NWEG – Northwest EndUsers' Group
Annual Business Meeting
May 21, 2004
Clatsop Community College, Astoria, OR

1.  Approval of the minutes
The minutes for the 2003 NWEG Annual Business meeting were approved.

2.  Treasurer's Report
Lynne Bidwell, Secretary/Treasurer, reported that the check book balance was $2,600 as of May 17, 2004.  Registration checks are still being received and the expenses for the Astoria conference haven't been received, yet.  The expenses for the Astoria conference are low and there were no unexpected expenditures for the conference. The Treasurer's report was approved.

3.  Proposed Bylaws Changes

Proposed Changes to the Bylaws

Deletions:   words to be deleted
Additions:   words to be added

Bylaws

Article 1 NAME:
The name of this organization shall be the Northwest EndUsers' Group (NWEG).

Article 2 MISSION:
The mission of NWEG shall be to serve as a forum for sharing information and expertise in the use of the Endeavor Voyager integrated library computer system Endeavor Information Systems Inc. (EISI) products among librarians in the Pacific Northwest.   

Article 3 MEETINGS:
There shall be at least one NWEG meeting annually. Additional meetings shall be held in response to interest and needs of the group.

Article 4 MEMBERSHIP:
Membership shall be automatic for any individual working in an institution utilizing EISI products in the Pacific Northwest (Idaho, Montana, Oregon, Washington). British Columbians hold status as honorary members, but may not vote or hold office.

Article 5 VOTING:
Voting is based on a simple majority of those members present at a meeting.

Article 6 DUES:
There are no dues for membership. Meeting costs will cover expenses plus any reserve deemed necessary by the officers.

Article 7 OFFICERS:
The officers of NWEG shall be a Chairperson, a Chairperson-elect and a Secretary-Treasurer. A checking account shall be maintained by the Secretary-Treasurer for NWEG, with the officers as signatories on the account. The Chairperson shall be responsible for the management of NWEG and shall call meetings of the officers and others to take care of business and plan and arrange the meetings of the group. The Chairperson-elect shall serve in the absence of the Chairperson and shall assist the Chairperson in his/her duties. The Secretary-Treasurer shall be responsible for the financial accounts of NWEG and will keep one copy of all written correspondence. Other officers will maintain a binder of pertinent information to provide to his/her successor. Specific duties of the Secretary-Treasurer shall include: keeping minutes of membership meetings, producing and delivering written treasurer's reports at membership meetings and coordinating registration for the activities of the NWEG. The officers shall appoint others as necessary to assist with other duties of the organization including, but not limited to, web page and listserv maintenance, local arrangements and meeting facilitation.

Article 8 ELECTIONS AND TERMS OF OFFICE

ELECTIONS:
Elections shall be conducted annually at the business meeting held in conjunction with the NWEG meeting by a simple majority vote of members present. The Officers shall present candidate(s) to the membership, with further nominations open from the floor. The floor nominations require the consent of the nominee and that the nominee be present.

TERMS OF OFFICE:
The Chairperson-elect shall be elected every year. The Chairperson-elect shall serve one year as Chairperson-elect and then serve one year as Chairperson. The Secretary-Treasurer shall be elected in odd numbered years for a two-year term. Terms of office begin and end with the annual regional NWEG meeting.

REPLACING AN OFFICER:
Should the Chairperson-elect or Secretary-Treasurer be unable to fulfill the obligations of his/her term, the Chairperson shall name an individual to assume the responsibilities for the unexpired portion of the term, subject to confirmation at the next membership meeting. Should the Chairperson be unable to fulfill the obligations of his/her term, the Chairperson-elect shall take over those responsibilities.

Article 9 COMMITTEES:
The Chairperson shall establish committees as needed. In addition, the Chairperson shall be responsive to suggestions from members to form special interest committees.

Article 10 COMPENSATION:
There shall be no monetary compensation for any officer of NWEG; however,  registration fees for the regional conference will be waived.

Article 11 AMENDMENT OF THE BYLAWS:
Proposed amendments to the bylaws of NWEG must be submitted in writing to the Secretary-Treasurer and posted to the web site one month in advance of the next NWEG regional meeting. The proposed amendments must be approved by at least two-thirds of those members attending the meeting at which the proposed amendments are presented.

