Roll Call for members and establishment of a quorum.

Chairman Wong took a roll call of commissioners and established that a quorum was present.

Minutes of June 5, 2020 Commission meeting.

Vice Chair Holt asked that a correction be made to minutes of the June 5, 2020 commission meeting and with that amendment moved approval. Commissioner Garza seconded. Chairman Wong conducted a roll call vote and the motion passed unanimously.

Minutes of July 20 Commission Meeting.

Commissioner Mann moved to approve the minutes of the July 20, 2020 commission meeting and Commissioner Tocker seconded. Chairman Wong took a roll call vote and the motion passed unanimously.

Presentation of commemorative resolution to Michael C. Waters.

Chairman Wong read a commission commemorative resolution for Michael C. Waters who served on the commission from 2008 to 2020. Mark Smith said he wanted to recognize Chairman Waters for the huge contribution he made to the agency during his tenure and that it was a personal pleasure to work with him and thanked Chairman Waters for everything he did for the agency. He said that Chairman Waters was always there for the agency in terms of advocating for TSLAC and presented Chairman Waters with a framed reproduction of an 1858 map of Texas with a plaque commemorating the Chairman’s years of service to the commission.

Chairman Waters thanked his wife for her support, Governors Perry and Abbott for his appointment, and the Texas Library Association which he said was wonderful during his tenure because they always supported the agency. He thanked Mark Smith and said that he, Chairman Waters, has been a CEO, worked with CEOS and that Mr. Smith is a great CEO and is doing a great job noting that Mr. Smith was one of the best hires he was ever involved in. One of the reasons Mr. Smith is so good, he said, is Director Smith’s staff who are well educated, credentialed, dedicated and do a wonderful service for the state of Texas. He congratulated Commissioner Tegeler on his appointment to the commission and thanked his fellow commissioners for their dedication, their participation and for always giving their best. He said Texas is a great state and a big state and that he had just finished reading a history of Texas, Big Wonderful Thing, by Stephen Harrigan, and recommended this history of Texas to the commission. He thanked Darryl Tocker and the Tocker Foundation for assisting in the commission of the book and noted that on page 831 the author gives attribution to Mark Smith and Jelain Chubb for their assistance. In 1912, he continued, Georgia O’Keefe came to Texas and said it was a big, wonderful thing. TSLAC commissioners now have the responsibility of maintaining the archives and history of this big wonderful thing called Texas, he continued, and said he has no doubt whatsoever that they will do a great job.

Chairman Wong thanked Chairman Waters and invited commissioners to comment.

Noting that he was the longest serving commissioner under Chairman Waters, Vice Chair Holt praised Chairman Waters for excelling at all the responsibilities of a chair – presiding over meetings, representing the commission before the legislature and also representing the commission at large noting how ably Chairman Waters represented the commission at the Alamo when the Travis Letter was brought there for exhibit. Vice Chair Holt said that the longer he served with Chairman Waters the more respect he attained for him in all three of those roles and that Chairman Waters is a role model of how one should conduct oneself in a public setting in holding such a position. He said he appreciated that and hopes that he can live up to the standards that Chairman Waters has set. Vice Chair Holt also noted that prior to Chairman Waters tenure, the commission did not have benefit of counsel at meetings and that Chairman Waters rectified that situation by recruiting the agency’s OAG counsel to attend all commission meetings as well as being instrumental in obtaining a full-time general counsel for the commission, both significant accomplishments, he said.

Commissioner Givens said that as the second longest serving commissioner with Chairman Waters agreed with Vice Chair Holt that Chairman Waters is an example for all on how to lead a meeting. At every meeting he never had any sense that anything was out of control, too long or too short. He noted that the staff recognize Chairman Waters’ support and leadership also and that it has been a privilege to know Chairman Waters personally and professionally.

Commissioner Mann said that Chairman Waters’ footprint on the agency will be seen for many years and that he appreciates his leadership. Commissioner Tocker thanked Chairman Waters for encouraging him to serve on the commission. Commissioner Garza agreed that Chairman Waters runs an excellent meeting and gave everyone a chance to participate noting that he enjoyed hearing the resolution and all of Chairman Waters’ many past accomplishments.

Chairman Wong said that as the resolution indicated, Chairman Waters lead the commission through some rough waters such as finding a new state librarian and leading the agency through the Sunset process. She thanked him for leaving the commission in such good condition which makes it easy for her as the chair. On behalf of the commission, she wished Chairman and Mrs. Waters all the best.

Public Comment. Shirley Robinson said that the Texas Library Association wanted to share their sentiments and thanks to Chairman Waters for all his service to Texas libraries. On April 30, the TLA executive board passed a resolution in his honor on behalf of its 6,000 members.

