Texas State Library and Archives Commission

Monday, August 3, 2009

Audit Committee Minutes

The Texas State Library and Archives Commission (TSLAC) Audit Committee met on Monday, August 3, 2009, at 9:00 a.m., at the Lorenzo de Zavala State Archives and Library Building, 1201 Brazos Street in Austin, Texas.

Audit Committee Present:
Michael C. Waters, chairman

Scott McAfee

Larry G. Holt
Commissioners Present:
Sandra Pickett, chairman

Sharon T. Carr

Martha Doty Freeman

Sally Reynolds
Staff Present:
Peggy D. Rudd, director and librarian

Edward Seidenberg, assistant state librarian

Chris LaPlante, director, Archives and Information Services

Ava Smith, director, Talking Book Program

Deborah Littrell, director, Library Development

Beverley Shirley, director, Library Resource Sharing

Jan Ferrari, director, State and Local Records Management

Manuel Alvarez, director, Information Resources Technologies

Karen Drabek, director, Administrative Services

Vanessa Siordia, manager, Human Resources

Tracy Kuhn Lash, executive assistant

Guests Present:
Nicole Elizondo, Clifton Gunderson, LLP

Matthew W. Snider, Clifton Gunderson, LLP

Susan C. Van Hoozer, Clifton Gunderson, LLP

Frank Vito, Clifton Gunderson, LLP

Gloria Meraz, Texas Library Association

Adam Wright, North Texas Regional Library System


Chairman Waters convened the meeting at 9:00 a.m.

1. Review and approve Internal Audit of the Grants to the City of Lubbock.

Susan Van Hoozer presented the Internal Audit of the Grants to the City of Lubbock to the committee. Overall the audit found that the City of Lubbock, the City Library and the West Texas Library System are generally managing purchases and expenditures in accordance with contract provisions, laws and regulations with some exceptions. Peggy Rudd informed the committee that TSLAC staff are already working with the Lubbock staff to implement the audit recommendations. Commissioner McAfee and Commissioner Holt joined the meeting in progress. After discussion, Commissioner McAfee moved to accept the Internal Audit of the Grants to the City of Lubbock. Commissioner Waters seconded Motion passed.

2. Review and approve Evaluation of Compliance with Information Technology Requirements (1 TAC 202).

Matthew Snider presented the Evaluation of Compliance with Information Technology Requirements (1 TAC 202) to the committee and highlighted the audit results that found the agency non-compliant in two of the areas examined. After discussion, Commissioner McAfee requested staff provide monthly updates on the noncompliant areas and moved to approve the audit. Commissioner Holt seconded. Motion passed.

3. Review of the Report on the Deferred Maintenance Project at the State Records Center.

Edward Seidenberg provided an update on the Deferred Maintenance Project at the State Records Center from the Texas Facilities Commission (TFC). Because the TFC grouped projects together for pricing reasons, Commissioner Freeman expressed concern that the agency's project will disappear into other agencies' projects and urged staff to track money allocated to the TSLAC, if possible. Several commissioners expressed concern that repairs to the building's foundation were not yet included in the project scope. Mr. Seidenberg said that he would discuss this issue with TFC. No action required.

4. Review of the Report on Fiscal Controls.

Edward Seidenberg and Karen Drabek provided a review of the agency's fiscal controls. No action required.

There being no further business before the Audit Committee, Chairman Waters adjourned the meeting at 10:03 a.m.

Respectfully submitted,

Peggy D. Rudd

Peggy D. Rudd

Director and Librarian

Page last modified: June 8, 2011