Texas State Library and Archives Commission
June 3, 2016

Minutes

The Texas State Library and Archives Commission met on Friday, June 3, 2016, in the Lorenzo de Zavala State Archives and Library Building, 1201 Brazos Street, Austin, Texas.

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

1. Welcome, introductions and general announcements.

   Chairman Waters welcomed everyone to the meeting and called on Mark Smith for introductions.

   Mark Smith introduced George Gogonas and Jarrett Hill and Employee of the Quarter Dina Abramson.

   Mark Smith asked the commission to consider rescheduling the August 1, 2016 commission meeting date to accommodate Commissioner Holt’s schedule. The commission agreed to move the meeting to August 2, 2016. The meeting will take place in Austin. Commissioner Holt thanked the commission for its consideration of his request. Mark Smith noted that the Ad Hoc Committee on the Sam Houston Center has scheduled a meeting for October 3 but staff will schedule a meeting in Austin over the summer. He announced that the fall commission meeting will be in San Angelo on October 26 and 27 and thanked Donna Osborne for her assistance with arranging that meeting with State Representative Drew Darby’s office.

2. Consideration of commemorative resolutions.
   
   Deborah Littrell presented a resolution in honor of Jay Velgos, who worked for the agency for 20 years and was a valued member of the TexShare team until his death in March. Ms. Littrell introduced Mr. Velgos’ husband, Jeffrey Skillman, and Library Development and Networking staff who worked closely with Mr. Velgos. Commissioner McAfee moved to approve the resolution commemorating Jay Velgos’s many contributions to the agency and the state. Commissioner Carr seconded. Motion passed. Chairman Waters presented the resolution to Mr. Skillman who thanked the commission and said that Jay took great pride in his work for the people of Texas.

3. Approve minutes of February 18, 2016 Audit Committee, February 18 and 19, 2016 Commission meetings, and April 19, 2016 Emergency Commission Meeting.
   
   Commissioner McAfee moved to approve the February 18, 2016 Audit Committee minutes. Commissioner Carr seconded. Motion passed.
   
   Commissioner Carr moved to approve the minutes from the February 18, 2016 Commission meeting held at the State Records Center. Commissioner Wong seconded. Motion passed.
   
   Commissioner Carr moved to approve the minutes from the February 18, 2016 Commission meeting held at the UT Commons Center. Commissioner Holt seconded. Motion passed.
   
   Commissioner Carr moved to approve the minutes from the February 18, 2016 Commission meeting held at Century Oaks. Commissioner Wong seconded. Motion passed.
   
   Commissioner Carr moved to approve the minutes from the February 19, 2016 Commission meeting held at the UT Commons Center. Commissioner Wong seconded. Motion passed.
   
   Commissioner Carr moved to approve the minutes from the April 19, 2016 Emergency Commission meeting. Commissioner Wong seconded. Motion passed.

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

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. Mark Smith noted that because there was not an agenda item to approve Audit Committee recommendations, the commission would review and approve any recommendations at the August 2, 2016 meeting. No action required.

7. Review and approve acceptance of grants, and gifts greater than $500.
   
   Jelain Chubb requested approval to accept a gift of $2,500 from Dr. Glen Sample Ely for the enhanced preservation of Civil War era records of the Texas Rangers and papers of Reconstruction Governors Richard Coke and Edmund Davis given in honor of retired TSLAC employee Donaly Brice for his many years of dedicated service. Commissioner Carr moved to accept the gift. Commissioner McAfee seconded. Motion passed.
   
   Ava Smith requested approval for two gifts to the Talking Book Program as follows:
   
   $500 from Anne Liberator of Portland, Texas, in remembrance of her father.
   $1,000 from the estate of Mildred Callihan of Big Spring to purchase reading machines and books.
   
   Commissioner Carr moved to accept the gifts. Commissioner Wong seconded. Motion passed.

8. Review and approve contracts greater than $100,000, and contract renewals.
   
   Deborah Littrell requested approval of a contract renewal with OCLC Online Computer Library Center, Inc., for WebJunction Cooperative Support services and SkillSoft Online Resources for all staff of Texas public libraries at a cost of $15,000 for each product for the contract period of July 1, 2016 through June 30, 2017. Total contract amount is $30,000 and represents no increase from the previous year. Commissioner McAfee moved to approve. Commissioner Carr seconded. Motion passed.
   
