MRM Region 2010 Leadership Conference Greater Kansas City Chapter Of ARMA

1. MRM Region 2010 Leadership Conference Greater Kansas City Chapter Of ARMA

2. Chapter Membership • 2009-2010 Chapter President: Todd Knowles • # of Members – Beginning of Year: 128 / Current #: 131 • Chapter Size Category: Large • Membership Goal for 2009-2010: 5% increase (Probably too aggressive considering economic climate.) • Recruiting and Contacting – methods: Populated member prospect list with 099 ARMA International members who reside within 50 mile radius of Kansas City, non-members who attended meetings, and others who expressed interest in the Chapter. Welcomed new members via e-mail upon joining the Chapter and recognized them during Chapter meetings. • Chapter volunteers – recruiting, involvement (activities): In early May, over a dozen Chapter volunteers cooked dinner for parents staying at the Ronald McDonald House in Kansas City. Our efforts were much appreciated and the participants had fun! • What months and day of the month do you hold educational meetings: Methods of communicating with members: Educational meetings are typically held the second Wednesday of each month over the lunch hour, September thru June. Website, e-mail notifications, and monthly newsletter are the three primary methods of communicating with members. Our goal is for the website to be the primary vehicle for communicating Chapter events.

3. Board of Directors • # of BOD Members: 10 • Types of Positions: President, Past President, President Elect, Vice President Programs, Treasurer, Secretary, Director of Education, Director of Arrangements, Director of Membership & Director of Publications • Elected Officials: All of the above • Appointed Officials: None • Meetings – The Board of Directors meet at 8:30 – 10:30 AM on the first Wednesday of each Month. • Good – Attendance was good. We always had a quorum. Increased use of telephonic conferencing. • Challenges – Treasurers Report lag and Treasurers BOD attendance • Board Transition of Members – end of Chapter year: Transition meeting held mid-June. Meeting goals; 1) transfer knowledge and supporting documentation from outgoing to incoming BOD, 2) acquire Chapter Operational and Historical Records, 3) review administrative operations and expectations of BODs and review, discuss and approve Strategic Plan. • Recruiting/Succession planning – developed roles and responsibility info sheet for each position, placed Chapter Ops docs on-line, continued best practice of direct recruiting, supplemented with “way-forward” in Strategic Plan

4. September 2009 • Meeting Date: 9/9/09 • Time of Day: 11:30 a.m. to 1:00 p.m. • Attendance #’s: 65 people • Topic: Disaster Recovery – Focus on Documentation and Media • Speaker: Mark Rocco, BMS Cat, Inc. • Comments: Venue was the Grand Street Café on the Plaza. The food was good but the buffet was not set up correctly which caused the flow of people to be disorganized. The speaker kept the interest of everyone. Relevant and informative topic.

5. October 2009 • Meeting Date: 10/7/09 • Time of Day: 11:30 a.m. to 1:00 p.m. • Attendance #’s: 68 • Topic: Information Technology – Management of Web-Based Records • Speaker: Scott Leonard, Kansas Historical Society • Comments: The Hereford House is a favorite to attendees. Excellent food and service. The topic was well received by the group.

6. November 2009 • Meeting Date: 11/11/09 • Time of Day: 11:30 a.m. to 1:00 p.m. • Attendance #’s: 57 • Topic: RIM Practices – General Accepted Recordkeeping Principles (GARP) • Speaker: Fred Pulzello, Consultant • Comments: The Plaza III food was superb and venue seating was very accommodating to attendees. Speaker was easily visible to all present. Topic was a favorable one with many questions asked. This was a new meeting place and was well received.

7. December 2009 • Meeting Date: 12/9/09 • Time of Day: 11:30 a.m. to 1:00 p.m. • Attendance #’s: 45 • Topic: Business Generational Challenges at Work • Speaker: Dawn Murphy, St. Luke’s Health System • Comments: The Ritz Charles is a very nice venue. The food was good and the speaker and topic were a favorite among attendees. Proximity to the holiday, and the cold snowy weather contributed to lower attendance. Meeting survey feedback also indicated this location to be a little too far south for our members.