Article 12 PARLIAMENTARY AUTHORITY:
The parliamentary authority for NWEG is the latest edition of Robert's Rules of Order (with the exception of the simple majority vote in Article 5). The Chairperson-elect shall serve as parliamentarian.

Chair-Elect Stoneback asked that the membership vote on each proposed Bylaws change separately.

Article 2 MISSION:
The mission of NWEG shall be to serve as a forum for sharing information and expertise in the use of the Endeavor Voyager integrated library computer system Endeavor Information Systems Inc. (EISI) products among librarians in the Pacific Northwest.   

Motion:  Dale Burke moved that the proposed change to "Article 2 MISSION" be approved.  Lynne King seconded the motion.  The motion passed.

(Note - There was discussion about adding a friendly amendment to change "librarian" to "librarians and library professionals."  After further discussion, a suggestion was made to change "librarian" to "EISI customers".  Then there was a point of order - we can't vote on a proposed Bylaws change until it has been brought before the NWEG membership 30 days before voting.  It was decided that the Executive Board take it under advisement.)

Article 4 MEMBERSHIP:
Membership shall be automatic for any individual working in an institution utilizing EISI products in the Pacific Northwest (Idaho, Montana, Oregon, Washington). British Columbians hold status as honorary members, but may not vote or hold office.

Motion:  Jennifer Dysart moved that the proposed change to "Article 4 MEMBERSHIP" be approved.  Judith Cunneen seconded the motion.  The motion passed. 

Article 10 COMPENSATION:
There shall be no monetary compensation for any officer of NWEG; however,  registration fees for the regional conference will be waived.

Motion:  Lynne King moved that the proposed change to "Article 10 COMPENSATION" be approved.  Bernadette Jeffers seconded the motion.  The motion passed.

3.  Election for Chair-Elect
Motion:  Cindy Kirkpatrick, Gonzaga University, was on the slate of candidates for Chair-Elect.  There were no other nominations from the floor. Cindy Kirkpatrick was approved as the Chair-Elect.  Cindy received a round of applause.

4.  Location for 2005 Conference
The location for the 2005 conference will be in the Boise area.  The regional conference location is selected on a rotating schedule.

NW = Western and Central Washington
NE = Northern Idaho, Eastern Washington, Montana
SW = Oregon
SE = Southern Idaho is up for the rotation for 2005

Barbara Glackin, Boise State University, has agreed to be the site coordinator for the 2005 conference.  There was a discussion regarding possible meeting dates.  It was determined that the preferred conference date is June 2-3, Th-Fri, 2005.  This date would avoid meeting conflicts with MLA.  CLAMS hasn't set their 2005 conference date, yet.  Glackin and the Executive Board will get together to confirm the meeting location and dates by the end of June 2004. 

Jinny Wesson, Renton Technical College, volunteered to investigate the possibility of hosting the 2005 conference at the Renton Technical College.

5.  Topics for 2005 Conference
The following topics were suggested a the NWEG meeting at the EndUsers conference in Chicago, 2004:
- bridge between III and EISI
- UB - Universal Borrowing
- call slip
- want practical hands-on for front-line support staff, e.g., circulation, e-reserves, MARC Edit, each module, add-ons, media server, citation server, third party products, Unicode
- EISI presentation
- Upgrading servers

Additional topics:
- Many of us aren't digital customers of Endeavor.  Endeavor should give a talk about digital projects.
- Staff cuts - what are the most efficient ways to use a small staff?  Are there recommendations to group tasks together?
- The conference program should give an indication about how technical the program is.  It should indicate the level of difficulty.
- Reports - programs on setting up reports would be helpful
- New release - Unicode
- Train the trainer programs - What are the best practices?  How does one transfer the information from the conference back to staff who weren't able to attend?
- How to train staff?
- How to use work study students to best advantage
- Relationships in how indexes are built
- Programs for front-line and technical staff.  This conference is an opportunity for front-line and technical staff to co-present programs.

6.  Adjournment
The meeting was adjourned at 10:30 a.m.

Lynne Bidwell
NWEG Secretary/Treasurer