   Ms. Littrell requested approval of a contract renewal with the Education Service Center Region 20, the TexQuest Program Educational Partner, in the amount of $265,225 for the contract period September 1, 2016 through August 31, 2017. ESC 20 provides outreach, training and a help desk in the implementation and operation of the TexQuest K-12 school database program. Commissioner Carr moved to approve. Commissioner Holt seconded. Motion passed.
   
   Ms. Littrell requested approval of online database contract renewals for the TexShare program with Adam Matthew, Gale Cengage Learning, and ProQuest LLC recommended by the TexShare Electronic Information Working Group as follows:
    

   Vendor	TSLAC portion	Subscription duration
   Adam Matthew: Ongoing Access Fee	$7,876	11/1/16-10/31/17
   Gale Cengage Learning: Health Reference Center Academic	$437,750	10/1/16 – 9/30/17
   ProQuest: HeritageQuest	$355,201.35	10/1/16 - 9/30/17
   ProQuest: Ongoing Access Fee for Sanborn Maps	$16,021	10/1/16 - 9/30/17
   20th Century American Poetry: Ongoing Access Fee	$4,308	10/1/16 – 9/30/17
   20th Century English Poetry: Ongoing Access Fee	$10,062	10/1/16 – 9/30/17
   Total	$831,218.35

    

   Ms. Littrell noted that only one database, Heritage Quest, increased in price from the previous year and by four percent. Commissioner Carr moved to approve the contract renewal. Commissioner Wong seconded. Motion passed.

   Ms. Littrell requested approval of a TexSelect contract renewal in the amount of $374,298 for the subscription period August 1, 2016 through July 31, 2017 with Teton Data’s Stat!Ref, an electronic, full-text medical library. The database is provided to Texas libraries through the TexShare consortium and is negotiated by the agency at a statewide level with no TSLAC funds expended. Commissioner Carr moved to approve. Commissioner Holt seconded. Motion passed.

   Ms. Littrell requested approval of a contract not to exceed $2,064,521.79 for the OCLC WorldCat Navigator program for statewide interlibrary loan with the contract period running from September 1, 2016 to August 31, 2017. This amount represents a three percent increase from the previous year. Commissioner Carr moved to approve. Commissioner Givens seconded. Motion passed.

   Ms. 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 for FY 2017. The contract period is September 1, 2016 through August 31, 2017 not to exceed $135,060 representing a one percent increase of the FY 2016 cost. Commissioner Carr moved to approve. Commissioner Givens seconded. Motion passed.

   At 10:12 a.m. Chairman Waters recessed the meeting and called the meeting back to order at 10:19 a.m.

9. 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 repair and renovation activities at the Sam Houston Regional Library and Research Center noting that construction began on the site plan work this week and will continue into September. She also provided an assessment report of the Center’s historic buildings prepared by Quimby McCoy that includes assessments and recommendations for priority of repairs which the commission will use in setting priorities.
   
   Chairman Waters thanked Commissioner Holt for chairing the ad hoc committee on the Sam Houston Center. Commissioner Holt said the committee will meet over the summer to consider in more depth the work progress, the historic building assessment, and consider priorities for the Center to report to the commission. Chairman Waters said all commissioners are welcome and encouraged to attend the committee meeting.

10. Discuss and approve the Agency Strategic Plan for FY 2017-2021.
    
    Mark Smith presented the Agency Strategic Plan for FY 2017-2021 to the commission. After discussion and suggestions were noted, Commissioner Carr moved to approve the plan with the changes noted. Commissioner McAfee seconded. Motion passed.

11. Discussion of Legislative Appropriations Request for FY 2018-2019.
    
    Mark Smith presented a list of Exceptional Items for the commission’s consideration and asked the commission to initially approve the list. After discussion and corrections to the items’ wording, Chairman Waters asked commissioners to prioritize the list by ranking each exceptional item with 1 being the highest rank and 5 being the lowest.
    
