Minutes of SWANA Rocky Mountain Chapter Monthly Board of Directors Meeting

7:00 am, November 13, 2007, The Egg & I, 6818 S Yosemite, Centennial, CO

ATTENDANCE:

Present: Kathy Andrew, Debby Barton, John Briest, Leonard Butler*, Stephen Gillette*, Dick Sprague, Cathryn Stewart, Tom Strickland

Absent: Roger Doak, Susie Gordon, Neil Nowak

Others Present: Matthias Barton, Tom Schweitzer

Attendance Notations: * - Member arrived after meeting called to order

** - Member left before meeting ended

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

CALL TO ORDER: Meeting called to order at 7:13 as 8 of 11 directors present for a quorum.

MINUTES:

September Board meeting minutes and the October Annual Member Meeting minutes had not been previously approved. Gillette/Sprague moved/seconded to approve both sets of minutes. Motion carried unanimously.

ADOPTION OF AGENDA:

Butler/Gillette moved/seconded to adopt the agenda. Motion carried unanimously.

TREASURER:

Gillette had emailed the proposed 2007-2008 budget to all Board members. He reported that the checking balance is $10,296.58, savings balance is $18,419.80 with anticipated payment of interest in January 2008, and the e & t-loan balance with national SWANA is $16,153.25. He reported that the outstanding check of $4,200 for the expenses related to the Road-E-O was cashed on 2 November 2007. All costs for the Road-E-O are now accounted for and paid.

The proposed budget shows a “profit” of $261.69. Sprague/Andrew moved/seconded to approve the 2007-2008 budget. Motion carried unanimously. Barton provided copy of audit of checking and savings account based on documents provided to her by Gillette. Board members were asked to review the audit and send back comments by the end of business, Friday, 16 November 2007 so the financial report can be completed and forwarded to national.

COMMITTEE REPORTS and ASSIGNMENTS:

Membership: Andrew reported there are 154 members which includes 6 new members. She has sent out welcome letters to the new members. There are 10 suspended members and she will follow up with those individuals. Many are probably a situation of renewals not yet posted at national. Discussion held on whether to e-mail the chapter member directory to all members. Consensus was reached that the directory is to be e-mailed to all members with a statement in the message that the directory is for members use and not intended for sale or use in marketing or other such purposes.

Technical Program/Meetings:

Technical Program: Barton reported that Geotech in Denver area willing to host a training class on monitoring equipment including usage, repairs, and maintenance. The class would be held in their meeting area and they would host the lunch. Barton will work with the contact and bring back information to the December board meeting. Consensus was to have a Wednesday meeting which would be 20 February 2008. Stewart asked if there was any interest in a defensive driving class as a technical session. Barton commented that the safety point’s demonstration at WasteCon was excellent and something like that might be incorporated for the haulers.

Annual Meeting: Strickland had emailed results from the survey taken at the annual meeting. He reviewed some of the highlights. Question 25 indicated that advertising on the web would be okay with members as long as it is not distracting. Questions 21b and 24 had a large response to improve the calendar on the website to include up to date training events and contacts. Doak will forward the survey results to Erin Doak, webmaster. Questions on the Road-E-O were basically, “good idea but we don’t have trucks”. Question 5 was 37 out of 38 in favor of keeping the Thursday banquet. Questions 11 and 14 indicate training, especially the MOLO, hazardous waste, composting, and recycling, are wanted in the state. As a response to the survey results, the Board reached a consensus to work on web site improvements, develop more certification and training opportunities, and to keep the fall conference on a rotating basis. The annual meeting had a gross profit of $2,499.47.

Educational Scholarship/Grants: Discussion held on professional scholarship awards and criteria. Board entered into an executive session at 8:10 to discuss scholarship and awards issues. Session ended at 8:14 am. Strickland/Andrew moved/seconded to table further discussion until the December Board meeting.

