Texas State Library and Archives Commission Meeting
Minutes

February 9, 2024, 8:30 a.m.

The Texas State Library and Archives Commission (TSLAC) met in person on Friday, February 09, 2024, 8:30 a.m. at the Lorenzo de Zavala State Archives and Library Building, 1201 Brazos Street, Austin, Texas.

OPENING ITEMS

1. Welcome and Introductions
   
   Chair Martha Wong called the meeting to order on February 9, 2024, at 8:32 a.m. and stated that the agenda was posted with the Secretary of State on January 31, 2024. She welcomed everyone to the meeting.

2. Roll Call for Members and Establishment of a Quorum

   Chair Wong took a roll call of commission members and established that a quorum was present. Chair Wong and Commissioners Arthur Mann, Bradley Tegeler, Darryl Tocker, David Iglesias, and Nancy Paup were in attendance. Commissioner David Garza was also present via video only for information- gathering purposes.

3. Approval of Minutes of the November 3, 2023, and December 14, 2023, Commission Meetings
   
   Sarah Swanson made note of needed corrections to the minutes of the November 3, 2023, meeting.
   
   Commissioner Bradley Tegeler moved to accept the commission meeting minutes for November 3, 2023, with these corrections, as well as to accept the commission meeting minutes for December 14, 2023. Commissioner Arthur Mann seconded the motion. All commissioners present voted in favor, and the minutes were approved.

4. Public Comment

   Sandra Verdin, Director of the Howard County Library, noted that she attended the Annual Texas Workforce Conference, co-hosted by the Texas Workforce Commission and the Texas Chapter of The International Association of Workforce Professionals, last November through a scholarship provided by TSLAC. As a recently appointed director, she noted that the program provided resources to help further her professional development and leadership skills. Additionally, she was able to network with vendors, fellow librarians, and other attendees representing different work sectors, which helped give her perspective and insight on the needs of what her community may need in terms of programs and resources the library can provide. She expressed one of her goals for attending the workshop was to glean information and ideas on building more resources for adults in her community, including education and workforce readiness programs.
   
   BRIEFINGS AND ACTION ITEMS

5. Election of Vice Chair and Committee Appointments
    
   Chair Wong reported that, according to administrative rule, 13 Tex. Admin. Code §2.3(a), members of the commission must elect the vice chair at the first meeting in even number years. Commissioner Tegeler moved to nominate Darryl Tocker to serve as the vice chair. Commissioner Mann seconded the motion. The motion carried unanimously by all commissioners present.

   Chair Wong then appointed the chair and committee members as follows:
   
   •    Commissioner Bradley Tegeler as the Chair of the Audit Committee, with Commissioners David Garza and Darryl Tocker serving as    members;
   •    Commissioner David Iglesias as Chair of the Archives and Records Committee, with Commissioners Nancy Paup and Arthur Mann    serving as members; and
   •    Commissioner Darryl Tocker as the Chair of the Libraries and Talking Book Committee, with Commissioners Mann and Tegeler serving as members.

6. Acceptance of a Gift of $500 or Greater
   
   Ann Minner reported that TSLAC received a gift of $500 from the Ledum Family Trust to the Talking Book Program. Commissioner Tegeler moved to approve the acceptance of the gift. Commissioner Paup seconded the motion. The motion carried unanimously.

7. Contracts

   a.    Approval of Contract(s) for E-Read Texas Program. Sarah Karnes reported that the agency is seeking approval to engage in a new contract with a qualified vendor to provide e-books, downloadable audio books, and a mobile application for the E-Read Texas program. Ms. Karnes then gave a brief overview of the program, noting that 209 libraries participate in E-Read Texas, which provides access to a mobile application with more than 20,000 titles comprising mostly adult fiction and popular nonfiction. The program has been running since 2019, and there are no more renewals left on the current contact with the Simply E mobile app. In January 2024, TSLAC posted a competitive solicitation seeking a new mobile application and content provider. Vendor responses were due by January 31 for review and recommendation by TSLAC staff.
   
   On behalf of the agency, Ms. Karnes requested that the commissioners approve the award and execution of a contract with a qualified vendor for a one-year term not to exceed an amount of
   $500,000 for FY24 to purchase collection materials and mobile app platform hosting, with up to four optional renewals. The initial contract will run from March 2024 to September 2025 to allow time for set up and implementation.
   
   Ms. Karnes noted that the timing of the solicitation did not coincide with the Commission meeting. This led to a brief discussion about the number of vendors who applied and the differences between the audiobooks provided by the E-Read Texas and the Talking Book Programs, including accessibility.

