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Minutes of SWANA Rocky Mountain Chapter Monthly Board of Directors Meeting

June 20, 2006, 7 am, LaPeep’s Restaurant, 8081 E. Orchard Ave., Englewood, CO 80111

ATTENDANCE:

Present: Debby Barton, Laurie Batchelder Adams, John Briest, Leonard Butler, Kathy Claes, Roger Doak, Cindi Etcheverry (late), Stephen Gillette, Susie Gordon, Dick Sprague, Cathryn Stewart

Absent: None

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

CALL TO ORDER: Meeting called to order at 7:15 am as quorum was present.

ADOPTION OF AGENDA: Gillette/Doak moved/seconded to adopt the agenda. Motion carried unanimously.

MINUTES:

May minutes previously approved via email.

TREASURER:

Gillette provided treasurer report showing $9,948.72 in checking, $17,246.37 in savings and two e-business investments totaling $10,000. Consensus was to accept Gillette’s recommendation to roll entire savings amount into new investment as checking should be adequate for upcoming expected bill. Briest received bill for $430 for website work for past three months which reflects additional work for new sponsors and all postings to date. No motion required due to previous Board action at beginning of current contract. Discussion held on the current philosophy for deciding on fees for the training. Consensus was reached that the chapter’s goal is to provide training as a member benefit with the attempt to break even at least if at all possible keeping in mind the smaller facilities and entities that do not have a large training and travel budget for such training. Discussion held on whether to increase non-member fees or look at upping costs to attend meetings versus training. Discussion held on how to better show the membership benefits through reduced training costs. Batchelder Adams reminded the Board Members about the T-note investment possibility that may be coming from national. This was discussed at the May meeting and is reflected in the May minutes.

COMMITTEE REPORTS and ASSIGNMENTS:

Membership: Claes did not have current membership information but has sent follow-up notices to those members suspended or not renewed. She plans to have a draft directory ready for the Board at the July meeting to allow Board members to divide membership up and call members to confirm addresses (especially e-mail), remind them of the annual meeting, ask for input on training needs or other support desired from SWANA, and other information to be determined by the Board.

Newsletter: Butler thanked Dick Sprague for the excellent newsletter. Sprague noted he had gone to a two-column format for most of the newsletter. Consensus was it was a good newsletter. Briest has forwarded for posting to the website.

Technical Programs:

• May Training: Consensus was that the May tour was very good even though it was light in attendance and many of the Board members were unable to attend. Barton commented that Batchelder Adams did a lot of work to make it a success as a zero-waste meeting as well as the coordination efforts.
• July Training: To date only 3 people have formally signed up for the class and Montezuma County intends on hosting a remote site. Barton stated there are three coming from Montezuma County. She asked details on how to best set up the site for remote internet access to inform IMO. Cutoff for early registration was 23 June because of cutoff requirements to national SWANA. Consensus was to extend the registration date to 5 July and to hold the meeting even with light attendance. CDPHE has offered to send out an email blast to facilities and consultants on their mailing list to emphasize that the training does fulfill regulatory requirements for load inspection training.

Annual Meeting 2006: Batchelder Adams reported that the tire shredder is in Logan County, the timeframe for the SWANA meeting, so won’t be available for visiting; however Darius Allen, Alamosa County commissioner is willing to provide a presentation on the project as well as the welcoming address. He has also invited SWANA to tour the regional landfill facility and has lots of parking room for vehicles. Discussion held that folks wishing to carpool to tour the facility would meet at the hotel at 2 pm and the tour would begin at 2:30 pm. Individuals would be welcome to go directly to the landfill without car pooling. The tour would be about 1 to 1.5 hours which means arriving back at the hotel around 4:30 at the latest to begin registration and get ready for Thursday banquet. Gillette, Claes & Batchelder Adams will work on the registration desk. Doak will be facilitator for the 8:30 session, Stewart will be facilitator for the 10:00 session, Etcheverry will be the facilitator for the 11:30 session, Gordon will be facilitator for the 2:15 session and Briest will be the facilitator for the 3:15 session. Butler has agreed to pipe in the luncheon activity. Discussion held on the fees for the annual meeting. Stewart/Sprague moved/seconded to keep the fees at the same level as the annual meeting 2005. Motion carried with one abstention. Discussion held on sponsorship levels and how to recognize sponsors that do not want tabletop. Consensus was to list a “Friends of SWANA” sponsorship level as $100 or more with donors listed in the program. A category F will be added to the registration for this level. Discussion held on speaker’s compensation. Consensus was to waive the entire registration fee for speakers but speakers would be responsible for their own lodging and travel expenses. Consensus was that the speakers would be requested to provide their presentations early (Sprague recommended no less than 48 hours) to ensure they are loaded onto computers and are ready to run. The July director’s meeting will cover the following task assignments pertaining to the annual meeting:

• Sponsors
• Electronic equipment support requirements
• Procedures for contacting speakers
• Choosing meals
• Door prizes
• Speaker gifts

Educational Scholarship: No word back from National SWANA or Edmiston on status of scholarship however as the due date was 1 June, this is not a concern.

