Minutes of SWANA Rocky Mountain Chapter Monthly Board of Directors Meeting

18 November 2003, 7:00 am, LaPeep's Restaurant, 8081 E Orchard, Englewood, CO

ATTENDANCE

Present: Debby Barton (late), Laurie Batchelder-Adams, Leonard Butler, John Briest, Roger Doak, Stephen Gillette, Mark McMullen Dick Sprague

Absent: Curt Ahrendson, Kathy Claes, and Jim Kriss

CALL TO ORDER: Meeting called to order at 7:00 am as 6 of 11 members were present.

ADOPTION OF AGENDA: No additions to the agenda were proposed

MINUTES

Approval of August Board of Director Meeting Minutes: Minutes were not available from the August meeting so no action taken. Action will need to be deferred to the next meeting.

Approval of October Meeting Minutes: Note that only one correction was needed which was the address location of LaPeep's being west of I-25 instead of east as in the original draft. Sprague/Gillette moved/seconded to approve November meeting minutes. Motion carried unanimously.

FINANCIAL:

Treasurer's Report: Ahrendson not present - treasurer's report deferred to the next meeting.

Budget: Sprague emailed updated budget report to board members on Monday, 17 November. Briest had sent an email out also on Monday, 17 November with comments on the budget.

Program/Meeting Line Items: Butler reported briefly on CHWMS seminars and the member rate. The actual charges for their luncheon covers just the actual costs and is for members. Consensus reached that the workshops should at least break-even by end of the year - some workshops may lose and others have a "profit", but end of year should be no less than break even. Rates set for January program already. Concerns raised about the actual costs for the workshops for the previous year as most present believed workshops had broken even with the possible exception of the December routing workshop. Consensus reached that the program contact would keep track of income/costs and overall report on the program. This will be incorporated into next year's annual report due SWANA. Consensus was that we still need to provide value to membership.
IB/Travel Line Item: The IB line item was increased to $3,000 for 2003-2004 because of increased costs to travel as well as one additional meeting. Wastecon was discussed as being in Phoenix with the potential of more attendees from Colorado and possible need for more scholarships. Concerns raised about having a deficit budget.
Board Meetings/Retreat Line Items: No board retreat was budgeted, although questions raised about the costs for board meetings - costs would be mostly meal costs for breakfast or luncheon meetings. No board retreat is planned for this year as none was held last year.
Road-E-O Line Item: Final decision on Road-E-O will be made at next meeting however consensus is to not hold one this year due to lack of volunteers and participation. McMullen and Briest will discuss with Lovato and report back. McMullen recommended that no Road-E-O be held this year unless other members can become involved and take charge of the event.
Newsletter/Mailings Line Item: Discussion and Consensus that we need to go to email postings, which will provide savings in postage and paper. Discussion on how best to incorporate this - decided to use newsletter and a flyer in the newsletter if at all possible this go round (Kriss may have already printed and ready for mailing).
Training Center/MOLO Event April: Discussion held on how last time participated. Will leave line item as is for now and defer further discussion until December pending response back from national SWANA.
Awards and Scholarships Line Item: Discussion held on the need for scholarships but also concern about the deficit spending by year's end. Consensus reached that the budget would show operating line items (programs, travel, board meetings, training, newsletter and related) and at the bottom of the budget show a discretionary budget which will 9include awards, CAFR, WasteCon and scholarships. As the year progresses, board will review and decide whether or not these discretionary items will be funded.
Other Discussion: Sprague will confirm numbers with Kriss on actual costs for workshops. He will also rewrite the budget into an operating and a discretionary budget. He will send out to the board with request to approve/disapprove by 1 December which is a Monday.

COMMITTEE REPORTS

Audit: Kriss not present. The internal financial audit with resulting annual report is due to National SWANA by 31 December 03. Briest, Sprague and Kriss will review and complete and have ready for the December board meeting for approval. Barton will complete the annual progress report, also due 31 December 03 to National SWANA.

Membership: Claes not present. Discussion held that no membership goals had been set in previous year. None were set at this time. Discussion held on having a membership survey. Goal will be to conduct next spring and request Claes to spearhead that effort as the chair of the membership committee.

