Texas State Library and Archives Commission
November 7, 2014

Minutes

The Texas State Library and Archives Commission met on Friday, November 7, 2014, in the City Commission Chambers, 101 S. Washington Street, Rio Grande City, Texas.

1. Welcome, introductions and general announcements.

   Chairman Waters thanked Norma Fultz, Mayor Ruben O. Villarreal and State Representative Ryan Guillen for the warm welcome the commission had received from the citizens of Rio Grande City noting that the conversations with city officials and staff, librarians and library supporters, tour of the city, library and other activities were well worth the travel many times over.

2. Approve minutes of August 1, 2014 Commission Meeting.

   Commissioner Carr moved to approve minutes of the August 1, 2014 Commission meeting with corrections noted. Commissioner McAfee seconded. Motion passed.

3. Public Comment.
   
   Mayor Ruben O. Villarreal and State Representative Ryan Guillen each separately addressed the commission, welcoming them to Rio Grande City and thanking them for the work the agency does.

4. (a) Annual compliance statements. (b) Conflict of interest disclosures.
   
   Donna Osborne distributed the annual compliance statements for commission signatures and responded to questions. No conflicts of interest needed to be disclosed.

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 identified.

6. Review and approve Audit Committee recommendations regarding:

   1. Audit on Records Center Services/Document Imaging Services.
   2. Audit on Grants Management.
   3. Annual Internal Audit Report for Fiscal Year 2014.
   4. Contract for Internal Audit Services for FY 2015.
   5. Biennial review and approval of the agency’s fraud prevention program.
      
      Commissioner McAfee presented recommendations from the Audit Committee for full commission approval. He recommended approval of the Audit on Records Center Services/ Document Imaging Services. No second required. Motion passed. Commissioner McAfee recommended approval of the Audit on Grants Management. No second required. Motion passed. Commissioner McAfee recommended approval of the Annual Internal Audit Report for Fiscal Year 2014. No second required. Motion passed. Commissioner McAfee recommended approval of the Contract for Internal Audit Services of FY2015. No second required. Motion passed. Commissioner McAfee said the Audit Committee had removed one sentence from the Possession of Weapons section in the agency’s fraud prevention program and recommended approval as edited. No second required. Motion passed.

7. Report on Maintenance of Effort Waiver decision.
   
   Mark Smith informed the commission that the Institute of Museum and Library Services had granted the agency a waiver for its maintenance of effort requirement for the Fiscal Year 2015 Grants to States allotment, but noted that IMLS strongly encourages the agency to continue monitoring state funding for library services to ensure that federal funds enhance and not replace state spending.

8. Review and approve acceptance of grants, and gifts greater than $500.
   
   Mark Smith requested commission acceptance of a $62,500 gift from John Nau to enable the agency to purchase an historical artifact for its collection. Commissioner Carr moved to accept the gift. Commissioner Holt seconded. Motion passed.

9. Review and approve contracts greater than $100,000, and contract renewals.
   
   Deborah Littrell requested approval of a contract for $336,000 with the Harwood Institute for Public Innovation for three Public Innovator Labs to be held in the Spring of 2015 at locations around the state. Commissioner Pickett moved to approve. Commissioner Carr seconded. Commissioner McAfee returned to the meeting. Motion passed.
   
   Deborah Littrell requested renewal of the online database contract with the American Chemical Society, offered through the TexSelect program. TSLAC negotiates the contract for the subscribing libraries which pay for the databases with no cost to TSLAC. The contract period runs from January 1, 2015 through December 31, 2015 with the total contract amount not to exceed $1,238,500. Commissioner Pickett moved to approve. Commissioner Carr seconded. Motion passed.
   
   Craig Kelso requested approval to extend through April 30, 2015, and increase funding by $12,000, for the Infolinx Software Solutions, Inc. implementation. The original contract was executed in October 2013 to implement an online, real-time records management cloud-based system for the State and Local Records Management Division. Commission Carr moved to approve. Commissioner Pickett seconded. Motion passed.
   
   Craig Kelso requested approval to extend the contract period with Intersect Systems through April 30, 2015. Intersect is providing the service to convert retention schedules to be able to incorporate them into the Infolinx system. Commissioner Pickett moved to approve. Commissioner Carr seconded. Motion passed.

10. Report of the Director and Librarian.
    
    Mark Smith provided a report on agency activities and initiatives and responded to questions about the report. He also asked for input on agency logo designs. After discussion, Chairman Waters said staff would proceed with work on the logo and should consult with himself and Vice Chairman Carr on a final selection.

11. Discussion of archival collection management issues.
    
    Jelain Chubb updated the commission on key collection management issues including new accessions, significant processing and preservation projects and the development of policies and procedures.

12. Authorization to propose new rule 13 TAC 2.8 regarding the Texas Historical Records Advisory Board.
    
    Jelain Chubb requested approval to post for comment in the Texas Register new rule 13 TAC §2.8 regarding the Texas Historical Records Advisory Board. Commissioner Carr moved to approve. Commissioner Holt seconded. Motion passed.

13. (a) Authorization to propose new rules 13 TAC 2.10, 2.11, 2.12, 2.61, and 2.75 regarding dual office holding, merit selection principles, sick leave pool, private donors, and contract monitoring requirements, respectively.
    
