ARMA Metro New York City Meeting Minutes UBS 299 Park ...armanyc.org/images/downloads/Board_Minutes/bod_minutes_2013... · ARMA Metro New York City Meeting Minutes UBS 299 Park Avenue,

ARMAMetroNewYorkCityMeetingMinutesUBS299ParkAvenue,40C,andViaConferenceCall

November18,20133:20pm–5:15p.m.

November 18, 2013 Meeting Minutes Page 1 of 10

Present:DerickArthur,BrynBowen,CRM,AnitaCastora,CRM,IGP,MichaelLandau,MarySherwin,JasonC.Stearns,CRM,IGPViaTelephone:DarrylHarris,FrankLaSorsa,CRMAbsent:JenniferBest,DebbieMevs,EugeneStakhov,CRMCommitteeMemberspresent:MichaelAddiego,RebeccaGallei,(inperson);andFredGrevin,CarolTrapano(phone)RegionLeaderspresent:KathleenTimothy(RegionManager),WendyMcInally(RegionCoordinator)Visitorsinperson:MelissaDederer,MaribelRivera

President ‐ Jason C. Stearns, CRM

Meetingconvened3:20p.m.

UpcomingBoardMeetings

December16,4:00–6:00UBS January15,12:00–5:00‐½DayPlanningMeeting‐KelleyDrye(Backuplocation‐Proskauer) February13,4:00–6:00UBS

RegionUpdatefromKathleenTimothy(Regionalmanager)andWendyMcInally‐CongratulationstoourchapterfortheAwardswereceivedatARMAInternational–LasVegas–ChapterInnovation,NewsletterandRecruitment.Nicetoseeavigorouschapterthatisdoingwell.Theylooktoustoserveasaleaderforotherchapters.

Thisistheirfirstyearinleadershipandtheyarelookingforwardtoworkingwithus Wendy’sgoalasRegionCoordinatoristogobacktothebasics ProvidedaPowerPointupdate SouthernNJchapterisneargoingdormant.Ourchapterofferedassistancetotheregionforthis

chapterifneeded.

By‐LawsUpdate(Bryn)–submittedfinalversion.AdamEngel(ARMAInternational)saidwillgetananswerafterconference.

Vendorissues–makesurethatvendorswhoarepresentingusetheARMAMetroNYCstandardtemplate.Wheninteractingwithavendor,dosoinarespectfulway.Boardmembersshouldnotberepeatingwhattranspiresatourmeetingswithoutsidevendors.

CommunityServiceProjectCandidate:GreaterAstoriaHistoricalSociety‐ConferencecallscheduledforWednesdayNovember20at11amwithBobSingleton,headoftheSociety,todiscusstheirneeds.Coreteamtoparticipate:AnitaCastora,FredGrevin,GeneStakhov,andJasonStearns.

ARMAInternational2013Awards–ChapterInnovation(Mentorshipprogram–Anita,CommitteeChair)andChapterNewsletter(JenniferBest)–forthe4thtimeinarow.MembershipAward(increasingnumbers)wasalsogiventoourchapter.Congratulationstoall,especially–Jen,Anita,LaurenandFred.

BoardofDirectorsContactInformationList–AnitaCastorawillworkwithMichaelLandautocompletetheproject.

CoordinatedEventsUpdate NovemberARMA@Noon‐November15,2013–Anitawillsendoutasurveytoattendeesusing

SurveyMonkey




November‐EveningMeetingTonight–45peopleregisteredo Speaker–KristenMathews–PrivacyinaTransparentWorldo Sponsor:ProConversions–MichaelAddiegowillintroducethespeakero Location–VanderbiltSuites

January‐EveningNetworkingeventWednesday1/15o ‘Skits’idea–Update–Gene,FredandFrankhadameeting–proposedideaofcreatinga

shortvideo(interimsolution)–Jasonrequestingamoreconcreteidea(VideoClips)o Sponsor(s)‐ProConversionsandRedwallet(2)@$1000each,lookingforathirdo Locations–Darrylislookingatlocationswherewecandosomethingdifferent,withan

activity–suchasbowlingorpoolhall,(Tonic)(Bowlmor‐niceprivateroomwith4alleys),Frames(PortAuthority)

o Budget:–uselastyear’sasaguide($+‐90)

