Meeting Minutes


ARMA Liberty Bell Chapter Board of Directors


Meeting Information

Meeting Title:

November 15,  2007 Board Meeting

Meeting Date:



3:30 – 4:10 pm


Holiday Inn, Historic District – 4th and Arch, Philadelphia, PA


Meeting Participants


Edwin Rodriguez, Ray Davis, Carolyn Hessinger, Eileen Reader, Janice Raphael, Bernie Lasoski and Pete Casey, Keith Reynolds

Published By

Pete Casey

Date Published




Item #



Secretary – Approval of Minutes:  The Minutes for the October meeting were approved. Bernie made a motion to approve and it was seconded by Janice


Treasurer’s Report:  Janice submitted a profit and loss sheet from July 1 to November 13 2007. Edwin Rodriguez made a motion to approve and Keith seconded.


Regional Coordinator’s Report:  The Gaithersburg Chapter and Charleston Chapter have both shown interest in hosting the Region Leadership Conference. The Liberty Bell Chapter voted to hold the meeting in Charleston for this year’s leadership conference.


Committee Reports:


Program Committee

Janice Raphael, Program Chair, gave an overview of the 2007 -2008 programs. Tom Benjamin of Iron Mountain will give a talk on vital records protection for this evening’s meeting. The LBC chapter will be celebrating the 40th anniversary of the chapter for the December meeting.. This event will be free to members and will be hosted by the law offices of Wolf Block. Janice said that she will work to promote this event. The program will be a “poster session” – Best and Worst of RIM practices over the years. The concept is to promote networking.


 Keith Reynolds has been in contact with a speaker that Ellie Kidd recommended from NARA (Meg Phillips). One potential topic has to do with email management at the White House.


AIIM will be hosting the joint meeting in March. AIIM told us that they will confirm the date of the joint meeting.


April’s meeting is on Legal issues. Ellie Kidd has two potential speakers.  We do not have a speaker for May, but Ray Davis is working on this.


House Committee:  Edwin Rodriguez, House Chair, reported that there are currently 32 registrations for Thursday's meeting.


Newsletter Committee:

Ray Davis, Newsletter Chair, said that the November newsletter was mailed to the 137 members of the chapter.

The newsletter contained a Presidents Message, Library Update submitted by Edwin, an article detailing a new raffle that we'll have at each dinner meeting to benefit a winning member as well as the ARMA Education Foundation, CRM Corner Article, notice to advise the member of the December 40th Anniversary Celebration as well as the February Seminar, and Ask the CRM Article, and our Terms and Definitions article.

Paperless Solutions has decided to advertise in the November and December newsletters.

DocuPro, who advertised in our October newsletter. is considering advertising in upcoming newsletters.

The newsletters have not been posted to the web site yet.


Publicity Committee:  


Publicity Report for November 2007:


Emails to Liberty Bell Chapter Membership and local Mid-Atlantic Region ARMA Members -


1 - 10/29/2007:  ARMA Philadelphia Announcement:  "Become an ARMA International Educator"

2 - 10/22 to 11/01/2007:  worked with Lauren Carline on LBC Monthly Meeting Announcement and full Season Announcement page.

3 - 10/31/2007:  1st email on ARMA Philadelphia November Dinner Meeting with new Announcement page attached.

4 - 11/05/2007:  added 3 new ARMA Members to my email address book per Eileen.

5 - 11/08/2007:  2nd email on ARMA Philadelphia November Dinner Meeting with Newsletter attached.

6 - 11/12/2007:  3rd email on ARMA Nov Meeting with Announcement page attached.


Respectfully submitted by Terri Carline, 11/15/2007






Membership Committee - 

Ray Davis, Membership Chair, said that the membership total for November 2007 is 137 members. This is down 15 members from the November 2006 membership count of 152.

Ray said that we have received ARMA International e-mails over the past last few days that show we have approximately 4-5 new members that did not appear on the latest report.  However those new members will be reported in the December 2007 count.

Ray said that he is still working on new membership procedures including


  1. letters to existing members soon to expire
  2. letters to members that have expired
  3. letters with an invoice to ARMA members on the 099 list
  4. membership recruiting letters

Ray also said that he will continue to work with Bernie Lasoski and Keith Reynolds to develop recruiting letters for potential new members.  The goal is to send out 50 letters each month.  All potential members that we identify can become a part of the seminar mailing list as well.


Scholarship Committee

Carolyn  Hessinger, Scholarship Chair, will write an article for the newsletter titled “Almost Free Money” to promote the scholarship. Janice Raphael distributed a draft of a Liberty Bell Scholarship Template form. The template will help people focus their thoughts for the article. The chapter will mentor the person that writes the article and will provide assistance in writing the article if needed.


Library Committee:  Edwin Rodriguez, Library Chair, reported that we had no new entries added to the Library.

He said that his goal is to increase awareness of the library to members and explore ways to make additions to the library. For example, we could initiate a book drive. The request to post the order form for library books on the chapter website separate from the inventory form has not been completed.


Seminar Report: Janice Raphael gave an overview of this year’s seminar. February 13 is the new date of the seminar. Eileen will call ARMA for the CRM points. The seminar committee will meet before the Liberty Bell 40th anniversary party.


Old Business:  


Done -Eileen was inspired after reviewing a meeting notice from the Northern NJ ARMA chapter. Eileen proposes to send out a meeting notice (Terri Carline to send) on the Monday immediately following the meeting. We will create a template to fill out and give to Terri Carline so that she can quickly send out the meeting notice so that we may boost attendance at the meeting. The template will be created by Lauren Carline at a cost of $150. The vote was unanimous amongst the attending board members.

 Eileen proposed that the chapter start a 50/50 drawing at each meeting. Half of the money would go toward the ARMA International Educational Foundation.


Eileen Reader also proposed a new technique for vendor sponsorship for vendor sponsorship. Instead of asking for sponsorship for many different occasions – newsletter/seminar etc sponsorship could be a one time payment and could be tiered – gold level, silver level, bronze level etc. Eileen will email the criteria to the board for their review.




New Business:  


We have a new person handling the website. We want to update the website to enhance many features. Ray Davis suggested that board members submit their “wish list” for website improvements.


Vendor Sponsorship - . Instead of asking for sponsorship for many different occasions – newsletter/seminar etc sponsorship could be a one time payment and could be tiered – gold level, silver level, bronze level etc. Eileen will email the criteria to the board for their review.



Ray Davis made a motion to end the meeting.  The motion was seconded by Edwin Rodriguez. The meeting ended at 4:05



Action Items

Item #



Person Responsible

Due Date


Identifying organizations via chamber of commerce websites for marketing initiatives

Ray Davis

Ongoing business


Broadcasting Chapter Meeting Presentations to the Internet

Ray Davis

Ongoing business