Texas State Library and Archives Commission

Texas State Library and Archives Commission:

An Inventory of State Library and Archives Commission Meeting Files at the Texas State Archives, 1909-2005



Overview

Creator: Texas State Library and Archives Commission.
Title: State Library and Archives Commission meeting files
Dates: 1909-2005
Abstract: The mandates of the Texas State Library and Archives Commission include the following: to preserve the record of government for public scrutiny, to secure and make accessible historically significant records and other valuable resources, to meet the reading needs of Texans with disabilities, and to build and sustain statewide partnerships to improve library programs and services. The functions are documented in the minutes, agenda, and other meeting materials of the governing body--the Texas Library and Historical Commission (1909-1979), and the Texas State Library and Archives Commission (1979-2005). Minutes of the Texas Library and Historical Commission date 1909-1979; minutes of the Texas State Library and Archives Commission date 1979-2005; agenda are filed with the minutes dating 1988-2005; and indexes of minutes date 1951-1993. The supporting documentation dates 1989 and 1995-2001.
Quantity: 5.75 cubic ft.
Language: These materials are written in English.
Repository: Texas State Archives

Agency History

The modern history of the Texas State Library begins with the creation of the Texas Library and Historical Commission in 1909 (House Bill 142, 31st Texas Legislature, Regular Session). The Commission was charged with the control and administration of the State Library whose functions would include historical work, legislative reference, and encouragement of library development in Texas. E. W. Winkler was appointed State Librarian at the Commission's first meeting, March 29, 1909.

Gradually, all the Commission's mandates have been addressed. Historical work began with Cadwell Walton Raines in 1891, who as State Librarian began to rebuild the State Library's holdings, destroyed by the Capitol fire in 1881. Legislative reference formally got under way in 1910 with the appointment of a Legislative Reference Librarian. In 1916, the Library offered twelve different traveling libraries to communities in Texas to concretely demonstrate the value of libraries. In 1917, an effective county library law was passed; and, in 1920, the first county library was established. In 1927, the position of Library Organizer was created. Books for the blind were available through the Library in 1919.

An estimate of the Library's holdings in 1931 specified 88,800 bound volumes, 85,000 pamphlets, and 85,000 manuscripts. The Depression was a time of salary reductions, little book buying, and curtailed extension activity.

Following World War II, the State Library entered a period of expansion to meet the increasing demands placed on it by the public and by state government. The Library responded with greatly increased budget requests for new programs to meet these needs.

In 1956, the Archives Division was forced by the crowded conditions in the Capitol Complex to move to a quonset hut at Camp Hubbard. The Library and its friends had long been seeking a separate and appropriate building for the Archives and Library, and the move to the quonset hut was a rallying point. Funds were appropriated in 1957 and the Library moved to the newly constructed Lorenzo de Zavala State Archives and Library Building in 1961.

When created in 1909 (House Bill 142, 31st Texas Legislature, Regular Session), the Texas Library and Historical Commission was composed of five members: the Superintendant of Public Instruction, the chairman of the University of Texas History Department, plus three public members appointed by the governor, with concurrence of the Senate, for two-year terms. In 1919 (Senate Bill 88, 36th Texas Legislature, 2nd Called Session), the composition of the Commission was changed to five public members appointed by the governor for 6-year terms. In 1953 (House Bill 762, 53rd Texas Legislature, Regular Session), an extra member was added, bringing the number up to six. In 1979 (House Bill 1429, 66th Texas Legislature, Regular Session), the name of the commission was changed to the Texas State Library and Archives Commission, still composed of six members. In a statewide move to prevent tied votes in boards containing even numbers of members, an additional public member was added in 2003 (Senate Bill 287, 78th Texas Legislature, Regular Session), raising the number to seven.

