Strategic Plan Update
In August prior to the start of the new chapter year, we spent an entire day working on a strategic plan which helps us set goals. This is something we’ve done previous years and have found it to be invaluable to the success of our chapter year. The following are some of the goals we were determined to achieve:
- Adopt a Budget
- Survey Membership
- Create New Member Packet
- Sponsor LINC Member
- Hold Two, 4 hour Workshops
- Service Projects (Social and RIM)
- Give Back to Vendor Members
- Hire a Web Master
- COTY Submission
- Celebrate Silver Anniversary
Along with updating our Strategic Plan, we also did some financial planning. This year is the first year that we used Reimbursement forms. Now we have a way to identify what part of the budget it comes from and to whom so that it can be verified that it was a budgeted item.
In the past have had a board member without any website knowledge doing this, just whomever was willing to serve. We will continue to pay for a web master. The cost is so minimal compared to what we get for it:
- Site is consistently up-to-date
- Photos have been added in an organized manner
- Chapter Meeting Notices are kept current
- More useful to members and others who visit the site.
This year we surveyed the membership (simple phone survey), created a New Member Packet, and added 23 new members, including a LINC member.
The Survey consisted of questions like:
- Do you know what your membership provides – most did not understand.
- Do you want the newsletter via e-mail or on paper – most would print if e-mailed.
- Meeting Date and Time questions – helped us change date to another day.
- What could the board do for you in general and as far as programming? – Got ideas
The New Member Packet consisted of bylaw info., member list, chapter pin, beehive (incentive) program explanation, strategic plan info., member certificate, meeting schedule, etc. This first packet was mailed to all members not just new ones based on responses from the survey.
Been on list to sponsor a LINC member for a several years and this year were able to become a LINC sponsor for Richard Batte from Uganda. We did our best to include him in chapter business although he is so far away so we mailed Richard new member packet, created a web link on our website, spotlighted him in the Newsletter and had him write an article about the state of records in Uganda. We anticipated sponsoring his attendance to the ARMA International Conference in Chicago but ultimately were unable to as his plans changed.
This year we had 2 members achieve CRM status! We have 5 more members working towards this goal as well with help from our CRM Liaison, Bruce Bailey.
This year we had monthly educational meetings, 2 socials, and 2 4hr workshops
RIM Month Event
Co-sponsored the RIM Month Event which included a tour of new State Archives facility and a Chapter sponsored Hospitality Suite. It was free participation for vendors and 150 people attended the event
This seemed like a good way to pay back vendors. We had a good turnout (approx. 15+ vendors) At the hospitality suite we had cookies and drinks and we displayed an ARMA table cloth, handed out membership forms and information, ordered the Records@Work pamphlets and handed those out (chapter info on them), gave pens with chapter name and website information on them, had a laptop with chapter website information available, and had Board members available and talking to those that came through
Chapter Service Projects
This year we did 3 service projects. The Utah Food Bank (Collected money and food items), Christmas Box House (collected toys, money, and clothing) and a RIM Service Project with the Governors’ administrations.
For the RIM Service Project we donated 51 hours worth of preserving the 2002 Olympic photos and photos from two Governors’ administrations. We spent the day removing photos from storage boxes and envelopes to put into archival quality folders, labeled and organized according to topic – preserving negatives as well.
This was not a project where high skills were needed, but the need to have this done was there. As Records Managers we understood the care needed in handling the photos and slides. It was a good time. We saw some funny pictures – Governor’s bad side, lost cat in office of Capital – Dali Lama visit, etc.
Perhaps the most important of all our many activities this year was planning our chapter’s 25th Anniversary! With healthy finances the board wanted to give something extra back to the members, so we chose to give a gift at the closing social/25th anniversary party. The decision was made to redesign the chapter pin for the 25th Anniversary.
The end of the year was marked by the celebration of the 25th year anniversary. It began it with a social mixer about 30 minutes before dinner, which we had never tried before. It turned out to be really fun as people did attend and mingled. We definitely will do this again!
At the dinner we had a memorabilia table, a Beehive Bucks auction, the unveiling of the new pin, and the presentation of the gift bag given to members. The memory table had things like: LINC member info., past newsletters, photos from the past, Chapter awards and certificates, cake, Chapter charter certificate, etc.
We also had the opportunity to take a walk down memory lane with past presidents from the 80’s and 90’s
And then to swear in the new chapter board for the 2005/2006 year.
All in all it was a momentous and historic night filled with friends, fun, and good food. We can’t wait to see what Sonya has in store for us in the coming year!