Wyoming Chapter

Association of Records Managers and Administrators

Holland and Hart: Cheyenne, Wyoming

Board Meeting Minutes

August 19, 2003 11:30 am

Members Present: Kristy Anderson, Vicci Carter, Ramona Christensen, Donna Crock, Wendy Kinkade, Barbara Thomasee, Deanne Widauf, and Rich Wilson

Minutes: Donna Crock, seconded by Rich Wilson, moved to approve the May 8, 2003 Chapter Meeting Minutes, the May 20, 2003 Chapter Board Meeting Minutes and the June 3, 2003 Business and Awards Meeting Minutes. Motion carried.

Treasurer's Report: Ramona Christensen presented the amended June, 2003 Treasurer's Report showing a balance of $15,326.83, which includes term share accounts. Vicci Carter, seconded by Donna Crock, moved to approve the report as presented. Motion carried. Ramona then presented the July/August, 2003 Treasurer's Report showing a balance of $13,434.88, which includes the term share accounts. Wendy Kinkade, seconded by Donna Crock, moved to approve the report as presented. Motion carried. Ramona advised that she had completed and mailed the Form 990 to ARMA International on July 1, 2003. The form reflects our expenditures and donations during the chapter year.

Transition of Duties: Kristy Anderson presented the new Board members with a copy of the Chapter's Constitution and By-laws, and a copy of the Code of Ethics.

COMMITTEE REPORTS:

Education: Ramona Christensen reported that the scholarship recipient is registered at Sheridan Community College, and a check has been sent to the Community College.

Scholarship Committee: Rich Wilson reported that he had been approached by Sunrise Enterprises requesting their students be considered for a scholarship. Sunrise Enterprises teaches medical coding and data entry. The Board decided to table the request for future discussion.

Membership: Survey to Chapter Members: Kristy Anderson handed out a draft of the Membership Survey to the Board for review. She asked the Board to return their drafts to her with comments/changes by Friday, August 22, 2003. She will send the finalized survey out to the chapter members on Monday, August 25, 2003.

Involvement of Members around the State and Recruiting New Members: The Board discussed what can be done to involve chapter members outside of the immediate Cheyenne area in chapter activities and to recruit new members. Several ideas were to try teleconferencing general meetings, present workshops/mini conferences outside of the Cheyenne area and have the chapter members in the area be responsible for making the workshop/mini conference arrangements. Kristy Anderson announced that chapter members in Casper, Rita Dennis and Janie Wait, had volunteered to make arrangements for presenting a half day workshop in Casper, Wyoming as the October, 2003 program if the Board thought that was a good idea. The Board concurred this was a good idea to have a meeting that was more centralized to allow outlying members to attend and it would be worthwhile for them to travel to since it would be a half day session. Kristy Anderson and Rich Wilson advised they would be in contact with Janie Wait to discuss what needed to be done and finalize the arrangements. Barbara Thomasee volunteered to follow-up on the possibility of using equipment that WYDOT has for possible teleconferencing of meetings and to see what is involved and if any costs are associated with it.

Newsletter: Rich Wilson has started putting the newsletter together and needs any information for the newsletter submitted to him by Monday, August 25.

Programs: The September kick-off meeting will be the traditional picnic. It will be held on Sunday, September 14, 2003 at Kristy Anderson's home from 1:00 p.m. to 4:00 p.m. Everyone attending is to bring a side dish and beverage of their choice. Donna Crock, seconded by Ramona Christensen, moved that the chapter pay for the meat for the picnic. Motion carried. The October program will be a half day workshop in Casper, Wyoming. Possible topics and speakers were discussed for the annual seminar.

Public Relations: Rich Wilson is working on getting meeting information out to the community by contacting the Wyoming Tribune Eagle, Traders and Channel 11 about our meeting dates.

Web Site: Donna Crock reported that the web site has been updated. It shows Rich Wilson as "Chapter Member of the Year" and current position vacancies in the records management field.

OLD BUSINESS:

MRM Region Leadership Conference Report: Kristy Anderson reported that she, Barbara Thomasee and Rich Wilson attended the conference. Kristy went on to say the conference was well worth attending and they really benefitted from the interaction with the other chapters. Kristy also reported that the Chapter had been awarded the Hall of Fame award for being one of the chapters that contributed the most to their communities through community service projects/donations.

Contribution to SHRAB (Wyoming State Historical Records Advisory Board): Kristy Anderson reported the Chapter had received a thank you note from Tony Adams for the contribution the Chapter had made to SHRAB to assist with the funding needed to present their statewide records and history conference.

NEW BUSINESS:

ARMA International Conference: Discussion was held on whether the Board wanted to send a representative on behalf of the Chapter to attend the ARMA International Conference. Donna Crock, seconded by Rich Wilson, moved that Kristy Anderson attend the ARMA International Conference as the Chapter representative and that the Chapter pay her expenses. Motion carried.

Next Meeting: The next Board meeting will be held at Holland and Hart on Tuesday, September 23, 2003 at 11:30 a.m.

Meeting was adjourned at 12:45 p.m.

Submitted by,

Vicci Carter
Chapter Secretary