Meeting Minutes


ARMA Liberty Bell Chapter Board of Directors


Meeting Information

Meeting Title:

September  2006  Board Meeting

Meeting Date:



3:00 – 5:00pm


Law Offices of Ballard Spahr – Philadelphia, PA


Meeting Participants



Published By

Pete Casey

Date Published




Item #



Secretary – Approval of Minutes  The Minutes for the May meeting were not available for review. A vote will be taken at the October meeting.


Treasurer’s Report – Janice Raphael distributed the Balance Sheet and the Profit and Loss Detail. 

Keith Reynolds made a motion to approve the Treasurer’s Report.  Ray Davis seconded the motion.  



Regional Coordinator’s Report   


Committee Reports:


Program Committee:    The program survey formulated before the planning meeting was the basis for the programs selected for this season. The requirements for the meeting fell into specific categories.

A speaker has been confirmed for October and January. Marilyn Bota, former RM for General Electric, will be the speaker at a “two part meeting.” Part1 – The work need to be done to start a records management/ records retention program. Part 2 – How to get the program implemented. Bota’s philosophy – small and mid sized companies often fail because the money is not there and they do not know where to start. She believes that companies should focus on regulated records.

We do not have a speaker for the seminar. Our topic, based on the survey of the membership, will be building a compliant records management program. Mark Langemo was mentioned as a name.

We do not have a speaker for email management. Jim Flanagan is the meeting coordinator for March. Keith Reynolds is the meeting coordinator for the April meeting.

Janice will also be working to get leads for speakers to present on planned topics.


House Committee -    Edwin Rodriguez is assuming responsibilities for the House Committee.   All the meetings to be held at the Holiday Inn 4th & Arch Sts have been arranged. Arrangements for the menu may need some tweaking for each meeting. The September meeting is all arranged. The location Ballard Spahr is secured and arrangements for food have been made. The arrangements have been made for all meetings to be held at the Holiday Inn.  The space for the meeting scheduled for April 12th at Nuveen in Radnor (Pete Casey’s place of employment) is also secured. The only things not in place are plans for the Seminar.

Edwin said that 36 people have signed up to attend this evening’s meeting.



Newsletter Committee  **   The September Newsletter was expanded to 20 pages due to additional

content.   Notification of the CRM Study Group, a recap of the June 2006 Midatlantic Leadership Conference, an example of the ARMA Privacy Policy, and RIM Terminology were added to this newsletter.

**  The September Newsletter was mailed to 210 people.


Ray distributed costs for the September Newsletter mailing costs.


** Janice has updated our website to include a page to post our

newsletters.  I will provide her copies of all last seasons newsletters to

post, along with everything we're doing from here on out.  That will give

us multiple opportunities to give information to our members and potential

members with our newsletter ... 1] by US Mail .... 2] by Terri Carline's

e-mail blasts ..... and 3] ability to view from our website.


**  A schedule for advertising and publishing dates has been created.  It

is attached and will also be distributed at our meeting.


**  Attached is last seasons profitability spreadsheet detailing the

income from printing and mailing our newsletter versus our expenses.  I

will bring copies to our meeting for everyone.

Janice Hulme will post newsletters on the website




Publicity Committee  Publicity Report for September 2006:


Email to Chapter Membership, Plus - initial Sep Meeting email sent on 08/03/2006; email with Newsletter sent on 08/17/2006; Sep Meeting Reminder email, with Newsletter and Directions, sent on 09/11/2006.


Email to Chapter Membership, Plus - AIIM "ECM Certificate Workshop" notices sent on 07/17/2006 and 08/28/2006.


Updated Email Address Book with the Aug 2006 Region Chapter Report and the 099 Unaligned Report - 38 new entries added; our total is 373 contacts.


Media Letters - 10 mailed 08/23/2006


Respectfully submitted by Terri Carline, 09/12/2006



Membership Committee -    Ray Davis gave a report for the membership committee.

Attached is a spreadsheet that I will report on every month detailing the

membership#'s for our chapter.


Ray  distributed copies of the membership spreadsheets to the board.

The first tab in the spreadsheet is for the 2005-2006 season.   The second

tab is for the 2006-2007 season.   The third tab accumulates data from

both years and will be updated to compare the two seasons as well as

future seasons as we get there.


Notes for the Thursday Meeting Minutes:


#1 - We started the 2005- 2006 season with 156 members and ended with 158. The

membership’s highest monthly total was March 06 with 175 members.


