Depository Library Council to the Public Printer

Manual

Revised May 2002

> I -- Mission of Council
>
> II - Charter of Council
>
> III -- Council Membership
>
> IV -- Committees of Council
>
> V -- Council Website
>
> VI -- Council History
>
> VII -- GPO Staff Contacts
>
> VIII -- Travel Information
>
> VIIIa -- Meeting Sites
>
> VIIIb -- About Council Travel
>
> IX- FAQ's and Information for New Council Members

I -- Mission of the Depository Library Council

To assist the Government Printing Office in identifying and evaluating
alternatives for improving public access to government information
through the Depository Library Program (DLP) and for optimizing
resources available for operating the Program.

*Adopted November 1, 1993*

# II -- Charter of the Depository Library Council

The purpose of the Depository Library Council to the Public Printer is
to provide advice on policy matters dealing with the Depository Library
Program as provided in Title 44 U.S.C. The primary focus of Council's
work will be to advise the Public Printer, the Superintendent of
Documents, and appropriate members of GPO staff on practical options for
the efficient management and operation of the DLP.

The Depository Library Council shall be structured to provide the Public
Printer with a diverse range of opinion and expertise. Additionally, it
shall represent a cross section of the various types of libraries in the
Depository Library Program. In order to meet this goal, at least half of
the Council's members shall work in Depository Libraries and have
experience in a Documents Department.

*Adopted November 1, 1993*

**III - Membership**

The Depository Library Council shall consist of fifteen members
appointed by the Public Printer. The members shall serve three- year
terms, with five members retiring each year and five new members
entering. The Council shall meet a minimum of twice each year with the
meetings approximately six months apart, hereafter referred to as the
Spring and Fall meetings. New members shall be appointed prior to the
Spring meeting and will assume duty at the Fall meeting. The Public
Printer will make all appointments to Council after consideration of
recommendations from Council, library associations and others as deemed
appropriate by the Public Printer. Members may be appointed for
additional terms.

Each fall members of the Depository Library Council shall select a
Chair-elect of Council. The Chair-elect shall assume the office of Chair
following the next Spring meeting. Members of Council may serve more
than one term as Chair. The Chair shall preside over all meetings of
Council, shall be responsible for the agendas for the Fall and Spring
meetings, shall appoint such committees as necessary to carry out the
duties of Council, and shall serve as direct liaison between Council and
the Public Printer. In the absence of the Chair, a designee appointed by
the Chair shall carry out these duties by the Chair-elect or in absence
of the Chair-elect.

At the Spring meeting members of the Depository Library Council shall
select a Secretary of Council. The Secretary shall assume office prior
to the Fall meeting of Council. The Secretary may serve more than one
term of office. It is the responsibility of the Secretary to prepare a
summary report of each meeting for publication in *Administrative Notes*
and for posting on the Federal Depository Library Council Web Site. The
Secretary shall handle correspondence and other record keeping at the
request of the Chair. In the absence of the Secretary, the Chair shall
appoint a member of Council to serve in that capacity.

Notice of official meetings of the Depository Library Council shall be
published in the Federal Register and mailed to members of Council at
least 30 days prior to the meeting date. All such meetings will be open
to the public.

This document may be modified by the Public Printer or by a majority
vote of Council.

*Adopted November 1, 1993*

-   **Current members of Council are listed at:
    <http://www.access.gpo.gov/su_docs/fdlp/council/dlcmembe.html#members>**

-   **Past Members of the Depository Library Council are listed at:**
    <http://www.access.gpo.gov/su_docs/fdlp/council/dlcmembe.html#past>

-   **Chairs of Depository Library Council are listed at:**
    http://www.access.gpo.gov/su_docs/fdlp/council/dlcmembe.html#chairs

## IV - Committees of the Depository Library Council

######## July 2001

The Depository Library Council conducts much of its work through
continuing and ad hoc committees and work groups. The Council Chair
appoints members. Participation on a committee or work group is not
necessarily limited to members of Council.