The Commission appoints the State Librarian and Director who serves as the executive officer of the Texas State Library and Archives Commission as well as the executive and administrative officer of the agency. Duties of the State Librarian and Director are to record the proceedings of the Commission and keep account of its financial transactions; approve expenditures made in connection with the State Library; have charge of the State Library and materials contained therein; demand and collect records of state agencies and officials not connected to their current duties; endeavor to collect manuscript records in the hands of private individuals; procure archives of the state which have been removed, including those found in Mexico and other states; preserve historical relics and memorabilia which come into possession of the State Library; give proper attention to the care and availability of the archives in custody of the State Library; make a biennial report to the Governor; and ascertain the condition of all public libraries in the state and report the results to the Commission. Additionally, the State Librarian and Director is authorized by law to transfer, dispose, or otherwise destroy records in his custody which have no permanent value.

The State Librarian and Director oversees the operations of the divisions in the State Library through which his duties and responsibilities are carried out. Divisions as of 1984 were Administration (includes offices of the State Librarian, Assistant State Librarian, and publications), Administrative Services (includes personnel, accounting, building services, purchasing, and a print shop), Archives (administers the permanently valuable official records of the state and related historical materials), Data Processing (provides computer operations and assistance to the divisions), Blind and Physically Handicapped (provides materials for blind and disabled patrons), Information Services (includes genealogy, reference, U.S. and Texas documents programs, and technical services), Library Development (works with public libraries to secure funding, etc.), Local Records (operates a depository program for county records), and Records Management (provides records management assistance to state agencies and ensures records are sent to the Archives for permanent storage or are disposed of due to a non-permanent value).

By 1995, the divisions had been condensed into Administrative Services, Automated Information Systems, the Talking Book Program (providing services to all disabled Texans), Archives and Information Services (combining the majority of the old programs of the Archives and the Information Services and managing Regional Historical Resource Depositories), Technical Services (responsible for acquisitions, cataloging, processing and binding of library materials), Statewide Library Development (to promote and improve Texas libraries), and State and Local Records Management. Since 1995, the Executive Office has been the unit incorporating the Public Information Office and the offices of the Assistant Librarian and the Director and Librarian.

(Sources include previous finding aids, Texas Government Code, Chapter 441, and the enabling legislation.)


Scope and Contents of the Records

The mandates of the Texas State Library and Archives Commission include the following: to preserve the record of government for public scrutiny, to secure and make accessible historically significant records and other valuable resources, to meet the reading needs of Texans with disabilities, and to build and sustain statewide partnerships to improve library programs and services. The functions are documented in the minutes, agenda, and other meeting materials of the governing body--the Texas Library and Historical Commission (1909-1979), and the Texas State Library and Archives Commission (1979-2005).

Minutes of the Texas Library and Historical Commission date 1909-1979; minutes of the Texas State Library and Archives Commission date 1979-2005; agenda are filed with the minutes dating 1988-2005; and indexes of minutes date 1951-1993. Minutes are created to document in a thorough but usually summary fashion the official actions of the commission in its meetings. Agenda inform the public as to what will be discussed and/or decided at each commission meeting. These discussions and actions include, but are not limited to, the following: budgets, internal audits, legislation, long range plans, proposal and adoption of administrative rules, committee reports, construction projects, loans of archival records and their return, regional historical resource depositories, state and national conferences on library and information services, agreements with state universities and other repositories in the state regarding records of certain governors, adoption of state and local government records retention schedules, appointments to the Library Systems Act Advisory Board and the Library Services and Construction Act Advisory Council, etc. Occasional supporting documentation found in the minutes includes correspondence, resolutions, presentations, etc. The supporting documentation currently dates 1989 and 1995-2001, and includes drafts of minutes and agenda, correspondence, proposed and adopted rules and amendments, presentations, legislative appropriations requests, operating budgets, strategic plans, etc.

Also included is one set of minutes, dating December 1973, for the Texas State Board of Library Examiners.

