Texas State Library and Archives Commission Meeting
Minutes

June 3, 2022, 8:30 a.m.

The Texas State Library and Archives Commission met in person on Friday, June 03, 2022, 8:30 a.m. at the Lorenzo de Zavala State Archives and Library Building, 1201 Brazos Street, Austin, Texas.

1.    Welcome and introductions

Chairman Wong called the meeting to order at 8:31 a.m. and stated that the meeting agenda was posted with the Secretary of State on the Texas Register, May 26, 2022. She welcomed everyone to the meeting, especially newly-appointed Commissioner Nancy Paup to her first in person Commission meeting and thanked the parting Commissioner Lynwood Givens for his dedicated services to the Commission.

2.    Roll call for members and establishment of a quorum

Chairman Wong took a roll call of the Commission members and established that a quorum was present.

Three guests were in attendance and introduced as Samantha Martinez (LBB), Daniel Graves, and Mike Karnes (Auditors at Weaver and Tidwell, LLP).

3.    Approval of the May 12, 2022, Commission Meeting Minutes

Commissioner Tegeler moved to accept the meeting minutes, seconded by Commissioner Tocker. All commissioners voted in favor and the minutes were approved unanimously.

4.    Public Comment

No public comments were received.

5.    Conflict of interest disclosures

No conflict of interest was notified.

6.    Elect Vice Chair

Chairman Wong entertained a motion to elect Commissioner Tocker as Vice Chair of the Commission. Commissioner Tegeler moved to approve the nomination, seconded by Commissioner Garza.

All commissioners voted in favor and the motion passed unanimously. Commissioner Tocker accepted the election and the position of Vice Chair.

7.    Texas State Library and Archives Commission committee appointments

The commission has three standing committees: the Audit Committee, the Archives and Records Committee, and the Libraries and Talking Book Committee. Following the Governor’s appointment of a new commissioner, it is necessary to revisit committee appointments.

The following committee assignments were made:

Audit - Tegeler, Chair.   Mann.   Tocker
Archives and Records - Garza, Chair.   Paup.   Iglesias.
Libraries and Talking Book - Tocker, Chair.   Mann.   Tegeler.

Commissioner Tegeler moved to approve the commission committee assignments, seconded by Commissioner Garza.

All Commissioners voted in favor and motion passed unanimously.

8.    Acceptance of a gift of $500 or greater

Gloria Meraz requested approval of a gift from Lynwood Givens of $1,000 for the Talking Book Program.

Commissioner Tocker moved to accept the donation for the Talking Book Program, seconded by Commissioner Tegeler.

All commissioners voted in favor, and the motion passed unanimously.

9.    Review and approve the following contracts, contract renewals, and amendments

a.    Planetary overhead scanner $132,012

Jelain Chubb requested authorization to contract with IImage Retrieval for the purchase of a planetary/overhead scanner to digitize archival materials in the State Archives collection.

Commissioner Paup moved to approve the contract with IImage Retrieval, seconded by Commissioner Tegeler.

All commissioners voted in favor and motion passed unanimously.
 
b.    Amigos Library Services, not-to-exceed $560,000

Sarah Jacobson requested approval of a contract not-to-exceed $560,000 for Amigos Library Services to host and configure SimplyE, an open-source e-book app.

Commissioner Tocker moved to approve a contract not to exceed $560,000 for Amigos Library Services, seconded by Commissioner Garza.

All commissioners voted in favor and motion passed unanimously.

c.    Middle Country Public Library (Family Place), not-to-exceed $180,000

Sarah Jacobson requested authorization to contract with Middle Country Public Library in an amount not-to-exceed $180,000 for term 9/1/22 - 8/31/23.

Commissioner Tocker moved to approve a contract not-to-exceed $180,000 for Middle Country Public Library, seconded by Commissioner Paup.

All commissioners voted in favor and motion passed unanimously.

10.    Review and approval of Joint Conference of Librarians of Color (JCLC) scholarship program

Sarah Jacobson requested approval of recommendations for funding of up to $52,000 for the 2022 JCLC Scholarship Program.

Commissioner Paup moved to approve the funding of the JCLC scholarship program as requested, seconded by Commissioner Garza.

