Texas Library Association

Serials Round Table
Annual Conference Meeting – March 18, 2004

Minutes

 

 

Call to Order:  by Janice Lange, Chair, at 4:00 p.m. in Room 211 of the Henry B. Gonzalez Convention Center, San Antonio, Texas.

 

Attendance:  Clint Chamberlain, Judy Johnston, Pat Ogea (Councilor), Faedra Wills, Mary Castle, Sheila Henderson (Liaison to the TLA Executive Board), Evelyn Brass, Jeff Coyle (Chair Elect), Lorraine Bingham, Jeanne Harrell, Gary Ives, Jill Emery, Janice Lange (Chair), Sarah Sutton (guest), Teri Oparanozie (Secretary/Treasurer).

 

The meeting agenda, minutes of the Annual Assembly meeting of July 10, 2003, and the financial statement for July 1, 2003 through February 29, 2004, were distributed.  The Chair asked those present to introduce themselves.

 

Minutes of Annual Assembly:  Members were given a few minutes to look over the minutes.  One typo was corrected in the paragraph on SRT Membership & Finances; i.e.,“led” instead of “let.” The minutes were then approved as corrected.

 

Treasurer’s Report: presented by Teri Oparanozie. The revenue for July 1, 2003 to February 29, 2004 was $198.25 from membership dues plus a previous balance of $657.13 for a total of $855.38.  Revenues and expenses for the 2004 pre-conference and annual conference have not yet been recorded but are projected to result in an ending balance of $275.00.

 

Liaison Report:  presented by Sheila Henderson. 

  • TLA conference registration was down by 1000 people this year and pre-conference attendance was down by 200 compared to last year.
  • Plans are being made for future conferences.  Negotiations are being made to try to have the 2007 Conference in San Antonio in April instead of March so that it will not conflict with spring break as it did this year. 
  • Members can already begin registering for hotels in Austin for the 2005 conference which will begin April 6, 2005.
  • Continuing education credits for this year’s conference will still be on the honors system whereby members logon to the TLA website after March 26th to record the programs attended.
  • Please keep web pages up-to-date and contact Mary Ann Emerson with any questions.
  • Remember to submit names of new officers, budgets, etc. according to deadlines.
  • Legislative issues: TexShare funding still uncertain.  You can subscribe (on the TLA website) to the Texline listserv to keep up-to-date on legislative issues. 
  • TLACast, the TLA newsletter, is now available only electronically.  Make sure your email address on the TLA website is correct so that you will receive notification when issues are published.
  • Financial advisors recommend that TLA should not depend on conference revenues as much in the future.
  • TLA membership did pass the change in the TLA by-laws which will allow electronic balloting.

 

Councilor’s Report: presented by Pat Ogea.  Several members had problems with hotel reservations being lost.  Please report such problems immediately to TLA staff to help prevent future problems.  The SRT suggestions for amendments to the TLA Strategic Plan were presented and incorporated. 

 

2004 Conference Program Report:  Jeff Coyle reported that twenty-four people registered for the full-day pre-conference on “Taming Electronic Resources” presented by Joan Conger on March 17. There were participants from school, public, and academic libraries as well as a vendor representative.  The program was excellent.  It was co-sponsored with the Acquisitions and Collection Development Round Table and with the Automation and Technology Round Table.

 

Jill Emery reported on the success of the conference program, “Electronic Resources Count” held on March 18th from 2-3:50, which focused on making the most of your electronic resources through usage statistics. Presenters were Joan Conger, consultant; Judith Hiott, Assistant Coordinator of Materials Selection at Houston Public Library, and Michael Markwith, President of TDNet, Inc.  Approximately 65-70 people attended.  This was co-sponsored with the Acquisitions and Collection Development Round Table.

 

Nominating Committee Report: presented by Jill Emery. The new Chair Elect is Evelyn Brass and the new Secretary/Treasurer is Clint Chamberlain.  Twenty ballots were returned out of 53 mailed to members.  Other members of the Nominating Committee were

 

Old Business

 

TLA Strategic Plan – information was covered by Councilor’s report.

 

Mentoring Service – this was suggested at the July 10, 2003 Annual Assembly but no action has been taken so far.  It may be investigated further in the future.

 

SRT Web Page – Janice Lange as current Chair, with the agreement of Jeff Coyle as incoming Chair, appointed Judy Johnston as the round table webmaster for 2004-2005.  Judy has already updated the website with the 2003-2004 officers.  She will add the 2004-2005 officers.  It was agreed that she will also add minutes, the newsletter, keep the previous year’s officers on the site, and investigate the “TLA SRT Mail lists” note which is on the site.  Officers can send files to her in Microsoft Word and she will convert them to HTML to send to TLA.

Electronic Balloting – The following motion was moved by Jeanne Harrell, seconded by Mary Castle and was unanimously accepted:

  • The Serials Round Table will begin using electronic balloting contingent upon TLA’s successful implementation of a suitable method.

It was suggested that after balloting procedures are finalized, notification should be sent by mail to members to make sure that everyone, especially those without e-mail, are made aware of this change.  It was also noted that the current by-laws do not need to be changed because they do not specify the method of balloting.

 

Round Table Name Change – Following up on the motion passed at the 2004 Annual Assemble to incorporate electronic resources in the round table name, these names and acronyms were discussed:

  • Electronic and Serials Resources Round Table (ESRRT)
  • Serials and Electronic Resources Round Table (SERRT)
  • Electronic Resources and Serials Round Table (ERSRT)
  • E-Resources and Serials Round Table (ERSRT)
  • E-Resources and Serials Management Round Table (E-SMRT)
  • Electronic Resources and Serials Management Round Table (E-SMART)

 

Points of discussion included:

  • the desirability of having the name start with an E rather than an S so that it would be at the beginning of alphabetical lists
  • “management” implies technical services to some people and public services to others – both aspects will be included in the scope of this round table 
  • the MA in management could be used in the acronym instead of just M to spell the word “SMART.”

After a series of straw votes and discussion to narrow the choices, the following motion passed unanimously:

  • The name of the Serials Round Table will be changed to Electronic Resources and Serials Management Round Table (E-SMART).

 

Jeff Coyle, as the incoming Chair, with the help of Jeanne Harrell and Gary Ives, will review the round table by-laws to determine other changes needed to reflect the new scope of the round table.  The procedures for submitting these changes to the TLA By-Laws Committee and the final steps to implement these changes will be taken as soon as possible.

 

Janice Lange reminded members that the round table Executive Committee would elect 3 members at 2005 Annual Assembly to serve on the 2004-2005 Nominating Committee since no one volunteered at today’s meeting.

 

Adjournment – The meeting adjourned at 5:10 p.m.

 

Submitted by:  Teri Oparanozie, Secretary/Treasurer, 2003-2004.