WYOMING CHAPTER
Association of Records Managers & Administrators
Wyoming State Archives Conference Room, Cheyenne, Wyoming
Board Meeting Minutes
November 1, 2006, 11:40am

Members Present: Kristy Anderson, Donna Baur (by phone), Ramona Christensen, Donna Crock, Pat Newbern, Rich Wilson, Barb Thomasee.

Meeting was called to order: By President, Rich Wilson at 11:40 a.m.

Minutes: Kristy Anderson moved to accept the Minutes of the September 19, 2006 Board Meeting and the October 10, 2006 General Meeting as submitted. Motion seconded by Donna Crock. Motion Carried.

Treasurer’s Report: Ramona Christensen presented the October Treasurer’s Report with checking account deposits of $303.00, disbursements of $1,198.21, and a balance of $2,633.68. Term Share account Investments total were $10,508.42, for a current balance ending November 1, 2006 of $13,142.10. Our scholarship check to U.W. finally cleared on October 31, 2006. Kristy Anderson presented a complete summary of Charitable Contributions for ARMA (Wyoming Chapter) 1999 to present, showing over $6,252.00 donated to charities through out the state since 1999.

Committee Reports -

Education: Barb Thomasee reported our scholarship letters have been sent to the Wyoming Colleges telling about our two scholarships, and Donna Crock will send out E-Mails next month to all of the State High Schools with information about our two scholarships. Our primary scholarship will be the Vicki Carroll Memorial Scholarship with the second offered to be a WY ARMA scholarship. Rich proudly reported he was asked by multiple groups at the ARMA International Conference in San Antonio criteria used for developing our scholarship program. Membership: Rich reported ARMA membership renewal should be in the works (although it appears not every one is receiving notifications as expected). Rich will continue to tract renewals and keep the Board updated. Discussion followed on what our new members receive and ideas to recruit and target new members. Rich urged everyone to bring guests to our General Meetings to help introduce them to ARMA.

Newsletter: Donna Baur reported our new member; Jenny Hargett from LCCC will be featured in the new member column of our November 2006 newsletter.

Programs: Kristy reported the November 14th General Meeting program is slated with Jackie Smith, Director of the Cheyenne Public Works. Jackie will speak about the optional 1% sales tax in Laramie County. Kristy will confirm with Wendy the location, tentatively scheduled for CB & Potts, with lunch to be ordered off the menu. Kristy advised the Dec. 5th meeting, is planned for upstairs at Sanford’s to begin at 6:00 p.m. Sanford’s has agreed to allow separate checks and will waive the room fee.

Web Site: Donna Crock reported she continues to update our site with meeting minutes, program information, and updates as received.

Old Business: Rich gave a summary for the ARMA Annual Conference in San Antonio, TX. Our Silent Auction items went well and the conference was well attended. Paula Sutton did a great job organizing the Midwest and Rocky Mountain Region “Gathering”, where 62 individuals attended and had a great time sharing the delicious food, beverages, and getting to know each other. Janie Waite from Casper presented a Poster Session, which was well attended, and according to the evaluations, also well appreciated. Rich also reported on the opening session and leadership sessions. There were five from our Chapter that attended: Donna Crock, Barb Thomasee, Rich Wilson, Janie Waite and Pat Newbern.

Kristy handed out a Seminar Planning Outline for our 2007 Workshop, with discussion regarding Jesse Wilkins as the speaker, topics, and open dates per an earlier communication through Donna Crock. Donna will verify open dates and speaker fees/expenses with Jesse Wilkins. Kristy will follow-up with location for the Seminar, date, and cost. We will keep Donna Baur informed as plans are finalized so she can include them in the Newsletter-with possible dates of February 22, 2007 or March 6, 2007. Pat Newbern will draft the brochure; Kristy advised the city would probably be able to print the brochures again; Barb Thomasee advised she would check to see if WYDOT would print the handouts; Kristy offered to check with the county to see if they would provide postage for mailing the brochures; Rich said Archives would furnish the badges and print the name tags, and Donna Crock offered to type the mailing labels. Discussion followed regarding the Silent Auction and Vendor Show, with general agreement to hold the Silent Auction again. Donna Crock advised she had all the information for the silent auction and would put something to together to get out to members next month. It was decided not to have a vendor show, but if any vendors requested to participate in the seminar we would not turn them away and that they would have to pay the normal registration fee for each person attending and that would constitute their vendor fee. Donna Crock reported she would check with other region chapters to see what their 2007 Educational Seminar/Workshop plans were so they would not conflict with our schedule.

Kristy brought up our annual Charities and our charities selection process for an outlying chapter member to select a charity of their choice (referring to Charities sheet handed out). Kristy moved we donate $50.00 to the Cody area members (Cindy Baker and Jerry Hager) to select a charity of their choice to donate the money to, seconded by Barb Thomasee. Motion passed. Kristy advised she would follow-up on the $100.00 donation previously approved for the Laramie County Search and Rescue. Donna Crock brought up a possible “adopt a child” for the chapter’s Christmas charity. Donna advised she would follow-up up on this and let the board know about it ASAP so information could be provided to members prior to our December meeting. Discussion followed on other possibilities if the “adopt a child” did not work out (i.e. “Toys for Tots”).

New Business:

Rich reported, per Tony Adams, that SHRAB will be sponsoring a two-day workshop during the third week of April 2007 with Dr. Mark Langemo (during RIM month). Tony also reported to Rich that a Disaster Recovery Workshop is planned for May through SHRAB. WY ARMA will assist SHRAB in these educational opportunities, although further information on the chapter’s responsibility would follow at a later date. Meeting was adjourned at 1:15 p.m.

Respectfully submitted by:
Pat Newbern Secretary