GODORT OF MICHIGAN NEWS
DECEMBER 1998

Table of Contents

  1. General Business Meeting Minutes, Library of Michigan, September 30, 1998
  2. Michigan Council of Federal Depository Libraries Biennial General Meeting Dates Set
  3. Godort of Michigan Speakers Bureau Update
  4. Thurston Award Presentation
  5. Godort of Executive Board Meeting Minutes, August 17, 1998, Corrections
  6. Government CD-ROM Discussion Group Report, September 30, 1998
  7. Depository Library Stamp Discussion Group Report, September 30, 1998
  8. Michigan Documents Support Staff Group Report, September 30, 1998
  9. PURL Group Report, September 30, 1998
  10. Executive Board Meeting, November 8, 2000


(1) General Business Meeting Minutes
Library of Michigan, September 30, 1998

Call to Order:
The meeting was called to order at 2:50 p.m. by Paula Kaczmarek

Call for Agenda Items:
There were no additional agenda items.

Minutes:
Minutes of the previous meeting were read by Sharon Bradley. There were no corrections or additions. Moved to approve by Debbie Schaubman and unanimously approved by the membership.

Treasurer’s Report:
Debbie Gallagher reported that there were 11 new memberships and 1 student membership.

Reports of Committees:

  • Awards:
    Chair Deborah Jakubic reported that she is having trouble getting people to serve on the committee. Sherry Mosley is serving as theALA representative.

  • Program:
    Margo Zieske thanked Diane Vanderpol, Sandra Clark, and Lynn Kazlowski for their help with today’s program. Margo asked for ideas. The next meeting is tentatively planned for the last two weeks of April.

  • Speaker’s Bureau:
    Sally Lawler reported on some recent engagements by GODORT members. She felt the program was a good outreach effort but not firmly established. She was particularly concerned about feedback from speakers and locations. General discussion in how to promote program, what are goals of program, and how do we measure any success.

  • Liaison to Council of Federal Depository Libraries:
    Anne Birkam reported on the meeting in February.

    Old Business:
    Paula asked for volunteers for a 20th Anniversary Celebration Committee. Discussion of possibility of celebration while Fran Buckley is here. Debbie Schaubman, Grace York, and Michealina Brown volunteered to serve on the committee.

    New Business:

  • Senate Bill 2288:
    Senate Bill 2288 has been reported out of committee and going to Senate for debate. Watch for news. Members were encouraged to contact members of Congress from their district to support this legislation.

  • Access to Electronic Materials:
    Paula mentioned some of the various library policies she has become aware of that may have a chilling effect on public use of electronic materials/databases. She asked for volunteers to form a committee to look into the issue as the first step in GODORT of Michigan formulating a position on the issue. Ann Sanders and Debbie Schaubman volunteered to work on this committee. General discussion of library policies and concerns of librarians ensued.

  • Announcements:
    Barb Glover of Eastern Michigan University introduced herself. She filled Clare Beck’s position upon Clare’s retirement. Barb reported that Clare is busy writing a book and that her library will celebrate the grand opening of new building on Friday, Oct. 2.

    Adjourn:
    The meeting was adjourned at 3:31pm.

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    (2) Michigan Council of Federal Depository Libraries
    1999 Biennial General Meeting Dates Set

    Mark your calendars! The 1999 Biennial General Meeting of the Michigan Council of Federal Depository Libraries is set for February 17 and 18, 1999 in the Forum at the Library of Michigan. There will be no registration fee for the two-day meeting which will feature a keynote address by U.S. Superintendent of Documents Francis J. Buckley, Jr. Box lunches will be available, and registration forms will be available in December. The preliminary agenda is as follows:

    Wednesday, February 17, 1999

    Time Event
    8:30 a.m. Registration
    9:00 a.m. Keynote Address
    Francis J. Buckley Jr.
    Superintendent of Documents
    10:30 a.m. Break
    10:45 a.m. Presentation on Detroit GPO Bookstore
    Gloria Gibson, Manager
    11:30 a.m. Announcements from the Audience
    12:00 Noon Lunch
    1:00 p.m. Internet Access Issues in Depository Libraries Panel Discussion
    Paula Kaczmarek, Documents Manager, Detroit Public Library
    Ellen Richardson, Library Law Specialist, Library of Michigan
    Ann Marie Sanders, Depository Librarian, Library of Michigan
    2:15 p.m. Break
    2:30 p.m. Poster Sessions, including:
    Documents Assistant weeding software
    Label production
    Depository Promotion
    Creating customized union lists
    Training student workers
    Web-based instruction
    4:30 p.m. Adjourn

