THIS IS NOT COMPLETE. IT IS A DRAFT, using the Spring, 2004 minutes as a template, along with Tom Lindsey’s written notes. November 22, 2006

Minutes from the Spring 2006 meeting were approved with corrections. Tom Lindsey and Krystal Schenk were the only representatives of the University of Texas at Arlington at the meeting. David Rankin and Brenda Barnes did not attend the meeting.

May 3, 2007 was set as the date for the next meeting. A meeting place was not set immediately, but during the meeting, Susan Humphrey offered to host the meeting at Navarro College.

ÿ Ms. Valerie Glenn spent most of her time at the FDLC Conference attending Council Sessions, but did go to the presentations on GPO Harvesting of information.

Two companies had been awarded contracts by GPO to conduct a pilot project to harvest the Environmental Protection Agency web site. There was a great variation in the quantity of site materials harvested. G.P.O. will do another pilot project.

She also attended the program on Virtual Reference service. The Coordinator of Maryland’s Service described participation by himself, his library, and the other participating libraries.

Jann Swanbeck talked about a Florida program that originated as a survey to provide government information through virtual reference.

Tom Lindsey told about asking a question at Public Printer Bruce James’s session about the status of a new G.P.O. building. It is still in discussion 4 years later. Tom asked if there was a location legal problem, such as a requirement that it be within an x mile radius of the Capitol dome, located in the District of Columbia, or some similar legal restriction. Mr. James said that there wasn’t. The GPO staff had identified 23 possible locations for a building in Washington, D.C., Maryland, and Virginia. Eleven of them were within the District of Columbia. (Valerie Glenn commented that she thinks that a new building will never happen.)

Tom Lindsey attended many sessions and meetings. He spoke about the program which reported on the appearance or non-appearance of the GPO logo in depository library web pages. It is found at less than half of all depository library web pages.

Brenda Mahar said that retrospective cataloging of materials is underway. Two library assistants retired on the same day, leaving her short-staffed in Documents.

The library is looking for a Head of Cataloging. Consideration is being given to options such as creating a Lead Cataloger position in place of a Head of Cataloging.

Krystal Schenk, Sunday Phillips, Treva Lyday, Mark Mustacchio, Troy Black, Randal Baker, and Tom Lindsey spoke about their projects.

Krystal Schenk said the second move to the Library Collection Deposit building has been completed. Library holding records must be updated.

Sunday Phillips introduced the UTA Staff. Treva Lyday and Krystal are the documents staff. The others serve as members of a Government Documents Task Force, which has been in existence for three years.

Treva Lyday talked about keeping up with the status quo. There was no specific Library Assistant for government documents for the 5 years prior to her assignment.

Mark Mustacchio said that we are making progress in weeding, withdrawing, and cleaning up records about government documents. Peter Zhang, a librarian in the Information Output and Processing Department, ran a program that identified over 20,000 records of pre-2000 date publications with various problems.

Troy Black passed on speaking, but he assists Tom Lindsey upstairs in the Information Services department. He has typed up offers lists, prepared exhibits, and helps answer questions related to government information.

Tom Lindsey [I know that I said something else besides my introductory statement lauding the work of the other people at my library, both for the work they do every day, and for helping prepare for this meeting. But whatever it was, I think that their work is more important to note in these minutes.]

David Rankin talked about retrospective cataloging work. Work on Department of Defense publication records has been completed. Work is underway on Department of Justice publications.

Marcive™ records have been updated. This action reduced staff workload, and the processing backlog is down to 2 months.

The Government Documents Department will have a GIS (Geographic Information Systems) laboratory. It will have “electronically locked down” computers.

David will make two presentations to the Sons of the American Revolution (SAR) and the Daughters of the American Revolution (DAR).

[??? My notes are not clear here, writes TKL:] Students not wanting to use, trying to improve ….. .

No other libraries wanted the duplicate Texas topographic maps that David offered through the online offers lists.

Susan Humphrey said that the new library building is open, and 2 other academic buildings are under construction. The Director of Libraries left to take another position.

Books in the general collection are now in classification order; the government documents will now be put into classification order.

Starr Hoffman spoke about some new additions to UNT Government Information Connection™ digital information collections:

World War II Posters Online

Federal News Maps

Pre-1950 Texas Soil Surveys

Gammel’s Laws of Texas through volume 31 {This goes back to the pre-Texas independence era, and precedes the Vernon’s Texas Code series in use today.)

Texas Register online, 1991- . The library is going to digitize issues back to the first issues of 1976.

Retrospective cataloging of documents beginning with letter A is underway. There are many retrospective cataloging projects going on around the country.

The Library is looking for a Head of Government Documents, and will soon be looking for a Head of Reference and Information Services (a new title). The current incumbent is retiring at the end of the year.

Dr. Gerald Saxon, Dean of Libraries, joined us at this point after completing a regularly scheduled meeting. He knows about government documents from his work as an archivist and historian, and because a son worked at the now closed Environmental Protection Agency Library in Dallas. His son has been recently hired to work at the Dallas Public Library as a Patent Librarian.

The group thanked Dr. Saxon for taking time to greet us, and he departed the meeting.

Tom Lindsey offered to contact the UTA Communication Department faculty about putting a web site together. {Later note: He was thinking that this could be part of a student’s course project.]

Valerie Glenn brought the note book with minutes to the meeting. [Secretary Tom Lindsey has the book in his office in Room 215, UTA Library.]

Valerie is moving to Birmingham, Alabama at the end of the year.

Tom Lindsey UTA talked about maps as a space and storage problem. Two new flat cabinets that will hold about 1,000 sheet maps were acquired in the past year, but they are pretty full already. The library selected all 7.5 minute quadrangle maps for all states from 1982 to mid-summer, 1999, but the profile was changed to select only 13 states. These are Gulf Coast States, states that border Texas, and states of the traditional Southwest (New Mexico, Colorado, Utah, Nevada, California, Arizona). The new series of topographic maps delineating U.S. Forest Service property (Supt. Of Docs. classification number stem I 19.81/2: Cutter/latitude/longitude code) has increased map receipts.

Valerie Glenn UNT said faculty are using digital maps.

David Rankin TAMU-Commerce expressed a hope that library GIS service there becomes the “jump starter” for campus use of GIS services. [David also told the group that he is studying in a doctorate degree program in Secondary and Higher Education.]

Valerie Glenn said that Clarice Luce is still working part time on “modified service”. Cathy Hartman is Assistant Dean for Information Services. UNT will have a content management system. The library hopes to have the new web pages in place by Fall, 2007. Retrospective cataloging is taking place.

Tom Lindsey asked about any library considering or making current use of the Public Documents Masterfile, No one knew of any library.

[Secretary’s Note added after meeting: A representative wb site for information about Paratext Electronic Reference Publishing and Public Documents Masterfile is available at http://www.paratext.com/pdm_intro.htm .]