WYOMING CHAPTER
Association of Records Managers & Administrators
Municipal Building, 2101 O'Neil Ave, Ste. 208, Cheyenne, Wyoming
Board Meeting Minutes
September 28, 2004, 11:30am

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

Minutes: Rich Wilson, seconded by Valerie Roybal, moved to approve the August 24, 2004 Board meeting minutes and the September 20, 2004 Chapter meeting minutes. Motion carried.

Treasurer's Report: Deanne Widauf presented the September 2004 Treasurer's Report showing a balance of $12,243.42, which includes term share accounts. Deanne distributed copies of the Form 990 Chapter Financial Information which included copies of revenue and expenditures for the 2003-2004 Fiscal Year ending June 30, 2004 as prepared by Ramona Christensen. Ramona Christensen reported that the Chapter showed a net loss of $49.18 for the year.

COMMITTEE REPORTS:

Education: Barb Thomasee noted that both $500.00 scholarships were awarded this year. The recipients were Megan Duffy from Sheridan College and David Gale from the University of Wyoming. The board plans to get the scholarship application on the Fast Web Site in November 2004. Kristy Anderson asked the board to look at the scholarship applications for any changes/additions for discussion at the next Board meeting.

Membership: Valerie Roybal gave an update on membership, reporting there are 31 members in the Wyoming Chapter. Two new members include Christina Russell from the Wyoming Board of Parole and Michelle Motzkas of Freedom, Wyoming. Valerie contacted Gerrie Bishop who plans to join our Chapter. In addition, Valerie distributed information about ARMA at the recent WACO meeting to encourage new members. Kristy Anderson and Wendy Kinkade also have a list for possible new members that they send notices to for our upcoming meetings.

Newsletter: Donna Baur informed the Board that she is using Microsoft Publisher for the newsletter. Donna Baur will e-mail the newsletter to Rich Wilson. Rich will then convert to .pdf format and will e-mail it to Donna Crock. Donna Crock will post to the website and e-mail the newsletter to the chapter members.

Programs: Wendy Kinkade announced that the October meeting will feature Debbye Lathrop. Debbye will speak on the County Elections process. Valerie Roybal noted that the meeting will be catered by the Snake River Pub at an approximate cost of $7.00 to $10.00. The meeting will be held on Tuesday, October 12 at the Historic County Building Extension Office on the first floor at 11:30am.

Wendy also announced that the November Meeting topic will be Check Act 21. Wendy is in the process of trying to contact the speaker, Tony Minnick from Community First Data Services to confirm the meeting.

Web Site: Donna Crock updated the web site with the Scholarship recipients. She also posted the SHRAB Workshop on the web site.

OLD BUSINESS:

Charity Ideas: Kristy Anderson asked the Board for additional suggestions. Previous suggestions included the Respite Program and donating items to the soldiers in Iraq. Additional suggestions included donating to the Transit Program, Comea Shelter, Needs Inc. and the Salvation Army. Donna Crock, seconded by Wendy Kinkade, moved to approve the expenditure of $25.00 each to outlying Chapter members Courtney Bohlender (Saratoga) and Micelle Motzkus (Freedom, WY) to a charity of their choice. Motion carried. Donna Crock will contact the members to see which charities they would like to contribute to. Also Deanne Widauf will follow up on the possibility of donating to the military families and/or soldiers in Iraq. Kristy noted that additional discussion on charity contributions will continue at the next Board meeting

Seminar Ideas/Speakers: The tentative date for the annual seminar will February 8, 2005. Possible locations for the seminar include the Community House, Hitching Post Inn or Little America. Rich Wilson suggested a "hot topic" to bring in IT people in addition to the Records Managers would be beneficial. The Board may get more ideas after Rich Wilson and Kristy Anderson attend the ARMA International Conference. Kristy Anderson suggested the possibility of having the vendors in the same room where the seminar takes place to promote a more unified atmosphere. Kristy announced that Janie Wait volunteered to help with the vendors this year along with Barb Thomasee. Kristy asked Barb to provide Janie with the vendor information from last year.

Kristy Anderson suggested using PayPal for attendees who wish to pay by credit card. This service is available on the internet to pay on line. Donna Crock volunteered to check on this process and let the Board know how it works. The Chapter will have a Silent Auction again during the seminar. Donna Crock, Ramona Christensen and Deanne Widauf volunteered to co-chair on this committee. Donna Crock plans to e-mail a letter to all members regarding the Silent Auction.

By-Laws: Donna Crock, seconded by Rich Wilson, moved to approve the revised By-Laws which combined Public Relations with Programs. Motion carried. Kristy advised she will e-mail a final draft to all chapter members.

Retention Schedule: Rich Wilson, seconded by Wendy Kinkade, moved to approve adding a new section to the Retention Schedule for Seminars and Retention. Motion carried. Kristy advised she will forward the final version to all board members for their records.

NEW BUSINESS:

50/50 Raffle at Business Meetings: Donna Crock suggested selling raffle tickets at the Chapter meetings for $1.00 each to raise money for the scholarship fund. Valerie Roybal will purchase raffle tickets for this purpose. Valerie Roybal also suggested having the chapter charter a bus for a gambling trip to Black Hawk, Colorado on a Saturday with half of the proceeds to go to our organization as another possible fund raiser. Valerie will follow up on this suggestion and see what it entails and provide the information at our next meeting.

Reimbursements for Rich Wilson and Kristy Anderson: Donna Crock, seconded by Barb Thomasee, moved to reimburse Rich Wilson $11.97 for the gift for David McDermott, the guest speaker at September's Chapter meeting. Motion carried. Deanne Widauf, seconded by Rich Wilson, moved to reimburse Kristy Anderson $20.00 for the door prize (personal organizer) for September's Chapter meeting. Motion carried.

Next Board Meeting: The next Board meeting will be held on Tuesday, October 26, 2004 at the City Municipal Building, Room 208 at 11:30am.

Meeting was adjourned at 12:45pm.

Submitted by,

Ramona Christensen
Chapter Secretary