    Thursday, February 18, 1999

    Time Event
    8:30 a.m. Registration
    9:00 a.m. Department of Energy Information Bridge Online Service
    Walter L. Warnick, Ph.D., Director, Office of Scientific and Technical Information
    U.S. Department of Energy
    10:30 a.m. Break
    10:45 a.m. Geographic Information Systems: Hardware and Software Options for Libraries
    Rob Surber, Geographic Services Manager, Michigan Information Center
    Michigan Department of Management and Budget
    11:45 a.m. Announcements from the Audience
    12:00 Noon Lunch
    1:00 p.m. Presentation on Great Lakes Patent and Trademark Center
    Celeste Burman Choate, Manager
    2:15 p.m. Break
    2:30 p.m. Favorite/Essential Electronic Resources Panel
    Anne Birkam, Public Libraries of Saginaw
    Debbie Gallagher, Michigan Electronic Library
    Diane VanderPol, Calvin College
    Grace York, University of Michigan
    4:00 p.m. Adjourn

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    Godort of Michigan Speakers Bureau Update
    From Sally Lawler

    The following GODORT Members have made presentations at non-depository libraries during the past year:

    Please let Sally Lawler know if you would like to be a volunteer in this outreach effort in the coming year. If you are doing similar outreach to libraries or community organizations, please let Jon Harrison
    harris23@mail.lib.msu.edu or Sally Lawler ad5748@wayne.edu know for inclusion in future columns.

    Source: Sally H. Lawler, Coordinator, Research Support Center, Purdy/Kresge Library, Wayne State University; Phone: 313-577-1603; E-Mail: ad5748@wayne.edu.

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    (4) Thurston Award Presentation

    At the Depository Library Council meeting in San Diego, Saundra Williams received the Thurston Award plaque from Ann Sanders. Ms. Williams and staff won the 1998 award for the portion of their website, "Uncle Sam: Migrating Documents."

    The audience applauded warmly after the short presentation by Ann and gracious acceptance speech by Saundra.

    Watch for an announcment from Deborah Jakubiec, Chair of the Awards Committee of GODORT of Michigan. They will be accepting nominations for the Jennie, the Lifetime Acheivement, and the Thurston Awards.

    Source: Paula Kaczmarek, Manager, Government Documents, Detroit Public Library, 5201 Woodward Avenue, Detroit, MI 48202-4007; e-mail: pkaczma@detroit.lib.mi.us; GOVDOC-M, October 30, 1998.

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    (5) Godort of Executive Board Meeting Minutes
    Cooley Law School Library, August 17, 1998, Corrections

    Sharon Bradley reports that the following names should be inserted into the meeting minutes appearing in the last issue of Red Tape. Look for Discussion of September meeting, Program Committee members, and add Sandra Clark and Lynn Kazlowski .

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    (6) Government CD-ROM Discussion Group
    Godort of Michigan Meeting, September 30, 1998

    Four of the libraries represented at the luncheon group mount their CD-ROMS on a single-user workstation or a combination of a single-user workstation and LAN. Those CD-ROMS which cannot be mounted due to special software or hard disk requirements normally circulate to users. Three libraries cannot mount any CD-ROMS due to equipment problems. Technical staff in libraries often make decisions regarding equipment and access which cause violations of GPO's guidelines. These situations should be reported by the depository librarian via the self-study.

    Some of the best descriptive information for federal CD-ROMS appears on two depository web sites:

  • Penn State at http://www.libraries.psu.edu/crsweb/docs/testelec.htm) and
  • Western Washington/Minnesota-Duluth at http://www.d.umn.edu/~mgerber/edd/docbase.html.
  • Additional resources include:

  • The CIC Technical Documentation Project at http://www.lib.umich.edu/libhome/Documents.center/cicdoc/cicdoc.htm which lists most federal CD-ROMS by SUDOCS number. It also links to web alternatives and GODORT Handouts for individual titles.
  • The GODORT Handout Exchange at http://www.lib.umich.edu/libhome/Documents.center/godort.html which contains several guides to CD-ROM products.
  • Source: Grace York, Coordinator, Documents Center, The University of Michigan Library, Ann Arbor, Michigan 48109-1205; e-mail: graceyor@umich.edu; phone: (734) 936-2378; fax: (734) 764-0259.

