Texas State Library and Archives Commission
August 3, 2015

Minutes

The Texas State Library and Archives Commission met on Monday, August 3, 2015, at the Lorenzo de Zavala State Archives and Library Building, 1201 Brazos Street, Austin, Texas.

1. Welcome, introductions and general announcements.

   Chairman Waters welcomed everyone to the meeting and introduced John B. Meadows who presented a check for $5,000 to the agency from the Texas Historical Foundation for preservation of historical documents. Chairman Waters and commissioners thanked Mr. Meadows and the foundation for the grant which is the third THF grant provided to TSLAC to assist in the preservation of early Supreme Court case files.

   Mark Smith introduced TSLAC Employee of the Quarter Daniel Shallue.

2. Consideration of commemorative resolutions.
   
   Mark Smith requested approval of commemorative resolutions for Renee Pogue, a TSLAC employee who retired July 31, 2015, and John Anderson, the agency’s Preservation Officer who will retire August 31, 2105. Commissioner Carr moved to approve the resolutions. Commissioner Pickett seconded. Motion passed.
    
3. Approve minutes of June 5, 2015 Audit Committee and Commission meetings.

   Commissioner McAfee moved to approve the minutes of the June 5, 2015 Audit Committee meeting. Commissioner Carr seconded. Motion passed. Commissioner Carr moved to approve the minutes of the June 5, 2015 Commission meeting. Commissioner Freeman seconded. Motion passed.

4. Public Comment. There was no public comment at this time.

5. Conflict of interest disclosures. Commissioner McAfee said he would recuse himself from voting on a request to approve a contract for a Grants Management System with Catapult Systems under Agenda Item 10 as he is an employee in the commercial sector of Microsoft. The contract in question would involve use of a Microsoft Grants Manager Plus template.

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

7. Report of the Audit Committee regarding (a) the Internal Audit on Archives and (b) the Internal Audit on TAC 202 Compliance.

   Commissioner McAfee reported that the Audit Committee approved the Internal Audit on Archives and the Internal Audit on TAC 202 Compliance with recommendations and follow-up actions to be brought to the committee at a future date. No second required. Motion passed.

   At this point in the meeting, Chairman Waters moved to agenda item 9.

9. Review and approve acceptance of grants, and gifts greater than $500.

   Ava Smith requested approval for a gift of $600 from the Johnson family of Tulsa, Oklahoma, to the Talking Book Program. Commissioner Carr moved to accept the gift. Commissioner Pickett seconded. Motion passed.

   Commissioner Waters moved to accept the grant of $5,000 from the Texas Historical Foundation received earlier in the meeting. Commissioner Carr seconded. Motion passed.

10. Review and approve contracts greater than $ 100,000, and contract renewals.

    Jelain Chubb requested authority to amend an existing contract with Preservica to purchase 25 additional terabytes for storage for the remainder of the existing contract at a cost of $3,417, bringing the total amended contract to $45,080. The original contract was signed in December 2014 and runs through December 31, 2015. Preservica provides a system to manage archival e-records and make them accessible to the public and is used to process former Governor Rick Perry and former Lt. Governor David Dewhurst’s records. Commissioner Carr moved to approve. Commissioner Freeman seconded. Motion passed.

    Deborah Littrell requested approval to renew the TExpress Courier Service contract with Amigos Library Services for expedited pick-up and delivery of interlibrary loan and other library materials at participating libraries. The contract was competitively bid in 2013 and has four one-year renewal options with the contract period ending in FY2018. The contract period is September 1, 2015 to August 31, 2016 not to exceed $131,738. Commissioner Carr moved to approve. Commissioner Holt seconded. Motion passed.

    Deborah Littrell requested approval of a contract not to exceed $2,003,229.82 for the OCLC WorldCat Navigator program for statewide interlibrary loan with the contract period running from September 1, 2015 to August 31, 2016. Commissioner Pickett moved to approve. Commissioner Carr seconded. Motion passed.

    Mark Smith requested authority from the commission to request approval from the Governor’s Office and Legislative Budget Board to develop a new capital project for a Grants Management System for the Library Development and Networking Division. Cost of the project would not exceed $287,040. The GMS would replace the agency’s legacy system and would allow staff to track and manage all aspects of the agency’s competitive and non-competitive grant process.

    Donna Osborne said the new system will give the agency the ability to keep all data that meets new federal and state requirements in one place and would not jeopardize new legislative funding for the CAPPS system. Staff responded to questions regarding quantifying how the system will increase staff efficiency, budgeting for the project and future maintenance costs.

    Commissioner Carr moved to approve the contract contingent on positive reference checks on the vendor, Catapult Systems. Commissioner Pickett seconded. Motion passed 5-1-1 with Commissioner Givens voting against and Commissioner McAfee abstaining.

