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Bob - Before this is sent on. I think any items that are incorrect should be corrected. I don't want to distract from the message with inaccurate information. I've made some changes below. Beth Wheeler Fox, Library Director Westbank Community Library 1309 Westbank Dr, Austin, TX 512-314-3580 > -----Original Message----- > From: Bob Gaines [mailto:[EMAIL PROTECTED] > Sent: Wednesday, June 09, 2004 4:17 PM > To: 'Beth Fox'; 'Lisa Youngblood' > Subject: RE: Added thoughts > > Beth and Lisa - Susan called me after our meeting on Monday and we talked > for about 45 minutes. Susan said that in future she wants to be the one > to send letters to Peggy rather than Joe as she wants Peggy to think about > Susan's role in advocacy as she makes her reply. > > So, I outlined the points for a letter I would draft and sent it this > morning (haven't heard yet). It picks up several of the points Beth > makes. (I appended it after Beth's message below.) > > In addition, I would like to see Beth's alternative governance committee > make a point-by-point response to the audit report, perhaps in conjunction > with the indirect cost committee. I think there are several outrageous > statements by TSLAC, and there needs to be a published challenge to them. > (I'm meeting with Julie at 4:30 today and I'll float this with her. May I > forward this message to her? Also to Pat and Susan?) > > I've inserted some of my other thoughts in Beth's message below. Maybe > more tomorrow. > > -----Original Message----- > From: Beth Fox [mailto:[EMAIL PROTECTED] > Sent: Wednesday, June 09, 2004 3:35 PM > To: 'Lisa Youngblood'; Bob Gaines (E-mail) > Subject: Added thoughts > > This is a bit of rant on my part after reading the audit > report. > > Think we should add some quotes to our [Beth Fox] CTLS > alternative governance committee report. > > Need to quote from p. 2 of audit. CTLS has the highest > actual indirect cost..... > > Also p. 7 [Beth Fox] of audit under Comparison of > services provided. The survey also highlights the fact that.... (Very > harsh sentence from TSLAC about Recommendation #2. Clearly reads to let > APL off the hook and blame CTLS. This is immediately following a > scathing analysis of all that Austin does NOT provide. ) > > Also quote from p. 8 [Beth Fox] of audit . Cost > comparison chart. CTLS avg indirect cost per employee $19,058. Average > for all systems, $8,990. > > p.9 conclusion [Beth Fox] of audit . Indirect costs for 8 > of 10 systems are below 10% of total grant awards. Shouldn't this be our > [Beth Fox] standard before we even seriously discuss renewing a contract > for Austin? > > My understanding is that the negotiation will be between just the City and > TSLAC and we have no role there. [Beth Fox] Should we put TSLAC on > notice that our maximum allowable direction costs with Austin should be > below 10% and that we would need significant changes in what indirect > services are provided? I see the Planning Committee's role as evaluating > the indirect cost presented on June 30 along with the options of nonprofit > and Round Rock (in light of the TSLAC opposition to nonprofit). > > Quote All of recommendation 3A [Beth Fox] of audit : > > I find the management response to recommendation #4 very > disturbing and misleading. To [Beth Fox] refer to problems that > [Beth Fox] occurred when NTRLS was first formed is inappropriate, > particularly when earlier in the report the audit team referenced > overcharges by El Paso from 1992 to 1999. To blame CTLS management for > the selection and outfitting of the current office space when this was > done under the supervision of APL and in coordination with a rental > coordinator for the city of Austin and to state that the city would be > more responsible seems double talk. TSL response is particularly > disturbing when added to the auditors criticism of both the high cost and > the low level of service that Austin currently provides CTLS. > > Pat acknowledged in our staff meeting today that she bears major > responsibility for settling on Chase, as she recommended it to Brenda as > the best of the limited options the City offered. However, she also > expected that the City would lower the indirect cost since they were no > longer providing space. Of course that still leaves the question of what > action TSLAC took when they approved the Plan of Service that included the > budget for rent. [Beth Fox] And it certainly doesn't remove > responsibility for Austin's role in the decision. > > If I read this correctly the Comptroller's Office COULD > negotiate the indirect costs p. 4 - very interesting....since these audits > are often so public and tough at least under Strayhorn. If they do not > perform these duties, then TSL. > > Actually, the agency cited is the State Auditor, and apparently they have > declined to step in. [Beth Fox] Bob - isn't the Comptroller's Office > the state auditor? > > > p. 5 management response; [Beth Fox] I do not see where > TSL agrees to set up a policy to negotiate indirect