Wyoming Chapter
Association of Records Managers and Administrators
Holland and Hart: Cheyenne, Wyoming
Board Meeting Minutes
November 19, 2003 11:30am

Members Present: Kristy Anderson, Vicci Carter, Ramona Christensen, Donna Crock, Rich Wilson, and Deanne Widauf.

Minutes: Rich Wilson, seconded by Ramona Christensen, moved to approve the October 28, 2003 Chapter Board Meeting Minutes. Motion carried. The November 13, 2003 General Meeting Minutes were tabled until the next Board Meeting.

Treasurer's Report: Ramona Christensen presented the November, 2003 Treasurer's Report showing a balance of $12,205.08 which includes term share accounts.

COMMITTEE REPORTS:

Education: Kristy Anderson reported that Barbara Thomasee had sent a letter to the Moorcroft Junior/Senior High School responding to their request for information regarding our scholarship. Membership: Kristy Anderson reported that the chapter had 33 members with four up for renewal. Kristy also advised that the Bureau of Land Management membership had been transferred from Craig Wood to Deborah Yeager. Kristy contacted both the hard copy and digital records managers at Trilegiant and the owners of A - Z Document Destruction and visited with them about ARMA. Everyone seemed interested in learning more about ARMA and the benefits of being a member.

Kristy asked that we all spread the word about the benefits of ARMA membership.

Newsletter: Rich Wilson reported that the information for the newsletter should be given to him as soon as possible and he will be sending the newsletter out on Wednesday, November 26th.

Programs: The December general meeting will be the Christmas party to be held the evening of December 12 at 6:00 p.m. at Poor Richard's restaurant. People are to bring their items to donate to the Safehouse family the chapter adopted. Kristy Anderson asked that you let her know what the item is if it is already gift wrapped so she will know not to purchase the same thing with donations received. The January 2004 meeting will be a tour of the Lowe's warehouse/distribution center. We are to meet at their visitor center with Rick Hale, who will be our tour guide.

Public Relations: Rich Wilson reported that the Chapter meeting information will be in the Wyoming Tribune's monthly listing of clubs and organizations.

Web Site: Donna Crock reported that she has been updating the web site and the seminar information is on the website.

OLD BUSINESS:

February Seminar: Kristy Anderson reported that she had signed a contract with the Hitching Post Inn to hold the seminar there. The set-up will be the same as it was last year and the lunch will be a buffet. Alan Andolsen has agreed to speak at the seminar. His topics will be "Do You Know Who You Are Today? Records Management Ethics, Privacy Issues & Identity Theft." Kristy has also reserved ten rooms for out-of-town attendees at a cost of $71.00 each, the rooms will be held until one week before the seminar and those rooms not booked will be made available to the public. There will be a booth offered at no charge to the Attorney General's Office or other legal entity to hand out brochures and visit with the attendees. Kristy reported that the Wyoming State Archives will be responsible for the printing of the seminar handouts, the City of Cheyenne I.T. Department will print the brochures, the Laramie County Clerk will mail the brochures and Valerie Roybal of the County Clerk's office will be in charge of collecting items for the seminar folders. Vicci Carter will be in charge of the vendors with Barbara Thomasee assisting her. Discussion was held on allowing vendors a brief opportunity to talk about their product to seminar attendees. It was also decided we would continue with the bingo vendor as it is a good way to get attendees to visit each of the vendors. Kristy brought up holding a silent auction during the seminar with the proceeds going to the chapter's scholarship fund. After a brief discussion it was decided that the chapter would hold a silent auction during the lunch break and the winning bid for each item would be announced at the beginning of the afternoon session. Donna Crock volunteered to be in charge of the silent auction. Discussion was held on advertising for the seminar and different ways to advertise besides mailing the brochures (i.e. State Group Wise, Development Digest, media such as radio and Channel 19 "About Town" segment).

Charity Projects: Kristy Anderson reported that the donations had been sent to the selected charities in Kemmerer and Gillette and she had already received a thank you from the charity in Kemmerer.

NEW BUSINESS:

Update Chapter Brochure: Kristy Anderson reported that she had updated the chapter brochure to reflect the change in officers along with their contact information.

Next Meeting: The next Board meeting will be held at Holland and Hart on December 16, 2003 at 11:30.

Meeting was adjourned at 12:45p.m.

Submitted by,

Vicci Carter
Chapter Secretary