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

Vol. 6, #1 Fall 1999

Minutes, GODORT Business Meeting

Annual Assembly, July 11, 1999

Members present: Laura Baker, Lorraine Bingham, Coby Condrey, Cathy Hartman, Susan Hidalgo, Diana Houston, Melody Kelly, Clarice Luce, Brad Meyer, Susan Norrisey, Vickie Phillips, Bennett Ponsford, Tom Rohrig.

Guests: June Koelker, TLA Executive Board Liaison; Sara Dillard, Conference 2000 Program Committee Liaison.

Chair Cathy Hartman called the meeting to order at 1:30 pm. Secretary Clarice Luce distributed the minutes from the spring 1999 annual meeting and they were approved with one correction.

Reports of Officers and Standing Committees

Treasurer's Report: Treasurer Clarice Luce reported that due to income from the preconference, the balance in the account through June 1999 was a healthy $3,389.12. Total expenses for the year were $784.47. The members thanked Melody Kelly for presenting an excellent program.

Councilor's Report: Diana Houston reported that the motions discussed at the April business meeting passed at the April Council meeting. Annual Assembly Council will meet Monday night. The most controversial motion coming to the floor will be eliminating the residency requirement for TLA officers.

Vice Chair's Report: Lorraine Bingham reported that Paula Wright will present the program on Census 2000 on Thursday, April 13, 2000, at 10:00 AM. She will provide her own equipment so there will be no charge to GODORT. Doralyn Edwards from Rice will present the preconference on GIS at Rice on April 11, 2000. Rice will provide lunch free, but attendees will have to provide their own transportation.

Electronic Resources Committee: Tom Rohrig reported that the ERC met this morning and it will be co-sponsoring the program on the Texas State Library's TRAIL service at TLA 2000. Future program topics to consider are Census 2000, and public records on the Internet. The committee later met with the GODORT Web Committee and the following items were suggestions for adding to the Web page: updated basic information, Ask an Expert, and Question of the Week.

Web Committee: Bennett Ponsford reported that the committee met this morning and discussed TLA guidelines for Web pages, updating the officers' page, and adding a volunteer form to the site. Susan Norrisey and Tom Rohrig will make the updates to the Directory of Texas Depositories and prepare it for the Web. In the meeting with the ERC, the group suggested that the Web page should include a link to the text of GODORT Resolutions, upcoming awards, and expanded information on each committee. Ponsford asked the members if the officers and committee chairs' e-mail addresses should be included and the consensus was "yes."

Newsletter: Bennett Ponsford announced that the deadlines for the upcoming issues of Lone Star Docs would be: Fall - Aug. 31st and Spring - Jan. 31st. To date, there is still no sponsor to help defray costs. Norrisey reported that Readex sponsors the ALA GODORT publication so they are unwilling to sponsor ours.

Reports of Special Committees

Awards Committee: Laura Baker announced that MARCIVE agreed to sponsor the Outstanding Documents Librarian Award so that there will be a monetary award as well. Discussion followed on the guidelines and a name for the award. Ponsford moved that the information be forwarded to the TLA Executive Board for approval. Baker seconded the motion.

Texas MARC Record Work Group: Cathy Hartman reported that the group met with Barbara Nichols and Laura Wimberly at the conference in April. Carol Winship and Nichols were going to talk this spring to discuss possible options. The committee hopes that the records could be provided free of charge.

State Plan for Texas Documents Task Force: Melody Kelly reported that she has been working with Bonnie Grobar on partnering with the State Library to establish a program of permanent public access to state electronic information. Michael Piper from TSLAC responded to Bonnie that TSLAC does not have the authority to establish such a program but could partner with others to provide the groundwork. Kelly stated that it seems to be up to GODORT to initiate the plan. UNT is interested in archiving the Texas Register. Cathy Hartman had talked to Bob Martin about taking a resolution to the Legislative Committee. Some of the members of GODORT stayed after the meeting to draft the resolution.

GODORT History: Melody Kelly stated that she would be going to a workshop on Monday to learn what TLA wants. She would like to do an annotated chronology instead of a narrative history so that it could be added to each year.

TLA Centennial Celebration: Kelly would like to do a time capsule. It could include a picture from the first exhibit booth, copy of the first Lone Star Docs, etc. Possible theme for the 2002 program could tie in with the 1st program in 1902 or the 1st GODORT Program.

Special Orders

The following members were elected to the Nominating Committee: Laura Baker, Susan Hidalgo, and Vicki Phillips. Baker was appointed Chair of the Committee. The positions of Vice Chair/Chair Elect and Secretary/Treasurer will need to be filled.

Unfinished Business

Donation to TALL Texans fund: The motion to donate to this fund was not voted on in April so the officers voted by e-mail and agreed to donate $50 to the fund. Hartman asked for a motion to include the contribution in the annual budget. Houston moved that GODORT budget $50 each year as a donation to this fund. Ponsford seconded the motion. The motion passed.

New Business

Co-Sponsorship of programs for the 2000 Conference: Phillips moved that GODORT co-sponsor the following programs:

• Z39.50: Making it Work
• TRAIL: Texas Records and Information Locator Service

Ponsford seconded the motion and it passed unanimously.

Sara Dillard: Dillard announced that she was the liaison to GODORT from the Program Committee. She encouraged the pre-conference program planners to attend the training session on Sunday night.

Mentoring: Laura Baker would like for GODORT to provide a mentoring program. Volunteer forms could be put on the Web page. Laura agreed to be chair of the Membership Committee and will be in charge of volunteers.

June Koelker: Koelker announced that she is this year's liaison to GODORT from the Executive Board. She reported that TLA is updating the 1996 Strategic Plan and urged members to attend a discussion on Monday night. TLA President's major goal for this year is to involve the community. Koelker agreed to take the Outstanding Documents Librarian Award proposal to the Executive Board.

Announcements

Hartman announced that Jim Drummond will be retiring from CIS and has moved out of state. Houston suggested that GODORT introduce a resolution thanking Jim for his years of support and honoring him for his years of service to documents librarians. Houston made the motion, Luce seconded it, and the motion passed unanimously.

Houston and Condrey announced that they appreciated the interest in a TSL Open House and were sorry that they had to cancel. They hope to have one next year.

The meeting adjourned at 3:15 PM and some of the members stayed to draft the resolutions mentioned above.

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: Wednesday, March 08, 2000