Texas State Library and Archives Commission
August 2, 2016

Minutes

The Texas State Library and Archives Commission met on Tuesday, August 2, 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. and noted that a quorum of five commissioners were present requiring a majority of three votes for an item to pass.

1. Welcome, introductions and general announcements.
   
   Chairman Waters welcomed everyone to the meeting and introduced Veena Mohan, filling in for the agency’s attorney, Joe Thrash. Chairman Waters also welcomed Sandra Pickett, former commission member and chairman, and Gloria Meraz, recently appointed to the position of Assistant State Librarian. Mark Smith also recognized Ms. Meraz who will assume her new position August 8, 2016 and said the agency is looking forward to welcoming her aboard. Director Smith also introduced three agency Employees of the Quarter, Chris Burton, Laura Norris, and Jasper Winters and other employees present.
    
2. Consideration of commemorative resolutions.
   
   Chairman Waters presented and read a commemorative resolution for Sandra J. Pickett, who served on the commission from 1995 to 2015 and as commission chair for 10 years of that time. Ms. Pickett thanked the commission and said her association with the agency has been the highlight of her life mainly because of the dedicated staff and commissioners particularly the current commission. Commissioner Carr moved to accept the resolution. Commissioner McAfee seconded. Motion passed unanimously.
    
3. Approve minutes of June 3, 2016 Audit Committee and June 3, 2016 Commission Meeting.
   
   Commissioner Carr moved to approve the minutes of the Audit Committee meeting of June 3, 2016. Commissioner McAfee seconded. Motion passed unanimously.
    
4. Public Comment. Gloria Meraz brought greetings to the commission from the Texas Library Association and thanked the commission for its support of libraries and the continued support in the agency’s Legislative Appropriations Request for libraries. She said TLA members are excited about going forward with the request to the 85^th Legislature. Chairman Waters said the commission feels very fortunate that Ms. Meraz will join the agency as Assistant State Librarian.
   
   At this point in the meeting, Chairman Waters returned to Agenda Item 3.
   
   Commissioner Carr moved to approve the minutes of the Commission meeting of June 3, 2016. Commissioner Holt seconded. Motion passed unanimously.
   
   Chairman Waters then took up Agenda Item 2. Mark Smith requested approval of a commemorative resolution for Sam Fowler who retired in June 2016 after 14 years of service to TSLAC. Commissioner Carr moved approval of the resolution. Commissioner McAfee seconded. Motion passed unanimously.
    
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. None noted requiring action.
    
7. Review and approve Audit Committee recommendations regarding (1) the Internal Audit on TAC 202 Compliance, (2) the Internal Audit on Talking Book Program Circulation, and (3) the SAO audit report on financial processes.
   
   Commissioner McAfee recommended to the commission the Audit Committee’s acceptance of the Internal Audit on TAC 202 Compliance and Talking Book Program Circulation. No second required. Motion passed. The SAO report on financial processes required no action.
    
8. Report of the Records Management Committee.
   
   Commissioner Givens reported that the commission’s Records Management Committee met on Sunday, August 1, 2016 and would provide recommendations to the commission during Agenda Items 15 and 16.
    
9. Report of the Ad Hoc Committee on the Sam Houston Regional Library and Research Center.
   
   Commissioner Holt reported that the Ad Hoc Committee on the Sam Houston Regional Library and Research Center met July 11, 2016 in Austin to review the recommendations of a condition and structural assessment report by Quimby McCoy on TSLAC’s historic buildings in Liberty. Jelain Chubb provided a list of repairs categorized as Level 1 or life safety issues and code violations in the historic buildings. Ms. Chubb said that the total cost to address these issues is $310,015 exceeding the $200,000 earmarked by the commission in 2015 for these repairs. Of those costs, she has identified $61,727 that could be provided by the Atastocito Historical Society and noted that the commission would have to formally request the funds from AHS. Commissioner Holt informed the commission that the Ad Hoc committee had approved these Level 1 repairs and recommended approval to the commission. No second required. Motion passed unanimously.
   
   At this point in the agenda, Chairman Waters took up Agenda Item 17.
    
17. Authorization to adopt amendments to 13 TAC §2.51, regarding Public Record Fees.
    
    Jelain Chubb requested adoption of amendments to 13 TAC §2.51 regarding Public Record Fees. The amendments establish fees for digital images of photographic archival materials to recover costs. No comments were received during the posting period after the commission approved the proposed rule amendment posting in June. Commissioner Carr moved to approve the adoption. Commissioner Givens seconded. Motion passed unanimously.
    
