AUGUST 30, 2006 Minutes

Opening:
The Government Documents Roundtable (GODORT) of the Oklahoma Library Association (OLA) met on Wednesday, August 30, 2006, at the Southern Oaks Public Library in Oklahoma City at 10:00 A.M.

Ursula Ward, Co-Chair of GODORT, called the meeting to order. Self-introductions were given by all members and guests present. Ward expressed appreciation to the Southern Oaks Library staff for the meeting space as well as appreciation to those attending.

Gary Phillips, Co-Chair of GODORT, made a motion to approve the minutes of the previous business meeting held on March 31, 2006; Barbara Miller seconded. Minutes were approved.

Verna Graybill presented a wrap-up report on the very successful GODORT workshop, Dust, Dirt and Digital: Oklahoma Government Resources Can Help You ‘Kick Up’ Your Centennial Activities! which was held on May 31, 2006, at the Oklahoma History Center. Steve Beleu reminded everyone that he would be glad to present an American Memory workshop at any location.

Legislative Liaison Report:
Barbara Miller presented a report from the OLA Legislative Committee. The committee has been busy during the summer elections and will continue this pace through Election Day in November. The committee reminds everyone to be knowledgeable and involved with promoting OLA issues during this time to those who are campaigning for an elected office. She announced the EPA Library in Ada, OK will not be closing. Miller also announced the Legislative Committee will be sponsoring an OLA workshop dealing with advocacy on January 9, 2007. The group voted to co-sponsor this workshop. Miller will inform the Legislative Committee of GODORT’s intent to co-sponsor.

The Legislative Committee and the Executive Officers of OLA are seeking participation in lobbying efforts which will take place during the 2007 Annual Conference. This lobbying effort would be a strong reminder to legislators that OLA is celebrating its centennial year, too, and that libraries have been a positive force throughout the history of Oklahoma. Ursula Ward will pursue an avenue for GODORT’s participation during this time.

Ursula Ward expressed appreciation to Gary Phillips and Sharon Bish for the refreshments which they provided.


OLA Conference Information:
Gary Phillips distributed and then explained a two-page handout concerning the preliminary plans of the OLA Program Committee for the Annual Conference which will be held April 1-3, 2007. Phillips also pointed out the fact that eight workshops will be occurring from September 2006 through February 2007.

Special Guest, OLA President, Pat Weaver-Meyers, presented the following additional information concerning OLA activities:

Banquet will be on the first night of Conference this year;
Former Governor George Nigh will be the Guest Speaker;
Expressed appreciation to all who came and/or participated in the CARS Event held in June at the Harkins Cinema and at the Governor’s Mansion in OKC;

Provided an update on Tribal Language Oral Histories;
Expressed excitement about the Conference and how it will be “a lasting impression of honoring the first 100 years of OLA”;
All of us need to market the Conference to our colleagues;

A special booklet and slide show will honor the 100 Oklahoma Library Legends;
Explained details concerning the grant received by the Career Recruitment Committee; and
Displayed a portfolio with OLA’s Centennial Logo; other items such as lapel pins, brooches, and mugs with the Centennial logo will be available for purchase during the Conference.

President Weaver-Meyers expressed excitement about the grant received by the Career Recruitment Committee. This grant will fund a teen camp titled Information Matrix Youth Corps which will involve 30 participants next summer.

Executive Director Report:
Special Guest, OLA Executive Director, Kay Boies, commended the group on such a well-attended planning meeting. Boies presented an update on the OLA office space, and she reminded everyone to join OLA. A membership form is available online. Furthermore, she reminded all present to subscribe to the OLA Email Discussion List. Additionally, Boies announced the OLA Membership Directory is now active via the OLA website.

Discussion of 2007 Conference Programs:
Steve Beleu presented a possible Conference Program topic. This possible program would center on Oklahoma maps now available on the Bureau of Land Management (BLM) website as well as the online resources of the National Atlas, Oklahoma’s DEQ Data Viewer, and Oklahoma’s Digital Wildlife Management Areas Atlas. Clif Broadworth added that BLM survey maps for other states, which extend back to the 1830’s, are also available. Barbara Miller announced that John Phillips and Jennifer Pausenbaugh at the OSU Library are in the process of digitizing all maps concerning Oklahoma from the Serial Set.

Gary Phillips made the motion to sponsor a mapping program at the OLA Annual Conference. Barbara Miller seconded. Motion carried. Steve Beleu provided the preliminary title of "Mapping Oklahoma: From the original survey maps of Oklahoma in the 1890's to the aerial photos of this year". Attendees will learn how to access historical and current maps and aerial photos of Oklahoma in their own libraries via the Internet. The necessary online forms will be submitted by Ursula Ward.

Discussion was held concerning another possible Conference Program topic, Cataloging Documents. Technical Services Roundtable (TSRT) has agreed to co-sponsor such a program. Jay Shorten, Cataloger at OU, has also agreed to be one of the speakers. It was the consensus of the group for Ursula Ward to submit a draft of this possible program.

Future Meetings:
It was announced the second GODORT meeting of the year will occur during the annual depository libraries’ meeting on November 30. A possible third meeting will occur on the same day as the celebration for welcoming Rogers State University in Claremore into the depository system. Barbara Miller announced the State Plan meeting will be held on Friday, September 22, at a Stillwater location. This meeting will be open to all.

Regional Librarian Report:
Steve Beleu presented a report on the Data User’s Conference of the National Center for Health Statistics which he had attended. He also distributed the Oklahoma Crossroads bookmark, the state depository libraries listing bookmark, and the “Ecoregions of Oklahoma” wall map, which is a special centennial item from the Oklahoma Department of Libraries.

Beleu updated the group concerning two tribal libraries, Comanche Nation College in Lawton and College of the Muscogee (Creek) Nation in Okmulgee, which are in the process of joining the depository system. He announced the spring 2007 Metrodocs meeting will be held at the Memorial Institute for the Prevention of Terrorism (MIPT) Library in Oklahoma City.

Wrap-up and Adjournment:
The nominating committee, Barbara Miller and Verna Graybill, reported that Clif Broadworth has agreed to run for Chair-Elect. The Secretary position must also be filled.

Clif Broadworth announced the Genealogical Resources in U.S. Federal Depository Libraries guide has been updated. He will provide an electronic word document of this resource early to those who submit an email request.

Barbara Miller made the motion to adjourn the meeting at 12:00 P.M. Jeffrey Wilhite seconded. Motion carried.

Respectfully submitted,
Verna Graybill—2006-2007 GODORT Secretary
September 22, 2006
 

OLA Home | Organization | Membership | OLA GODORT | Resources | Schedule