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    (7) Depository Library Stamp Discussion Group
    Godort of Michigan Meeting, September 30, 1998

    At the Fall Conference the librarians brought their depository stamp on a 3 x 5 card. We spread them out on a table for all to see how we do the same thing differently. Some librarians noted that their stamps were having a Y2K problem and they needed to order new stamps soon. Most were stamps that had a changeable date in the middle; the line wording is reproduced below. There were an assortment of font types, some using all caps, some using a combination of upper and lower case letters. Do you have a different wording that you'd like to share with all of us?

    Hoyt Public Library
    Date
    Deository 284
    Documents Collection
    Date
    University of Michigan - Flint Library
    (with seperate stamp that says:)
    Depository
    Document
    Hand write Su Doc Here
    Eastern Michigan University Library
    Date
    U.S. Depository Document
    Detroit Public Library
    Date
    Depository Document
    Documents Collection
    Date
    Alma College
    Federal Depository 0286 A
    Delta College Library
    University Center, MI 48710
    University of Detroit Mercy
    Outer Drive Campus
    U.S. Govt. Depository Library
    University of Detroit Mercy
    Library
    Michigan Documents
    Date
    Calvin Library
    Date
    Gov't Documents
    Feberal Documents
    Depository
    Date
    Grand Rapids
    Public Library
    U.S. Depository Document
    Livonia Civic Center Library
    32777 Five Mile Road
    Livonia, MI 48154
    Deposited by the
    United States of America
    Date
    Schoolcraft College Library
    Library - Depository
    Date
    Grand Valley State University
    U.S. Government
    Depository Document
    Date
    Kenneth J. Shouldice Library
    Lake Superior State University
    Sault Ste. Marie, MI 49783
    ALBION COLLEGE
    LIBRARY
    DATE
    U.S. GOVERNMENT
    DEPOSITORY
    Depository Item
    Hackley Public Library
    Muskegon, Michigan
    Date
    MICHIGAN DOC.
    Hackley Public Library
    Muskegon, Michigan
    Date
    University of Michigan
    Libraries
    Date
    Deposited by
    United States of America
    Date
    Oakland County
    Depository Library
    University of Detroit Mercy
    Date
    U.S. Depository Library 291
    ON PERMANENT LOAN TO
    MADONNA UNIVERSITY LIBRARY
    Monroe County
    Library System
    Date
    Monroe, Michigan
    Depository Document
    Benton Harbor Public Library
    Depository Shipment
    Date
    Benton Harbor, Michigan 49022

    Source: Margo Parmenter Zieske, Government Documents Librarian, Monroe County Library System, 3700 S. Custer Road, Monroe, MI 48161; telephone: 734-241-5277; fax: 734-242-9037; WATTS:1-800-462-2050.

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    (8) Michigan Documents Departments Support Staff Discussion Group
    Godort of Michigan Meeting, September 30, 1998

    Barb Brower from Grand Valley State Univeristy and Connie Van Sledright from Calvin College led a lunch topic discussion on issues facing support staff in documents departments. About 10 support staff persons were in attendance.

    After general introductions the group spent some time discussing Michigan documents (how to sort them and process them). The need for procedures manuals was emphasized so that a new person taking over a support staff position would have good instructions on processing documents and other procedures. Some libraries had shelving problems, especially for small paper documents. Possible solutions are slotted shelving, or using cardboard sheets, cardboard boxes, or styrofoam to support documents. The participants also talked about general processing issues, how to handle technical supplements, and how to check in serials and periodicals. Another concern was proper training for fielding reference questions.

    The DocTech-L list (see http://www.usu.edu/~library/About/doctech.html) is helpful on some of the technical processing questions, as is GPO's new WebTech Notes and AskLPS (both on the the FLDP Adminstration page, available at http://www.access.gpo.gov/su_docs/dpos/fdlppro.html).

    And, of course, the GODORT handout exchange mentioned by Grace York and available on her Documents Center web site at http://www.lib.umich.edu/libhome/Documents.center/godort.html is a source for sample procedures manuals.

