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Business Meeting Minutes

2004 Annual Assembly

Austin, TX
July 11, 2004

Members present:

• Hillary Campbell, University of Texas -- Dallas
• Coby Condrey, Texas State Library and Archives Commission
• Valerie Glenn, 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
• Janetta Paschal, Angelo State University
• "Vickie" Phillips, Houston Area Library System
• Bennett Ponsford, West Texas A&M University
• Tom Rohrig, Texas Tech University
• Theresa Storey, Lamar University

WELCOME AND INTRODUCTIONS

The meeting was called to order by the presiding Chair, Theresa Storey at 10:05 a.m.

MINUTES

Minutes from the GODORT business meeting at the 2004 Annual Conference were not available but will be e-mailed to the membership list.

REPORTS OF OFFICERS AND COMMITTEES

Treasurer's Report (Bennett Ponsford for Laura Sare) - According to statements dated 7/1/2003 through 6/30/2004, GODORT has an ending balance of $959.75. We spent less at TLA than planned, so we have some money, but not a lot. There is a question about a donation from Lexis-Nexis that we think is for the breakfast but we have no charge for breakfast. Laura will look into it to make sure Lexis-Nexis was not double-billed.

Vice-Chair/Chair Elect (Hillary Campbell) - For programs for the 2005 conference GODORT will have a half-day pre-conference called "GIS-Geographic Information Systems - It's for Libraries Too!" that is co-sponsored with CULD. It will provide a basic overview of GIS. Presenters will be Joshua Been from UT Arlington and Eva Garza from Rice. The fee will be around $40 and will include breakfast, snacks, and coffee. The main conference program will be on Library Instruction and Government Documents. They are still looking for a catchy title. This will be a panel presentation on including documents in instruction. The presenters will be Theresa Storey and Jeff Lacy from Lamar University, Hillary Campbell from UT Dallas, and possibly Laura Baker from Abilene Christian. Are looking for school or public librarians to participate. The business meeting will be held on Friday.

Councilor's Report (Ed Kownslar) - Has not met yet, and will be acting on public library standards.

Bylaws Committee - (Valerie Glenn and Janetta Paschal) - The committee needs to make changes as a result of the overall planning changes.

Conference Booth (Vickie Phillips) - The booth needs a new backdrop, and Theresa has budgeted some money to help.

Electronic Resources (Ed Kownslar) - A project to do a web version of the old directory is being planned. Janetta has extra copies of the print version. The committee needs to decide on the purpose, the type of information to collect, where to host it and what software to use. Will talk with the State Plan committee after the meeting.

State Plan Committee (Bennett Ponsford) - The committee has been meeting electronically and held discussions with regional groups in Dallas, Houston, and San Antonio about what they want from a plan. Attempted to contact all other depositories to get their input. A subcommittee (Valerie Glenn, Theresa Storey, and Kathy Amen) has drafted revisions to be discussed in the afternoon. Future plans are to post for discussion after Assembly and have a deadline for comments at the end of October. A final version will be sent to library directors in January.

Web Site Committee (Bennett Ponsford) - Was updated after TLA with current officers, etc.

Lone Star Docs (John Hepner) - Two issues were produced, the Fall 2003 issue (v.9, no.1) was posted to the GODORT website in October. The Spring 2004 issue (v.9, no.2) was posted to the website in February. Notices of availability were posted on the GODORT mailing list after each issue was loaded. Deadlines for the next two issues of Lone Star Docs have been set. Fall 2004 issue deadline is 10 September 2004. Spring 2005 issue deadline is 14 January 2005.

NEW BUSINESS

Nominating Committee (Theresa Storey) - Coby Condry (chair). Theresa will appoint others later. Need to come up with a vice-chair and secretary-treasurer.

Membership Committee Chair (Theresa Storey) - No one volunteered. Theresa will contact current members to see if they will chair and would like them to work on a brochure to handout from the booth.

Program Planning Changes (Theresa Storey) - TLA is moving to a 16 month planning process and it is suggested that a planning committee be created consisting of the past chair, chair, vice-chair, and anyone else interested. This was referred to the Bylaws Committee for formalization.

TEKS Workshop (Janetta Paschal) - Based on the Virginia program, the hope is to develop a workshop to teach teachers about using government web sites to meet their TEKS goals. Jannetta is going to look into it more.

Report from ALA (Valerie Glenn) - Next years programs include a pre-conference on Documents 101, a program on digitizing, cataloging local documents. GPO has selected ExLibris for its Integrated Library System. The GPO Access mirror site has been delayed until 2007. GODORT approved resolutions on guidelines for 'sensitive' information, GPO Appropriations, whistleblower protection, and ownership of government information. GPO draft documents are available for comment and GODORT is working on responses to them. the GITCO registry of digitization projects is being transferred to GPO.

Melody Kelly received the Bernadine E. Abbot Hoduski award.

Bernadine E. Abbot Hoduski as Speaker (Valerie Glenn) - Would like to have Bernadine to speak about lobbying/advocacy and government information. Valerie will investigate sponsors and two programs, one on advocacy and one on government information.

Liaison from Executive Board (Melody Kelly) - The theme is "New realities/new directions". Legislative day will be February 15th or 16th. GODORT asked about program name/wording changes without discussing with committees and the need for improved communication. Also for some sample language for by-laws committees to use. Also asked for way to run the membership year from conference to conference instead of January to December.

TSLAC - (Coby Condry) - Wants to change the microfiche program to alternative format program (probably CD-ROMS) which needs to be a legislative change.

Texas Reference Sources (John Hepner) - The TRS will be published and have an active web version on September 1st.

Meeting adjourned at 11:50 a.m.

Respectfully submitted,

Laura Baker
Secretary/Treasurer

MinutesTLA GODORT

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