    Chairman Waters recessed the meeting at 10:18 a.m. and called the meeting back to order at 10:30 a.m., taking up Agenda Item 10.
     

10. Review and approve acceptance of grants, and gifts greater than $500.
    
    Ava Smith requested approval for a gift of $1,000 from the Plomin Family Trust in memory of Garnette Plomin of Harlingen. Commissioner Carr moved to approve acceptance of the gift. Commissioner Givens seconded. Motion passed unanimously with Commissioners Holt and McAfee out of the room.
     
11. Review and approve contracts greater than $100,000, and contract renewals.
    
    Deborah Littrell requested approval of a contract with Catapult Systems not to exceed $129,954 to replace the current system that manages TexShare membership. During discussion, Commissioner McAfee suggested the commission consider an ad hoc committee on technology issues. Chairman Waters said he would like to consider the suggestion in consultation with staff. Commissioner Carr moved to approve the contract. Commissioner Givens seconded. Motion passed unanimously.
    
    Ms. Littrell requested approval of a contract with Counting Opinions (SQUIRE) Ltd for the annual Public Library Data Collection Online Tool for a total contract amount of $152,500 ($29,500 the first year and $30,750 annually for up to four renewals) for a contract period from September 1, 2016 to August 31, 2017. Commissioner Holt moved to approve the contract. Commissioner McAfee seconded. Motion passed unanimously.
    
    Ms. Littrell requested approval of new TexShare database contracts as follows:
    
    • Pronunciator (TexShare Core Menu), online language learning resource with 80 languages in the amount of $595,000.
    • EBSCO/Flipster, digital magazine subscriptions offering 850 digital magazines. This is a TexSelect product and therefore does not involve any fees to the agency.
    
    Both contracts are for the period August 15, 2016 to August 14, 2017. Commissioner Carr moved to approve the contracts. Commissioner McAfee seconded. Motion passed unanimously.
    
    Donna Osborne requested approval of a contract with the Texas Facilities Commission for facilities management services and utilities for the agency’s facilities at 4400 Shoal Creek Boulevard in the amount of $375,000 for FY2017. Commissioner Carr moved to approve the contract renewal. Commissioner Givens seconded. Motion passed unanimously.
    
    Donna Osborne requested approval for agency contracts that increased more than 10 percent of original contract amounts and contract extensions of more than six months totaling $739,856.50. Commissioner Carr moved to approve. Commissioner Holt seconded. Motion passed unanimously.
    
    Chairman Waters recessed the meeting for lunch at 11:43 a.m. and called the meeting back to order at 12:10 p.m.
     
12. Discuss 2017 Commission meeting dates.
    
    Tracy Kuhn Lash reviewed the schedule for the commission meeting in San Angelo on October 27, 2016. After discussion, the commission set the following dates and locations for 2017:
    
    • Monday, February 6, 2017, Austin
    • Wednesday, April 19, 2017, San Antonio during the Texas Library Association Annual Conference
    • Monday, June 5, 2017, Austin
    
    Chairman Waters asked commissioners to hold Monday, August 7, 2017 for the August meeting date. The commission did not set a fall meeting date at this time.
     
13. Discuss and approve Legislative Appropriations Request for FY 2018-2019.
    
    Mark Smith requested approval of the agency Legislative Appropriations Request for FY 2018-2019 and thanked the staff for their hard work on the request particularly Donna Osborne, Rebecca Cannon in Accounting, and Division Directors. Commissioner Carr moved to approve. Commissioner Givens seconded. A roll call vote was taken and the motion passed unanimously.
     
14. Report of the Director and Librarian.
    
    Mark Smith provided a written report on agency activities and initiatives and updated the commission on the status of procuring a corrected report on State Records Center storage, agency implementation of the CAPPS system, and the Talking Book Program automation project and answered questions regarding the report. No action required.
     
15. Authorization to adopt amendments to 13 TAC §6.10 regarding the Texas State Records Retention Schedule (pertaining to retention of contract documents).
    
    Craig Kelso introduced Erica Wilson, Sarah Jacobson, and Joshua Clark and thanked them for their work in researching and crafting amendments to 13 TAC §6.10 pertaining to contract documents and thanked the members of the commission’s Records Management Committee for their work on August 1, 2016. The committee met and considered amendments to the Texas State Records Retention Schedule in response to the passage of SB 20 which stipulated increasing retention periods for contract and bid documents. Commissioner Givens reported that the committee recommended adoption of the amendments. No second required. Motion passed unanimously.
     
16. Authorization to propose amendments to 13 TAC §7.125(a)(5), regarding local government records retention schedule PS (Records of Public Safety Agencies).
    
