Minutes of SWANA Rocky Mountain Chapter Monthly Board of Directors Meeting

21 July 2009, 2400 Union St, Englewood, CO (Recycling America Conference Room)

ATTENDANCE:

Present: Curt Ahrendsen**, Kathy Andrew, Brenna Barrett, Debby Barton, John Briest, Stephen Gillette, Jerry Henderson, Tom Schweitzer, Dick Sprague, Cathryn Stewart

Absent: Cameron Beul, Susie Gordon, Neil Nowak, Tom Strickland

Others present: None

Attendance Notations:

* - Member arrived after meeting called to order

** - Member left before meeting ended

*** - Individual joined via telephone conference call

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

CALL TO ORDER: Meeting called to order by Stewart at 7:05 am as 10 of 14 directors present.

MINUTES:

June meeting minutes were previously emailed and approved by e-vote.

ADOPTION OF AGENDA:

Agenda was agreed to by consensus.

TREASURER:

Gillette stated checking account balance is $16,878.16 and savings account balance is $19,522.02. To date one sponsor and 1 attendee has signed up for the annual meeting and 3 people have signed up for the August Technical program.

COMMITTEE REPORTS and ASSIGNMENTS:

Membership: Andrew reported 159 current members, no new members, no unpaid members and a reimbursement from National of $767 for dues. Briest notified Andrew that Logan County will be having a new member as the existing member is no longer with the county. He also stated they are interested in the MOLO course and exam.

Technical Program/Meetings:

Webinar/Third Quarter training: Technical program has been set. Discussion held on the type of luncheon with a consensus to have pizza and sodas as something different from lunch bags or buffet. Stewart will work with Geotech to find local pizza delivery.

Annual Meeting:

Location: Tom Strickland emailed his report to Stewart. He is sticking with the Crowne Plaza as the meeting location. Main ballroom will be the Pikes Peak Ballroom. More (below) on media equipment. Reminder from Strickland to Board members: make hotel sleeping arrangements with the hotel.

Program: Ahrendsen went over the draft agenda for the annual meeting. Barton is still awaiting response from Nancy Andrews, City of Durango. Discussion held on having Charlotte Pitt working with the DIA presentation and replacing the presentation from city/county Denver on the RREO with a rural grantee. Discussion held on changing some of the moderators. Ahrendsen will finalize the program and work with the committee during a conference call next week to finalize for sending out to the membership and putting the updated program on the website. Sprague will continue to work with National to determine Carbon offset program and linking for the state’s annual conference. Discussion held to have some sort of looping PowerPoint for display in training rooms to show membership benefits, scholarship, brief information on Colorado History board, photos, sponsorships and logos, and miscellaneous information.

Tour: Andrew still waiting for comment back from Fort Carson on –proposed schedule however any tours will require a bus for visitors and all visitors must have current photo ID. She will check into available tour bus and costs. She commented that El Paso County had rented a 50 passenger bus for $525. She will report back to the committee and Board.

Sponsors: Nowak was not present but he has been working with the sponsors. The ability for sponsors to sign up using the internet is in place and working. Discussion held on what goal has been or should be set for sponsorship income. Last year the amount of sponsorship was about $8,000. Consensus was the goal this year should be $8,000 to $10,000. Sponsorship board will need to be completed including Logos.

More logistics:

Name tags, ribbons: Barton will follow up with national to order necessary supplies. She will base numbers on last year’s attendance and order accordingly.

Media: Tom Strickland emailed his report to Stewart, including minimum rental for the following items: large projection screen for ballroom; amplifier/speakers and microphone for ballroom; concensus that also need speakers and microhones for small breakout session rooms, and podiums for large and small rooms with a request to verify if individual mics would be needed for the Thursday morning panel. Several folks volunteered laptops and/or projectors. CDPHE will bring one set, Weaver Boos will bring computer and projector if available, and AquAeTer will bring backup computer and projector if available. Barton will bring projector from Montezuma County Landfill, Sprague will load all power points onto master computer and for other training demonstrations (including compaction).

Raffle/Door prize: Consensus was to have door prizes. Board members requested to be thinking of items for giving out. Further discussion was deferred to the August Board meeting.

Survey: One question suggested for the new annual meeting survey would be what technical program would be beneficial to the member for January 2010.

Recognition/Awards: Discussion held on determining an outstanding member. Last year SWANA was approached to award an outstanding designation to an individual that was not a SWANA member. The Board determined to not make a presentation to a non Colorado SWANA member. No further discussion was held to determine criteria for outstanding member recognition but the consensus was to continue the discussion in August or through E-mail. The general consensus was that any recognition should be for someone who has made a positive impact on the association and the solid waste industry. Further discussion deferred to the August Board meeting.

Entertainment: No discussion.

Scholarship: No report. Discussion held on whether there should be a limit on any scholarships for the annual meeting. A consensus in the discussion was reached that up to $100 per scholarship for no more than 2 scholarships would be set aside at this time for any scholarship requests to attend the annual meeting. Question was asked, what if 100 applications were received and the answer was further discussion would be held or the top two would be chosen/recommended.

Nominations: Briest had no report at this time but will have a formal ballot ready by the August Board meeting to be ready to send out between 19 August and 8 September 2009.

Legislative: State legislature in recess – no report. Nowak has been doing an excellent job of keeping the Board informed of legislative activity at national level.

International Board: No new report.

Web site/Webmaster: Gillette reported that the chapter has spent $2,425.40 to date this fiscal year on the website and bill for $1100 was recently received which has not yet been vetted by Strickland. Discussion held on whether we have a current signed contract or not. Discussion held on whether or not it may be time to request a competitive bid for our current webmaster for a new contract to be issued 1 November. Further discussion was tabled as Strickland was not present.

Newsletter: The summer newsletter went out and Sprague thanked Henderson for a job well done. Henderson requested that Board members take pictures are various functions of the Chapter to help with future newsletters.

Road-E-O: This year’s event was cancelled with a goal to hold the event next year.

OLD BUSINESS:

Bylaws review: Report drafted by Mark McMullen was given to the Board members present. Barton went through them and made verbal recommendations of which ones to change as well as which ones should be further considered. In particular, changes to Articles 3.6, 4.3, 6.2, 6.12, 7.5.2, 10.1, and 10.4 will be proposed. Further discussion should be held on membership in chapter versus Association, special meeting requirements, term of office, elections by ballot and opening floor vote during the annual meeting, and membership committee goals.

SWANA History Project: No report.

Air Quality Guidance Document Stakeholder Interest: Briest and Stewart have finalized the letter to CDPHE-Air Pollution Division offering the services of Colorado SWANA to help develop guidance checklists for solid waste facilities in the same manner as the solid waste unit which will be sent out this week by Stewart.

NEW BUSINESS:

MOLO Training Offering: Defer discussion to the August Board meeting.

First Quarter 2010 Training offering: Discussion held whether to have a MOLO but the MOLO is 3.5 days. Further discussion was deferred to the August board meeting or pending decision to have on the annual meeting survey.

Next Board Meeting: The next Board meeting will be 7 am, Tuesday, 18 August 2009 at 2650 E 40th Ave, Denver in the Geotech Conference Room. The technical session will immediately follow the Board meeting. Stewart to check with Geotech about call-in conferencing capability, so folks such as Gordon won’t have to miss another board meeting.

ADJOURNMENT:

Briest/Sprague moved/seconded to adjourn the meeting. Motion carried and meeting adjourned at 09:02 am.

Respectfully submitted,

Deborah Barton
Secretary