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Approved-SHRAB Minutes_Wyoming SHRAB_July 15, 2013

Page history last edited by pat.newbern@wyo.gov 10 years, 8 months ago

WYOMING STATE HISTORICAL RECORDS ADVISORY BOARD

Monday – July 15, 2013

Barrett Building-3rdFloor Conference Room, Cheyenne, WY

Approved Minutes

Note: These minutes are abridged.

1. Call to order

Mike Strom, SHRAB Coordinator called the meeting to order at 1:04 p.m.

Mike completed roll call as members called in via conference call.

2. Roll Call

Members in attendance:

Mike Strom-SHRAB Chair & State Historical Records Coordinator, Cheyenne, WY

Tony Adams – C.R.M., Cheyenne, WY (via conference call)

Venice Beske – Statewide Information, Wyoming State Library, Cheyenne, WY (via conference call)

Courtney Bohlender – City of Riverton, WY (via conference call)

Sherry Daigle – Teton County Clerk, Jackson Hole, WY (via conference call)

Rick Ewig – American Heritage Center, University of Wyoming, Laramie, WY

Lokey Lytjen –Teton County Library, Jackson Hole, WY (via conference call)

Sarah Brown Mathews – Wyoming Public Media, Laramie, WY (via conference call)

Scarlet Skorcz – Western Wyoming Community College, Rock Springs, WY (via conference call)

Carol Thompson – Supreme Court Clerk, Wyoming Supreme Court, Cheyenne (via conference call)

Robert Webster, Sheridan, WY(via conference call)

Members absent:

Judit Olah – Cheyenne Regional Hospital, Cheyenne, WY

Guests: Milward Simpson, Director, SPCR; Sara Needles, Cultural Resources Administrator, SPCR

3. Approval of previous minutes:

Venice Beske moved to accept the minutes as amended for the June 12, 2013 meeting. Scarlet Skorcz seconded the motion. Motion passed unanimously.

4. Greetings and program updates

A. Mike welcomed everyone to the SHRAB meeting and began with introductions.

Mike gave a brief update with the State Archives and the progress of the Electronic Records Repository initiative.

5. Budget Overview

Mike reviewed the 2013-2014 budget overview as shared earlier with the SHRAB via email. This overview includes known and approximate expected expenses including re-grants for $8,000.00, CoSA support of $2,500.00, and other expenses including Archives month poster, upcoming SAA workshop with AHC, WLA workshop expenses, ARMA training expenses for Tammi Pusheck, leaderphone conference calls, next year’s WIKI annual subscription fee, and travel expenses for SHRAB members.

6. RE-Grant Committee Report

Venice gave the Re-grant report with information about each of the 4 approved applications (each approved for $2,000.00), and one application not approved due to issues with ownership of photographs. Rick Ewig motioned to approve the Re-Grant Committee Report. Seconded by Lokey Lytjen. Motion carried unanimously.

7. New Business

A. Wyoming Library Association – workshop.

Mike reported John Waggener has agreed to put on a Photo and Media Workshop at the

WLS conference to be held the first part of October in Cheyenne. This workshop is open to the public and there will not be any charge to any attendees for this workshop. John’s workshop will be scheduled during the ‘Pre-Conference’ sessions at Little America, October 2, 2013. Following discussion, Lokey Lytjen motioned to approve $300.00 for John’s workshop. Rick Ewig seconded. Motion carried unanimously.

B. Archives Month

Mike explained he has projected $500.00 for Archives Month Poster expense, which is one of our WY SHRAB objectives. Courtney motioned to approve the $500.00 funding for the Archives Month Poster. Venice Beske seconded. Following a short discussion about the possibility of an Archives Month workshop, the motion carried unanimously. No further action was taken regarding a workshop at this time.

C. Co-sponsor SAA workshop with the AHC

Mike explained that a SAA – ‘Processing Electronic Records Workshop’ to be held with cooperation of Mark Greene (AHC) would be another excellent opportunity for additional training this coming year. Mike related last year’s workshop was also accomplished in cooperation with the AHC and was a great opportunity to share what is normally quite an expensive training for significantly less expense for Wyoming. Lokey Lytjen motioned to support and approve the expense of up to $1,000.00 for this workshop. Venice Beske seconded. The motion carried unanimously. Additionally, Lokey asked if we could get some p.r. out as soon as possible ahead of this workshop and Mike said yes, that he would get with Mark Green as soon as possible.

D. ARMA Annual Conference meeting travel expenses

Tammi Pusheck, Supervisor of the Records Management Unit of the State Archives submitted a letter requesting financial assistance to attend the ARMA Annual Conference to be held in October. Tammi would be attending the conference to bring back up to date information and training opportunities to Wyoming. Mike related the WY Chapter of ARMA has approved to pay her Conference registration of $1,099.00, and that Tammi has requested assistance for her airfare and motel accommodations for $1,000.00. Courtney Bohlender motioned to approve Tammi’s request of $1,000.00. Seconded by Sherry Daigle. The motion was unanimously approved.

E. Other New Business

Lokey Lytjen asked if the SHRAB could move forward with printing a new brochure that would be good to have for distribution telling about the WY SHRAB, especially if it could be done prior to and handed out at the WLA conference in Cheyenne in October… Something that ‘can grab someone’s eyes and help promote what we do’. Carol Thompson and Scarlet Skorcz offered to assist Mike to help to put something together, with the assistance of Sarah Brown Mathews. Mike asked Scarlet to please send him names of contacts. Mike explained Laura Partridge with the SPCR could work on the design of the brochure. Sarah, Lokey, and Venice suggested review of text and graphics that could be used and perhaps some information from previous Re-Grant projects/reports could be included as well.

Milward Simpson spoke briefly to update and alert the WY SHRAB regarding new HIPAA impacts. The Health and Information Accountability Act has been updated and Mr. Simpson wanted to let the SHRAB know these newest updates now are not just for medical records and information, but in fact now crosses over and includes businesses and state government for issues of personal identifiable information (PII).

F. Next meeting

The next meeting will be planned for the end of September/first of October, so it can be held in conjunction with the WLA Annual Conference in Cheyenne, WY; with the next meeting planned during the Governor’s Arts Awards in February of 2014.

8. Adjournment

There being no further business, Lokey motioned to adjourn the meeting. Seconded by Venice Beske. Motion passed unanimously. Meeting was adjourned at 12:11 p.m.

Mike will email the SHRAB with the date and time of the next meeting.

Respectfully submitted,

Pat Newbern

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