Texas State Library and Archives Commission
Audit Committee
June 3, 2013

Minutes

The Texas State Library and Archives Commission Audit Committee met on Monday, June 3, in the Lorenzo de Zavala State Archives and Library Building, 1201 Brazos Street, Austin, Texas.

1. Review and approve Audit Committee recommendations regarding:

1. Review and approval of the Internal Audit of TAC 202 Compliance.
2. Review and approval of the Internal Audit of the Vendor Contracting Process.
3. Review and approval of the Internal Audit of travel Expenditures FY 2012.

Marty Parker presented findings of the Internal Audit of the Vendor Contracting Process noting that the agency’s procurement process is in compliance with internal and state requirements and that the agency’s Senior Purchaser has implemented a compliance checklist to ensure that all required elements are followed. Chairman Waters commended agency staff for this accomplishment. Commissioner Carr moved to accept the audit. Commissioner Holt seconded. Motion passed.

Tiffany Seaman presented findings of the annual Internal Audit of the TAC 202 Compliance conducted by Myers Stauffer. The agency met the standards of TAC 202 with exceptions in the Management and Staff Responsibilities and the Managing Physical Security areas. Manuel Alvarez and Donna Osborned informed the commission that agency staff have implemented corrective procedures in these areas. The audit also found that the agency had fully corrected prior year findings related to TAC 202 rules regarding Business Continuity Planning, Security Incidents, User Security Practices and Removal of Data. Commissioner Carr moved to accept the audit. Commissioner Holt seconded. Motion passed.

Marty Parker informed the committee that the Internal Audit of Travel Expenditures FY 2012 will be presented at the July 30 commission meeting.

2. Review of Internal Auditor procurement process and vendor interviews.

Commissioner McAfee noted that the agency had received five applications for internal auditor for the next biennium and asked staff to communicate to all applicants that the commission appreciates the time and effort involved in the application process. The Audit Committee members had evaluated applicants and based on selection criteria had narrowed the selection to two firms that would be interviewed during this committee meeting. Commissioner McAfee welcomed the first applicant from the agency’s current firm, Myers and Stauffer. Marty Parker and Frank Vito presented information regarding Myers and Stauffer and answered questions about the firm’s experience and expertise.

Commissioner McAfee recessed the meeting at 9:50 a.m. and reconvened the meeting at 10:10 a.m. when he welcomed personnel from the second internal audit firm, Garza/Gonzalez and Associates. Kim Lopez-Gonzales and Rene Gonzalez of Garza/Gonzalez and Associates presented information about their firm and responded to questions about their services, experience and expertise.

After discussion and a tally of scoring sheets used by the committee, Commissioner Carr moved to accept the results of the tally [selecting Garza/Gonzalez and Associates to perform the internal audit function for the agency]. Commissioner Holt seconded. Motion passed.

There being no further business before the committee, Commissioner McAfee adjourned the meeting at 11:28 a.m.

Submitted by,

Edward Seidenberg

Interim Director and Librarian