    Donna Osborne requested approval for contract renewals and responded to questions about the contracts. Commissioner Carr moved to approve with the stipulation that the contract renewal with the Texas Facilities Commission not exceed $375,000. Commissioner Freeman seconded. Motion passed.

8. Report on the Sam Houston Center ad hoc Committee.

   Commissioner Holt reported that the Ad Hoc Committee on the Sam Houston Regional Library and Research Center met August 2 and received a report from staff on projects funded by $1 million appropriated by the 83^rd Legislature. Alana Inman and Jelain Chubb updated the commission on this, noting that of the $1 million appropriation, $31,000 remains unobligated and may be used to establish and mark the property boundaries in order to address trespassing and illegal dumping on the Center property.

   Commissioner Holt said the committee adopted a priority list for expenditure of an additional $1 million from the 84^th Legislature to address safety, maintenance and other issues and recommended adoption by the commission. No second required being put forth by a committee chair. After a series of amendments, all motions and seconds were withdrawn and Commissioner Holt moved to approve funding for a condition assessment and maintenance plan for the Center’s historic buildings, fire suppression in the museum, critical repairs to the main building, securing the property against trespassing and unidentified visitors, hiring a contractor to oversee museum renovation, install outdoor interpretive and event space with a display for a steamship boiler and critical repairs to the HVAC system, omitting funds for interpretative signage for and repairs to the historic buildings. Commissioner Freeman seconded. The commission directed staff to reserve at least $205,000 until the assessment is completed at which time the commission will reconsider the remaining items. The commission approved the motion by a vote of 4-3 with Commissioners Givens, McAfee and Pickett voting against.

11. Report of the Director and Librarian.
    
    In addition to a written report presented to the commission, Mark Smith provided an update on other activities and responded to questions regarding the report.

12. Authorization to adopt amendments to 13 TAC §2.51 regarding public record fees.
    
    Jelain Chubb requested approval to adopt amendments to 13 TAC §2.51 regarding Public Record Fees and to publish notice of adoption of the rule in the Texas Register. The proposed rule amendment was posted for comment in the Texas Register. No comments were received during the comment period. Commissioner Carr moved to approve the request. Commissioner Freeman seconded. Motion passed.
     
13. Authorization to adopt rule review of Chapter 2 (General Policies & Procedures).
    
    Osborne requested authorization to adopt rule review of Chapter 2 (General Policies and Procedures). The rules were published in the Texas Register with no comments received during the comment period. Commissioner Carr moved to approve the request. Commissioner McAfee seconded. Motion passed.
     
14. Authorization to adopt amendments to 13 TAC 7.125, regarding local government records retention schedule GR (Records Common to All Local Governments).
    
    Craig Kelso requested approval to adopt amendments to 13 TAC §7.125(a)(1), regarding local government records retention schedule GR (Records Common to all Local Governments). Based on the comments received during the comment period, changes were made to the records retention. One comment received is too substantive in nature to address during this revision of the schedule and will be presented to the Commission at a subsequent meeting, Mr. Kelso said. Commissioner Carr moved to approve the retention schedule with the amendments. Commissioner Freeman seconded. Motion passed.
     
15. Authorization to adopt rule review of Chapter 7 (Local Records).
    
    Craig Kelso requested approval to readopt rules in Chapter 7 (Local Records) after staff review and posting of rules on the Texas Register during which no comments were received. Commissioner Carr moved to approve the request. Commissioner Holt seconded. Motion passed.
     
16. Discussion of needed amendments to 13 TAC 6.10, regarding the Texas State Records Retention Schedule (pertaining to retention of contract documents), as a result of actions of the 84^th Legislature.
    
    Craig Kelso presented information regarding records series of the Texas State Records Retention Schedule that could potentially be affected by SB20 passed by the 84^th Legislature. The legislation takes effect on September 1, 2015, and will enhance and increase reporting requirements for contracts and prescribes new responsibilities to state agencies for making information regarding contracts accessible to the public.
     
17. Approve appointments to TexShare Advisory Board.

    Deborah Littrell requested approval of the following appointments to the TexShare Advisory Board for three-year terms concluding August 31, 2018:

    - Community College Library Representative: Karen M. Blankenship, library director at San Jacinto College, Lee Davis Library
    
    - Representative of the Public: Gretchen McCord, former academic librarian and an attorney practicing in copyright, privacy, and related areas of law.
    
    - Private University Representative: Dr. June Koelker, dean of the Mary Couts Burnett Library of Texas Christian University.

18. Approve appointments to Library Systems Act Advisory Board.

    Deborah Littrell requested approval of the following appointment to the Library Systems Act Advisory Board for a full term which would conclude August 31, 2018:

    John Trischitti, director of the Midland County Public Library, who was appointed to the Board to complete an unfilled term ending August 31, 2015. Commissioner Carr moved to approve the appointment. Commissioner Pickett seconded. Motion passed.

