Wyoming Chapter Association of Records Managers and Administrators
Holland and Hart: Cheyenne, Wyoming
Board Meeting Minutes
October 28, 2003 11:30am

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

Guests Present: Paula Sutton, MRM Region Coordinator

Minutes: Wendy Kinkade, seconded by Rich Wilson, moved to approve the September 23, 2003 Chapter Board Meeting Minutes and the October 9, 2003 General Meeting Minutes as presented. Motion carried.

Treasurer's Report: Ramona Christensen presented the October, 2003 Treasurer's Report showing a balance of $13,514.65 which includes term share accounts. Donna Crock questioned the balance in the checking account. She asked if it would be sufficient enough to cover our up coming expenses. After a brief discussion it was decided to transfer funds from the share savings account to the checking account. Donna Crock, seconded by Barbara Thomasee, moved to transfer sufficient funds from the share savings account to the checking account to bring the checking account balance up to a $1,000.00. Motion carried.

COMMITTEE REPORTS:

Education: Barbara Thomasee advised that she had received a letter from Moorcroft Senior High School, requesting information on our scholarship. Kristy Anderson suggested they be referred to our website and advised Barbara to follow up with a letter to them.

Membership: Wendy Kinkade advised that the chapter had 33 members. Wendy handed out a membership list and advised she and Kristy Anderson will be sending out target letters based on the program for the monthly meeting. Kristy provided a listing of current chapter members by town.

Newsletter: Rich Wilson reported that the information for the newsletter should be given to him as soon as possible.

Programs: October workshop: The overall consensus was that the workshop went well and was well attended. It provided an opportunity for members from Casper to get involved by organizing the workshop. However, it was questioned whether it was worth having the meeting in Casper since the majority of the attendees were from Cheyenne. Some suggestions for better attendance were to get notices of the workshop out sooner so people have more time to plan.

Kristy Anderson handed out a list of potential program topics and Deanne Widauf reported on the tentative agenda for this year's programs. The November program will be at the Hitching Post Inn on November 13, at 11:30am. The speaker will be Gus Lopez with the City-County Environmental Health and his topic will be reporting on recordkeeping for the West Nile Virus. It was also decided that people could bring non-perishable items to the November meeting and the chapter would donate the items to Needs.

Public Relations: Rich Wilson has been given new names to contact to get information into the paper, and he advised he will be contacting them.

Web Site: Donna Crock reported that she will be updating the web site. Kristy Anderson reported she had received positive feed back from other ARMA members regarding our website.

OLD BUSINESS:

February Seminar: Kristy Anderson reported that while at the ARMA International Conference in Boston, she attended a session presented by Alan Andolsen on "Ethics in Records Management." She was really impressed by his presentation and approached him about presenting at our February, 2004 seminar. After a brief discussion, the Board authorized Kristy to contact Mr. Andolsen and finalize arrangements with him to present a one day seminar on Feb. 12, 2004. Kristy will ask Mr. Andolsen about doing several tracks, to include Ethics in Records Management, Privacy Issues and Identity Theft. It was decided the fee for the seminar would remain at $125 Non-Members, $100 ARMA Members, $55 Students, $125 Vendors (w/lunch included in their fee as well as attendance at the seminar). Vicci Carter advised she would organize the vendors for the seminar and get all the arrangements made for them, as well as printing the badges and certificates. Ramona Christensen stated she would handle all the money issues and registrations. Deanne Widauf volunteered to contact places to hold the seminar and get bids back to Kristy ASAP. Donna Crock advised she would work on the mailing list. Kristy will draft the brochure and once Deanne provides her with information on possible locations get those arrangements made.

NEW BUSINESS:

ARMA Conference in Boston: Kristy Anderson reported that the conference was well worth attending . She talked about the region and chapter leadership day. She said that one of the chapters that gave a presentation was a New Mexico chapter that was defunct and eight people decided to start meeting again and the chapter now has 84 members. She also passed out information she received relative to membership, planning a seminar and ideas for programs.

MRM Region Coordinator Vacancy: Paula Sutton, MRM Region Coordinator, reported that there was a MRM Region Coordinator vacancy. Paula advised what the position entailed and what the requirements were. Paula went on to give the Board an update on who had applied.

Charity Projects: Several charities were suggested and after a brief discussion, the Board decided on sponsoring a Safe House family and to donate to charities in Kemmerer and Gillette. Rich Wilson, seconded by Deanne Widauf, moved that the chapter donate $150.00 to purchase items for a Safe House family and $25.00 each to a charity in Kemmerer and Gillette to be decided by a chapter member in those areas. Motion carried. Donna Crock volunteered to contact the chapter members in Kemmerer and Gillette.

Next Meeting: The next Board meeting will be held at Holland and Hart on Tuesday, November 18, 2003.

Meeting was adjourned at 1:15p.m.

Submitted by,

Vicci Carter
Chapter Secretary