American Public Works Association
Colorado Chapter Board Meeting
Monday, January 28, 2013
Denver Marriott South at Park Meadows
Lone Tree, Colorado
1. Call to Order (Steve Glammeyer)
Steve Glammeyer, President, called the meeting to order at 8:43 a.m.
Attendees made self-introductions. Steve Glammeyer welcomed the Past Presidents to the meeting.
3. Approval of Minutes – November 2012 Meeting (John Kirk)
The November 16, 2012 minutes were distributed in the agenda package emailed to the Board members prior to the meeting. Dave Zelenok motioned to approve the minutes as submitted and Terry Rogers seconded the motion. The minutes were approved unanimously.
4. Treasurer’s Report (Pete Adler)
Pete Adler reviewed the Treasurer’s Report that had been included in the agenda package and highlighted a few items.
• Cvent fees were charged in advance to committees that use the service based on previous year’s usage.
• The Chapter’s overall financial position is good.
• Payments and deposits had been made for facilities for the Construction Inspection Conference and the Spring Golf Tournament.
• Pete has transitioned the accounts/books over to the new Treasurer, Jodi Lessman.
Ken Linhardt motioned to approve the Treasurer’s Report, John Kirk seconded, and the report was approved unanimously.
5. West Slope Branch Update (Greg Hall)
West Slope Elections: Newly elected West Slope Chair, Greg Hall, reported that their elections were recently completed. Brandon Wallace will be the new At-Large Director on the Chapter Board.
Spring Street Conference: The Spring Street Conference will be April 16-19 at the Clarion Hotel in Grand Junction. This is a new location this year. The next Chapter Board meeting will be held on Thursday of the conference. The golf tournament is held the day before the conference starts. Steve Glammeyer told the Board they are welcome at all West Slope meetings and invited the Board to attend the entire Spring Street Conference.
West Slope Budget: The West Slope Branch passed their budget at their Annual Meeting in December. Funds, after expenses, are used for scholarships. $6,000-$10,000 will be awarded. The past few years, there have been few applicants. Any West Slope students going to a Colorado college or university are eligible. They included a line item in their budget for training that may be used by West Slope agencies for the Public Works Institute.
6. Chapter Delegate Report (Paul Hindman)
Paul Hindman submitted the complete delegate report as well as a report from the new Region IX Director, Jill Marilley in the agenda package. Paul highlighted a few items:
• National membership numbers showed a slight increase the previous year. The 2012 “First Time Member” Campaign has been very successful. The campaign allows for anyone who has not been a previous member to join APWA for $82. The “We Want You Back” campaign was recently launched that offers former members whose membership expired at least 18 months ago, the opportunity to rejoin for a discounted rate. Dave Zelenok brought up the issue that there isn’t a monetary incentive for the Chapters to recruit members. Paul mentioned that National is aware of that issue as well as the retention of members and is trying to address it with offering additional educational opportunities to members such as the ability to download webinars from National’s website for free that can be used for individual or group sessions. Dan Hartman suggested reading the book “Race for Relevance: 5 Radical Changes for Associations” by Harrison Coerver that discusses changes that are necessary to maintain influence and thrive and avoid challenges faced by old association models. Paul will bring this issue up at the regional meeting in May and Steve Glammeyer, Pamela Weimer and Jodi Lessman will discuss it at the Chapter Leadership Training the end of February.
• Technical committees are being asked to update Click, Listen & Learn webinars in the Members Library.
• The Donald C. Stone Center (DCSC) is starting its second year with growing participation. The Center offers credentialing at three levels; Public Works Supervisor, Public Works Manager, and Public Works Executive. National is having the technical committees review the curriculum.
• Paul encouraged applying for the Jennings-Randolph fellowship which is an opportunity to spend a week in Australia, New Zealand, Czech/Slovak Republic, or Mexico to study what is being done in the public works field in those locations. If you are interested, contact Paul, Dan Hartman, Dave Zelenok or Keith Reester.
• Paul will be attending the Delegate meeting in Lake Tahoe the first week in May. Four regions will be attending this meeting.
7. Director’s Reports
The Board reviewed the list of Chapter and National committees, chairs, and liaisons and revised the lists. The updated list is attached to the minutes. Changes are noted below:
ACEC: Ken Linhardt will be the liaison to this similar professional organization with common educational goals.
Audit Committee: John Kirk will head the committee that includes Bob Manwaring and Keith Reester. (Committee members cannot have check writing authority.)
