I A. Scheduling (Past-Chair GODORT)

The GODORT Past-Chair is the Chair of the GODORT Schedule Committee - a committee of three ex-officio members - the GODORT Past Chair, the GODORT Chair-Elect (who is also chair of the Program Committee), and the Website Administrator.

This committee coordinates the GODORT Schedule for each conference to provide continuity of the schedule for membership planning purposes and monitors costs associated with equipment rental. To do this, the Schedule Committee communicates with the committee chairs and task force coordinators and coordinates meeting plans with GODORT ALA staff liaison and with ALA Conference Services.

I A 1. Overview

a. Check with the Web Administrator to assure that the previous year’s meeting schedules are available on the GODORT web site for everyone to use as a basis for their requests.

b. Confirm with each of the Chairs/Coordinators the number of people expected, the seating arrangements, the meeting time, audio-visual support etc., and any other items needed to complete the online meeting request form.

c. Complete an online meeting request form for each scheduled meeting with the information provided by the Committee Chairs and Task Force Coordinators. Make note of meeting request ID number, and print out each request form after it is submitted.

d. After all meeting request have been submitted, contact the ALA/GODORT Staff Liaison and ask that they go into the online system and approve all the requests. Allow several days before the stated ALA deadline for this step to be completed to avoid any problems with missing the deadline.

e. Past schedules will indicate the number of people anticipated, however each group should confirm the expected size of the meeting. Larger spaces should be requested by chairs who are scheduling special programs etc.

f. Check the last conference schedule to find out which groups met and which groups have not requested a meeting for next conference. This will catch groups who have forgotten to request space.

g. You MUST ask for all meetings for a day to be scheduled into a single meeting location. ALA schedules for many units for a conference and will NOT do this unless we ask. This cannot be overemphasized.

h. Publicizing the Schedule:

• When the "Final Schedule with Room Assignments" is sent, check through to be sure that all GODORT meetings are listed. Note the room assignments.
• Coordinate with the Web Administrator to create the final schedule to be posted on the GODORT web site. Send email messages to appropriate groups to publicize the availability of the schedule.

i. Read all of the caveats on the front page of the schedules forward by ALA as it will inform you of room availability at certain times and who to contact to resolve problems.

j. Meet all schedule deadlines, but never assume it is too late to make changes.

k. A few weeks before the Midwinter Meeting or Annual Conference, contact the Steering Committee for annotations for the final conference schedule.

l. Arrange (either at your home institution or at ALA) for copies to be made of the annotated schedule for handing out at the 1^st Steering Committee meeting. [300 for Annual Conferences, 150 for Midwinter Meetings]

I A 2. Midwinter Meeting Timeline (Past-Chair GODORT)

i. In late August or early September, ALA will send a document outlining the time table and deadlines for meeting requests, including when the online meeting schedule forms will be available, to the GODORT Staff Liasion, who will then forward it to the Past-Chair. If you have not received the document by Labor Day, check with ALA/GODORT Staff Liaison to confirm when it will be distributed.

ii. In late October a complete schedule will be sent to the ALA/GODORT Staff Liaison (without room assignments). If you have not received this document at least 1 week before the deadline for Schedule revisions that is outlined in the timeline distributed earlier, contact the ALA/GODORT Staff Liaison and check on its status. Double check all the entries, and send to the Steering Committee to review for any errors. Contact Conference Services directly to make any needed changes. Once completed, coordinate with the Web Administrator to post the schedule on the GODORT web site.

iii. Approximately one month before Midwinter, the final schedule with rooms will issued. Send confirmed times to the Steering Committee and the Web Administrator.

I A 3. Annual Conference Timeline and Special Notes (Past-Chair GODORT)

i. Timeline:

• Usually, the time line for Annual meeting requests is distributed at the same time as the Midwinter time line (late August/early September).
• In March the Schedule without room assignments will come out. Double check that each requested meeting shows up on the schedule, and that nothing has been duplicated.
• The final "Schedule with Room Assignments" will arrive in (late) May and should be rechecked.

ii. GODORT Program
Program arrangements for the Annual Conference, including the room arrangements, are handled by the GODORT Assistant-Chair/Chair-Elect, who is also the Chair of the Program Committee. Be sure to communicate and coordinate responsibilities the Program Chair to assure all deadlines are met and forms properly filled out.