19. Review and approve recommendations for competitive library grants in State Fiscal Year 2016.
    
    Deborah Littrell requested approval for Special Project, Cooperation, Texas Reads, TexTreasures and Impact grants to libraries for State Fiscal Year 2016. Program costs for the grants are funded with federal funds from the Library Services and Technology Act grant administered by TSLAC.
    
    The following Special Projects Grants were approved unanimously by the commission with Commissioner Carr moving to approve the grants and Commissioner Freeman seconding:

    Irving Public Library	$74,980.00
    Lee College	$31,200.00
    Austin Public Library	$75,000.00
    Nueces County Keach Family Library	$74,719.00
    Dallas Public Library	$75,000.00
    Frisco Public Library	$41,613.00
    Pottsboro Area Public Library	$41,385.00
    El Paso Public Library	$36,260.00
    University of North Texas	$75,000.00
    Central Texas Library System	$75,000.00
    Johnson City Library	$13,212.00
    Rita & Truett Smith Public Library	$6,920.00

    The following Cooperation Grants were approved unanimously by the commission with Commissioner Pickett moving to approve the grants and Commissioner Carr seconding:

    Nancy Carol Roberts Memorial Library	$8,800.00
    Dallas Public Library	$73,808.00
    Central Texas Library System	$75,000.00
    Fort Worth Library	$75,000.00
    University of North Texas	$24,840.00
    Blanco County South Library District	$33,970.00
    Arlington Public Library System	$48,016.00
    Schulenburg Public Library	$75,000.00
    Houston Public Library	$65,000.00

    The following Texas Reads Grants were approved unanimously by the commission with Commissioner Carr moving to approve the grants and Commissioner Givens seconding:

    Watauga Public Library	$1,432.00
    Bryan+College Station Public Library System	$3,000.00
    Dallas Public Library	$3,000.00
    Cedar Park Public Library	$1,790.00
    Tom Green County Library System	$3,000.00
    Arlington Public Library System	$3,000.00
    Tye Preston Memorial Library	$3,000.00
    Dublin Public Library	$2,997.00
    Round Top Family Library	$2,970.00
    Converse Public Library	$2,160.00
    Longview Public Library	$3,000.00

    The following TexTreasures Grants were approved unanimously by the commission with Commissioner Carr moving to approve the grants and Commissioner Freeman seconding:

    Southern Methodist University	$24,990.00
    Harry Ransom Center/University of Texas/Austin	$22,675.00
    University of Texas at Arlington	$25,000.00
    University of North Texas	$24,662.00
    Weatherford Public Library	$34,955.00
    Abilene Library Consortium	$35,000.00

    The following Impact Grants were approved unanimously by the commission with Commissioner Carr moving to approve the grants and Commissioner Pickett seconding.

    Dallas Public Library	$7,446.00
    El Paso Public Library	$10,000.00
    Arlington Public Library System	$9,797.00
    Seguin-Guadalupe County Public Library	$4,476.00
    Bryan+College Station Public Library System	$1,844.00
    Bryan+College Station Public Library System	$9,998.00
    El Paso Public Library	$10,000.00
    Texas Tech University	$9,940.00
    Western Texas College	$8,334.00
    Southwest Texas Junior College	$9,818.00
    Port Isabel Public Library	$6,599.00
    Rockwall County Library	$1,538.00
    Dickinson Public Library	$3,146.00
    The Library at Cedar Creek Lake	$10,000.00
    Bulverde-Spring Branch Library	$9,100.00
    Bulverde-Spring Branch Library	$10,000.00
    Marion Community Library	$6,486.00
    Southlake Public Library	$7,012.00
    Lone Star College-North Harris	$9,989.00
    Bullard Community Library	$4,510.00
    Wells Branch Community Library	$1,820.00
    Southlake Public Library	$7,100.00
    El Paso Public Library	$3,000.00
    Kyle Public Library	$10,000.00
    Bertha Voyer Memorial Library	$3,940.00
    Southwestern Adventist University	$5,300.00
    Speer Memorial Library	$9,895.00
    Harris County Public Library	$10,000.00
    Harris County Public Library	$10,000.00
    Balch Springs Library-Learning Center	$9,006.00
    Plano Public Library System	$10,000.00
    Tye Preston Memorial Library	$7,690.00
    Harris County Public Library	$10,000.00

20. Report on agency financial information.
    
    Donna Osborne presented a report on agency financial information.
     
21. Executive session, as authorized by Texas Government Code 551.071, 551.074, & 551.076, regarding consultations with attorney, personnel matters, and security devices respectively.
    
    No executive session took place.
     
22. Participation in a retirement reception.
    
    There being no further business before the commission, Chairman Waters adjourned the meeting at 1:50 p.m. Commission and staff attended a retirement reception for agency employee John Anderson.