Nominations: Butler recommended Tom Schweitzer to become a board member to represent private industry and as a possible replacement for Butler who has taken a new job which will mean moving to Arizona. Mr. Schweitzer was requested to forward a brief resume to Briest to be distributed to the Board for consideration. Butler has also been in contact with Lars Williams from the city and county of Denver. There is concern that there would be two representatives from Denver on the board. An alternative would be to ask Mr. Williams to be the Board liaison to the Road-E-O committee. No action taken at this time. A third individual, Scott Phillips, may be willing to serve on the Board. Butler will get more information to the Board prior to the December meeting.

Legislative: No report. There is a need for someone to represent the private sector on the legislative committee. An appointment will be made at the December Board meeting.

International Board: Sprague stated that Colorado was in a definite minority in wanting training emphasized over continuing to build reserves. The International Board overwhelmingly recommended increasing the reserves then turning to the training as a priority. When Dick receives the completed minutes from the October Board meeting, he will summarize and provide a copy to the Board for their information and review.

Web site/Webmaster: No report or discussion held.

Newsletter: The next newsletter should be out the beginning of January. Among articles to be developed and current assignments:

President’s Corner

Annual Meeting Wrap Up (Strickland and Stewart volunteered to write the article)

WasteCon Brief: (Gordon will write as a part of her stipend as a Board representative)

Upcoming Technical Meeting: (Barton assigned for the February session). Suggestion made to include researching ideas for two more sessions.

New Board Members

Departing Board Members: Talk about Leonard Butler’s promotion

Scholarship Article: Edmiston will be requested to submit a short article as part of the condition of her scholarship.

Road-E-O: Article will include plans for the 2008 Road-E-O, request for committee members and discussing the results of the Colorado winner’s standing at the national Road-E-O.

2007-2008 Committee Assignments: Discussion held on the next year’s committee assignments. Additional volunteers will be sought.

Annual Meeting 08: Strickland volunteered to head the committee.

Audit: Barton willing to conduct audit for the next year

International Board (IB): Dick Sprague

Legislative: Public is currently held by Gordon and will need to be verified. Private sector representative is needed.

Membership: Andrew willing to continue

Newsletter: Sprague has been serving in this position.

Nominating: Past President serves as chair per the bylaws. Butler is the past president

Scholarship: Currently served by Doak and Gordon. Assignment will need to be verified.

Technical Programs: Briest will be the overall coordinator with various committees and volunteers for specific meetings.

OLD BUSINESS:

Road-E-O: Warren Saunders, the Colorado winner sent to the National Road-E-O, placed third in the recycling truck event held at the National Road-E-O.

Geotechnical Stakeholder Meeting: The next meeting is scheduled for 3 December 2007 at CDPHE.

NEW BUSINESS:

FY 2007 Annual Report: Comments for the annual report from the chapter to national are due to Barton by the end of the day, Friday, 16 November 2007. Emails should be verified.

Chapter Officer Transitions: Briest reported that he will step down at the end of this term as he will have served for two years. Gillette is willing to continue as treasurer unless someone else wants the workload. Barton stated that a new secretary should be considered for the next year. Stewart was newly elected to the Vice President position.

Colorado Public Works: The Colorado SWANA Road-E-O will be highlighted in an upcoming article on the Kois Brothers. The consensus of the Board was this was great for the organization and for recognition of Kois Brothers who have been supporters of the chapter for many years.

Proctoring SWANA Exams: Briest has been approached by an individual who would like to take a SWANA exam. He is not a member of SWANA and Wyoming is not a SWANA chapter state. A SWANA member has to proctor the exam. Barton has met the conditions in the past for proctoring and is willing to proctor an exam down in Cortez if the individual is interested. Discussion held about hosting a one day proctored exam opportunity for chapter members interested in taking only the exam. Consensus reached that any ideas on whether to hold such an event should be sent to Briest by Thursday, 22 November 2007.

Next Board Meeting: Consensus of the Board members present was to have a luncheon Board meeting for the 18 December 2007 board meeting. Location will be determined by Briest and information emailed to the Board members.

ADJOURNMENT:

Stewart/Andrew moved/seconded to adjourn the meeting. Meeting adjourned at 8:50 am.

Respectfully submitted,
Deborah Barton
Secretary

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