For Pre-conferences the "Annual Preconference and Special Event Request Form" must be turned in to ALA Conference Services by the end of October to be listed in the Early Bird/Advance Registration Summary in the January American Libraries and to be included in the ALA annual conference registration form. To complete this form, an online meeting request form must also be completed, and a meeting ID number assigned. The Program Chair may enter the information into the online meeting request form, but make sure this is responsibility is clearly communicated. Coordinate the submission of the form with the ALA/GODORT Staff Liaison.

For programs and pre-conferences, the "Annual Conference Call for Proposals Form" must be turned in by the end of the Midwinter to be listed in the ALA program book. Turn the form in to Conference Services in the ALA Office at the Midwinter Conference, and make sure the ALA/GODORT Staff Liaison also has a copy. If he/she attends the Midwinter conference, he/she can turn in the form.

iii. LexisNexis Breakfast
Check with LexisNexis Academic & Library Solutions [if unsure of contact, start with the Director of Marketing, or seek assistance from a sales representative to identify the appropriate person] about when they would like to schedule their breakfast (for which we request the room - see copies of past schedules).

I A 4. Requests for Conference Meeting Rooms (Steering Committee)
Coordinators of task forces and committee Chairs have responsibility for determining the need for meeting rooms at upcoming midwinter and annual conferences. Requests for meeting space should be given to the GODORT Immediate Past Chair and should include the following:

• minimum time needed for meeting;
• anticipated size of audience;
• arrangement of room;
• names of groups to avoid conflicting meetings;
• any special equipment requirements (projector, screen, modem, etc.);
• any other special requirements for conference meetings.

Deadlines for making requests should be set for the Immediate Past Chair based on requirements of the ALA Conference Arrangements Office.

I B. General Instructions to Chairs and Coordinators (Steering Committee)

I B 1. Appointment:
Appointment of GODORT Committee Chairs, except where elected or ex-officio, is done by the Incoming Chair of GODORT according to Chair-Elect V and under the GODORT Bylaws.

As a general practice, the GODORT Chair sends out letters to confirm appointments (e.g. to a person serving on a committee, as Chair of a Committee, or as a liaison to another body) and to outline expectations for the coming year. At the request of the individual, appointment letters may be copied to supervisors

If an individual does not perform the duties of office as outlined below and does not contact the GODORT Chair or his/her committee or task force to make alternate arrangements to handle the committee/task force business, the GODORT Chair may, with the approval of the Steering Committee, send a letter to the individual, with a copy to the supervisor,

1) requesting his/her resignation from elected office;

2) removing him/her from appointed office;

3) removing him/her from serving as chair of the committee.

I B 2. Overview:
Each Chair of a standing committee, task force coordinator, and elected officer is a member of the GODORT Steering Committee (GODORT Bylaws, Article VII).

During his/her year as chair, the chair/coordinator of each group will:

• serve as spokesperson for that group,
• provide leadership for the group's activities,
• chair meetings of the group,
• draft letters/responses to be sent by GODORT Chair resulting from a resolution or motion by a specified date for the Chair's signature and forwarding it to specified people,
• draft agendas and forwarding them to their committee for approval, and to Govdoc-l,
• To develop and promote program ideas and transmit to Program Committee.
• make appointments [Task Force Coordinators only],
• designate a member of the committee to serve as Secretary each year [Committee Chairs only].

In addition, as a member of the Steering Committee, each is responsible for the following:

• Responding promptly to all correspondence (e-mail, phone, etc.)
• Reading GODORT's By-Laws and the Policies and Procedures Manual prior to the Midwinter Meeting and
  • being conversant with the contents of both
  • for making changes, as necessary, to the PPM at the correct time of year (listed in Conferences, Section II E), and
  • for recommending changes of the Bylaws to the Bylaws and Organization Committee. Bylaws changes should be proposed and carried out according to Article XV of the GODORT Bylaws.
• Notifying the GODORT chair at least two weeks prior to a conference if s/he cannot attend a conference, and make arrangements for the leadership of his/her committee (if inability to attend is not an emergency).
• Contacting the GODORT Chair if his/her family or institutional commitments prevent fulfilling the duties of office. The GODORT Chair, with the approval of the Steering Committee, may select a replacement Chair or Coordinator to fulfill the term GODORT Bylaws, Article VII, Section 2.
• Attending all necessary meetings, and will be responsible for making decisions of policy in behalf of his/her Committee/Task Force membership, and will speak as a group for the GODORT membership.

