Chairman Wong called the meeting to order at 8:30 a.m., welcomed everyone and stated that the meeting was being conducted via videoconference pursuant to the Governor's March 13, 2020 proclamation of a state of disaster affecting all counties in Texas due to the Coronavirus (COVID-19) and the Governor’s March 16, 2020 suspension of certain provisions of the Texas Open Meetings Act to slow the spread of the coronavirus.  Chairman Wong said the meeting was posted on the Texas Register on February 11, 2021, and that notice indicated the meeting would be conducted via videoconference providing a weblink and phone number for the public to use to access, listen and participate in the meeting. She said that all commissioners would leave their video on during the meeting but should mute their audio when they are not speaking. Staff will only share video and audio when making a presentation or participating in a discussion. She said that all attendees will be muted unless specifically unmuted for public comment.

Mark Smith presented a commemorative resolution for Laura Saegert who retired from the agency December 31, 2020 after 39 years and one month of service. Jelain Chubb praised Ms. Saegert’s work during her tenure and particularly during the last 10 years as the Assistant Director of the Archives.

Minutes of November 9, 2020 Commission meeting.

Commissioner Mann moved to approve the minutes of the November 9, 2020 commission meeting as corrected. Commissioner Tegeler seconded. Chairman Wong conducted a roll call vote and the motion passed unanimously.

Public Comment. There was no public comment. At this point in the meeting, Commissioner Tegeler left the meeting.

Conflict of Interest Disclosures. No conflicts were disclosed by the commissioners.

Audit Committee report.

Commissioner Givens reported that the Audit Committee met on February 4, 2021 with all members present and that Chairman Wong and Vice Chair Holt also attended. The auditors presented an internal audit on archival holdings and research with an overall rating of strong and an internal audit on archival preservation with an overall rating of satisfactory, he said. Staff concurred with all findings and at the direction of the committee will complete a plan on preservation to be included in the ARIS strategic plan when that plan is updated, he said. Commissioner Givens also stated that the committee went into executive session to discuss security issues which will be discussed later in this meeting. No action required.

Report on status of TSLAC security plan.

Mark Smith said that the commission last summer had directed staff to prepare a consolidated security plan and that as work and discussion on the plan progressed it became apparent to staff that such a plan is more complex and would benefit from outside experts.  After discussions with Commissioner Givens and the Audit Committee, he said staff are taking four steps to develop a security plan: investigating the security plans and practices of state agencies that have custody of historical materials, developing specifications to procure services from security experts for analysis and a plan, designated Donna Osborne to lead this investigation and make recommendations, and determining if the TSLAC building security is included in the Capitol Complex master plan. He said Ms. Osborne has begun the inquiry to discover security practices of other similar agencies and is developing specifications for the service of a security analyst firm although this may take a bit of time as it requires approval from the Governor’s Office. Director Smith said staff intend to come back to the commission at its April meeting with recommendations and possibly a contract for services of a security expert.

Director Smith noted that the agency has in place a number of procedures and security plans but not contained in one overall plan which staff have learned is a common situation among state agencies. He said he wants to assure the commission that staff are very concerned about building as well as IT security and take security very seriously.

Chairman Wong expressed appreciation for staff work and commended Ms. Osborne’s work. Commissioner Givens said the work done is thorough and that he appreciates it. He said the commission wants to ensure that the agency has a current and modern plan of security to protect staff and the materials entrusted to the commission. Staff are doing an excellent job but it is the responsibility of commissioners to follow through on this, he said. He emphasized that the that the agency does have security in place and compared this effort to that of an audit. He thanked staff and the Audit Committee for their work.

Chairman Wong thanked Commissioner Givens for his leadership in this area. No action required.

Review and approve acceptance of gifts and grants over $500.

Donna Osborne requested approval to accept a grant in the amount of $35,272 from the National Historical Publications and Records Commission to support activities of the Texas Historical Records Advisory Board between July 1, 2021 through   June 30, 2022. Commissioner Tocker moved to approve and Commissioner Garza seconded. Chairman Wong conducted a roll call vote which passed unanimously.

