In attendance: Sherry Smith, Martha Osgood, Barbara Kempf, Carolyn Weaver, Cher Paul, Judi Gibbs, Jane Henderson, Scott Smiley, Cathy Martz, Julie Kawabata, Elspeth Pope, David Billick, Michelle Dennis.

The meeting was called to order at 8:15 a.m.

Treasurer’s Reports
   The outgoing Treasurer’s report was submitted by Cher Paul; the current report was submitted by Scott Smiley. Discussion of whether submission of the outgoing treasurer’s reports should be added to our chapter by-laws or handled on an operations-manual level. A motion was made to require the outgoing treasurer to provide a report to the incoming treasurer on an operational level only; not to amend the by-laws. The motion passed unanimously.

David Billick gave us a summary of the evaluation forms for the April 2 meeting. Responses were favorable in all areas.

Fall Meeting
  Suggested dates include September 24 or October 1, 2005.
  Discussion of possible program ideas: tax tips; useful computer freeware; a big-name speaker will help draw attendees.

On-Line Meetings
  There is a need to capture online discussions into a Word document or file for access on our web site. We will ask the Web Committee to set up a page for this purpose, and the chapter Secretary will have online meeting reports posted.
           
PNW Chapter 10th Anniversary (1995-2005)
  Discussion of celebration activities for Fall 2005 and Spring 2006 meetings. Suggestions include a special cake for the Fall 2005 meeting and a reunion of charter members. Martha Osgood will chair a committee to coordinate the celebration with an auction of the chapter lending library materials and perhaps a fund-raising auction. Chapter members might know of someone who could donate items for an oral or silent auction such as artwork or use of a vacation home. Funds raised could be used for scholarships to a national meeting or booking a major speaker with a low registration fee for attendees.  
  Elspeth Pope informed us that the lending library’s copy of  Indexing, The Art of  by Knight has disappeared, and will not be available for auction.

Trade Show Guidelines
  Discussion of eligibility to work at trade show booths such as Wordstock in Portland, pertaining to chapter membership and indexing experience.
Points made during the discussion:
We are promoting ASI and the PNW chapter, which is funding the booth.
In past experience (Bookfest in Seattle), visitors to our booth have wanted to know (1) What is an index?; and (2) What part of publishing does indexing represent?
Inexperienced and experienced indexers could be paired at the booth.
There was some objection to putting years of experience on nametags.
If we require membership to work at a booth, who are we excluding? We have some very active nonmembers.
Because the Wordstock booth is already staffed for 2005, we will make no membership or experience requirements for this year. The following motion was made for future trade shows: PNW representatives at trade show booths will be members of ASI or equivalent (IASC/SCAD) or have attended a chapter meeting within the previous 12 months. The motion passed 4-2. We will revisit this issue at a future date.

Cancellation and Refunding Policy for Chapter Meetings
  The policy stated in the October 2004 minutes, “cancellations two weeks before a meeting receive a 75% refund; after that, refunds are at the Treasurer’s discretion” is ambiguous. A motion was made to amend our cancellation policy to read, “cancellations two weeks before a meeting receive a 75% discount, with no refunds thereafter.” The motion passed unanimously.

Long-Term Planning Committee
  This committee will work with the Vice-President/Program Coordinator to plan programs for meetings more than six months away. Volunteers are Judi Gibbs, Julie Kawabata, and Carolyn Weaver.

Policy and Guidelines Committee
   Martha Osgood and Julie Kawabata will work on [something].

Speaker and Presenter Fees
  Discussion of  remuneration of outside speakers and fee waivers for chapter members who are presenters or panelists at meetings. A motion was made to fully waive meeting registration fees for any speakers or panelists at chapter meetings. Honoraria will be considered on a case-by-case basis. The motion passed unanimously.

Recruitment and Development of New Officers
  Discussion of ways to encourage members to volunteer to serve as chapter officers. Suggestions included taking turns on Index-L or Index-NW, talking about chapter activities and benefits of serving as officers. Martha and Sherry will work on this.

ASI Requirement of Two Chapter Meetings per Year
  In years when the ASI national conference is in close proximity to the Pacific Northwest, our chapter meetings have lower attendance. Carolyn Weaver and Julie Kawabata will ask ASI to waive the two-meeting-per-year requirement in those years, allowing us to hold one chapter meeting.

The meeting was adjourned at 10:10 a.m.