**See the Council Web site for the current committee charges and
membership of these Committees, at**

[**http://www.access.gpo.gov/su_docs/fdlp/council/dlccoms.html**](http://www.access.gpo.gov/su_docs/fdlp/council/dlccoms.html)

#### V -- Council Website

#### In addition to what has been listed, above, Council has a website that contains background and history of Council, as well as text of Recommendations and Responses, Minutes and a list of Council Meeting sites. 

[]{.mark}

The Council Chair and Chair-Elect are responsible for monitoring the Web
site and communicating with GPO when updates need to be made.

[]{.mark}

The Council website is located at:
<http://www.access.gpo.gov/su_docs/fdlp/council/index.html>

**VI - History of the Depository Library Council**

The Depository Library Council to the Public Printer was established in
1972 and held its first meeting in February 1973. Its antecedents date
back to 1963 when seven librarians were asked by the Public Printer to
serve on an advisory committee on Depository Libraries. The original
advisory committee was formed at the recommendation of the Senate
Committee on Rules and Administration during its consideration of
revised legislation on Depository Libraries. While the particular focus
and role of the Council has adapted over time, its central purpose has
remained constant: to advise the Public Printer and the Superintendent
of Documents on matters relating to the Federal Depository Library
Program.

Over the years, the Council has offered advice and recommendations on
matters relating to the indexing, classification, cataloging,
distribution, format, storage, utilization and administration of
depository material. Council has also advised the Public Printer on
information policy issues affecting depository libraries and the
Depository Library Program.

#### The following is a sampling of past contributions and accomplishments of Council:

-   Development and ongoing revision of the Guidelines for the
    Depository Library System.

-   Development and ongoing revision of the Recommended Minimum
    Technical Guidelines for Depository Libraries.

-   Design of the Depository Library Decal.

-   Publication of *Public Documents Highlights* which later became
    *Administrative Notes*.

-   Microform Project Initiatives.

-   Recommended distribution of the *Publications Reference File* (PRF)
    to Depository Libraries.

-   Developed a comprehensive inspection form and process for Depository
    Libraries.

-   Participated in the Use study of Depository Libraries.

-   Regional Depository Library Meetings.

-   Development and ongoing revision of the Federal Depository Library
    Manual.

-   List of Superseded Depository Documents.

-   Pilot projects for the study of electronic dissemination of
    government information.

-   Guidelines and priorities for GPO online cataloging of government
    documents.

-   Open forums for information exchange and discussion of issues
    concerning the Depository Library community.

-   Report on Alternatives for Restructuring the Depository Library
    Program.

-   "Federal Depository Libraries: You Source for Yesterday's, Today's
    and Tomorrow's Government Information" brochure.

-   *Fulfilling Madison's Vision: Testimonials in Support of the FDLP*.

-   Handbook and Organization of the Depository Library Council to the
    Public Printer.

-   Development of a home page on the World Wide Web for the Depository
    Library Council.
    ([[http://www.access.gpo.gov/su_docs/fdlp/council/index.html]{.underline}](http://www.access.gpo.gov/su_docs/dpos/council/dlc.html))

-   Depository Library Public Service Guidelines for Government
    Information in Electronic Formats.

-   Resources on Costs of Replacing a Federal Document Depository
    Library Collection

*Updated May 2002*

**VII - GPO STAFF CONTACTS**

**Mailing Information** (for those using the USPS, the street address is
unnecessary as GPO has it's own zip code): U.S. Government Printing
Office,

> Washington, DC 20401.

