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Business Meeting Minutes

2003 Annual Conference

Houston, TX
April 3, 2003

** approved version **

Members present:

• Charlotte Bagh, Dallas Public Library
• Laura Baker, Abilene Christian University
• Gay E. Carter, University of Houston - Clear Lake
• Coby Condrey, Texas State Library and Archives Commission
• Virginia Davis, University of Houston - O'Quinn Law Library
• Valerie Glenn, University of North Texas
• Samantha Hager, Rice University
• Kayce Halstead, Stephen F. Austin State University
• Cathy N. Hartman, University of North Texas
• Karen Hendrick, Abilene Christian University
• John C. Hepner, Texas Woman's University
• Melody Kelly, University of North Texas
• Clarice Luce, University of North Texas
• Priscilla McIntosh, LexisNexis/CIS
• Susan Norrisey, Texas Tech University
• Cindy Page, Houston Public Library
• Janetta Paschal, Angelo State University
• "Vickie" Phillips, Houston Area Library System
• Bennett Claire Ponsford, West Texas A&M University
• Virginia K. P. Rigby, North Harris College
• Tom Rohrig, Texas Tech University
• Laura Sare, West Texas A&M University

Guests:

• S. Joe McCord

WELCOME AND ANNOUNCEMENTS

The meeting was called to order at 8:20pm by the presiding Chair, Janetta Paschal. Janetta welcomed all to the meeting and thanked Priscilla McIntosh and LexisNexis/CIS for the breakfast.

Laura Baker, chair of the Awards Committee, announced that Cathy Nelson Hartman, of the University of North Texas, has been awarded the TLA-GODORT/MARCIVE, Inc. "Knowledge is Power" award for 2003. The presentation will be at the program this afternoon.

Cathy Hartman announced that Arlene Weible from the University of North Texas is running for ALA GODORT chair.

MINUTES

Minutes from the GODORT business meeting at the 2002 Annual Assembly were distributed and approved with two corrections.

REPORTS

Treasurer's Report (Bennett Ponsford): Bennett reported that costs at last year's conference were high so we need to raise money.

Preconference (Janetta Paschal, Chair): Four people attended the preconference, which showed attendees how to chart health information down to the zip code level. As we had no room or computer charges, we should make $2-300.00. Handouts will be available on the web at <http://www.sph.uth.tmc.edu/library/charting-health.htm>.

Program (Valerie Glenn, Vice-Chair): The main GODORT program for the 2003 conference will be a panel on the importance of access to government information and depository libraries. Speakers will be Coby Condrey (Coordinator, Texas State Publications, Texas State Library and Archives Commission), Margie Garner (Collection Management Librarian, Abell Library, Austin College), and Wilson Plunkett (Government Documents Librarian, San Antonio Public Library).

Counselor (Coby Condrey): Coby Condrey reported that Council has been relatively uneventful. TLA's new Strategic Plan is on the web site and Council would like feedback from all units.

Newsletter (John Hepner): John Hepner distributed a report on Lone Star Docs, indicating that 2 issues were published, posted to the web site, and announced to the GODORT mailing list. Deadlines for the next two issues are: 12 September 2003 for the Fall 2003 issue and 16 January 2004 for the Spring 2004 issue. John encouraged everyone to send news from their libraries and write articles on issues. He also reminded everyone to sign up for the GODORT membership mailing list.

Awards Committee (Laura Baker): Laura congratulated Cathy Nelson Hartman on winning the 2003 TLA GODORT/MARCIVE "Knowledge is Power" Award.

TLA GODORT History Web Site (Melody Kelly): Melody Kelly is still updating the history web site. If you have more tidbits, please send them to her. Be sure to include the year and spell names.

By-Laws: Nothing to report

Conference Booth (Vickie Phillips): The booth is right across from the TLA store and volunteers are still needed to man the booth.

Electronic Resources Committee (Janetta Paschal, chair, for Caroline Geer): The committee submitted their revised charge. Caroline has had to resign as chair, so Valerie will be looking for a new chair for the Committee.

Membership (Laura Baker): The mentor program web pages are now up.

Nominating Committee (Clarice Luce): This year's candidate for Vice Chair/Chair Elect is Theresa Story, and Laura Baker is the candidate for Secretary-Treasurer. Write-in candidates will be accepted.

State Plan (Tom Rohrig): The committee will review the draft of the plan and post it on the GODORT web site for comments. After final comments, the plan will be sent to library directors for approval.

Web Site Committee (Bennett Ponsford): The web site has been updated with current officers, information about the mentor program, the 2002 TLA GODORT/MARCIVE "Knowledge is Power" Award information, and links to Melody's History of TLA GODORT. All links to depository libraries in Texas have been updated. Everyone is encouraged to double check that the link to their library works properly.

NEW BUSINESS

Janetta Paschal asked the group whether we wanted to donate to TALL Texans this year. Clarice Luce moved that, in light of the current budget, we not donate this year. Bennett Ponsford seconded and the motion passed.

Janetta also noted that membership is down. Two libraries have dropped depository status -- Austin College and Irving Public -- and Rosenberg Library in Galveston is dropping. Prairie View A&M University, however, is joining, and some of the law libraries in the Houston area which were devastated by Hurricane Allison will be picking up some of the Rosenberg's historical collection.

Cathy Hartman reported from ALA midwinter about the Legislation committee's response to the PATRIOT Act and the removal of electronic information from web sites.

Cathy also reported on Depository Library Council, which will be meeting about visioning for the future. Monday's opening session will be videotaped and available as streaming video by Wednesday.

Coby Condrey reported that the State Library has prioritized its responsibilities and cut the lowest. They are only filling mission critical positions and most money has been turned back out of grant programs. So far there has been limited impact on the Clearinghouse, but budget information is not being printed. Also, the micrographics machine is broken and will probably not be replaced any time soon.

Coby also reported about proposed legislation which would require agencies to publish an online version of all printed publications and to require agencies to report the metadata to TRAIL.

Joe McCord, GODORT's Liaison with the Executive Board, reported that all unit mailing lists will be set up to automatically subscribe members upon joining. He encouraged everyone to look at the strategic plan and timeline on the web, and make sure that the unit's goals are in line. The Executive Board will finalize the plan at Annual Assembly.

John Hepner, liaison to the 2004 Program Planning Committee, reported that the theme would be "Libraries are Essential" and noted that you can pre-book your hotel for the next conference at the booth on the exhibits floor next to the TLA office.

Melody Kelly noted that the Program Committee has money for programs and suggested that we partner with other units to reduce our costs.

Clarice Luce and the Nominating Committee announced that Teresa Story was elected Vice Chair/Chair-Elect and the Laura Baker was elected Secretary/Treasurer.

The meeting adjourned at 9:30 am.

Respectfully submitted,

Bennett Ponsford
Secretary/Treasurer

4/3/2003

MinutesTLA GODORT

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