FRMA Board Meeting March 6, 2009 Page 1 of 5 FLORIDA RECORDS MANAGEMENT ASSOCIATION BOARD MEETING Friday, March 6, 2009 APPROVED MINUTES

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1 Page 1 f 5 FLORIDA RECORDS MANAGEMENT ASSOCIATION BOARD MEETING Friday, APPROVED MINUTES Tradewinds Sandpiper Resrt 6000 Gulf Blvd. St. Pete Beach, FL The meeting was called t rder by President Glria Lewis at 8:45am. Officers attending included Glria Lewis, President, Patrick Mudd, Vice President, Rita Smith, Treasurer, Sandy Tuller, Secretary, Je Slmn, Directr f Public Relatins, and Archie Matthews, Directr f Administratin. Kim Ingram, Educatin Cmmittee Chair, was als in attendance. Teresa Aguiar, Directr f Membership, was excused. A qurum was present. Immediate Past President Mixn was nt in attendance. Purpse The purpse f the meeting was t discuss and finalize plans fr the 2009 Annual Cnference, including a tur f the Sandpiper cnference facility. President President Lewis thanked everyne fr attending, and expressed her desire t finalize plans fr the 2009 Annual Cnference. Vice President Vice President Mudd reviewed the cntract with the Sandpiper fr the 2009 and the 2010 Annual Cnference. The standard rm rate will be $ per night, inclusive (including parking and amenities fees). Vice President Mudd infrmed the Bard that the same rates will apply fr Mid-Year, which is set fr Octber 7-8, 2009, at the Sandpiper. The Bard will arrive n the 7 th, with the cnference taking place n the 8 th. The dates were selected based n availability at the Sandpiper. The charge fr drive in parking fr the 2009 Annual will be $15.00 per day. Hwever, Vice President Mudd stated that he will wrk t negtiate a lwer rate, r delete it if pssible. The current cntract includes a rm charge. Vice President Mudd will negtiate t lwer r delete the rm charge. He will als verify if there are any per plug A/V charges. If a per plug charge des apply, he will negtiate t lwer r delete that charge as well. The Sandpiper will prvide a penthuse suite fr the 2009 Annual, which will be used as ur hspitality suite. Hspitality events are scheduled fr Tuesday and Thursday. A barbeque is scheduled fr Wednesday night. Vice President Mudd stated that the htel will permit a barbeque, but the barbeque has t be catered by the htel. Final arrangements regarding the fd will be set clser t the cnference.

2 Page 2 f 5 Secretary The minutes frm the January 22, 2009 Bard meeting, which was held at the SJRWMD satellite ffice in Altamnte Springs, were submitted fr apprval by Treasurer Smith. Treasurer Smith prepared the January 22 minutes, as Secretary Tuller was unable t attend the meeting. It was nted that, while the minutes made mentin f candidate recmmendatin letters, n clear decisin had been made regarding the use f such recmmendatin letters. Directr Matthews mved t require 2 candidate recmmendatin letters, 1 f which is frm the candidate s immediate supervisr, beginning with the 2010 electins. The mtin was secnded by Vice President Mudd; mtin carried unanimusly. Vice President Mudd mved t apprve the minutes, with the abve clarificatin included. The mtin was secnded by Directr Matthews; mtin carried unanimusly. Directr f Administratin Directr Matthews is finalizing the revisins t the by-laws, which must be in the members hands 30 days prir t the Annual Cnference. He is als wrking with the legal cmmittee n an nging basis. Directr f Prgrams Psitin vacant n reprt Treasurer Treasurer Smith reprted that FRMA currently has a balance f $20, in the bank accunt. Pay Pal is peratinal, and is being used. Treasurer Smith nted that FRMA has been receiving new membership applicatins as well as renewals, and that ld members are cming back. Treasurer Smith infrmed the Bard that ne f the candidates in the upcming FRMA electin bunced their membership check. The member was ntified, but still has nt sent in a replacement check, and has nt reimbursed FRMA fr the bank charges incurred. Treasurer Smith asked if that candidate was still eligible t run fr ffice. Directr Matthews checked the By-laws, and verified that membership dues must be current befre a member is eligible t run fr ffice. After discussin, it was agreed that Treasurer Smith will cntact the member again. She will explain that the member s candidacy is in jepardy if the membership is nt paid and the fees incurred by FRMA are nt reimbursed. The member will be given 48 hurs t respnd. If membership is nt paid and if all fees are nt reimbursed within 48 hurs, the candidate will be declared ineligible t run fr ffice, and will be remved frm the ballt.

