Minutes of SWANA Rocky Mountain Chapter Monthly Board of Directors
15 September 2009, Telephone Conference Call, 1-877-879-6929
Present: Curt Ahrendsen, Kathy Andrew, Debby Barton*,
Cameron Beul, Stephen Gillette, Jerry Henderson, Neil Nowak**, Tom
Schweitzer, Dick Sprague, Cathryn Stewart, Tom Strickland**
Absent: Brenna Barrett, John Briest, Susie Gordon
Others present: None
- Attendance Notations:
- * - Member arrived after meeting called to order
- ** - Member had to leave before call was adjourned
- *** - Individual joined via telephone conference call
Minutes are in the order of the agenda and not necessarily in order
CALL TO ORDER: Meeting called to order by Stewart
at 7:07 am as 10 of 14 directors present.
August meeting minutes were previously emailed and approved by e-vote.
ADOPTION OF AGENDA:
There were no additions or changes to the agenda, so the meeting
continued following the agenda provided on 10 September.
Gillette emailed his report showing a balance of $19,246.12 in checking
account and $19,754.28 in savings account with no change in other balances.
Gillette emailed proposed 2009-2010 budget. Discussion held and decision
was to try to briefly address the budget during the October 8 meeting
with making a final decision at the November Board meeting.
COMMITTEE REPORTS and ASSIGNMENTS:
Membership: Andrew reported we have 158 members
and received $269 from dues reimbursement; however there is still an
issue at national in posting new members as none have been posted since
June and we have some new members. She is working with National to
resolve the issue. To date Schweitzer and Strickland have returned
the results from their member calling. She asked that all changes be
forwarded to her no later than 1 October to include in the membership
directory which she will print out for the annual meeting. At this
time there are no unpaid members. She has received several ballots
returned by e-mail and has forwarded on to Briest. There are only 10
US Post Office addresses left for mailing.
- Discussion held on potential topics for the first quarter technical
program (Jan-Mar 2010). Among the ideas were “Turning Trash
into Gold” (a recycling program), Litter and odor control and
other operational issues for the new operators, and safety issues.
The annual meeting survey will be asking for possible technical program
topics. Further discussion will be held at the November Board meeting.
- Location: Strickland will arrive Wednesday
afternoon to finalize any logistics and help with setting up for
vendors on Thursday morning.
- Program: All PowerPoint presentations must
be to Sprague no later than 1 October (preferably earlier) to be
uploaded for the computers. Speaker contact information needs to
be sent to Strickland no later than 2 October (preferably earlier)
so he can prepare a presenter contact list for the annual meeting
program handout. There are only three exams being given but the consensus
was to offer this annually with the anticipation that the numbers
would grow. The cost for the exams increased to $150 on 1 September,
however as we have a signed agreement, our cost for 9 October is
$100 per exam given. A recommendation was made to consider having
the exams given the day before the conference starts instead of the
Friday afternoon. Any pictures of SWANA events or activities or people
should be sent to Sprague as soon as possible. He has received several
of the logos from the sponsors and vendors. Sprague will make a five
(5) minute presentation on Thursday, 8 October on the Colorado SWANA
- Field Trip: Andrew is working with the Fort Carson
contact and will be getting the itinerary soon. The tour should take
about 1.5 hours on site to the various locations. The contact will
also get final approval as to which entrance gate will be used. Identifications
for attendees are a must. To date there are 35 individuals signed
up for the tour.
- Sponsors and Exhibitors: Nowak reported that there
is about $5,400 in sponsorships. It was also reported that logos
from all sponsors are required so the sponsorship board can be prepared.
Logos must be sent to Sprague by 1 October.
- More logistics:
- Name tags, ribbons: Ribbons have been ordered
and when the registration is closed, Gillette will forward the
names to Barton to complete the name tags.
- Media: Discussion held
on types and placement of microphones. Additional laptops are
needed. Barton and Andrew will try to bring backup laptops. Beul
recommended that everyone try to bring cameras and take pictures.
prize: Nowak coordinating the door prizes. Barton to
print two coupons for the drawing, to be given to the winners
of the complimentary 2010 conference registrations, to aid in
tracking the recipients.
- Survey: Strickland emailed the draft
survey to the Board members. He will add a question on the certification
exams and willingness to serve on the Board.
