Automation & Technology Round Table (A&TRT)

Meeting Minutes
April 4, 2003 (approved July 10, 2003)
TLA Annual Conference – Houston

In attendance were:  Chair Christine Peterson, Past Chair Jennifer Acker, Chair-elect Weber Baker, Vickie Phillips, Alternate Councilor Jeanette Mosey, Constance Matheny, Tracie Smith, Adam Wright, Monica Coppinger, Michael Pullin, Roy Lewis, Beth Marsh, Jeff Coyle, David Bavousett, Councilor Sharon Castleberry, Robert Gilletle, Jana Davis, Jeanne Martinez, and Secretary/Treasurer Christy Milliot.

Meeting was called to order by Chair Christine Peterson at approximately 8:00 a.m.

Christine Peterson asked everyone to review the minutes.  Roy Lewis made a motion to approve the minutes from the July 2, 2002 meeting.  Jeff Coyle seconded the motion.  The motion passed.

Christine Peterson gave the following Treasurer report:  The A&TRT has a balance of $15,454.89; however, this amount will change after the expenses for the conference are paid (approximately between $8,000 and $9,000).  Jennifer Acker moved to accept the report.  David Bavousett seconded the motion.  The motion passed.

Sharon Castleberry gave the following Councilor’s Report:  She had been asked to talk to the unit about TLA’s Strategic Plan (a draft is published on TLA’s website).  TLA is asking for everyone’s input and comments.  Each unit was asked to see how the plan applies to each round table.  Sharon read the objectives that apply to the round table and discussed how the round table is meeting these objectives.

Christy Milliot reported on the history of past A&TRT stipend winners (based on minutes from the A&TRT meeting and talking to different members).  Since 1997 (the year the stipend began), 4 stipends have been given out to members.  Of those winners, only one is no longer a member of TLA and the A&TRT and another one is no longer a member of A&TRT.

Weber Baker announced that the following two people received stipends this year:  Constance Matheny and Tracie Smith.  He then gave the following report on the round table’s stipends current process:  Based on the number of responses that he received, the stipends are still needed.  After the information was announced on the TLC and TexShare lists, 18 applications were received.  The online application worked well and only one person choose to download the document and even they sent it back as an attachment.  In future years, we need to make sure that the announcement about the applications and the applications are broadcasted out as much as possible.

It was discussed that a volunteer usually handles distributing and handling the stipends.  The round table will continue to look for a volunteer at Annual Assembly to handle this process.

Roy Lewis and Christine Peterson thanked Weber Baker and Jennifer Acker for bringing their own equipment to help reduce the costs for Net Fair and the Technology Showcases.

Christine Peterson gave the following report about the preconference:  39 people attended the pre-conference.  The people who came to the preconference wanted to be there and it was successful.  The round table made some money off the preconference.

Weber Baker gave the following report about NetFair: 

·           netTrekker was happy to sponsor NetFair by giving the round table $2,500 to help cover costs.  netTrekker is expected to be sponsor next year.

·           NetFair was moved from Thursday – Friday to Wednesday – Thursday.  This new arrangement worked out better.  131 people attended the first day and 145 people attended the second day. 

·           The attention of the carpet (at a cost of $360) seemed to help reduce the noise and help provide an overall better environment.  Weber recommended continuing to use the carpet. 

·           There was just enough room for everyone.  They didn’t have to turn anyone away, but there were a few times when the room was full.  A smaller entrance was used, but it still allowed people to see what was going on and attend.

·           External sound is still a problem. 

·           The groups that wanted the broadband Internet access didn’t use it.  However, since we know that we will have it next year, the presenters will know this when they are planning and it will probably be used more next year.

Christine Peterson reported that starting next year; NetFair and the Technology Showcase will be next to the Internet room.  This will allow users to still attend NetFair and Technology Showcase with Exhibit only passes.

Christine reported that Jennifer Acker and Weber Baker brought notebook computers so that presenters could use the broadband Internet access if they wanted to have access.

Jennifer Acker made the following report on the Technology Showcase:

·           16 out of 20 vendors used high speed Internet access

·           2 vendors wanted telephone lines.  One was okay with the higher speed, the other vendor was upset that there was no phone line.

·           The first day was more heavily attended then the second day.

·           MARC Magician was the most heavily attended. Participants over flowed the room.  MARC Magician agreed to do 2 sessions next year.

