Approved via e-mail 11/2002
[corrections in brackets 6/19/2003-jk]

Attending: Kristin Manke, Robin Hilp, Nancy Donnelly, Barbara Kempf, Kathy Duffy, Dale Tigner, Martha Osgood, Helen Passey, Sherry Smith, Cathy Martz, Cher Paul, Julie Kawabata, Ron Sheriff, Debra Spidal

1. Meeting called to order by President at 0805 hrs

2. Minutes from previous meeting approved via email on 6/30/02 and posted on website

3. Treasurer’s report – estimates through 9/29/02: income $13,250.15 less expenses $7,216.40 for a balance of $6,013.75. Final balance for year will be recalculated after all income and expenses are verified. Complete report on file.

4. Committee Reports
Nominating – see below
Pro Bono – on file
Marketing/PR/Pub Guide – on file
Volunteer – on file
Action – Kristin will forward copies of missing reports for inclusion in files

5. Old business
Item: Officer Nominations (Barbara)
Update: Barbara has recruited Carolyn Weaver and Cher Paul to run for Vice-President and Treasurer, respectively. Nominating committee will handle election proceedings.
Action: Barbara will get template for ballots and send to Ron Sheriff who has agreed to print and mail the ballots. Drew will be asked to receive and count ballots. Kristin will request bios from candidates and create timeline for election to be completed. Recommended that self-addressed envelopes be included with ballots to improve response rate.

Item: Seattle Book Fest (Barbara)
Update: Barbara is recruiting volunteers to fill two-hour time slots at Book Fest
Action: Barbara will post request for additional volunteers on INDEX-PNW and to membership list.

Item: PNW/ASI Indexers Directory (Debra)
policy for interim additions [and refunds]
refund for an indexer
Issue: need to set fee for inclusion in online directory. Need to refund directory fee to [a member who did not renew and thus does not qualify for inclusion in directory]
Action: Fee is set at $35 until new edition of print directory is organized. Members will still be removed annually if they do not maintain membership. Members asking to be listed close to next edition will be warned that a new fee will be charged. Check was issued to member referenced above.
Item: “How to Plan a Meeting” guide – Debra’s copy has been posted on website in the guides section. Can be updated as needed.
Issue: reminder to board to update pertinent sections as needed. No other action required

Item: [A member who registered for the Spring 2002 meeting but didn't attend] asked that her registration fee not be refunded but used to help another indexer or have a party – deferred from Spring meeting
Action: Agreed to use money to pay for a break at Richland meeting. Debra will provide signage acknowledging donation for the break table.
Item: Indexer fade-out (Sherry, Melody, Drew) deferred from Spring meeting
Deferred to Spring meeting.

Item: Archivist Functions (Sherry) deferred from Spring meeting
Issue: reminder to board to send Elspeth anything we have including old registrations and emails. Elspeth will sort and decide what is or is not of value. Cathy Martz will print pictures from yesterday’s meeting and send to Elspeth

Item: Old registration forms & evaluation summaries (Sherry) deferred from Spring meeting
Action: Debra will box and send to Elspeth.

6. New business

Item: Meeting locations for 2003
Spring 2003 - Richland
Summer 2003 – Portland (Robin)
Fall 2003 – TBD
Action: agreed to two meetings for next year due to National being in Vancouver. Spring 2003 in Richland on April 12.
Fall meeting will be September 27. Will request volunteers for Fall meeting in Portland, if we do not get volunteers by April meeting we will fall back on Eugene. Martha will make reservation for Baker Center in Eugene, which will be canceled if Portland volunteers are found.

Item: ISAC-SCAD discount for PNW/ASI meetings (Kristin)
Discussion of why and how ISAC discount was first offered.
Action: Sherry will check on reciprocity of discounts with ISAC.
Item: PNW/ASI business cards (Debra)

Issue: current cards have incorrect and inaccurate information.
Action: Barbara will have new cards printed at Kinkos.

Item: Nationals' financial situation and impact on chapter
Issue: National has approached the chapters through the chapter relations committee asking for financial support from the chapters to help with the current deficit.
Discussion followed with the agreement that no decision could be reached until more details about the actual financial status of National is received. Suggestions included promotion of attendance at the National conference via scholarships/stipends; return PDS grant received Spring 2002; forgo dues allocation [to be received in 2003]; offer to sponsor a speaker or break at the National conference.

7. Meeting adjourned at 1000 hrs. Location of next meeting to be announced later.