Texas State Library and Archives Commission Meeting
Minutes

February 13, 2023, 8:30 a.m.

The Texas State Library and Archives Commission met in person and on Zoom on Monday, February 13 at 8:30 a.m. at the Lorenzo de Zavala State Archives and Library Building, 1201 Brazos Street, Austin, Texas.

1. Welcome and introductions

Commissioner Tocker called the meeting to order on February 13 at 9:05 a.m. and stated that the agenda was posted with the Secretary of State on the Texas Register on February 2, 2023. He welcomed everyone to the meeting.

2. Roll call for members and establishment of a quorum

Commissioner Tocker took a roll call of commission members and established that a quorum was present.

3. Approval of minutes of the November 4, 2022, Commission meeting

Commissioner Mann moved to accept the meeting minutes. Chair Wong seconded the motion. 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.

BRIEFINGS AND ACTION ITEMS

6. Acceptance of a Gift of $500 or greater:

Donna Osborne requested acceptance of the following donations of $500 or more during this period:

• A gift of $101,352.84 from Billie Beth Moore to the agency as whole.
• A grant of $40,000 from the National Historical Publications and Records Commission for the Texas Historical Advisory Board (THRAB).

Commissioner Mann moved to accept the donations the agency received. Chair Wong seconded the motion. All commissioners voted in favor, and the minutes were approved unanimously.

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

a) Sarah Karnes requested approval for a new contract for a public library collection tool not to exceed $50,000 for the initial year, with up to 4 optional renewals for a total not to exceed the amount of $250,000.

Chair Wong moved to approve the new contract. Commissioner Paup seconded the motion. All commissioners voted in favor, and the motion passed unanimously.

b) Sarah Karnes seeking a contract renewal of OCLC - Webjunction not to exceed $15,759.

Chair Wong moved to approve the contract renewal not to exceed $15,759. The motion was seconded by Commissioner Iglesias. All commissioners voted in favor, and the motion passed unanimously.

c) Sarah Karnes requested approval for a perpetual contract with ProQuest LLC for access to the historical content of The New York Times, not to exceed $1,136, 956.

Commissioner Paup moved to approve the perpetual contract with ProQuest LLC for the historical content of The New York Times. The motion was seconded by Commissioner Mann. The commission then discussed the proposed contract.

Commissioner Tegeler joined the meeting online at 9:28 a.m.

Commissioner Paup withdrew her motion to approve the perpetual contract with ProQuest LLC for access for the historical content of The New York Times.

d) Ann Minner requested approval to solicit for contract for a mobile device manager in an amount not to exceed $550,000 for five years.
Commissioner Tegeler moved to approve the solicitation of an amount not to exceed $550,000 for five years. The motion was seconded by Commissioner Iglesias. All commissioners voted in favor, and the motion passed unanimously.

e) Director Mike Ford requested authorization for a contract with the Department of Information Resources (DIR) and DIR-approved vendor to acquire interactive computers and equipment not to exceed $136,000.

Commissioner Paup moved to authorize a contract with DIR and a DIR-approved vendor to acquire interactive computers and equipment not to exceed $136,000. Commissioner Mann seconded the motion. All commissioners voted in favor, and the motion passed unanimously.

8. Review of designation of Texas Library and Archives Foundation as under 13 TAC §2.60

Gloria Meraz discussed the periodic review and designation of the Texas Library and Archives Foundation as Friends Group under 13 TAC §2.60.

Texas Library and Archives Foundation Secretary Gene McKenzie spoke on the role and work of the Foundation.

Commissioner Wong motioned to designate the Texas Library and Archives Foundation as the friends group of the agency under 13 TAC §2.60. Commissioner Paup seconded the motion. All commissioners voted in favor, and the motion passed unanimously.

9. Approval of annual FY 2023 Family Place Grant Awards

Sarah Karnes discussed the Family Place program and requested approval for funding of the selected 2023 Family Place libraries.

Commissioner Mann moved to approve the funding for the 2023 Family Place libraries. The motion was seconded by Commissioner Garza. All Commissioners voted in favor, and the motion passed unanimously.