·           16 foot drapes, instead of the normal free 8 foot drapes, were used for the first time to help reduce the noise.  The higher drapes cost $700 for 3 walls and $1,200 for 4 walls.  The higher drapes didn’t impact the noise, so 8 foot drapes will be used next year.

·           2 rooms are still needed to host both showcases.

·           Plan to carpet both rooms next year.

·           Jennifer will connect all the vendors that participated and ask them for their feedback and comments.

Christine recognized Weber and Jennifer for all their hard work and organization that went into make each event a success.

 Christine gave the following reports on the events that A&TRT co-sponsored: 

We co-sponsored a preconference on IPTV with the Special Libraries Division.  This event was well received and the topic could be revisited in future year(s).  At a request from TLA, we let two people from Cuba attend the preconference for free.

We had been asked to co-sponsor an event with the Texas State Library and Archives Commission (TSLAC) on using Bowker databases.  After discussion the issue with Pat Smith and TSLAC staff it was decided the event would become a user group meeting.

We had agreed to co-sponsor an event with the Program Committee that was presented by Eric Lease Morgan.  The Program Committee decided that they just needed our name and that no funds were needed from the round table to help with the event.

 Christine reported that per the approved motions from the last A&TRT meeting she made the following donations from the round table:

·           $250 to Tall Texans

·           $500 to TLA’s Legislative Reserve Fund.  Chris reported that TLA’s Executive Board was very pleased with the amount.

Christine briefly discussed Telecommunation Infrastructure Fund (TIF) and she reminded everyone that the discounted T1 and T3 prices were based on a long run.  We need to be talking to legislators and let them know that the discounts need to be continued.  She also suggested that people contact their legislators to share the importance of TIF helping public libraries and health institutes.

Christine gave the following report on the revised A&TRT by-laws:

·           The process to review the by-laws was started with the desire to change the by-laws so that the membership could vote electronically.

·           She went over the changes that are being proposed.

·           One of the changes didn’t work out (an officer cannot be on the nomination committee) and that change was removed.

·           After discussing whether we wanted to vote on the by-law changes by mail or at the next meeting of the A&TRT, Christy Milliot moved that the approval of the revised by-laws be voted on at the next meeting of the A&TRT at annual assembly in Austin later this year.  Sharon Castleberry seconded the motion.  The motion passed.

 Jeanette Mosey gave a report on the A&TRT Web Committee.  Jeanette recommended that as long as only minor revisions are made to the web page that only one person is needed to keep everything updated.  If major changes are needed in the future then it would probably be helpful if a committee was formed.  Jeannette asked if we wanted to post minutes from previous meetings (we currently go back to April 2000).  The consensus was that as long as the minutes were in electronic format to go ahead and add them.

Roy Lewis asked Jeanette to see if TLA has an image of their website.  He was concerned that if something happened to the provider that was housing the information that TLA would want a copy. 

Christine discussed the possibility of the round table making a donation to the Tall Texan program.  She mentioned that there were A&TRT members who were Tall Texans.  After some discussion, Roy Lewis moved to give 2,000 to the Tall Texan’s program.  Sharon Castleberry seconded the motion.  The motion passed.

Christine announced the following election results:

•  Chair – Weber Baker, Farmers Branch Manske Library

• Chair-Elect – Adam Wright, North Texas Regional Library System

• Secretary/Treasurer – Beth Marsh, South Texas Regional Library System

• Councilor – John Hammer, San Antonio College

• Alternate-Councilor – Jeanette Mosey, Austin Community College

• Past-Chair – Christine Peterson, Amigos Library Services

Jeanne Martinez, liaison from the Executive Board, gave the following report:

·       The time and date for the new officer meeting

·       Participants could sign up for next year’s conference in San Antonio at this conference.

·       She asked that if you knew someone who had applied to become a Tall Texan and he or she had not been selected to encourage them to apply again next year.

·       She also said that she would ask about TLA’s website and see if it was mirrored.

The membership began to discuss ideas for next year’s conference.  Connie Matheny suggested that we have a preconference on disaster recovery.  Other ideas were discussed in general.  Christine requested that anyone with any ideas for any events to please send those comment to either herself or Weber so that they could be further discussed out at the Annual Assembly meeting.

The meeting was adjourned at approximately 9:45 a.m.