Awards Committee: This committee is headed by the President-Elect; Pete Adler will lead this committee in the fall.
Chapter Leadership Social: This event has not been held in recent years but may become part of the Annual Meeting or an event sponsored by the Past Presidents Committee.
Committee Chair Training: The board felt this committee is unnecessary so it has been disbanded.
Congress Chapter Dinner: Pete Adler with Keith Reester’s assistance will be chairing the event this year. They are planning to try something new by holding it on Monday night so that vendors can attend and that may make it easier to find sponsors to help underwrite the event.
Nominating Committee: Chair is the current Past President, Dave Zelenok.
Public Works Director’s Lunch: This event used to be held during the Colorado Municipal League conference but attendance had been low. The Management+ Conference may be a better target for attendance and could be done at the conclusion of the conference at noon on Friday. Dan Hartman will work with the committee on the lunch. It was suggested to use a more ambiguous title in order to reach a broader audience.
National Leadership/Management Committee: Dan Hartman is the National chair. John Kirk will be the new liaison to the Board.
National Winter Maintenance Committee: Larry Schneider sits on the National committee.
National Strategic Planning Committee for Global Solutions: Dan Hartman and Keith Reester are on the committee.
National Small Cities/Rural Communities: It is at forum status with National. Marlene Crosby has worked with this group. It addresses communities under 100,000 in population and looks at more rural communities rather than urban small communities. The have worked to have programs at Congress that address issues affecting this demographic. The Board would like to encourage committees to have recognition/involvement of smaller communities. Jim Hougnon will monitor the group.
8. Committee Reports
Spring Golf Tournament: Ken Linhardt is looking for a location for this year’s tournament. They are looking to hold the tournament in September to avoid a conflict with Congress that is the last week in August. If you have a suggestion for the location, contact Ken.
Past Presidents Committee: The Action Plan will be discussed later in the meeting. Pete Adler noted that a line item of $400-$500 had been added in the 2013 budget to cover meeting expenses for the Committee.
National Water Resources Committee: Paul Hindman reported the draft stormwater regulations will be coming out in June. The 2013 Congress will have a stormwater summit split over two days and will coincide with some technical sessions. On Monday afternoon the focus will be on the draft of regulations in order to get talking points that can be sent to public works agencies for their response. The new regulations are due to be adopted in December 2014. Tuesday afternoon will discuss TMDL’s. Nationally, the committee is monitoring Congress and is lobbying for more funds for water resource projects. The Annual Meeting for the Water Resource Committee will be in Washington DC the first week in May where they will meet with the EPA during that time. Locally, Colorado Coalition for Clean Water has been formed at the County level to address issues with the EPA.
Management+ Conference: The Conference will be held May 2 & 3, 2013 at the Doubletree. It is the same location, formerly the Red Lion Hotel. The agenda is in the process of being confirmed. It will be a mix of management and technical topics. This year’s theme is “Let’s Go Big!” The price will be the same as last year.
Dave Zelenok said that he had met with Steve Markovitz (CDOT) concerning Intergovernmental Agreements (IGA). Don Hunt, CDOT Executive Director, has asked for CDOT to put together an advisory council made up of senior CDOT officials and local agencies to look at how to streamline the process. Mr. Markovitz has asked APWA to help form the advisory council and at this point, the Chapter is the only organization that CDOT has reached out to. Dave asked the Board if they feel it would be appropriate for APWA to take part and if there would be interest from members of the Board. It was agreed that it would be good to take part. Pete Adler moved to approve the Chapter’s participation in the advisory council, Jim Hougnon seconded and the motion was approved unanimously. Dave will take the lead; Bob Manwaring & Lesley Thomas (local agency) volunteered as well as Greg Hall (West Slope) and Michelle Stevens (consultant).
Historical documentation: Pamela Weimer asked for help from committee chairs, directors and past presidents in providing any historical documentation they have to help in putting together the Resource Manuals for committees.
9. Administrator’s Report (Pamela Weimer)
Awards: Pamela worked with Steve Glammeyer in putting together the Awards Luncheon. She designed and sent out the event flyers, set up registration, ordered plaques, designed the program booklets and scripts, and put together the PowerPoint presentation for the luncheon. There are 271 registered for the luncheon; 10 8-person table sponsorships, 8 10-person table sponsorships and 14 past presidents. She is working on having some of this year’s projects printed for the APWA display booth. Some of the photos aren’t of the best quality so she is working with the printer to get the best prints possible.