For those visiting GPO, the main GPO Building is located at:

> 732 North Capital Street, NW,    
>
> Washington, DC 20401.
>
> **Michael F. DiMario**, Public Printer of the United States

Phone: 202-512-2034 Fax: 202-512-1347

> **Francis J. Buckley Jr.**, Assistant Public Printer (Superintendent
> of Documents)
>
> Phone: 202-512-0571 Fax: 202-512- 1434

E-mail: <fbuckley@gpo.gov>

> **T.C. Evans,** Director, Office of Electronic Information
> Dissemination Service
>
> Voice: 202-512-1524 Fax: 202-512- 1262
>
> E-mail: <tevans@gpo.gov>
>
> **Library Programs Service (LPS)**
>
> See the FDLP Administration Contacts Web page at
> http://www.access.gpo.gov/su_docs/fdlp/tools/contacts.html

Other***:***

> Administrative Notes, Editor, Marian W. MacGilvray
>
> Voice: 202-512-1130
>
> GPO Travel Specialist, Annie Drakeford
>
> Phone: 202-512-0885

######## Rev. May 2002 

**VIII - Travel Information for DLC Members**

**VIIIa --Council Meeting Sites are listed at:**
http://www.access.gpo.gov/su_docs/fdlp/council/meeting.html

#### VIIIb -- About Council Travel

The Government Printing Office supports the meetings and activities of
the Depository Library Council by paying for Council members\' travel
expenses to the Fall and Spring Council meetings. Travel expenses
include transportation, lodging, and per diem expenses (meals, etc).

Approximately 4-6 weeks prior to the Council meeting, you will receive a
copy of your \"Invitational Travel order.\" The travel order details the
terms of your authorized travel support, and provides instructions on
how to make travel arrangements. The travel agency will issue an
E-ticket, and you will be e-mailed or faxed the flight information.

Included with your travel order will be copies of Travel Voucher forms
(one white form and two yellow extension forms). You must complete the
travel voucher forms after your trip in order to be reimbursed for
meals, mileage of a private vehicle, or other expenses directly related
to your attendance at the Council Meeting.

[LODGING]{.underline}

The travel order will list the name and location of the hotel and the
nights for which your stay will be covered. GPO will reserve all hotel
rooms for Council members, so you do not need to call the hotel if your
travel plans (i.e. dates and number of nights) are identical to those
described on the travel order. If you have any changes to the travel
order, please report them to the contact person on the order.

If you wish to stay additional nights, you must make reservations for
any extra nights on your own, and at your own expense.

[TRANSPORTATION]{.underline}

The travel order authorizes travel by rail, commercial aircraft, bus,
and privately owned automobiles. All airline or rail tickets must be
purchased through the government-authorized travel agency. The tickets
will be billed directly to GPO, and you will incur no out-of-pocket
expenses. The current travel agency with phone number for GPO is noted
on your travel orders.

You must make your own airline or rail reservations by calling the
travel agency. Always tell the travel agent that you need to use a
*Government Contract carrier*. This will ensure that the ticket is
issued at government rates. Once you have made your reservation, be sure
to ask the travel agent for the price of your ticket. This allows you to
double check that the fare is within the government contract rate
authorized on your travel order.

You will have to make arrangements with the travel agent to pick-up or
receive your ticket. Tickets can either be picked up at the airport, or
they may be sent to you via mail/delivery service. Try to make your
reservations ahead of time in order to allow ample time to receive your
ticket.

If a problem occurs and your ticket is not ready, you will need to pay
for it and be reimbursed for the cost. Contact Annie Drakeford, GPO
Travel Specialist (202-512-0885) if you have any problems with
reservations or tickets.

Travel by privately owned automobile will be reimbursed at the current
government mileage rate. You will need to complete the travel voucher
form in order to be reimbursed for mileage, and include your receipts
for gas, tolls, etc.

###### MEALS AND OTHER EXPENSES

You may be reimbursed for meals and other travel expenses directly
related to your attendance at the Council meeting up to the per diem
rate authorized on your travel order. After your trip complete and sign
the travel voucher forms including all receipts and send the complete
form to Gil Baldwin, Director, Library Programs Service, U.S. Government
Printing Office, Washington, DC 20401.

If you have any questions or problems completing the travel voucher
forms or making a claim, please contact Annie Drakeford, GPO Travel
Specialist at 202-512-0885.

####### Travel Checklist

-   Your GPO travel order should arrive 4-6 weeks before the Council
    meeting. Report any changes to your order to the contact person on
    the letter.

