Stephanie Carter (Centralia Community College) called the meeting to order.
Kathleen O’Connor (Gonzaga University) served as secretary.

The first item on the agenda were reports from the two committees formed at the January 2002 NVUG conference at Bellevue Community College: Conference Planning and Bylaws.

Conference Planning: Leslie Potter-Henderson (Shoreline Community College), chair of the committee, did not attend VUGM. Paula Foster (Gonzaga University), committee member, reported that the committee had not yet determined specifics for the next conference. Preliminary planning was to have the conference at Mt. Hood Community College.

Bylaws: Virgil Dedas (Whitworth College) has prepared a draft of Bylaws for NVUG. Due to a sudden family illness, Virgil was unable to attend VUGM, but has published a draft on the NVUG list. Members present reviewed the draft Bylaws and made the following suggestions:

Article 4 Membership:
We will need to remove British Columbia from our membership listing. A state or province can only belong to one regional VUG and the BC people feel they need to officially belong to the Western Canada VUG. They would like to be honorary members, although they won’t be able to vote or hold office in NVUG. The NVUG list serve is hosted at Royal Roads University and we look forward to their continued involvement in NVUG.

Article 5 Officers:
There was a discussion about the number of officers and responsibilities, after which the current proposed wording was endorsed. In a later discussion it was decided (see below) that the Secretary / Treasurer should keep copies of all written correspondence and that each officer maintain a binder of pertinent information to provide to their successor. Language will need to be inserted to reflect these job responsibilities.

Article 8 Elections:
The current draft does not specify the timing of the election. The various methods of holding an election and their pros and cons were considered. It was agreed that the least problematic method would be for the vote to take place at the business meeting held in conjunction with the annual NVUG conference.

Article 8 Terms of office:
This section needs to be amended to include a specific term start and end time, which we may not know until the NVUG conference dates are more regularized.

Other business
1. The question was raised as to whether we need to create an archive. The members present felt that at this time there wasn’t a need and that the list serve is our email archive. The NVUG list serve is hosted by Royal Roads University and moderated by Stephanie Carter and Liz Best. The NVUG website, http://library.centralia.ctc.edu/nvug/, is hosted by Stephanie Carter at Centralia Community College.

2. To help preserve NUVUG’s history, the NVUG Secretary / Treasurer’s responsibilities will be amended to include the duty of keeping paper copies of the organization’s correspondence and that each officer should create a binder of information to be passed on to their successor.

3. Kathleen O’Connor will open a savings account and apply for non-profit status.

4. How can we encourage more use of the NVUG list serve?
a.  The User’s Group should use the list as the means of communication as much as possible, e.g. publish bylaws and all conference information on the list.
b.  We should broadcast on Voyager-l and other lists a message inviting people to join NVUG-l
c. Could include a web survey

5. Upcoming NVUG Program – ideas to consider.
a. Use input from January 2002 conference for planning dates, etc.
b. It would be nice to schedule Interest Group meetings in a way that would allow members to attend more than one.
c. Suggested programs: workflow issues, peripherals (scanners, printers, label printers, pdas) and discussion of institution’s experiences with different Endeavor modules.
d. Possibility of a small vendor show?
e. Could we find enough presenters to also have Poster Sessions?
f. Future Endeavor participation. Perhaps opportunities for training?

The meeting was adjourned and great desserts were enjoyed!

Submitted,

Kathleen O’Connor
NVUG Secretary / Treasurer