ARMA@Noon‐January12,2014o Speaker–NickInglisonSharePoint–hewillberequestedtoaddressthetopicfromanew

angleo Sponsor–FileTrailo Location–ProskauerRose2PennPlaza,NYC

MarchAllDayEducationalEvent(Frank,Debbie,Mary,Derick,Darryl,Bryn,Rebecca,MichaelA.) Scheduleofemailannouncements(Frank)–SendouttheSavetheDateviaCvent–withapayment–buttonbymidnextweek(11/27)‐Frank,DerickandBryn

SpeakersandTracks(Derick) KeynotespeakerLindaClemons–boardapprovalneeded–

MotionmadeandsecondedtoapprovedtoengageLindaClemonsasthespeaker,including$2000speakersfeeplustravelexpenses(flightfromIndiana,2nightshotelselectedbyus,taxi,meals)

Marchconfirmedspeakersandsessionswerediscussed.Proposedschedulewashandedoutandisattachedtotheminutes.

AdditionalSpeakers‐updatedlistprovidedintheaddendum

ConfirmedSponsorstodate(DebandMary)

Breakfast 7 Past Presidents of ARMA (Melissa Dederer)

Lunch Kiersted Systems LLP (Michael Landau/Rebecca G.)

Broadway Iron Mountain ($5000)

GrandCentral

Collabware -paid Databank IMX - paid Gimmal (will pay January 2014) Diversified (Rebecca) - paid Archive Systems (will ask them to upgrade) - invoiced NRC (Michael Lenhard/ Edie Mazzullo) GRM (Paid for Grand Central and Newsletter as part of a Triple Plan)

TimesSquare




RSD – Mary/Edie Inception – Angela Feith Systems - Mary FileTrail (Jim Merrifield /Mary – triple play – January ARMA@Noon,

newsletter, Grand Central booth) – sent payment link LocationsUpdate(Darryl)

ConciergeCenter–Paymentsarebeingmadeonschedule(oneinSeptember,oneinOctober).

Reception–Optionsarestillunderdiscussion NotesfromthewalkthroughattheConciergeCenterweresharedandareattached

totheseminutes,aswellasproposedlayoutspreparedbyRebeccaGallei TodatenoassistancefromtheConnecticutchapter,onlyfromtheNorthernNJ

Chapter(AngelaDzikowski)

ActionItem:AllBoardMemberstoassistinrecruitingsponsors

VP, Newsletter ‐ Jennifer Best

Wehaveanewcontributor:AlexCampbell,whoisarecordsmanagementblogger. StatusoftheNovember/Decemberissue‐‐issuedatepushedout;BoardreportsandotherBoard‐

authoredcolumnsaredue. Assistanceinrollingoutthecolumnthatposesarecordsmanagementquestiontoaconsultant,

legalprofessionalandrecordsmanager.Requestingcontactsforpersonsthatwouldparticipate. Requestforemailaddressesforvendors/presentersparticipatingintheMarcheventsothatwecan

solicitarticles. ActionItem:MarytoprovideJenthelistafterthemeeting

Executive Vice President – Bryn Bowen, CRM; Committee: Maribel Rivera, Jennifer Best

BrynintroducedMaribelRiveratoreportonaninitialstrategyforusingSocialMediatopublicizethechaptereventsviasocialmedia

MaribelgavetheSocialMediaStrategyReport: ShemetwithBryn,Frank,Michael,Jentodiscussdifferentwaystousesocialmediatogetour

nameouttheresuchasputtingtheawardsontheLinkedINandTwittergroup,andgrowintheareasofPharma,financeandinsurance.Otherideasinclude:

Scheduleoutthesocialmediapostsoncertaindates Re‐postinformationfromoursponsors HootSuite 5‐7tweetsduringeachevent

Vice President, Treasurer, Michael Landau; Committee: Carol Trapano

2013/14Finances–ReportdistributedtotheBoardinanattachmenttotheseminutes.

SummaryofAccountsasofOctober31,2013 ChaseBank$14,956.27 Fidelity$51,413.74(QuarterlyasofSeptember2013asfollows:)

FidelityContraFund‐$37,347.52FidelityMoneyMarket‐$14,066.22)

Dreyfus$12,403.38




Total:$66,370.01

Vice President, Membership – Anita Castora, CRM

ARMAInternationalhasa$50discountforstudentsuntil12/31/13.StudentMembershippromotionwillrunnowuntiltheendofDecember.TheboardapprovedthefollowingpromotiontobeputonthehomepageoftheWebsite.AnitawillprovidetheflyertoFrankforposting: “ForallstudentswhojointheARMAMetroNewYorkChapterby12/31/13,theywillreceive

theirchoiceofaDunkinDonutsorStarbucks$5giftcard.Forallofthefirsttimestudentmemberswhojoin,theywillreceivea$50discountfromARMAInt.foratotalcostof$45.”