3 Page 3 f 5 Directr f Membership Directr Aguiar was nt in attendance. Hwever, she had previusly reprted that we currently have apprximately 318 members. The Bard agreed that member Maria Menendez will receive credit fr seminar classes previusly taken. Seminar credit was never granted due t a questin as t whether r nt Ms Menendez membership was current when thse classes were taken. Due t the transitinal issues experienced by the rganizatin during , Ms Menendez will receive credit fr the classes in questin. The same plicy will apply fr all issues related t membership checks that were mailed t the ld Margate address. Directr f Public Relatins Directr Slmn reprted that he has vendrs lined up and waiting in the wings until after this meeting. At that time, Directr Slmn will have mre infrmatin fr them regarding the layut f the vendr display area. MCCI has already sent in their payment. Vendrs will be ffered the ptin t remit their registratin fees via Pay Pal. Directr Slmn will print a newsletter, which will be distributed at the cnference. Directr Slmn will advise the Bard as t the deadline fr submissin f fficer updates and articles. Directr Slmn stated that the newsletter will feature an exit stry abut President Lewis. A new member list will be published n the FRMA website. Directr Slmn nted that a cnference theme still had nt been chsen. The Bard agreed n an island theme, in keeping with the Caribbean feel f ur cnference lcatin. The newsletter will ech the island cnference theme. Immediate Past President Immediate Past President Mixn was nt in attendance. OLD BUSINESS: 2009 Annual Cnference We will hand ut recycle bags, bearing the FRMA lg. The recycle bags will be black, with a gld lg. Treasurer Smith will place an rder fr 250 with 4Imprint. We have apprximately 150 FRMA ntepads left ver. The ntepads will be handed ut with the recycle bags at registratin. We will rder pcket clies fr additinal hand uts. The cst is $.89 each, with a minimum rder f 250. Treasurer Smith will place an rder fr 250 clies. We have sme neck wallets left ver, and will rder additinal neck wallets, identical t thse rdered in previus years (black with FRMA printed in gld). Directr Matthews suggested, and all agreed, that members wh bring their ld neck wallets with them t the cnference will receive a dr prize ticket. Directr Slmn will print name badges and certificates. He will als print all f the speaker materials. Secretary Tuller

4 Page 4 f 5 stated that she has already received Barbra Petersn s presentatin, and will frward the presentatin t Directr Slmn. Educatin Chairpersn Ingram stated that there was a questin as t what will be arranged fr UCF speaker LaRita Jacbs, as she is lcal. As Ms Jacbs nw resides in Pinellas Cunty, the Bard agreed t reimburse Ms Jacbs fr mileage, but n htel accmmdatins will be arranged. Secretary Tuller stated that Richard Ginski requested guidance as t the target audience fr the netwrk security presentatin. After discussin, it was agreed that Mr. Ginski will be infrmed t structure his presentatin t a beginner - intermediate skill level. A/V Requirements: President Lewis stated that she will bring 2 prjectrs and 1 laptp t the cnference. Vice President Mudd will bring 1 laptp. We have ur wn pwer crds and surge prtectrs, but will have t pay fr the cables required t hk up. Name badges will be clr cded in rder t indicate which day they are valid, fr thse wh pt t attend the cnference n a specific day rather than the entire week. Name badges and cnference presentatin materials will be assembled prir t the cnference. We will cnvene n a Saturday in early May in rder t d this, and will call fr vlunteer participatin. The exact date and place will be determined later. New Business Camera Educatin Cmmittee Chairpersn Ingram will give the FRMA camera t Secretary Tuller. Next Meeting The next Bard meeting is scheduled t take place via cnference call n April 22, 2009, frm 10:00am 11:00am. President Lewis will set up the call. The meeting was adjurned at 10:40am, in rder t prceed with the cnference site tur. Respectfully submitted, Sandra Tuller, CP, FCRM Secretary NOTE: PLEASE SEE THE NEXT PAGE FOR NOTES FROM CONFERENCE SITE TOUR

5 Page 5 f 5 Ntes frm Cnference Site Tur Tradewinds Sandpiper Resrt, St. Pete Beach The main rm, the Ibis Rm, has a capacity f 200. It will be set up classrm style. Mints, water, pens, and ntepads are prvided fr sessins, and are cmplimentary. The adjining rm, the Macaw Rm, will be used fr break ut sessins. Wireless micrphnes and screens are included in the cre A/V package. Vendrs are assigned t the Flaming Rm, which is adjacent t the sessin rms. There is direct access t the Flaming Rm frm ut side, s we can require attendees t enter and exit the sessins thrugh the vendr display area. Registratin culd als be set up in the vendr display area. After viewing the Flaming Rm, Directr Slmn questined whether the area wuld be large enugh t accmmdate all f ur vendrs. The area will cmfrtably accmmdate 6 displays; we are hping fr 8 vendrs. In additin, we wuld like t set the breaks up in the vendr area. The lcatin f the vendr area will be re-addressed. The htel will wrk with Vice President Mudd in rder t negtiate the drive in parking rate and the rm charge. The barbeque will be held n either the Sunset Lawn r in the Sandpiper Curtyard, depending n the number f attendees. The Sunset Lawn can handle a small grup, but a larger gathering wuld be cnducted in the curtyard. If attendance numbers exceed the capacity f the Sandpiper Curtyard, the htel will see if the Breckinridge Terrace at the Island Grand is available. If the weather is inclement, the barbeque will be held in the cnference center. The cnference registratin frm will require participants t indicate whether r nt they will attend the barbeque. We need t begin planning the fd 30 days prir t the cnference; final numbers must be in 5 days prir. Preliminary selectins have been made: Wednesday night: All-American Ckut, with a keg Thursday lunch: plated lunch with chice f Lndn bril, chicken marsala, r vegetarian. Attendees will be required t indicate their selectin n the cnference frm; tickets specifying the selectin will be distributed. Mrnings: 9-5, which includes a Cntinental breakfast ( Bakery Basket package plus mid-mrning refresh and afternn break). Wednesday mrning: Traditinal Breakfast Treasurer Smith will see if we can use the Tues/Fri Bakery Basket package and pay the $6.50 price differential in rder t serve a full breakfast n Wednesday and still maintain ur midmrning refresh and afternn break inclusive.