Steve Glammeyer announced that the William E. Korbitz award will be presented to Dave Frazier. Dave thanked the Board for the honor.
Newsletter: The January newsletter will go out next week so that it can include photos from the Awards Luncheon. The next newsletter will be published in April with the deadline for submissions on Monday, April 1, 2013.
Construction Inspection Conference: Pamela has been attending the planning meetings since last summer and will attend the conference at the end of the week and help wherever is needed.
Cvent: Pamela continues to do training with Cvent as she learns the system.
National Membership Webinars: Pamela continues to monitor the webinars with the next one scheduled for January 29th. She has not received the membership map from National yet but will forward on to the Board once she receives it. She is putting together a membership package that can be used for new members to the Colorado Chapter and will submit to the Board for their review.
Management+ Conference: Flyers with registration information will go out in February.
Snow & Ice Conference: She has volunteered to help the committee with their arrangements as one of their committee members will be leaving after this year. She will “shadow” the committee member throughout the year.
Website: On a recent webinar it was mentioned by the National APWA representative that the new website template will come out sometime in the spring but there hasn’t been any direct communication from National with an update.
Past Presidents Committee: Pamela has been attending the meetings and will help with the work program activities if the plan is approved by the Board.
Young Professionals Group: National APWA has been holding conference calls with the Young Professionals Group and Chapter representatives. National’s goal is to have an active group in each Chapter. The Chapter Board and Committee Chairs succession plan was discussed by the Past President’s Committee as an area that needs to be addressed. Having an active Young Professionals Group would help to address this issue. Pamela asked for each Board member to look within their agencies for one or two people that would be interested in being involved with this group and email her their contact information. She will work on finding a chair from that group that she can work with to set up a committee within the Chapter.
Coalition List: At the July Board Meeting, it was decided to put together a list of contacts of other similar professional organizations that the Chapter could look to partner with in its activities such as “Lunch & Learns”. The contact information can be emailed to Pamela.
10. Past Presidents Action Plan (Ron Hellbusch & Ned Williams)
The agenda item memorandum, attachments, 2010 Strategic Plan and 2010 Member Survey had been included in the agenda package. Ron Hellbusch and Ned Williams reviewed the history from previous meetings. Since the July meeting Ron & Ned have met with Dave Zelenok, Steve Glammeyer and Pamela Weimer and worked on refining the Action Plan and including specific recommendations of how to institute the Action Plan. Recommendations are two-part:
Board adopts the Draft Scope of Work for the Chapter Action Plan. Adoption does not guarantee that the Scope be fully implemented but provides guidance, perspective and reference for future Boards.
Board approves a 2013 Work Program to begin implementation of the Action Plan. The first three categories would be the most logical to focus on initially after which the last three categories could be addressed.
• Review Chapter’s current activities
• Education / Professional Development / Training
• Membership Involvement / Networking
The 2013 Work Program recommendations:
Review of the Chapter’s Current Activities: A critical evaluation of each committee and their activities helps the Chapter understand if it is meeting the membership’s needs bearing in mind that needs are different for front range, eastern plains, and west slope as well as many demographics. It is recognized that many of the current activities are successful so it is important to sustain that success as well as question if something can or should be changed. A committee would need to be formed to develop evaluation criteria, identify if there is enough variety in current programs, recognize where the Chapter is effective, and identify weak areas. This evaluation could take three to six months to complete.
Education / Professional Development / Training: Develop six to eight educational events on current topics that could be conducted either in person or through the use of video conferencing. These could include “Lunch and Learn” type formats or the use of Click, Listen & Learn webinars.
Membership Involvement / Networking: A Chapter Annual Meeting should be held. This could be a combination business and social event, perhaps with an overnight stay included. A committee would need to be formed to plan and implement this event.
After discussion, Greg Hall made a motion to approve the Draft Scope of Work. Dave Zelenok seconded and the Scope of Work was unanimously approved. John Kirk motioned to approve the 2013 Work Program with recommendations as outlined in the memorandum. Dave Zelenok seconded. The motion was unanimously approved. The group discussed the budget that would be needed to help implement the Work Program. Greg Hall motioned to approve $5,000 seed money. Bob Manwaring seconded and the motion was unanimously approved.
Review of Chapter Activities: A committee was formed with Pamela Weimer, Steve Glammeyer, Ron Hellbusch, Ned Williams, James Phelps and Lesley Thomas.