    Source: Diane Vander Pol, Calvin Library, 3207 Burton SE, Grand Rapids, MI 49546; e-mail: dvpo@calvin.edu; telephone: (616) 957-6312 (Gov.Docs. M,Wpm,F) or (616) 957-6072 (Cataloging T,Wam,Th); fax: (616) 957-6470.

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    (9) PURL Discussion Group
    Godort of Michigan Meeting, September 30, 1998

    Six persons, including our afternoon speaker Nan Myers, attended the discussion on PURLs. After a brief description of what PURLs are and how they function, Nan described OCLC's work with PURLs and PURL resolvers . [Take a look at http://purl.oclc.org/.] One of the pressing questions is how we import PURLs into existing catalog records—where does one begin and where does one stop! The consensus of the group was that this is too laborious a project for each individual library to do by itself. There must be a systematic way to download PURLS or to add 856 fields to records, and that one of the vendors like Marcive will undoubtedly come up with a product for purchase that will automatically compare item number profiles with OCLC records that have PURLs and then update records. Marcive's changed record service is a step in this direction. This topic is definitely one that warrants further discussion.

    Source: Diane Vander Pol, Calvin Library, 3207 Burton SE, Grand Rapids, MI 49546; e-mail: dvpo@calvin.edu; telephone: (616) 957-6312 (Gov.Docs. M,Wpm,F) or (616) 957-6072 (Cataloging T,Wam,Th); fax: (616) 957-6470.

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    (10) Executive Board Meeting
    Brighton, Michigan, November 8, 1998

    Present: Jon Harrison, Paula Kazcmerak, Margo Zieske, Janet Schneider, Sharon Bradley
    Meeting called to order at 8:47am.

    Officer and Committee Chair Reports

    Review of minutes of last executive board meeting. Corrections will be made to on-line Red Tape.

    Program Committee Report by Margo

    Margo reports that the coffee at the Sept. 1 meeting for 48 people cost approximately $76.00.

    Margo has also talked with Kathleen Gamache of MichALL about co-sponsoring a program. West Group Publishing presents a workshop called "Life in the Fast Lane." West would pick up the cost of the workshop. Godort & MichALL would pick up the cost of the room and food. The board members discussed the applicability of the program to Godort members. The general feeling was that few Godort members would find the program of interest.

    The board next discussed the possibility of having two meetings. We could act as co-sponsor with MichALL and have a separate May meeting. It was also suggested that we co-sponsor a program with MCFDL in February.

    Margo will continue to talk with Kathleen about our involvement. We would want to limit any cost to Godort members to $20.00. Possible meeting dates include the last two weeks in April or first two week in May. We will try to have a display board of anniversary.

    If we do co-sponsor a program with MichALL we might still need an annual meeting for the election of officers and our 25th anniversary celebration. Will look at late May but will have to look at MLA calendar. Looks like April 21 may work out if MichALL meeting could be in April.

    Paula also suggested a meeting involving Canadian documents.

    Thank you notes have been sent to Cynthia Teague and Nan Meyers. Cynthia Teague is leaving the documents community to move to Minnesota.

    Awards Committee Report by Janet

    Deborah Jakubiec, Livonia Civic Center Library, and Vickie Morris, Henry Ford Community College, are also on the committee. There is a problem getting committee members who have worked in the community long enough to know the possible nominees. Discussion of possible nominations insued. Paula noted that Sherry Mosley, Florida International University is the ALA liaison for the Thurston Award.

    Old Business

    Michigan Council of Federal Depository Libraries meeting notes

    Newly appointed Superintendent of Documents Fran Buckley will be speaking at a program at Wayne State and he has agreed to speak at the MCFDL meeting. We will pick-up rental car cost as he will have to rent a car to come to Lansing. We will cover other expenses incurred with his trip to Lansing if allowed. As a government employee there may be restrictions on costs for which he may be reimbursed.

    Anniversary Banquet/Annual Meeting notes

    Possible dates rnage from April 19 to 23. Committee will need to decide on speaker. Jon will check to see if Godort of Michigan can still meet at the MSU Faculty club. It can if we make reservations through the MSU Libraries Director.

    New Business

    Stationary

    Paula needs the board to authorize the purchase of more stationary. The motion was approved.

    Adjourn at 10:25am

    Notes submitted by Sharon Bradley, May 2000.

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