WYOMING CHAPTER
Association of Records Managers & Administrators
Cheyenne City Hall, 2101 O’Neil, Room 208, Cheyenne, Wyoming
Board Meeting Minutes
August 29, 2006, 11:35am

Members Present: Tony Adams, Kristy Anderson, Donna Baur (by phone), Ramona Christensen, Donna Crock, Wendy Kinkade, Pat Newbern, Rich Wilson, Barb Thomasee, Tim Tyler.

Guests: Paula Sutton (Colorado), ARMA Midwest-Rocky Mountain Region Manager

Meeting was called to order: By President, Rich Wilson at 11:35 a.m.

Minutes: Donna Crock moved to accept the Minutes of the May 23, 2006 Board Meeting and the May 10, 2006 General Meeting Minutes as submitted. Motion seconded by Kristy Anderson. Motion Carried.

Rich Wilson then introduced Tony Adams, representing SHRAB and the State Archives. Tony came to speak with the Board for consideration of co-sponsoring Dr. Mark Langamo for a two-day workshop in 2007. Tony explained SHRAB has funds available to assist, including cost of the brochure (w/assistance for printing) and possible additional assistance through the State Archives. Costs at this time include $2,000.00 for Mark’s 2-day workshop fee plus $1,000.00 for Mark’s travel and per-diem (SHRAB could also pickup the $1,000.00 for Mark’s travel and perdium). Tony explained that Dr. Langamo’s workshop would be geared to Record Management Fundamentals with options for electronic records and historic records. Discussion followed regarding previous workshops and possible dates, host site/locations and expenses, additional costs for lunches and breaks, and other misc. expenses. Tony related dates of education opportunities including Kodak Imaging in October, and NEDCC Disaster Preparedness Workshop for this fall of 2006, with other educational opportunity dates not set as of yet. Discussion followed regarding anticipated costs, dates, and location options. No action was taken at this time.

Treasurer’s Report: Ramona Christensen presented the 2006 Year Treasurer’s Report with the year’s checking account deposits of $8,849.09, disbursements of $9,523.39, and a balance of $5,350.79. Term Share account Investments total were $10,422.87. For 2006 Year Total Balance through June 30, 2006 of $ 15,773.66. Ramona then presented the July/August Treasurer’s Report with the checking account deposits of $ 130.00, disbursements of $ 931.21, and a balance of $ 4,549.58. Term Share accounts total was $10,427.72, for a current Balance Total of $14,977.30. Pat Newbern moved to accept the 2006 Year Treasurer’s Report. Seconded by Donna Baur. Motion carried.

Rich introduced Paula Sutton, our Midwest-Rocky Mountain ARMA Region Manager from Colorado. Paula related the Chapters in the Midwest & Rocky Mountain Region are getting geared up again. The Central Kansas Chapter is reviving and the Western Slope and Colorado Springs Chapters are trying to also work up more activity. Paula shared various information updates from ARMA International including new hires, Michael Logan and Trevor Mitchell, and information for the Annual Conference to be held in San Antonio, TX this October. Paula explained there are still some issues still being experienced between some of the ARMA databases, but that many of the previous problems have been addressed successfully. Paula suggested we continue to contact Melody about any questions we may have concerning memberships. Susan McKinny, ARMA President, will be coming to Denver (January 16, 2007), and Paula asked if we would like to have her visit our Chapter. Plans to host Susan will be finalized within the next couple months and the Board will be in communication with Paula.

Paula also spoke about the ARMA Leadership Workshop held in Omaha, NE in July, which she and Rich Wilson attended. Paula related it was an exceptional opportunity for sharing of information and leadership training. Next year’s Leadership Workshop will be held in Des Moines, IA. Paula has posted pictures from this year’s Workshop at http://armamrm.org/ for your viewing.

Paula thanked everyone for inviting her to our meeting and also urged everyone to attend the ARMA conference in Texas as well as attending any opportunities to enhance our knowledge and involvement.

