Welcome to the Friends of the Libraries & Archives of Texas

Friends of Libraries and Archives of Texas Executive Board Meeting
June 19, 2009 - 1:30 p.m.
Texas State Library & Archives Commission
Lorenzo de Zavala Archives and Library Building
Room 414, 1201 Brazos Street, Austin, Texas

Welcome

Attending: Darryl Tocker, Sue Bilich, Lori Brix, Dianna Dorman, Pat Smith, and Peggy Rudd; joining via conference call: Sally Reynolds, Marvin Rich, and Carol Roark.

TSLAC & Friends staff: Derick Hackett and Charlotte McCann.

Call to Order

Darryl Tocker called the meeting to order at 1:30 p.m., following a deli lunch and tour of the newly renovated first and second floors

Review and Approval of Minutes from the March 6, 2009, Board Meeting

Minutes were approved subject to the following correction under New Business; Board Nominations: Darryl Tocker indicated that he would be glad to continue for an additional full term as board member, and, if elected, would continue as president for the next year.

Review of Minutes from the April 1, 2009, Annual Membership Meeting

Minutes from the annual membership meeting were presented for review. They will be voted on for approval at next year's annual meeting.

Treasurer’s Report

Darryl Tocker submitted the Treasurer’s Report for the calendar year through June 19, 2009. Mickey Schott is preparing a detailed Friends tax filing for IRS. The Friends is required to file the IRS 990 nonprofit tax return this year, having passed a specific income and fundraising threshold that triggers the filing requirement.

Darryl noted that actual income is very close to budget. Darryl also called attention to Pass-Through Income, which contains funds for a Council of State Archivists reception to be held at the Zavala building in August.

Texas State Library Report

Peggy Rudd provided an update on the construction renovation. The ground floor is complete and staff is getting settled. The move to the 1st and 2nd floors is expected to be close to on schedule, though the sequencing of the move is complex. Staff should be settled there by the end of summer. Demolition of the 4th floor will begin as soon as the move has occurred, followed by the 3rd floor. Elevators will be taken out of service one at a time to refurbish. The freight elevator will be done last.

Sally Reynolds asked whether TSLAC had received the funds appropriated by the Legislature for furnishings and shelving. The funding bill awaits the governor’s signature, and which is expected by Sunday, June 21. Peggy is holding orders for shelving until Monday, June 22. The Comptroller will notify TSLAC when funds are released. She explained that funding for furnishings is on a different track because furniture orders require much more lead time in order to be ready in time for move-in. Furnishings have been ordered, and funds to pay for them will be covered by the Texas Facilities Commission. TSLAC will then reimburse TFC with appropriated funds.

Capital Campaign & Membership Report

Charlotte McCann provided an update on fundraising since the March 6, 2009, board meeting. The Friends received a challenge grant from Houston Endowment, Inc. It is a 1-to-3 match. If the Friends raises $1.3 million in funds and pledges by March 2010, the Houston Endowment will grant $500,000 to complete the first phase (first third) of the Campaign. Darryl Tocker and Charlotte will approach foundations with this goal specifically in mind.

The Friends held two cultivation events: “A Taste of Texas Treasures” in Houston during the Texas Library Association Annual Conference, and “Friends and Flags” in Liberty at the Sam Houston Regional Library on May 5. The Houston event has generated $750 to date, but more is expected by the end of the year. The Liberty event has generated close to $5,000 to date. TSLAC Chair Sandra Pickett coordinated the Liberty event, with the support of the Atascosito Historical Society and TSLAC and Friends staff.

Charlotte asked board members to confirm their receipt of the Summer 2009 Friends Forecast, which was recently mailed.

Old Business:

No old business was brought before the board.

New Business:

Web Site Redesign:
Lori Brix presented designs for a revamped Friends Web site. Her firm, Silent Partners, has donated their services for the design phase. It is being developed with future expansion in mind as new needs are identified and new features developed. Once Silent Partners receives the needed additional source materials, they will finish the design for the current version and set up a dummy site for Friends board members to visit and comment on before the final version goes live.

Lori proposed to include a back-end part of the Web site accessible via password to board members, for internal communications and materials.

Darryl observed that the Friends has gone from a single page on the TSLAC Web site to having its own URL and now this newest phase.

Friends TLA 2010 Program:
Darryl proposed a program on developing Friends groups for the Friends’ 2010 TLA Program and Annual Membership Meeting. The presentation would include how to initiate, develop, and support Friends groups; when to become a 501(c)(3); and the value of Friends organizations, particularly for public libraries.

Darryl noted that David Gracy’s book on the history of the Texas State Library should be released just in time for the TLA Annual Conference, and proposed hosting a book signing and perhaps a reception for Dr. Gracy at the annual meeting. Peggy Rudd noted that UT Press has requested guidance on how many to print.

Marvin Rich suggested approaching the living former governors (Bush, Clements, White, and Briscoe) to support the Capital Campaign, and to acknowledge their contribution in a supplement to the book. This prompted a discussion about how best to approach the governors, particularly Governor Briscoe. Sally noted that during the TLA Legislative Days legislative visits, Harvey Hilderbrand had offered his help in whatever way possible. Now that the session has ended, this would be a good time to ask him to contact Governor Briscoe.

Darryl asked Mickey Schott, JoAnne Moore, and Marvin Rich, whose terms were expiring in April, to continue for another term. He then nominated the existing slate of incumbents as officers and board members. He will be glad to extend his term for an additional three years, and to continue to serve as president, if elected, for one more year.

Darryl requested and received the board's approval to move ahead with the TLA Friends program as presented.

There being no additional new business, the meeting adjourned at 2:28 p.m.