Vice President, Web Site , Frank LaSorsa, CRM Committee: Anita Castora, CRM; Mary Sherwin

Regularupdatesarebeingmadetothehomepageandthesponsors’page.Anappointmentwillbe

madewithMAWebcenterstorevisesomeofthefunctionalityenhancementsthataredesiredsuchasusingthewebsitetoacceptpaymentsandaCalendar.

Vice President, Secretary – Mary Sherwin

TheSeptembermeetingminuteshavebeenapproved. TheOctoberdraftmeetingminuteswerecirculatedforcomment.Theboardistoprovidethe

commentsbacktoMarybytheendoftheweek. ASPIREUpdate:ThegrouphasbeenmeetingmonthlyonMondayevenings(atKelleyDrye)andhas

garneredsomeattention.Thosewhohaveattendedhaveexpressedtheirenthusiasmandthattheyhavelearnedquiteabitfromhavingtopracticepublicspeaking.ThenextmeetingisDecember2.

Immediate Past President, Frank LaSorsa – Additional Updates

COTYAwardUpdate–inGene’sabsence,Frankreportedthatthecommitteehasbeguntoconvene.

MembersincludeBrynBowen,AnitaCastora,FrankLaSorsa,MarySherwin Collaboration–ArrangementsareunderwayforacombinedmeetingwiththeArchivistsRound

Table(ART)onabasicRecordsManagementworkshopatNARA(NationalArchivesandRecordsAdministration)inJanuary.LaurenBarneswillbepresentingaRIM101workshopinJanuary

ARMAUpdates:

Themeetingadjournedat5:15p.m.RespectfullySubmitted,

Mary W. Sherwin MaryW.SherwinSecretary




Appendix1–SummaryofConciergeCentersWalkthroughonWednesdayNovember13,2013Attendees:MichaelAddiego,BrynBowen,RebeccaGallei,DarrylHarris,DebbieMevs,MarySherwinHereiswhatthegroupagreed:

UNroomneartheauditorium–our“GreenRoom”;SpeakerReadyRoom CoatCheck–250coats–neartheauditorium 4classrooms(auditorium–2plus2largeonesintheback)–Wecanhaveupto4tracksofsessions

Sponsorshipspots:

GrandCentralRoom(matchesourSponsorshiplevel!)‐Upto25tables‐ofwhich21areGrandCentral(6’regularsizetables)and4areTimesSquarePlus(“Upgrades”)–toincludeascreenandlargerbooth‐possiblyanLshape/cornertomakethemfeelspecial–Notewhenselling–only1entryforGCtableincludedandonly2entriesforTS(wewilloverruntheplacewithvendorsandnopractitionersotherwise)

SponsorshipCostsafterNovember15o $895GrandCentralo $1795TimesSquareo $2495–TimesSquarePluso $5000–KeynoteSpeakerSponsor–includesaGrandCentralBootho $5000–Broadway–orifExclusivetocovertheNetworkingreception–callit“Empire

State”andcosts$10,000–includesaTimesSquarebooth

ForthosecommittedsponsorswewillofferthemtheTimesSquareUpgrade

WewillsetuptheGrandCentralroomusinga“serpentine”orsimilarapproachintheGrandCentralRoom

Wewillsetup60”roundtablesinthemiddleoftheGrandCentralroom(probably6‐8)with6chairseach–togivepeoplesomeplacetositandeatlunchandnetworkwhilebeingnearvendors

WewillaskJohntoservedesertintheGrandCentralroom

Vanderbiltlobby(outsidetheAuditorium)–willput3‐4TimesSquareVendorsplusFoodservingarea

MainLobby–Mainlocationforfoodtobeserved,plus4TimesSquarevendors–most(butnotall)furniture–primarilythechairs–canberemoved

WewillaskJohnaboutthemainreceptiondesk–ifwecanputavendorinfrontofit.

