Present: Linda Pierce (President), Maureen Nolan (Vice-President/President-Elect), Kelly McHenry (Past President), Jessica Albano (incoming Vice-President/President elect), Carole Svensson (Webmaster), Linda Whang (incoming Member-at-Large), Beth Lindsay (Member-at-Large), Brenda Philip (Newsletter Editor), Linda Frederickson (incoming Secretary/Treasurer) and Kathleen O’Connor (Secretary/Treasurer).

Linda opened the meeting and welcomed the newly elected board members to this joint meeting.

The minutes from the last board meeting, which was held October 22, 2003 at the Pack Forest conference, were approved without change.

Kathleen reviewed the treasurer’s report. The chapter’s combined checking and cd account are currently at $9,943.47. Kathleen prepared a recap of the Pack Forest 2001/2003 conferences. Attendance was down by 25 for the 2003 conference. While housing costs remained the same, the per person food costs increased due to the new policy against bringing food. Food for the party was purchased through Pack Forest.

Carole reviewed the web survey regarding the 2003 Pack Forest conference. The web based survey was sent to both attendees and non attendees. The board reviewed the results and the issues that emerged were the need to market to new librarians and the perennially reoccurring questions about sleeping and bathroom facilities. It was decided to do a follow-up survey this fall about moving to another location and how much people would be willing to pay for alternative housing options. Carole will draft a survey to be discussed at the Menucha board meeting.

Linda  prepared a draft policy based on the ALA financial policy that specifies reimbursement policies for board members. Some of the issues that were discussed included the waiver of PF registration fees and alternative wording. Linda will incorporate proposed changes into a new document and the draft will be presented to the membership at the fall 2004 membership meeting for approval. The new policy will be advertised in conjunction with publicity for nominations next spring.

The board also reviewed the WLA financial policy and decided that at this time we didn’t see any other aspects we needed to incorporate into our Board Expense Policy.

The board reviewed the scholarships that were given for the Pack Forest conference. For 2003 we awarded both a student and a first time attendee. The scholarship recipients wrote about their conference experiences which were a great addition to the chapter newsletter. It was unanimously decided to also offer the same two types of scholarships for the fall 2004 Menucha conference. Linda Whang and Beth, the two at large members will take the lead in advertising the available scholarships. They will keep the board apprised of their progress. It was also decided to include $30 with each scholarship to help defray any travel expenses. A reduced conference rate was also considered. The planners of the Pack Forest Conference, now scheduled for Oct 27-28, 2005, will investigate what can be done to encourage student attendance.

Brenda discussed the need to begin recruitment for a new appointee to serve as newsletter editor. The appointed person serves a three year term. Currently the newsletter editor and the webmaster serve overlapping three year terms. Carole volunteered to extend her position for one additional year so that both the webmaster and editor are not beginning their term in the same year.

All outgoing board members should review their position responsibilities and suggest any needed edits before their terms expire June 30.

At our past board meeting there had been a discussion about changing the date board members begin and end their terms. Following a discussion of the pros and cons of changing to a start date following the fall conference, it was decided to keep the current date of July 1.

Linda  reported on her meeting with Carolynne Mall, current President-Elect of WLA. She wanted ACRL to know that WLA is trying to increase programming for academic librarians and make its programming available beyond the conference at locations across the state. WLA is also reviewing WLA’s institutional dues policy improvement. Formerly institutional dues only covered one individual’s conference registration rate. New bylaw change will cover more registrations. They are also capping institutional dues. Due to a sliding scale dues plan, large libraries’ dues became quite large and were a disincentive to participation. For the Spokane WLA 2005 conference, Washington ACRL chapter members can register at WLA member prices. WLA conference planners would welcome a preconference at the 2005 WLA conference. They would do advertising and facility arrangements and the Washington chapter would be responsible for planning the content. Board members felt this would be a good balance to our annual conference is always held on the Westside. There would be no obligation to offer a preconference every year.

The preconference could be a half day or whole day workshop. It would be helpful if the topic was of interest across library types. Some potential conference topics discussed included career issues, first year experience programs, appropriate uses of technology and instruction. It would be good to include some students in panel discussions if relevant. Beth will work on conference content and Linda will work on logistics.

Linda has attended Chapters Council at recent ALA conferences. She has found the meetings to be mostly informational, but helpful to track trends in the other state’s chapters. Maureen volunteered to attend the meeting at this summer’s Annual conference, and Jessica will attend the Midwinter conference meeting next January. Beth offered to serve as a backup if either Maureen or Jessica is unable to attend.

Linda brought copies of a newly revised letterhead for the Chapter. The board reviewed the old and new versions and made some slight changes in the new version. Linda will have the suggested changes done and send out a new draft to board members. An electronic copy will be put on the website for all officers to use.

Linda closed the meeting.

Respectfully submitted,
Kathleen O’Connor
Secretary / Treasurer

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