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Business Meeting Minutes

2005 Annual Conference

Austin, TX
April 8, 2005

** Draft **

Members present:

• Laura Baker, Abilene Christian University
• Gay E. Carter, University of Houston, Clear Lake
• Coby Condrey, Texas State Library and Archives Commission
• John Hepner, Texas Woman's University
• Edward Kownslar, Texas A&M University, Corpus Christi
• Victoria Packard, Texas A&M University, Kingsville
• Janetta Paschal, Angelo State University
• Vickie Phillips, Houston Area Library System
• Bennett Ponsford, West Texas A&M University
• David Rankin, Texas A&M University, Commerce
• Tom Rohrig, Texas Tech University
• Laura Sare, West Texas A&M University
• Laura Snyder, University of Houston, Main Campus
• Theresa Storey, Lamar University
• Sue Troyan, Texas State Library and Archives Commission
• Arlene Weible, University of North Texas

WELCOME/ANNOUNCEMENTS

The meeting was called to order at 8:09 a.m., GODORT Chair Theresa Storey presiding. Those present introduced themselves, and Theresa welcomed all to the meeting.

MINUTES

Minutes from the 2004 GODORT business meeting at Conference and Annual Assembly were approved as submitted.

REPORTS

Secretary/Treasurer (Laura Sare): According to statements dated through 3/31/2005, GODORT has an ending balance of $1,143.40. Conference and other expenses are expected.

Vice Chair/Chair-elect (Theresa Storey for Hilary Campbell): Our preconference on GIS training had 17 attendees. There were no speaker fees or AV rental, we will just be billed for some food.

Councilor (Coby Condrey): There are no major issues from council. There are several interest groups trying to gain Round Table status. There is also consideration of eliminating the Treasurer position from the TLA Council.

Newsletter (John Hepner and Mary Rausch): Fall and Spring newsletters were sent out on schedule, and deadlines for next year's newsletter have not been established yet.

History (Bennett Ponsford): The history pages have been moved from UNT's web site to the GODORT web site. The pages have not been updated since 2002. It was suggested that the past chair submit updated histories to keep the history pages current.

Awards Committee (Gay Carter): The awards committee did not receive any nominations for this year's Knowledge is Power award by the award deadline. Laura Baker suggested sending out notes to library directors, and Arlene suggested sending out an announcement to more listservs, instead of just the GODORT listserv.

Bylaws Committee (Janetta Paschal): (attached form of changes) The changes were sent to the TLA Bylaws Committee for approval.

Conference Booth Committee: Vickie will keep track of the booth. Theresa budgeted some money to make repairs. Coby suggested we have a raffle to draw interest to the booth.

Electronic Resources Committee (Ed Kownslar): The committee is working on updating the "Texas State and Federal Depository Libraries directory". The committee came up with suggestions for updating the directory, and the goal is to have it available online. There is some question on who shall host the directory, which will probably be in database format, and that we do not want to just duplicate the GPO directory. Tom suggested that we might need to move this to its own committee, such as a publications committee to keep things updated.

Membership (Laura Sare): No report.

State Plan for Texas Documents (Bennett Ponsford): A final plan has emerged and we are waiting on an exact number of plans signed by library directors. To have the 2/3 majority to make the plan take effect, 40 libraries need to sign on. There have been no rejections of the plan. The committee does not want another huge time lag to go by in updating the plan, so it was suggested that we consider how to revise the plan every few years.

Web Site (Bennett Ponsford): The state plan work and the newsletter were the latest postings to the web site. Also, as mentioned earlier, the history pages were moved to the GODORT site. Hilary needs to update the mission statement. Bennett added that if we want to have the directory on the GODORT web site, someone else will have to work on it.

State Library Report (Coby Condry): There are some pieces of legislation that the state is following. There is a bill that asks all state agencies to post notice to try and move subscriptions from print to online. Coby asked that everyone e-mail him with ideas about how to deal with the transition to moving from tangible to online documents. Coby will send out a survey in the near future.

NEW BUSINESS

Election of New Officers: The Nominations Committee, headed by Coby, developed a slate with two candidates for each office. Vice-Chair, Chair-Elect is Victoria Packard, Secretary/Treasurer is David Rankin.

ALA GODORT (Arlene Weible): Because of the announcement by Judy Russell regarding the essential titles survey and the reduction in tangible items, ALA and AALL are collectively writing a letter to Judy outlining the problem of the survey and distribution. The letter will also go to the Joint Committee on Printing. Judy claims this move is to save money, but GPO is not clear on how it is spending money, so an oversight hearing may be requested.

2006 Conference (Theresa Storey): We need to start to plan for the 2006 conference before Annual Assembly. Victoria suggested we do another GIS preconference. Arlene suggested we decide if we want to make money or have training specific to document librarians. Bennett suggested genealogy or school TEKS info to make money. Gay said she could do something on genealogy. The deadline for proposals is June 17th.

Other:Coby thanked Lexis-Nexis for providing breakfast.

The round table sent a letter to Senator Kay Bailey Hutchison about the tangible document issue and received no response from her office. Arlene asked if we wanted to follow up on that. The table decided to wait until the Albuquerque meeting to see what GPO has to say, but also moved for Coby and Ed to have a draft resolution ready for Annual Assembly if needed.

The meeting adjourned at 9:58 a.m.

Respectfully submitted,

Laura Sare
Secretary/Treasurer

4/12/2005

Attachments: (not available on web site)

• Annual Report on Lone Star Docs Newsletter, 2004/5
• TLA Bylaw changes

MinutesTLA GODORT

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