    Donna Osborne requested authorization to propose new rules 13 TAC 2.10, 2.11, 2.12, 2.61, and 2.75 regarding dual office holding, merit selection principles, sick leave pool, private donors, and contract monitoring requirements, respectively. Commissioner Carr moved to approve. Commissioner Holt seconded. Because of questions concerning dual office holding, Chairman Waters moved to table this item until Joe Thrash can clarify information regarding dual office holding. Commissioner Carr seconded. Motion to table this item passed.
    
    (b) Authorization to propose amendments to 13 TAC 2.54 regarding bid procedures and HUB program.
    
    Donna Osborne requested authorization to propose amendments to 13 TAC 2.54 regarding bid procedures and the agency HUB program. Commissioner McAfee moved to approve. Commissioner Carr seconded. Motion passed.

14. Authorization to propose amendments to 13 TAC 8.4 regarding the TexShare Advisory Board.
    
    Deborah Littrell requested authorization to propose amendments to 13 TAC 8.4 regarding the TexShare Advisory Board. Commissioner Carr moved to approve. Commissioner McAfee seconded. Commissioner Freeman asked that meeting reports and minutes be forwarded to the commissioners. Ms. Littrell noted a typographical error. Commissioner Pickett moved to approve with the correction. Commissioner Carr seconded. Motion passed.

15. Authorization to propose new rule 13 TAC 2.7 regarding the Library Systems Act Advisory Board.
    
    Deborah Littrell requested authorization to propose new rule 13 TAC 2.7 regarding the Library Systems Act Advisory Board. Commissioner Carr moved to approve. Commissioner Pickett seconded. Commissioner Freeman suggested that the language of the rule be made parallel and provided the corrections. Commissioner Pickett amended her motion to include the corrections. Commissioner Carr seconded. Motion passed.

16. Authorization to adopt rules regarding minimum standards for accreditation of libraries:
    
    a. Authorization to adopt amendments to 13 TAC 1.71, 1.72, 1.77, and 1.83.
    
    Deborah Littrell requested authorization to adopt rules regarding minimum standards for accreditation of libraries by adopting amendments to 13 TAC 1.71, 1.72, 1.77, and 1.83. One comment was received during the posting period, she said, and it was favorable. Commissioner Carr moved to approve. Commissioner Pickett seconded. Motion passed.
    
    b. Authorization to adopt repeal of 13 TAC 1.74 and 1.81.
    
    Deborah Littrell requested approval to adopt repeal of 13 TAC 1.74 and 1.81 regarding standards for accreditation of libraries. Commissioner Carr moved to approve. Commissioner Freeman seconded. Motion passed.
    
    c. Authorization to adopt new 13 TAC 1.74 and 1.81.
    
    Deborah Littrell requested authorization to adopt new rules 13 TAC 1.74 and 1.81 regarding standards for accreditation of libraries. Four comments were received during the posting period. Commissioner Carr moved to approve. Commissioner Pickett seconded. Motion passed.

17. Authorization to adopt amendments to 13 TAC 8.1 regarding libraries of clinical medicine.
    
    Deborah Littrell requested authorization to adopt amendments to 13 TAC 8.1 regarding libraries of clinical medicine. The changes were recommended by the TexShare Advisory Board, posted on the Texas Register with no comments received. Commissioner Carr moved to approve. Commissioner McAfee seconded. Motion passed.

18. Authorization to adopt amendments 13 TAC 2.118 regarding the decision making process for competitive grants.
    
    Deborah Littrell requested authorization to adopt revisions to 13 TAC 2.118 regarding the decision making process for competitive grants as recommended by the competitive grant peer review panels and staff to increase the minimum score required for eligibility from 50 percent to 60 percent of the maximum points available, thereby ensuring a better quality of eligible projects. No comments were received during the posting period. Commissioner McAfee moved to approve. Commissioner Carr seconded. Motion passed.

19. Report on agency financial information.
    
    Donna Osborne presented a report on agency financial information requiring no action.

20. Discussion of the Texas Reads (Libraries: License to Read) license plate.
    
    Chairman Waters shared his experience in applying for a Texas Reads license plate, a specialty license plate that provides additional funding to Texas libraries, and encouraged all commissioners to apply for the Texas Reads plate.

21. Discussion of future meeting dates.
    
    Chairman Waters said that the commission had not yet set a date and location for its fall meeting. He encouraged the commission to notify Mark Smith if they would like to recommend any locations. He suggested possible meeting locations in El Paso, Tyler, San Angelo, Wichita Falls, Beaumont, Texarkana or Waco. Commissioner Holt suggested a meeting in East Texas such as Marshall or Nacogdoches.

22. Executive session, as authorized by Texas Government Code 551.071, 551.074, & 551.076, regarding consultations with attorney, personnel matters, and security devices respectively.
    
    At 11:50 a.m., Chairman Waters called the commission into executive session as authorized by Texas Government Code 551.071, 551.074, and 551.076, regarding consultations with attorney, personnel matters, and security devices respectively. At 12:11 p.m., the commission returned to regular session.
    
    There being no further business before the commission, Chairman Waters adjourned the meeting at 12:11 p.m.