Attending: Kari Kells, Sherry Smith, Louise Martin, Randl Ockey, Martha Osgood

1. Welcome was extended to the new Board by the old Board.

2. Professional Development Funding from ASI - Kari reports that monies exist for the purposes of helping chapters import and pay for speakers on indexing topics for the purpose of continuing education. The deadline this year for applications for the Sept 1999 / Aug 2000 fiscal year is July 15, 1999. Up to $800 is available. The ASI Board uses criteria to decide which chapters get how much of the available grants. There is no need to use the approved list of speakers when applying for this funding.

3. Attendance at Chapter Meetings - Sherry will design an e-poll of the membership about why, out of 104 folks on the regional mailing list, only 28 are coming to this chapter meeting.

4. Regional Gatherings Encouraged - Sherry suggested that, since the region is so spread out, the Board seriously consider holding the two usual meetings with workshops per year on the west side of the mountains, but also hold one further workshop-based meeting each year east of the mountains. In addition, the Board could overtly encouraging smaller, more informal local gatherings of indexers, similar to those going on in Seattle and in Eastern Washington. Informal groups would be encouraged to report back to the regional eList.

5. Chapter Business - The Nominating Committee reported that it has had problems getting people to serve on the chapter Board. Suggestions were made to encourage ownership of the Chapter and participation by members. To the end

• the minutes of the meetings of the chapter Board be submitted in condensed format to be placed on the PNW/ASI website and in the chapter newsletter
• volunteers will be asked to submit short articles about the benefits to themselves of serving on the Board or in committees (Louise Martin will start this with an article)
• volunteers this past year will be recognized at the meeting with certificates of appreciation
• a token stipend in the form of waived meeting registration fees will be available to officers during their terms to help offset the expenses of attending distant yet required Board meetings (available by application to the secretary/Treasurer)
• an actual poster of opportunities for committee work (often a prelude to Board service) will be provided at this meeting.

6. Titles of Officers - We decided that the titles of the regional Board members should be changed to reflect the level of responsibility required and to be consistent with national terminology. The By-laws will need to be changed to reflect that the Chairman is now to be called President, and the Vice Chair Vice President. The title of the Secretary-Treasurer will remain the same. Ballots for the process of making this change will go out with the next snailmail meeting announcement.

7. Duties of Officers - The outgoing officers reviewed their job duties so the new officers could see what is expected of them. Discussion included evolution of duties based on talents of each office-holder.

• Chair - posts to IndexNW, submits contact info and irregular features to KeyWords, coordinates with Chapter Relations (National)
• Vice Chair - coordinated chapter meetings (speakers, transportation, lodging, menu, location, siting, props, writes announcements for SecTreas to publicize
• Sec/Treas - formats announcements and send to e-List, handles checkbook, pays bills, collects dues, fills out allocation forma to national, does mailings of ballots, directories, newsletter, dues requests. Interacts with Bonnie Parks (national) for current membership lists and labels and for other ways to work together, leads the creation of our own database (coordinates with Helen Passey who knows MS Access), keeps track of budget, writes and publishes minutes.
• It was suggested that for ease of email response and record keeping that a guideline of one discussion per email message be adhered to for all Board communications. Martha will research ICQ as a possible method of holding distance board meetings. Also due to our geographically difficult region, the Board approved a new policy whereby checks may be written with one signature, for payment of bills under $100. For checks written for more than $100, two signatures are still required.

March 20, 1999 Minutes
Martha Osgood, Incoming Secretary/Treasurer