    Craig Kelso requested authorization to propose amendments to 13 TAC §7.125(a)(5), regarding local government records retention schedule PS (Records of Public Safety Agencies) which was last updated in 2011. Records Management Assistance staff work closely with local governments to identify redundancies and areas where new records’ series are needed. Commissioner Givens reported that the Records Management Subcommittee recommended proposing amendments to 13 TAC 7.125(a)(5) regarding local government records retention schedule PS (Records of Public Safety Agencies). No second required. Motion passed unanimously.

18. Approve appointments to TexShare Advisory Board.
    
    Deborah Littrell requested approval of the following appointments to the TexShare Advisory Board:
    
    • Public University Representative: Dr. Bella Karr Gerlich, Professor and Dean of Libraries at Texas Tech University, appointment for a first term.
    
    • Public Library Representative: Gretchen Pruett, director of the New Braunfels Public Library, appointment for a second term.
    
    • Medical Library Representative:Stephanie Fulton, director of the University of Texas MD Anderson Cancer Center Research Medical Library, appointment for a second term.
    
    Commissioner Givens moved to approve the appointments. Commissioner McAfee seconded. Motion passed unanimously.
     
19. Approve appointments to Library Systems Act Advisory Board.
    
    Deborah Littrell requested approval of the following appointments to the Library Systems Act Advisory Board:
    
    • Marc Marchand, Director of Recreation and Lifelong Learning for the City of Burleson, to fill a vacant position.
    • Arnoldo Becho, Director of the Weslaco Library, for a second term.
    
    Commissioner Givens moved to approve the appointments. Commissioner Carr seconded. Motion passed unanimously.
    
    At this point in the meeting, Chairman Waters returned to Agenda Item 11 and turned the meeting over to Mark Smith who requested approval for a contract continuation for the SirsiDynix Symphony Integrated Library System to maintain the agency’s library cataloging data. The contract period is seven years at a cost of $539,894. Staff recommended the seven year contract in order to avoid cost increases for two years and increases in subsequent years of no more than 1.9% for the following five years. Commissioners McAfee and Givens expressed concerns about contracting for software for a seven year period. Commissioner Carr moved to approve the contract. Chairman Waters seconded. Motion passed 3-2 in a roll call vote with Commissioners McAfee and Givens voting against and Commissioners Holt and Carr and Chairman Waters approving.
20. Review and approve recommendations for competitive library grants in State Fiscal Years 2017.
    
    Deborah Littrell introduced Erica McCormick who handles all aspects of the library grants noting that the agency had record numbers of applicants and awards in the past two years. Ms. Littrell requested approval for Special Project, Cooperation, Texas Reads, TexTreasures and Impact grants to libraries for State Fiscal Year 2017. Program costs for the grants are funded with federal funds from the Library Services and Technology Act grant administered by TSLAC.
    
    (a) Approve Special Projects Grants
    
    Deborah Littrell requested approval for Special Project Grants for FY2016 as follows:

    	Library	Recommendation
    1	Irving Public Library	$75,000.00
    2	Lee College	$74,999.00
    3	Tom Green County Library System	$75,000.00
    4	Texas A&M University-Central Texas	$41,292.00
    5	Lake Travis Community Library	$45,000.00
    6	Nancy Carol Roberts Memorial Library	$16,350.00
    7	Georgetown Public Library	$63,350.00
    8	Harris County Public Library	$13,500.00
    9	Dallas Public Library	$75,000.00
    10	Houston Community College	$72,845.00
    11	Austin Public Library	$74,995.00
    12	El Paso Public Library	$17,892.00
    13	Plano Public Library System	$75,000.00
    14	Kaufman County Library	$31,768.00
    15	Lancaster Veterans Memorial Library	$55,280.00
    16	Bedford Public Library	$28,615.00
    17	Central Texas Library System	$74,997.00
    18	Nueces County Keach Family Library	$74,761.00
    19	Flower Mound Public Library	$10,259.00
    20	Buda Public Library	$14,255.00
    21	Johnson City Library	$10,800.00
    22	Pottsboro Area Public Library	$49,822.00
    23	Texas Lutheran University	$20,407.00
    24	Texas Tech University	$74,406.00
    	Total	$1,165,593.00

    
    Commissioner McAfee expressed reservations as to whether grants addressing homeless issues were appropriate for libraries. Ms. Littrell said this is not as common in Texas but is a national trend. Mark Smith said libraries today are proving to be a place where modest investments can have great results in supporting communities but acknowledged that such funding can be controversial. Commissioner Carr moved to approve the FY17 Special Project Grants. Commissioner Holt seconded. Motion passed with Commissioner McAfee abstaining.
    
