Texas State Library and Archives Commission Meeting
Minutes

August 19, 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 8:33 a.m. and stated that the agenda was posted with the Secretary of State on the Texas Register on August 11, 2022. She welcomed everyone to the meeting.

2. Roll call for members and establishment of a quorum

Chairman Wong took a roll call of Commission members and established that a quorum was present.
Guests in attendance included Brian Risse, Jennifer Fritsch, and Lemma Shomali from Cengage Learning, Inc.

3. Approval of minutes of the July 29, 2022, Commission meeting put here

Commissioner Tocker moved to accept the meeting minutes and was seconded by Commissioner Tegeler.
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 presented.

6. Presentation of commemorative resolution for Commissioner (Vice Chair) Lynwood Givens

Chairman Wong read the commemorative resolution in recognition of Lynwood Givens and thanked him for his ten years of faithful and dedicated service which has improved the lives of all Texans and TSLAC staff and wished him the very best good fortune in all present and future endeavors.

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

FY 23 Contract Renewals and Non-Competitive Contracts and Agreements.

Donna Osborne requested approval of the contract renewals and new agreements in the amounts listed below:

a) Department of Information Services, Data Center Services (contract, $430,640).
b) Alliance Work Partners (renewal of contract, $6,000).
c) Texas Facilities Commission (renewal of contract for facilities management and maintenance, Shoal Creek, and Promontory Point, $434,200).
d) Texas State Library and Archives Commission (renewal of contract, $126,000).
e) WorkQuest (contract renewal, $30,000).
f) WorkQuest (contract renewal, $30,000).
g) Sirsi Corporation (renewal of contract for electronic catalog system, $84,304.93)
h) Enfold/Ploud (renewal of contract, not-to-exceed $90,000).
i) ProQuest (renewal of contract, $29,449).
j) Collaborative Summer Library Program (CSLP) (contract, $90,000).

Commissioner Mann moved to accept the proposed FY 23 contract renewals and non-competitive contracts and agreements as listed above. The motion was seconded by Commissioner Garza. All commissioners voted in favor, and the motion passed unanimously.

FY 23 Standard Contracts

k) Sarah Jacobson requested approval of the contract renewal with Education Service Center (ESC) Region 20 for TexQuest administration, not to exceed $433,357.74 from September 1, 2022-August 31, 2023.

Commissioner Garza moved to accept the contract renewal with the Education Service Center (ESC) Region 20 and was seconded by Commissioner Tegeler. All commissioners voted in favor and the motion passed unanimously.

l) Ms. Jacobson requested approval of contract renewal for Courier Service with Amigos/TExpress, not to exceed $273,798 for FY 2023.

Commissioner Tegeler moved to accept the contract renewal for the Amigos/TExpress and was seconded by Commissioner Paup. All commissioners voted in favor and the motion passed unanimously.

m) Ms. Jacobson requested approval of a contract renewal for FY2023 for OCLC WorldCat Navigator program for statewide interlibrary loan in an amount not to exceed $ 2,404,081.52.

Commissioner Tocker moved to approve the contract renewal for the FY2023 OCLC WorldCat Navigator program and was seconded by Commissioner Iglesias. All Commissioners voted in favor and the motion passed unanimously.

n) Ms. Jacobson requested approval to enter into an interagency contract with another state agency or institution of higher education for education and public awareness for the Digital Navigator program in an amount not to exceed $200,000 and a term to end May 31, 2023.

Commissioner Mann moved to approve the interagency contract for the Digital Navigators program, seconded by Commissioner Paup. All Commissioners voted in favor and the motion passed unanimously.

o) Jelain Chubb requested approval to renew the contract for preservation and storage services with Preservica for a one-year term, September 1, 2022 through August 31, 2023, in an amount not to exceed $125,000.

Commissioner Iglesias moved to approve the renewal of the contract with Preservica for a one-year term and was seconded by Commissioner Tegeler. All commissioners voted in favor and the motion passed unanimously.

p) Ms. Jacobson requested approval to execute a contract with Data Management, Inc. in the amount of $58,212 for the initial one-year term for the annual subscription for hosting services, maintenance, and ongoing user support and help desk services for the WebREADS system application for use by the Texas Talking Book Program.

Commissioner Tocker moved to approve the execution of a contract with Data Management, Inc. and was seconded by Commissioner Paup. All commissioners voted in favor and the motion passed unanimously.

E-resources Contracts

q) Ms. Jacobson requested approval of the contract for TexShare/TexQuest with Cengage Learning, Inc., not to exceed $7,616,500 in FY2023.

