Lone Star Docs The Newsletter of the Government Documents Round Table of the Texas Library Association

Vol. 7, #1 Fall 2000

Minutes

Business Meeting, Annual Assembly

Austin, Texas
July 28, 2000

Members present: Laura Baker, Brenda Barnes, Lorraine Bingham, Cathy Hartman, Diana Houston, Will Howard, Melody Kelly, Clarice Luce, Brad Meyer, Susan Norissey, Vickie Phillips, Bennett Ponsford, Tom Rohrig

Guests: Karen Hopkins, T.R.G.C.C Liaison; June Koelker, TLA Executive Board Liaison; Kay Schlueter, Conference 2001 Program Committee Liaison

I. Chair Lorraine Bingham called the meeting to order at 1:45 PM.

II. Secretary Clarice Luce distributed the minutes from the spring 2000 annual meeting and they were approved as written.

III. Reports of Officers and Standing Committees

Treasurer's Report: Treasurer Clarice Luce reported that the income from the preconference was $1,025. Total revenue for the year was $2,461.50 and total expenses for the year were $1,951.57 leaving a balance in the account through June 2000 of $3,222.27.

Councilor's Report: Diana Houston reported on the April Council meeting. Council adopted a motion to postpone until Annual Assembly voting on changes to the Bluebonnet Award Committee. She is willing to share her notes with anyone who would like to see them.

Awards Committee: Laura Baker reported on the process of giving the first annual "Knowledge is Power" Award. Information for the award as well as the picture of Melody Kelly receiving the award is posted on the GODORT web page. She needs two more people on the committee. Question: Is the Awards Committee and Ad Hoc Committee? The answer is yes. Bylaws Committee (Melody, Clarice, and Charlotte Bagh) needs to revise the bylaws.

GODORT History: Melody reported that she still needs information, old copies of minutes, letters, etc. She has a volunteer that is going to look to see what TLA has in the files about GODORT.

Booth Committee: Brenda reported that the booth went well. There are pencils left over for next year. Send Brenda ideas about other things we could have at the booth. One thing might be a drawing for a government publication. TexShare Courier can transport the backdrop. Next year the booth number will be 1202 and will be beside the Reference Roundtable. We still need to find ways to get volunteers to sit at the booth.

Electronic Resources Committee: Tom Rohrig reported that the program on the Texas State Library's TRAIL service was well attended. The committee met this AM and talked about types of documents to collect electronically. They also talked about the Ad Hoc Committee to Revise the State Plan. They are trying to have a document ready by the April conference.

Membership Committee: Laura Baker wants to revive the Membership Committee but needs input on what the committee needs to work on. Need a mentor program to link new Government Documents librarians to more experienced ones. Need to create a flyer to send to all Texas Depository Libraries and also put them at the booth.

Nominating Committee: Susan Hidalgo is chair. Other members are "Vickie" Phillips from Houston Public Library and Theresa Storey from Lamar University.

Texas MARC Record Work Group: Cathy Hartman reported that Coby Condrey stated at the April meeting that libraries could not have the records unless they agreed to set their symbol on OCLC. Cathy wrote a letter to Amigos asking why libraries must do that. The reply was that Texas State Library wanted it. The committee will meet immediately following this meeting.

Newsletter: Bennett Ponsford announced that the deadline for the fall issue of Lone Star Docs would be Aug. 31st. It will include minutes from both meetings. A discussion followed on how the issue should be sent - e-mail or print. Mailing cost was around $300 last year and was paid by CIS. The September issue will be sent e-mail and also put on the web site.

Web Committee: Bennett Ponsford reported that the Awards page was posted. David Larkin updated the link section. There are plans for making the application form for the Marcive Award interactive. Send Committee descriptions to David Larkin to be posted.

State Plan for Texas Documents Task Force: Tom Rohrig reported that the committee had not yet met. Conference reports - Loraine reported that Z39.50 was a packed program and the attendance at the Census program was good.

IV. Unfinished Business - none

V. New Business

June Koelker, TLA Executive Board Liaison reported on new board initiatives:

• $10,000 ($1000/district) has been set aside to fund one of the conference programs at their district meeting.
• A leadership event is being held for new chairs. It is a daylong workshop to develop leadership skills.
• The Strategic plan will be voted on at council.
• There will also be a discussion on raising dues (haven't been raised since 1982). Council needs input.
• Conference will be Wed.-Sat., March 28-31st; theme is "21st Century Libraries: unique and unlimited." Saturday programs will be a challenge.
• The Legislative Committee requested that GODORT contribute to the Legislative Reserve Fund to support Legislative Day. The TLA is opposed to the Uniform Computer Information Transaction Act (UCITA) and has appointed a special task force to develop strategies for mobilizing opposition to UCITA in Texas. Cathy Hartman moved and Diana Houston seconded the motion to send $200 to the TLA Legislative Reserve Fund.

Resolution concerning funding to GPO - Brenda Barnes agreed to write a resolution supporting increased funding for GPO. It will be sent to the Legislative Committee and then to the Bylaws Committee.

GODORT Conference Programs: after a discussion, the group decided to sponsor programs on the following topics:

• Weather - Brad Meyer will contact the regional weather office
• GIS Map/Census - Barbara Levergood
• MARC vs. Metadata - panel
• GODORT business meeting

VI. Announcements

Diana Houston thanked everyone who attended the TSL Open House. Approximately 25 people attended.

Cathy Hartman reminded the group of upcoming government document meetings:

• Fall FDL Conference and Council meeting - Washington, DC
• ALA Midwinter-Washington, DC
• Spring FDL Council meeting - San Antonio (immediately following TLA)
• ALA-San Francisco, CA

The meeting adjourned at 3:15 PM and some of the members stayed to attend the MARC Record Work Group meeting.

Respectfully submitted,

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Texas Library Association, Government Documents Round Table
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Send comments to: Bennett Ponsford, bponsford@mail.wtamu.edu
Updated: Monday, October 23, 2000