I B 3. Assign Duties to Secretary, Liaisons
Before each conference, Committee Chairs and Task Force Coordinators should be in touch with the committee members, secretary, and any liaisons for that body and relay agendas, documents, and any special instructions for the upcoming conference.

I B 4. Meetings to Attend
Incoming Committee Chairs, Task Force Coordinators, and GODORT Officers assume responsibilities as Chairs at the beginning of new business in the Second Steering Committee Meeting of Annual Conference and should plan on staying through that meeting.

At the Midwinter Meeting, Committee Chairs, Task Force Coordinators, and GODORT Officers (the Steering Committee) should arrive in time for the First Steering Committee meeting, and stay through the Second Steering Committee meeting. They need to attend all meetings of their Committee or Task Force, as well as the GODORT Membership meeting, to report on any business, and any other meetings within ALA that are required by their office, or requested of them by the GODORT Chair.

At the Annual Conference at which the office rolls over to the successor, Steering Committee members should arrive in time for the First Steering Committee meeting, and stay through the Second Steering Committee meeting. They need to attend all meetings of their Committee or Task Force, as well as the GODORT Membership meeting, to report on any business, and any other meetings within ALA that are required by their office, or requested of them by the GODORT Chair.

I D. Items to bring to Conference

1. ALA Handbook of Organization;
2. Minutes for two previous conferences;
3. GODORT Bylaws;
4. Policies and Procedures Manual chapters (bring Chapter 1, and the Chapter that pertains to your Office/Committee/Task Force at a minimum!);
5. GODORT Schedule;
6. Attendance sheets (provided by the GODORT Secretary)
7. Copies of your Agendas and handouts for your meetings;
8. Copy of Directory for your committee/task force for updates and attendance.

II A. Parliamentary procedure

~Shorthand Sturgis - a Guide for the Parliamentarily- Challenged~

Motion	Requires a 2nd?	Debatable?	Amendable?	Vote Required to Pass?
Main Motion	Yes	Yes	Yes	51%
To Amend	Yes	Yes	Yes	51%
Close Debate	Yes	No	No	67%
To Reconsider (consider a question again during the same meeting)	Yes	Yes, restricted to brief comments ON the topic	No	51%
To Rescind (nullify a motion passed at a previous meeting)	Yes	Yes	No	51%
Postpone Temporarily (set aside to an unspecified time, to table in Robert's)	Yes	No	No	51%
Postpone definitely (to a specified hour, meeting, day, etc.)	Yes	Yes (limited to brief comments on the topic)	Yes	51%
Resume Consideration (of motion previously postponed)	Yes	No	No	51%
Refer to a Committee	Yes	Yes	Yes (limited to specifics of/for that committee)	51%
Withdraw Motion (only possible from maker of the motion)	No	No	No	None
To Adjourn	Yes	No	No	51%

Special Notes:

1. The Bylaws adopted by ALA GODORT take precedence over the parliamentary rules of Sturgis.

2. When differences occur, ALA GODORT always follows the meeting rules rather than the convention rules (per ALA Parliamentarian ruling).

3. Quorum numbers are determined by the ALA GODORT Bylaws. Until there is a quorum there can be no official meeting and no voting can occur (informal discussion among colleagues is perfectly okay). If not otherwise specified in the Bylaws, a committee's quorum equals the majority (51%) of members who are eligible to vote.

4. When a fixed time to adjourn arrives, the presiding officer may ask for a motion to suspend the rule regarding adjournment or to set another time to adjourn (even if the clock has run down to zero minutes, if done promptly). Based on:
   Sturgis, A. (1988) The Standard Code of Parliamentary Procedure (3d ed.). New York: McGraw-Hill Inc.
   Compiled by Linda A. Kopecky, ALA GODORT Parliamentarian (January 2000)

II B. Procedures for Submitting Items for Action (Legislation Committee)

II B 1. Guidelines for Preparation of Resolutions for Council (Policy 5.3)
http://www.ala.org/alaorg/council/resg uide_council.htm

II B 2. ALA Resolution Form
http://www.ala.org/alaorg/council/resform.htm

II B 3. Guidelines for Preparation of Resolutions for Presentation to GODORT
The following guidelines are addressed to individuals and units preparing resolutions to come before GODORT.

