Meeting Minutes


ARMA Liberty Bell Chapter Board of Directors


Meeting Information

Meeting Title:

May 8,  2008 Board Meeting

Meeting Date:



3:17 pm – 3:58 pm


Holiday Inn Historic District

4th and Arch, Philadelphia, PA


Meeting Participants



Published By

Pete Casey

Date Published




Item #



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


Treasurer’s Report:  Janice Raphael submitted balance sheets dated May 5, 2008 and a profit and loss sheet from July 1 to May 5 2008. Pete Casey made a motion to approve and Bernie Lasoski seconded.


Regional Coordinator’s Report:  The ARMA Mid-Atlantic Region Leadership Conference will meet in Mount Pleasant, SC from June 15 to June 17 2008.


Committee Reports:


Program Committee

Janice Raphael, Program Chair, gave an overview of the 2007 -2008 programs.

Ray Davis helped develop the program for tonight’s meeting by working with a co-worker at his firm’s Human Resources Department. The topic will be “Professional Development in your Records Management Career.”

Janice discussed the development of programs for next season. She asked for feedback from the board to see if our membership would be interested in having web based sessions instead of face to face meetings. The past season had a decrease in membership although the programs were developed with the assistance of a chapter questionnaire poll.


House Committee:  It was reported that the arrangements for the room and menu were set for this evening’s meeting.


Newsletter Committee:

Ray Davis, Newsletter Chair, gave an update on the status of our chapter newsletter, The Poor Richard’s ARMAnac.


Due to time/scheduling conflicts, the May 2008 newsletter was not mailed in advance of the meeting, but will be in the hands of the members shortly thereafter.

The newsletter had a Presidents Message, CRM Corner Article with test questions, an Ask The CRM Article from Bob Dalton, and our Terms and Definitions article.   A questionnaire was also included which polled the membership on their interest in specific topics meeting topics of next season.

Ray made arrangements to nominate the chapter newsletter for Newsletter of the year. Ray selected 4 newsletters from the 2007-2008 season for submission. The sample newsletters were printed in full color and submitted by the May 1 deadline in consideration for Chapter Newsletter of the Year for Large Chapters. ARMA International confirmed the receipt of the newsletters by the deadline. Ray is hoping for the best that the chapter will win the Newsletter of the Year for a second year in a row at the 2008 ARMA Conference in Las Vegas.


Publicity Committee:  


Pete Casey read the Publicity Committee report that was compiled by Terri Carline.


 Publicity Report for May 2008:


No media letters were mailed out announcing this month's meeting due to the quick approach of the May date.


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


1 - 05/01/2008:  1st email on ARMA Philadelphia May Meeting

2 - 05/06/2008:  2nd email on ARMA Philly Dinner Meeting


Email to the LBC Membership regarding the local AIIM William Penn Chapter's May meeting.



Membership Committee - 

Ray Davis, our Membership Chair, presented on the state of our membership. No reports for May 2008 have been received yet from ARMA International. No updates are available at this time.

Ray said that he would forward the membership numbers once the reports are available.


Scholarship Committee

Carolyn Hessinger, Scholarship Chair, was not present at the meeting.


Library Committee:


There was not Library report given at the meeting.


Seminar Report:


There was nothing new to report for the seminar.


Old Business


In anticipation of John coming on board as our Web Master, we entered the Liberty Bell Chapter of ARMA into the running for consideration for Web Site of The Year for Large Chapter.  The winner will be announced at the 2008 ARMA Conference in Las Vegas, NV in October 2008.   Without question, what John has done in a short period of time will impress the judges.   Let's assist John with additional ideas to award John and the Chapter for what is becoming, and will grow to be, the best web site of any ARMA Chapter.


Board Succession


Carolyn Hessinger wrote a short email on a topic she wanted to discuss, but was not able to be at the meeting in person. She discussed her idea to help improve the board of the Liberty Bell Chapter via phone. The synopsis of her statement is seen below.


Carolyn had some questions/concerns regarding our bylaws and the terms of office (see minutes from April 2008).


Updating Chapter Bylaws


 Eileen presented the board with a draft of the Liberty Bell Chapter’s updated by-laws. Pete Casey proposed a conference call to discuss and vote on the changes made to our draft by Trevor Mitchell of ARMA International. Eileen Reader will send out the two versions of the by-laws and Janice will set up the conference call administration.




New Business:  


Ellie Kidd is compiling information for the chapter of the year survey. This task is painstaking and time consuming.


Pete Casey will administer the ARMA Chapter Board election for the 2008 – 2009 ARMA “season.”


The annual Planning Meeting on will be held on June 27th at the Iron Mountain facility in Sharon Hill, PA. The Planning Meeting is used to develop the upcoming program schedule for meetings held from September to May. Program topics, meeting coordinators, venues and meeting times will be decided so programs can be put into place.


Pete Casey will administer awarding the Chapter Member of the Year. The Chapter Member of the Year will be announced at the Planning Meeting.



Janice Raphael made a motion to end the meeting and the motion was seconded by Ray Davis. The meeting ended at 3:58.





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


Submit our newsletter and website for eligibility for newsletter and website of the year

Ray Davis




Pete Casey



Chapter Member

Pete Casey

June 27


Chapter of the Year Survey

Ellie Kidd

June 1st