Sarah Jacobson requested approval for three gifts to the Talking Book Program in the amount of $500 from Lynne Mize, $1,000 from Merry Trujillon and $2,907.50 from the bequest of Mary Jo Edele.  Vice Chair Holt moved approval and Commissioner Mann seconded. Chairman Wong conducted a roll call vote which passed unanimously.

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

Jelain Chubb provided an overview of projects and expenditures approved by the commission for repairs and renovations at the Sam Houston Regional Library and Research Center and presented a list of remaining projects and current pricing for commission consideration. Alana Inman provided additional information and reported that during the recent winter storm, the Center sustained no damage.

Review and approve contracts, contract renewals, and amendments.

Jelain Chubb requested approval for the director and librarian to negotiate and execute four contracts with the Texas Facilities Commission for the following priority projects at the Sam Houston Center:

• Repairs to main building columns, asbestos abatement, new flooring and cabinet installation not to exceed a total of $95,500;

• Repairs to historic buildings not to exceed a total of $574,891;

• Repairs to the Daniel home elevator to bring it up to building code not to exceed a total of $262,500;

• Renovate and upgrade restrooms and janitor’s closet in main building to meet ADA and SORM requirements and clean and seal aggregate walkways not to exceed a total of $94,500.

Commissioner Givens moved approval and Commissioner Tocker seconded. Chairman Wong conducted a roll call vote with the motion passing unanimously.

Donna Osborne requested approval for the director and librarian to negotiate and execute contracts with multiple qualified vendors to expand the Center’s fire suppression system with no single contract to exceed $100,000; and, to select a qualified vendor and execute a contract to construct a monument entry sign at an estimated cost of $11,000. Commissioner Mann moved approval and Vice Chair Holt seconded. Chairman Wong conducted a roll call vote with the motion passing unanimously.

Demonstration of E-Read Texas e-book service.

Karen McElfresh demonstrated the agency’s E-Read Texas e-book service for libraries serving communities under 20,000 people.  No action required.

Legislative session update.

Gloria Meraz reported on progress of the agency’s budget during the 87^th Legislature as well as providing a compilation of bills that staff are monitoring during the legislative session. No action required.

Report of the Director and Librarian.

In addition to providing a written report to the commission, Mark Smith reported on additional legislative activities, agency projects to increase broadband services to libraries, the potential for additional funding for libraries from the federal government, and the agency’s status during the winter storm. No action required.

Correction to Cycle 2 TSLAC CARES grants.

Jennifer Peters requested approval to a correction of the Cycle 2 TSLAC CARES grants previously approved by the commission at the November 9, 2020 meeting. Commissioner Tocker moved approval and Commissioner Mann seconded. Chairman Wong conducted a roll call vote and the motion passed unanimously.

Authorization to post in the Texas Register adoption of new rule, 13 TAC 1.87, Emergency Waiver of Accreditation Criteria.

Jennifer Peters requested approval to post in the Texas Register adoption of new rule, 13 TAC 1.87, Emergency Waiver of Accreditation Criteria. Vice Chair Holt moved approval and Commissioner Givens seconded. Chairman Wong conducted a roll call vote and the motion passed unanimously.

Authorization to post in the Texas Register proposal to amend 13 TAC 8.1, TexShare Library Consortium.

Jennifer Peters requested authorization to post in the Texas Register proposed amendments to 13 TAC 8.1 TexShare Library Consortium. Commissioner Givens moved approval and Commission Mann seconded. Chairman Wong conducted a roll call vote and the motion passed unanimously.

Authorization to post in the Texas Register notice of intention to review 13 TAC Chapter 6, State Records.

Craig Kelso requested authorization to post in the Texas Register notice of the intention to review 13 TAC Chapter 6, State Records. Commissioner Mann moved approval and Commissioner Tocker 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.

Future Commission Meeting Dates.

Mark Smith said the next commission meeting is April 9 and asked the commission to set meeting dates for June and August. The commission set Friday, June 4 and Friday, August 6, as future commission meetings and agreed to set the fall meeting date after dates for the Texas Book Festival are announced.

Adjournment.

Commissioner Mann moved to adjourn the meeting and Commissioner Garza seconded. Chairman Wong conducted a roll call vote which was unanimous and adjourned the meeting at 10:41 a.m.