TLA GODORT Business Meeting Minutes, Annual Conference, 2004

Business Meeting Minutes

2004 Annual Conference

San Antonio, TX
March 19, 2004

Members present:

Laura Baker, Abilene Christian University
Brenda Barnes, Texas Christian University
Barbara Bridges, University of Texas at Austin, Tarlton Law Library
Hillary Campbell, University of Texas, Dallas
Gay E. Carter, University of Houston, Clear Lake
Coby Condrey, Texas State Library and Archives Commission
Valerie Glenn, University of North Texas
Cathy N. Hartman, University of North Texas
John Hepner, Texas Woman's University
Melody Kelly, University of North Texas
Edward Kownslar, Texas A&M University, Corpus Christi
Clarice Luce, University of North Texas
Brad Meyer, Blinn College
Vickie Phillips, Houston Area Library System
Bennett Ponsford, West Texas A&M University
David Rankin, Texas A&M University, Commerce
Laura Sare, West Texas A&M University
Laura Snyder, University of Houston, Main Campus
Theresa Storey, Lamar University
Arlene Weible, University of North Texas

Guests:

Priscilla McIntosh, LexisNexis
Jim Noel, Marcive, Inc.
Judy Russell, U.S. Government Printing Office

WELCOME/ANNOUNCEMENTS

The meeting was called to order at 8:07 a.m., GODORT Chair Valerie Glenn presiding. Those present introduced themselves, and Valerie welcomed all to the meeting.

MINUTES

Minutes from the July 11, 2003 GODORT business meeting at Annual Assembly were approved as submitted.

REPORTS

Secretary/Treasurer (Laura Baker): According to statements dated 7/1/2003 through 2/29/2004, GODORT has an ending balance of $1,194.50. Conference and other expenses are expected.

Vice Chair/Chair-elect (Theresa Storey): Our preconference on GPO Access training had 29 who registered, 27 of which actually attended. We could not charge for the preconference, so we made no money; however, it provided good service and publicity for GODORT.

Councilor (Coby Condrey): Coby submitted a written report (see attachments). Highlights from the latest council meetings: TLA is now using barcodes on conference badges to facilitate vendor drawings; early housing registration for 2005 TLA Annual Conference and a web based roommate request are now available; attendance at 2004 conference is down due to Spring Break; TLA encourages members to subscribe to Texline to stay informed about library legislative matters; Gretchen McCord Hoffmann will be the incoming TLA Chair; electronic voting initiatives passed.

Newsletter (John Hepner and Mary Rausch): see written report (attached)

Awards Committee (Gay Carter): The awards committee did not receive any nominations for this year's Knowledge is Power award by the award deadline.

Conference Booth Committee: Tom Rohrig submitted a written report (attached). Theresa encouraged all to sign up for time to work at the booth. She also suggested we improve the look of the booth by patching up the worn backdrop and including a sign identifying us as the Government Documents Round Table. The booth committee will work on these suggestions. Vickie will try to fix up the booth backdrop in the meantime.

Electronic Resources Committee (Ed Kownslar): The committee will consider working with the Texas State Library regarding a program on permanent public access.

Membership (Laura Sare): Laura and others reminded us that GODORT is not just for documents librarians. Anyone with an interest in documents is encouraged to join.

State Plan for Texas Documents (Bennett Ponsford): The ad hoc committee had met earlier with very poor attendance. They expressed concern that the plan was not moving forward, and they had many uncertainties about what the plan should do or say. They recommended that the committee be disbanded until further clarification and direction regarding a plan could be provided.

Cathy moved that the ad hoc state plan committee be dissolved and that the GODORT Chair appoint a formal committee with a one year deadline to form a draft state plan. The committee would report to the roundtable at Annual Conference 2005. Clarice seconded the motion.

Discussion followed about the need for a plan and about the leadership and energy required to make it happen. Judy Russell recommended that we not try to develop a plan just because GPO recommends it. Do it only if we feel it will help the depository network in the state.

Valerie called for a vote on the motion to establish a formal state plan committee. The motion passed unanimously.

Web Site (Bennett Ponsford): The state plan work and the newsletter were the latest postings to the web site. There was some question whether the depository directory could be hosted by TLA servers because the directory contains information about collection strengths relative to individual depositories that libraries may want to update on their own without going through TLA. Anyone wanting to host the directory should contact Bennett.

Melody asked that people send news to her about documents programs, area documents consortium activities, presentations, etc. for the GODORT history she is compiling.

NEW BUSINESS

Election of New Officers: The Nominations Committee, headed by Clarice, developed a slate with one candidate for each office. Since there were no nominations from the floor, the officers were elected by acclamation. Vice-Chair/Chair-Elect is Hillary Campbell. Secretary/Treasurer is Laura Sare. Councilor is Ed Kownslar. Councilor Alternate is Coby Condrey.

ALA GODORT Update: Arlene is running for ALA GODORT Chair. Cathy is running for Councilor.

Other: The new edition of Texas Reference Sources will be available September 1 as planned. There will be an electronic version as well as a print version.

Melody is liaison to the TLA executive board. She encouraged everyone to submit TLA concerns to her. Melody is also proposing ASKTEXAS, a virtual collaborative reference service initiative for high school, community college, and university participation. She urged people to attend a later TLA session on a similar initiative being done in Colorado.

Coby suggested three program ideas for next year:

Government Document READ posters similar to what Minnesota did. We could have a poster session and contest with various humorous categories. The results could be displayed at the GODORT booth or on our website. We could turn this into a program about how the idea was developed and how other groups could do a similar project.
Things new documents librarians need to know.
State and federal documents for middle school students. Cathy suggested turning this into a preconference.

Coby will email the roundtable to get additional opinions on these ideas.

REMARKS BY JUDY RUSSELL, SUPERINTENDENT OF DOCUMENTS

TLA GODORT is honored to have Judy Russell as our meeting guest and program speaker during this conference. Judy gave a sneak preview of the comments she will make in her later session.

Many deans and directors have shown support for the depository library program. Judy encouraged all of us to nurture that interest by keeping them in the information loop.

GPO is trying to establish a Web cast of Bruce James's remarks at the Depository Library Council. GPO welcomes comments from the depository library community on GPO's new initiatives that will be discussed at Council.

Several issues are taking the forefront of GPO/library concerns. Among these are authentication (digital signatures and watermarking), preservation (agreements with NARA), electronic transition (University of Arizona electronic depository pilot project), managing the legacy collection (GPO "dark archives" as a collection of last resort); print on demand for the GPO sales program, and revising the five year retention rule. Judy identified these things as hot topics that GPO is currently addressing. More information will be given at her session on Saturday. She urged all to attend and once again reminded us that GPO wants the input of everyone involved.

The meeting adjourned at 9:50 a.m.

Respectfully submitted,

Laura Baker
Secretary/Treasurer

3/21/2004

Attachments: (not available on web site)

TLA 2003 Annual Assembly GODODT Councilor's Report
Annual Report on Lone Star Docs Newsletter, 2003/4
Conference Booth Committee Report

Minutes TLA GODORT