WYOMING CHAPTER
Association of Records Managers & Administrators
Municipal Building, 2101 O'Neil Ave, Ste. 208, Cheyenne, Wyoming
Board Meeting Minutes
November 23, 2004, 11:30am

Members Present: Kristy Anderson, Donna Baur (by phone), Ramona Christensen, Donna Crock, Valerie Roybal, Barb Thomasee, and Deanne Widauf

Minutes: Deanne Widauf, seconded by Valerie Roybal, moved to approve the October 26, 2004 Board meeting minutes and the November 16, 2004 Chapter meeting minutes with a correction to Debbye Lathrop as a guest and not a member. Motion carried.

Treasurer's Report: Deanne Widauf presented the November 2004 Treasurer's Report showing a balance of $11,566.73, which includes term share accounts. Deanne also noted that Kristy Anderson withdrew $1500.00 from the share savings account to deposit in the checking account to cover expenses for the Chapter. Donations from the 50/50 Raffle were $18.50 as of November 16, 2004.

COMMITTEE REPORTS:

Education: Barb Thomasee reported that applications were sent to the Community Colleges and the University of Wyoming. Donna Crock has posted the scholarships on fastweb.com and has e-mailed principals of the high schools in the state.

Membership: Valerie Roybal gave an update on membership, reporting there are 35 members in the Wyoming Chapter, including 2 new members Kerry Beutler and Gerrie Bishop. Valerie checked with the County Clerks in the State, but no one showed an interest in joining at this time. Valerie plans to follow up on possible members from Ed Murray & Sons. Kristy Anderson advised she had spoke to several people who have showed an interest in joining our Chapter.

Newsletter: Donna Baur reported that she plans to place the scholarship ad for the Silent Auction in this month's newsletter. Donna Baur plans to have all information ready for the newsletter by November 29 to send to Donna Crock to e-mail to members.

Programs/Public Relations: Kristy Anderson announced the December Meeting will be held on December 8, 2004 at Poor Richards Restaurant at 6:00pm. The January Meeting will be a tour of Channel 5 News. The arrangements for the tour are not finalized and more will follow on this at a later date.

Web Site: Donna Crock is updating the web site regularly. Donna plans to create a scholarship application as a fill-in form when time allows.

OLD BUSINESS:

Charity Ideas: Michelle Motzkus from Freedom selected Big Brothers and Big Sisters as her charity of choice. A donation of $25.00 will be sent to this organization. Also Courtney Bohlender from Saratoga chose the Helping Hands Organization as her charity. The donations to Wyoming soldiers totaled $1298.00. In addition items such as food, Christmas cards, magazines, cameras, pocket flags, phone cards, playing cards, nerf balls, Frisbees, and much more totaling well over a $1000 in donated items were also sent from members, organizations and offices from around the state.

Kristy Anderson noted that the Chapter received some donated non perishable goods for the food drive for Needs, Inc. at the last Chapter meeting and reminded everyone to bring canned goods to our next Chapter meeting on December 8.

February Seminar: Ideas/Speakers: 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-Donna Crock checked into transferring money on PayPal. It states you can only transfer $500.00 a month unless you provide a social security number or a credit card to lift this amount higher than the $500.00 limit. On a $100.00 transaction, it costs a fee from PayPal of $3.20 or 3.2% of the total amount. Donna Crock, seconded by Barb Thomasee, moved to approve the Chapter enroll for a credit card at the American National Bank or Warren Federal Credit Union with control of the card by the President of the Chapter in order to use PayPal processing for seminar payments. Motion carried. Deanne Widauf will follow up on the acquisition of the credit card.

Brochure-Review Draft-Kristy Anderson distributed copies of the draft brochure. Some suggestions were made for the brochure including moving the ARMA Logo to the return address side and adding an agenda with the time to the brochure. If anyone has any more suggestions, please let Kristy know as soon as possible.

Printing Costs-Kristy spoke with the Mayor and the City of Cheyenne has agreed to do the printing of the brochures.

Target Mail Date-The Board decided to mail the brochures during the first week of January 2005.

Labels for Mailing Brochures-Donna Crock is working on the labels. If there are any changes, let Donna know by the next board meeting in December.

Postage Costs for Mailing Brochures-Valerie Roybal advised the County has agreed to mail the brochures for the seminar.

Silent Auction -Donna Crock has prepared a letter and inventory sheet for the Silent Auction. She plans to send it as an attachment to the December Newsletter. In addition, Donna Crock will send a follow up reminder in January 2005.

Vendors-letters, e-mails to potential vendors-Barb Thomasee reported that Janie Wait and her are waiting for the brochure to be finalized before contacting vendors. The board decided that lunch/breaks will be provided for one vendor per company at the $150.00 vendor fee. If additional people are with the same company, then they will be charged an additional $20.00 fee for the lunch/break.

P.R.-State/County/City Employees (Training Digest, Newsletter, E-mails, Website), LAW, NARA (National Archives & Records Administration), Region Presidents-Kristy Anderson will contact ARMA International (Anita Willis or Marc Lassalle) to post the seminar information on their web site under Calendar of Events or wherever these announcements are posted. Donna Crock will follow up to post the seminar on the Training Digest and list serves. Kristy advised she will contact NARA to get the word out to their members and Rich has been in contact with LAW to let their members know about the seminar.

Kristy Anderson advised she had received pre-approval of CLE credit through the Wyoming State Bar and CRM credit through ARMA International for the seminar.

Handouts for Folders-The Board decided not to have any extraneous information ("SCHWAG") or folders this year. Agendas and the handouts for the speaker will be distributed.

Fund Raiser: The 50/50 Raffle raised $9.50 at the November Chapter meeting. Valerie Roybal reported that the Black Hawk Trip would cost $20.00 to $25.00 per person. The bus rental would cost $600.00 with 47 people in one bus. Valerie checked on available dates for the trip in February. She advised if you book the trip to Central City at the Fortune Valley Casino then free coupon books are distributed. The Board decided that April or May of 2005 would be a better time to plan a trip since the seminar is in February 2005.

NEW BUSINESS:

Vendor Members: Advertising in Newsletter/Website-tabled until next Board meeting. Barb Thomasee will contact Janie Wait to get her thoughts on this proposal.

Order Chapter Envelopes and Stationery: Kristy Anderson plans to order envelopes and stationery for the Chapter.

Next Board Meeting: The next Board meeting will be held on Tuesday, December 14, 2004 at the City Municipal Building, Mayor's Conference Room on the 3rd Floor at 11:30am.

Meeting was adjourned at 1:08pm.

Submitted by,

Ramona Christensen
Chapter Secretary