#2 - September 06 membership total is 143 ...... down 15 from the 05-06

seasons end, and 13 members down comparing September 05 to September 06.


#3 - The 099 Report provided to us by ARMA Headquarters details which ARMA

members have not selected a primary Chapter.   In the September report,

there were 65 ARMA members from Pennsylvania.   Each member was added to

the September Newsletter mailing list and received a newsletter with

details about our September Meeting.   In future months, each 099 member

from PA will receive a newsletter, with a follow up e-mail from me asking

them if they'd like to consider joining the Liberty Bell Chapter.   If

they accept, the appropriate paperwork will be submitted to have them

added to our Chapter Membership.


#4 - George Darnell forwarded an e-mail on August 25th, detailing some

potential issues with members dropping off of the reports provided to each

Chapter by ARMA Headquarters.   I will review each of the monthly reports

from last year to determine who is no longer on the list and will contact

them by e-mail to determine if they are no longer a member, or they are

and our report does not reflect their status.  I will provide a status

update at the October Meeting.


#5 - Will be developing procedures to source new members from web sites,

such as the Philadelphia Chamber of Commerce, Philadelphia Business

Journal, etc.   Procedures will be presented at the October Meeting for

Board Approval.




Scholarship Committee  No report.


Library Committee -   Edwin Rodriguez is the new Library administrator. He will do an inventory of the Library’s content and the inventory will be available shortly in the newsletter.


Seminar Report- No report.


Old Business -   (See Mid Atlantic Region Meeting)


New Business -   Changing the By-Laws – Ray Davis 

Ray Davis retyped the by-laws. Ray will get the electronic document to us. We can vote on amendments to the by laws and find the changes to the by laws that may have been made by previous boards. The goal will be to have updated bylaws that we can keep up with changes.


CRM Ambassador Program   Pete Casey hopes that CRM Study Group will act as an outreach for Liberty Bell membership interested in becoming certified in records management. 


Mid Atlantic Region Meeting 2006 (recap) -  Ray Davis will call RECALL Inc, a Region Meeting sponsor, to demand payment for $500. Tammy Wheeler wrote a favorable article about Liberty Bell’s hosting of the the Mid-Atlantic Region Conference on the MAR Website. Here is the article in its entirety:

Mid-Atlantic Region News

JuLY 2006

by Tammy P. Wheeler, Region Manager

Congratulations go out to the Liberty Bell Chapter for hosting a wonderful and educational 2006 Mid-Atlantic Region Conference.  This year’s leadership conference was held June 8-10 at the Historic Holiday Inn in Philadelphia.  We had an excellent turnout with a total of 35 people including attendees and speakers.  We had seven vendor sponsors.  To all of our vendor sponsors who helped make our conference a success we say Thank You!


Here are some of the highlights from the conference. To kick it off our keynote session on Electronic –Changes, Trends and Best Practices was presented by Julie Gable of Gable Consulting, LLC.  Liberty Bell chapter members Ray Davis and Janice Raphael presented a side of the Identity Theft issue that few of us think about, how do you protect your company’s client’s information from being stolen or misused, a very informative session.  We were fortunate to have ARMA International President Elect Susan McKinney with us for the weekend.  She spoke on ARMA Board of Directors:  Moving Forward and the Competency Project.  Also from ARMA International the Director of Member Services, Tom Killam did a presentation about ARMA International Headquarters Resources.  From our own region Deborah Marshall gave an update on the ARMA Educational Foundation.  To everyone’s surprise our Region Webmaster; David Noack premiered the new Mid-Atlantic region web site during the conference.  On behalf of the Region, thank you David!


Needless to say it was a GREAT event! The Liberty Bell Chapter was most gracious and made the big city of Philadelphia seem like our hometown.  From the stroll down Old Elfreths Alley with President Pete Casey to walking tours of the historic district we felt like we had seen it all.  Thank you Pete!  You can check out and download some pictures of the conference and events around town at the ARMA NOVA website,


Have a great summer!


Tammy Wheeler

Manager, ARMA Mid-Atlantic Region



Ray Davis made a motion to end the meeting.  The motion was seconded by Keith. The meeting ended at 4:10.


Action Items

Item #



Person Responsible

Due Date


Identifying organizations via chamber of commerce websites for marketing initiatives

Ray Davis

October 12, 2006


Revise Bylaws

Ray Davis



Inventory Library’s contents

Edwin Rodriguez

November 2005


Call RECALL for sponsorship payment

Ray Davis

October 12, 2006