Texas State Library and Archives Commission

Audit Committee

February 15, 2011


The Texas State Library and Archives Commission Audit Committee met on Tuesday, February 15, 2011, at the Lorenzo de Zavala State Archives and Library Building, 1201 Brazos Street in Austin, Texas.

Audit Committee Present:
Michael C. Waters, chairman

Larry G. Holt

Wm. Scott McAfee
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

Jelain Chubb, 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

Vincent Houston, director, Administrative Services

Tracy Kuhn Lash, executive assistant

Guests present:
Susan C. Van Hoozer, Clifton Gunderson, LLP

Chairman Waters called the meeting to order at 10:45 a.m. and informed the committee that he would like to move item 1 to the end of the agenda. There was no objection to this.

2. Review of the Post-Payment Audit by the Comptroller of Public Accounts.

Vincent Houston presented the findings of a Post Payment Audit of certain TSLAC payroll, travel and purchase transactions by the Comptroller of Public Accounts. Audit findings identified seven items needing correction. Mr. Houston informed the committee that all have been corrected. Additionally, written procedures recommended by the audit have been implemented. Commissioner McAfee moved to accept the audit. Commissioner Holt seconded. Motion passed.

3. Follow up regarding the Audit of Grants to the City of Dallas, Dallas Public Library System.

Beverley Shirley informed the commission of activities and recommendations related to the committee�s concerns about certain findings in the Audit of Grants to the City of Dallas, Dallas Public Library presented to the committee on October 12, 2010. In addition to recommended actions and changes implemented, library staff attended a training session addressing audit findings and TSLAC staff conducted a grant site visit. No action was required by the committee.

4. Follow up regarding the Audit of the Archives and Information Services Division.

Jelain Chubb presented reports prepared by her staff in response to the recommendations from an August 3, 2010 audit of the Archives and Information Services Division. Recommendations were to consider charging for scanning images and to develop additional performance measures that better measure the goal of improving availability and delivery of information services to patrons. Two work groups comprised of Archives and Information Services staff were formed to study each recommendation. No action required by the committee at this time.

5. Follow up regarding the State Auditor�s Office Audit of Records Center Services.

Jan Ferrari presented the status of items recommended by the State Auditor�s Office in July 2010 regarding to Records Center Services and responded to questions from commissioners. Of the 12 recommendations made in the audit, five are still in the process of being implemented with seven being fully implemented. No action required.

1. Review the Draft Audit of the Sam Houston Regional Library and Research Center.

Susan Van Hoozer presented findings of a draft audit of the Sam Houston Regional Library and Research Center that included 16 recommendations to help prioritize tasks that new management at the Sam Houston Center should complete. At 12:05 p.m., Chairman Waters recessed the committee for lunch and reconvened the meeting at 12:30 p.m. After Ms. Van Hoozer completed her presentation, Commission Chairman Sandra J. Pickett said that she would like to form a subcommittee to work on the audit findings and asked for volunteers. Commissioner Holt moved to adopt the recommendation to appoint a committee. Commissioner McAfee seconded. Motion passed.

There being no further business before the Audit Committee, Chairman Waters adjourned the meeting at 1:07 p.m.

Respectfully submitted,

Peggy D. Rudd

Peggy D. Rudd

Director and Librarian

Page last modified: June 8, 2011