ATTENDING: Kristin Manke, Sue Ellen Adkins, Nancy Donnelly, Robin Hilp, Sherry Smith, and Debra Spidal

1. Kristin called the meeting to Order at 5:18 p.m.

2. Minutes from Eugene meeting had been previously approved. Kristin will verify that the web version is correct.

3. Treasurer's report and analysis of expense projections for year provided by Nancy Donnelly. Copies provided to Board Members and copy filed in Secretary's Handbook. Nancy would like to have our year-end balance higher than in 2001.

Sherry commented that until Eugene meeting 2001, all conferences had made money.

Suggested that dues allocation could be earmarked for newsletter.

Laura Orr has requested a refund for Seattle meeting, as she was unable to attend.

Action: agreed to give her $67.50 based on 75% after March 20 deadline.

Action: In future refunds will be given at 50% if requested after registration deadline.

Discussion of travel costs for Board members to attend May Board meeting.

Action: The officers have decided to hold a once-a-year meeting to discuss issues that cannot be easily discussed on e-mail and require more time than is available at the meetings. The first-ever board meeting will be held in Seattle in May. Anyone with items is encouraged to talk to the officers and have the issues raised at the meeting. We agreed to pay travel expenses of Secretary to Seattle for the May Board meeting. We will also pay expense for Vice-president if she desires. The President turned down the offer to be reimbursed because she has other business to attend to while in Seattle and will use moneys for that effort to cover her costs.

Request to raise single issue cost of newsletter to $5 to match cost of annual subscription now that newsletter is only issued twice per year.

Action: approved. Need to update website to reflect this change.

Proposal: Maria has requested assistance in paying copy cost of packets for her presentation as it was much more expensive than anticipated.

Action: agreed to pay half now and rest is we have enough money later. Updated info: Maria asked that we pay no more than half of the cost.

Discussed PDS grant and possibility of receiving additional money from ASI since meeting cost more than anticipated.

Action: Secretary will request additional $200 in PDS final report if ASI has any unexpended PDS grant funds.

Pro Bono
Marketing/PR/Pub Guide
WebSite

Indexer fade-out: Sherry, Melody, and Drew were working on finding out why there is an indexer fade out in the chapter. A preliminary report from Sherry noted that part of the problem was a lack of time for networking with others in the same place in indexing. The suggestion was more round tables of break out sessions. Sherry, Melody, and Drew will be working on this more in the upcoming months.

Robin suggested that we might do what STC does and have a meeting where the program is a party. STC does this for the annual meeting.

Action: this will stay on Sherry's to do list. Secretary offered to provide list of members who did not attend meeting if Sherry thinks it will be of use.

Archivist functions (Sherry) - tabled for May meeting

Fall meeting (Sherry and everyone else) - Proposal by Martha to hold at Eugene Hilton. Martha provided contract in advance for discussion. Sue Ellen commented some associations have negotiated lower rates for rooms. Cost is based on food/room combination. Nancy requested that Martha renegotiate contract.

Action: tabled for further discussion at May meeting; continued scouting for locations encouraged.

Formal telephone budget (Sherry) - tabled for May meeting

Old registration forms & evaluation summaries (Sherry) - tabled for May meeting

Officer Loop use (Sherry)- Sherry explained that the Loop started as a way to expand the volunteer base. There are now 30 people on it. How to make it manageable again and return to purpose of growing officers.

Ideas: more time allocated for officers meeting; consider checking with loop members to see if they still want to be on the list.

Question: the biggest question seems to be how to use the Loop to get information and consensus while helping "grow new members." Kristin wants to spend some time thinking about the best approach for this list.

Suggestion: by Sherry to use INDEX-PNW for announcements.

Suggestion: send announcements to INDEX-PNW when minutes are posted on the website.

Peer Review as Chapter Function/Committee (Robin) - tabled for May meeting

Publisher's Guide -

Action: Kristin will send out questions next week and we will handle this discussion by email and at May meeting.

Student attendance at Spring meeting - coordination, rates, etc. - tabled for May meeting

Volunteer recognition format (Sherry) - tabled for May meeting

Barbara requested $150 for Book Fest booth. We have supported booth at Book Fest for several years now.

Action: Barb will watch for due dates, be available both days, put out teasers on list and will send request out for volunteers in August.