Education/Training: It was suggested to partner with similar professional organizations so that attendance could be increased with a broader reach. Contacts from the coalition list will be used. It is important to move events around the state and utilize videoconferencing so that it reaches all communities. Initially it will be quarterly events. Dave Zelenok will lead this task.
Annual Meeting: Michelle Stevens and Abel Moreno have agreed to chair the committee. Michelle had done research and submitted an outline of tasks and time frames. Pamela Weimer will email the outline to the Board. Michelle and Abel will work with Pamela to form a committee to start this process.
Dave Zelenok thanked Ron & Ned for all their work on this project and remarked that this new momentum is built on the legacy of the past Chapter groups.
11. Next meeting, date, time and location
The next meeting will be held at noon on Thursday, April 18, 2013 at the Clarion Inn in Grand Junction.
Steve Glammeyer thanked Dave Zelenok, Keith Reester, and Laura Kroeger for their service on the Board with a gift basket of west slope items.
Steve Glammeyer adjourned the meeting at 11:15 a.m.
Colorado Chapter Board Meeting Minutes
Thursday, April 18, 2013
Grand Junction, Colorado
1. Call to Order (Steve Glammeyer)
Steve Glammeyer, President, called the meeting to order at 1:15 p.m. and thanked everyone for coming. The group did self-introductions.
2. Approval of Minutes – January 2013 Meeting (John Kirk)
The January 28, 2013 minutes were distributed in the agenda package emailed to the Board members prior to the meeting. Jim Hougnon motioned to approve the minutes as submitted and Terry Rogers seconded the motion. The minutes were approved unanimously.
3. Treasurer’s Report (Jodi Lessman)
Jodi Lessman reviewed the Treasurer’s Report that had been included in the agenda package and highlighted a few items.
• Jodi Lessman and Pete Adler are working to get Jodi on the investment account. The West Slope and Chapter accounts have been transitioned.
• Payments have been made for the CAPA NCAT Scholarships, additional plaque orders, and the awards banquet and Construction Inspection Conference facility expenses.
• Upcoming expenses include the Spring Street Conference, Management+ Conference and the Spring Golf Tournament.
Iron Mountain: Pete Adler asked the board to make a decision on the Iron Mountain storage account. Pamela Weimer had all the remaining boxes taken out of storage along with the booth. Pete, Pamela and Jodi Lessman will go through the boxes and will probably be able to purge many of the old documents that are now in electronic format. Eliminating the Iron Mountain account would save the Chapter approximately $2,000 annually. The Board agreed to close the account.
John Kirk, Chair of audit committee, reported that the committee had reviewed the books and had matched to the penny! Ken moved to approve the Treasurer’s report, Pete seconded and the report was approved unanimously.
4. West Slope Branch Update (Greg Hall)
Greg Hall reported that the west slope scholarships were awarded at the Spring Street Conference luncheon with some of the recipients attending.
The West Slope Branch is planning to use some of their funds to help members attend the Public Works Institute. Susie Hervert noted that the Branch is forming an internship program to help smaller organizations with funding to get training for their employees. They would match the agency to help fund the salary of the intern. Steve Glammeyer said the idea had come from APWA National’s Leadership Training in February. Some of the other Chapters have done this and it has worked well leading more recipients to return to the public works industry, which is not always true of the college scholarship winners.
Steve Glammeyer reported that Spring Street Conference registration was up this year to almost 200 attendees with more agencies represented. Holding the Conference at the Clarion this year was approximately $2,000 less than last year’s expense. Susie Hervert thanked Steve Glammeyer for all his time and effort in putting on the conference.
5. Chapter Delegate Report (Steve Glammeyer in Paul Hindman’s absence)
Paul Hindman submitted the complete delegate report in the agenda package. If board members have questions about anything contained in the report, questions can be sent to Paul Hindman.
6. Director’s Reports
ACEC: Ken Linhardt attended the ACEC awards and has been going to their meetings. They are interested in working with us to do some joint projects. It has been suggested for the ACEC Board and the Chapter Board to meet to discuss partnering opportunities.
