Attending: Sherry Smith, Martha Osgood. Absent: Randl Ockey

1. ByLaws revisions. A summary of proposed changes include:

• adding the Past Pres to the Board for continuity
• re-titling the positions of the officers to be consistent with those or the national board
• changing the terms of office for the Sec Treas to 2 years, leaving the other officers at one year
• sending a treasurer's report with all new expenditures to Board monthly (chen there are expenditures)
• all expenses over $100 must be approved in writing (fax, email, other) by Pres first
• secretary will pay all bills, getting approval for any above $100, and sending monthly report to pres (Board)
• past president shall the vice pres in program planning, shall participate in executive discussions and decisions, and serve as the coord of the nom committee
• standing committee wording will be made more vague and flexible, the committee chairs will be called Coordinators, and their terms will be unlimited

Martha Osgood, the Secretary-Treasurer, will us MS Word (with the Line-out feature) to show the old to new changes to the by-laws. She will submit the whole to Sherry Smith for her review and editing by mid-December (or sooner). The final version needs to be available for voting in January 2000. Martha may work locally with Cynthia Landeen on the ballot working and ease of understanding the changes proposed.

2. Committees (reports gathered prior to or after the meeting)

Newsletter Committee - publishes twice a year. One eight page newsletter in February 99, another planned for the Fall of 99. Future plans, more editors and writer, photos, comics, a regular academic column. The team is currently: Kristin Manke, Cheryl Landes, Shirley Hansen, Randl Ockey, Fran Smith, Helen Schinske, Lynn Stewart, Ed Wood, Betty Frizzell, Brad Frizzell, heather Marsch, and Sherry Smith. Also for the Fall issue: Robin Mayberry and Mary Ratcliffe.

Program Committee - official members include Randl Ockey,Louise martin, Elspeth Pope, Heather Marsch, Helen Passey, and Kari Kells. The following People have also made significant contributions to the October 99 workshop and meeting: Colleen Dunham, Robin Hilp, Jeri Lee, and Deone Terrio.

Marketing Committee - hosted booth at the National Book Publishing Conference in Portland, Nov 6-9, 1999 with business cards and brochure focussed to publishers, ASI and PNW members.

Archivist - Elspeth Pope is guiding the Board regarding the kind of information she keeps as Archivist.

Volunteer Recognition committee - Sherry Smith and Kari Kells chair this committee.

Web Site Committee - Kari Kells is the webster. Projects are in the works for changing the navigation menu that you see on the top left of each page into a frame-based menu. The main advantage is to make updating the site much easier and faster as new pages are added and as old ones are deleted, merged or edited. The main disadvantage is that many early browsers don't display frames. Due to limited volunteer effort, we decided to decide based on ease of maintenance. To be included in the future web pages are summaries of all the surveys and questionnaires included in the newsletter to date, a page for the Treasurer's Reports and the Minutes of Board Meetings. Committee members include Shaula Biggs, Amy Harmala, Robin Hilp, Zoe Holbrooks, Kristin Manke, Mary Ratcliffe.

Directory - In February 99, we printed 200, and mailed out 131 to publishers. We are setting up a feedback system to see how the Directories are being used, and therefore how to revise them to best suit publisher needs. Kari Kells, Shaula Biggs, Judy Jackson, Kristin Manke, Martha Osgood, Helen Passey, Mary Ratcliffe, Breffni Whelan, Mary Whittaker.

Speaker's bureau - Cynthia Landeen is chairing this committee. She has let people know that she will need speakers when a speaker is requested.

Nominations Committee - Cynthia Landeen has been appointed to head the nominations committee. Her committee included Colleen Dunham, Robin Hilp, Kari Kells, Drew Proctor. This committee will gather a slate of nominees for the February 2000 election.

3. Meeting Dates - We still like the three annual meeting plan, rotating between Seattle, Richland, and Portland. We are hoping to settle on three specific dates so that we can always plan for them in the chapter's annual calendars. Until we get different requests from Members, the yearly dates will be
    the second week in April in Seattle
    the first week in august in Richland
    the first week in October in Portland

4. Program Planning - We are developing a structure of meetings most useful to most indexers. At the moment, this will include: introductions, a panel of folks bringing different viewpoints on a topic, Roundtable topics during lunch, a local speaker on a topic of interest to new and old indexers, and a Peer Review session where small groups review indexes brought for that purpose. An optional After-Meeting Dinner would also be planned.

5. Other -

• We received the PDS Grant ($400) from ASI (August 99)
  Focus: the July workshop -"Introduction to Indexing and Editing Indexes"
• Chapter Database
  Thanks to Helen Passey, the Master Member List for labels now held locally.
• Meeting Planning Guide - Sherry Smith, with input from several chapter members, has begun an ongoing document to help the meeting planning process move more smoothly.

Minutes, October 23, 1999
Martha Osgood, Secretary/Treasurer