WewillsketchoutourdesiredideasonthefloorplantosubmittoJohnofConciergecenterstomakesureweare“incode”

TheBoardRoomintheback–WiFistation‐canaskforasponsor




TheCoatCheck–upto250people–wecanhiresomeone@25/hrtoruncoatcheckandgeta

sponsortocover

Rechargingstation–willneedtorentandthenaskforasponsor

Orderofgettingsponsors:

1. Broadway(tocoverNetworkingreception)–weare½waytherewithIronMountaincommitting$5000–wearelookingforapartnerfor$5000more–possiblyGimmal

2. KeynoteSpeakerSponsor(LindaClemons)–wearelookingfor$5000tocoverherexpenses,feeandalsosomeofourcosts

3. FilltheGrandCentralandTimesSquareSpots4. ThenlookforaWiFiSponsor,CoatCheckSponsorandRechargingstationsponsor

Seeattachedfloorplanforthenamesoftherooms/locationsofthedifferentlobbies.EarlynextweekwewillmeetandsketchoutthedesiredfloorplantosendtotheConciergeCenters.Meanwhile,let’sgooutandgetsponsors!WewillasktheBoardonMondaytouseanyandallcontacts/relationshipsforsponsorship.SimpleMathforamountwecanraise‐$54,550–thisisambitiousbutweCANDOIT!!WedefinitelyneedtorequestassistancefromARMANNJandARMACT‐IbelieveitexceedswhatweraisedlastyearRegardingIncomeGenerationfromSponsorships,hereishowthemathbreaksdown:

20x$750GC(average)=$15,000fromGrandCentralBooths–takesintoconsiderationdiscountsalreadygiven

9x$1800TS(average)=$16,200(2othersareatnocostastheywillbeincludedforlargersponsorships)

Broadway‐$10,000 Keynote‐$5000 WiFi‐$3000 CoatCheck‐$2000 Recharging–$2000 Breakfast‐$350(PresidentsExclusive) Lunch(x2)=$1000($500each)

Incomparison,thesearethenumbersfromlastyearasprovidedbyMichaelLandau:

Thekeynumbersareintheattachedspreadsheetare:

Registrationincome$15,705.00




Sponsorships$34,117.50Food$4,875.07Reception$12,091.30

Appendix2–ARMAEventMarch112014‐ProposedSpeakerLineup–fromD.Arthur,VPProfessionalDevelopment(separateattachment)Appendix3–ARMAMetroNYCStudentMembershipPromotion–fromA.Castora,VPMembership(separateattachment)Appendix4–ProposedMarch11,2014Layouts@ConciergeConferenceCentersfromRebeccaGallei,CommitteeMember,AdvertisingandPromotion(separateattachment)







ARMA Metro NYC 2013-2014 Planning Calendar – updated to reflect actual items that have occurred

ARMAEvening(backupdateinparenthesis)

Board ARMA@Noon ASPIREMondays(proposed)

CRMandOtherSisterOrganizationRelatedEvents

August None ConferencecalltobescheduledbyJason

None None

September Mon9/16–5ThingsRMcanlearnfromLitigation–SandraSerkes,Valora,SponsorSuperiorDiscovery

Wed.9/183p.m.‐5p.m.beforethechaptermeeting

Tues.9/24 – SmallSteps,BigResults,AnitaCastora,CarolynMariani–SponsorGRM

Mon.9/23

October Tues.10/15–BrianSchraeder,LegalHoldsSponsorArchiveSystems,BIA

Thurs.10/104p.m.‐6p.m.

Tues.10/22 – didnothappen

NoneARMAInternationalConferenceLasVegas:Sat.10/26–Wed.10/30

November Mon.11/18–Privacy,KristenMathews,SponsorProConversions

Mon.11/183p.m.‐5p.m.beforethechaptermeeting

Tues.11/12 Fri.11/15–RecordsManagementandProcessImprovement–GeorgeDunn

December None 12/16‐ 4‐6pm None Mon.12/2




ARMAEvening(backupdateinparenthesis)

Board ARMA@Noon ASPIREMondays(proposed)

CRMandOtherSisterOrganizationRelatedEvents

January Wed.1/15(Mon.1/13)NetworkingEvent/CocktailReception

Wed.1/1512p.m.–5p.m.Halfdayplanningmeeting–BeforetheNetworkingevent

Thurs.1/23NickInglis,Sharepoint,Sponsor:FileTrail

Mon.1/6 ARTRIM101withLaurenBarnes–January2014

February Mon.2/10(Tues2/11)


Tues.2/25 – Mon.2/3

March Tues3/11(Wed3/12)

Mon.3/34p.m.‐6p.m.

