Minutes of SWANA Rocky Mountain Chapter Monthly Board of Directors Meeting
21 October 2003, 0730 am, HDR Offices, 300 E 17th St, Suite 300, Denver, CO
Present: Debby Barton, Laurie Batchelder-Adams, Leonard Butler, John Briest, Kathy Claes, Roger Doak, Stephen Gillette, Jim Kriss, Dick Sprague
Absent: Curt Ahrendson, Mark McMullen
CALL TO ORDER: Meeting called to order at 7:30 am as 9 of 11 members were present.
ADOPTION OF AGENDA: Sprague asked for additions to the agenda. Butler/Briest moved/seconded that the agenda as emailed be adopted. Motion carried unanimously.
ELECTIONS AND APPOINTMENTS: Due to the resignation of Patty McClellan prior to the September annual member's meeting, a vacancy for president exists. Sprague asked for volunteers or nominations. John Briest volunteered. Sprague asked for nominations or other volunteers. Batchelder-Adams/Butler moved/seconded that John Briest's offer to be president be accepted. Motion carried unanimously. Briest requested Sprague to conduct the remainder of the meeting. Sprague agreed to the request hearing no disagreement from members present.
Approval of August Board of Director Meeting Minutes: Minutes were not available from the August meeting so no action taken. Action will need to be deferred to the next meeting.
Approval of Annual Meeting Minutes: Barton had emailed minutes in September. Sprague provided copy for any that did not have a copy. Batchelder-Adams/Gillette moved/seconded to approve annual member meeting minutes. Motion carried unanimously.
APPOINTMENT OF COMMITTEE CHAIRS AND RELATED ACTIONS:
Sprague requested volunteers from the board to fill committees. Appointments and resulting discussions listed below:
Audit: Jim Kriss (Chair), John Briest, Dick Sprague. Jim volunteered as the outgoing treasurer to chair the audit committee.
Membership: Kathy Claes (Chair), Dick Sprague. SWANA national has a new website activity that will allow members to keep their files updated. In addition, two designates from the chapter would be required to sign a waiver to allow them to access member files. Both Claes and Sprague had already completed the necessary paperwork as the designees.
Programs: Leonard Butler (Chair), Debby Barton. Further discussion on dates and possible topics noted later in minutes.
Road-E-O: Mark McMullen (Chair), Roger Doak, Darren Star, and Adam Lovato. Lovato and Star are not on the board but have expressed interest in helping.
Legislative: Laurie Batchelder-Adams (Private Sector), Stephen Gillette (Public Sector)
Treasurer's Report: Ahrendson not present as the newly elected treasurer. Kriss as the outgoing treasurer provided the following information: Checking account $1,077.80. Savings - $23,389.02. E-business: $10,000 ($5,000 at 6.75% and $5,000 at 4.5%). Annual meeting income was $7,775.00 and expenses were $9,988.49 for a loss of $2,213.49). Kriss has also prepared a draft of the annual report for national SWANA and will go over it with Ahrendson who will be responsible for submission to national.
Budget Development: Sprague handed out a draft budget for the next year and recommended that further discussion on the budget be deferred to the next board meeting. No dissent was heard.
ANNUAL CALENDAR/PROGRAM (2003-2004)
Board Meeting Dates: The past year had the board meeting on the third Tuesday of each month. There was discussion and a consensus was reached to continue with a third Tuesday board meeting. Meeting location and time will be set by the president. If a program is planned, the board meeting will probably be held prior to the program.
Programs: Discussion held that last year's fall program was not very well attended. Consensus reached that the fall program should be held in January. Further consensus was to have a program in January, March and May - the dates being: 20 January, 16 March and 18 May. Annual meeting date may be delayed to October because Wastecon is in Mid-September in Phoenix, AZ this year, which will conflict with the state's annual meeting. Butler reported that he has several topics based on the input from the annual meeting. Butler handed out the recap on the annual meeting from the feedback sheets received. The major complaint was luncheon food, environment (too cold in meeting room), not enough state representation, and need to be in another location. Compliments on presentations, luncheon speaker, and organization of the program.
International/National: Batchelder-Adams emailed board members her full report. There is a Canadian who is President making SWANA more international. Batchelder-Adams is also the SWANA Region I representative. Region I does include California and the western states. This means one additional meeting to attend. The current national bylaws state that only 1 of 5 officers may come from private (added in 1995). A new bylaws change will allow 2 of 5 members coming from private sector. This is a reflection on the change of the membership. SWANA is now 7000 members and is in good financial condition. There is a new web site access for all members to better access their personal records, which they can update quickly instead of going through the chapter. This includes confirmation of CEU's. There is legislation on LFG credits from landfills being considered on the hill. There is a recycling group, which is addressing the need to increase diversion with a goal to some national legislation in the future. The "webinars" which are web based seminars appear to be a good new tool. National is looking at partnerships with chapters with a lower financial commitment from the local chapter to participate. There will not be as high a matching fund requirement from local chapters. Previous information on the insurance coverage of directors which includes chapter directors and employees was previously emailed and is due to a change in carriers. Mesa County also received national Gold recognition for their household hazardous waste program. Discussion held about the upcoming SWANA Training Center in Denver (19-22 April 2004) and what level of sponsorship or support should be provided by the chapter. Decision on this will be made next meeting.
Wastecon: Batchelder-Adams and Gillette both attended the conference. There were approximately 3000 attending. Discussion held that a line item in the budget should be added to send more people to WasteCon as a sponsorship or assistance. This will be addressed at the next board meeting.
Webmaster: Sprague stated that hosting the local chapter site is probably doable under HDR but there is a need for a webmaster. Information had been developed by Patty McClellan on costs for a server. Janie Dyke from Garfield County has volunteered to be a webmaster. Sprague will confirm whether access available for outside webmaster to use HDR as the server or if the board will need to find an outside server.
International Road-E-O: Barton reported on her perceptions of the international road-e-o held in Albuquerque, NM. There were 100 contestants (50 in trucks and 50 in landfill) and about 150 other attendees (family and competition judges). Two locations were in close proximity. An events planner was hired by the Roadrunner chapter which made a big difference. Very organized and well run. Barton did not recommend that Rocky Mountain host the event at this time because of the complexity of both trucks and landfill and the need to have many volunteers. Discussion held on having a cooperative venture with Utah or Nebraska or Oklahoma in hosting an international Road-E-O. Utah and Nebraska hold landfill only while Colorado is only truck. This may be a goal for the future but need to beef up the in-state program first.
Newsletter: Kriss is willing to continue with the newsletter. The following assignments were agreed to with a deadline date of 31 October for all and any articles to be given to Kriss at CDM.
SWANA booth: Sprague has stored the SWANA booth in his personal garage and he needs to find a new home and there is no room at HDR as they will be moving from third floor to 7th floor. Briest volunteered to take on storage of the SWANA booth. Sprague will bring to the next meeting.
Landfill Emergency Planning: Barton commented that emergency planning involving landfills is occurring in southwest Colorado as a part of the Homeland Security and is covered via a Department of Justice push. The planning also is including the health department. Gillette commented that he recently completed a survey for the sheriff's office detailing what he has for emergency/disaster response. This may be a topic or program for the future.
CDPHE leadership: Doak reported that Gary Bauman is the new director for the hazardous materials and waste division replacing Joe Schifflin.
Meeting was adjourned at 9:00 am.
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