Texas State Library and Archives Commission

Friday, February 8, 2008 11:00 a.m.

Audit Committee Minutes

The Texas State Library and Archives Commission (TSLAC) Audit Committee met on Monday, February 8, 2008, at 11:00 a.m., in room 314 of the Lorenzo de Zavala State Archives and Library Building, 1201 Brazos Street, in Austin, Texas.

Audit Committee Present:
Cruz G. Hernandez, vice chairman

Sally Reynolds
Audit Committee Absent:
Sandra G. Holland, chairman
Commissioners Present:
Sandra Pickett, chairman

Diana Rae Hester Cox

Martha Doty Freeman

Sharon T. Carr
Staff Present:
Peggy D. Rudd, director and librarian

Edward Seidenberg, assistant state librarian

Ava Smith, director, Talking Book Program

Deborah Littrell, director, Library Development

Beverley Shirley, director, Library Resource Sharing

Carolyn Foster, assistant director, State Archives

Diana Houston, assistant director, Information Services

Michael Heskett, director, State and Local Records Management

Tim Nolan, planning/research specialist, State and Local Records Management

Manuel Alvarez, director, Information Resources Technologies

Karen Drabek, director, Administrative Services

Erica McKewen, communications officer

Tracy Kuhn Lash, executive assistant

Guests Present:
Carleton Wilkes, Tatum, LLC

Kyle Scaff, Tatum, LLC

Elizabeth Swan, Houston Area Library System

Bill Crocker, Houston Area Library System

Ann Crocker, Houston Area Library System

Laurie Mahaffey, Central Texas Library System

Nancy Webb


A quorum being present, Vice Chairman Hernandez convened the meeting at 11:02 a.m.

1. Revision of the Internal Audit Plan for Fiscal Year 2008 and Internal Audit Services Proposal for 2008.

Edward Seidenberg informed the commission that Jefferson Wells, Inc., the agency's internal audit firm, had notified him on Jan. 28 that Carleton Wilkes had left the firm and therefore the firm did not have a qualified auditor to perform provisions of their FY2008 contract with TSLAC. He said the firm was willing to allow Mr. Wilkes' new firm, Tatum, LLC, to take over the contract and that Tatum, LLC would be willing to enter into a contract with TSLAC on the same terms and conditions as the Jefferson Wells' contract. He said the agency has the purchasing authority to enter into a new contract without an open procurement process if the services purchased did not exceed $100,000 and there was justification. He presented the commission with a Proprietary Purchase Justification memo documenting the distinctive characteristics of the situation.

Commissioner Hernandez moved to cancel the internal audit contract for FY2008 with Jefferson Wells and to approve the contract with Tatum, LLC for FY2008. Commissioner Reynolds seconded. Motion passed.

There being no further business before the Audit Committee, Vice Chairman Hernandez adjourned the meeting at 11:10 a.m.

Respectfully submitted,

Peggy D. Rudd

Peggy D. Rudd

Director and Librarian

Page last modified: June 8, 2011