   A motion to approve the award and execution of a contract with up to four optional renewals was made by Commissioner Tocker and seconded by Commissioner Iglesias. The motion carried unanimously.
   
   b.    Amendment to ITS Staff Augmentation Contract. Mike Ford reported that the agency is seeking approval to amend the contract with the Department of Information Resources (DIR) for ITS staff augmentation services, which would increase the total amount of the contract by $144,000 to cover the remainder of a current contract from January 1, 2024, to August 31, 2024, for a total amount of the contract not to exceed $388,000. Mr. Ford noted that the agency has been seeking to hire a qualified ITS candidate to cover a lead position in ITS, and that the contract is meant to cover the responsibilities intended for that role as well as assist in a project that will upgrade the agency’s web infrastructure.

   A motion to approve the amendment was made by Commissioner Mann and seconded by Commissioner Paup. The motion carried unanimously.

8. Status of Cleveland-Partlow House in Liberty, Texas

   Jelain Chubb gave a history of TSLAC’s involvement with the Cleveland-Partlow House in Liberty, Texas and noted that Alana Inman, Manager of the Sam Houston Center; Gloria Meraz; and Ms. Chubb met with local representatives including a member from a state legislative office on August 14 and 15, 2023, in Liberty to discuss the future of the property.

   The Cleveland-Partlow House is on the National Register of Historic Places, a Recorded Texas Historical Landmark, and subject to the provisions of the Texas Antiquities Code. Miriam Partlow donated the House to TSLAC in 1981, and it was used as a historic house museum.
   
   The Libertad Chapter of the National Society of the Daughters of the American Revolution (DAR) served as the managing partner of the House until April 2023. There is currently no managing partner.

   The building has been closed for several years due to its state of disrepair. In 2016, legislation approved funding to repair the exterior of the House in consultation with the Texas Historical Commission. Other renovations, including interior renovation, Americans with Disabilities Act accessibility improvements, and repair of the damaged driveway are necessary. The cost of the remaining work was estimated in 2016 to be around $500,000.
   
   Sarah Swanson noted that the original Agreement, which outlined the purpose of the Cleveland- Partlow House as well as responsibilities and roles of the trustees and TSLAC, was created in 1976 and signed in 1981. The Agreement specifically provided that any major construction or reconstruction shall be contracted for only after consultation with and approval by the agency and a majority of the trustees.

   Jean Murph, the great niece of Miriam Partlow, spoke on behalf of the Atascosito Historical Society (AHS). She noted that the trust has $250,000 available for donation to the AHS for designated repairs of the house. She noted that AHS wants to continue providing resources for the home’s historical preservation and working with TSLAC to that effect. Additionally, Ms. Murph spoke of the importance of the house to herself and the community and the worry about potential further deterioration.
   
   Ms. Murph expressed her concern that, as TSLAC does not have the budget or staffing to manage and maintain the property, the agency is searching for new ownership, which may require additional time, during which the building and furniture, currently in storage, may further deteriorate. She asked that TSLAC permit a task force of the Atascosito Historical Society to enter into an agreement with the agency to serve in a management role for the house. Atascosito would use historical restoration professionals for the actual repair work and noted that the remaining repair is cosmetic, rather that structural.
   
   This led to a conversation about general plans anticipated for the renovation, including discussions of the task force, who would actually serve on the task force, current funding and how it compares to the estimated funding, how additional funding would be raised, and what resources are available to support the renovation.

   The commission asked staff to gather information on what a potential agreement should detail.
   
   RULES – PROPOSALS

9. 13 TAC Chapter 6, State Records
   Ms. Swanson reported that the agency proposes amendments to §6.10, Texas State Records Retention Schedules. The proposed amendments would make clarifying changes and corrections to the Archives and Caution Notes in the schedule for five different record series. Two of the proposed amendments would align archival requirements with state depository program requirements to ensure that records appropriate for the depository program are not unnecessarily transferred to the State Archives. The other proposed changes add or correct legal citations related to agendas and minutes of open meetings as well as agendas, minutes, and recordings of closed meetings.

   Ms. Swanson requested that the commissioners approve the proposed amendments and noted that, if approved, the proposed amendments would be published in the Texas Register for 30 days for the purpose of receiving public comment.
   
   Commissioner Tegeler made a motion to approve the proposed amendments. Commissioner Paup seconded the motion. The motion passed.
   
   RULES – ADOPTIONS

10. 13 TAC Chapter 2, General Policies and Procedures
    
    Ms. Swanson noted that the commissioners approved the changes to Chapter 2, General Policies and Procedures, at the meeting held November 3, 2023. The changes include amendments, new sections, and repeals identified during the agency’s review of Chapter 2 as a whole as required every four years by statute. She noted that, in general, the changes streamline the rules, improve the language, simplify the requirements, and clarify existing rules. Additionally, the repeals take out rules that were found to be unnecessary in administrative code. These changes were published in the November 24, 2023, issue of the Texas Register for a 30-day public comment period. The agency received public comments from one individual on the proposed amendments, new sections, and repeals. The comments are addressed in the Preamble, but the agency declined to make any changes in response to the comments.
    
