The meeting was called to order by President Carolyn Weaver at 9:15 a.m. In attendance were:

Carolyn Weaver, President
Cathy Martz, Secretary
Sherry Smith, Co-President nominee
Martha Osgood, Co-President nominee
Scott Smiley, Treasurer nominee
David Billick, Vice President/President-Elect nominee
Barbara Kempf, Interim Vice President
Cher Paul, Treasurer
Julie Kawabata, ASI Board member

The minutes of the previous meeting held on April 18, 2004 have already been approved via e-mail and posted on the PNW web site. Copies of the April 18 meeting minutes were reviewed.

Treasurer's Report: Cher Paul reported that prior to the fall meeting the chapter had a balance of approximately $5,200. According to her estimates, the chapter will lose some money on this meeting. We had budgeted for 65 to 75 attendees. We had a total of 40 attendees. Two people who registered were unable to attend. The issue of refunds was discussed. Our cancellation policy will remain as is: cancellations two weeks before a meeting receive a 75% refund; after that, refunds are a the Treasurer’s discretion. The specific date for refund is included in each meeting’s registration form.

Trade Show Budget: Barbara Kempf reported that Book Expo has been taken over by a new organization. Since then the PNW Chapter has not participated because of uncertainty of the new organization’s ability to continue holding Book Expo. The benefits to having a table or booth include advancing the profession of indexing, as well as job opportunities for chapter volunteers. A suggestion was made to locate Information Today Inc.’s circulating collection of books on indexing that might be available for display if we decide to participate. Barbara will check out Book Expo this year to see if we want to participate in the future, and will report back to the Board.

Old Business

Confirmation of price and listing terms for Publishers’ Guide:
The minutes of the April 18 Board meeting were not clear regarding the fee for a listing in the directory, and the term. To clarify, this year’s $20 fee paid in June 2004 will pay for a listing until December 2005. Beginning in January 2006, the fee will be $20 per calendar year. The fee will support the web site.

Continuing discussion about growth and development of future chapter leaders, including 2005 activities with probable co-Presidents.

New Business

Lending Library: Our lending library has had very little activity, and the Board agrees that it has outgrown its usefulness. The library will be disbanded, and Sherry will recruit a committee to oversee the distribution of materials to chapter members. Suggestions included an auction of popular items such as Hazel Bell’s book; any periodicals not wanted by chapter members could be offered to ASI; and other items left over could be donated to a library school.

2005 meeting schedule and locations:

The Vice-President/President-Elect is responsible for planning chapter meetings. He/she should recruit a co-chairman from the city where the meeting will be held, who can help with facilities and lodging arrangements.

For our spring meeting, dates from April 12 through mid-June are blacked out due to ASI’s policy of not holding a chapter meeting within four weeks before or after the national meeting (to be held in Pasadena, California May 12-14, 2005).

Available dates are:

Spring - April 2 or 9
Fall - September 21 or October 1

The Board would like to hold a 2005 chapter meeting in Richland, and feels that fall would be a better time of year to drive up the Columbia Gorge, rather than early April, when the weather can be icy. The volunteer base in Portland is unknown. Therefore, we will schedule meetings as follows:

Spring 2005 Eugene, Oregon Martha Osgood will work with David on arrangements.

Fall 2005 Richland, Washington

The Board discussed ASI’s rule of requiring chapters to meet twice each year. When the national meeting falls in or near our area, such as the 2003 meeting in Vancouver, BC and Pasadena, California in 2005, many of our members choose to attend the national meeting rather than travel to chapter meetings. In those years the chapter risks losing money on meetings that are not well attended. The Board asked Julie Kawabata to raise the following with ASI:

1. Why is the chapter required to meet two times per year?

2. Proposal: In years that ASI’s national meeting falls in our area (West coast), may we be allowed to hold only one other chapter meeting?

There was no other new business.

The meeting was adjourned at 10:45 am.

Respectfully submitted,

Cathy Martz
PNW Chapter Secretary