Texas State Library and Archives Commission Meeting
Minutes

April 14, 2023, 9:00 a.m.

The Texas State Library and Archives Commission met in person and via Zoom on Friday, April 14 at 9:00 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

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

3. Approval of Minutes of the February 13, 2023, Commission Meeting

Commissioner Tegeler moved to accept the meeting minutes. Commissioner Mann 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

Ann Minner presented on the gift of Ken Koch of $8,300.00 to the Talking Book Program.

Commissioner Tegeler moved to accept the donation. Commissioner Mann seconded the motion. All commissioners voted in favor, and the motion was approved unanimously.

7. Review and Approval the following Contracts, Contract Renewals, and Amendments

a) Sarah Karnes requested approval for a contract renewal for Encyclopedia Britannica in an amount not-to-exceed $1,060,000.00.

Commissioner Tegeler moved to approve the contract renewal not-to-exceed $1,060,000.00. Commissioner Paup seconded the motion. All commissioners voted in favor, and the motion passed unanimously.

b) Sarah Karnes seeking a contract renewal of Infobase Holdings in an amount not-to-exceed $555,298.40.

Commissioner Paup moved to approve the contract renewal not-to-exceed $555,298.40. The motion was seconded by Commissioner Mann. All commissioners voted in favor, and the motion passed unanimously.

Commissioner Garza stepped out at 9:17am.
Commissioner Garza returned at 9:18am.

c) Sarah Karnes requested approval for contract renewal with EBSCO Information Services in an amount not-to-exceed $1,077,316.00.

Commissioner Tegeler moved to approve the contract renewal with EBSCO Information Services not-to-exceed $1,077,316.00. The motion was seconded by Commissioner Mann.

d) Sarah Karnes requested approval for contract renewal with Teaching Books in an amount not-to-exceed $665,590.00.

Commissioner Tegeler moved to approve the contract renewal of Teaching Books not-to-exceed $665,590.00. The motion was seconded by Commissioner Paup. All commissioners voted in favor and the motion passed unanimously.

e) Sarah Karnes requested of a contract renewal with ProQuest in an amount not-to-exceed $3,732,149.00.

Commissioner Mann moved to approve the contract renewal with ProQuest not-to-exceed $3,732,149.00. Commissioner Garza seconded the motion. All commissioners voted in favor, and the motion passed unanimously.

f) Sarah Karnes requested of a contract renewal with ProQuest - Sanborn Maps, 20th Century American and English Poetry in an amount not-to-exceed $29,449.00.

Commissioner Paup moved to approve the contract renewal with ProQuest - Sanborn Maps, 20th Century American and English Poetry not-to-exceed $29,449.00. Commissioner Garza seconded the motion. All commissioners voted in favor, and the motion passed unanimously.

g) Sarah Karnes requested of a contract renewal with Cengage Learning in an amount not-to-exceed $5,408,500.00.

Commissioner Mann moved to approve the contract renewal with Cengage Learning not-to-exceed $5,408,500.00. Commissioner Paup seconded the motion. All commissioners voted in favor, and the motion passed unanimously.

h) Sarah Karnes requested approval to use one-time American Rescue Plan Act (ARPA) funds in the amount of $ $2,360,825 for perpetual access to electronic resources offered by EBSCO Information Services, LLC, Cengage Learning, and ProQuest, LLC. should funds become available.

Commissioner Mann moved to approve the to use one-time American Rescue Plan Act (ARPA) funds in the amount of $ $2,360,825 for perpetual access to electronic resources offered by EBSCO Information Services, LLC, Cengage Learning, and ProQuest, LLC.

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

i) Sarah Karnes requested approval for contract renewal with Middle Country Public Library for Family Place Libraries in an amount not-to-exceed $180,00.00.

Commissioner Mann moved to approve the renewal of the contract with Middle Country Public Library for Family Place Libraries in an amount not-to-exceed $180,00.00. Commissioner Paup seconded the motion. All commissioners voted in favor, and the motion passed unanimously.

8. Approval of FY 2024 fee schedules for state records storage and imaging costs under 13 TAC §6.121, Micrographics Services Fee Schedule (Imaging Services) and 13 TAC §6.122, Records Storage Services Fee Schedule.

Craig Kelso requested approval of FY 2024 fee schedules for state records storage and imaging costs under 13 TAC §6.121, Micrographics Services Fee Schedule (Imaging Services) and 13 TAC §6.122, Records Storage Services Fee Schedule.

