Texas State Library and Archives Commission
October 16, 2015

Minutes

The Texas State Library and Archives Commission met on Friday, October 16, 2015, in the Mary and John Gray Library of Lamar University, 211 Redbird Lane, Beaumont Texas.

Commissioners Present:

Michael C. Waters, chair

Sharon T. Carr, vice chair

F. Lynwood Givens

Larry G. Holt

Sandra J. Pickett

Commissioners Absent:

Martha Doty Freeman

Wm. Scott McAfee

 
Staff Present:

Mark Smith, director and librarian

Donna Osborne, chief operations and fiscal officer

Jelain Chubb, director, Archives and Information Services

Craig Kelso, director, State and Local Records Management (SLRM)

Ava Smith, director, Talking Book Program (TBP)

Tracy Kuhn Lash, executive assistant

 
Guests:

Dr. Kenneth Evans, president, Lamar University

David Carroll, director of library services, Lamar University

Shannon L. Copeland, director, Lamar University Alumni Affairs

 Joe Thrash, Office of the Attorney General

 Denise Milton, Jasper Public Library

 

Chairman Waters called the meeting to order at 9:02 a.m. and introduced Dr. Kenneth Evans who welcomed the commission to Lamar University and provided information about the university’s history, accomplishments, and plans for the future. After Dr. Evans’ presentation, Chairman Waters recessed the meeting at 9:20 a.m. and called the meeting back to order at 9:30 a.m.

  1. Welcome, introductions and general announcements.

    Chairman Waters welcomed everyone to the meeting noting that five of the seven commissioners were present and that for items to pass three affirmative votes would be required.

  2. Approve minutes of August 3, 2015 Audit Committee and Commission meetings

    Commissioner Carr moved to approve the minutes of the August 3, 2015 Audit Committee and Commission meeting minutes with one amendment to the Commission minutes. Commissioner Pickett seconded. Motion passed.
     
  3. Public comment.

    Shannon Copeland thanked the commission for choosing Lamar University for its meeting site and welcomed the commission to Lamar University. Commissioners Holt and Pickett thanked Denise Milton for attending the meeting and for her service on the Library Systems Act Advisory Board.

  4. Renewal of conflict of interest statement and annual compliance statements, and conflict of interest disclosures.

    Donna Osborne requested each commissioner sign the FY 2016 Conflict of Interest form but because of questions regarding the form’s wording and how conflicts of interest may be resolved, Chairman Waters asked Joe Thrash to research. The forms were not signed and deferred to a future meeting.

  5. Review of consent agenda: non-substantive corrections in other agenda items such as spelling, numbering, punctuation, grammar, or other revisions. One non-substantive item was noted.

  6. Report of the Audit Committee regarding (a) the Internal Audit on Grants Management, (b) Audit Report for FY 2015 and (c) the Audit Plan for FY 2016.

    Commissioner Carr presented recommendations from the Audit Committee for full commission approval. She recommended approval of the annual charter, activities, and organizational structure of the committee. No second required. Motion passed. Commissioner Carr recommended approval of the Internal Audit on Grants Management. No second required. Motion passed. Commissioner Carr recommended approval of the Internal Audit Report for FY 2015. No second required. Motion passed.
     
  7. Review and approve contracts greater than $100,000, and contract renewals.

    Jelain Chubb requested approval to renew a contract with Preservica for one year, effective January 1, 2016 in the amount of $60,580, to ingest and store electronic records. Commissioner Carr moved to approve the contract. Commissioner Holt seconded. Motion passed.

    Donna Osborne requested approval to renew a contract for one year effective January 1, 2016 with the American Chemical Society for online databases that are part of the TexSelect program totaling $1,284,737. She noted that subscribing libraries pay for the databases with no cost to TSLAC. Commissioner Givens moved to approve. Commissioner Carr seconded. Motion passed.

    Craig Kelso requested approval to renew software maintenance and cloud storage for the Infolinx Software Solution contract in the amount of $59,995 and an additional $32,670 for enhancements, test site maintenance and contingencies for the system. The contract will renew in April 2016. Commissioner Carr moved to approve the contract renewal. Commissioner Pickett seconded. Motion passed.

    At 10:04 a.m. Chairman Waters recessed the meeting for a break and called the meeting back to order at 10:14 a.m.

  8. Report on protocols for persons entering and leaving the building and reporting violations.

    Donna Osborne presented information regarding procedures and protocols for access to secure areas in the Archives and Information Services Division. No action required.
     
  9. Executive session, as authorized by Texas Government Code 551.071, 551.074, & 551.076, regarding consultations with attorney, personnel matters, and security devices respectively.

    Chairman Waters called the meeting into Executive Session at 10:16 a.m. and reconvened the meeting at 10:37 a.m.
     
  10. Report on IRT procedures.

    This agenda item was discussed in Executive Session. No action was taken on items discussed in Executive Session.

  1. Report of the Director and Librarian.

    Mark Smith provided a written report on agency activities and initiatives and answered questions regarding the report.
     
  2. Authorization to repeal rule 13 TAC 3.1-3.13 (State Publications Depository Program).

    Jelain Chubb requested adoption of repeal of 13 TAC 3.1-3.13 regarding the State Publications Depository Program. Commissioner Carr moved to approve. Commissioner Holt seconded. Motion passed
     
  3. Authorization to adopt new rule 13 TAC 3.1-3.8 (State Publications Depository Program).

    Jelain Chubb requested adoption of new rules 13 TAC 3.1-8 regarding State Publications Depository Program. Commissioner Pickett moved to approve. Commissioner Carr seconded. Motion passed.
     
  4. Authorization to propose amendments to 13 TAC 7.125, regarding local government records retention schedule GR (Records Common to All Local Governments).

    Craig Kelso requested approval to post public notice of proposed rule amendments to 13 TAC 7.125(a)(1) regarding local government retention schedule GR (Records Common to all Local Governments). Commissioner Carr moved to approve. Commissioner Givens seconded. Motion passed.
     
  5. Approve appointment to TexShare Advisory Board.

    Mark Smith requested the commission approve Diane Graves, university librarian and professor at Trinity University, to a three year term on the TexShare Advisory Board as the private university representative. Ms. Graves is a past TexShare Advisory Board member including serving a term as Chair.

    Commissioner Carr moved to approve the appointment. Commissioner Givens seconded. Motion passed.
     
  6. Report on agency financial information.

    Donna Osborne presented a report on agency financial information requiring no action.
     
  7. Executive session, as authorized by Texas Government Code 551.071, 551.074, & 551.076, regarding consultations with attorney, personnel matters, and security devices respectively.

    There being no further business before the commission, Chairman Waters adjourned the commission meeting at 11:24 a.m.

 

Page last modified: February 25, 2016