Texas State Library and Archives Commission


Audit Committee


Monday, September 23, 2002


Minutes

The Texas State Library and Archives Commission (TSLAC) Audit Committee met on Monday, September 23, 2002, at 12:30 p.m. in Room 314, de Zavala State Library and Archives building in Austin.

Audit Committee Present:


Elizabeth Sanders, Chairman


Sandra G. Holland


Chris A. Brisack

Commissioners Present:


Kenneth Carr


Diana Cox


Sandra J. Pickett

Commissioners Absent:


None

Staff Present:


Peggy D. Rudd, director and librarian


Edward Seidenberg, assistant state librarian


Manuel Alvarez, director, Information Resources Technologies


Ava Smith, director, Talking Book Program


Michael Heskett, director, State and Local Records Management


Deborah Littrell, director, Library Development


Donna Osborne, director, Administrative Services


Chris LaPlante, director, Archives and Information Services


Beverley Shirley, director, Library Resource Sharing


Kathleen Walls, Library Development


Regina Miles, executive assistant

Guests Present:


Gwen Land, internal auditor, Jefferson-Wells International


Ellen Safley, The University of Texas-Dallas


Gloria Meraz, Texas Library Association


Pat Tuohy, Central Texas Library System


Kathryn Sturtz, Alamo Area Library System


Brian Owens, Office of the Lieutenant Governor

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Audit Chairman Sanders convened the meeting at 12:30 p.m.

1. REVIEW OF THE INTERNAL AUDIT OF TEXAS STATE LIBRARY'S PURCHASING FUNCTION.

Gwen Land addressed the commission and reviewed the Internal Audit of the State Library's Purchasing Function. Donna Osborne also addressed the commission and discussed the findings of the audit. She and the department will be working with Information Resources Technologies staff to ensure the functionality of an automated purchasing system. Some items Gwen highlighted were personnel-related, and the Administrative Services division is working to correct the problems. Purchasing liaisons will go through a training session (external to the agency). Commissioner Brisack asked why the recommendations made by the internal auditor did not address solutions to the problems highlighted. Ms. Land responded that recommendations were made to send purchasing liaisons to training to increase the consistency of performance. Peggy Rudd agreed that it is important that the liaisons attend training.

Commissioner Brisack raised a question about a reduction to a bid amount. Ms. Rudd responded that those staff have been instructed that it should not have happened.

Commissioner Brisack raised a question about allocating resources (money or staff) for a new automated system. Ms. Osborne responded that the Administrative Services division and purchasing department will be able to either work with the Texas Workforce Commission to create a system similar to theirs, or will handle it in-house and design a system with the current resources. March 31, 2003 is the date they want to have the new system up and running.

Commissioner Holland moved to recommend the Commission's acceptance of the internal audit of the Texas State Library's Purchasing Function; Commissioner Brisack seconded. Motion passed.

Ms. Land reviewed the Internal Audit Annual Report for FY 2002. Commissioner Brisack moved to recommend the Commission's acceptance of the report; Commissioner Holland seconded. Motion passed.

With no further business, Chairman Pickett adjourned the meeting at 1:04 p.m.

Respectfully submitted,

Peggy D. Rudd


Director and Librarian





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