Minutes of SWANA Rocky Mountain Chapter Monthly Board of Directors Meeting

8 March 2005, LaPeep’s, 8081 E Orchard, Englewood, CO

ATTENDANCE:

Present: Debby Barton, Laurie Batchelder Adams (late), Leonard Butler, John Briest (late), Roger Doak, Cindi Etcheverry, Stephen Gillette and Dick Sprague

Absent: Curt Ahrendsen

Guests: Cathryn Stewart

Minutes are in the order of the agenda and not necessarily in order of discussions.

CALL TO ORDER: Meeting called to order at 7:09 am as 8 of 9 directors present for a quorum.

ADOPTION OF AGENDA: Note additional discussions at end of minutes.

MINUTES:

Batchelder Adams/Sprague moved/seconded to approve February meeting minutes. Motion carried unanimously.

TREASURER:

Treasury Status: No report as Treasurer not present. Butler will request Ahrendsen e-mail all board members a treasurer’s report including program status.

IRS Reporting: Barton reported that no Form 990 (Non Profit Tax Report) required as revenue is below $25,000 per annum. No report required in Colorado at this time. As reported in e-mail notes, she has been unable to find the original filing for 501 c 3 status for the state chapter.

COMMITTEE REPORTS:

Membership/Newsletter: Sprague had sent welcome letter to new members for January. Butler had downloaded list of members that had not renewed. Butler thanked Sprague for all the work and effort on behalf of the membership, especially with his busy travel schedule.

Programs: Doak will send February training information to the webpage directly. May 10 program is coming together well. Location is Yuma with more specific location to be determined. To date, Cindy Smith, CDPHE, will discus e-waste management, Ken Niswonger, CDPHE will discuss interpreting ground water and soil data. Patty McClellan of Evergreen may be a second speaker to discuss statistical analysis or lab standards certifications. Still looking for a speaker on alternative final cover. John Briest is willing to work on this topic. A fourth topic is being considered and ideas from the board are welcomed. Some ideas included air quality and Title V considerations for the small landfill. Goal is to have the invitation brochure completed by end of the month to send to the board for approval and then mailing out to the membership with special invite to Nebraska panhandle.

Annual Meeting: Etcheverry has final contract ready for signature. She will send to Ahrendsen as well as e-mailing copies to the board for final review. She has developed bus contacts for the tour to Pitkin Landfill. Budget line is about 6200 to 6700 depending on bus costs. Plan is to have the cocktail hour after returning from the tour then a full banquet on the first night. Vendors will be set up before the meal (by 4 pm.). They will be in the hallway as well as a separate room. The room used for presentations can hold up to 200 to 300 people. Etcheverry/Doak have established a checklist of items to be completed to include sponsorship levels, obtaining sponsors, gifts, raffle items, bus tour, tickets, and program goals. A theme is being developed to have the program and activities centered around. Etcheverry will send the draft budget to the board for review. April board meeting goal will be to work on draft theme and program and assigning tasks for various parts of the program. Committee was commended for their excellent work.

Scholarship: Briest sent out proposed scholarship application and received two responses (Butler and Barton). He will send the final version by e-mail which will state the scholarship is for $500 for the 2005-2006 school year at CSU. Consensus was that the scholarship awardee will receive a complimentary one-year student membership in SWANA. Gillette and Barton volunteered to serve on the scholarship award committee to provide recommendations to the board for final approval/award.

Nominations: Cathyrn Smith has expressed interest in joining the board. Sprague stated he would not be able to be an officer next year because of workload considerations. CDPHE typically supports one member on the board – Roger Doak is serving his second year and is willing to serve a third year during the transition to the new director.

Legislative: Last update to the web site was 18 February 2005. Batchelder Adams indicated there has not been much movement in bills of interest until this week. Pending the results of the committee hearing today on HB1256, she will try to update the table by end of the week. SB141 has a fiscal note of $500,000 to implement. Senator Steve Johnson tried to make an amendment on 22 February to change some items in the bill. The amendment was defeated. Yesterday hearing included amendments to increase de minimus to 5 gal of waste oil, hauler requirements to work with residents, and a landfill requirement to have an operations plan in place and approve to mitigate and handle banned wastes. The bill has passed to the Senate appropriations. HB 1256 sponsor (Paccione) has developed amendments (see attached notes from Colorado Association For Recycling [CAFR]) which will be heard along with the bill this afternoon (8 March). There will be fiscal considerations to this bill also.

International Board There is a pending possible dues increase. Batchelder Adams will report on this at the April meeting as the proposal has yet to be discussed by the International Board.

OTHER BUSINESS/REPORTS:

Website/Webmaster. There have been some advertisers – LBA is the first. Golder, Evergreen Analytical Lab, Weaver-Boos and some others have expressed desire to sponsor ads on the website. To create an ad costs $60, charge for the ad is $100. There is a gross profit of $40 to apply to the webmaster bills. Updates are now posted after a minor glitch that has been resolved. Invoice for $625 was noted which has a delinquent amount of $305. Briest will send to Ahrendsen requesting quick payment in full. Discussion held on contacting other potential advertisers such as equipment dealers and suppliers.

SWANA Symposia (Boulder, CO, June 2005): Batchelder Adams is one of the keynote speakers for the conference. Appears no further action required from the board in support of the symposia since speakers and locations for tours have been developed. Course will be Tuesday – Thursday. International Board will meet Thursday – Saturday and any SWANA member may attend.

SWANA Chapter Access. Butler and Sprague have submitted the nondisclosure agreement to SWANA in order to access the membership information.

Banner Upgrade: Batchelder Adams still looking into the most cost effective means to update the banner for the chapter. National will provide for a 10% commission. She will also look into the provision of badges, tags, lanyards, etc. from national for use at the annual meeting.

Travel Reimbursement: Batchelder Adams brought suggestion to the board to reimburse Barton for her travel. Barton declined stating the county has agreed to pay for the travel to/from SWANA meetings. Gillette then suggested that the board consider reimbursing at least one plane fare. Barton responded that this was not necessary at this time. Gillette recommended that at least one board meeting be held closer to Cortez at least once. Further discussion will be held at a later date.

Personnel Discussions: Barton commented that any discussions on board member (individual) qualifications or personnel type discussions should be held as an executive session in the future. Consensus among the board members was in full agreement.

May board meeting: The board meeting will be held in conjunction with the 10 May program in Yuma, Colorado. Specific time and location will be decided at the April meeting. Barton requested a substitute as she will be unavailable to attend and record the meeting.

ADJOURNMENT:

The next board meeting was scheduled for 19 April 2005 at 7 am. Location for breakfast meeting will be in north Denver metro. Etcheverry will provide information on possible meeting locations. With no further business, Batchelder Adams/Doak moved/seconded to adjourn the meeting. Meeting adjourned at 8:21 am.

NEXT BOARD MEETING(S)

April 19: 7 am, Location to be Determined
May 10: Yuma, CO, Time and specific location to be determined.

OTHER IMPORTANT DATES TO NOTE

May 10: Landfill Operations Class, 10 am – 2:30 pm, Yuma, CO (co-sponsors: CDPHE & NE Colorado Landfill Operators)
Jun 6-9: SWANA Landfill & Planning Symposia, Boulder, CO
Jun 20-21: CAFR Annual Meeting, Breckenridge, CO
Sept 15-16: Colorado Chapter Annual Meeting, Glenwood Springs, CO
Sept 26-30: WASTECON, Austin, TX

BOARD REPORT DEADLINE DATES