Texas State Library and Archives Commission
Monday, September 23, 2002
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
Sandra J. Pickett
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
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
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.
Peggy D. Rudd
Director and Librarian