GODORT BUSINESS MEETING
Andrea Sevetson, Presiding
Carol Bednar, Recording
1997 ALA Annual Meeting
San Francisco, CA
Monday, June 30; 8:00-10:00 PM
Marriott Hotel, Salon 4-6

Andrea Sevetson called the meeting to order at 8:00 p.m. She introduced the head table: Judy Horn, Treasurer; Carol Bednar, Secretary; and Edward Swanson, Parliamentarian.

Approval of the Agenda
The Agenda was approved as presented.

Approval of the Minutes
The minutes of the Midwinter Business Meeting as published in the June 1997 DttP, p. 99-102 were approved.

Announcements
The Chair announced that the deadline for the September issue of DttP is July 15. She announced that committees submitting text for letters from the GODORT Chair must have their draft text to the Chair by August 1. Sevetson reminded committees and task forces to give materials for the GODORT Archives to the Secretary.

Treasurer's Report
Treasurer Judy Horn distributed budget packets. She announced that receipts for expenditures should go to her by August 1. Horn commented that the 1997/98 budget begins on September 1. Horn moved that GODORT adopt the 97/98 budget. The motion carried.

Sevetson noted that according to "GODORT Budget Trends" printed in the June 1997 issue of DttP, p. 133, GODORT has had a budget deficit in only one of the previous past five years.

Action Items from Task Forces and Committees

Federal Documents Task Force
Cindy Etkin, Chair, made the following motions:

1. Move that the Chair of GODORT write a letter to the Public Printer of the United States expressing the positive reaction of the GODORT membership to the demonstrated and forthcoming search enhancements for GPO Access made possible by the implementation of Phase II OpenText software. There was no discussion and the motion carried.
2. Move that the Chair of GODORT write letters to Peggy Barber, ALA Associate Executive Director for Communications, and Greta Southard, PLA Executive Director, reminding them of the GODORT members' interest in the IRS BPOL Program. The letters should also indicate that we would like to participate actively in any ALA or PLA activities to improve the program. This includes, but is not limited to, GODORT representation on the IRS Advisory Committee referred to in the ALAWON of May 21, 1997. There was no discussion and the motion carried.
3. Move that the Chair of GODORT establish an ad hoc committee to coordinate GODORT's participation in ALA's "Mini Legislative Day" scheduled during the 1998 ALA annual conference in Washington, D.C. There was no discussion and the motion carried.
4. Move that the Chair of GODORT establish an ad hoc committee to coordinate GODORT's participation in ALA's "A Nation Connected @ The Library" program which will begin during the 1998 ALA annual conference in Washington, D.C.

   Discussion: The need for two new Ad Hoc committees was questioned. Dan O'Mahony indicated that this program is still in development by ALA and is listed as a draft proposal, so the creation of a GODORT ad hoc committee might be premature.

   Larry Romans proposed an amendment inserting the words, " that after ALA establishes a relevant committee" after the word "move". Amendment to motion carried.

   Vote on original motion failed.

International Documents Task Force
Chair Duncan Aldrich announced that the current IDTF Coordinator-elect, Kathy Tezla, will not become the Coordinator because she has been elected Chair-elect of GODORT, and as per the bylaws, cannot serve in both capacities. Upon the approval of the Steering Committee, Mike McCaffrey Novis will be Coordinator and Andrea Morrison will serve as Coordinator Elect.

Aldrich noted that the IDTF will be drafting two letters, one to the European Union and one to the United Nations, following up on correspondence received during the Spring. These letters will reiterate points made in the original correspondence from the chair of GODORT.

Aldrich announced that an item regarding a preconference in Washington in 1998 concerning International Documents will be raised under old business at the second Steering Committee meeting.

Aldrich made the following motion:
Move that the Chair of GODORT communicate to ACRL our interest in establishing a formal IDTF Liaison to their Western European Subject Specialists Section (W.E.S.S.), in recognition of the many shared concerns between the two groups. There was no discussion and the motion carried.

State and Local Documents Task Force
Beth Baur announced that James Igoe, the elected Secretary, declined and that pending the approval of the Steering Committee, Lisa R. Stimitz will become SLDTF Secretary.

Awards Committee
No action items.

Budget Committee
No action items.

Bylaws Committee
Chair Aimee Quinn moved the following amendment to the GODORT bylaws, as published in the June issue of DttP, p. 84 be adopted:

Article X, Section 3
f. Publications Committee. This committee is composed of eleven members, including a Chair, a Vice-Chair/Chair-Elect elected annually, the Immediate past GODORT Chair, the GODORT Treasurer, Editor of Documents to the People (DttP) (non-voting), Editor of the GODORT Policies and Procedures Manual (non-voting), the Chair of the Notable documents Panel, the Chair of the Editorial Review Board, and one representative from each of the Task Forces appointed to staggered two-year terms. The Publications Committee shall have the responsibility of: (1) Coordinating and disseminating information by issuing DttP, GODORT Policies and Procedures Manual or other publications, or through correspondence with member affiliates; (2) Publishing from time to time appropriate bibliographic or other special publications by and for the benefit of document librarians and others; (3) Compiling information with the assistance of the Editorial Review Board on publication options and procedures, reviewing all publications projects, and making recommendations on publishing tot he GODORT Steering Committee: (4) Maintaining a Notable Documents panel responsible for the compilation and publication of an annual list of significant government documents; (5) Maintaining the GODORT Policies and Procedures Manual.

