Texas State Library and Archives Commission
Audit Committee
November 7, 2014

Minutes

The Texas State Library and Archives Commission Audit Committee met on Friday, November 7, 2014, in the City Commission Chambers, 101 S. Washington Street, Rio Grande City, Texas.

1. Annual review of the charter, activities and organizational structure of the Audit Committee.
   
   Commissioner Carr moved to approve the Audit Committee Charter with one change. Commissioner McAfee seconded. Motion passed.
    
2. Review and approve the Internal Audit on Record Center Services/Document Imaging Services.
   
   Rene Gonzalez presented the Internal Audit on Record Center Services and Document Imaging Services conducted by Garza/Gonzalez & Associates which found internal controls adequate and no material instances of noncompliance. Commissioner Carr moved to accept the audit. Commissioner McAfee seconded. Motion passed.
    
3. Review and approve the Internal Audit on Grants Management.
   
   Kimberley Lopez-Gonzales presented the Annual Internal Audit Report for Fiscal Year 2014 prepared by Garza/Gonzalez & Associates which included four internal audits, reports and follow-up audits and reports. Commissioner Carr moved to approve the report. Commissioner McAfee seconded. Motion passed.
    
4. Review and approve the Annual Internal Audit Report for Fiscal Year 2014.
   
   Kimberley Lopez-Gonzales presented the Annual Internal Audit Report for Fiscal Year 2014 prepared by Garza/Gonzalez & Associates which included four internal audits, reports and follow-up audits and reports. Commissioner Carr moved to approve the report. Commissioner McAfee seconded. Motion passed.
    
5. Review and approve the Contract for Internal Audit Services for FY 2015.
   
   Mark Smith presented the Contract for Internal Audit Services for Fiscal Year 2015 and requested renewal of the contract with Garza/Gonzalez & Associates totaling $48,600. Commissioner Carr moved to approve the contract. Commissioner McAfee seconded. Motion passed.

6. Review and biennial approval of the agency’s fraud prevention program.
   
   Mark Smith presented the agency’s fraud prevention program and asked the committee to review and adopt the program. Chairman Waters requested that Joe Thrash review the section on Possession of Weapons in the Standards of Conduct section to bring the policy into state law and requested the committee revisit that section at a future meeting. Commissioner Carr moved to delete the second sentence from the weapons policy. Commissioner McAfee seconded and also added a request for Mr. Thrash to review the issue and bring it back to the committee at a future date. Commissioner Carr agreed to the addition. Motion passed. Commissioner Carr moved to adopt the agency’s fraud prevention program as changed. Commissioner McAfee seconded. Motion passed.

7. Review Post-Payment Audit by Comptroller of Public Accounts.
   
   Donna Osborne presented the Post-Payment Audit by the Comptroller of Public Accounts. Commissioner Carr moved to accept the audit. Commissioner McAfee seconded. Motion passed.

8. Review Report by State Office of Risk Management.
   
   Donna Osborne presented the Report by the State Office of Risk Management and responded to questions regarding the report. SORM conducted an On-Site Consultation of the agency’s facilities in Austin in May 2014. Commissioner Carr moved to approve the report. Commissioner McAfee seconded. Motion passed.
   
   There being no further business before the committee, Commissioner McAfee thanked Rio Grande City representatives for their generous hospitality and adjourned the meeting at 9:34 a.m.