Texas State Library and Archives Commission


Audit Committee


Monday, September 20, 2004


Minutes

The Texas State Library and Archives Commission (TSLAC) Audit Committee met on Monday, September 20, 2004, at 10:04 a.m., in the Library of the Jean and Price Daniel House, located at the Sam Houston Regional Library and Research Center in Liberty, TX.





Audit Committee Present:


Elizabeth Sanders, Audit Chairman


Cruz G. Hernandez

Commissioners Present:


Sandra J. Pickett


Diana Rae Hester Cox


Martha Doty Freeman


Chris A. Brisack

Commissioners Absent:


Sandra G. Holland





Staff Present:


Peggy D. Rudd, director and librarian


Edward Seidenberg, assistant state librarian


Michael Heskett, director, State and Local Records Management


Ava Smith, director, Talking Book Program


Deborah Littrell, director, Library Development


Donna Osborne, director, Administrative Services


Chris LaPlante, director, Archives and Information Services


Beverley Shirley, director, Library Resource Sharing


Manuel Alvarez, director, Information Resource Technologies


Liz DeMoss, executive assistant

Guests Present:


Ann Crockett, Houston Area Library System


Bill Crockett, Houston Area Library System


Meller Langford Allen, coordinator, Houston Area Library System


J. Andrew Rice, Tarkington Community Library


Ruth Stetson, Tarkington Community Library


Susan Rice, Tarkington Community Library


Chris Nunn, Tarkington Community Library


Marvin A. Rich

A quorum being present, Audit Chairman Sanders convened the meeting at 10:04 a.m.

1. DISCUSS AND APPROVE THE INTERNAL AUDIT OF THE INFORMATION RESOURCES TECHNOLOGIES FUNCTION.

Manuel Alvarez presented an audit by Jefferson Wells on the Information Resource Technologies division of the Texas State Library and Archives Commission. Mr. Alvarez summarized the audit and noted that the agency had begun putting together a Business Continuity Planning group, to be led by himself and Donna Osborne. This workgroup would serve to answer many of the questions presented by the audit.

Audit Committee chairman Sanders thanked Mr. Alvarez for his presentation and opened the floor for questions. Commissioner Hernandez moved that the committee approve the Internal Audit of the Information Resources Technologies Function. Audit Committee chairman Sanders seconded. Motion passed.

2. REVIEW OF AGENCY FRAUD PREVENTION PROGRAM.

Edward Seidenberg presented a Fraud Prevention Program that had been completed by agency staff and summarized the three main parts, Culture of Honesty and Ethics, Anti-Fraud Processes and Controls, and Appropriate Oversight Process.

Audit Committee Chairman Sanders opened the floor for questions. Commissioner Hernandez asked if the agency had ever had the occasion to bring in an outside group to investigate fraud or would they be willing to, should the cause arise. Mr. Seidenberg responded that the agency had not had the need to bring an outside group in the past but would certainly be willing to, should cause arise

Commissioner Hernandez moved to accept the agency fraud prevention program. Audit Committee chairman Sanders seconded. Motion passed.

Mr. Seidenberg noted, for the information of the commissioners, that one of the cost saving measures passed in the last legislature was the reduction of the ratio between Human Resources staff and agency employees down to one staff person for every 85 employees. To comply with these cost saving measures, 1-¾ full time employees have been transferred to other functions of the Administrative Services division.

There being no further business, Audit Chairman Sanders adjourned the meeting at 10:16 a.m.

Respectfully submitted,

Peggy D. Rudd


Director and Librarian

PDR:ecd

 





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