WYOMING CHAPTER
Association of Records Managers & Administrators
Municipal Building, 2101 O’Neil Ave-Rm 208, Cheyenne, Wyoming
Board Meeting Minutes
February 21, 2006, 11:45am

Members Present: Rich Wilson, Donna Crock, Ramona Christensen, Wendy Kinkade, and Pat Newbern.

Meeting was called to order: by President Rich Wilson at 11:45 a.m.

Minutes: Donna Crock moved to accept the minutes of the Dec. 13, 2005 Board meeting, January 18, 2006 General meeting, January 24, 2006 Board Meeting, and February 10, 2006 General Meeting. Seconded by Wendy Kinkade. Motion carried.

Treasurer’s Report: Ramona Christensen presented the February 2006 Treasurer’s Report with the checking account Deposits of $5,351.11, Disbursements of $1,804.41, with a balance of $7,974.98. Total funds balance (includes term share accounts), is currently $18,252.10. Ramona will purchase a roll of stamps for postage.

COMMITTEE REPORTS:

Education: Barb Thomasee was not present. Donna Crock reported there have been 2 completed Scholarship Applications received (w/transcripts) and one transcript (sans application). Donna Crock will check with Kim Castaneda to see how we could assist LCCC to get more information to students about our scholarships.

 Membership: Rich Wilson reported he has spoken with ARMA international headquarters. They are still in the Audit process. ARMA HQ has selected a new membership committee with Thomas D. Killam, Cheryl Pederson and Susan McKinney named to serve on this committee. Donna Crock reported we currently have 35 active members. A discussion followed concerning our State membership numbers and renewals. Rich Wilson will continue to follow-up with ARMA International regarding membership renewals and concerns.

Newsletter: Donna Baur was unable to attend today’s meeting. Donna Crock related Donna Baur would continue to include whatever information (including 2006 Seminar Presentation slides) we submit to her. Rich Wilson read correspondence requesting approval to advertise and submit articles. Discussion followed with agreement that articles are welcome in our Newsletter. However no action was taken at this time regarding advertising. Rich Wilson will follow up concerning this request.

Programs/Public Relations: Wendy Kinkade advised the March program would be with Colonel Steve Smith of the Wyoming Air National Guard. Colonel Smith will speak and show a video of Iraq. The meeting will be held at 11:30 a.m., at Poor Richards, March 14, 2006. Please contact Wendy Kinkade for R.S.V.P. by Friday, March 10th, at 307-637-6329 or by emailing Wendy at wkinkade@cheyennecity.org.

Web Site: Donna Crock advised she has updated the web site with meeting announcements, minutes, and will post the 2006 Seminar Presentation slides upon approval and receipt of same by the speakers.

Old Business:

February Seminar: There were 59 Attendees with 0 Cancellations, and 3 No Shows (1 in town, 2 out of town), 2 Guest Speakers, No Charge for 8 Committee Members and President , and 6 with reduced fee for helping with expenses (2 City, 1 County, 3 State Archives). Seminar Net Income following expenses is expected to be $4,292.05. Outstanding expenses yet to be paid, include refunds and expenses for the guest speakers in the amount of 1,166.21. Pat Newbern motioned the three refunds be made in the amount of $195.00 and the expenses in the amount of $971.21 be sent to our Seminar speakers. Ramona Christensen seconded. Motion carried. Rich Wilson asked for comments about the Seminar, and a discussion followed review of Seminar Evaluation sheets. Pat Newbern has sent out Certificates of Completion to those attendees who did not pick up their certificates. Pat Newbern moved we authorize three Seminar refunds for a total $ 195.00 (1 member, 2 Non-members), seconded by Ramona. Motion carried.

Seminar Silent Auction: Donna Crock reported Thank You letters have been accomplished for the items donated for the Silent Auction, and Ramona will send these out. $946.50 was received from the auction proceeds for our Scholarship fund, which was approximately $300.00 more than what was taken in last year.

Rich Wilson has received a copy of the Rental Car expense for our January presentation. Pat Newbern motioned we pay $117.53 for the rental car expense as received, to International President Cheryl Pederson (January General Meeting speaker). Ramona Christensen seconded. The motion carried.

New Business: Rich Wilson explained the First Bankcard Credit Card renewal paperwork has been received, however this card is considered inactive. Following discussion, it was agreed this card was no longer being used or necessary, so Rich will complete the necessary process to cancel it.

Rich Wilson related RIM Month would be observed during the month of April. A discussion followed including our past participation and what our organization could do this year. Rich has asked Debbie Leonard to locate RIM Month information boards used in the past for placement in the lobby area of the State Archives/Museum.

Rich Wilson asked if anyone would be interested in attending the Leadership Meeting, July 13-15, 2006 in Omaha, NE. Following discussion, Donna Crock motioned to pay all expenses for Rich Wilson to attend the Leadership Conference including travel and registration fees of $160.00. Seconded by Ramona Christensen. Motion carried.

Everyone in attendance thanked Rich Wilson for lunch (Papa Johns Pizza). Rich ordered three pizzas as a part of his thanks for everyone’s extra help and work with our Spring Seminar.

With Spring Break scheduled the last week of March, the next Board Meeting was scheduled for March 21, 2006, 11:30 a.m. Municipal Building, Room 208.

Meeting was adjourned at 12:37 p.m.

Respectfully submitted by:
Pat Newbern
Secretary