WYOMING CHAPTER
Association of Records Managers & Administrators
2618 Van Lennen Avenue
Board Meeting Minutes
August 24, 2007, 11:45 a.m.

Members Present: Donna Crock, Pat Newbern, Rich Wilson, Ramona Christensen, Bob Curtis, Barb Thomasee, Paula Sutton (Region Manager), Tim Tyler, Deanee Widauf, and Wendy Kinkade (by phone).

Meeting was called to order: By President Donna Crock at 11:45 a.m.

Minutes: Rich Wilson moved to accept the Minutes of the June 7, 2007 Board Meeting. Seconded by Pat Newbern. Motion carried.

Treasurer’s Report: Ramona Christensen presented the June 2007 Treasurer’s Report with checking account deposits of $3,691.50, disbursements of $5,936.95 and a balance of $6,007.00. The July/August Treasurer’s Report was presented with checking account deposits of $105.00, disbursements of $1,490.88 and a 08/24/2007 balance of $4,621.12. Term Share accounts Investment total were $10,805.55 for a total current balance ending August 24, 2007 of $15,426.67. The required IRS 990 report has been submitted. An audit of the books was conducted by Donna Crock and Kristi Anderson. Signature cards will be updated for the new board. Destruction of records was completed in 07/07.

Committee Reports:

Education: Barbara Thomasee reported that three scholarships were awarded from the applications received. The recipients were Mario Gonzales (LCCC), Shipra Mehta (UW) and Kimberly Moczulski (Western Wy College). They received scholarships in the amount of $500 each.

Membership: Tim Tyler stated that has made various contacts to members about renewal of their memberships. A discussion was held on the status of various members. The current membership count is 38. Donna led a discussion on ways to find new members including using the list from seminars. Donna and Tim will work together to create a list of potential numbers. Donna requested Tim to order new applications. Discussion was also held on the type of possible brochures that could be used for potential members.

Programs: Wendy Kinkade stated that a tour of the Belvoir Ranch is possible for October. Paula suggested the possibility of a recap of the ARMA Annual meeting, possibly by Webinar.

Newsletter: Deanne Widauf discussed her needs for the September newsletter. Samples of other chapters newsletters from the region were given to Deanne.

Web Site: Donna Crock reported that she has updated the Web site with the new list of officers and updated chapter information.

Old Business:

Leadership Conference: Donna Crock and Pat Newbern discussed their trip to the Leadership Conference in Des Moines, Iowa. There were Chapter reports presented by those in attendance. The region assessment was handed out. There currently are ten states and twelve chapters in the ARMA Midwest/ Rocky Mtn. region. Next years conference will be in St. Louis. A discussion was held by Paula Sutton on the fact that the chapter LOGO had to be in line with the National LOGO. Paula also discussed the conversation that was held on how the acronym “ARMA” should be presented to the public.

New Business:

Regional Manager: Paula Sutton thanked the Board for the cards received for her Mom. She thanked the Board for completing the annual 990 form and turning in Chapter member of the year. She discussed various items that will take place during the Annual Conference in Baltimore. Paula explained how the chapter speaker grants work and gave the deadline dates.

By-Laws Update: Donna requested that there be a sub-committee to review the chapter by-laws. Rich Wilson, Donna Crock and Pat Newbern will review the existing by laws and report back to the Board.

Library Holdings: The resources are currently located at Holland and Hart. They will be reviewed by Rich Wilson and Pat Newbern.

International Conference-Baltimore: Donna will gather items for silent auction. Discussion was held on possible WY license plates with “ARMA” on them. Motion made by Tim Tyler to purchase two license plates at $5.00 per plate for the Baltimore Conference. It was seconded by Pat Newbern. Motion carried.

Contact Chapter Members:  There was discussion regarding getting input from chapter members. Donna Crock volunteered to draft a survey for the board to review. Plans are to use a website service, surveymonkey.com to send out to chapter members prior to the next board meeting.

Chapter Pins: After discussion on how may chapter pins were available Pat Newbern moved to approve the purchase of additional chapter pins, seconded by Ramona. Motion carried. After the board meeting, Donna Crock informed the board 250 chapter pins were purchased from Wyoming Trophy and Engraving at a cost of $85.00 for dye charge and $1.36 per pin for a total cost of $425.00.

Memorial Donation: Rich Wilson moved to approve a $25.00 donation to Laramie County Colorado Hospice in memory of Paula Sutton’s mother. Seconded by Pat Newbern. Motion carried.

Midwest States Micrographics Conference Speakers’ Gifts: Tony Adams requested the chapter contribute speaker gifts. Pat Newbern moved to approve the purchase of nine Wyoming license plates at $5.00 per plate for speaker gifts, seconded by Barb Thomasee. Motion carried.

There being no further business the meeting was adjourned at 1:50 pm.

Next Board meeting will be September 25th, 2007, location Wyoming State Archives Conference Room.

Respectfully submitted by:
Bob Curtis
Secretary