Minutes
Acquisitions and Collection Development Round Table 
TLA Annual Assembly, Austin, TX
7/12/04 8:00 am

Present: Jill Emery, Chair; Viccy Kemp, Past Chair; Karen Ellis, Chair-Elect; Teri Oparanozie;
Carol Kelley; Tracy Westmoreland; Mary Crocker; Sharon Castleberry; Susan Harvey; Jennifer Hudson Connors; Mary Beth Thompson; Mark Dolive; Sian Brannon, Pat Ogea, Cindy Buchanan; Andrea Yang, Secretary/ Treasurer

The meeting was called to order at 8:00 by Jill Emery, Chair

Minutes for the 2004 TLS Vendor Breakfast and Business Meeting were distributed and approved with spelling changes. Andrea Yang read the Treasurer’s Report. The ACDRT Fund balance through 6/30/2004 was $4334.47.

Cindy Buchanan Executive Board liaison announced the Theme for the 2005 Conference was “New Realities, New Directions”. She invited everyone to read the related article in the Texas Library Journal by TLA President, Dana Rooks.

She asked that ACDRT consider making a special donation to the Legislative Reserve Fund and consider making such donations an annual event. The funds allow advocates to speak for libraries in Washington D.C. and Austin. Cindy urged ACDRT members to attend the evening program on resource sharing titled: “Apocalypse Now: What is Happening in Texas?” at 7:45. 

Rule changes for scheduling Conference programming were also announced. In the future Programming will be the responsibility of the Chair rather than the unit Chair-Elect. The lead time for programs would be 16 months. Co-sponsorships of programs would no longer be permitted in name only. 

She announced that Texas Librarians were eligible to participate in the People to People Ambassador Program. It is not a TLA program but a group of Texas Librarians plans to go to China or Russia in 2005 and there are leadership positions available that offer paid expenses for volunteers. Cindy can provide additional information to interested librarians. 

Jill Emery inquired if electronic balloting would be in place by spring. Questions were raised about changing by-laws for both electronic balloting and to reflect the changing duties of Chair and Chair-Elect. Cindy Buchanan said she would seek answers to questions about the need for by-law changes and e-mail Jill Emery. 

Jill Emery led the discussion on programming. She said that due to Conference scheduling procedure changes 2 sets for programs would need to be devised. She indicated that other groups were putting together programming committees. She said many groups were forming a committee that included the Chair, Chair-Elect, Past Chair and volunteer. Viccy Kemp agreed that a committee would be a good solution. She suggested a five-person committee that included officers and 2 volunteers. The volunteers need not be interested becoming chair of the roundtable. Tracy Westmoreland of the TLA Programming Committee noted that the post-conference comments had indicated a concern over quality of programs and conflicting programs. Mary Beth Thomson asked for clarification regarding the programming timeline. It was explained that for the 2006 Conference the committee would begin planning now and finalize plans at the Annual Conference. The new system follows the ALA model. Round table members inquired about how Annual Assembly would change for 2005. Tracy Westmoreland suggested that groups would present finalized plans for a review processes at Annual Assembly. There would be no more place-holder programs. Annual Assembly would still conduct business related to by-laws and executive board. It was suggested that training of new officers be moved to Annual Conference as part of a pre-Conference. Discussion then turned to the programs in planning.

Creation of Programming Committee: The Pre-Conference currently planned for TLA 2005 Annual Conference is “Weeding Basics and Beyond”. It will be a ½ pre-conference. The Programming Scope Note was discussed. The program will focus on use of the CREW method. Discussion of program scope notes followed. 
A program on Selection of Spanish Language Materials was also suggested. The focus will be on practical tips for selection and acquisitions of Spanish materials and selection methods for non-Spanish speakers.

Volunteers for the programming committee were requested. Sharon Castleberry and Susan Harvey agreed to join the Chair, Chair-Elect and Past-Chair as part of the committee.

Nominating Committee: Jill Emery requested that volunteers be recruited for a new Nominating Committee.Sian Brannon, Carol Kelly and Viccy Kemp volunteered. They were asked to meet and select a chair and begin the process of obtaining nominations for a new Councilor to represent ACDRT.

Old Business:By-law changes were also discussed. The use of list serve to involve round table members was discussed as well as the possibility of a universal by-law change by Executive Council. Electronic Balloting was discussed. ACDRT by-laws allow for electronic balloting and it is expected that it will be available in the Spring. The Automation and Technology Round Table tested it last year. The impact of electronic balloting on the publication of the ACDRT Newsletter was discussed. Mary Crocker advocated for a transitional move to an electronic newsletter with one more print edition of the newsletter announcing the move to an electronic format in the next issue. Viccy Kemp seconded the motion and it was passed. 

Programming: Karen Ellis provided more detail on the programs already under development. The Pre-Conference on weeding will include emphasis on the Crew Method as well as other weeding methods. Challenges of weeding new media will also be addressed. The objectives of the pre-conference were presented as:
Introduce CREW
Review CREW
Address new formats and AV

It was suggested that afternoon pre-conferences generally achieve higher attendance. The focus will be on public libraries but content would also be useful to school and academic professionals as well. Jill Emery proposed marketing the pre-conference to UT students. Normal pre-conference prices range from 55.00 to 65.00 per person. Suggestions were made for possible presenters and speakers. 

The program on Spanish Language Selection was originally envisioned to include a speaker from Criticas. It could evolve into a panel discussion. TLA Programming committee is not encouraging bringing in vendors as presenters. Spanish language selection is also a priority with HALS and should be popular.The program length is 1 hour 50 minutes. The focus will be practical application of selection tips. 

A Recap program on” Wedding Basics and Beyond” is also planned. It will provide summary handouts. 

The Business Meeting Breakfast is scheduled for Thursday, April 7 at 8:00 am. It is possible the breakfast will be held off-site. Roundtable members discussed if the breakfast should be continued. Viccy Kemp noted that it has been a tradition, but in essence the vendors are funding the round table business meeting.

Jennifer Hudson Connors of Proquest was introduced and represented TPALS (Texas Professional Association for Library Sales) TPALS is interested in assisting with the ACDRT Vendor Breakfast. She offered assistance with mailings and communications. It was suggested that vendors wishing to participate in sponsoring the Breakfast contribute a minimum of $50.00. They would receive ACDRT supporter ribbons delivered to exhibitor booths in advance. Drop-in visits by vendor representatives would be encouraged. Visiting would precede the business meeting. Jennifer Hudson Connors suggested that emails be followed by direct letters to vendor representatives. Letters to corporate offices would be less likely to be addressed in a timely manner. 

Council Report: No report council will meet the evening of July 12. 2004. Public Library Standards and minimum criteria will be the order of business.

New Business: None

Jill Emery adjourned the meeting a 9:15 a.m.

Respectfully Submitted
Andrea Yang
Secretary/Treasurer

Contents posted 02/24/06 by Cecilia Hurt Barham

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