Street Lighting Conference: Dave Zelenok updated the group on the discussion the Board had in April 2012. Agencies that are in the Xcel service area are charged approximately $14/month per streetlight. Recently the Public Utilities Commission ordered that Xcel must give municipalities the same rate as CDOT. This ruling does not affect private industries like the Rural Electric Association (REA). The Town of Breckenridge has been on the forefront making changes to address this issue but have not had a report issued yet on the savings. Golden and Westminster are trying to buy their streetlights and be able to get the lower rate. Dave suggested that the Chapter should find a way to disseminate this information via CLL or webinar. Ken Linhardt made a motion to approve funds to hold a workshop or webinar to educate the membership, John Kirk seconded and the motion was approved unanimously. Dave Zelenok will make the arrangements for the training.
PACE Award: Jim Hougnon said that the Chapter is now eligible to apply for the PACE Award from National APWA. He has started the process and will work with Pamela Weimer on submitting for the award.
7. Committee Reports
The updated Committees, Chairs and Liaisons spreadsheet had been issued in the agenda package.
Fall Golf Tournament: Ken Linhardt has started work on the fall golf tournament. It will be held on September 23 at Perry Park in Larkspur. In order to break even, there needs to be 66 participants. The rate will be $75 for public works employees and $95 for other registrants. The fee covers lunch, green fees, range balls and prizes.
CARMA: Steve Glammeyer appreciates the work of CARMA on the Spring Street Conference held jointly with APWA. The next event for them will be the Winter Workshop in November.
Management+ Conference: Michelle Stevens asked for the Board to reach out to their organizations for registration for the conference to be held on May 2 & 3. She highlighted some of the topics including the design and construction of the Hoover Dam Bypass, CDOT reconfiguration, DIA South Terminal expansion and Lincoln, Nebraska’s innovative idea of using a competition to find creative ways to address current and future challenges in intersection design.
Spring Golf Tournament: The Spring Golf Tournament will be held May 29th at Arrowhead Golf Course. Currently there are 63 participants registered and four sponsors.
Public Works Institute: Tentative agendas have been set for the first three months. This first year the classes will be held at the Urban Drainage and Flood Control District (UDFCD) office. UDFCD has graciously offered the use of their facility at no cost. The application form and marketing materials are being finalized. There will be an article in the Spring Newsletter and information will be posted on the Chapter website.
Snow & Ice Conference: Pete Adler reported that the person who had previously been the vendor coordinator had resigned. The conference will be held in Estes Park, September 25-27.
Western Slope Snow & Ice Conference: Sean McCormick said that the conference in Gunnison will be held on September 4.
Congress: Steve Glammeyer showed a video that National APWA had sent promoting the event. If possible, we will post the event on the website.
8. Administrator’s Report (Pamela Weimer)
Newsletter: The Spring newsletter will come out in April. Pamela shared that 1969 Chapter President G.J. “Jerry” Weiss had agreed to do the Past President’s spotlight article. He had shared some great stories and photos that will be used in future newsletters as well.
Awards: Additional plaque orders are being processed and mailed.
Construction Inspection Conference: Pamela attended the Conference and reported that attendance had increased to 138 this year. Wanda DeVargas chairs the event and does a great job.
Cvent: She continues to train and learn the system; most recently by setting up the Spring Golf Tournament and Management+ Conference events.
Management+ Conference: Provides support to the committee including meeting arrangements, minutes, flyers and will work registration at the event.
Snow & Ice Conference: Pamela will be taking over the vendor coordinator duties. She will be meeting with Larry Schneider to start the transition.
Website: The rollover of the website to the new template will take place in the next few weeks. Pamela will spend some time cleaning up the information from the current website and making sure information is updated before the rollover.
Chapter Activities Review: The survey was sent out under a cover letter from Steve Glammeyer. Once the information is received she will compile it for review by the committee. She will also put together resource manuals for the committees that provide the requested information.
Annual Meeting: Pamela has been on the conference calls with Michelle Stevens and Abel Moreno and providing support as needed.
Quarterly Networking Events: Dave Frazier arranged a meeting with Marilen Reimer (ACEC), Ken Linhardt and Pamela to meet to discuss how the groups can partner. She and Ken will continue to stay in contact with Marilen and will help with the arrangement of the meeting of the two Boards. Jim Swanson put her in touch with Casey Davenhill, Director of Cherry Creek Stewardship Partners and will look for cooperative events with them as well.
Young Professionals: Pamela will be placing an ad in the spring newsletter in order to start the process of forming a group.
Colorado Membership Map: National APWA has completed the membership map showing where Colorado members are located. It was included in the agenda package.