(a) Proposed resolutions that instruct officers of GODORT to communicate with another ALA unit or officer, or to communicate with an individual or group outside of ALA, should be submitted to the ALA/GODORT Legislation Committee for comment. Proposed resolutions should be submitted to the Legislation Committee as early as possible, before or during the Conference. Furthermore, proposed resolutions should meet all criteria listed in items (b) through (l) below at the time they are submitted to the Legislation Committee.

(b) A resolution should be complete so that, upon passage, it becomes a clear and formal expression of the opinion or will of the membership.

(c) The resolution should show clearly the initiating individual or unit.

(d) The resolution should address only one topic or issue.

(e) The terms used in a resolution should be readily understandable and have specific definition.

(f) The resolution should clearly indicate:

i. Action to be taken (write a letter, call, etc.)

ii. Who should take action (GODORT Chair, Chair of Federal Documents Task Force, etc.)

iii. Who should receive action (GPO---Public Printer, Library Division; Congress-Committee-Subcommittee, etc.); who receives copies.

(g) If the resolution calls for a specific action or a course of action in certain circumstances, the resolution should specify the resources needed to carry out the directive.

(h) A copy of the resolution must be submitted to the GODORT Secretary at the time of presentation.

(i) All resolutions must be submitted by a member of GODORT.

(j) The mover of a resolution shall state whether the resolution amends or creates policy and shall identify the policy being changed and/or indicate the portion of the resolution to be cited as policy. If a policy sets forth conflicts with another policy, provision to resolve the conflict shall be made.

(k) If the resolution calls for a specific action or program with a timetable, the timetable shall be clear and achievable.

(l) If the resolution is addressed to or refers to a specific group or groups, it must name the groups.

II C. List of attendees (GODORT Secretary/Nominating Committee Chair)
The GODORT Secretary brings attendance sheets for each of the GODORT meetings. The sheets are distributed at the First Steering Committee meeting to the Steering Committee and others who will be leading meetings.

At the end of the conference, attendance sheets should be turned in to Nominating Committee chair.

II D. Meeting Minutes (All Secretaries)

II D 1. Content of Minutes
Minutes are to be a summary of the meeting including the major points of discussion, decisions, action items, and resolutions to be presented for adoption. Specifically:

• Minutes are not a verbatim record of discussion but should capture the sense of the debate and the decision of the group.
• The minutes record every motion and resolution, the name of the proposer, whether it passes, and and the way in which each motion was disposed of. When a vote count is taken, the number voting on each side is recorded.
• Though they may be included on the meeting agenda, reports from appointments to committees (e.g. the FDTF appointment to the Publication Committee) should not be included in these remarks unless there is discussion and recommendations stemming from a reported item.

The secretary of each task force, committee, or work group will prepare the meeting summary for the GODORT Membership meeting and forward the version to the Web Administrator for posting on the web. These summaries should be placed in the GODORT folder at the "Washington Office" table in the ALA Offices [see Conferences, Section II H] so they can be reproduced for the GODORT Membership meeting.

Reports of committees and meetings will be printed exactly as submitted to the Web Administrator. Please double check the minutes to avoid such errors as misspelling names. A summary of the midwinter and annual meetings shall be provided by the Past-Chair for publication in DttP.
(See Past Chair III)

II D 2. Format of Minutes
The following should be included in minutes submitted to the Web Administrator:

Name of meeting

Location of meeting

Date of meeting

Convenor

Recorder

For example:

GODORT Steering Committee

George V Hotel, Versailles Room,

January 9, 2000, 2-3p.m.

Sandy Smith, Chair,

Joe Jones, Secretary

For those submitting formatted minutes, the following are the font sizes etc.:

• headers should be Times/Roman 12 BOLD,
• text should be Times/Roman 11.
• if the file is submitted in RTF (rich text format) any word processing software can read it so the document formatting should remain intact.

The Web Administrator will edit only for consistent formatting and the headers.

