Minutes of SWANA Rocky Mountain Chapter Monthly Board of Directors Meeting
8:00 am, January 15, 2008, The Egg & I, 6818 S Yosemite, Centennial, CO 80202
ATTENDANCE:
Present: Kathy Andrew, Debby Barton, John Briest, Roger Doak, Stephen Gillette, Susie Gordon, Tom Schweitzer, Tom Strickland
Absent: Neil Nowak, Dick Sprague, Cathryn Stewart
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* - Member arrived after meeting called to order |
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** - 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 7:06 as 8 of 11 directors present for a quorum.
MINUTES:
December Board meeting minutes were previously approved.
ADOPTION OF AGENDA:
Gillette/Strickland moved/seconded to adopt the modified agenda. Motion carried unanimously.
TREASURER:
Gillette reported that the checking balance is $11,283.48, savings balance is $18,419.80 with anticipated payment of interest the end of January 2008, and the e & t-loan balance with national SWANA is $16,153.25. Gillette reported that the interest rate is currently at 5%. Barton reported that the IRS filing of Form 990-N, e-postcard, will be due by the 15th day of the fifth month after the end of the fiscal year which means March 15, 2009. The postcard has to be filed electronically and will be based on the year’s financial ending 31 October 2008.
COMMITTEE REPORTS and ASSIGNMENTS:
Membership: Andrew reported 142 active current members. No new members or reimbursements have been reported from national since 30 September 2008. There were issues for one member that renewed online with SWANA. He used his full legal name instead of the shortened name used for SWANA membership. He did not have his member number and SWANA created a new membership for him instead of renewing his membership. Andrew assisted the member in getting records straightened out at national as they originally deleted all his “old records” instead of merging the new record with the existing membership. This issue will be watched by Andrew on future membership reports.
Technical Program/Meetings:
- Technical Program: Board members reviewed the proposed technical program flyer. Recommendations included deleting reference to Golden opportunity to not confuse members with the location, make questions with bullets, check spelling on some unique words, and put deadline for scholarship applications to be the same as registration deadline. Address change for Gillette would also be incorporated into the program. Briest will follow up with National on CEU’s with expectation to have more than a typical luncheon program due to course length and content. Barton will prepare a course evaluation for the attendees. Barton requested to ask for more details on chain of custody, field information and sampling protocols to be further addressed during the course presentations. She will complete the program flyer and send to Andrew to be emailed to members.
- Annual Meeting: Strickland brought information about Golden, Colorado for the 2008 annual meeting as the past three years have been in more “remote” locations in the state. By consensus the Board agreed to hold the annual meeting in Golden. Recommended dates included: 9/11-9/12, 10/2-10/3, 10/9-10/10 and 11/6-11/7. Global Waste Symposium will be held at Copper Mountain 9/8-9/12 which would conflict with the first choice. As the fiscal year ends on 31 October, dates in November are not preferred. By consensus, the board recommended trying for the first weekend in October for the annual meeting. Strickland will do more follow up. Discussion held on the tentative tracks and tour times for the conference, with more recommendation to have the tour on Thursday afternoon to break up the classroom sessions. Schweitzer volunteered to assist Strickland on the annual meeting program.
Educational Scholarship/Grants: Gordon and Doak presented changes for the current scholarship application. Changes included requirement to address commitment to SWANA membership if the applicant is not a SWANA member, changing the date to 2008, deleting reference to a corporate membership as SWANA does not have corporate membership, and deleting reference to a specific year for joining SWANA. By overwhelming consensus, the Board agreed to all the changes and thanked Gordon and Doak for all their work. There is a current request for a scholarship for an individual in Lake County to attend the MOLO course in Las Vegas, NV during the April 2008 Spring Training. Gordon and Doak will follow up on the scholarship request and present to the Board via email for consideration. The dollar amount listed is currently $715.00.
Nominations: No report. Board members were encouraged to look for additional members to the Board. There is no maximum number of members however the bylaws specify there may be no less than nine (9) members.
Legislative: Gordon gave a report on action to date. The Colorado legislature is in session as of this week. There are no known major solid waste related bills to be introduced. Gordon/Nowak will have a conference call on Thursday, 17 January 2008 with Laurie Batchelder Adams to discuss how she developed and maintained the legislative table in the past for the chapter members. Sprague sent out information on the federal status of oversight of rail transfer operations by state authorities rather than the Surface Transportation Board exemption. Doak and Gordon mentioned there may be some legislation on better defining compost product specifications.
International Board: Sprague not present. He has not yet received the IB minutes from the WasteCon meeting in October.
Web site/Webmaster: Doak presented to the Board a recommendation for work on the website. In particular, five areas would be developed to include:
- Improved calendar
- Member information exchange and discussion board
- Advertisement improvements
- Search engine for the site
- Allowing electronic payment using PayPal.
Discussion held on each point, in particular the PayPal option. Gillette reported that the chapter’s bank willing to host an internet payment option but the charge with be $60 per month plus an activity fee for each transaction. The PayPal option would be less costly. Due to the problems with the current online registration at National, the Board expressed concerns about using National for payment on registrations and obtaining a timely notice of the registrants. Discussion held on having this option ready for the February technical training and a consensus reached to not have this available for this event. Gordon/Strickland moved/seconded to authorize Erin Doak to develop the five areas proposed for an amount not to exceed $1,750.00. The motion carried unanimously. The current contract with Erin Doak expires 31 October 2008. Question was asked by Gordon as to who would be responsible for keeping the calendar current. Barton responded that should be a secretary’s task as managing the minutes.
Newsletter: Briest went over the Newsletter articles that were due to Sprague on 14 January 2008.
- President’s Corner: Briest
- Annual Meeting Wrap Up: Strickland (he reported the article was in)
- WasteCon Brief: Gordon
- Upcoming Technical Meeting: Barton (will include information on the brochure)
- Website: Doak
- Financial/Treasurer: Gillette
- CDPHE Regulatory: Doak
- New & Departing Board Members and Membership: Andrew.
- Scholarship Article: Gordon will complete follow up with Kaitlyn Edmiston.
- Road-E-O: Briest is still working with the Road-E-O committee to finalize.
- National News (if any): Sprague
OLD BUSINESS:
Future planning: Discussion held on changing meeting time for the monthly Board meetings. Discussion held on the frequency of the meetings. Gillette recommended the Board pursue more teleconferencing discussions. By consensus the meetings when held face to face will be early morning but more teleconferences will be held. As February is a technical session, the Board meeting will be held at 8 am at Geotech before the technical program begins.
Geotechnical Stakeholder Meeting: The next meeting is scheduled for 12 February 2008 at CDPHE. The meeting will be to finish the solid waste guidance on design/as-built documents and to begin formulating design criteria, specifications and CQA requirements for engineered solid waste facility structures.
Proctoring SWANA Exams: At this time, there is no request pending for a proctored exam or any request to hold a “test” day for the area.
Next Board Meeting: The next Board meeting will be the third WEDNESDAY of February, 20 February 2008, at 8 am at the Geotech offices located at 2650 East 40th Avenue, Denver, Colorado 80205.
ADJOURNMENT:
Gordon/Doak moved/seconded to adjourn the meeting. Meeting adjourned at 8:54 pm.
Respectfully submitted,
Deborah Barton
Secretary
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