Commissioner Tegeler moved to approve FY 2024 fee schedules for state records storage and imaging costs under 13 TAC §6.121, Micrographics Services Fee Schedule (Imaging Services) and 13 TAC §6.122, Records Storage Services Fee Schedule. Commissioner Paup seconded the motion. All commissioners voted in favor, and the motion passed unanimously.

9. Libraries and Talking Book Program Committee Update

Commissioner Tocker reported on the Libraries and Talking Book Program Committee update. The Committee met on March 10, 2023. The Committee discussed the review of the school library standards and the process to review public library accreditation standards. Also, the Committee discussed proposed amendments to 13 TAC Chapter 9, Talking Book Program.

10. Audit Committee Update

Commissioner Tegeler reported on the Audit Review Committee. Committee met on April 14, 2023. Committee discussed internal audit report on State Records Center services with Dan Graves of Weaver Auditing.

Commissioner Tegeler moved to accept the Audit Report. Commissioner seconded the motion. All commissioners voted in favor and the motion passed unanimously.

RULES - PROPOSALS

11. 13 TAC Chapter 9, Talking Book Program

Sarah Swanson requested to publish proposed changes to 13 TAC Chapter 9, Talking Book Program to be published in the Texas Register for the purpose of receiving public comment:

• Repeal §9.1, Definitions
• New §9.1, Definitions
• Amend §9.2, Administration
• Amend §9.3, Eligibility
• Amend §9.4, Application for Service
• Amend §9.5, Priority Service to Veterans
• Amend §9.6, Status of Users
• Amend §9.7, Playback Equipment
• Amend §9.8, Books and Magazines
• Amend §9.9, Availability of Materials
• Amend §9.11, Misuse of Service
• Amend §9.12, Notification of Potential Suspension
• Amend §9.13, Correction of Problem
• Amend §9.14, Suspension of Service
• Amend §9.15, Reinstatement of Service
• Amend §9.16, Termination of Service
• Amend §9.17, Transfer of Service
• Amend §9.18, Reactivation of Accounts
  
  Commissioner Tegeler moved to publish proposed changes to 13 TAC Chapter 9, Talking Book Program to be published in the Texas Register for the purpose of receiving public comment. Commissioner Paup seconded the motion. All commissioners voted in favor, and the motion passed unanimously.

12. Notice of Intent to Review 13 TAC Ch. 1, Library Development, pursuant to Government Code, §2001.039, Agency Review of Existing Rules.

Sarah Swanson requested approval to publish a notice of intent to review 13 TAC Chapter 1, Library Development, pursuant to Government Code § 2001.039.

Commissioner Paup moved to publish a notice of intent to review 13 TAC Chapter 1, Library Development, pursuant to Government Code § 2001.039. Commissioner Mann seconded the motion. All commissioners voted in favor, and the motion passed unanimously.

RULES – ADOPTIONS

13. Review of 13 TAC Ch. 9, Talking Book Program, pursuant to Government Code, §2001.039, Agency Review of Existing Rules.

Sarah Swanson asked for approval of readoption of 13 TAC Ch. 9, Talking Book Program, pursuant to Government Code, §2001.039, to be published in the Texas Register.

Commissioner Iglesias moved to approve the readoption of 13 TAC Ch. 9, Talking Book Program, pursuant to Government Code, §2001.039, to be published in the Texas Register. Commissioner Garza seconded. All commissioners voted in favor, and the motion passed unanimously.

REPORTS

14. Update on 88th Legislative Session

Gloria Meraz updated the Commission on the state of the 88th Legislative Session. Director Meraz updated on the progress of the agency’s budget during the Legislative Session. Update included tracking of Legislative Bills that are of importance to the agency.

15. Report of the Director and Librarian

Gloria Meraz reported on newspapers and follow up of February discussion on newspaper access available through the agency. Ms. Meraz and Commissioner Paup discussed the March 23 reception.

EXECUTIVE SESSION

16. No Executive Session was held.

CLOSING ITEMS

17. Demonstration of the Braille Reader, Talking Book Program

Ann Minner demonstrated new TBP Braille Reader for Commission.

18. Financial Report

Donna Osborne reported on the financial progress of the agency as of March 28, 2023.

19. Scheduling of Future Commission Meetings

Gloria Meraz updated Commission on possible future 2023 Commission dates.

20. Adjournment

Commissioner Tegeler moved to adjourn the Commission meeting. The motion was seconded by Commissioner Mann.
All commissioners voted in favor, and the motion passed unanimously. The meeting adjourned at 10:50 a.m.