Conflict of interest disclosures. No conflicts were disclosed by the commissioners.

Audit status report and approval of 2021-2022 audit plan.

Daniel Graves presented an internal audit status report and the audit plan for 2021 and 2022. Commissioner Givens moved to accept the plan and Commissioner Tocker seconded. Chairman Wong conducted a roll call vote and the motion passed unanimously.

Review and approve acceptance of a gift of $500 or greater.

Donna Osborne requested approval of a $500 gift to the Talking Book Program from Patricia Skoff, a patron of the program. Commissioner Mann moved approval and Commissioner Tegeler seconded. Chairman Wong took a roll call vote and the motion passed unanimously.

Review and approve contracts, contract renewals, and amendments.

Jennifer Peters requested approval to renew a contract not to exceed $265,829 for FY2021 with Amigos Library Services to provide the TExpress courier service to libraries. Vice Chair Holt moved to approve and Commissioner Mann seconded. Chairman Wong conducted a roll call vote and the motion passed unanimously.

Ms. Peters requested approval to renew contracts with OCLC for the WorldCat database and the Navigator Interlibrary Loan service not to exceed $2,295,791.73 for FY21 and $2,331,229.59 for FY22. Commissioner Givens moved to approve and Commissioner Tocker seconded. Chairman Wong conducted a roll call vote and the motion passed unanimously.

Mark Smith requested approval for a contract with the Lonestar Education and Research Network or LEARN to bring high speed internet access to libraries in certain areas of the state in an amount not to exceed $1,000,000 and to be completed by August 31, 2021. The funds used are from the federal CARES act. Vice Chair Holt moved to approve and Commissioner Tocker seconded. Chairman Wong conducted a roll call vote and the motion passed unanimously.

Donna Osborne requested approval for the agency’s annual contract renewals in not-to-exceed amounts for FY2021 as follows:

•   $483,000 with DIR for data center services;
•   $6,000 with Alliance Work Partners for the agency’s employee assistance program;
•   $375,000 with the Texas Facilities Commission for management and maintenance at the Shoal Creek buildings;
•   $65,995 with Spacesaver Systems dba Infolink Systems, for support and maintenance of the TexLinx system;
•   $49,850 with Catapult Systems for technical support for the agency’s Grants Management System; $128,600 with TSLAC for storage;
•   $25,000 with Workquest for mowing at the Sam Houston Center and $8,000 for records destruction; $78,336.27 with SIRSI for the electronic catalog system used by the agency;
•   $52,848.16 with Data Management, Inc. for hosting services for WebREADS software, system maintenance and ongoing user support and help desk services;
•   $78,776.00 with Enfold Systems for the Ploud annual subscription for library websites for small rural libraries; and
•   $98,765.00 with Weaver for internal auditing services.

Commissioner Mann moved to approve the contracts and Commissioner Tegeler seconded.  Chairman Wong conducted a roll call vote and the motion passed unanimously.

Report of the Archives and Records Committee meeting.

Vice Chair Holt reported that the commission’s Archives and Records Committee met on July 24 during which Jelain Chubb walked the committee through the archives strategic plan which the committee felt met the requirements set forth by the Sunset Commission. The committee discussed physical security and protection of the archives and heard a very good explanation of security sources and oversight for agency buildings. The committee recommended staff formulate a security policy and bring to the commission at its fall meeting. He said the committee also heard a report on progress at the Promontory Point storage facility which is proceeding apace and that the project may result in more storage space than originally planned. No action required.  

Discussion of Archives Strategic Plan.

Jelain Chubb presented the Archives Strategic Plan in response to a recommendation from the agency’s 2019 Sunset review and due to the Sunset Commission by September 1, 2020. After discussion, Vice Chair Holt moved approval and Commissioner Givens seconded. Chairman Wong conducted a roll call vote and the motion passed unanimously.

Report of the Director and Librarian.

Mark Smith presented a written report on agency activities and answered questions about his report. He noted that the agency is still waiting for instructions for the agency’s Legislative Appropriations Request. No action required.

Review and approval of proposed collection policy for TexQuest.

Jennifer Peters requested approval of a proposed collection policy for the agency’s TexQuest program. After discussion, Commissioner Givens moved the policy be sent out for public comment and Vice Chair Holt seconded. Chairman Wong conducted a roll call vote and the motion passed unanimously. Commissioners directed staff to place for public comment on the agency website for 60 days.

Chairman Wong called for a break at 10:34 a.m. and brought the meeting back to order at 10:40 a.m.

Review and approval of proposed collection policy for E-Read Texas.

