Minutes >

Present:  Eileen Keating, Lorraine Anderson, Dave Langevin, Jackie Lewis, Ed Galvin, Dianne Hagan
Excused:   Pat Franks

The group welcomed to Lorraine Anderson and thanked her for her participation in our board meetings.

RESIGNATIONS – Dave informed that group that Ed Becker will be resigning from the board due to personal and work commitments.  This will leave the Vice President position open.  Dave will request that Ed submit a formal resignation in writing.

As per previous board discussion, Dave will send an official e-mail to Angie Bowker informing her that the board feels it is in the best interest of the chapter that she no longer be listed as a board member due to lack of participation.

Dave will send an e-mail to Tom Killam, Trevor Mitchell, and Lorraine Anderson informing them that Ed Becker and Angie Bowker are no longer chapter board members. 

MEETING MINUTES – On a motion by Ed Galvin seconded by Dianne Hagan, and carried by unanimous vote, the minutes from the previous meeting were accepted as submitted. 

TREASURER’S REPORT – Ed reported a total of $7,037.19 in the treasury.  Sponsorship for the next meeting has already been received. 

SPEAKER’S GRANT – Lorraine reported that CNY ARMA’s request for a $500 Speaker’s Grant has been approved!  Funding will be directly deposited into the chapter account shortly. 

NE REGION CONFERENCE – Lorraine reported that plans for the conference are coming together nicely.  The educational and leadership programs have been developed and many speakers have already been booked for the June 7-10 event.  A C-Vent invitation will be forthcoming.   A request has been issued to chapters in the region to submit a list of area vendors so they may be contacted for sponsorship and invited to participate in the vendor show.  Our chapter has yet to submit the list.  Ed will get the list of sponsors from our website and will e-mail the URL to Lorraine for a list of vendors on the State Archives website.  Dave and Ed will coordinate the final list for submission to Steve Lastrus.

FEBRUARY MEETING UPDATE:–

1. Registrations – Jackie provided an update on registrations to date.  Dave has sent out an e-mail to 128 other people.  He expects representatives from at least three local companies to attend.
2. Eileen will e-mail ARMA HQ and request that our meeting information be added to their calendar of events.
3. Jackie will follow up with AIIM to see if there is some way to notify their members in the region of this meeting.
4. Jackie will contact the Business Journal to see if we can publish our meetings on their calendar of events.
5. Dave, Ed, and Dianne will not be at the meeting on 2/7, so there will be no board meeting before the program.
6. Dave will drop off the speaker/raffle gifts at the Holiday Inn (Laurie Hicks) prior to the meeting.
7. Dave will forward a copy of the contract for the Holiday Inn to Jackie and Eileen.  Dave will call in the count and make meal arrangements for this meeting.
8. Eileen will double check with Greg Hunter to assure that all A/V needs are met.
9. It’s that time of year – we will need to ask for nominations at this meeting.
10. It was suggested that we develop the meeting flyer for the April meeting in time to distribute it to attendees at the February meeting.  We will need to finalize the program with the speaker and get a copy of the contract with the Ramada to assure the location is finalized, in order to complete the flyer.

APRIL MEETING:

1. The deadline for sending information to the Editor and for advertising of the event will be March 6th. 

OUTSTANDING TASKS:

1. Dave will distribute the speaker/raffle winner gifts from Sept. meeting.
2. Brochure– Dave will send a request to Donna next week and ask her to draft a new brochure within a week.  We will include information on the April meeting and the June conference.  Dave will discuss logo design with Donna and will send her the NE region logos recently published as well as guidance from HQ on logo requirements.  We would like to be able to distribute the new brochure at the February meeting.
3. Bylaws – HQ would like updated by 6/30.  Chapters can contact Trevor Mitchell to ask him to review current bylaws and provide guidance on what needs to be changed.  Ed G. will work on this.
4. Website Domain Name – Lorraine will get more information from David Pita.  Will discuss at a future meeting.
5. Also to discuss at next meeting:  Elections and next year’s schedule.

MEMBER NEWS - Dianne will be moving to North Carolina this weekend.  She can still be contacted via her current work phone and e-mail address.  She will serve out her term on the Board until June 30th.

NEXT CONFERENCE CALLS MEETINGS – It was agreed we would conduct conference call meetings monthly.  Here is the schedule for the next three months:
Monday – February 4th – 2  p.m.
Monday, March 3rd – 3 p.m.
Monday, April 14th - 3 p.m.

On a motion by Ed Galvin, seconded by Lorraine Anderson, the meeting was adjourned.

Respectfully Submitted,

Jackie Lewis