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Board Meeting Minutes
Monday December 16, 2002
University of Washington Suzzallo Library
Present: Christina Byrne, Frances DeMarco, Monica Donovan, Sue Eipert, Lauri Ellis, Chris Mulready, Jean Pasche, Linda Shippert, Susan Smith, Becky Withington, Dan Trefethen.
The meeting was called to order at 4:45 PM.
Minutes Approval and Confirmation of Email Board Votes
The minutes for the September 26th Board Meeting were approved with one minor
correction to the attendance – Jean Pache was added to the list and Jean Sansobrino
was removed. There were no email votes to be approved.
Budget
Becky sent out the board’s draft 2002-2003 budget for review to the PNW listserv members on December 10th. She emphasized that the budget is a guidance document only. Additional requests for funding can always be brought to the board. Funding can be reduced or eliminated for budget items not supported by chapter members. These are the same items that tend to be funded from year to year anyway; formalizing them into a written budget is just a planning tool.
The Chapter received one additional request for funds to purchase thank-you gifts for chapter leadership and chairpersons. After discussion on the matter it was agreed to add a line item to the budget for $250 for this.
The board then discussed the travel stipend and how it’s awarded. Dan noted that historically employers are more inclined to pay for their employees to attend the annual conference, rather than the much smaller mid-Winter meeting. It was suggested that we build in some flexibility for how this money is awarded, some members may be in between jobs and less able to pay themselves for example.
Becky will send out the amended budget to the board for approval. There was a question whether the budget should be posted on the web site. Should access then be limited to members only? Sue will check into this further.
Treasurer's Report
None this month, Anna is on maternity leave.
Archives Chair Report
Jean mentioned that both the budget and the Annual statement should be archived. Dan thinks that headquarters should have these on file.
There is a new Archives committee member, Jim Foti, who is a student at the Information School. He will be assisting Jean with getting items ready to be deposited into the University archives.
Jean has purchased a book to assist in collection development – “Arranging and Describing Archives and Manuscripts” - which is part of the Archiving Fundamentals Series. She is donating the book to the chapter and it will stay with the Archivist.
Chapter Web Site
Renee Remlinger, a recent Information School graduate, has offered to help manage the web site. She’ll act as a chapter reporter and write ‘newsy’ items about the meetings as well as members. She’ll also help Frances with interviews for Interface.
Sue asked whether we should have job descriptions for the board and chairpersons posted on the chapter’s web site. Becky will ask around for a volunteer to take on this task.
Vendor Relations
Chris reported that Ardonott was the sponsor for the December event and would be discussing their services. He is lining up vendor support for the student night in February.
Programming
Forty seven people have registered for the December event. Student night is scheduled for early February and planning is underway.
Chapter Membership
There were 296 members as of the end of Oct 2002. Becky asked whether we should be doing something more to welcome new members to the group. Perhaps a happy hour type informal event? It was suggested that we expand to include more non-members in our programming and events. One idea is to cross-reference with other local Library/information type groups and offer ‘coupons’ for attending events? A “Bring a Friend” program was also mentioned as an option.
Jean felt that we should get a more representative list of companies on the group’s web site. Chris seconded this idea as it would be a good way to attract broader vendor sponsorship. Christina suggested local neighborhood gatherings – lunch times, casual locations.
Chapter Discussion List
There are 186 members of the discussion list. About ½ of them represent active chapter membership. The web version makes the list easier to manage. Dan will send out a mail to the chapter encouraging members to sign up.
Other misc.
The Chapter received a Christmas greetings card from the UW Information School.
The meeting was adjourned at 5:35
PM.
Minutes submitted by Lauri Ellis.
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