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

Vol. 7, #1 Fall 2000

Minutes

Business Meeting, George R. Brown Conference Center

Houston, Texas
April 13, 2000

Members present: Denise Arial, Charlotte Bagh, Laura Baker, Brenda Barnes, Lorraine Bingham, John Birkman, Gay Carter, Coby Condrey, Jeff Coyle, Cathy Hartman, Susan Hidalgo, Melody Kelly, David Larkin, Clarice Luce, Ginger Mann, Brad Meyer, Sarah Naper, Victoria Packard, Cindy Page, Janetta Paschal, Bennett Ponsford, Lynn Porter, Mary Rausch, Carol Roberts, Tom Rohrig, Kay Schlueter, Ruth Stiles, Theresa Storey

Guests: Evelyn Brass; June Koelker, TLA Executive Board Liaison; Sara Dillard, Conference 2000 Program Committee Liaison; Allen Mullen, Texas State Library and Archives Commission

I. Chair Cathy Hartman called the meeting to order at 10:00 AM. She welcomed the members and guests and each person introduced him/herself.

II. Secretary Clarice Luce distributed the minutes from the 1999 Annual Assembly meeting and they were approved as written.

III. Reports of Officers and Standing Committees

Treasurer's Report: Treasurer Clarice Luce reported that the balance in the account through March 10, 2000 was $3,302.79. Total expenses for the year to date were $275.05.

Councilor's Report: Victoria Packard reported: there were 730 exhibit booths at the conference; the TLA chili cookoff at midwinter raised more than $4,000 to benefit the Spectrum Scholarship fund; the controversial motion eliminating the residency requirement for TLA officers was defeated.

Programs and Preconference Report: Lorraine Bingham reported that the program on the Census would begin at 12:00 noon. Bennett Ponsford reported that the preconference on GIS presented by Dorlyn Edwards at Rice was excellent. Twelve people attended. Edwards was presented with at gift certificate to Barnes & Noble.

Awards Committee: Laura Baker announced that Marcive "Knowledge is Power" award would be presented to Melody Kelly at the beginning of the 12:00 program. A $400 check goes along with the award.

Ad Hoc Committee on TLA GODORT History: Melody Kelly announced that she has not received any information from the group. She needs old programs, notes, minutes, etc. She will contact the TLA office to see what they have in the archives.

Booth Committee: Brenda Barnes reported that the GODORT booth was #1153. The display contains new photocopies of documents. She also purchased 1000 pencils for $157.65. A motion was made by Condrey and seconded by Luce to approve the invoice. Luce will turn it in to the TLA office. Barnes would like to have a drawing in next year's booth. She asked that members send her ideas.

Electronic Resources Committee: Tom Rohrig reminded the members to attend the program on the Texas State Library's TRAIL service.

Nominating Committee (Election): Laura Baker passed out ballots for the election. Nominees for Vice Chair/Chair Elect were Coby Condrey and Brad Meyer and for Secretary/Treasurer were Clarice Luce and Bennett Ponsford. Meyer and Luce were elected.

Texas MARC Record Work Group: Cathy Hartman reported that the goal of the group was to get the records free. Condrey stated that representatives from Amigos met with the new TSL director and Amigos still wants the libraries to pay $.22/record and set their holdings in the catalog. The Texas State Library will cover some of the fees. He requested that the committee be reconvened to discuss options.

Web Committee: Bennett Ponsford reported that she updated the web pages with information about the awards, officers, committees, and the newsletters. Ponsford commented that the group had indicated that it wanted expanded information about each committee listed on the web page; however, she has not received information the information from the committee chairs.

Newsletter: Bennett Ponsford reported that the fall issue of Lone Star Docs was 16 pages. The spring issue was 10 pages. She stated that thanks go to CIS for funding the costs of the newsletter and urged members to continue to send information to be included in the next issue.

IV. TSLAC Texas Documents Clearinghouse Report - Coby Condrey reported that the Clearinghouse dissolved Technical Services after Carol Winship left her position and they had a difficult time filling the cataloging position. Cataloging of new serials was on hold until the new integrated library system is up. The address is: http://star.tsl.state.tx.us . TSLAC is planning to hold an open house before Annual Assembly.

V. Texas State Electronic Documents Program and Partnerships - Allen Mullen from TSLAC briefly discussed the TRAIL web site. He explained TSLAC's proposal for a TIF grant http://castor.tsl.state.tx.us/lot/ to create the Library of Texas. The Library of Texas project includes online databases using z39.50, current and retrospective government information, a statewide library catalog, and preservation of electronic publications. Mullen wants depository libraries to help with supporting technology. Cathy Hartman thanked the representatives from the State Library for their action to the GODORT resolution introduced last summer. (See attached.) The response has been great.

VI. Announcements

• The State Plan for Documents needs to be revised. Tom Rohrig and Sue Troyan are co-chairs of the committee. Bennett Ponsford, Charlotte Bagh, Brenda Barnes, and Gay Carter volunteered to help. Cathy Hartman stated that the Federal Depository Library Council is interested in the state plans.
• Officers for next year: Chair, Lorraine Bingham, Vice Chair/Chair Elect, Brad Meyer; and Secretary/Treasurer, Clarice Luce
• Tom Rohrig reported on the Federal Depository Library Council meeting. Topics discussed were: substitution of electronic for paper publications, GPO access gateways; and the future of the FDLP.

The meeting adjourned at approximately 11:30 am.

Respectfully submitted,

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Updated: Monday, October 23, 2000