To prepare this inventory, the described materials were cursorily reviewed to delineate series, to confirm the accuracy of contents lists, to provide an estimate of dates covered, and to determine record types.


 

Arrangement of the Records

These records are arranged by the creating agency chronologically, with supporting documentation listed separately.

Restrictions

Restrictions on Access

Materials do not circulate, but may be used in the State Archives search room. Materials will be retrieved from and returned to storage areas by staff members.

Restrictions on Use

Most records created by Texas state agencies are not copyrighted and may be freely used in any way. State records also include materials received by, not created by, state agencies. Copyright remains with the creator. The researcher is responsible for complying with U.S. Copyright Law (Title 17 U.S.C.).

Technical Requirements

None.


Index Terms

The terms listed here were used to catalog the records. The terms can be used to find similar or related records.
Corporate Names:
Texas Library and Historical Commission.
Texas. State Board of Library Examiners.
Subjects:
State libraries--Texas.
Libraries--Texas.
Library commissions--Texas.
Document Types:
Agendas--Texas--State libraries--1988-2005.
Minutes--Texas--State libraries--1909-2005.
Indexes--Texas--State libraries--1951-1993.
Functions:
Administering state libraries.

Related Material

The following materials are offered as possible sources of further information on the agencies and subjects covered by the records. The listing is not exhaustive.

Texas State Archives
Texas State Library and Archives Commission, Records, 1857-1979, undated, 40 linear ft.
Texas State Library and Archives Commission Director and Librarian's records, 1939-1999, bulk 1962-1995, 39.56 cubic ft.

Administrative Information

Preferred Citation

(Identify the item), Texas State Library and Archives Commission meeting files. Archives and Information Services Division, Texas State Library and Archives Commission.

Accession Information

Accession numbers: 1998/158, 1999/158, 2000/087, 2000/102, 2000/200, 2001/040, 2002/117, 2002/138, 2003/093, 2004/057, 2004/177, 2005/072, 2005/132, 2006/208, 2008/099

These records were transferred to the Archives and Information Services Division of the Texas State Library and Archives Commission by Administrative Division of the Texas State Library and Archives Commission on June 9, 1998; May 27, 1999; December 28, 1999; January 21, 2000; August 29, 2000; October 18, 2000; April 1, 2002; May 31, 2002; December 23, 2002; November 14, 2003; December 20, 2004; March 29, 2005; January 25, 2006; and February 26, 2008; and by the Texas Legislative Reference Library on June 23, 2004.

The meeting files of the Texas State Library and Archives Commission have always been in the custody of the agency.

Processing Information

Tony Black, February 2006, February 2008

Other Formats for the Records

Minutes dating 1909-1979 have been microfilmed (listed in the inventory below).

The Texas State Library and Archives Commission periodically mounts its agenda and minutes in HTML format on the agency website (http://www.tsl.state.tx.us/agency/commission/meetings/index.html). As of March 2008, this includes agenda for January 1999-August 2007, and minutes for January 1999-June 2007.


Detailed Description of the Records

 

Texas State Library and Archives Commission meeting files, 1909-2005,
5.75 cubic ft.