II D 3. Text of resolutions passed by GODORT at the conference/meetings

The text of all resolutions, in the form that they were passed at the GODORT Membership meeting, are included in the minutes of the GODORT Membership meeting and sent by the GODORT Secretary to the Website Administrator for publication.

The DttP Editor will publish a list of the titles of resolutions annually.

II E. GODORT Policies and Procedures Manual (PPM)

Operating policies and procedures of GODORT and its subunits are contained in the GODORT Policies and Procedures Manual, which is compiled and maintained by the Web Administrator for the Publications Committee. (GODORT Bylaws, Article XII)

II E 1. Versions and Updates

(a) The GODORT/PPM will be maintained in one format on the GODORT web site.

(b) Changes in policies and/or procedures shall be submitted to Website Administrator at the conclusion of the Second Steering Committee meeting of the Annual Conference. Policy changes need to be approved by GODORT Steering Committee and shall be submitted for approval at the Annual Conference. (2^nd Steering Committee Meeting)

(c) The Website Administrator shall receive the following from the appropriate officer and/or committee chair following both annual and midwinter meetings:

(1) GODORT 1st and 2nd Steering Committee and GODORT Membership meeting minutes;

(2) Bylaws as amended;

(3) Changes in committee procedures and/or policies (If the change in policy needs GODORT Steering Committee approval, approval needs to be obtained prior to submitting change to PPM editor).

II E 2. Review of the PPM
Each officer and/or committee chair shall have reviewed the PPM prior to the midwinter meeting. A form indicating that the review has been completed shall be returned to the Website Administrator/PPM editor at the 1^st Steering Committee of the Midwinter Conference.

II F. GODORT Membership meeting
Committee Chairs, Task Force Coordinators, and GODORT Officers are to be in attendance at the GODORT Membership meeting with a written report of Committee and Task Force proceedings (these need not be the final version submitted as minutes). All motions, resolutions, and action items of the Committee or Task Force should be included in this report.

If a committee, task force, or other reporting body has materials to distribute at the GODORT Membership meeting they should provide the following number of copies:

Midwinter Meeting: 50 copies

Annual Conference: 100 copies

II G. Approval of items at Midwinter Meeting and Annual Conference

II G 1. Midwinter Meeting item needing approval
The following items are approved at the Midwinter Meeting:

• Depository Library Council Nominees - to be sent to ALA Executive Board 1^st Steering Committee meeting
• Nominating Committee presents the slate of Nominees - 2^nd Steering Committee meeting, Old Business
• Program topic for Annual Conference (the topic approved is for the Annual Conference approximately 18 months away) - 2^nd Steering Committee meeting

II G 2. Annual Conference items needing approval
The following items are approved at the Annual Conference:

• Approval of New Committees and Chairs - 2^nd Steering Committee meeting, Old Business
• Budget (see Bylaws Article XIII, Section 3) - GODORT Membership meeting
• Policy revisions for the Policies and Procedures Manual - 2^nd Steering Committee meeting, Old Business (See Section II E, above)

II H. ALA Conference Services

• GODORT Files
  At both the Annual Conference and Midwinter Meeting the ALA/GODORT Staff Liaison has a file for GODORT. The files are located in the ALA Offices at Conference at the Washington Office table (there is a big sign that says "to ALA Offices") and are for use by members of GODORT e.g. for dropping things off to be copied for the GODORT Membership meeting.
  The GODORT Chair works with the GODORT Liaison to ALA to determine the file configuration.

• Copy Services are also located in the ALA Offices at Conference. The GODORT Chair gives out the copy number (it remains the same for each conference) to the Steering Committee and at the 1^st Steering Committee Meeting.

III A. Communication/Correspondence (GODORT Chair, Committee Chairs and Task Force Coordinators)

III A 1. Policies

1. Resolutions:
   If the GODORT Membership has approved a resolution, the letter of transmittal for the resolution will be signed by the GODORT Chair. If the resolution originated with a task force or committee, the transmittal letter will be prepared by the respective body and forwarded to the GODORT Chair for signature.

2. External Communication:
   External communication refers to correspondence with groups outside ALA.

   All correspondence originating with a task force or committee will be prepared by the respective body and forwarded to GODORT Chair for signature. The task force coordinator or committee chair may be asked to co-sign the letter with the GODORT Chair at the discretion of the GODORT Chair. (See Example of Correspondence, below.)