Jennifer Peters requested approval of a proposed collection policy for the agency’s e-book program. After discussion, Commissioner Givens moved that the policy be posted on the agency website for 60 days for public comment and Vice Chair Holt seconded. After discussion, Mark Smith suggested convening a meeting of the commission’s Libraries and Talking Books Committee to review the policy and Vice Chair Holt concurred. Commissioner Givens said he would like to see a rewrite to address commissioner concerns before taking it to the committee. Commissioner Garza suggested that after the subcommittee reviews the policy and brings it back to the commission which may decide public comment may not be needed. Director Smith said staff will take the policy back, do more work on it and take it to the committee for direction. Commissioner Givens withdrew his motion and Vice Chair Holt withdrew his second. Chairman Wong directed staff to schedule a meeting of the aforementioned committee to review the policy and bring to the full commission at a subsequent meeting.

Commissioner Givens and Vice Chair Holt let stand their previous motion in Agenda Item 14 to gather public comments for the TexQuest policy which the commission approved.

Approval of annual FY2021 competitive grant awards and amendments.

Jennifer Peters requested approval for the following Special Project grant awards:
 

Commissioner Tocker moved to approve and Vice Chair Holt seconded. Chairman Wong conducted a roll call vote and the motion passed unanimously.

Ms. Peters requested approval for the following Texas Reads Grants:
 

Commissioner Mann moved to approve and Commissioner Tocker seconded. Chairman Wong conducted a roll call vote and the motion passed unanimously.

Ms. Peters requested approval for a TexTreasures Basic grant of $3,000 to Lamar University and the following TexTreasures Original Grants:
 

Commissioner Tocker moved to approve the grants and Commissioner Givens seconded. Chairman Wong conducted a roll call vote and the motion passed unanimously.

Ms. Peters requested approval to award Abilene Library Consortium a $75,000 grant for a Regional Integrated Library System Cooperative Grant. Commissioner Mann moved approval and Vice Chair Holt seconded. Chairman Wong conducted a roll call vote and the motion passed unanimously.

Approval of appointments to the TexShare Advisory Board.

Jennifer Peters requested appointments to the TexShare Advisory Board as follows:

For a second three-year term:

Edward Melton, Harris County Public Library

Cody Gregg, Del Mar College

Dr. Sharon Strover, University of Texas-Austin

For a new, three-year term:

Debbie Garza, Midland Public Library

Commissioner Tocker moved to approve the appointments and Commissioner Tegeler seconded. Chairman Wong conducted a roll call vote and the motion passed unanimously.

Authorization to post in the Texas Register proposed amendments to 13 TAC 2.116, Uniform Grant Management Standards and 2.119, Multiple Applications, and new rule 2.120, Applicant Eligibility.

Jennifer Peters requested approval to post in the Texas Register proposed amendments to 13 TAC 2.116, Uniform Grant Management Standards and 2.119, Multiple Applications, and new rule 2.120, Applicant Eligibility. Vice Chair Holt moved to approve and Commissioner Givens seconded. Chairman Wong conducted a roll call vote and the motion passed unanimously.

Authorization to post in the Texas Register the adoption of amendments to 13 TAC 7.1 and 7.7 and new 13 TAC 7.10, relating to procedure and standards for transferring title to local historical resources to depositories.

Jelain Chubb requested adoption and approval to post in the Texas Register amendments to 13 TAC 7.1 and 7.7 and new 13 TAC 7.10 relating to procedures and standards for transferring title to local historical resources to depositories. Vice Chair Holt moved to approve and Commissioner Mann seconded. Chairman Wong conducted a roll call vote and the motion passed unanimously.

Authorization to post in the Texas Register the adoption of amendments to 13 TAC 6.1, 6.5, and 6.8 and 13 TAC 7.125(a)(10), Schedule EL.

Craig Kelso requested approval to adopt amendments to 13 TAC 6.1, 6.5 and 6.8 and post in the Texas Register. Commissioner Tocker moved to approve and Commissioner Tegeler seconded. Chairman Wong conducted a roll call vote and the motion passed unanimously. Mr. Kelso also requested approval to adopt amendments to 13 TAC 7.125(a)(10), Schedule EL, and post in the Texas Register. Commissioner Tocker moved to approve and Commissioner Garza seconded.  Chairman Wong conducted a roll call vote and the motion passed unanimously.

Report on agency expenditures summary.

Donna Osborne presented a report on agency expenditures. No action required.

Adjournment.

Commissioner Mann moved to adjourn the meeting and Commissioner Tegeler seconded. Chairman Wong conducted a voice vote and hearing no objection adjourned the meeting at 12:13 p.m.