Texas State Library and Archives Commission
Committee on Archives and Records
March 28, 2019

Minutes

The Texas State Library and Archives Commission’s Committee on Archives and Records met on Thursday, March 28, 2019, in the Sam Houston Regional Library and Research Center, Liberty, Texas.

Committee Members Present:

Larry G. Holt, committee chair

David Garza

Lynwood Givens

 

Commissioners Present:

Darryl Tocker

Michael Waters, commission chair

 

Commissioners Absent:

Arthur Mann

Martha Wong

 

 

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

Sarah Jacobson, Manager, Records Management Assistance, SLRM

Megan Carey, Government Information Analyst, SLRM

Tracy Kuhn Lash, executive assistant

Alana Inman, manager, Sam Houston Center

 

 
  1. Welcome and introductions.

    Commissioner Holt called the meeting to order at 11:02 a.m. and welcomed everyone to the meeting.
     
  2. Public Comment. There was no public comment.
     
  3. Review of committee charge.

    Commissioner Holt stated that the committee was formed by Chairman Waters at the August 2018 commission meeting to meet on an as needed basis to consider and be informed of major projects pertaining to the Archives and Information Services and State and Local Records Management Divisions.  No changes were made to the committee charge.
     
  4. Report on status of major projects in State and Local Records Management.

    Craig Kelso provided a report on initiatives and improvements within the State and Local Records Management Division, outlined the timeline for future retention schedule reviews for the committee and answered questions.  No action required.
     
  5. Report on proposed retention schedule for university records.

    Craig Kelso and Sarah Jacobson presented proposed amendments to 13 TAC §6.10, the University Records Retention Schedule (URRS) and requested approval to recommend to the full commission for publication in the Texas Register for comment.  After discussion and suggested edits were agreed to, Commissioner Garza moved to recommend the schedule as amended to the full commission and Commissioner Givens seconded. Motion passed.

    At 12:35 p.m. Commissioner Holt recessed the meeting for lunch and resumed the meeting at 12:50 p.m.

  6. Report on status of repairs at the Sam Houston Regional Library and Research Center.

     Jelain Chubb provided an update on repairs and maintenance at the Sam Houston Center and what progress had been made in recent months. She reported that when work was progressing on the Gillard-Duncan House, workers found extensive rot and termite damage. She introduced Walter Tacquard who described the damage and what work would be required to repair the exterior walls. Because the budget did not include these repairs, Ms. Chubb suggested reallocating funds from other projects to fund those repairs. Sandra Pickett said the Atascocito Historical Society could offer financial assistance to help balance the budget and Mark Smith said with that assistance the project could be accomplished this fiscal year. Ms. Pickett noted that repairs and work done to address the drainage situation on the Sam Houston Center grounds will have a great impact on the future maintenance of the historic structures at the Center once repairs are completed. Commissioner Givens moved to go forward with the repairs to the Gillard Duncan House and Commissioner Garza seconded. Motion passed.

  7. Report on Sunset Commission recommendations regarding Archives and Records.

    Mark Smith reported on the status of agency activities in response to Sunset Commission recommendations regarding archives and records and also on developments during the 86th Legislature. A provision had been added into the agency Sunset bill that would allow the legislature to retain custody and ownership of legislative records which would affect records in the archives as well as legislative records housed in other facilities. He said staff have concerns about the impact on workloads and providing access to the public and responding to Public Information Act requests on a timely basis as well as concerns about the integrity and preservation of materials. Responding to a question from Commissioner Holt as to whether any progress had been made in communicating these concerns, Director Smith said that the committee voted the bill out favorably, in spite of staff concerns. He predicted that the financial burden on the agency would be significant. No action required.

  8. Agenda items for next meeting or future agenda items.

    There was no discussion of future meetings or agenda items. Commissioner Holt adjourned the meeting at 2:05 p.m.

Page last modified: May 27, 2020