Programs: Butler presented the plan for the winter/spring programs. Emergency planning for solid waste facilities (including recycling) is planned for 20 January. Tim Gablehouse will be making the presentation. Recommendation was that managers invite their local sheriff's or emergency managers to attend. Concern raised about a large enough meeting room. A back up plan will be developed in the event the number exceeds the 70 room capacity. Board will meet at 10:30 before the workshop. Gillette volunteered to assist at the registration table. Additional programs will be 16 March on Arsenic levels and impact on leachate. This topic is from discussion with Glen Mallory of CDPHE. The 18 May program is anticipated to be a 1/2 day seminar on closure and post closure of landfills for rural operators to include compliance issues, planning and funding. Annual meeting date will be determined in the future because of the impact of Wastecon being held in September, which is the traditional meeting time for Rocky Mountain Chapter.

Road-E-O: McMullen referred to the discussions held under budget. Briest again stated he would discuss with Adam Lovato about the Road-E-O and report back to the December meeting.

Legislative: Batchelder-Adams reported that the real tracking effort would be in January-May when the legislature is in session. There has been no "real" activity yet until session starts. Gillette commented that he plans on being present at the 21 January Colorado Board of Health public hearing on the two regulations: Scrap Tires and Recycling. There is still discussion on the reporting requirements by recyclers being total tonnages versus by commodity as well as the 75% average recycled based on a rolling 3 year average through put. There is a draft act being proposed for EMS (Environment Management System) which Sprague received from the American Counsel of Engineer Companies of Colorado (ACEC). Sprague had just received and was alerting the board to the proposal. Bills tracking will be updated monthly to the website. Information can be found from the general assembly website for anyone interested in tracking by themselves.

OTHER BUSINESS/REPORTS:

International Board: Batchelder-Adams had nothing new to report except to expect a call for an e-vote from members on the change of private/public mixture on the national board.

April Training Center (National SWANA) in Denver: National has requested assistance in identifying possible tours as well as helping with the sponsorship or even monetary support. Batchelder-Adams is expecting call back from National and will report at December meeting so a decision can be made.

Website: This is identified as a $500 line item in the proposed budget. On Monday, 17 November, Briest had emailed to board members some thoughts on website and where the group should be moving towards concerning the website. Thoughts included putting the newsletter on the webpage, possible job wanted advertising or even equipment needs on a paid basis. Some tentative quotes included Net Solutions, considered user friendly, at $35/year. Not sure about monthly user costs. Another quote was monthly costs may be $20 per month plus a $30 one time set up fee and a one time fee for router of $15. Another concern was the need to have an experienced webmaster to set up and get system up and running. Barton commented that the need is to have someone for at least one year to work out kinks in setting up the web page and provide training. She recommended pursuing the idea of having a provider also be contracted to provide one year of web master/design service in addition to the hosting then the board would review towards end of contract to determine if can move to a volunteer webmaster to keep updated or not. Doak volunteered to look into a student webmaster who may be willing to work with the association to develop and implement the website in conjunction with a web provider. Batchelder-Adams will check with Kriss on adding to the current issue of the newsletter the intent of the board to a) go to email for the newsletter and b) call for a webmaster. Will continue discussion at the December board meeting.

SWANA Communication: Briest asked if everyone is getting the SWANA enews. There were no nay sayers. Doak did not receive October minutes from Barton - she will confirm email address and reattempt.

Southwest Colorado Hazardous Waste Management Training Request: Wano Urbanos of Durango Health Department contacted Batchelder-Adams about assistance to develop and host a regional conference in the Durango area in September 2004 on hazardous waste management. Barton will follow up with Urbanos as he is in her area.

ADJOURNMENT

Meeting was adjourned at 8:40 am.

NEXT BOARD MEETING(S)

Dec 1: Vote on FY 2004 Budget (1 Oct 2003 - 30 Sep 2004): Board members email due
Dec 16: 7:00 to 9:00 am, LaPeep's Restaurant, 8081 E Orchard (west of I-25), Englewood, CO
Jan 20: 10:30 to 11:45 am, Waste Management Office, 8310 S Valley Hwy, Ste 200, Englewood
Feb 17: To be determined

OTHER IMPORTANT DATES TO NOTE

January 20: Program: Emergency Response: Responsibilities of the Solid Waste Community
January 21: Colorado Board of Health Public Hearing Regulations for Recycling Facilities (Section 8) and Scrap Tire Facilities (Section 10) plus Section 9.7.4 and 7.1
February 7-8: IB meeting (Batcheler-Adams)
March 16: Program: Arsenic, Drinking Water Standards and Leachate
April 19-22: SWANA Training Center, Denver, CO
September 21-23: WASTECON, Phoenix, AZ
August/September/October: Colorado Chapter Annual Meeting (date and location to be determined)