Box
306-1 Texas Library and Historical Commission minutes, 1909-1979
Minute book, March 1909-April 1946
Minute book, November 1945-August 1951
Reel
3250 Minutes, 1909-1979
Box
1998/158-2 Texas State Board of Library Examiners minutes, 1973
Minutes, December 1973
Box
1998/158-1 Texas Library and Historical Commission minutes, 1951-1979
Minutes, October and December 1951
Minutes, March, May, August, and November 1952
Minutes, January, August, and November 1953
Minutes, January, March, May, and September 1954
Minutes, January, May, and September 1955
Minutes, April, May, July, and November 1956
Minutes, January, April, and July 1957
Minutes, January, May, and June 1958
Minutes, August and October 1958
Minutes, March, May, and September 1959
Minutes, January and April 1960
Minutes, June and August 1960
Minutes, September and December 1960
Minutes, April and June 1961
Minutes, September, October, and December 1961
Minutes, February, May, and September 1962
Minutes, January and November 1963
Minutes, March and May 1964
Minutes, January and September 1965
Minutes, July 1966 May and September 1967
Minutes, January and December 1968
Minutes, May and September 1969
Minutes, June and September 1970
Minutes, May 1971
Minutes, June 1971
Minutes, September 1971
Minutes, January 1972
Minutes, July 1972
Minutes, September 1972
Minutes, January 1973
Minutes, May 1973
Minutes, August 1973
Minutes, September 1973
Minutes, March 1974
Minutes, April 1974
Minutes, May 1974
Minutes, July 1974
Minutes, October 1974
Minutes, January 1975
Minutes, May 1975
Minutes, June 1975
Minutes, September 1975
Minutes, December 1975
Minutes, January 1976
Minutes, February 1976
Minutes, June 1976
Minutes, August 1976
Minutes, November 1976
Minutes, January 1977
Minutes, March 1977
Minutes, April 1977
Minutes, September 1977
Minutes, December 1977
Minutes, March 1978
Minutes, May 1978
Minutes, June 1978
Minutes, October 1978
Minutes, January 1979
Minutes, May 1979
Box
1998/158-2 Texas State Library and Archives Commission minutes, 1979-1985
Minutes, October 1979
Minutes, November 1979
Minutes, February 1980
Minutes, May 1980
Minutes, July 1980
Minutes, October 1980
Minutes, August 1981
Minutes, November 1981
Minutes, December 1981
Minutes, May 1982
Minutes, September 1982
Minutes, October 1982
Minutes, May 2, 1983
Minutes, May 20, 1983
Minutes, June 1983
Minutes, September 1983
Minutes, December 1983
Minutes, February 1984
Minutes, May 1984
Minutes, June 1984
Minutes, September 1984
Minutes, January 1985
Minutes, February 1985
Minutes, June 1985
Minutes, September 1985
Minutes, November 1985
Box
2008/099-1 Minutes, May 1986
Minutes, July 1986
Minutes, October 1986
Minutes, November 1986
Minutes, January 1987
Minutes, April 1987
Minutes, July 1987
Minutes, November 1987
Minutes, May 1988
Texas State Library and Archives Commission minutes and agenda, 1988-2005
Minutes and agenda, July 1988
Minutes and agenda, October 1988
Minutes and agenda, April 1989
Minutes and agenda, October 1989
Minutes and agenda, January 1990
Minutes and agenda, March 1990
[including Report of Records Management and Preservation Advisory Committee]
Minutes and agenda, May 1990
Minutes and agenda, July 1990
Minutes and agenda, February 1991
Minutes and agenda, July 1991
Minutes and agenda, September 1991
Minutes and agenda, December 1991
Minutes and agenda, March 1992
Minutes and agenda, May 1992
Minutes and agenda, July 1992
Minutes and agenda, August 1992
Box
2008/099-2 Minutes and agenda, October 1992
Minutes and agenda, November 1992
Minutes and agenda, February 1993
Minutes and agenda, July 1993
Minutes, October 1993
Minutes, December 1993
Minutes and agenda, March 1994
Minutes and agenda, May 1994
Minutes and agenda, July 1994
Minutes and agenda, September 1994
Minutes and agenda, December 1994
Minutes, January 1995
Minutes, February 1995
