Attending: Kristin Manke, Robin Hilp, Barbara Kempf, Nancy Donnelly, Debra Spidal

1. President called the meeting to order at 8.20 a.m.

2. Minutes from previous meeting approved and will be posted to PNW/ASI website.

3. Treasurer's report submitted and accepted. (On file)

Old Business:
Item: Officer Nominations (Barbara)
Issue: Need to appoint a nominating committee. Nancy advised Board that she will be moving to Washington, D.C., after the Fall meeting. Therefore, the nominating committee will be looking for a new treasurer as well as a vice chair. Reminder that Board members must be PNW/ASI members. Brief discussion of whether time in ASI should be considered before member serves on Board.

Action: Barbara and Kristin will ask Drew Proctor and Ron Sheriff to be on the nominating committee.

Action: Debra will send current membership list to all Board members as soon as ASI responds to request.

Item: Seattle Book Fest (Barbara)
Update: Book Fest will be October 19-20, 2002, at Sand Point, Magnussen Park. Barbara has already sent the registration fee.

Action: She will send a teaser to INDEX-PNW and Index-L in August. She will request volunteer commitments after Labor Day. Sign-up sheets for reserving time slots will be available at the Fall meeting.

Item: Publisher's Guide
Action: Kristin will talk to Cheryl about split mailings to members (direct email to members) and non-members (via Index-L and INDEX-PNW) to promote membership. Kristin will check with Cheryl on the status of sharing our publisher's list with ASI. Agreed to charge $35 per listing. Cheryl will receive a free listing for her services in putting this project together. Discussed a contest to choose new name for Publisher's Guide.

Item: Peer Review as Chapter Function/Committee (Robin)
Discussion of pros and cons. Meeting size has grown lately (more than 80 people attended the spring meeting in Seattle, WA) and members might prefer small regional meetings (within the chapter region). However, this would create a lot of additional work for the existing Board members.

Action: Agreed to ramp up Speaker's Bureau to support informal groups as needed and desired. Initiate a series of articles in chapter newsletter on how to meeting and offer to send officers out to speak with groups on request. Market Speaker's Bureau to STC.

Item: Spring meeting review
Consensus: We had a great Spring meeting. Reviewed meeting summary (on file) and evaluation summaries (on file).

Action: Return to three one-day meetings per year rather than two 1.5-2 day meetings.

Item: Fall meeting
Discussion of alternate location if a site in Eugene cannot be agreed on. Portland State University seems to be willing to work with us.

Action: Robin will ask Martha to check cost for a one-day meeting at the Eugene Hilton and the Downtown Athletic Club. Discussion of possible topics and meeting schedule: interest in morning panel discussion on marketing and afternoon session on history and biography indexing. Agreed that meeting should not start too early.

Action: Robin will contact possible speakers, and we will work on agenda when a speaker/s have been determined.

Item: Spring meeting vs National 2003 (Kristin)
Determined that there will be no conflict in scheduling of Spring meeting to avoid National.

Item: Meeting schedule for 2003
Spring 2003 - Richland (mid-April)
Summer 2003 - Portland
Fall 2003 - TBD

Item: Student attendance at Spring meeting -coordination, rates, etc.
Agreed that one coordinator to work with students would be preferable for the next meeting held at University of Washington. A faculty contact would be useful to assist with arrangements. Student rates will be offered when it is part of the package for a free or reduced room rate.

Item: Updates to your section of the "How to Plan a Meeting" guide
Action: Determined that the guide on the website is not the most current copy available. Kristin will incorporate her notes into the copy and then send it back to Debra, who will review it.

Item: Officers Loop (Kristin)
Deferred while more thought is given to implications.
Correction: Officers Loop has been discontinued.

Action: Kristin will see if the chapter email list can be renamed INDEX-PNW since it is open to anyone, not just chapter members.

Item: Formal telephone budget (Kristin)
Decision: Board members may request reimbursement for chapter related phone calls as needed.

Item: Officer terms: Are we asking too much with the two- and three-year terms? Are we in trouble when both Debra and Nancy leave at the same time?

Discussion: With Nancy resigning after the Fall meeting, we will be able to put the secretary and treasurer on alternating election years. We will continue to look at ways to redistribute duties so that no one position is overwhelmed. The Spring meeting was unusual, and we probably will not have that amount of work at future meetings.

Items tabled for Fall meeting
Item: Laura Orr has asked that her registration fee not be refunded but be used to help another indexer or have a party.

Item: Indexer fade-out (Sherry, Melody, Drew).

Item: Archivist Functions (Sherry).

Item: Old registration forms & evaluation summaries (Sherry).

Item: Spouse rates policy (KM)
Issue: some couples are "sharing" ASI membership and both taking discounted rates on meetings. We do not receive dues allocations or PDS grant funds for the non-member spouse. Do we need a policy to address this issue?
Correction: There is no spouse rate, no policy required at this time.

New business
No new business

Meeting was adjourned at 11.35 a.m.

Next meeting to be held at the Fall meeting, time, date, and place TBD.

Debra Spidal
Secretary

Minutes approved via email 6/30/02