Texas State Library and Archives Commission
Ad Hoc Committee on the Sam Houston Regional Library and Research Center
March 28, 2011
The Texas State Library and Archives Commission (TSLAC) Ad Hoc Committee on the Sam Houston Regional Library and Research Center met on Sunday, March 27, 2011, in the Reading Room at the Sam Houston Regional Library and Research Center, 650 FM 1011 in Liberty, Texas.
Larry G. Holt
Martha Doty Freeman
Sandra J. Pickett, chairman
Sharon T. Carr
Wm. Scott McAfee
Jelain Chubb, director, Archives and Information Services
Darlene Mott, reference services coordinator
Tracy Kuhn Lash, executive assistant
1. Discussion of issues related to the January 24, 2011 Draft Internal Audit of the Sam Houston Regional Library and Research Center, including a tour of the facilities.
Chairman Pickett convened the committee meeting at 8:44 a.m. to resume discussion of the Draft Internal Audit of the Sam Houston Regional Library and Research Center. Discussion began with the relationship between the center and its support organizations, the Atascosito Historical Society and Daughters of the American Revolution. Commissioner Waters requested the center be made a separate cost center and requested that the commission receive contribution reports from support groups for their donations to the center in order to easily track expenses as allowed by the current agreements between the center and the organizations.
In response to certain audit findings, he and other committee members stressed the need to avoid any appearance of conflict of interest between staff, commissioners and/or members of the support groups and recommended reviewing and revising agreements between the center and its support groups. Peggy Rudd said that she would call upon the agency's attorney to review agreements and report back to the commission. The committee indicated that it may also be necessary to review support groups' procurement policies. Committee members emphasized the support groups' importance to the operation and maintenance of the center and urged staff to nurture and maintain them.
Other areas of discussion included the role of the center's director, the need to fill that vacancy as quickly as possible, the importance of maximizing use of the center's collection and increasing publicity for what is housed at the center, policies for future acquisitions, deaccessions, staff training and an inventory of assets.
After committee members learned that there is currently a moratorium on new acquisitions, they urged loosening that policy soon as possible so as not to lose important acquisitions or alienate center supporters. The committee also reviewed donor forms and made suggestions to improve them, discussed revenue-generating options at the center, acquisition of the Hull Rotary Building and how that process could be improved.
Chairman Pickett adjourned the meeting at 1:00 p.m.