3. Internal Communication:
   Internal communication refers to correspondence between GODORT task forces and committees or correspondence between GODORT and other groups within ALA.

   Internal correspondence will be prepared and signed by appropriate task force coordinator, committee or work group chairs. Copies of all such correspondence relating to policy matters will be sent to the GODORT Chair for review prior to mailing.

4. Internal correspondence relating to business transactions, such as those involving DttP invoices, need not be sent to the GODORT Chair.

5. Telephone and E-mail Communications
   When warranted, telephone conversations and e-mail correspondence should be followed by a summary report or memorandum of understanding between the two parties with copies for the appropriate GODORT officers or the Steering Committee.

III A 2. Procedures
All external communication will be prepared as follows:

• Communication will clearly indicate to whom reply is to be addressed;
• Communication originating with committees or task forces shall be forwarded to the GODORT chair to be formatted for signature.
• Copies of the communication shall be maintained for the Archives

III A 3. Example of Correspondence

                                    March 12, 1981
                                    Please address reply to:
                                    M. T. Lane
                                    P. O. Box 3335
                                    Baton Rouge, LA 70821


Mr. Rowland Brown, President
OCLC, Inc.
1125 Kinnear Road
Columbus, OH 43212


Dear Mr. Brown:


The Government Documents Round Table of the American Library Association,
at its midwinter membership meeting, adopted a recommendation concerning the
MARC tagging of classification fields for state documents.  The fields
currently available through OCLC to classify state documents are not
indexed as the federal documents are, which is an unfortunate omission of
an access point.  ALA/GODORT recommends that a MARC field be created, or a
current field be adapted solely for state documents, and be indexed.

We will appreciate your consideration of this recommendation.


                                   Sincerely,

                                   Margaret T. Lane, Coordinator
                                   State and Local Documents Task
                                   Force, Government Documents
                                   Round Table, American Library
                                   Association

                                   and

                                   Jeanne M. Isacco, Chair
                                   Government Documents Round Table
                                   American Library Association

cc: LC MARC Editorial Office
    Eleanor Montague, MARBI
    Bill Drewett, GODORT Liaison
    Bruce Flanders, S&LDTF

III B. Reports and Statements (Oral and Written) (GODORT Chair, Committee Chairs and Task Force Coordinators)

III B 1. Statements
Formal statements, either oral or written, which are to be presented as representing GODORT to an organization/group outside ALA will be communicated to the GODORT chair prior to presentation. If the statement relates to a policy matter, the policy must have been formally approved by the GODORT Steering Committee.

III B 2. Reports
Reports, either oral or written, which are to be presented as representing GODORT to an organization/group outside GODORT must be presented and accepted by GODORT membership prior to presentation.

III B 3. Working Papers
Working papers including discussion documents and drafts of GODORT units which have not been approved by GODORT will be clearly labeled as "draft", "discussion paper", etc.

III C. Records and Archives (Archivist)

Officers of the Round Table and its task forces, committee chairs, and work group chairs, are responsible for all records which they receive or produce in carrying out the business and activities of their particular office or committee. At the conclusion of service in any one office, each officer or chair will make disposition of the records according to the schedule below.

Records are defined as all originals and copies of written or printed books, documents, correspondence, memoranda, maps, drawings, charts, wires, tapes, or other types of recordings, films or other photographic reproductions, and any other type of audiovisual material prepared or received in the course of the business and activities of the Round Table, its task forces, work groups or committees.

The archives of the Round Table are organized by a member appointed as Archivist by the GODORT Chair. The Archivist will forward the archives to the ALA Archives at the University of Illinois at an appropriate time.

Disposition of records should be according to the following schedule.