There was no discussion and the motion carried.

Cataloging Committee
No action items.

Education Committee
No action items.

Government Information Technology Committee
No action items.

Legislation Committee
Chair Dan O'Mahony moved that GODORT endorse in principle the "Resolution in support of the Inter-Association Working Group on Government Information Policy."
There was no discussion and the motion carried.

RESOLUTION IN SUPPORT OF THE INTER-ASSOCIATION WORKING GROUP ON GOVERNMENT INFORMATION POLICY
Resolved, That the American Library Association endorse in principle the "Goals for Revising U.S.C. Title 44 to Enhance public Access to Federal Government Information" (May 1997); and be it further
Resolved, that the American Library Association affirm the inter-association process undertaken jointly by the participating national library associations in the Inter- Association Working Group on Government Information Policy to develop a consensus legislative proposal to improve access to government information, and to effect the successful passage into law of legislative proposals which meet the goals defined in the Inter-Association Working Group "Goals" statement.
Endorsed in principle by:
ALA/COL Subcommittee on Government Information, June 30, 1997
GODORT Legislation Committee, June 30, 1997
Association of Library Collections and Technical Services (ALCTS)
Federal Librarians Roundtable (FLRT)
Library and Information Technology Association (LITA)

O'Mahony thanked GODORT for its organizational and financial support of the working group and thanked the many members who have spent long hours assisting with the work of the group. O'Mahony announced that the draft resolution on permanent public access that was shared with the Legislation Assembly at Midwinter would not be pursued at this time. The committee will be developing a fact sheet on the issue of permanent public access to information from all levels of government.

Membership Committee
No action items.

Nominating Committee
Chair Peggy Walker announced the winners of the 1997 elections. She noted that the committee has made procedural revisions for the Policies and Procedures Manual, Chapter 7. Walker announced that in future elections the candidates' statement of goals will appear on the GODORT WEB site.

Program Committee
Dan Barkley thanked Peggy Jobe and Louise Treff-Gangler for their hard work in ensuring the success of the 1997 GODORT program

Publications Committee
Chair Ann Miller announced that the new Notable Documents Panel will be listed in the next issue of DttP. Miller thanked the membership for the change in the bylaws and noted that due to the change in bylaws, next year candidates will be needed for the positions of both Chair and Chair-elect.

Rare and Endangered Government Publications Committee
No action items.

Ad Hoc Committee on the Continuing Education Fund No action items.

Ad Hoc Committee on Organization
Chair Sandy Peterson announced that a joint hearing with ASCLA and ILERT was held today. At its meeting on Saturday, the Ad Hoc Committee agreed to issue an interim report on the issues in the form of a fact sheet incorporating the committee and task force reports on the proposed merger. The committee will make a recommendation to the Steering Committee either to refuse the offer of the merger now, or to take the next step with ASCLA and ILERT and formulate a new model that would be voted on by the GODORT membership. As an information item, Peterson requested a straw pole of whether the membership would like to take the next step to come up with the model. The straw poll resulted in 19 votes for producing a new organizational model and 29 votes opposed. Peterson stated that the Ad Hoc Committee will meet tomorrow before the Second Steering Meeting to determine what action to take during the Steering meeting.

Ad Hoc Committee on GODORT Web Presence
Chair Ann Miller announced that the committee will submit its final report to the Steering Committee tomorrow. She thanked the committee for their service.

Reports from Liaisons

APDU
Julia Wallace alerted members to watch for announcements on the 2000 Census, to watch for future action items or alerts concerning the Census, and to write brief letters to Senators and Congressmen if parts of the 2000 Census are threatened.

COPAFS
Susan Tulis announced that COPAFS has established a web page and that the URL will be announced in GOVDOC-L and DttP. Old Business
None

New Business
Sevetson stated that at the First Steering Committee meeting she announced the Policies and Procedures Manual proposed changes for Chapter 3 concerning reporting actions taken on the GODORT Steering Reflector. Copies of the proposal were distributed and questions and comments were invited. Larry Romans asked if it would be useful to have chair-elects on the GODORT reflector. Dan Barkley said that chairs of committees should forward pertinent messages to incoming chairs and to their committees. Since votes are taken on the reflector, it would be difficult to increase the distribution to non-voting members.

Presentations
The Chair presented tokens of appreciation to Patricia Muir, ALA Liaison, and Edward Swanson, GODORT Parliamentarian.

The meeting adjourned at 9:25 P.M.