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Chapter Board Meeting
Bastyr University – Kenmore, Washington
Sunday, June 12, 2011

The meeting was called to order at 9:15 am.

Present were Ann Yager, Judi Gibbs, Cathy Martz, Erica Caridio, Sherry Smith, and Paul Sweum.

Minutes of the previous meeting were distributed.

Board actions taken since our last meeting on August 27, 2010:

1. 10/04/2010 – Board approved expenditure of $557 to reprint Chapter brochures; via email.

2. 10/13/2010 - Board approved payment for the Publishers Weekly ad after application of the raffle monies; via email.

3. 11/11/2010 – Board approved Board meeting minutes for August 28, 2010 via email.

4. 11/12/2010 – Board approved following statement for inclusion in chapter newsletter in lieu of full or highlighted minutes; via email:
The Board met on August 28, 2010 during the 2010 Annual Chapter Meeting. Minutes are available at http://www.pnwasi.org/mtgs-collected.htm

5. 2/14/2011 – June 2011 meeting plan and budget submitted to admin loop for comment.

Report on June 11, 2011 chapter meeting:

Judi expressed her gratitude for the work of the program committee: Cheryl Landes, Paul Sweum, Scott Smiley, Nancy Gerth, Tracy Wilson-Burns, and Madge Walls.

Judi reported on the meeting evaluation forms. (Numbers 5 through 1 indicate “exceeded expectations” through “did not meet expectations” respectively.)

Program content:
           
            Secrets of Rekeying by Charlee Trantino
                        5 = 10 responses
                        4 = 6 responses

            Do or Die – The Ebook’s Impact on Indexing by Charlee Trantino
                        5 = 8 responses
                        4 = 7 responses
                        3 = 1 response

Bastyr meeting location:

            5 = 13 responses
            4 = 3 responses
Preliminary meeting financials:

Erica will ask for other receipts to be turned in. According to the board’s agreement with Charlee,  she will receive an honorarium, after all other meeting expenses have been paid, and only from funds from registration fees, up to a maximum of $300.00.

Ann will survey non-attending PNW members for more information about why they did not attend.

Cathy has prepared a historical summary of previous chapter meetings going back to 2002. Sherry, Erica, and Cathy will continue to refine the data. Paul explained the benefits of a wiki for possible use by the chapter for this type of information.

Discussion of results of Nancy Gerth’s membership survey of March 2011, notably that members prefer face-to-face meetings. (Survey results are attached.)

Next chapter meeting:

The board would like to hold a fall meeting in late September or early October at the Water Resources Center in Vancouver. The meeting should be low-cost, using the talents of local indexers. Some suggested topics or presenters:

1. Margaret Berson on technology;

2. Sherry Smith on problem-solving in indexing;

3. Indexing from a publisher’s point of view;

4. Lee Lawton and/or Cynthia Landeen on marketing strategies;

5. Ann Yager on Inbound marketing;

6. Panel discussion on indexing during the recession;

7. Kay Schlembach has offered to do a Wilson Award session, but this would be better at another time;

The chapter has some newer members, and we should draw on their energy. Specifically, Nancy Ball and Beth Nauman-Montana might add new ideas to the planning committee; Joni Savage has skills in search engine optimization.

Madge Walls will handle the raffle until Jane Henderson gets back.

Discussion of  format and location of chapter meetings:

Previous board decisions were to have a formal fall meeting and a free and informal spring meeting (board meeting minutes, August 24, 2008) and using the Water Resources Center as a central location (board meeting minutes, September 27, 2009.) This does not give us much flexibility for planning meetings. Since the Board is ultimately responsible to the chapter, it needs to maintain authority for location and format.

Motion:                       
The program committee will recommend a location for upcoming meetings and the Board will vote to approve it.

The motion passed unanimously.

Motion:                       
We will rescind the 2008 decision to have a formal meeting in the fall and an informal meeting in the spring.

The motion passed unanimously.

Leadership development: Discussion about strategies to deal with difficulty in recruiting future officers.

Meeting planning guides (“How to Meeting” and Carolyn Weaver’s e-mail about meeting planning) will be exchanged on the Admin Loop and will be updated and merged into the Continuity Folder. Both are attached to these minutes.

The meeting was adjourned at 11:10.

Respectfully submitted,
Cathy Martz
PNW Chapter Secretary

Attachments:    Nancy Gerth’s 2011 membership survey results
                        How to Meeting Guide
                        Carolyn Weaver’s e-mail about meeting planning