    (b) Approve Cooperation Grants
    
    Deborah Littrell requested approval for Cooperation Grants for FY2016 as follows:

    	Library	Recommendation
    1	Dallas Public Library	$75,000.00
    2	Blanco County South Library District	$25,242.00
    3	University of Texas at Austin	$71,877.00
    4	Pottsboro Area Public Library	$43,298.00
    5	University of North Texas	$38,107.00
    6	Nancy Carol Roberts Memorial Library	$15,500.00
    7	Central Texas Library System	$75,000.00
    8	Schulenburg Public Library	$75,000.00
    9	Arlington Public Library System	$64,577.00
    Total:        $483,601.00

    
    
    
    
    
    
    
    
    
    
    
    
    
    
    
    
    
    
    
    
    
    
    
    
    
    
    
    
    
    
    
    
    
    
    
    
    Commission McAfee moved to approve the Cooperation Grants. Commissioner Carr seconded. Motion passed unanimously.
    
    (c) Approve Texas Reads Grants

    Deborah Littrell requested approval for Texas Reads Grants for FY2016 as follows:

    	Library	Recommendation
    1	Harris County Public Library	$4,815.00
    2	Bedford Public Library	$5,000.00
    3	Cross Plains Public Library	$3,169.00
    4	Tom Green County Library System	$5,000.00
    5	The Library at Cedar Creek Lake	$5,000.00
    6	Livingston Municipal Library	$4,140.00
    7	El Paso Public Library	$5,000.00
    8	Irving Public Library	$5,000.00
    9	Balch Springs Library - Learning Center	$1,500.00
    10	Plano Public Library System	$5,000.00
    Total :       $43,624.00

    Commissioner Carr moved to approve the Texas Reads Grants. Commissioner Holt seconded. Motion passed unanimously.
    
    (d) Approve TexTreasures Grants
    
    Deborah Littrell requested approval for TexTreasures Grants for FY2016 as follows:

    	Library	Recommendation
    1	Southern Methodist University	$25,000.00
    2	University of North Texas	$24,961.00
    3	University of Texas at Arlington	$25,000.00
    4	St. Mary's University of San Antonio	$24,972.00
    5	Austin Public Library	$25,000.00
    6	Texas State University	$25,000.00
    7	Lee College (Basic)	$7,490.00
    8	University of Houston	$24,305.00
    9	Abilene Library Consortium	$29,410.00
    10	Texas Wesleyan University (Basic)	$6,570.00
    11	Texas Lutheran University	$10,075.00
    12	Stephen F. Austin State University	$12,674.00
    13	Houston Public Library	$34,975.00
    	Total	$275,432.00

     

    
    
    
    
    
    
    
    
    
    
    
    
    
    
    
    
    
    
    
    
    
    
    
    
    
    
    
    
    
    
    
    
    
    
    
    
    
    
    
    
    
    
    
    
    
    
    
    Commissioner  Carr moved to approve the TexTreasures Grants. Commissioner Givens seconded. Motion passed unanimously.
    
    (e) Approve Impact Grants

    Deborah Littrell requested approval for Impact Grants for FY2016 as follows:

    	Library	Recommendation
    1	Pasadena Public Library	$9,699.00
    2	Plano Public Library System	$10,000.00
    3	The Library at Cedar Creek Lake	$9,997.00
    4	Forest Hill Public Library	$2,870.00
    5	Llano County Library System	$9,826.00
    6	Sachse Public Library	$9,858.00
    7	Dickinson Public Library	$4,500.00
    8	Mesquite Public Library	$10,000.00
    9	McAllen Memorial Library	$10,000.00
    10	Richardson Public Library	$9,975.00
    11	El Paso Public Library	$9,994.00
    12	Arlington Public Library System	$10,000.00
    13	College of the Mainland	$10,000.00
    14	El Paso Public Library	$10,000.00
    15	Harris County Public Library	$9,025.00
    16	Wimberley Village Library	$3,810.00
    17	Jacksonville Public Library	$10,000.00
    	Total	$149,554.00

    Commissioner Carr moved to approve the Impact Grants. Commissioner Givens seconded. Motion passed unanimously.

    (f) Report on agency financial information.

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

    At 1:50 p.m. Chairman Waters recessed the meeting and called the meeting back to order at 2:08 p.m.

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 2:08 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.

    At 2:20 p.m. the commission returned to regular session. No action was taken on items discussed in executive session.

    There being no further business before the commission, Chairman Waters adjourned the meeting at 2:21 p.m.