WYOMING CHAPTER
Association of Records Managers & Administrators
Municipal Building, 2101 O'Neil Ave, Ste. 309, Cheyenne, Wyoming
Board Meeting Minutes
December 14, 2004, 11:30am
Members Present: Kristy Anderson, Donna Baur (by phone), Ramona Christensen, Donna Crock and Rich Wilson.
Minutes: Donna Crock, seconded by Rich Wilson, moved to approve the November 23, 2004 Board meeting minutes and the December 8, 2004 Chapter meeting minutes. Motion carried.
Treasurer's Report: Kristy Anderson presented the December 2004 Treasurer's Report showing a balance of $11,602.03 which includes term share accounts. Donna Crock, seconded by Rich Wilson, moved to approve the credit card application limit to $2,500.00. Motion carried.
COMMITTEE REPORTS:
Education: No report.
Membership: Kristy Anderson gave an update on membership, reporting there are 34 members in the Wyoming Chapter.
Newsletter: Donna Baur plans to work on the newsletter soon. She will repeat the February Seminar information and the Silent Auction in next month's newsletter. She plans to have the New Member's Corner also.
Programs/Public Relations: Kristy Anderson announced the January Meeting will be a tour of Channel 5 News on January 11, 2005 at 11:30am. The tour will include observing the noon news show and seeing how it is put together. No lunch will be served.
Web Site: Donna Crock updated the web site with the February Seminar information and on the January meeting for the Channel 5 News tour.
OLD BUSINESS:
February Seminar: The February Seminar will be held on Wednesday, February 16, 2005. The speaker will be Deborah Juhnke, "Getting Ready for 2010 - What the Last 10 Years of Computer Discovery Has Taught Us."
PayPal-Kristy announced that the PayPal account is set up and working. The Chapter has received Donna Baur's registration fee from PayPal. Donna Crock plans to check PayPal once a day or so closer to the seminar and e-mail Deanne Widauf when the transfers occur to our checking account along with the person who registered. PayPal charges us $3.20 for a $100 transaction, and fee will vary according to dollar amount. So our account is credited $96.80 for a $100 registration fee.
Brochure-The seminar brochure has been posted on International's Calendar, linked from our website and has been printed by the City of Cheyenne I.T.'s Dept. It is ready for mailing.
Labels for Mailing Brochures-The labels were prepared by Donna Crock and are in zip code order. She provided labels to Kristy to get ready for mailing the brochures.
Postage Cost for Mailing Brochures- The County is picking up the cost for postage. Donna Crock volunteered to distribute all brochures to State employees through interoffice mail (zip code 82002) and Kristy will distribute City and County employees. The remainder will go to Valerie for the County to mail.
Handouts-Printing Costs-Archives will do the printing of the handouts.
Silent Auction - The letters to members were sent and posted in the newsletter.
Vendors- The letters to vendors were sent and WYDOT picked up the cost for postage.
P.R.-State/County/City Employees (Training Digest, Newsletter, E-mails, Website), LAW, NARA (National Archives & Records Administration), on Region Website, Denver Mile High Chapter, Northern Colorado Chapter, SRMA (Society of Rocky Mountain Archivists), Records Management ListServ and Electronic Records ListServ-The seminar information has been posted on these sites except for the Training Digest. Donna Crock e-mailed them, but she is not sure if it will be posted. In addition, Kristy Anderson plans to contact the Wyoming State Bar to see if she can obtain a listing of attorneys.
Fund Raiser: The Black Hawk Trip (Central City) is planned for Saturday, May 21, 2005. Valerie Roybal contacted Americoach. The cost of the bus rental is $600. The board decided to charge $20 per person (up to 45 person maximum). The bus will meet in the Old Ward's Parking lot on East Pershing Boulevard and leave Cheyenne at 8:00am for Central City. If anyone wants to go to Black Hawk from Central City, they can ride the shuttle. The bus will leave Central City at 4:00pm, and then return to Cheyenne. Kristy Anderson will have Valerie Roybal check on the cancellation policy before a final contract is signed with Americoach.
NEW BUSINESS:
Review Information from Region/International: Kristy Anderson announced that she received information from Paula Sutton that the escrow reports are now available online. To post events on the upcoming events calendar on International's website, you log on-line and post them yourself. ARMA International will start issuing membership certificates again. Susan McKinney plans to run for President Elect for ARMA International and elections begin this January for those positions. The Leadership Conference will be held on July 14-16, 2005 at Lake of the Ozarks, Missouri. Rich Wilson plans to attend this conference.
Vendor Members: Kristy Anderson received some comments/suggestions from Janie Wait for possible advertising in the Newsletter/Website. In addition, Janie Wait's company, Intermountain Record Center, contributed $50.00 to help with expenses for the February Seminar. Donna Crock, seconded by Rich Wilson, moved to approve to solicit vendor members by allowing them to advertise in the Newsletter/Website, limited to a business card size advertisement, for the membership year at a cost of $100.00. Motion carried. The Board agreed that our Chapter could give the vendors that attend the February Seminar this information to show them the benefit of joining the Chapter.
Next Board Meeting: The next Board meeting will be held on Tuesday, January 25, 2005, City Municipal Building, Room 208 at 11:30am.
Meeting was adjourned at 12:30pm.
Submitted by,
Ramona Christensen
Chapter Secretary