WYOMING CHAPTER
Association of Records Managers and Administrators
Municipal Building, 2101 O’Neil Ave, Ste 208, Cheyenne, Wyoming
Board Meeting Minutes
August 30, 2005 11:30 a.m.

Members Present: Kristy Anderson, Donna Baur (by phone), Ramona Christensen, Donna Crock, Wendy Kinkade, Vicki Nemecek, Valerie Roybal, Paula Sutton (Region Manager), Barb Thomasee, and Rich Wilson.

Minutes: Kristy Anderson moved to approve the May 24, 2005 Board meeting minutes, seconded by Wendy Kinkade. Motion carried.

Treasurer’s Report: Ramona Christensen presented the June 2005 End of Year Treasurer’s Report showing a balance of $16,447.96 which includes term share accounts. Ramona distributed copies of the Form 990 Chapter Financial Information which included copies of revenue and expenditures for the 2004-2005 Fiscal Year ending June 30, 2005. The Chapter showed net revenue of $1,170.31 for the year. Donna Crock moved to approve the June 2005 Year End Treasurer’s Report, seconded by Valerie Roybal. Motion carried. Ramona further presented the July/August 2005 Treasurer’s Report and explained revenue and expenses for those two months. Paula and Rich thanked Ramona for timely and accurate reporting.

Transition of Duties: Rich Wilson asked all board members to go to ARMA.org and review the Code of Ethics, Constitution, and By-Laws. Paula Sutton, Regional Manager, said she is impressed with our programs and the number of people attending the Chicago Conference. She will get information to Rich on events she has planned at the Chicago Conference. Rich is planning a get together and will distribute that information as well.

COMMITTEE REPORTS:

Education: Barb Thomasee reported on scholarships. Discussion was held on changing the scholarship criteria to make it open to anyone to apply for scholarships, not necessarily one to a community college recipient and one to a UW recipient, but instead award 2 scholarships going to the best qualified applicants. Wendy Kinkade moved to award two $500 scholarships to the two best qualified applicants, seconded by Donna Crock. Barb and Donna commented they would review the scholarship application and change the website information pertaining to it as well. Motion carried.

Membership: Valerie Roybal reported she is currently working on new members. All members were reminded to make sure to get credit for any new members they recruit – and were advised their names could be put in for a drawing to earn a free trip to the next ARMA International Conference.

Newsletter: Donna Baur reported the newsletter is about ready to go. She advised she will make room for any articles sent to her prior to publication.

Programs/Public Relations: Wendy Kinkade reminded everyone of the September 13, 2005 joint meeting with Northern Colorado and Rocky Mountain Chapters. She advised the October meeting will be a tour of the new City/County Health mobile vehicle. Future meeting ideas were discussed and include: Echostar, Transit, HUD, F.E. Warren, National Guard, Main Records Building Downtown, and the Weather Center. Wendy requested anyone to let her know if they had other suggestions for tours or speakers.

Web Site: Donna Crock updated all contact information. She advised she will update the scholarship information as discussed. She also requested members to review the scholarship applications and to advise her if there was any outdated information.

OLD BUSINESS:

Rich Wilson reported on the Midwest Rocky Mountain Region Leadership Conference. He commented it was a great conference. He commended on the following that he learned while at the conference: He appreciated sharing time with other Chapters; HQ ARMA has re-vamped their website and it is much easier to use; the Region website has been updated and is working with various browsers; the Newsletter Award was presented to the Kansas City Chapter; the Website Award was presented to Mile High Denver and Nebraska Chapters; the Hall of Fame Award was presented to Bismarck (Small Chapter) and Mile High Denver (Large Chapter). He also advised next year’s conference will be 2.5 days in Omaha, Nebraska during the second week of July.

NEW BUSINESS:

Rich Wilson welcomed new board members.

Discussion was held on charity ideas for the year with the following suggestions made: help with residents in Wright, Wyoming that were hit by a tornado; and help with victims from the Katrina Hurricane that recently hit New Orleans, Louisiana, Mississippi residents. Discussion followed on these ideas and it was decided the tornado victims were residents of Wyoming and this might be a good “chapter” project for all members around the state. It was further decided to wait until the next board meeting to decide on what the chapter would like to donate to the hurricane victims.

New ideas for member participation were discussed, but tabled until next meeting. Rich Wilson commented he thinks it’s important to get to know each other through outside activities.

Seminar ideas/speakers were discussed. It was advised the seminar will be held the second week in February. The exact date will be set when a speaker is booked. Rich Wilson asked everyone attending the Chicago Conference to look for possible speakers. It was also advised there will not be a vendor show this year but it was decided to continue the silent auction which helps raise money for our scholarships. Donna Crock asked all Board Members to start thinking of items to acquire for the auction. Board members concurred to continue using PayPal for the seminar as it allows us to accept credit card payment and worked very smoothly.

Rich Wilson advised the Checking account was moved to Warren Federal Credit Union which is the same place where we have our other bank accounts to allow for easier transactions and only one bank to go through for all of our accounts. Kristy Anderson moved to concur with the transfer of the checking account, seconded by Donna Crock. Motion carried.

Rich Wilson advised ARMA International is suggesting the use of Quick Books for our financial recordkeeping, but after discussion the Board decided we currently have a good financial system in place and it would not be beneficial to our Chapter at this time.

Next Board Meeting: The next board meeting will be held on Tuesday, September 27, 2005, City of Cheyenne Municipal Building conference room, Room 208 at 11:30 a.m.

Meeting was adjourned at 1:04 p.m.

Submitted by,

Vicki Nemecek
Secretary