In attendance:
Julie Kawabata, Kathy Anderson, Gayle Davies, Beth Palmer, Colleen Dunham, Scott Smiley, Jane Henderson, Cher Paul, Sherry Smith, Martha Osgood, Sandy Farrell, Cathy Martz, David Billick, Kate Mertes, Mary Harper.

The meeting was called to order at 8:40 a.m.

Richland meeting review
David Billick reported on the results of the evaluation forms. On a scale from 5 (highest) to 1 (lowest):

4.2 NASCAR Indexing program
4.5 meeting room
4.2 food
4.4 location
4.3 meeting valuable to you personally
4.5 meeting overall
4.9 average years indexing experience

Twenty-five to thirty percent of our attendees were beginners. We need to take this into consideration and tailor our programs to beginning and experienced indexers.

The use of the 5-1 number rating system was discussed.
It was felt that many attendees may mark 4 or 5 at the end of the day when they are tired; instead of the number system, more specific questions would give us a more accurate evaluation our meetings.
David and Colleen will follow up with attendees by e-mail to get more comments from attendees.

Possible formats and topics for future meetings included
one large two-day meeting;
representatives of indexing software companies;
technology in general

Treasurer’s Report
Scott Smiley reported that there will be a loss of approximately $300 to $500 on the Richland meeting. which was not unexpected. Scott will distribute an e-mail report on the breakdown of attendees by east or west of the Cascades.

There was a gain of $260 on the Spring 2005 meeting in Eugene.

Discussion of best ways to use the cash in our account:
1. Marketing and community relations
--support of Portland State University (PSU) workshop on publishing;
--marketing to publishers with a professionally designed brochure;
--build our membership
ooo Index-L has a lot of non-ASI members
ooo Could we ask them
~~~ why they aren’t members of ASI;
~~~ why they don’t participate or attend meetings
--we should build relationships with teachers of indexing
--Jane will tailor a message to those people to find out what would interest them.

2. PNW Chapter’s 10th Birthday Party (see below)

3. Scholarships - we could underwrite someone’s attendance at a meeting, require volunteer service on a committee in return.

Discussion of keeping a minimum balance in our bank account, based on operating expenses for one year.

Interim Actions by Board
Cathy Martz reported on motions passed by the Board since our last meeting in April:

• Our policy on bank signature cards will be as follows: “On a yearly basis, each January, the signature cards shall be updated to add the incoming president and any incoming treasurer, and to remove the outgoing past president and any outgoing treasurer.” This motion passed unanimously.

• Amendment to Chapter By-Laws, Article V, Membership
“The Pacific Northwest Chapter shall include ASI members residing in the states of Alaska, Idaho, Montana, Oregon, Utah, and Washington. ASI members residing in the Canadian provinces of British Columbia and Alberta shall also be regarded as full members of this chapter.”
This amendment was voted on by membership in our September election, and was passed unanimously.

Policies and Guidelines
Julie Kawabata and Martha Osgood will gather past information, such as meeting minutes, and make it available to members.

Old Business

Archival responsibilities: Our chapter archivist, Elspeth Pope needs more material for our archives. Sherry will ask Elspeth what she needs for the archives. The Secretary will make a checklist of items to be sent to Elspeth on a continuing basis.

The chapter officers’ e-mail list (indexing officers loop) needs to be updated. The following motion passed:
The indexing officers loop will include current officers, former officers for one year after the end of their term, newly-elected officers, committee coordinators, any ASI representatives, and the chapter archivist.

Discussion of the availability of archives on INDEX-PNW. Beth Palmer will find out if the PNW web domain has archive capabilities and report back.

Board communication to members.
Sherry and Martha will work on this.

Long-Range Planning Committee
Colleen will put together a committee of volunteers.
David will provide past meeting information.

Wordstock book festival in Portland
The next festival will be April 22-23, 2006.
Jane Henderson reported on the 2005 event. Visitors enjoyed stopping by our booth. “Win a Word” was very popular. We have signed up for a booth for 2006. Our emphasis is on contacting publishers.

Directory
Discussion of benefits of the online member directory.
Previous annual fees supported a print version of the directory and cost of web site. Our web site annual fee is low, and the directory can be printed by any individual wishing a hard copy.
Discussion of chapter treasury and financial considerations and a need to simplify the process.
The following motion passed:
Effective January 1, 2006, we will eliminate the fee for the PNW directory, and it will become a membership benefit.

10th Anniversary Celebration
Martha Osgood will chair the committee. Volunteers are Gayle Davies, Jane Henderson, Cynthia Landeen, Cathy Martz, Beth Palmer.

Suggestions included:
* create a logo, a variation of kohlrabi
* fun things on a monthly basis, building up to the birthday celebration in October
* motto, slogans
* party favors
* lending library auction
* crazy auction
* auction items could require service on a committee
* recognize chapter achievements and history
* interview past presidents
* interview founding members
* create marketing opportunities
* think about Index, Washington as site of the celebration

ASI’s two-meeting annual requirement
Julie Kawabata reported that this question is being addressed by ASI.
Julie has a copy of the old chapter manual, which is being revised. It is available to anyone interested in reviewing it.

New Business

Jane Henderson reported on marketing committee activities.

~ should we change “marketing” to “community relations”?
~ ways to recognize publishers who provide good indexes
~ PSU publishing classes
~ chapter brochure
~ directory
~ new member contact and follow up
~ marketing committee – new member coordinator
~ press releases
~ five people signed up for the marketing committee at the Richland meeting
~ Should we hire a professional marketing person?
~ Should we have time at each meeting for problem-solving and feedback?
~ The marketing committee would like 1 to 1 _ hours at the next meeting for a focused discussion to brainstorm marketing possibilities. Jane could prepare an outline to present to the board within two months.

PSU – Ooligan Press

^ Jane outlined the program
^ Possible class or workshop on indexing; perhaps presenters from Speaker’s Bureau
^ Should chapter provide financial support to Ooligan Press?
^ Should chapter provide pro bono mentor relationships to students?
^ Coordinators of Marketing, Speakers’ Bureau, Pro Bono committees (Jane, Cynthia and Sherry) will discuss.

Pro Bono Committee

• Discussion of whether to continue only with nonprofits.
• We have been approached by individuals who want indexes, but who don’t have the means to pay for indexing services.
• Concerns raised about the quality of indexes prepared by new indexers without mentorship.
• Decision to leave our guidelines as they are. Sherry will direct individuals to our member directory.

Web Site Committee
* Needs people with technical expertise.
* Three people showed interest at Richland meeting.
* The web committee will put out a call for specific jobs, and a wish list, which will be found at www.pnwasi.org/webprojects.htm.

Spring 2006 Meeting
April 8-9 was suggested as the date for the spring meeting, to be held in Eugene. Martha will check to see if the Baker Center is available on that date.

Fall 2006 Meeting
We will aim for September 16-17 for the fall meeting. Think about Index, Washington as a possible location for our 10th anniversary celebration.
The chapter will work on building a relationship with Portland State University, and a benefit might be meeting space in Portland.

The meeting was adjourned at 11:00 a.m.

Respectfully submitted,

Cathy Martz
PNW Secretary