etc.

Funds will also be sought for expanding the northeast and southeast corners of the building to allow for a 20-year growth. Funding needs to be an exceptional item in the Legislative Appropriations Request, after the Texas Facilities Commission updates their numbers and an archival expert evaluates the collection for proper archival storage.

The Summerlee Foundation submitted a letter of intent for $500,000 over a two-year period. They are very interested in the project and want to help. They are particularly interested in funding the conservation lab.

The Dell Corporation hasn’t come through with any donations yet. Charlotte will follow up with Commissioner Scott McAfee, who works at Dell.

The Friends assisted with the 50th anniversary of the Texas Reading Club held in the Senate Chamber and the reception room of the Lt. Governor’s Office.

David’s Gracy’s book on the history of the Texas State Library and Archives will be featured at the Book Festival and at the 2009 TLA Annual Meeting.

2009 marks the Centennial of TSLAC, which was created on March 19, 1909. If you have any exciting ideas to help celebrate, please let Peggy know. Send Peggy names of people who might be good on the advisory committee. She is looking for creative, enthusiastic individuals who have lots of ideas.

5. Membership Renewals
Looking at membership gifts.

Erica McEwen left the TSLAC Communications office and took a position with Cap Metro. A new communications officer will begin July 1.

The fire at the Governor’s Mansion is going to present a challenge to TSLAC as funds could be taken away from our renovation and channeled to the mansion.

Visibility will bring attention to what the agency does and the treasures it protects. There could be positive opportunities resulting from the fire: the Daniel’s residence was built off the Governor’s Mansion plans. Architects have been consulting and researching with TSLAC staff about the mansion. This could be a good time to make people aware of what TSLAC has, think of ideas and ways to communicate this. Security and fire protection have raised the profile of preserving Texas history.

We need to reach out to members and push to get membership dollars. Coordinate this effort with Lori.

6. Old Business
TLA Membership Meeting in April went well, it was a wonderful program and a new slate of officers was elected.

David Gracy and two of his colleagues will be on a panel and present the History of the State Library for TLA’s 2009 Conference.

7. New Business
The 2009 TLA Annual Conference was covered in old business.

Proposal
Kathleen Jenkins, who is working on another program, proposed partnering with TSLAC for a series of stories and historical vignettes online and on the radio, presenting weekly programs for 52 weeks that would center around the Centennial.

Kathleen would do the fundraising and will need to coordinate with our fundraising efforts. Charlotte, Tracy and Peggy would meet with Kathleen to tailor the program – focus on staff to talk about events or people, and find individuals with good voices. The Friends Board will get to read through her material.

Darryl asked that we table the proposal. It first needs to go to The Commission, which meets on August 4th, to see how it will impact TSLAC. Darryl will touch base with Kathleen about the proposal.

There will be no formal meeting in July.

President Tocker adjourned the meeting at 2:45 PM.

Members Present: Darryl Tocker, Sue Bilich, Dianna Dorman, Susan Smith Dorsey, Ramon Noches, Sally Reynolds, Peggy D. Rudd and Pat Smith

Members Present via Teleconference: Lori Brix, Marvin Rich, Carol Roark and Mickey Schott

Staff Present: Charlotte McCann

Guests Present: Tracy Lash and Peggy Oster

Respectfully submitted:

Susan Smith Dorsey
Secretary