WYOMING CHAPTER of ARMA
Wyoming State Archives Conference Room
Board Meeting Minutes
April 1, 2008

Members Present: Donna Crock, Ramona Christensen, Deanee Widauf, Wendy Kinkade, Rich Wilson, and Tim Tyler

Meeting was called to order: By President Donna Crock at 11:35 a.m.

Minutes: Rich Wilson moved to accept the Minutes of the Board Meeting of February 26, 2008 and the March 10, 2008 Chapter meeting, Seconded by Ramona Christensen. Motion carried.

Treasurer’s Report: Ramona Christensen presented the March 2008 Treasurer’s Report with checking account deposits of $5,261.50, disbursements of $1,683.31 and a balance of $7,463.69. Checking Account,Term Share accounts Investment and savings balances ending April 1, 2008 was $18,530.34.

Ramona discussed the need to fill out 1099 forms for vendors paid over the amount of $500.00 for services. Ramona contacted ARMA International for guidance and they will be putting together something in the future for chapter Treasurer’s to follow.

Renewals of the fees for the Secretary of State are due. Ramona will be filing an Article of Amendment with the Secretary of State once the ByLaws are approved for name changes and will pay the dues at that time.

Committee Reports:

Education: Donna Crock reported two additional applications have been received. Tim Tyler and Wendy agreed to review the applications with Barb Thomasee. Rich Wilson moved to approve three scholarships for this chapter year to qualified applicants. Seconded by Tim Tyler. Motion carried.

Membership: Tim stated that Michelle Stewart was a new member from the Board of Parole. Wendy Kinkade mentioned that Darlene Kinnison from the City of Cheyenne is in the process of joining ARMA as well. Tim Tyler has also contacted Bev Jackson in Casper to join the chapter. Rich Wilson will follow up with her.

Programs: The program for April 8th will be on “Protecting your hosted records” at Poor Richards Restaurant. Rich Wilson moved to approve reimbursement of mileage expenses to the speakers of the April chapter meeting. Seconded by Ramona Christensen. Motion carried. There was discussion regarding the topic for the May chapter meeting. Wendy will make the arrangements for the meeting. There were several suggestions, one possibly be a tour of the Laramie County Library. Rich Wilson will make arrangements for the June Awards Banquet. Possible locations were Little America and Terry Bison Ranch.

Newsletter: Deanne Widauf has most of the newsletter completed and will include several articles as well as new members information if possible.

Web Site: Donna Crock reported Lonetree has moved the chapter’s website to a new server. She has done testing on several items on the website. Old Business:

By-Laws Update: Donna has e-mailed the draft By-Laws out for a thirty day comment period to all voting chapter members. Comments are due April 7, 2008.

Library Holdings: The review has been completed and a new list has been provided by Rich Wilson and Pat Newbern. Donna will update the website with the new list.

Speaker Grant: Was resubmitted for April deadline.

March Seminar: Discussion of the final totals for the seminar were reported by Ramona Christensen. Net Revenue for the Seminar was $4,696.69 and $1,016.50 was collected for the silent auction. All expenses have been paid. There were 61 attendees.

Sponsorship of IT Summit in April: Rich Wilson will be at the seminar as our representative.

RIM Month Program – Discussion of events for RIM month were discussed. Ramona Christensen moved to approve to sponsor a break during the April 23rd workshop hosted by the Wyoming State Archives. Deanne Widauf seconded. Motion carried.

New Business: Chapter Dues Adjustment due to HQ by May 1, 2008 – there will be no changes for chapter dues.

Board Positions for 2008-2009 – Discussion regarding recruiting for board positions was addressed. The board is encouraged to seek individuals to run for the board.

Scholarship to Recruit New Members - Donna Crock suggested the chapter think about offering a scholarship for individuals to join ARMA International and the chapter. The program would pay for the dues for a year. The idea of offering this will be deferred to the next chapter year.

Highlights, Accomplishments, Areas of Concern – Paula Sutton, Region Manager, has asked to set up a conference call with chapter presidents to review highlights, accomplishments and concerns. A conference call has been set up for Thursday, April 03, 2008.

Charitable Donations - Rich Wilson motioned to donate $25 to the Zachery Curtis scholarship fund in memory of Bob Curtis's daughter-in-law and a $25 donation to the Cheyenne Animal Shelter in memory of Barb Thomasee's Mother-in-law. Deanne seconded the motion. Motion carried via an e-mail vote.

There being no further business the meeting was adjourned at 12:55 pm.

Next Board meeting will be April 29, 2008 at DEQ, Herschler Bldg Rm. 3710.

Respectfully submitted by:
Donna Crock, President