8. January 2010 • Meeting Date: 1/13/10 • Time of Day: 11:30 a.m. to 1:00 p.m. • Attendance #’s: 62 • Topic: Information Technology, Social Networking – Managing Access and Information. • Speaker: Lisa Lukaszewski, Attorney of Daley & Fey • Comments: Lydia’s is a favorite among attendees and the food was excellent. The speaker and subject were well received. The topic was one of great interest and relevant to today’s growing social internet connections. We strongly recommend Lisa as a speaker.

9. February 2010 • Meeting Date: 2/10/10 • Time of Day: 11:30 a.m. to 1:00 p.m. • Attendance #’s: 54 • Topic: Records Retention – Establishing a Records Retention Schedule • Speaker: Kevin Joerling, Perceptive Software • Comments: Bacchanalia’s buffet was delicious but they were short-handed and the desserts were delivered behind schedule. The venue was not as tidy as I experienced on my prior visit . It was also a little hard to locate. The speaker touched on a subject relevant to many of the attendees.

10. March 2010 • Meeting Date: 3/10/10 • Time of Day: 11:30 a.m. to 1:00 p.m. • Attendance #’s: 53 • Topic: Business Functions – The Effects of the Economic Crisis on RIM • Speaker: Laura Fey, Attorney, Daley & Fey • Comments: Wonderful venue at Webster House. The food was good and the service very accommodating. A few felt the room was a little crowded. The topic was timely and the speaker clear and concise. This was a new meeting place and was well received.

11. Spring Seminar • Meeting Date: April 14, 2010 • Time of Day: 8:30 AM – 4:30 PM • Attendance #’s: 49 • Topic: Help! Is RIM Compliance Even Possible Today? Overview of tools that claim to monitor compliance for electronic records management and legal holds. A review of the issues and technologies that confront records management today. An overview of the GARP Principles and how they may be applied in an organization • Speaker: Brent Gatewood, CRM • Attendee Fee Structure: $100.00 early registration fee. $125.00 standard registration fee. • Vendor Involvement/Support – Four sponsors • Fee Structure NOTE: THIS SLIDE REPLACES APPLICABLE MONTH FROM PPT IN WHICH YOU HAD SEMINAR

12. May 2010 • Meeting Date: 5/5/10 • Time of Day: 11:00 a.m. to 1:30 p.m. • Attendance #’s: 46 • Topic: Overview of Federal Reserve Bank and RIM Practices provided by speakers employed by the FederalReserve Bank • Speaker: Four speakers – JamesGushard, Justin Dean, Cindy Edwards, Michael Lewandowski • Comments: The venue was very nice - clean, organized, good speaker visibility, and the food was excellent which was catered by their internal caterer. The information provided by the speakers was informative and well received. Tours were available after the meeting. We had not done a tour for several chapter years – we felt it was well received.

13. June 2010 • Meeting Date: 6/10/10 • Time of Day: 5:00 p.m. to 8:00 p.m. • Attendance #’s: 67 • Comments: This was our first social networking and non-luncheon chapter/meeting event. We chose a local, successful KC Business, the Boulevard Brewery. Tour, beer , wine and appetizers were included in the $10 attendance fee. Chapter funds were budgeted to offset the additional expenses. MRM Regional Coordinator presented our Chapter with a wonderful 40th Anniversary Award, incoming BOD were sworn in, Chapter member tenure recognition and awards presented, and a year-in-review done. This event was a huge success. Attendees enjoyed the fun aspect, networking and opportunity to celebrate a successful chapter year.