- Recognition/Awards: Discussion
held on selecting the outstanding member of the year from the
top three nominees. Barton/Gillette moved/seconded to
approve the outstanding member due to consistent demonstration
of professionalism in the solid waste field. Motion carried unanimously.
The presentation will be made during the annual banquet.
Sponsorship Cost Sharing. Barton/Strickland had moved/seconded in an email discussion to offer appetizer sponsorship cost sharing
for the 2009 Colorado SWANA annual meeting with first offer to
the highest sponsors with a maximum of 6 locations. To close
out the motion, a vote was called and motion carried with one
nay. Strickland will distribute the notice of this opportunity
to existing and future sponsors. Unrelated, Strickland will print
the drink tickets.
Scholarship: No report. No requests have been
received by Gillette. Barton unable to find the names of last year’s
winners of the registration reduction prize. She will prepare certificate/coupons
that can be used for 2010 annual meeting registration which then will
be the responsibility of the winner to redeem.
Nominations: Barrett will be stepping down from
the Board with deep regrets as her job duties have expanded to extensive
travel and she is unable to devote time to the Board. Unless nominations
are received during the annual meeting, there will be 12 serving members
beginning 1 November.
Legislative: No major solid waste bills are in
the works at this time.
International Board: Sprague reported on three
items. The fiscal year decision being voted on by the membership normally
would be adopted by the IB but this year adoption approval will be
delegated to the president for up to 45 days after WasteCon pending
the results of the ballot count. Second, there is a change in the name
of the membership type. Third, the revision of the policy on what constitutes
a Chapter in Good Standing is ongoing.
Web site/Webmaster: Annual meeting sponsors will
be eligible for ads on the website, based on their level of sponsorship
(greater than $999) and Strickland will get those posted after the
annual meeting. Contract negotiations are due in November and will
be addressed during the November Board meeting. Ahrendsen stated he
had difficulties registering for the annual conference and making payment.
Strickland said he had received that comment from a few others; it
may be a paypal issue with a specific type or issuer of a credit card.
Speakers have been unable to register as nonpaying.
Newsletter: The next issue due out in winter with
a time frame of December/January. Henderson would like to have several
articles on the annual conference including impressions and discussion.
He will do the general overall article. Other articles to be considered
would be Scholarships, Colorado Chapter History (Sprague), Technical
programs proposed, and award presentations from the annual meeting.
Strickland will coordinate the ads from the annual meeting sponsors
with Henderson for the newsletter. Henderson also asked for any and
all photos to be able to incorporate some of them in the newsletter.
Further discussion will be held during the November Board meeting.
Road-E-O: No report. This is a place holder topic
for future Board meetings.
Bylaws review: Barton explained that the bylaws
were sent to National for review against conformity with National bylaws.
Mr. Sharnoff, National SWANA’s legal counsel, recommended that
a conformity review be conducted for the bylaws with respect to Colorado
law which would incur an expense. The conformity review with respect
to SWANA’s bylaws is part of the contractual agreement Mr. Sharnoff
has with National at no charge to the chapter. Mr. Sharnoff felt it
would be about 3 to 4 hours work at $250 per hour to conduct the review
for Colorado Law conformity. Discussion was held on trying to find
a Colorado attorney willing to do the work on a pro bono (if they are
a SWANA member) or reduced fee for the chapter. The ballot was sent
out with the proposed Bylaws changes; however these changes may not
be acceptable until the attorney reviews for Colorado and National
conformity are conducted. Barton will give an explanation during the
annual meeting on the status of the Bylaws and the ballot adoption
will be put on hold until a legal opinion is received, with the possibility
of a new ballot approval being sought for the 2010 annual meeting.
SWANA History Project: See discussion under annual
meeting and newsletter.
Air Quality Guidance Document Stakeholder Interest: Communication
is continuing between Air Quality and Stewart.
Member calling: See discussion under annual meeting.
Outstanding Member: See discussion under annual meeting.
Next Board Meeting: The next Board meeting will
be in conjunction with the annual member meeting at 1:15 pm, 8 October,
2009, Crowne Plaza Hotel, Colorado Springs, Colorado.
With nothing further to discuss, the meeting was adjourned
at 8:30 am.