    Chairman Waters recessed the meeting for lunch at 11:45 a.m. while the scores were tallied and called the meeting back to order at 12:15 p.m. Chairman Waters asked the Executive Assistant read out each commissioner’s ranking. These are listed as follows with the lower score indicating higher rank:
     

    Commissioner	Affordable E-resources	Workforce retention	Strengthen Agency Security	Greater Transparency of government	Increase Broadband Access
    Carr	3	2	1	4	5
    Givens	3	2	1	5	4
    Holt	1	2	3	4	5
    McAfee	2	4	1	3	5
    Wong	1	3	2	4	5
    Waters	4	2	1	5	4
    Rank	14	15	9	25	28

    Commissioner Carr moved to approve the priority list as voted on and the estimated amounts as follows:

    Exceptional Item 1 - Strengthening agency computer and physical security - $1.6 million
    Exceptional Item 2 - Affordable e-resources for education, workforce, and lifelong learning - $8 million
    Exceptional Item 3 - Recruiting and retaining an agency workforce to deliver mandated services - $500,000
    Exceptional Item 4 - Greater transparency of state and local government - $241,800
    Exceptional Item 5 - Broadband access for Texas communities - $1,025,000

    Commissioner Holt seconded. The commission approved the priority order unanimously.

12. Discussion of architectural and financial report, State Records Center.
    
    Mark Smith presented an architectural analysis prepared by GSC Architects with direction by the Texas Facilities Commission to determine space needs and estimated cost of a new records center to replace the agency’s current State Records Center on Shoal Creek Boulevard in Austin. Because the report contains a number of inaccuracies and misunderstandings by the architectural firm, the commission recommended staff contact the Texas Facilities Commission to direct the architectural firm to correct the report.

13. Report of the Director and Librarian.
    
    Mark Smith provided a written report on agency activities and initiatives and answered questions regarding the report. He updated the commission on the search for the agency’s Assistant State Librarian position reporting that four candidates would be interviewed on June 15 and 16.

14. Discussion of status of Talking Book Program Automation Project.
    
    Mark Smith provided a report on the Talking Book Program Automation Project status. No action required.
    
    At this point in the meeting, Chairman Waters recessed the meeting at 1:17 p.m. and called the meeting back to order at 1:28 p.m. taking up agenda item 21.

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.
    
    At 1:29 p.m. Chairman Waters called the commission into executive session pursuant to Texas Government Code §551.071, §551.074, and §551.076, regarding consultations with attorney, personnel matters, and security devices respectively.
     
15. Report on IRT procedures.
    
    This item was discussed in Executive Session. Chairman Waters called the commission back into open session at 2:15 p.m. No action taken on items discussed in Executive Session.

16. Approval of Records Storage and Imaging fee schedules for FY2017.
    
    Craig Kelso requested approval of the FY2017 Fee Schedule for Records Storage and Imaging Services at the State Records Center. Commissioner Carr moved to approve. Commissioner Wong seconded. Motion passed.

17. Authorization to propose amendments to 13 TAC 6.10 regarding the Texas State Records Retention Schedule (pertaining to retention of contract documents).
    
    Craig Kelso requested authorization to propose amendments to 13 TAC 6.10 regarding the Texas State Records Retention Schedule, pertaining to retention of contract documents as a result of Senate Bill 20, and to publish the proposed amendments in the Texas Register for comment. Joe Thrash noted that rules must be reviewed by legal counsel before publication in the Texas Register. Commissioner Carr moved to approve authorization with the stipulation that they be reviewed. Commissioner Wong seconded. Motion passed.

18. Authorization to propose amendments to 13 TAC 2.51, regarding Public Record Fees.
    
    Jelain Chubb requested authorization to propose amendments to 13 TAC 2.51 regarding public record fees. Commissioner Carr moved to approve. Commissioner Wong seconded. Motion passed.
     
19. Review and approve revised Standards of Conduct.
    
    Donna Osborne requested approval of the agency’s revised Standards of Conduct. After discussion and questions from Commissioner Carr, the item was referred to Joe Thrash for legal review.
     
20. Report on agency financial information.
    
    Donna Osborne presented a report on agency financial information requiring no action.
    
    There being no further business before the commission, Chairman Waters adjourned the meeting at 2:45 p.m.