In attendance were: David Billick, Colleen Dunham, Mary Harper, Scott Smiley, Martha Osgood, Julie Kawabata, Jane Henderson, Cher Paul, Elspeth Pope, Nancy Gerth, Sherry Smith, Cheryl Landes

The meeting was called to order at 8:50 a.m.

Minutes
The Minutes of the April, 2006 Meeting were approved.

1. Reports
Treasurer – Scott Smiley provided the treasury report that was included in meeting attendee’s packets. Sherry moved that the Treasurer’s report be approved. Mary seconded it. Approved.

2. Meetings
After agreeing that the Anniversary meeting was a great enjoyment to all, Colleen led some discussion on how to increase attendance at future meetings, which included looking at sliding scale fees, lodging costs, sponsorships (indexer and corporate) and topics.

The 2007 locations of Richland and Portland and the 2008 locations of Eugene and Seattle were agreed to.

Scott, other Portlanders and Cheryl will look at facilities in November. The Washington Library Association (WLA) will be meeting in Richland this Spring. Cheryl will look into possible collaboration with them.

Julie reported that the National ASI Board is reviewing Chapter relations in their by-laws and are still discussing the meeting frequency requirement. A business meeting may meet the requirement.

There was general consensus that two per year benefits Chapter members and friends and it is worth the effort.

3. By-Laws
David reported that the boundaries of the region will no longer include the state of Utah. The notice should go out with the next election ballot to effect a change in the By-Laws.

4. Fiscal matters
Scott moved that the Chapter establish a policy to maintain a target minimum bank balance of $3000 to ensure long-term solvency. The Treasurer will alert the Board if the balance approaches this target or if corrective action is needed. Sherry seconded it. Approved.

Jane reported that the Raffle generated $255.00. Scott said he would establish a separate fiscal account for raffle funds with the understanding that the funds will be exclusively for publisher activities.

5. Officers/Elections
Scott was re-elected as Treasurer and Cheryl Landes is the VP/President elect.

The next election cycle will be in late Summer 2007.

6. Community Relations/Marketing
Jane has almost completed an online member survey in conjunction with ASI Resource Center for use with the Publishers Recognition Program.
Jane asked to be notified when the logo design process has been completed so that she can proceed with re-design of the Chapter brochures. Jane will be contacting graphic design students for proposals. The most critical brochure for re-design is "How to Find an Indexer." The goal is to have a brochure that is equivalent in quality to materials our clients produce, and something that can be a stand-alone representative for our chapter at a variety of meetings and workshops. Cheryl offered to assist with design and review.
Jane mentioned that the next Portland Wordstock event will be November 11, 2007.

7. Newsletter
The updated Newsletter that Cathy Martz and Gayle Davies are coordinating has been well received and well done. David suggested that our annual calendar of events be included. Cheryl has offered to put the inventory of previous Newsletters on CD for possible sales. There’s been strong volunteer response to this committee.

8. Archives
Elspeth reported on the Archives and will send an inventory list of the materials that we currently have. She would like everyone on the Officer’s Loop to check their files against current inventory and submit items to fill the gaps. After each bi-annual meeting, officers and chairpersons should submit a copy of their reports. She mentioned that since email messages are not archival material, the President should summarize email discussions and actions for the archives. The Speaker’s Bureau committee activities should also be included. It was suggested that each Peer Review group should become a standing committee so that some continuity of expertise that be preserved. Elspeth would like to work with an Archival Apprentice to train and be able to eventually turn the function over to.

ASI National currently stores its Archive materials at the University of Michigan and they do not store ASI Chapter records there.

Sherry offered to contact University of Oregon for possible long-term storage space.

9. Web site
Martha reported that there are currently six volunteers who’ve offered to help maintain the 89 web pages. Martha would like to see many photographs posted to the site. There was discussion about the need for a process to get permission from people who’s photos will be used.

10. Policies and Procedures
It was agreed that each officer and committee chair should draft the policies and procedures for their function. David has a list of needs and structure clarification that he’s collected. Sherry moved that a PowerPoint presentation of policies and procedures be developed by the next Board meeting in April, Scott seconded. Approved.

Executive Summary
April 2006 meeting Minutes were approved.
Treasurer’s Report was approved.
Meeting locations for 2007 and 2008 were determined.
Meeting frequency will continue as twice per year.
Target minimum bank balance of $3,000 agreed to.
Scott Smiley, re-elected Treasurer.
Cheryl Landes, elected Vice-President/President elect.
Officers and committee chairpersons to submit documents to Archives.
Officers and committee chairpersons to draft policies and procedures.

The meeting was adjourned at 10:40 a.m.

Respectfully submitted,
Mary Harper, Secretary