None DuringAll‐dayEvent3/11

SLAAll‐DayConference

April Thurs‐4/10(Wed.‐4/9)

Thurs.4/103p.m.‐5p.m.beforethechaptermeeting

Thurs4/24 Mon.4/14

May Wed5/21(Thurs.5/22)


Mon.5/12 Mon.5/5

June Mon.6/16(Wed6/18)EndoftheYearParty

Mon.6/16(3pm‐ 5pm)

Tues.6/3 Mon.6/9

July None Wed.7/16SummerAllDayPlanningmeeting

None

Our IndustryA Very Broad(way) Spectrum ‐

It's a Whole New World

March 2014 Track 1 ‐ RIFFS Track 2 ‐ CHOPS Track 3 ‐ IMPROV the outside track

8am ‐ 9:30am REGISTRATION & BREAKFAST REGISTRATION & BREAKFAST REGISTRATION & BREAKFAST REGISTRATION & BREAKFAST

9:30am ‐ 10amKEYNOTE

‐ Linda ClemonsKEYNOTE



‐ Linda Clemons

10am ‐ 11amFBI Session on Cyber Security‐ FBI Special Agent (TBD)

Executive Report WritingPart 2‐ Sofia Empel

Change Management Comes to Life...Let's Play Change: the Game

‐ Karen Strong (Gimmal)Talk to the Keynote speaker…

‐ Linda Clemons

11:15am ‐ 12:30pmPreparing for the Presidential Directive‐ Fynnette Eaton

Career development using certifications, education, etc.‐ Melissa Dederer, Panel Leader‐ Panelists (TBD)

Change Management Comes to Life...Let's Play Change: the Game

‐ Karen Strong (Gimmal)

12:30pm ‐ 2pm LUNCH LUNCH LUNCH LUNCH

2pm ‐ 3pm

IG Panel‐ Fred Pulzello, Moderator‐ Julie Colgan, Galina Datskovsky, and Richard Kessler (Jason to confirm) or Jason Barron?

ASPIRE (Using multimedia & graphic design in your presentation

‐ Barclay BlairHedges/Fordham ART program

‐ Mock Meet and Confer

Sponsor Partner Educational Session‐ TBD

3‐3:15 BREAK BREAK BREAK BREAK

3:15pm ‐ 4:15pmThe Future ‐ are we there yet?

‐ Emily Empel

E‐Discovery ‐ Marla Bergman (Asst GC, Goldman Sachs)

Hedges/Fordham ART program ‐ Creating efficient repeatable workflows in litigation and RM

4:15pm ‐ 5:00pm CLOSING STATEMENTS & RAFFLE CLOSING STATEMENTS & RAFFLE CLOSING STATEMENTS & RAFFLE CLOSING STATEMENTS & RAFFLE

Other possible speaker topics:

Conflicts of Interest Waivers

‐ Anthony Davis/Dave Lewis (Partners,

Hinshaw & Culbertson) and Roy Simon

(Distinguished Professor of Legal Ethics,

Hofstra U.)

Global Recordkeeping for Custodial

Management

‐ James Dawson (Director, Forensic Tech

& IG, KPMG)

Improving Your Readiness for

Investigations: Records

Management Best Practices for

Cross‐Border and Multi‐Jurisdiction

Considerations – OR – The

Marriage of GAPP & GARP

‐ Jason StearnsSecurity Awareness Training

‐ Jamie Hermann (Rope & Gray), other

speaker(s) TBD

BMS (Rebecca Galleli to provide details)

‐ Speaker TBD

Writing seminar (Melissa Dederer

to provide details)

‐ Speaker TBDBusiness Intelligence

‐ Chad Ergun (Gibson Dunn)

Personal Development

‐ Maribel Rivera

Law Firm Info Governance

‐ Speaker(s) TBD

ARMA Metro New York

Student Membership Promotion – For all students who join the ARMA Metro New York Chapter by 12/31/13, they will receive their choice of a Dunkin Donuts or Starbucks $5 gift card. For all of the first time student members who join, they will receive a $50 discount from ARMA Int. for a total cost of $45.

To receive a $50 student discount on an Associate level membership at ARMA International*, you must:

1. Go to www.arma.org 2. Select “My ARMA” on top left 3. Click “Create an Account” 4. Fill in your information to create a profile. 5. Then call or e-mail Member Services @ ARMA Int. with your information: 800-

422-2762 x. 2 or [email protected] 6. Upon student confirmation, an invoice will be manually generated 7. You will have the option to:

a. Pay by phone b. Pay online at arma.org, My ARMA Account

*Discount only available for first year as Associate level member.

Any questions, call or email Anita Castora at 860-569-5521 or [email protected]

Documents

ARMA Metro New York City Meeting Minutes UBS 299 Park ...armanyc.org/images/downloads/Board_Minutes/bod_minutes_2013... · ARMA Metro New York City Meeting Minutes UBS 299 Park Avenue,