    Ms. Swanson requested that the commissioners approve the adoption of the amendments, new sections, and repeals to Chapter 2 and noted that, if approved, the rules would take effect 20 days after filing with the Texas Register.

    A motion to approve was made by Commissioner Iglesias. The motion was seconded by Commissioner Mann. The motion carried.

11. 13 TAC Chapter 7, Local Records
     
    Ms. Swanson noted that the commissioners approved the proposed amendments to §7.123, which were published in the November 24, 2023, issue of the Texas Register for a 30-day public comment period. The amendments delete a section that became obsolete based on statutory changes and correct a rule citation. This rule relates to a local government’s duties under their records management requirements. There were no public comments on the proposed amendments.

    Ms. Swanson requested that the commissioners approve the adoption of the amendments to §7.123 and noted that, if approved, the rule would take effect 20 days after filing with the Texas Register.
    
    This led to a brief discussion of who reads rules posted for public comments. Ms. Swanson noted that, with rules relating to records, specifically, the State and Local Records Management division at TSLAC lets the community of state records managers know, generally through blogs and newsletters, that the agency has proposed amendments so records managers are able to make comments, and the agency does occasionally get comments from local governments. For other rules, the agency tries to reach out to potential stakeholders who may be interested.

    A motion to approve the adoption of the proposed amendments to was made by Commissioner Iglesias. The motion was seconded by Commissioner Paup. The motion carried.

12. 13 TAC Chapter 10, Archives and Historical Resources

    Ms. Swanson requested that the commissioners approve the adoption of the amendment to §10.4, Reappraisal and Deaccessioning of Items. The amendment clarifies how agency archivists can treat duplicates of items in the State Archives when they are within a single records series. The purpose of the amendment was to help staff manage and process the collections more efficiently by allowing staff to dispose of those duplicates without going through the formal deaccession process when the duplicates are within a single series. Duplicates in separate series still need to go through the deaccession process as necessary.
    
    The commission approved these amendments during the November 3, 2023, meeting, and it was published in the November 24, 2023, issue of the Texas Register for a 30-day public comment period. There were no public comments on the proposed amendment. If approved, the rules would take effect 20 days after filing with the Texas Register.

    A motion to approve was made by Commissioner Mann. The motion was seconded by Commissioner Paup. The motion carried.

    REPORTS

13. Report of the Director and Librarian

    Gloria Meraz reported on highlights from the director’s report shared with the commissioners. TSLAC has been working with the Texas Facilities Commission (TFC) on construction of a new storage facility for records and archives. Most recently, TFC has scouted out potential locations for the new facility with a preference for building on a site in Pflugerville. Ms. Meraz noted that the agency’s current and future needs will be considered in the design of the facility and resources and services may shift to different TSLAC locations based on need, accessibility, and space.

    EXECUTIVE SESSION

14. Executive Session

    The commission went into executive session under the exceptions related to consultation with attorney at 9:54 a.m., and Chair Wong called the open meeting back to order at 11:06 a.m.

    Chair Wong reported that there were no action items resulting from the executive session.

    CLOSING ITEMS

15. Updated 2024 Commissioner Training Manual

    Ms. Swanson reported that the agency updated the commissioner training manual in January 2024 and provided copies to the commissioners, as required by statute.

16. Demonstration of Library Videos on Digital Literacy Training

    Tim Gleisner shared videos created by the agency as part of an ongoing project highlighting public libraries across the State of Texas, based on a report published by the agency called Texas Public Libraries: Serving Communities to Enhance Digital Literacy. The two videos he shared included an interview of staff and patrons of the Maud Public Library, focusing volunteers and digital literacy, as well as an interview with staff and patrons of the Plano Public Library, focusing on the topic of partnerships and digital literacy.
    
    The agency has also created videos for Edwards Public Library in Clay County and El Paso Public Library, and plans to continue filming with the Pharr Memorial Library in south Texas and Laredo Public Library.

17. Financial Report
    
    Donna Osborne reported on the agency’s financials as of January 26, 2024.

18. Future Meeting Dates

    The commission reviewed future scheduled meeting dates and locations.

19. Adjournment

    Commissioner Iglesias moved to adjourn commission meeting, and the motion was seconded by Commissioner Mann and Commissioner Tegeler. The motion carried. The meeting adjourned at 11:30 a.m.