Minutes >

Present:  Ed Becker, Ed Galvin, Dave Langevin, Eileen Keating, Jackie Lewis, Dianne Hagan, Deb Montana

Call to Order – President Dave Langevin called the meeting to order and welcomed everyone.  2007-2008 Officer & Board Member Handbooks were distributed.

Meeting Minutes – On a motion by Eileen Keating, seconded by Dianne Hagan, and carried by unanimous vote, the minutes from the previous meeting were accepted as submitted.

Financial Statements – Ed Galvin distributed a Treasurer’s Report as of June 30, 2007.  He noted a sponsorship fee of $300 from Iron Mountain is still outstanding.  Dave Langevin will follow up on this.  The balance of chapter funds as of 6/30/07 is $6,042.84.  Ed Galvin also distributed an Income and Expense Statement and CNY ARMA Budget for 2007-2008.

Resignation – The board accepted with regret the resignation of Steve Goodfellow.

Membership – The group watched a Webinar from ARMA International on membership.  Suggestions and highlights included:

• Surveying members and non-members (on-line) to determine what they want.  Surveys should be conducted at various times:  annually, after each program, as individuals become members, and as they become non-members – so you can determine what they want and/or what they feel they are not getting.  Consider using Survey Monkey or Zoomerang.
• The chapter should develop a prospect list.
• Target those on the 099 list.  (Dave will continue to forward this to Ed.)
• To encourage membership, some chapters have a meeting cost differential of 40% for members vs. non-members.
• There should be an “opt-out” process so people can get off e-mail and mailing lists if they want.  Don’t rely solely on e-mail!
• Consider a leadership day to develop future leaders within the chapter.
• Consider allowing vendors to bring a guest or prospective member to their first meeting for free.
• ARMA has placed a large emphasis on branding.  A new marketing slogan for ARMA is – the authority on managing records and information.  This can be used in text, as a headline, or as a descriptive phrase.  It is not to be used as a tagline.  (See section 9.0 in Officer & Board Member Handbook.)

Goals for CNY ARMA for 2008: 

• Grow chapter by at least 5 new members.  (Dave has an incentive program in mind.)  While recruiting members is everyone’s responsibility, we need a membership chair.  Dave will ask a member the group identified to see if they are interested in assuming this role.
• Increase meeting attendance.
• Increase members’ involvement – We need to notify members there are opportunities for them to become involved.  Some areas of opportunity are: newsletters, membership activities, special events, upkeep of lists, etc.
• Encourage members’ interest in working towards positions on the board.
• Strive for Chapter of the Year!  (Criteria is listed in section 7.0 of the Officer & Board Member Handbook.)

Bylaws Review – Sometime during the year, we will need to review Bylaws per ARMA protocol.  They are included in the Officer & Board Member Handbook in section 7.0 for review.

Logo/Brochure - We need to develop a new logo for the chapter that will fit within ARMA guidelines.  THIS IS A PRIORITY! Dave will e-mail some samples to the Board.  Once that is in place Dave will update our brochure, and develop letterhead and envelopes.  These will be burned to CD’s that Dave will forward to each Board Member.  Once the brochure is updated, Dave will send to a list of about 200 people.

Once brochures are complete and the meeting schedule is in place, we will produce vendor packets that we would like to distribute by 9/1/07.  This will give vendors an opportunity to let us know if there are meetings they would like to sponsor.

Advertising Our Meetings – Once our meeting schedule is finalized, we like to send it out to local Chambers and the CNY Business Journal.  Ed Becker will determine the cost for the Herkimer Chamber.  It is free in the Syracuse Chamber.  We need to check with the Mohawk Valley Chamber also.

Ed Galvin will update the meeting notification list.

Eileen will notify the RM listserv and ARMA HQ of each meeting.

Meetings – At the beginning of each meeting, Dave will show a short Power Point presentation that will better inform attendees about ARMA, will highlight new members, advertise leadership opportunities within the chapter, and thank sponsors.

Chapter History – We have a chapter history on file; Jackie will e-mail it to the Board.

Board Meetings – The group decided that we would conduct meetings via conference calls on the months that we do not meet in person.

Northeast Region News – The NE Regional Leadership Meeting held in Syracuse in June was a great success.  Dave, Jackie, Dianne, Eileen, Deb, and Kate Barefoot attended.  Thanks Dianne & Dave for all your work in organizing this event!  Dave is working on the committee to develop a NE Region Leadership Meeting AND Education Conference in 2008.  A possible location for the conference is Saratoga.  More information to follow.

IMPORTANT DATES:

Meeting Schedule – The theme of our meetings this season will be, Records Management & Compliance Now:  Your Toolbox for Success.   Each meeting will tie into the next, however, it is not necessary for attendees to attend every meeting.

Dave is meeting with the Rochester/Buffalo chapters next week.  Deb is attending the NYC planning meeting on 7/24.  We have not set dates in the schedule below, other than the first meeting, so we can determine if there are opportunities we can take advantage of to piggyback speakers.

• Each meeting will be represented by a “tool.”  The goal will be to fill your toolbox with each tool by attending each meeting.
• Dianne will produce a 1-page flyer to announce our meeting schedule.
• MUST get vendor sponsorship, particularly for the last session.  MUST approach vendors early!  (Vendor packet will be mailed by 9/1.)
• Dave will ask Charlie Hannigan from the Post Standard to do an article once the schedule is finalized.
• Jackie will update the meeting checklist on the website.

Meeting Costs – On a motion by Deb, seconded by Dianne, and carried by unanimous vote. Meeting costs (for luncheon meetings) will be set at $25 for members.  Members for the purpose of determining costs for meetings are defined as those belonging to any ARMA chapter.  The cost for non-members will be $35.  If vendors bring a guest, or if members bring other staff from their organization, they will be given the Member rate.

Meeting Sponsorship Costs – These will remain the same as last year; $150 for ½ sponsorship and $300 for full sponsorship.

ARMA International Conference – This year’s conference will be held in Baltimore from October 7-10.  Dave, Eileen, and Jackie plan to attend.

Meeting was adjourned.

Respectfully Submitted,

Jackie Lewis