---

Business Meeting Minutes

2003 Annual Assembly

Austin, TX
July 11, 2003

** Draft **

Members present:

• Laura Baker, Abilene Christian University
• Coby Condrey, Texas State Library and Archives Commission
• Valerie Glenn, University of North Texas
• Cathy N. Hartman, University of North Texas
• John C. Hepner, Texas Woman's University
• Melody Kelly, University of North Texas
• Edward Kownslar, Texas A&M University -- Corpus Christi
• Susan Norrisey, Texas Tech University
• "Vickie" Phillips, Houston Area Library System
• Tom Rohrig, Texas Tech University
• Theresa Storey, Lamar University
• Arlene Weible, University of North Texas

WELCOME AND INTRODUCTIONS

The meeting was called to order at 10:04 a.m., GODORT Chair Valerie Glenn presiding. Those present introduced themselves, and Valerie welcomed all to the meeting.

MINUTES

Minutes from the GODORT business meeting at the 2003 Annual Conference were approved with one correction.

REPORTS

Treasurer's Report (Laura Baker): According to statements dated 7/1/2002 through 6/30/2003, GODORT has an ending balance of $959.75. Laura said the conference expenses taken from GODORT were less than the amount on the expense receipt sheet that the 2003 program chair received. Laura will check with TLA to make sure all is correct.

Executive Board Liaison (Melody Kelly): Everyone is encouraged to look at the TLA Strategic Plan and make comments. Melody is continuing to update the history of TLA GODORT.

Vice Chair/Chair-elect (Theresa Storey): Theresa distributed a report entitled 2004 Program Options (attached). GODORT will sponsor a pre-conference on GPO Access taught by GPO. UT San Antonio will provide the computer lab. The pre-conference will be all day on March 17. GODORT will also sponsor two main conference programs: 1) "Digging for Historical Treasures: Historical Resources on the Web" for March 19 10:00 -10:50; and 2) "Local, State, and Federal Data: What's the Difference?" for March 18 2:00-3:20. Theresa will ask if the Reference Round Table would like to co-sponsor the historical web resources program. For the session on local, state, and federal data we will have a panel of presenters consisting of GODORT members and possibly someone from the state data center.

If GPO is unable to do the GPO Access training, we can either do the training ourselves or develop the data program into a half day pre-conference. If necessary, Theresa will poll the GODORT membership via the listserv about preferences. Our main concern is to have a pre-conference that will generate money for our round table.

The idea about Tracking PURL Statistics was tabled for a future program. It was decided there was not enough information about the subject at this point. Valerie pointed out that the Acquisitions and Collection Development Round Table would be doing a related program this conference in 2004 and that they might be a good group to approach about co-sponsoring the program when we get ready to do it. The GODORT Electronic Resources Committee will take charge of the PURL Statistics program idea and bring it up again for the 2005 conference.

Councilor (Coby Condrey): TLA passed several resolutions honoring retiring TLA members or recommending various legislative actions. Voting in TLA elections will soon be electronic.

Newsletter (John Hepner): Two issues of Lone Star Docs were published last year. The deadline for the Fall 2003 issue is September 12. The deadline for the Spring 2004 issue is June 16.

Awards Committee and Bylaws Committee: no report

Conference Booth Committee (Valerie Phillips): The booth at the 2003 conference went well. The pencil supply is fine, but we will need to restock the mints. Vickie urged people to sign up to work at the booth. The new book Tapping State Government Information Sources by Greenwood Press might make a good giveaway for the drawing. Tom Rohrig will look into this.

Coby suggested that the document covers on the booth backdrop might need to be reviewed for timeliness. Vickie asked all to keep an eye out for interesting documents and to make color copies of the covers for use at the booth.

Electronic Resources (Ed Kownslar): Ed is still getting feedback from last year's committee chair. The Electronic Resources Committee will investigate the idea of collecting statistics on PURLs for a possible program idea in 2005. Send any ideas to Ed.

Membership (Laura Sare via report): Upcoming projects will be to create a brochure highlight benefits of joining TLA GODORT; determining which Texas depositories do not have someone who is a member of GODORT; and targeting public and school librarians for membership.

State Plan for Texas Documents Committee (Tom Rohrig): The full committee report was distributed (attached). The announcement of a draft state plan and solicitation for comments was recently posted on the listserv. Comments are due by the end of September. A special concern will be keeping library directors in the information loop and supportive of government documents.

Web Site Committee (Bennett Ponsford via written report): The information about the State Plan draft is the most recent addition to the TLA GODORT web site.

NEW BUSINESS

A nominating committee was formed, consisting of Tom Rohrig, who volunteered, and Clarice Luce.

Various people imparted information about news from ALA GODORT and related groups or issues. A big concern of the ALA Restrictions on Access to Government Information group is the disappearance of government electronic information. ALA wants to work with state and local groups about access issues.

Coby reported on various state regulations about requiring electronic publishing and submitting those publications to TRAIL, but these regulations are very difficult to enforce. Only ¼ of the documents in TRAIL were submitted by the agencies, indicating non-compliance with the regulations. Arlene Weible asked if there were any Texas data taken down due to security concerns. She asked for any examples to be sent to her so she could report it to the ALA government access group.

There is a new location for the Serial Set Inventory. It now resides at Harvard. One does not have to have a complete inventory of the Serial Set done in order to submit the results to Harvard. Even a partial inventory is sufficient and can be added to later. Valerie encouraged all Texas libraries to submit their holdings to the Serial Set Inventory since this would provide an important location aid.

The video from the Depository Library Council meeting is available through GPO Access.

Cathy Hartman is a member of the TLA Legislative Committee. She reported that government information issues are not on the agenda of this committee at all. She urged GODORT to bring the attention of the Legislative Committee to the crucial issues by submitting resolutions on specific concerns. Coby will work on this.

Cathy also announced upcoming changes at the UNT Library. Beginning September 1, the government documents department will be split into two areas. Arlene will be the head of government documents. Cathy will be the head of digital projects.

The meeting was adjourned at 12:10 p.m.

Respectfully submitted,

Laura Baker
Secretary/Treasurer

Attachments: (not available on web site)

• 2004 Program Options
• Report … from the TLA GODORT Ad-Hoc Committee for the Texas State Plan

MinutesTLA GODORT

---