Texas State Library and Archives Commission


Audit Committee


Monday, July 29, 2002


Minutes

The Texas State Library and Archives Commission (TSLAC) Audit Committee met on Monday, July 29, 2002, at 11:30 a.m. at the State and Local Records Management facility at 4400 Shoal Creek in Austin.

Audit Committee Present:


Kenneth Carr


Sandra Pickett, Chairman

Commissioners Present:


Diana Cox


Elizabeth Sanders


Sandra Holland

Commissioners Absent:


Chris Brisack

Staff Present:


Peggy D. Rudd, director and librarian


Edward Seidenberg, assistant state librarian


Ava Smith, director, Talking Book Program


Michael Heskett, director, State and Local Records Management


Deborah Littrell, director, Library Development


Beverley Shirley, director, Library Resource Sharing


Manuel Alvarez, director, Information Resources Technologies


Donna Osborne, director, Administrative Services


Chris LaPlante, director, Archives and Information Services


Erica McKewen, communications officer


Regina Miles, executive assistant

Guests Present:


Martha Doty Freeman, Texas Historical Records Advisory Board


Gloria Meraz, Texas Library Association


Brian Owens, Office of the Lieutenant Governor


Pat Tuohy, Central Texas Library System

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Chairman Pickett convened the meeting at 11:30 a.m.

1. AUDIT OF TEXAS STATE LIBRARY'S TALKING BOOK PROGRAM.

Gwen Land, internal auditor, Jefferson Wells International, addressed the Commission and answered questions concerning the audit via conference call. Ava Smith answered questions from the Commission concerning the privacy and security of patrons' personal information, particularly in the Audio Production Department and Circulation and Volunteer Services unit. The community service restitution volunteers primarily work on inspection. The carts where mail is kept are in a visible area located near management offices. Safeguards are applicable to both community service restitution and "private" volunteers.

Chairman Pickett asked Ms. Smith to discuss the duplication queue. The queue is a collection development request coming from the Collections Department. There are things in the queue that are there because the masters could not be located for duplication.

Ms. Smith announced that a new public awareness coordinator was hired in September 2001. They are ready to lay out the formal groundwork for the department. Commissioner Carr stated that he felt that one of the public awareness coordinator's trips to El Paso resulted in good press coverage and exposure for the Talking Book Program.

Commissioner Carr moved to recommend the Commission's acceptance of the audit of the Talking Book Program; Chairman Pickett seconded. Motion passed.

2. AUDIT OF GRANTS MADE TO THE HOUSTON PUBLIC LIBRARY.

Gwen Land addressed the Commission and answered questions concerning the audit via conference call. The audit covered the Technical Assistance Negotiated Grant, the Interlibrary Loan Center Grant and the Library System Operation Grant. Deborah Littrell addressed the Commission concerning the audit. The Houston Area Library System has a new coordinator and has moved to address recommendations of the audit.

Commissioner Pickett asked for clarification on the reconciliation between the City of Houston's accounting records and HALS' internal accounting records. Ms. Land responded that the reconciliation was done prior to the final reporting.

Commissioner Carr moved to recommend the Commission's acceptance of the audit grants made to the Houston Public Library; Chairman Pickett seconded. Motion passed.

3. APPROVAL OF INTERNAL AUDIT PLAN FOR FISCAL YEAR 2003.

Gwen Land addressed the Commission and answered questions concerning the audit via conference call. In the proposed audit plan, the following are the proposed audits for Fiscal Year 2003: Human Resources, Library Development, Central Texas Library System, Information Resources Technologies. Donna Osborne addressed the Commission concerning the audit. All of the audits will be completed before August 31, 2003. Commissioner Carr asked Ms. Osborne and Peggy Rudd if they were comfortable with the selection of the units to be audited. Both responded that they were comfortable.

Commissioner Carr moved to recommend the Commission's approval of the Internal Audit Plan for Fiscal Year 2003; Chairman Pickett seconded. Motion passed.

4. RENEWAL OF THE CONTRACT FOR INTERNAL AUDIT SERVICES.

Donna Osborne addressed the Commission concerning the renewal of the contract. Once the contract is approved, deadlines will be established with each of the departments that are to be audited. She stated that at this point, she is pleased with the work that the current internal auditor has done. Ms. Land responded to Chairman Pickett's questions regarding a price increase for Jefferson Wells' service. The price of the current internal auditor's services is $5.00 more per hour over the previous year. Commissioner Sanders asked Ms. Land to verify her current rate of $95.00 per hour. Ms. Land confirmed.

Commissioner Carr moved to recommend the Commission's approval for the renewal of the contract for internal audit services; Chairman Pickett seconded. Motion passed.

With no further business, Chairman Pickett adjourned the meeting at 11:55 a.m.

Respectfully submitted,

Peggy D. Rudd


Director and Librarian

PDR:rm

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