Texas State Library and Archives Commission
February 18, 2016

Minutes

The Texas State Library and Archives Commission met on Thursday, February 18, 2016, in the State Records Center, 4400 Shoal Creek Boulevard, Austin, Texas.

Chairman Waters called the meeting to order at 9:00 a.m.

1. Welcome, introductions and general announcements.

   Chairman Waters welcomed Commissioners Romanita Matta-Barrera and Martha Wong to the commission noting their appointment in November 2015 by Governor Greg Abbott to replace Martha Doty Freeman and Sandra J. Pickett whose terms had expired. Commissioner Wong said she appreciated the Chairman’s passion about the agency’s work and the staff’s dedication and that she looks forward to working with everyone. Commissioner Matta-Barrera thanked the Chairman noting how welcoming everyone had been and how she had been interested in serving on the commission because of its wide impact on the state.

   Chairman Waters called upon Jelain Chubb to introduce Bonnie Tipton Wilson and Mitch Wright, representatives of the Texas Historical Foundation who presented a $5,000 grant to the agency. Ms. Tipton Wilson said this is the fourth grant to TSLAC for Supreme Court records preservation and this particular grant was made by longtime THF board members, Ken and Carol Gideon in late 2015. Sadly Mr. Gideon passed away unexpectedly in January 2016.

   Mark Smith introduced Employees of the Quarter Tamra Lavin, Melanie Saegert, and Len Bryan. Director Smith also introduced Susan Mann, Katy Fallon, and Rebekah Manley.

2. Consideration of commemorative resolutions.

   Chairman Waters presented commemorative resolutions to Holly Gordon and Janice Jones who each recently retired from employment with the agency and thanked them for their service.

   Chairman Waters presented Commissioner Martha Doty Freeman with a commemorative resolution and thanked her for work as a commissioner, noting her perfect attendance to all commission meetings during her 12 years of service. Commissioners and Mark Smith also thanked her for her support of TSLAC staff and her knowledge and dedication in helping them fully understand the importance of records management and retention for the history of Texas. Commissioner Freeman noted her service on the commission was a result of Commissioner Sandra J. Pickett’s urging. She thanked the commission and said her highest praise was reserved for TSLAC staff for whom their work is a calling not just a job.

   Chairman Waters said the commission hoped to present a resolution to Commissioner Pickett at a future meeting.

3. Approve minutes of October 16, 2015 Audit Committee and Commission meetings.
   
   Commissioner Carr moved to approve the minutes of the October 16, 2015 Audit Committee meeting as corrected. Commissioner Givens seconded. Motion passed. Commissioner Carr moved to approve the minutes of October 16, 2015 Commission meeting as corrected. Commissioner Holt seconded. Motion passed with Commissioner McAfee abstaining from both votes as he was not present at the meetings.
    
4. Public Comment.
   
   Gloria Meraz addressed the commission, bringing greetings from the Texas Library Association. She praised Commissioners Freeman and Pickett for their tireless work for libraries during their years as commissioners and described their contributions to libraries and their constituents as heroic. Ms. Meraz said that her organization will continue to work staunchly with TSLAC leadership to build a strategic plan and take the agency to higher levels. Responding to a question from Commissioner Matta-Barrera, Ms. Meraz said that two high priorities for TLA in the next legislative session are additional funds for libraries and the assessment of broadband, particularly in small libraries.

5. Conflict of interest disclosures. No conflicts of interest were noted.

6. Review of consent agenda: non-substantive corrections in other agenda items such as spelling, numbering, punctuation, grammar, or other revisions. No corrections were brought before the commission.
    
7. Review and approve Audit Committee recommendations.
   
   Commissioner McAfee presented the FY2016 Internal Audit Plan and Risk Assessment discussed by the Audit Committee and recommended approval by the commission as a whole. Commissioner Carr seconded. Motion passed.
    
8. Report on the current status and future plans for renovation and repair work at the Sam Houston Regional Library and Research Center.
   
   Jelain Chubb provided an update on renovation and repair work at the Sam Houston Regional Library and Research Center. Bids for drainage work, paving, and adding handicapped access exceeded the amount of funds previously approved. Ms. Chubb said an additional amount of $185,000 to amend the existing contract will be requested in Agenda Item 11. The Texas Facilities Commission is overseeing the project.
    
9. Appointments to the Sam Houston Center, Audit, and Records ad hoc Committees, and liaison to the Friends of Libraries & Archives of Texas.

   Chairman Waters made committee appointments as follows:

   Audit Committee: Wm. Scott McAfee, committee chair, Sharon T. Carr, Romanita Matt-Barrera

   Ad Hoc Committee on the Sam Houston Regional Library and Research Center: Larry G. Holt chair, Martha Wong, Sharon T. Carr, Michael C. Waters, ex officio

   Records Management Subcommittee: F. Lynwood Givens, chair, Larry G. Holt, Michael C. Waters

   Chairman Waters said that all commissioners are welcome at any committee meetings. He also appointed Vice Chair Carr to serve as the commission liaison to the Friends of Libraries & Archives of Texas.