1. Forward to your successor all records relating to unfinished business.

a. supplies of blank forms, printed or duplicated materials necessary to complete any unfinished business,

b. correspondence related to any pending business,

2. Discard the following:

a. all blank forms, printed or duplicated materials no longer current,

b. letters of transmittal except those of recent date where it may be necessary to trace the materials,

c. requests for publications or information that no longer have value after the request has been filled,

d. letters of appointment (either original or copy) to committee chairs, providing such letters do not contain additional information,

e. memoranda, notices, correspondence relating to plans for meetings, programs, etc., and lists of persons attending,

f. all duplicate material (keep the original copy if available unless the copy contains annotations),

g. papers, reports, etc., which have been published,

h. unpublished papers, such as those written for presentation at meetings, descriptions of library procedures, etc.,

i. replies to questionnaires if the results are recorded and preserved either in the archives or in a published report.

3. Ship to the GODORT Archivist the following records:

a. official records, one copy each of official publications transcripts of meetings, and minutes;

b. material relating to the history of the Round Table, task forces, committees, or work groups that has not been published such as programs, reports, proceedings, proposed projects, decisions made, questionnaires, correspondence;

c. letters defining policies, outlining committee duties, explaining procedures, etc., except that when duplicate information was sent to several persons, only one copy shall be kept, annotated to show distribution.

d. Items to be archived from GODORT Web sites are covered in Publications IV C

4. Copies of DttP will be retained by the Distribution Manager according to the following schedule:

a. Current year plus two back volumes retained

b. Earlier issues sent to the ALA Headquarters Library and to the ALA Archivist.

III D. Updates to Directory, Websites, Committee Listservs (GODORT Chair, Committee Chairs and Task Force Coordinators)

Committee Chairs and Task Force Coordinators should update websites, directories, and committee listservs etc., with any new information and notify the GODORT Web Administrator as necessary of any directory changes. (See Publications IV B 3)

IV A. GODORT Steering Committee Reflector (GODORT Chair, Secretary)

IV A 1 Location and Membership
The Steering Committee reflector is currently maintained at the University of Nevada, Reno, by Duncan Aldrich [duncan@unr.edu].

On the reflector are members of the Steering Committee (GODORT Officers, Task Force and Committee Chairs), Ad Hoc Committee Chairs, the Web Administrator, and the DttP Editor. The Chair should review names/addresses at the beginning of his/her term of office and may add names/addresses of those it would be helpful to have on the reflector. Only the members of the Steering Committee may vote, comments are welcome at any time.

IV A 2 Reflector Use and Accountability
The GODORT Reflector may be used for communication such as:

• reports or updates to the Steering Committee;
• to circulate drafts of letters for Steering Committee approval;
• to vote on expenditure of funds or approval of committee appointments;
• administrative matters such as the schedule of rooms for conferences, reminders from the Editor of DttP and the Policy and Procedures Manual, GODORT Chair, or others;
• other issues which may arise between ALA Meetings.

Steering Committee Members may bring business to the chair for discussion and votes on the reflector. All votes are public, though voting does not have to take place on the reflector.

In the case of votes on the expenditure of funds, as per the GODORT Policy and Procedures Manual, Treasurer, Section III:

13. Any request for a total of more than $50.00 from a single source in a year will require Steering Committee approval prior to Treasurer action.

If there is a designated budget line for the expense, the vote may simply be brought forward by any member of the Steering Committee. If there is not a designated budget line, the Steering Committee member should consult with the Treasurer before bringing the vote forward. The Treasurer, as the elected officer entrusted with the safekeeping of all funds of the Round Table [Bylaws, Article V, Section V, Duties of Officers], will tally the votes.

In the case of votes on appointments, letters, or other issues which may arise, votes may be brought forward by any member of the Steering Committee with votes being tallied by the Chair.

In the case of any vote or action taken, it will be announced to the Steering Committee. The GODORT Secretary will keep minutes of Steering Committee actions to report, in writing, to the 1^st Steering Committee Meeting at the next conference, and include in the minutes as the official actions of the Steering Committee.

IV B. GODORT Web "Records Schedule": What to Update and When

created 6/15/01

IV B 1. ALL Standing or Ad Hoc Committees, Task Forces

Prior to Annual Meeting	Prior to Midwinter Meeting
Submit meeting annotation to Past Chair, upon request Post agenda to Steering Committee reflector and to GOVDOC-L Send agenda to Committee/Task Force Web Manager for posting on WWW site	Submit meeting annotation to Past Chair, upon request. Post Agenda to Steering committee reflector and to GOVDOC-L. Send Agenda to Committee/Task Force Web Manager for posting on WWW site.

