WYOMING CHAPTER
Association of Records Managers & Administrators
Municipal Building, 2101 O'Neil Ave, Ste. 208, Cheyenne, Wyoming
Board Meeting Minutes
August 24, 2004, 11:30am

Members Present: Kristy Anderson, Donna Baur (by phone), Ramona Christensen, Donna Crock, Wendy Kinkade, Valerie Roybal, Paula Sutton, Deanne Widauf and Rich Wilson.

Minutes: Donna Crock, seconded by Deanne Widauf, moved to approve the May 13, 2004 Chapter meeting minutes, the May 25, 2004 Board meeting minutes and the June 1, 2004 Business and Awards meeting minutes. Motion carried.

Treasurer's Report: Deanne Widauf presented the June 2004 Treasurer's Report showing a balance of $15,277.65 and the July/August 2004 Treasurer's Report showing a balance of $13,722.71 which include term share accounts. Deanne has submitted the Bank Signature Cards changes to American National Bank and Warren Federal Credit Union Ramona Christensen explained the 990 Form that shows all chapter revenues and expenditures for the fiscal year. The form was submitted to ARMA International Headquarters in July 2004. The 990 Form was tabled for further discussion at the next meeting.

Transition of Duties: Kristy Anderson discussed the Code of Ethics, Constitution and By-Laws to the new Board members. Kristy distributed copies of the job duties of each Board member to help describe each position.

COMMITTEE REPORTS:

Education: Donna Crock reported that the Chapter has received notification from the University of Wyoming and Sheridan College that the scholarship recipients are enrolled for the Fall Semester. Deanne Widauf plans to send checks to both colleges for the fall tuition and notify the scholarship recipients.

Membership: Valerie Roybal gave an update on membership, reporting there are 31 members in the Wyoming Chapter. Valerie plans to send letters and call prospective members to attend future meetings. Kristy Anderson encouraged all Chapter members to recruit new members. Kristy distributed a handout on "Recruitment Ideas" to the Board members.

Newsletter: Donna Baur plans to continue the current format for the newsletter. Donna Baur will forward the newsletter electronically to Kristy Anderson and Rich Wilson to review by next week. After completion of the newsletter, Donna Crock will send the newsletter out via e-mail to all members. Hard copies will no longer be sent unless requested by a member.

Programs: Tentative plans and ideas were discussed for the Chapter year as follows:

September - David McDermott, President of ARMA International, Monday, September 20, 11:30am, Hitching Post Inn, Topic - Retention Schedules and Litigation (Wendy Kinkade will follow up on location, Paula Sutton will notify Mr. McDermott and make arrangements)
October - Debbye Lathrop - Laramie County Clerk, Election Process
November - Check Act 21 Federal Law
December - Christmas Party
January - Channel 5 News Tour
February - Seminar March - Homeland Security
April - United Medical Center or VA Hospital
May - Tina Carroll with Housing and Community Development, World Changers Program

Web Site: Donna Crock updated the web site with the updated officers, directors, and has linked ARMA International calendar of events information. Donna plans to post the Chapter meeting on the home page.

OLD BUSINESS:

MRM Region Leadership Conference Report: Kristy Anderson reported on the Conference held in Minneapolis, Minnesota. Kristy presented written notes from the Conference dated July 16 and 17, 2004 summarizing the topics discussed at the Conference. Rich Wilson and Paula Sutton also attended the Conference. New Region Board members are Paula Sutton- Region Manager, Craig Kelso and Sheila Issacson -Region Coordinators. Paula Sutton explained the role of the Region Manager and Coordinators to our Board members. Each coordinator is responsible for specific chapters. The coordinators plan to visit the various chapters during the year. Paula explained that formation of a Region Web Site with links to each chapter's web sites should be available in the near future.

Kristy announced the Awards presented for Chapter Newsletter went to the Montana Chapter, Web Site of the Year to the Nebraska Chapter, Hall of Fame Award to Denver Mile High Chapter and Nebraska Chapter. Kristy also stressed the need to show enthusiasm for your chapter to encourage new membership.

NEW BUSINESS:

Chapter Donation to Vicki Carroll for Retirement: Donna Crock reported that Chapter members donated $185.00 to Vicki Carroll's retirement gift. Donna Crock purchased a Positively Cheyenne Gift Certificate for $135.00 and a Brick from Wyoming Depot Museum for $100.00 in honor of Vicki Carroll. Rich Wilson, seconded by Donna Crock, moved to approve reimbursement of $50.00 to Donna Crock for the Chapter donation. Motion carried.

