Meeting Minutes


ARMA Liberty Bell Chapter Board of Directors


Meeting Information

Meeting Title:

October  16,  2008 Board Meeting

Meeting Date:



3:07 pm –  pm


Holiday Inn Historic District

4th and  Arch Street

Philadelphia, PA


Meeting Participants


Ray Davis, Pete Casey, Carolyn Hessinger, Janice Raphael, Eileen Reader,  Glenn Metzger, John Stubbs

Published By

Pete Casey

Date Published




Item #



Secretary – Approval of Minutes:  The Minutes for the September 2008 meeting were approved. Eileen made a motion to approve and it was seconded by Janice Raphael seconded.


Treasurer’s Report:  Eileen Reader submitted balance sheets dated October 16, 2008 and a profit and loss sheet from July 1 to September 17, 2008. Pete Casey made a motion to approve and Bernie Lasoski seconded


Regional Coordinator’s Report:  Pete Casey, LBC board member and our region coordinator gave the report. He mentioned that the region will have a reception at the ARMA International Conference in Las Vegas next month. This gathering is a great opportunity to meet people from our region and to become better acquainted with members of the Liberty Bell Chapter.

Pete explained that Denise Pickett, our region manager, would be willing to submit a question on our behalf to the ARMA Board of Directors. The Liberty Bell Chapter Board had two questions:   1. Are other Chapters having problems with participation. 2. Are there best practices to increase our membership participation at Chapter meetings?


Committee Reports:


Program Committee

Janice Raphael, Program Chair, gave an overview of the 2008 -2009 programs.

Ray Davis, Chapter President, reported that we would have another joint meeting with AIIM Philadelphia to be held in May 2009.


House Committee:  Eileen Reader, House Committee Chair, gave a report about the House Committee. It was reported that the arrangements for the room and menu were set for this evening’s meeting. There was a discussion about the cost of dinner meetings. There has been some thought about having hors d’ oeuvres instead of a sit down dinner.

Carolyn Hessinger said that she could have “snacks” at Wolf Block in November. Janice Raphael said that she would informally poll the attendees tonight to gauge their interest in a scaled down meal at the November meeting at Wolf Block.


Newsletter Committee:

Ray Davis, Membership Chair, reported that the October 2008 newsletter was not mailed on time to the members of the Chapter.   The reason for the newsletter not meeting the mailing deadline was due to a delay in the finalization of the October meeting speaker(s), bios, and presentation summary.   The newsletter was posted to our Chapter website and included in our email blasts prior to the meeting.

The newsletter contained the following sections:

**  Presidents Message
** Recipe for Asparagus Puffs which we enjoyed at our September Meeting
** Announcement of 7 new members to the Chapter
** Board Member Names and Bio's for the 2008-2009 Season
** CRM Corner Article
** Ask The CRM Article
** Terms and Definitions Article
** Term Abbreviations and RM Web Site Address Info
** Notice of the ARMA Conference in Las Vegas, NV in October 2008 and future years dates/locations
** 2008/2009 Liberty Bell Chapter of ARMA Meeting Schedule
** Announcement that we now accept payment by PayPal

We had two advertisers in the September Newsletter : Iron Mountain and CTI International



Publicity Committee:  


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


Publicity Report for October 2008:


No media letters mailed.

10/08/2008 - 1st email to ARMA Address Book (approx 300 names)

10/14/2008 - 2nd email to ARMA Address Book (approx 300 names)

Added 6 new Chapter Members to Email Address Book.


Respectfully submitted by Terri Carline, 10/14/2008





Membership Committee - 

Ray Davis, Membership Chair, reported on the state of the Chapter membership. The membership total for October 2008 is 144 members. Our membership in September 2007 was 140 members.

Ray said that he did not receive any emails from ARMA International reporting new members to our Chapter.

He did receive one email from ARMA International reporting 7 expiring Members.  Glenn Metzger contacted these expiring members by email to let them know their memberships would be expiring at the end of October. He will follow up with one phone call to confirm that they will renew or allow their membership to expire.



Scholarship Committee


Carolyn Hessinger, Scholarship Committee Chair, presented the Board with the updated form she created for Scholarship Application.


Library Committee:


Glenn Metzger, Library Chair, will continue to work to improve the Chapter’s Library by acquiring new books and making the current collection readily available to Chapter members.


Website Report:


John Stubbs, Liberty Bell Chapter Webmaster, gave an update on the website

John posted Janice Raphael’s photo onto the Website, but said he needed photos of other board members.  He also updated information on the Chapter Scholarship program.

John started the “forum section” of the Website this summer.  So far John has provided 99% of the information. John said needs the board’s help to get this started. If we create a high quality information exchange we can create a forum that will be valuable to people throughout the records management community, not just the Liberty Bell Chapter.

John reiterated a statement from the last Board meeting. The Website forum needs to be “started” by the participation of Board members. Since the last meeting there have been no postings on the forum. We need Board participation to make the forum a success.


Seminar Report:


Janice Raphael, our Seminar Chair, reported that she has identified two potential speakers for the Seminar. Steve Goodfellow, President of Access Group KM, specializes in organizations that have electronic systems, but still have paper records. Ken Jensen is the other speaker identified. He is a consultant.

She would like to have the speaker confirmed by the board by the next meeting.


Old Business




New Business: 


A board member had proposed that the Liberty Bell Chapter donate an item for the Silent Auction held by the ARMA Educational Foundation at the ARMA International Conference in Las Vegas.  A few ideas were circulated concerning suitable items for donation. Carolyn Hessinger suggested a gift basket containing food items from the Philadelphia area.

The President of William Penn Chapter of AIIM contacted a board member to inquire if the Liberty Bell Chapter would be interested in holding an additional joint meeting with AIIM in 2008.



Eileen Reader made a motion to end the meeting and the motion was seconded by Carolyn Hessinger. 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

Ongoing business


Contributing to the ARMA LB Chapter Website “forum” section.

All Board Members

ASAP –Ongoing Contributions