Attending: Carolyn Weaver, Michelle Dennis, Sherry Smith, Martha Osgood, Julie Kawabata, Cher Paul, Cathy Martz

President, Carolyn Weaver, called the meeting to order at 9:00 a.m.

The minutes of the previous meeting held on October 11, 2003 were approved as submitted. Future minutes will be distributed, approved and posted on the web site within one month.

Treasurer's report: Cher Paul reported that the chapter's bank account is now balanced.

The budget for this meeting was reviewed. The chapter will reimburse Carolyn and Cheryl for the door prizes. The giving of gifts to speakers, panelists and volunteers was discussed. In the future, our first choice will be to offer an honorarium or stipend to speakers. If the speaker chooses not to accept a stipend, a gift would be appropriate. For panelists, we will waive a portion or all of their registration fee. Officers may receive small gifts, plaques, or gift certificates ($15-$20).Volunteers will be recognized with certificates or bookmarks. The volunteer committee will take care of gifts.

Bookfest budget: Carolyn was unable to contact Barbara Kempf. We will not ask Barbara for a proposal for a booth at Bookfest at this time. The subject is tabled until there is further interest.

Old Business:

Item: Move PNW web site to a separate domain:
Carolyn and Kari Kells have discussed moving the PNW web site off Kari's personal domain. Kari may remain as webmaster with backup when she is unavailable. ASI is proposing to host chapter web sites at asindexing.org. Chapter web sites must abide by ASI protocol. While we would like to have a presence on the ASI web site, the objective of the PNW web site will be to support the chapter, advance indexing in the Pacific Northwest, and include a directory of PNW indexers. We will research registration and maintenance fees for our own domain until we receive an official proposal from ASI.

Item: Bylaws amendment
In December 2002, an election was held to amend the chapter bylaws to stagger the terms of Treasurer and Secretary (two-year terms with one year overlap). The motion passed. However, the bylaws were never amended. We now have the wording of the amendment, and the bylaws have been amended. Cathy will send the amendment to Kari for posting on the web site.

Item: Chapter business cards
Chapter business cards should be used only for official chapter business. Cher will be responsible for producing them and distributing as needed to committee chairs and volunteers.

New business

Item: Vice President/President Elect vacancy
Discussion of possible ways to fill the position. Our preference would be for the President to appoint a Vice President, who would run for election as President in 2005. The appointed Vice President would finish planning the Fall 2004 meeting in Seattle, which is almost complete.

Item: Recruiting and training of new officers
Sherry suggested strategies for recruiting volunteers to serve as officers.

Item: Nominations
The past-President has served as nominations coordinator. Sherry would be willing to serve as nominations coordinator.

Item: Discussion of the board loop e-mail list At this time the board loop includes approximately 25 people. Carolyn will let us know who is on the list. Possible groups include a decision-making group; a discussion group; Board only (executive committee); and officers and committee coordinators.

Item: Publishers' Guide (directory of indexers on the PNW web site)
We had a request from an indexer to be added to the PNW directory. All new additions will be postponed until the next edition.

Cheryl and Debra are willing to do the Indexers' Guide. This edition will be online only, with a PDF version which could be printed as needed. Listings in the Guide will be available only for ASI members. The fee for listing in the Guide should support the Web site, and will be $20 per year. Since we getting a late start this year, the $20 fee will cover two years.

Item: Fall meeting
Ron Sheriff got preliminary information from the conference facility and hotel in Bremerton. The problem is transportation (ferry) and price of hotel accommodations. The consensus is to return to Bastyr University in Seattle. The only criticisms received after last year's meeting at Bastyr were lack of a microphone and the room was too cold, both of which could be easily corrected. A budget for meeting at Bastyr was reviewed. Carolyn will check on hotels close to Bastyr that might have blocks of rooms available. Carolyn will sign a contract and make a deposit for the room at Bastyr.

At our last meeting at Bastyr we had 55 registrants, and the room holds 80. For this meeting we will invite:

• IASC/SCAD
• students from the University of Washington library school
• ASIS&T
• Microsoft indexers
• Seattle tech writer girls

We will give the Pacific Northwest Chapter members time to register before inviting other groups.

Meeting was adjourned at 11.05 a.m.

Cathy Martz
Secretary