All commissioners voted in favor and motion passed unanimously.

11.    Review and approval of the Library Services and Technology Act Five Year Plan for IMLS

Sarah Jacobson requested approval of the Library Services and Technology Act (LSTA) Five-Year Plan for Texas FFY2023-2027.

Commissioner Tegeler moved to approve TSLAC’s Library Services and Technology Act (LSTA) Plan as submitted, seconded by Commissioner Garza.

All commissioners voted in favor and motion passed unanimously.

12.    Initial review and discussion of TSLAC Legislative Appropriations Request

Gloria Meraz presented recommendations for the Legislative Appropriations Requests (LAR) for the 2024- 2025 Biennium, which must be submitted in August 2022. The commission discussed the recommendations.

The commission will meet on July 29 in a special meeting to consider and approve the LAR. This was an information item only. No action was required.

13.    Review internal audit updates and review and accept internal audit report over procurement

Weaver and Tidwell, LLP conducted one internal audit and a follow-up review on outstanding findings. Internal Auditor Dan Graves provided a status update and presented the report for the procurement audit.
 
Commissioner Tocker moved to accept the procurement audit report presented by Weaver and Tidwell, seconded by Commissioner Garza.

All commissioners voted in favor and motion passed unanimously.

14.    New 13 TAC Chapter 10, Archives and Historical Resources

Jelain Chubb requested adoption of the new 13 TAC Chapter 10 sections, relating to public access to archival state records and other historical resources, and authorization to publish adoption in the Texas Register.

a.    §10.1, Definitions
b.    §10.2, Public Access to Archival State Records and Other Historical Resources

Commissioner Garza asked for clarification of the established age range for juvenile researchers. TSLAC’s General Counsel proposed adopting the new chapter with changes to include that juveniles between the ages of 13 and 16 need to be accompanied by an adult and clarifying the use of the archives by individuals aged 17 and older.

Commissioner Garza moved to accept adoption of the new sections with the proposed clarification and authorization to publish adoption in the Texas Register with changes, seconded by Commissioner Tegeler. All commissioners voted in favor and motion passed unanimously.

15.    Amendments to 13 TAC §6.10 (a) and (b), Texas State Records Retention Schedule and University Records Retention Schedule

Craig Kelso requested adoption of amendments to 13 TAC Chapter 6, State Records, §6.10, subsection
(a) regarding the Texas State Records Retention Schedule and subsection (b) regarding the University Records Retention Schedule.

Commissioner Paup moved to accept adoption of amendments to 13 TAC Chapter 6, State Records,
§6.10, subsection (a) and (b), seconded by Commissioner Tocker. All commissioners voted in favor and motion passed unanimously.
REPORTS

16.    Daughters of the American Revolution, Libertad Chapter, notice of intent to terminate agreement regarding administration of the Partlow House and Price Daniel Meeting Room in Liberty, Texas

This was an information item only. No action was required.

17.    Update on targeted review of the School Library Programs: Standards and Guidelines for Texas

This was a discussion item only. No action was required.

18.    Report of the Director & Librarian

This was an information item only. No action was required.

19.    Report on agency expenditures summary.

This was an information item only. No action was required.

20.    Executive Session under the Open Meetings Act, Government Code, Chapter 551

The commission went into executive session at 11:54 pm, and Chairman Wong called the open meeting back to order at 12:59 pm.

21.    Future commission meeting dates

Current Commission meeting dates already set:
•    Thursday, July 14, 1 pm; videoconference meeting for the Libraries and Talking Book Committee
•    Friday, July 29, 2022; 8:30 am; Via videoconference (targeted meeting to consider the LAR)
•    Friday, August 19, 2022, 8:30 am; Austin (in-person)
•    Friday, Nov. 4, 2022, 8:30 am; Liberty (in-person)
•    Friday, Feb. 3, 2023, 8:30 am; Austin (in-person)
•    Friday, April 14, 2023, 8:30 am; Austin (in-person)
•    Friday, June 2, 2023, 8:30 am; Austin (in-person)
•    Friday, August 4, 2023, 8:30 am; Austin (in-person)

21. Adjournment.

Chairman Wong thanked the committee and staff for a thorough discussion and hard work and adjourned the meeting at 1:12 p.m.