Meeting Minutes

Group

ARMA Liberty Bell Chapter Board of Directors

 

Meeting Information

Meeting Title:

January, 15, 2009 Board Meeting

Meeting Date:

1/15/09

Time:

3:15 pm to 4:18pm

Location:

Williamson’s Restaurant, 500 Blair Mill Road, Horsham, PA

 

Meeting Participants

Attendees

Pete Casey, John Stubbs, Glenn Metzger, Bernie Lasoski, Carolyn Hessinger, Ray Davis, Eileen Reader, Robert Tocher, Greg Cornwell

Published By

Pete Casey

Date Published

3/18/09

 

Minutes/Notes

Item #

Description

1

Secretary – Approval of Minutes:

The Minutes for the November 2008 meeting were approved. Bernie Lasoski made a motion to approve and it was seconded by Eileen Reader.

2

Treasurer’s Report:  Eileen Reader submitted balance sheets dated January 12, 2009 and a profit and loss sheet from July 1, 2008 to January 12, 2009. Carol Hessinger made a motion to approve and Pete Casey seconded.

3

Regional Coordinator’s Report:

Pete Casey, LBC board member and our region coordinator gave the report. Pete said that the region was making Pay Pal available to region chapters via the WWW.ARMAMAR.ORG website. A Web conference will be scheduled so that the region Webmaster, David Noack, can demonstrate the functionality of using Pay Pal to facilitate credit card payment via the Web. Pete also mentioned that the deadlines for the “Leadership Travel Grant” are due on March 31, 2009. The Leadership Travel Grant covers the travel expenses of the Mid Atlantic Region attendees.

 

4

Committee Reports:

5

Program Committee

A Program Committee report was not given.

6

House Committee: 

Eileen Reader, House Committee Chair, gave a report about the House Committee. Eileen said that plans were secure for tonight’s meeting at Williamson. She said that if we get good feedback we may use Williamsons (Horsham) for more than one meeting this year. She stated that we have 26 people registered for this evening’s meeting.

7

Newsletter Committee:
Ray Davis, Membership Chair, gave the Newsletter report for both December 2008 and January 2009 since we did not have a December meeting. Ray said that the December 2008 newsletter was mailed to the members of the Chapter.   The newsletter was posted to our Chapter Website and was also included in our email blasts to the membership.
Ray said that the newsletter contained the following sections:

** Presidents Message
** CRM Corner Article
** Ask The CRM Article
** Terms and Definitions Article
** Short article and pictures of the Liberty Bell Chapter Awards from the Las Vegas Conference
** ARMA Book Review
** ARMA Intl Education Foundation Contributions Update
** Web Site Update
** February Seminar Notice
** 2008/2009 Liberty Bell Chapter of ARMA Meeting Schedule

The January 2008 newsletter was mailed to the members of the Chapter.  The newsletter was posted to our Chapter website and was also included in our email blasts to the membership.
The newsletter contained the following sections:

** Presidents Message
** CRM Corner Article
** Ask The CRM Article
** Terms and Definitions Article
** February Seminar Notice
** 2008/2009 Liberty Bell Chapter of ARMA Meeting Schedule
Ray stated that the Chapter had two advertisers in the December 2008 and January 2009  Newsletters:  Iron Mountain and CTI International

Going forward, we will also have a new vendor, GRM, advertising in our newsletters.

 

8

Publicity Committee:  

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

 

Publicity Report for January 2009:

 

12/11/2008 - emailed LBC December Newsletter to ARMA address book and MAR locals (300+ names)

12/29/2008 - emailed the 1st notice to LBC Address Book and MAR Address Book regarding Jan Dinner Meeting

 

01/02/2009 - mailed 9 media letters regarding the Jan Dinner Meeting

01/07/2009 - 2nd email to ARMA address books (approx 300 names) regarding Jan Dinner Meeting, with Jan Newsletter attached

9

Membership Committee 

Ray Davis, Membership Chair, gave the Membership for both December 2008 and January 2009 since we did not have a December meeting. Ray gave a summary of membership by comparing current membership with the membership metrics from one year ago:

December 2008 Membership total 137 vs. December 2007 total of 143

January 2009 Membership Total is 138 vs. January 2008 total of 141

Activity

Ray stated that there were no new member sign ups during this period.
 Ray received one email from ARMA International indicating we had 8 Expiring Members and 2 of the 8 have already renewed.  Ray is still waiting to hear back from the other 6 members.

10

Scholarship Committee

Carolyn Hessinger, Scholarship Committee Chair, gave her report. There were no requests for Scholarship.

11

Library Committee:

Glenn Metzger, Library Chair, gave his report. Glenn said there was one addition to the Library. Pete Casey donated his “Robek Brown” book (Information and Records Management) to the Library. Ray said he will be adding two new books to the Library in the next few months.

12

Website Report:

John Stubbs, Liberty Bell Chapter Webmaster, gave an update on the website. John submitted a one page report on all the changes he has recently made to the website. John outlined a recommendation to have the LBC use our own host and domain name. The standard practice for Mid-Atlantic Region Chapters is to have the region host the website. The Region has concerns about having part of our website hosted on a non-region vendor. There was a problem in the past with a region – the webmaster left the chapter.  John said that a contingency plan can be put into place. There was a short discussion about the benefits and shortcomings of each plan – staying with a website hosted by region or getting our own host.

13

Seminar Report:

Janice Raphael, our Seminar Chair, was not available at the meeting. Ray read a report. Ray stated that the most pressing issue for the Seminar is procuring sponsorship for the seminar. Board members will need to make calls to procure sponsors for the seminar.

14

Old Business

Awards – Newsletter, Special Project, Chapter of the Year

Ray followed up on pursuing Chapter of the Year. He said this will take a lot of work- it cannot fall on to just one or two people. Ellie has volunteered to compile information, but we need full board participation. Ray asked whether the Board members are willing to step up. Ray received buy in from the Board that the Board would give support to the Chapter of the Year quest.

 

14

New Business: 

15

Eileen a motion to end the meeting and the motion was seconded by Bernie. The meeting ended at 4:18.

 

 

Action Items

Item #

Description

 

Person Responsible

Due Date

1

Identifying organizations via chamber of commerce websites for marketing initiatives

Ray Davis

Ongoing business

2

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

All Board Members

ASAP –Ongoing Contributions

 

Approved:

 

 

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Name                                                                                                                                       Date