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Minutes of SWANA Rocky Mountain Chapter Monthly Board of Directors Meeting

7 am, 19 September 2006, Telephone Conference Call – 877-717-3803

ATTENDANCE:

Present: Debby Barton, John Briest, Leonard Butler, Roger Doak (arrived about 7:08), Stephen Gillette, Susie Gordon, Cathryn Stewart (arrived at 7:06)

Absent: Laurie Batchelder Adams, Kathy Claes, Dick Sprague

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

CALL TO ORDER: Meeting called to order at 7:05 as 5 of 10 directors present for a quorum.

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

MINUTES:

August minutes previously approved via email.

TREASURER:

Gillette reported checking balance as of last statement date of $14,691.57 and current balance of $18,723.57. There is a savings balance of $17,565.91 and the e-loan balance of $10,000. Only known commitments outstanding are the scholarship and annual meeting costs (mostly food).

COMMITTEE REPORTS and ASSIGNMENTS:

Membership: Claes at WasteCon so no report given.

Technical Program/Annual Meeting:

• Sponsorship: To date have received commitments from several companies for an amount of $3500 of which $2000 is on hand. The budget goal is $3700.
  • Tabletop displays should be arranged by amount of sponsorship as well as electronic needs.
  • Gordon will request a plan of the facility, and make assignments for the displays.
  • Butler will do the sponsor board.
  • Gordon will follow up on security for displays in the hallway on Thursday night.
• Electronic equipment support: Any special electronic needs by speakers need to be to Doak by Friday, 29 September 2006.
• Speakers: All speakers have been confirmed. There has been some difficulty in follow up with some speakers. Some of the speakers have not yet registered for meals. Gillette will send updated registration list to all Board members/moderators to review and confirm speakers that still need to register. Presentations are due to Doak no later than Friday, 29 September 2006 to load on the computer.
• Door prizes: Claes at WasteCon so no report. Barton has obtained SW Colorado prizes.
• Speaker gifts: Butler has obtained the gifts.
• Other issues:
  • Barton will make the Thursday evening drink tickets as well as providing the door prize tickets for use during the day and separate tickets for the turned-in surveys for the grand prize at the end of the day.
  • Barton will prepare the attendee list based on the last sending by Gillette. Any additional attendees will have to be prepared as an addendum. Name tags will be completed based on the attendee list and blank will be available for walk-ins and late registrations.
  • Registration packets: The meeting survey, attendee list, membership directory and other information will be in the packets. Gillette and Batchelder Adams are preparing the packets.
  • Volunteer still needed for the invocation.
  • Registration table: Gordon, Batchelder Adams and Briest will work the table in a shift basis, especially for Thursday evening. Stewart is also available, if necessary, including Friday morning until 8:00.
• Educational Scholarship: Kaitlyn Edmiston sent in letter and the committee reviewed. A copy of the letter was sent to each Board member. Committee recommended that the award of $1000 be sent to Ms. Edmiston and per the motion made in the August Board meeting, the award will be made. Details on how to present the award will be made by the committee and Gillette will be notified.
• Nominations: To date, Butler has received 22 ballots via fax and mail. Gordon asked if voting can occur during the annual meeting. Barton commented that this is an issue that needs to be reviewed prior to the next annual meeting to refine and polish the voting process.
• Legislative: No report.
• International Board: No report as Batchelder Adams is attending WasteCon.

OTHER/NEW BUSINESS/REPORTS:

Website/Webmaster: No report.

CDPHE Request for Colorado SWANA e-mailing list: Letter signed by Charles Johnson and a copy provided to the Board members. Claes will be directed to send the email list to Charles with an information copy to Doak in case of problems with email servers at CDPHE.

Road-E-O: Adam Lovato will be invited to the November Board meeting to discuss options for a Road-E-O in 2007.

Glassphalt Research Request: Butler had emailed a copy of a request from Jeff Callahan of Boulder asking for partnership from SWANA on glassphalt research. Discussion held on what are the end results anticipated from the research, how will smaller and/or rural communities benefit, what is the consortium being built for the partnership on the research, and what is the exact need from SWANA. Discussion held to invite Jeff to speak very briefly during the annual member business meeting in October. The consensus was the idea has great merit but more detail is needed before a decision would be made. Butler will notify Jeff of our discussion and will send copy of his correspondence to the Board.

Next Board Meeting: The next Board meeting will be in conjunction with the annual member business meeting on Friday, 6 October in Alamosa beginning at 1:45 pm. The meeting is to be about 30 minutes long and will solicit input from the membership, complete the voting on the slate of officers and directors, and short presentation on the proposed glassphalt research project. Board members should look at calendars to determine which day of the month would be best for the monthly meetings. Barton noted she is not available to meet on Wednesdays or Thursdays.

ADJOURNMENT:

With no further business, Gillette/Doak moved/seconded to adjourn the meeting. The meeting adjourned at 8:08 am.

Respectfully submitted,
Deborah Barton
Secretary