Commissioner Tegeler signed off from the meeting at 10:23 a.m.

RULES - PROPOSALS

10. Sarah Swanson requested approval to publish proposed amendments to 13 TAC §2.2, Responsibilities of Commission and the Director and Librarian and 13 TAC §2.70, Vehicle Fleet Management and proposed new §2.77, Contract Approval Authority and Responsibilities in the Texas Register for the purpose of receiving public comment.

Commissioner Garza so moved, and Commissioner Mann seconded the motion. All commissioners voted in favor, and motion passed unanimously.

11. Sarah Swanson requested approval to publish proposed amendments to 13 TAC §2.112 Eligible and Ineligible Expenses And 13 TAC §2.116 Uniform Grant Management Standards (UGMS) in the Texas Register for the purpose of receiving public comment.

Chair Wong so moved, and Commissioner Paup seconded the motion. All commissioners voted in favor, and motion passed unanimously.

12. Sarah Swanson requested approval to publish a notice of intent to review 13 TAC Ch. 3 State Publications Depository Program, pursuant to Government Code, §2001.039, Agency Review of Existing Rules.

Commissioner Mann so moved, and Chair Wong seconded the motion. All commissioners voted in favor, and the motion passed unanimously.

RULES - ADOPTIONS

13. Director Jelain Chubb requested adoption of the repeal of 13 TAC §2.59, Loan and Exhibition of State Archives and 13 TAC §10.1, Definitions, new 13 TAC §10.1 Definitions, §10.3, Loan and Exhibition of State Archives, and §10.4, Reappraisal and Deaccessioning of Items, and amendments to 13 TAC §10.2 Public Access to Archival State Records and Other Historical Resources.

Commissioner Paup so moved, and Commissioner Garza seconded the motion. All commissioners voted in favor, and the motion passed unanimously.

14. Sarah Swanson requested adoption of an amendment to 13 TAC §1.21 State Plan for the Library Services and Technology Act in Texas, and the repeal of §1.22 Circulation.

Chair Wong so moved, and Commissioner Paup seconded the motion. All commissioners voted in favor, and the motion passed unanimously.

Recess

Commissioner Tocker recessed the meeting at 10:43 a.m. Meeting resumed at 10:50 a.m.

15. State Archives Strategic Plan update

Jelain Chubb updated Commission on the Strategic Pan for the State Archives with focus on the progress of processing of backlog material.

Commissioners Garza and Mann rejoined the meeting at 10:52 a.m.

16. Sam Houston Regional Library and Research Center update

Jelain Chubb reported on maintenance efforts at the Sam Houston Center.

The Commission discussed the Cleveland Partlow House and the costs of its upkeep.

Chair Wong requested that Manager Alana Inman gather information from the Liberty Texas Chapter of the Daughters of the American Revolution on their past efforts in regard to the Cleveland Partlow House.

Commissioner Tegeler signed off at 11:15 a.m.

17. Update on Targeted Review of Public School Library Standards

Sarah Karnes updated the Commission on the targeted review of the Public School Standards.

18. Update on 88th Legislative Session

Gloria Meraz updated the Commission on the activities, applicable legislation, and budget progress of the 88th Legislative Session.

19. Report of the Director and Librarian

Gloria Meraz’s report included an update on the status of the school library workgroup, as presented by Sarah Karnes and an update on ARPA funding. Director Meraz asked Craig Kelso to provide an update on the agency’s collaboration with the Department of Information Resources regarding data management. The report also included a review of the planned exhibit reception on March 23. Commissioner Nancy Paup provided details about the goals, planning, and collaboration for the event.

Commissioner Tegeler signed back on at 11:41 a.m.

20. Financial Report

Donna Osborne reported on the financial progress of the agency as of February 13, 2023.

21. Executive Session

Commission went into executive session at 11:56 a.m., Commissioner Tocker called the meeting back to order at 12:07 p.m.

22. Adjournment

Commissioner Mann moved to adjourn Commission meeting. The motion was seconded by Commissioner Paup. All commissioners voted in favor, and the motion passed unanimously. Meeting adjourned at 12:08 p.m.