Wyoming Chapter
Association of Records Managers and Administrators
Holland and Hart: Cheyenne, Wyoming
Board Meeting Minutes
September 23, 2003 11:30am

Members Present: Kristy Anderson, Vicci Carter, Ramona Christensen, Donna Crock, and Wendy Kinkade.

Guests Present: Paula Sutton, MRM Region Coordinator

Minutes: Ramona Christensen, seconded by Donna Crock, moved to approve the August 19, 2003 Chapter Board Meeting Minutes and the September 14, 2003 General Meeting Minutes as presented. Motion carried. A question was asked about posting the meeting minutes on the website prior to Board approval. Kristy Anderson advised that after researching this topic in Roberts Rules of Order, it did not say anything about when the meeting minutes can be posted, whether before or after approval. Several different scenarios were discussed on what different organizations and entities do. It was advised some organizations post their Minutes prior to actual approval, as well as are required by State Statute to publish them in the newspaper prior to approval (i.e. City Council). Other organizations may provide a brief summary of the meeting to post on the web prior to approval, and yet others do not post at all until after approval. After a brief discussion it was decided to continued posting the minutes on the website, but identify the meeting minutes that are posted prior to approval as a draft.

Treasurer's Report: Ramona Christensen presented the September, 2003 Treasurer's Report showing a balance of $13,384.48 which includes term share accounts. Discussion followed on approving the Treasurer's Report. Kristy Anderson reported that according to Roberts Rules of Order the monthly Treasurer's Report does not require action by the board, unless it is the annual year end report. She advised the Chapter always has audited the books and year end report and approved the final report. It was decided that from now on, the Treasurer would provide a report, but there would be no action on it until the annual report.

COMMITTEE REPORTS:

Education: No Report

Membership: Wendy Kinkade handed out the September, 2003 update of members, and it showed that the chapter has 34 memberships. Wendy also reported that she had received the "Power of One" membership drive brochures from ARMA, International and will hand them out at the October 9th workshop in Casper.

Survey to Chapter Members: Kristy Anderson reported that the surveys had been returned and she handed out a summary of the responses.

Teleconferencing: Discussion followed on information that had been obtained regarding teleconferencing options. Kristy Anderson advised both Deanne Widauf and Barbara Thomasee had checked into available options on this. Based on the information they obtained, she advised the UW Outreach Program provides both audio and compressed video. For audio teleconferencing there are around 42 sites in the state at a cost of $11.00 per site and required 24 hour notice. The compressed video needs more advanced notice and has 31 sites in the state. Cost for the compressed video was not known. It was decided to obtain more information about both options, the sites, cost, etc., and bring it back to the table at a later date.

Newsletter: Kristy Anderson reported that information for the newsletter should be given to Rich Wilson by Friday, September 26, 2003.

Programs: The October 9, 2003 program is a half day workshop in Casper. Kristy Anderson handed out the workshop brochures and advised who would be on the discussion panel. Donna Crock, seconded by Ramona Christensen, moved that the chapter reimburse for costs associated with the workshop that were not donated and had not been previously approved, and that the speakers would not be charged for attending the workshop. Motion carried. Wendy Kinkade reported that Deanne Widauf is working on the November program.

Public Relations: No report.

Web Site: Donna Crock reported that she had updated the contact page and posted the October workshop information on the web site.

OLD BUSINESS:

February Seminar: After a brief discussion, it was decided to wait until after the ARMA, International conference to choose a topic(s) and speaker(s).

NEW BUSINESS:

Voting Privileges for Retired Members: Kristy Anderson reported that a question had been asked about the voting privileges of retired members. Upon reviewing the Chapter's by-laws it was determined that retired members do not have voting privileges.

Charity Projects: Several charities were suggested and the Board decided to discuss them further at the next Board meeting.

Next Meeting: The next Board meeting will be held at Holland and Hart on Tuesday, October 28, 2003.

Meeting was adjourned at 12:40p.m.

Submitted by,

Vicci Carter
Chapter Secretary