Commissioner Tocker moved to approve the contract with Cengage Learning, Inc., seconded by Commissioner Mann. All Commissioners voted in favor and motion passed unanimously.

r) Ms. Jacobson requested approval for the TexShare/TexQuest contract with ProQuest, LLC, not to exceed $3,889,294 in FY2023.

Commissioner Tocker moved to approve the contract with ProQuest, seconded by Commissioner Paup. All Commissioners voted in favor and motion passed unanimously.

s) Ms. Jacobson requested approval for the TexShare/TexQuest contract with EBSCO Information Services, LLC, not to exceed $6,278,082 in FY2023.

Commissioner Tocker moved to approve the contract with EBSCO Information Services, seconded by Commissioner Mann. All commissioners voted in favor and motion passed unanimously.

t) Ms. Jacobson requested approval for the TexQuest contract with Encyclopædia Britannica not to exceed $1,942,500 in FY2023.

Commissioner Tegeler moved to approve the contract with Encyclopædia Britannica, seconded by Commissioner Paup. All commissioners voted in favor and motion passed unanimously.

u) Ms. Jacobson requested approval for the TexShare/TexQuest contract with TeachingBooks.net, LLC, not to exceed $605,731 in FY2023.

Commissioner Tocker moved to approve the contract with TeachingBooks.net, LLC and was seconded by Commissioner Tegeler. All commissioners voted in favor and motion passed unanimously.

v) Ms. Jacobson requested approval for the TexQuest contract with Infobase Holdings, Inc., not to exceed $677,950 in FY2023.

Commissioner Tocker moved to approve the contract with Infobase Holdings and was seconded by Commissioner Paup. All commissioners voted in favor and motion passed unanimously.

8. Libraries and Talking Book Committee Update

Commissioner Tocker presented an update from the committee. As this was an information item only, no action was required.

9. Audit Committee Update

Commissioner Tegeler, Chairman of the Audit Committee, provided an update on the Audit Committee meeting from August 4, which resulted in one action item to be presented to the full Commission. The Audit Committee requested consideration of the Audit Committee recommendation on an extension and amendment of the contract for internal auditing services with Weaver and Tidwell for one additional year.

Commissioner Tegeler moved to approve the contract extension and amendment of contract for internal auditing services for one year and was seconded by Commissioner Mann. All commissioners voted in favor and motion passed unanimously.

10. Acceptance of Fiscal Year 2022 Annual Internal Audit Report and Approval of Internal Audit Plan for Fiscal Year End 2023

Daniel Graves, CPA, Internal Auditor with Weaver and Tidwell, LLP presented the FY 2022 Internal Audit Report and the proposed FY 2023 Audit Plan.

Donna Osborne requested acceptance of Fiscal Year 2022 Annual Internal Audit Report and approval of the Internal Audit Plan for Fiscal Year End 2023.

Commissioner Tocker so moved, and the motion was seconded by Commissioner Tegeler. All commissioners voted in favor and motion passed unanimously.

11. Appointment of Library Systems Act Advisory Board Members

Sarah Jacobson requested approval of reappointments for two board members to the Library Systems Act Advisory Board, whose terms expire end of August and are eligible for a second three-year term.
Commissioner Tocker moved to accept the recommendation to reappoint John Melton and Ida Gonzalez-Garza and was seconded by Commissioner Tegeler. All commissioners voted in favor and motion passed unanimously.

12. Appointment of TexShare Advisory Board Members

Ms. Jacobson requested approval of two new appointments and one second term reappointment to the TexShare Advisory Board (TSAB).
Commissioner Paup moved to approve the reappointment of Daniel Burgard and new appointment of Amanda Barrera and Betsy Evans to the TexShare Advisory Board. The motion was seconded by Commissioner Tocker. All Commissioners voted in favor and motion passed unanimously.

13. Update on Sam Houston Regional Library and Research Center

Ms. Chubb provided on update on the Sam Houston Regional Library and Research Center. As this was a discussion item only, no action was required.

14. Update on targeted review of the School Library Standards

Ms. Jacobson provided an update on the activities and timeline of the work group. This was an informational item only. No action was required.

15. Report of the Director & Librarian

Director Meraz presented an update on agency activities. This was an information item only. No action was required.

16. Report on agency expenditures summary

Donna Osborne reported on agency expenditures. No action was required.

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

The commission went into executive session at 11:08 a.m., and Chairman Wong called the open meeting back to order at 12:17 p.m.

18. Future commission meeting dates

The commission reviewed and set future meeting dates.

• 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)
• Friday, Nov. 3, 2023, 8:30 am; Austin (in-person)
• Friday, Feb. 9, 2024, 8:30 am; Location TBD

19. Adjournment

Chairman Wong thanked the committee and staff for a thorough discussion and hard work and adjourned the meeting at 12:23 p.m.