WYOMING CHAPTER
Association of Records Managers & Administrators
Municipal Building, 2101 O'Neil Ave, Ste. 208, Cheyenne, Wyoming
Board Meeting Minutes
October 26, 2004, 11:30am
Members Present: Kristy Anderson, Donna Baur (by phone), Ramona Christensen, Donna Crock, Wendy Kinkade, Barb Thomasee, Deanne Widauf and Rich Wilson.
Minutes: Wendy Kinkade, seconded by Barb Thomasee, moved to approve the September 28, 2004 Board meeting minutes and the October 12, 2004 Chapter meeting minutes. Motion carried.
Treasurer's Report: Deanne Widauf presented the October 2004 Treasurer's Report showing a balance of $12,366.12, which includes term share accounts. Donna Crock, seconded by Rich Wilson, moved to approve the transfer of $1,500.00 from the share savings account to the checking account to cover conference and seminar expenses. Motion carried.
Kristy distributed copies of the ARMA Midwest/Rocky Mountain Region Treasurer's Report which shows expenditures for our region for the leadership meetings.
COMMITTEE REPORTS:
Education: Barb Thomasee noted a few minor changes to the scholarship applications. Barb plans to update the applications, then e-mail to Donna Crock to post on our web site and on fastweb.com. Donna Crock will e-mail all principals of the high schools in the state informing them of our scholarship. Barb Thomasee will contact the Financial Aid Offices and business teachers at all the Community Colleges and University of Wyoming also. Barb is going to check into putting the scholarship information in the WY Tribune Eagle Newspaper Plains section.
Kristy asked the Board if it would be feasible to set up a separate account for the scholarship fund. After some discussion, the Board decided to keep the funds in our current account and just keep track of them separately. Deanne Widauf will provide a running tally of the funds from the Silent Auction and 50/50 Raffle to track the totals for the scholarship fund.
Membership: Kristy Anderson gave an update on membership, reporting there are 32 members in the Wyoming Chapter. Tim Tyler, from the Wyoming Department of Transportation and Kerry Beutler, from the City/County Development office are the most recent new members.
Newsletter: Donna Baur reported she has the newsletter almost finished with the exception of a few items she is waiting on to include it. She said it is a fairly large newsletter this time. Kristy plans to send information to Donna Baur regarding Check 21 Act for advertising our next Chapter meeting in the newsletter.
Programs/Public Relations: Wendy Kinkade announced that the November meeting will be held on Tuesday, November 16 at 11:30am at the Hitching Post Inn, CCR West Room. The topic will be Check 21 Act. The guest speaker will be Tony Minnick from Community First Data Services. The cost of the buffet lunch is not determined yet, but Wendy will get that information right away and forward to Donna Baur for newsletter and Donna Crock for the website. The December meeting will be held on December 7, 2004 or on whatever date is available (preferably earlier in the month). Discussion followed on possible locations for this and having a dinner instead of a regular meeting. Donna Crock will check on locations and confirm a date for the dinner and will e-mail everyone as soon as she gets confirmation.
Web Site: Donna Crock plans to update the web site with the revised scholarship applications. Kristy Anderson received notification that the Midwest/Rocky Mountain Region web site is up and running. Their web address is at http://armadenver.org/MRM_Region/index.html. Donna Crock will add a link from our web site to the Region web site.
OLD BUSINESS:
ARMA International Conference: Kristy Anderson reported that the Conference was wonderful. There were tons of ideas on e-records, discovery and importance of keeping good records. Over 940 vendors were present. Kristy also attended the Leadership meetings that were held. At the Leadership meeting, the group discussed. the Membership Recruitment Recognition Program - "Energize". For more information on this program, see the ARMA International web site. Kristy encouraged all chapter members to get out and recruit at least one new member for our Chapter this year.
Charity Ideas: Michelle Motzkus from Freedom selected Big Brothers and Big Sisters as her charity of choice. A donation of $25.00 has been sent to this organization. Kristy Anderson reported that a flight is leaving on November 6 for Iraq that will be delivering care packages to the soldiers. All donations for the Wyoming soldiers need to be at Kristy's office by November 1. Other groups are also getting involved with the donations which include Cheyenne Public Employees Association, Girl Scouts, Holland & Hart and the State of Wyoming.
The Board decided to have a canned food drive for Needs, Inc. All interested persons may donate non perishable items during our November and December Chapter meetings.
Seminar Ideas/Speakers: Rich Wilson reported that 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." The format of the seminar will include both lecture and break-out sessions addressing various aspects of computer discovery technologies, new sources of data, and offer a glimpse into the future of computer discovery. The seminar will also give CLE and CRM credits. Possible locations for the seminar are: Hitching Post Inn, Little America, Holiday Inn, Plains Hotel or the Community House. Rich Wilson and Kristy Anderson will check on the locations and inform the Board once a decision is made.
Donna Crock, seconded by Deanne Widauf, moved to approve that all Board members and Janie Wait who comprise the Seminar Committee members, attend the seminar free of charge, the cost for the seminar will be $135.00 (Non Members), $100.00 (Members), $150.00 (Vendors-includes 2 lunches) and $55.00 (Student Fee). Motion carried.
PayPal -Donna Crock distributed an instruction sheet on PayPal and how it works. Donna Crock plans to set up an account to have monies transferred directly into the Chapter checking account when someone pays by credit card for the seminar. The address for our account will be at armawyoming@bresnan.net.
Silent Auction -The Board is asking members from around the state to donate something from their area for the Silent Auction. Donna Crock e-mailed Donna Baur information on the Silent Auction to put in the newsletter and advised she will be sending something out on this to members after the first of November.
Vendor Show - Barb Thomasee will contact Janie Wait to get information out to possible vendors and start working on this.
Fund Raiser: 50/50 Raffle will continue throughout the Chapter year. Valerie Roybal is still checking into the Black Hawk Trip as a possible fund raiser.
NEW BUSINESS:
Dave McDermott's Visit: Wendy Kinkade, seconded by Rich Wilson, moved to approve reimbursement of $25.00 to Dave McDermott, ARMA International President, for parking expense at DIA for his trip in September when he visited our chapter. Motion carried.
Vendor Members: Advertising in Newsletter/Website-tabled until next Board meeting.
International Member: Kristy Anderson met an ARMA International member from England who works for Roche Pharmaceuticals during her stay in Long Beach, California at the ARMA International Conference. Kristy suggested that the person become a member of our local chapter so we can exchange ideas and provide articles to us. The Board agreed with the idea.
Training: Kristy Anderson mentioned that a Free Webinar hosted by ARMA International on Preserving Electronic Records will be presented on November 3 (http://www.arma.org/learningcenter/webseminars/index.cfm?EventID=13). Kristy also distributed a listing of ARMA Webinars for the 2004-2005 year to the Board members.
Next Board Meeting: The next Board meeting will be held on Tuesday, November 23, 2004 at the City Municipal Building, Room 208 at 11:30am.
Meeting was adjourned at 1:08pm.
Submitted by,
Ramona Christensen
Chapter Secretary