-   Hotel reservations are taken care of by GPO

-   You must call the travel agency to make your airline/rail
    reservations (tell them you\'re with GPO and ask for a Government
    contract carrier). Arrange to pick up or receive your ticket via
    mail or delivery.

-   Save all receipts for reimbursement. It is not necessary to save
    meal receipts.

-   After your trip complete and sign the travel voucher forms including
    receipts, and send the forms to GPO. Because all mail using the USPS
    sent to GPO is being sent away and irradiated (taking an extra 4+
    weeks), Council members may wish to send the reimbursement requests
    in via Federal Express or UPS to ensure reimbursement in a timely
    manner.

-   For assistance at any time please contact Annie Drakeford, GPO
    Travel Specialist (202) 512-0885.

######### Reviewed and revised May 2002

**IX - FAQ's and Information for new Council Members:**

*Communication with GPO* -- As Council members you enjoy a special
status with GPO. GPO personnel are very much aware of who is on council
and they respond quickly to your suggestions, comments, self-studies,
and complaints. Council requests are moved to the front of the line in
getting a response from GPO. It is helpful in communication (e-mail,
phone etc) that you clarify whether you are speaking for Council, as a
Committee Chair, or as an individual with a question or concern.

*Talking to the Press*: Sometimes members of Council are contacted by
the press because they are on Council. Because we advise the Public
Printer, when you talk to the press you need to make it clear that you
are speaking only as a professional, not as a Council member (some
libraries don't even like staff speaking for the library, so be sure to
know your local institution policies, as well).

The Communications/Information Exchange Committee is putting together
some information about talking to the press for the Council Web site.
Please check these if you even suspect you may be contacted! It's much
better to be prepared for this eventuality than to be caught off guard.

Q: How strict is Council about Parliamentary Procedure?

A: Not strict at all. We generally only vote when it appears that a
decision is not a majority. Most of the time it is by consensus or
"thumbs up." Most of the discussion around the table is "free" with the
Chair only getting involved when there appears to be people frustrated
by not getting a word in!

Q: I've been to enough Council meetings to know how vociferously our
colleagues advocate for the pet peeves and projects. I assume Council
takes this into account, but how is that possible given the tight
schedule you're under? To what extent should I expect to advocate for
questions brought up by colleagues?

A: The critical thing to keep in mind is "*how should Council advise the
Public Printer*?" Or "*What do you want GPO to do about this*?" So, our
activities focus on what advise we would give GPO. If someone complains
about an agency publication, (e.g. a decision by an agency to stop
publishing a series, or a decision by an agency to publish an important
series only on the web), that is not under GPO's control. We can
encourage GPO to engage in dialogue with them to ensure permanent public
access, but we don't address concerns to any agency outside of GPO. We
might, however, advise the concerned librarians to work through their
professional association to contact the agency. If you aren't sure about
the issue, bring it up, and Council can decide the appropriate
resolution for the issue.

Just before Council, Council Members and Council Committee Chairs are
polled about issues of concern and we try to get a sense of how these
will be addresses throughout the meeting. At the meeting, the audience
members also bring up issues. Some are appropriate for Council, some are
answered by GPO at that point.

Q: How can I organize my time to the best advantage? How can I be
prepared?

A: What would be good would be to look at the recommendations for the
past couple of years to get a sense of what Council has been discussion,
the type of work we do, and the general direction we're moving in. For
example, 2001-2002 had Self-Study issues, and Depository Library
Attrition as a focus -- and these issues will move into 2002-2003.

Q: How can I get organized- what do I bring to Council, and why are
there so many people walking around with huge notebooks?

A: Many Council members keep one or more years of Council members and
Committees List, Minutes, Recommendations & Responses, and Handouts to
Council for quick reference. Council Members may also bring copies of
the recent press releases and *Administrative Notes* with relevant
articles for work at the meeting. You need to think about your own
working style and how you would use this information to figure out what
you'll need to bring. Generally it takes only one or two frustrated
moments for Council Members to start taking notes about what *should*
have been brought!

######## Created May 2002