14. Special Projects • Community Involvement – charities, services etc. • On Saturday, May 1st several GKC ARMA volunteers cooked dinner for parents at the Ronald McDonald House. Everyone had fun and were happy to contribute to a worthwhile cause. • Vendor relationships – sponsorship packages refined and marketed; Chapter and Spring Seminar sponsors recognized during Chapter events. • Other professional organization projects/relationships – Chapter Lending Library partnership established with NARA at Kansas City. NARA purchased and GKC ARMA purchased information products available to Chapter Members; Library managed by NARA RM staff; procedures documented and repeatable. • Scholarship programs/promotions: We collaborated with the KC Chapter of The Small Library Association and cross-promoted activities with ALA and ILTA. • Mentoring activities – BOD performed record disposition on inactive chapter records; little attention has been placed on routine acquisition, consultation and accessibility of our Chapter Operational Records.

15. Special Projects – Board of Directors • Conducted inventory of off-site Chapter records. Applied Chapter retention schedule to inactive materials, resulting in a 65% reduction in offsite holdings. (six cubic feet were publications which were placed in our Chapter’s Lending Library) Process and Procedures developed for management of Chapter operational records. • Completed Request For Information (RFI) process to identify offsite storage vendor who will store Chapter holdings going forward. Process and Procedures documented and repeatable. • Chapter Lending Library up and running. • Successful Spring Seminar with 49 attendees. • Strategic Plan and initiatives for 2010-2011 Chapter Year finalized. • Grew Chapter member prospect list to tie in with ARMA recruitment campaign. • Developed and applied Chapter expense budget template and implemented financial review controls per auditor’s suggestions.

16. Good, Challenging & Different • What went really well this year (1 to 3 examples) 1. Several endeavors new to the Chapter were completed A) Outreach - Ronald McDonald house volunteer effort B) First Social networking event C) Chapter expense budget 2. Continued to improve member access to Chapter information via website A) Lending Library B) Access to monthly meeting & Spring Seminar presentations C) Newsletters and upcoming events D) Established a password protected, on-line repository for key Chapter Operational documentation making the information accessible to all BOD and authorized users. 3. Successful collaboration between Director of Education and VP Programs in developing monthly educational programs and identifying speakers incorporating RIM Core Competencies and marketing them as such. • What really challenged the Board and/or Chapter this year (1 to 3 examples) 1. Succession planning for next year’s BOD positions. 2. Economic situation impacted membership growth and Spring Seminar attendance. 3. Volunteer time extremely limited due to increased workloads, responsibilities and lay-offs within their respective organizations.

17. Good, Challenging & Different • Thinking back what would the BOD or could the BOD have done different or would try next time? (1 to 3 examples) 1. Increase involvement of committee members to support projects and Board members. Increased use of committee members would organically contribute to Chapter leadership succession plans. 2. Improved phone conference logistics to allow for remote participation by Board members during BOD meetings. 3. Balance setting of expectations and performance with volunteer nature of the Board positions.

18. Expectations/Ideas for GKC ARMA 2010-2011 Chapter Year • Improve BOD Succession – • We will strongly advocate each BOD position obtain and actively utilize committee members or “task force members” to assist them with day-to-day operations of their positions or delegate portions of their responsibilities or initiatives to task force members. • This objective enables the “many hands make short work” concept to flourish as a short-term goal. • In addition to establishing committee/task force members to support an expanded volunteer base within our Chapter, it also allows the GKC BOD to consider and/or mentor potential BOD replacements for his/her role on the GKCARMA BOD, thereby supporting our long-term goal of improved succession planning. • Test Additional BOD Meeting Options - • provide a virtual BOD meeting attendance capability; utilize Chapter member collaborative web-based system and audio dial-in • Conduct at least one summer BOD meeting virtually.

19. 2009 – 2010 GKC ARMA BOD LtoR: Front Row: Chris Hohman (Education), Leslie Welch (Arrangements), Andrea Murdock (Publications), Brian Dowling (Treasurer), Charles Reese (Programs); Back Row: Todd Knowles (President), John Downs (Past Pres), Karen Shaw (Pres-Elect), Bob Featherston (Secretary), Cliff Phillips (Membership)