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

    Mark Smith requested approval of the following gifts to the Talking Book Program:

    A gift of $500 from Mrs. Clements of Snyder.
    A gift of $1,000 from Mrs. Lattimore of Fort Worth.
    A gift bequest of $134,000 from the estates of Opal and Ellis Goodrum of Dallas.

    Commissioner Carr moved to approve the gifts. Commissioner Matta-Barrera seconded. Motion passed.

    Mark Smith requested acceptance of the following grants to the agency:

    $5,000 grant from the Texas Historical Foundation for the purpose of early Supreme Court case files preservation.
    $29,595 grant from the National Historical Publications and Records Commission to support the activities of the Texas Historical Records Advisory Board between January 1 and December 31, 2016.
    $200,000 grant from the Texas Workforce Commission to develop an Adult Education and Literacy (AEL) initiative that will build partnerships between AEL providers and libraries to expand digital literacy statewide.

    Commissioner Carr moved to approve. Commissioner Matta-Barrera seconded. Motion passed.

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

    Mark Smith requested approval for the following contracts:

    Add $185,000 to contract 306-15-8441 with the Texas Facilities Commission to complete site work at the Sam Houston Center and extend the contract term to August 31, 2016.
    Authorization to contract with the Texas Workforce Commission in an amount not to exceed $200,000 for a term May 1, 2016 through July 31, 2017 for an Adult Education and Literacy initiative.
    Authorization to renew a contract with Middle Country Public Library in an amount not to exceed $288,000 for Family Place Libraries program for a term from September 1, 2016 to August 31, 2017.

    Commissioner Carr moved to approve the contracts. Commissioner Givens seconded. Motion passed.

12. Discussion of contract to conduct architectural study for State Records Center.

    Mark Smith requested support for the agency to proceed to contract with the Texas Facilities Commission to conduct an architectural study for the State Records Center regarding the feasibility of replacing or remodeling the agency’s State Records Center on Shoal Creek Boulevard in Austin.

    Commissioner Carr moved to approve the study. Commissioner McAfee seconded. Motion passed.

13. Report of the Director and Librarian.

    Mark Smith provided a written report on agency activities and initiatives and answered questions regarding the report.

    At this point in the meeting, Chairman Waters moved to Agenda Item 15.

15. Report on Regional Historical Resources Depository program.
    
    Jelain Chubb presented a report on the Regional Historical Resources Depositories program and the results of a focus group meeting of regional depository representatives hosted by TSLAC on February 4, 2016 that presented an overview of the history and requirements of the RHRD program. Ms. Chubb said that most RHRD staff are unacquainted with RHRD responsibilities and the role of TSLAC and its ownership of the records in depositories as well as needing more communication and training. There is no funding to support the program but Ms. Chubb said the agency plans to host regular meetings to continue the conversation and education. No action required.
     
16. 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 retention schedule GR (Records Common to All Local Governments). The proposed amendment was published in the December 4, 2015 Texas Register for public comment. Comments were received and changes were made to the records retention schedule based on those comments, he said.

    Commissioner Carr moved to approve the amendments. Commissioner McAfee seconded. Motion passed.

17. Report on agency financial information.

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

    Chairman Waters moved to Agenda Item 14, Report on IRT procedures.

    Chairman Waters called the commission into Executive Session to discuss Agenda Item 14 at 12:02 p.m.

18. 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 12:28 p.m., Chairman Waters called the commission back into the public meeting. No action was taken on items discussed in Executive Session.

    There being no further business before the commission, Chairman Waters adjourned the meeting at 12:28 p.m.

Texas State Library and Archives Commission
February 18, 2016

Minutes

The Texas State Library and Archives Commission met in Strategic Planning Session on Thursday, February 18, 2016 at the UT Commons Learning Center, 10100 Burnet Road, Austin, Texas.

Chairman Waters called the meeting to order at 1:28 p.m. on Thursday, February 18, 2016. He welcomed everyone to the session noting the sessions’ purpose to develop priorities for the Agency Strategic Plan for 2017 to 2021. He invited all commissioners, staff, and guests in attendance to participate.

Mark Smith led discussions on a wide variety of program and policy issues related to the goals, objectives, and strategic directions for agency funding and service delivery of agency programs. The meeting was held as an open-forum, strategic planning session in which commissioners and staff discussed issues of mutual interest and concerns.

Chairman Waters adjourned the meeting at 4:44 p.m.

Texas State Library and Archives Commission
February 18, 2016

Minutes

The Texas State Library and Archives Commission met on Thursday, February 18, 2016, at 11506 Century Oaks Terrace, Austin, Texas.

1. Call to order and establish a quorum.
   
   Chairman Waters called the meeting to order at 6:00 p.m. on Thursday, February 18, 2016, and noted all commissioners were present, establishing a quorum.
    
2. Discussion with representatives of the Texas Library Association concerning agency goals and objectives.
   
   Commissioners discussed agency goals and objectives with representatives of the Texas Library Association. No action was taken.
    
3. Adjourn.
   
   Chairman Waters adjourned the meeting at 9:30 p.m.