Charity Ideas for the Year: Kristy Anderson suggested collecting items to send to the Wyoming soldiers in Iraq. Other ideas included contributing to the Respite Program. Kristy asked the Board members to bring ideas to the next Board meeting.

Seminar Ideas/Speakers: Possible location and date of Seminar (2/8/05) was tabled until the next meeting. Rich Wilson was appointed the Seminar Chairman. Volunteers are needed to coordinate with vendors. Rich presented the idea of a two session seminar. Possibilities for the sessions were discussed as well as possibly involving the LAW (Legal Assistants of Wyoming) organization. One idea presented was having concurrent sessions in the morning with one speaker discussing "Creating a Records Retention Policy and Records Schedule for a Law Firm" and the concurrent session focusing on "Records Management & Discovery in the Electronic Age." An afternoon session would follow to pull both these areas together with a "Mock Trial." This would show the importance of records retention when it comes to litigation. Kristy Anderson noted that the Chapter may have other ideas after the ARMA International Conference in Long Beach, California. PayPal (pay by credit card online) discussion was tabled until the next Board meeting. The possibility of holding another Silent Auction during the seminar was discussed with Donna Crock chairing it. The Board concurred the silent auction went over well at our last seminar with the money being applied to our scholarship fund. Donna Crock suggested having several people co-chair the silent auction as it is a lot of work and mentioned if we did this we should probably start now to collect items for it. Kristy Anderson suggested getting members around the state involved to each contribute one item for the auction so that way everyone is helping out. It was decided further discussion on this topic was needed at the September board meeting.

Review of the By-Laws: Kristy Anderson suggested that the Chapter combine Public Relations with Programs. See ARMA International Chapter Handbook on-line at Chapter Connection www.arma.org/intranet. Wendy Kinkade, seconded by Valerie Roybal, moved to amend the By-Laws to combine Public Relations with Programs. Motion carried. Kristy Anderson will send a revised copy of the By-Laws to ARMA International.

Review of Retention Schedules: Kristy Anderson advised that our Retention Schedule did not have information on records generated from the seminar and suggested adding a new category entitled SEMINARS to the current retention schedule as follows:

*Seminar Brochure - Life of Chapter (also see under President)
*Registration forms for attendees, copies of checks, attendance rosters, bios of speakers, photos from seminar, vendor forms, proposed menus, room layouts for seminar and vendors, correspondence to and from vendors, speaker evaluations, misc. paper - Retain for one year, then destroy.
*Mailing List - Retain until superseded.
*Registration Forms - Maintain until all monies have been collected and information is transferred to mailing list, then destroy.

Donna Crock, seconded by Deanne Widauf, moved to approve adding a category for "Seminars" as noted and discussed. Motion carried.

ARMA Chapter Pins: Kristy Anderson currently has 20 chapter pins. Deanne Widauf will check to see how many chapter pins remain.

ARMA International Conference: The Conference will be held on October 3-6, 2004 in Long Beach, California. Kristy Anderson, Rich Wilson and Paula Sutton plan to attend. Paula Sutton mentioned that a Region Lunch is planned on Monday, October 4, with place to be arranged. The Leadership Meeting is scheduled for 2:30pm to 4:30pm on Saturday, October 2 with another session scheduled from 8:00 a.m. - 12:00 noon Oct. 2nd for leadership. Paula encouraged a representative to attend these sessions. Kristy Anderson advised she would be representing our chapter at both sessions. Paula also mentioned the Chapter Leadership form on the ARMA International web site. Paula encouraged members to get on the web site and communicate with other leaders. Paula asked the Board to contact her if there are any questions concerning ARMA.

Plaques: Donna Crock presented Rich Wilson with his plaque for Newsletter and Wendy Kinkade with her attachment for Membership.

Meeting Dates: The Business Meetings will be held on the 2nd Tuesday of the month. The Board Meetings will be held on the 4th Tuesday of the month.

Next Board Meeting: The next Board meeting will be held on Tuesday, September 28, 2004 at the City Municipal Building, Room 208 at 11:30am.

Meeting was adjourned at 1:40pm.

Submitted by,

Ramona Christensen
Chapter Secretary