Minutes, March 9-11, 1995
Minutes, March 20, 1995
Minutes, May 1995
Sign-in sheet, July 1995
Minutes and agenda, September 1995
Minutes and agenda, October 1995
Minutes and agenda, January 1996
Minutes and agenda, April 1-2, 1996
Minutes and agenda, April 26, 1996
Minutes and agenda, May 1996
Minutes and agenda, July 1996
Minutes and agenda, August 1996
Minutes and agenda, November 1996
Box
2004/177 Minutes, January 1996 thru November 1997
Box
1999/158 Minutes and agenda, November 1996
Minutes and agenda, February 1997
Minutes and agenda, March 1997
Minutes and agenda, May 1997
Minutes and agenda, August 1997
[including Audit Committee]
Minutes and agenda, November 1997
Minutes and agenda, January 1998
Minutes, February 1998
Agenda, April 1998
Minutes and agenda, May 1998
Minutes, July 1998
Minutes and agenda, September 1998
Minutes, November 1998
Minutes, January 1999
Minutes and agenda, March 1999
[including Audit Committee]
Minutes, May 1999
[including Audit Committee]
Minutes, June 1999
Minutes and agenda, July 1999
[including Audit Committee and Audit Plan/Report]
Minutes and agenda, August 1999
Minutes and agenda, November 1999
Minutes and agenda, January 2000
[including Audit Committee]
Minutes and agenda, March 2000
Minutes, May 2000
Minutes and agenda, July 2000
Audit Committee minutes and agenda, July 2000
Minutes and agenda, September 2000
Audit Committee minutes and agenda, September 2000
[February 2001 missing]
Box
2003/093 Minutes and agenda, March 2001
Minutes and agenda, May 2001
[including Audit Committee]
Minutes and agenda, July 2001
[including Audit Committee]
Minutes and agenda, September 2001
[including Audit Committee]
Minutes and agenda, November 2001
[including Audit Committee]
Minutes and agenda, January 2002
Minutes and agenda, March 2002
[including Audit Committee]
Minutes, May 2002
Minutes and agenda, July 2002
Minutes and agenda, September 2002
Minutes and agenda, November 2003
Minutes and agenda, February 2003
[including Audit Committee]
Minutes and agenda, April 2003
[including Audit Committee]
Minutes and agenda, May 2003
[including Audit Committee]
Minutes and agenda, July 2003
[including Audit Committee]
[November 2003 missing]
Minutes, January 2004
Minutes, March 2004
Minutes, May 2004
[including Audit Committee]
Minutes, August 2004
[including Audit Committee]
Minutes, September 2004
[including Audit Committee]
[April 2005 missing]
Minutes and agenda, May 2005
[including Audit Committee]
Minutes and agenda, August 2005
[including Audit Committee]
Minutes and agenda, September 2005
[including Audit Committee]
Minutes, November 2005
Minutes, December 2005
Box
1998/158-1 Indexes of minutes, 1951-1993
Index of minutes (Book I), October 18, 1951-May 1, 1971
Index of minutes (Book II), June 1, 1971-August 26, 1976
Index of minutes (Book III), November 6, 1976-March 9, 1978
Index of minutes (Book IV), May 12, 1978-December 11, 1981
Index of minutes (Book V), May 7, 1982-November 1, 1985
Box
2008/099-1 Index of minutes (Book VI), May 2, 1986-August 27, 1992
Box
2008/099-2 Index of minutes (Book VII), October 23, 1992-December 9, 1993
Box
2000/102-1 Texas State Library and Archives Commission meetings--supporting documentation, 1989, 1995-2001
October 1989
May 1995
July 1995
September 1995
[3 folders]
October 1995
[3 folders]
January 1996
Box
2000/102-2 April 1, 1996
April 26, 1996
May 1996
[2 folders]
July 1996
[2 folders]
August 1996
[2 folders]
Box
2000/102-3 November 1996
[3 folders]
Box
2000/200 February 1997
March 17, 1997
March 21, 1997
May 1997
August 1997
November 1997
January 1998
February 1998
April 1998
May 1998
July 1998
Box
2002/117 November 1998
January 1999
March 1999
May 1999
June 1999
July 1999
November 1999
January 2000
Box
2005/132 March 2000
May 2000
July 2000
Audit Committee, July 2000
September 2000
November 2000
July 2001
September 2001