costs, or identify who > would do the negotiations, nor does it seem to establish a maximum > indirect cost rate. > > The TSLAC Grant Project Managers would probably be Margaret Whitehead for > systems and Kathleen Walls for TANG in Library Development, and whoever is > now in charge of ILL in Library Resource Sharing. > > > In a larger picture, I see this audit as highlighting TSL's > failure to manage negotiations or to control direct and indirect grant > costs. It doesn't take a rocket scientist to know that there is no viable > way for local systems to negotiate terms for an appropriate percentage of > indirect costs or to apply pressure to cities to provide basic services > when the system is an entity of the city. In addition, the state library > has not created terminology that encourages meaningful comparison of > direct costs. It's clear that the state library has abdicated its > responsibilities for the library systems and public libraries by not > providing oversight or leadership over grant costs. > > Beth identified the MRC's conflict of interest and the inability of a > coordinator to protect system interests last fall when her committee was > looking at the pros and cons of MRC systems. I think we need to hammer on > this one! > > I had also made a few notes at the Friday meeting for when > CTLS membership discusses this issue. I was confused by the two cash > reserves and expect that others will be as well. I understand now but it > was an issue that just muddied the water. > > Also any way that we can demonstrate an probably increase in > funds available for services will be immediately understood. Liked the > concept -- gives power to us (local libraries), not to a city government. > Who will care more about how wisely funds are spent? > > Let me know if you want me to talk to Darryl Tocker. > > I think it's not too early. [Beth Fox] I need some consensus on what > should be in the request. What is the best way to obtain this? Deborah > intimated at the coordinators' meeting earlier this week that system staff > could not do any work on forming a nonprofit. I have encouraged Pat to > set up a committee of member librarians to formally handle that task (I > have lots of vacation time available to help out). Susan said she thought > the members' friends groups would contribute to the unallowable costs fund > (she thinks she can get at least a thousand). > > I think I'll just sit here awhile and fume over the > audit report... B > > Beth Wheeler Fox, Library Director > Westbank Community Library > 1309 Westbank Dr, Austin, TX > 512-314-3580 > > Susan - While talking with Pat yesterday it dawned on me why TSLAC may be > opposing CTLS becoming a nonprofit: we've been a thorn in their side with > APL in charge, and we would be even more likely to act up if we were a > nonprofit. > > Pat came away from the coordinators' meeting with the sense that we are > going to have to fight TSLAC each step of the way. (Isn't that a sad > commentary?) > > I believe we need to challenge TSLAC's arguments directly. I'd like to > draft a letter for you to send Peggy asking: > > 1. Who does TSLAC believe is responsible for the decisions "that do not > seem to be prudent and fiscally responsible"? What were the other > imprudent decisions you allude to besides the office space? If either Pat > or Brenda were responsible for the imprudent decisions or lack of > oversight, what is the basis for asserting that the City of Austin would > provide more effective oversight in the future? [Beth Fox] I would be > even more direct. How does TSLAC evaluate the city of Austin's role and > APL's role in this decision? Are they aware the Pat and CTLS expected > Austin to lower the indirect cost significantly? Do they feel that Pat or > Brenda was at fault when Austin did not lower the indirect cost? What > action did TSLAC take when you reviewed the CTLS Plan of Service for > FY2003 or FY2004, which included the budget for rent? > > 2. The auditors recommend that CTLS consult with NTRLS to benefit from > their experience with the reorganization and outsourcing arrangements. > TSLAC responded that NTRLS initially had problems with controls. Explain > why what happened to NTRLS 10 years ago is relevant to CTLS. Is TSLAC > saying CTLS should not consult with NTRLS, and if so, why? > > 3. The Governance Committee appointed by the CTLS Planning Committee is > recommending that CTLS become a nonprofit. If you do not believe this is > the best choice for CTLS, what are your reasons. [Beth Fox] Do we want > to give them that forum or just respond to the comments already made? > > 4. If the Planning Committee decides to recommend to the CTLS members the > CTLS become a nonprofit, what restrictions would TSLAC place on CTLS staff > assistance in that effort? [Beth Fox] Are these the same restrictions > that they would place on CTLS staff if it selected another MRC? > Who actually will receive a copy of this audit? All the members of the TLA/TSL Task Force? > What do you think? > > Bob > > > > !DSPAM:40c77efb147014174512960! >