Education: Barb Thomasee reported she had been contacted by Lindsey Sears regarding the payment process for her scholarship. Kristy suggested Barb contact the school financial aid office(s) for verification of the two-student recipients registration in school prior to payment. A discussion followed regarding when we should send out letters for our two scholarships for 2007-2008. Barb related we sent out letters in October of last year. Our primary scholarship will be the Vicki Carroll Memorial Scholarship with the second offered to be a WY ARMA scholarship.

Membership: Rich discussed ARMA Intern’l membership processes and Donna Crock related she will continue to share the excel spreadsheets merged with MSWord to Tim and other members as she receives them each month.

Newsletter: Donna Baur reported she would be including the RIM month photo and RIM month celebration information in the next newsletter. Donna relate there weren’t any new members to include this month and Donna Crock suggested getting with some of the retirement members, and Donna Baur felt that was a great idea.

Programs: Wendy reported the September 12th general meeting program is slated with Matt Ashby to speak about “Plan Cheyenne”, the Urban plan for Cheyenne. Matt is in the city planning office and involved in key planning projects and was named in the Top 40 Under 40. Other programs planned will include Janie Wait, speaking about ‘Media Mix’ in October (at the Hitching post with lunch buffet), Visit from Susan McKinney ARMA Intern’l President in January, and others not confirmed as of this date. Suggestions for programs include Echo Star, the Weather Bureau, and A-Z Document Destruction.

Web Site: Donna Crock reported she has updated our site with Board meetings, the June Newsletter, program information, and the President’s letter. Donna reports we are running out of allotted space for our website. A discussion followed with input from the Board regarding what information would be best to discontinue and Donna will begin to retire outdated information accordingly.

Old Business: Rich gave a report on the ARMA Leadership Conference held in Omaha this past July. Steve Gray was a positive speaker who shared lots of information and encouraged our region chapters to continue with their forward movement. He shared that our chapters were not the only ones with issues, and to continue to look forward with positive changes. Rich related the conference was chocked full of tremendous ideas and simply a fantastic sharing experience for positive and effective leadership. Paula Sutton also brought her book from the Omaha Leadership Conference for everyone to look through. Rich urged everyone to attend the next ARMA Leadership Conference, which will be held in Des Moines, IA next July 12-14, 2007. Regarding the upcoming ARMA Annual Conference in San Antonio, TX, Rich asked for those who would be attending (Rich, Donna Crock, Pat Newbern, and Barb Thomasee) to be in contact via E-Mail for plans to get together once in San Antonio. Paula Sutton will also be attending as our Midwest & Rocky Mountain Region Manager. Among items discussed regarding this year’s Conference were the new Silent Auction, ARMA Education Fund with a ‘Kick Off’ on Saturday with Golf and Research, and a raffle for the Educational Programs sponsoring International Education opportunities for a free ARMA Conference. Following a discussion, Donna Crock motioned we put together something representing Wyoming for the Silent Auction up to $50.00 (to include shipping) from our chapter. Seconded by Tim Tyler. Motion carried.

New Business: Rich opened new business asking for suggestions of “how we can better recruit new WY ARMA memberships”. Following a discussion, several board members shared suggestions to possibly target businesses in the area and through out the state. Kristy suggested we put together a list of names and businesses, etc., so we can begin to target them. Wendy Kinkade added she could share information with various municipalities in the region through faxes done regularly. Rich asked for members to continue to share suggestions, and no action was taken at this time.

Rich Wilson shared three items of correspondence: A letter of thanks and appreciate from the United Medical Center Hospice for the donation in memory of Vicki L. Carroll; A letter of thanks and appreciation from Pat and Kristy Anderson for the Peace Lily Plant received in memory of Pat’s mother; And a letter received from Ross Bellinghiere in thanks and appreciation of the WY ARMA scholarship awarded to him.

Meeting was adjourned at 1:30 p.m.

Respectfully submitted by:
Pat Newbern Secretary