During Annual Meeting	During Midwinter Meeting
Provide summary of meeting for discussion and distribution at GODORT Membership meeting Review PPM Chapter pertaining to Committee/Task Force for updates or revisions.	Provide summary of meeting for discussion and distribution at GODORT Membership meeting

Post Annual Meeting	Post Midwinter Meeting
Post minutes to web page by designated date Change links to directory and new directory added	Post minutes to web page by designated date

IV B 2. Committees with additional records/publication requirements

	Post Annual Meeting	Post Midwinter Meeting
Awards	1. Notify Web Administrator of changes in nomination/application forms. 2. Send announcement to DttP of updated forms.	1. Announce Award winners (see Awards IV C) 2. Post to WWW and send to DttP editor: recipients and "citation" when approved for public knowledge by Committee Chair.
Bylaws & Organization	Update web page of bylaw changes/additions/proposed and final	Forward text of bylaw changes to DttP editor for publication in years 1,4,7 (for Issue #4)
Conference	Post to WWW information about GODORT Hotel new members lunch as known	Post to WWW information about GODORT Hotel, reception, and new members lunch as known
Legislation	Update list and text of Resolutions on web site.	1. Update list and text of Resolutions on web site. 2. Forward list of resolutions to DttP editor for publication each year in issue #4.
Nominating	1. Update links to Directory and add new Directory; 2. Update forms for DLC/nomination/volunteer to list new committee chair and committee	1. Post slate of candidates for ballot (Jan/Feb); 2. post election results (early May)
Program	Change program information to reflect program for next year; information is continuously updated throughout the year as details are known	Change program information to reflect program for next year; information is continuously updated throughout the year as details are known

IV B 3. Officers

	Post Annual Meeting	Post Midwinter Meeting
Chair	1. Post letters (to web site) as sent or as appropriate. 2. Submit full list of GODORT officers, committee members and chairs, and liaisons to DttP editor, the Website Administrator, and to the ALA/GODORT Staff Liaison. 3. Write "From the Chair" columns for DttP and GODORT Web. Send to DttP Editor and Web administrator for publication.	1. Post letters (to web site) as sent or as appropriate. 2. Write "From the Chair" columns for DttP and GODORT Web. Send to DttP Editor and Web administrator for publication.
Past-Chair	1. Post the draft schedule for MW in Sept (after request filed w/ALA); post updates and corrections when notified by ALA including room announcements. 2. Submit draft schedule to web and DttP editor. 3. Request annotations for schedule from Committee chairs and prepare for distribution at Meetings and on the WWW	1. Post the draft schedule for Annual Conference after MW meeting; update with rooms information when received from ALA 2. Request annotations for schedule from Committee chairs and prepare for distribution at Meetings and on the WWW
Treasurer	No additional Responsibilities	Submit to ALA/GODORT Staff Liaison for inclusion in the financial printout
Councilor	Submit report to DttP editor, post on Web site; and on Govdoc-L	Submit report to DttP editor; post on Web site; and on Govdoc-L
Secretary	1. Minutes -- submit to DttP editor and Website administrator 2. Identify PPM changes revised/adopted and consult with Web Administrator to ensure updates are made	1. Minutes -- Submit for posting to WWW site to Website administrator 2. Identify PPM changes revised/adopted from minutes -- notify with Web Administrator.
Web Manager	1. Create new GODORT Directory for coming year, notify Steering, and DttP Editor when complete. 2. Identify PPM changes, consult with Officers, Committee Chairs and Task Force Coordinators to ensure accuracy of procedural changes. 3. Post Minutes as soon as all have submitted them. 4. Update Awards Committee, Nominating Committee, Steering Committee and other pages (e.g. GODORT Schedule) as needed.	1. Update Awards Committee, Nominating Committee, Steering Committee and other pages as needed. 2. Post Minutes as soon as all have submitted them.

Chapter revised September 2007

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.. Conferences .. Chair .. Chair-Elect .. Past Chair .. Secretary .. Treasurer .. Councilor .. Special Officers.. Task Forces .. Awards .. ByLaws .. Cataloging .. Conference .. Development .. Education .. GITCO .. Legislation .. Membership .. Nominating .. Program .. Publications .. Rare & Endangered .. Schedule .. Who Has What