Texas State Library and Archives Commission
November 1, 2013

Minutes

The Texas State Library and Archives Commission met on Friday, November 1, 2013, at the Lorenzo de Zavala State Archives and Library Building, 1201 Brazos Street, Austin, Texas.

1. Oath of Office for reappointed commissioners.

Governor Rick Perry reappointed Chairman Waters and Commissioner McAfee to the commission for terms expiring September 2019. Tracy Kuhn Lash, notary, administered the oath of office.

2. Approve minutes of July 30, 2013 and August 29-30, 2013 Commission and Audit Meetings.

Commissioner Carr moved to approve minutes of the July 30, 2013 and August 29-30, 2013 Commission and Audit meetings. Commissioner Holt seconded. Motion passed.

3. Public comment.
   
   Heather Reynolds welcomed Mark Smith to his new position and said the Central Texas Library System stands ready to support Commission efforts. Gretchen Pruett thanked the Commission for its hard work and said the librarians of the state appreciate the difficult task in the process of selecting a new Director and Librarian. Chairman Waters thanked Ms. Pruett for her testimony during the 83^rd Legislative session. Lisa Charbonnet also thanked Ms. Pruett for her testimony and thanked the Commission for the job it has done. She invited the commission to visit the new expanded library in Pflugerville.

4. Renewal of conflict of interest statements and conflict of interest disclosures for this meeting.

Pursuant to state statutes and rules governing conflicts of interest related to contracts, payment and other monetary transactions, Donna Osborne requested commissioners and executive staff complete conflict of interest forms.

5. Review of consent agenda: non-substantive corrections in other agenda items such as spelling, numbering, punctuation, grammar, or other revisions. Non-substantive typographical errors were noted.

6. Employee of the Quarter introductions.

Mark Smith introduced recent Employees of the Quarter: State and Local Records Management Division employees Bobby French, records center specialist, and Dee Riley, records center coordinator, and Denise Hendlmyer, BTOP Grant Coordinator in the Library Development and Networking Division.

At this point in the meeting, Chairman Waters recessed the meeting for lunch and reconvened the meeting at 1:07 p.m. taking up Agenda Item 16.

16. Report on agency financial information.

Donna Osborne presented a fiscal year-end report on agency financial information that included all encumbrances through August 31, 2013 and expenditures through September 30, 2013 and responded to questions from the commission about the report.

7. Review and approve Audit Committee recommendations regarding

1. Internal Audit of Limited Scope Desk Reviews of Selected Grantees
2. Follow-up to the Internal Audit of the Sam  Houston Regional Library and Research Center
3. Texas Workforce Commission Review of Personnel Policies and Procedural Systems
4. Annual Internal Audit Report for Fiscal Year 2013
5. Internal Audit Plan for FY 2014.

Audit Committee Chairman McAfee reported that the Audit Committee had unanimously approved and recommended for approval to the Commission the Internal Audit of Limited Scope Desk Reviews of Selected Grantees, the Follow-up to the Internal Audit of the Sam Houston Regional Library and Research Center, the Annual Internal Audit Report for Fiscal Year 2013 and the Internal Audit Plan for FY 2014 and recommended approval to the commission. No second required. Motion passed.

8. Report of the Interim Director and Librarian. Edward Seidenberg provided a written report on agency activities and initiatives and responded to questions from commissioners.
    
9. Review and approve contracts greater than $100,000.

Deborah Littrell requested approval of renewal of the American Chemical Society subscription database contract offered through the TexSelect program. TSLAC negotiates the contract and offers the subscription to libraries which pay for the databases. The contract period runs from January 1, 2014, through December 31, 2014. Commissioner Carr moved to approve. Commissioner Holt seconded. Motion passed.

10. Adoption of amendment to 13 TAC 2.119, regarding the submission of multiple grant applications.

Deborah Littrell requested adoption of revised rule 13 TAC 2.119 regarding the submission of multiple applications for competitive grants. Commissioner McAfee moved to adopt the amended rule. Commissioner Carr seconded. Motion passed.

11. Adoption of amendment to 13 TAC 2.310, regarding goals and purposes of Library Cooperation grants.

Deborah Littrell requested adoption of revised rule 13 TAC 2.420 regarding goals and purposes of Library Cooperation grants. Commissioner Carr moved to adopt the amended rule. Commissioner Pickett seconded. Motion passed.

12. Adoption of amendment to 13 TAC 2.512, regarding the award criteria for TexTreasures grants.

Deborah Littrell requested adoption of revised rule 13 TAC 2.512, regarding the award criteria for the TexTreasures competitive grant program. Commissioner Carr moved to approve. Commissioner Givens seconded. Motion passed.

13. Adoption of amendment to 13 TAC 2.711, regarding eligible applicants for Texas Reads grants.

Deborah Littrell requested adoption of rule 13 TAC 2.711, regarding the eligibility of applicants for the Texas Reads competitive grant program. Commissioner Carr moved to approve. Commissioner Freeman seconded. Motion passed.

14. Report on the State and Local Records Management Division.

Craig Kelso presented a report on FY2013 Training Statistics for the Records Management Assistance unit of the State and Local Records Management Division.

15. Report on the Archives and Information Services Division.

Jelain Chubb provided a report on activities in the Archives and Information Services Division including a partnership with the Texas Historical Foundation and the announcement that the agency’s public service areas in the Lorenzo de Zavala State Archives and Library Building will be open every second Saturday during 2014 beginning January 11, 2014. Ms. Chubb also presented a slide show to the Commission illustrating upgrades and improvements in storage in the State Archives and at the Sam Houston Regional Library and Research Center as a result of a $215,000 legislative appropriation. Commissioner Freeman suggested presenting the illustrations to Rep. John Otto. She also stated she appreciated the supplemental reports from ARIS and SLRM and would like to see a supplemental report on the Talking Book Program at future commission meetings.

17. Discussion of federal maintenance of effort requirement issues.

Mark Smith updated the commission on agency efforts and strategy to appeal the Institute of Museum and Library Services’ decision to deny the agency waiver to the federal maintenance of effort requirement and responded to questions from the Commission. The agency learned October 1, 2013 that the agency’s request for a waiver had been denied but IMLS procedures allow for an appeal due November 30, 2013. Director Smith said he has directed staff to audit all past reports, appropriations to other agencies to further analyze how TSLAC budget cuts compared to other state agencies and also to look at other states denied a waiver. After discussion, Chairman Waters asked staff to inform him of any role the Commission can play in the process.

18. Discussion of historical documents from the Texas revolution era.

No discussion was held on this agenda item.

19. Executive session, as authorized by Texas Government Code §551.071, and §551.074, regarding consultations with attorney and personnel matters, respectively.

No executive session was held.

There being no further business before the commission, Chairman Waters adjourned the meeting at 2:58 p.m.