Professional Development: No report.

Nominations: Briest will prepare a draft ballot for the July director’s meeting so it can be sent out by the secretary in the 30 to 60 day timeframe per bylaws. As a note, there are no planned bylaws changes requiring voting.

Legislative: Nothing new since the May meeting so no report.

International Board: Nothing new since the May meeting so no report.

OTHER BUSINESS/REPORTS:

Website/Webmaster: There are a total of 6 sponsors on the webpage. The newsletter should be posted this week. All links have been checked. Comment was made that adding the statement of “Please Click on the button or link for additional information” would be a good thing to add.

E-Mail Address Sharing: Batchelder Adams was approached by Charles Johnson concerning use of the SWANA mailing list. She developed a recommended statement to be signed by Chapter President and CDPHE (C Johnson). Discussion held that two additional items should be added. First, the list has no warranty on is accuracy and is provided “as-is”. The second is that the use of the list would be done using Blind Copies so that the email addresses of recipients would not be shown to other recipients. Sprague/Gordon moved/seconded to accept the original statement with the two recommended changes and have president sign on behalf of the chapter. Original statement is as follows:

CDPHE accepts an electronic transmittal of the Colorado Rocky Mountain SWANA Chapter e-mail addresses of its membership for the Solid Waste Unit’s use in conducting solid waste business that pertains to SWANA’s members on a regional or state-wide level.

These addresses will be added to those obtained from other sources similar to SWANA’s membership database, and will form a state-wide distribution list.  Those on the list will see each other’s mail address from distributions, but the list will not be otherwise shared or released by CDPHE or its representatives.  To the best of its ability, CDPHE will discourage the use of this list by any on the list for purposes other than solid waste industry issues. 

CDPHE understands that the SWANA Chapter periodically posts a hard copy of all members and that this list is available to both members and non-members.  The hard copy information may be used by CDPHE and others to supplement the e-mail addresses in terms of identifying individual titles, addresses and phone numbers.CDPHE accepts an electronic transmittal of the Colorado Rocky Mountain SWANA Chapter e-mail addresses of its membership for the Solid Waste Unit’s use in conducting solid waste business that pertains to SWANA’s members on a regional or state-wide level. These addresses will be added to those obtained from other sources similar to SWANA’s membership database, and will form a state-wide distribution list. Those on the list will see each other’s mail address from distributions, but the list will not be otherwise shared or released by CDPHE or its representatives. To the best of its ability, CDPHE will discourage the use of this list by any on the list for purposes other than solid waste industry issues. CDPHE understands that the SWANA Chapter periodically posts a hard copy of all members and that this list is available to both members and non-members. The hard copy information may be used by CDPHE and others to supplement the e-mail addresses in terms of identifying individual titles, addresses and phone numbers.

2007 Calendaring: Gillette commented that the Board should consider having the annual meeting earlier next fall to allow members the opportunity to attend the investiture of Batchelder Adams as the National SWANA president at WasteCon which will be 14 – 18 October 2007. He also recommended the Board and membership consider hosting a hospitality room for one night to honor the incoming president. Gillette and Claes both volunteered on working on the WasteCon hospitality concept. Meeting dates to be considered for the chapter meeting would be either the week of 3-7 September (Labor Day is Monday, 3 September and a hunting season begins 8 September) or the week of 10-14 September.

Next Board Meeting: Next Board meeting will be Friday, 14 July at 8 am at CDPHE – Doak will make arrangements. This will be before the starting time of 10 am for the internet training. A call-in number will be provided for those unable to physically attend the meeting (e.g. Barton will be in Cortez for the remote site training and Sprague may be out of town). Additional items to the annual meeting will be the script for calling SWANA members. Comment was made there are three more Board meetings until the annual meeting: July, August and September.

ADJOURNMENT:

With no further business, Sprague/Batchelder Adams moved/seconded to adjourn the meeting. Motion carried unanimously and meeting adjourned at 8:37 am.

Respectfully submitted,
Deborah Barton
Secretary