9. Annual Review of Chapter Administrator (Steve Glammeyer)
The Board authorized Steve Glammeyer to extend the agreement with revised terms for the Chapter Administrator, Pamela Weimer.
10. National APWA Leadership Training & Membership Summit Update (Steve Glammeyer, Jodi Lessman, Pamela Weimer)
Steve Glammeyer, Jodi Lessman and Pamela Weimer attended the National APWA Leadership Training in Kansas City February 28-March 2. The group felt it was a great event and gave them a chance to exchange ideas with other Chapters. Some highlights include:
• Membership: The importance of showing the value of membership and involvement to all members but most especially the younger generation of workers. They are picky consumers who want to get the most value for their dollar and will look for what best fits their interests to be involved in. It is important to invite them to APWA & Chapter events and show them the value of the organization. Suggested ideas include student chapters, a specific board member position, and junior/student memberships.
• Scholarships/Internships: Use of funds to help agencies set up internships to help promote and involve the next generation of workers in the public works profession.
• Strategies for building effective teams: how to keep volunteers motivated and inspired.
• Chapter specific sessions: National APWA gave several sessions on the “workings” of National APWA, Donald C. Stone Center, and had specific sessions on the new website template and treasurer information. Jodi Lessman remarked that the Chapter will have to add waivers to events to post on website in order to meet requirements for insurance policies with National.
11. Past Presidents Action Plan Update (Steve Glammeyer)
Chapter Activities Review Committee: Steve Glammeyer reminded committee chairs that the information is due by May 10. Once the information is compiled, the committee will bring the report to the Board for review and recommendations.
Annual Meeting: Michelle Stevens handed out information of the work that has been done to this point.
• The Board needs to decide if the Annual Meeting will be in place of or in addition to current Chapter events.
• Research had been done on similar sized Chapters and the events they hold as well as pricing for their events. After reviewing the calendar of events held in Colorado by various organizations it appears that late summer or late fall would be best for no conflicts.
• Michelle had also put together a spreadsheet showing estimated income and expenses. The conference would need to have 200 attendees at $200 each in order to break even.
The importance of needing to do this event very well the first time necessitates that proper planning take place. At this point, it is difficult to find a facility with openings and get the speakers and agenda in place that would lead to a successful event. It was suggested that the event be held in 2014. The group will continue to move forward with event planning and Abel Moreno will give the update at the July Board meeting
12. Congress Chapter Dinner (Pete Adler)
Pete Adler had sent out a proposal for a dinner cruise to be held on Monday night of Congress so that vendors would be able to attend and would possibly allow for more sponsorships. The cost would be $110/person for a three hour cruise and dinner; 30 person minimum. If sponsors are obtained, that will help to lower individual cost. No comments had been made when the proposal was sent. The Board directed Pete to make the reservation.
13. Next meeting, date, time and location
The next meeting will be held 9:00 a.m. Friday, July 19, 2013 in Breckenridge at the Terry L. Perkins building. Tee times will start at approximately 2:00 p.m. Pamela Weimer will work with James Phelps on the arrangements.
Steve Glammeyer adjourned the meeting at 3:23 p.m.
Friday, July 19, 2013
Terry L. Perkins Public Works Building
Steve Glammeyer, President, called the meeting to order at 2:08 p.m. and thanked everyone for coming. The group did self-introductions. Steve Glammeyer congratulated John Harris and the City of Montrose for being awarded designation as an All-America City by the National Civic League.
The April 18, 2013 minutes were distributed in the agenda package emailed to the Board members prior to the meeting. Jim Hougnon motioned to approve the minutes as submitted and Terry Rogers seconded the motion. The minutes were approved unanimously.
3. Treasurer’s Report (Pete Adler)
Pete Adler in Jodi Lessman’s absence reviewed the Treasurer’s Report that had been included in the agenda package and highlighted a few items.
• The Chapter is still overall in a good position.
• The Management+ Conference had revenue of approximately $10,000 this year.
• Spring golf’s revenue was approximately $800.
• Upcoming expenses include the fall golf tournament, West Slope Snow & Ice Conference and the Western Snow & Ice Conference.
• Midyear financials are due to National APWA in August and Jodi has them close to completion.
Jim Hougnon motioned to approve the Treasurer’s Report. John McCarty seconded and the report was unanimously approved.
4. West Slope Branch Update (Greg Hall)
Greg Hall reported that the Western Slope Snow & Ice Conference in Gunnison will be held September 5 & 6. Marlene Crosby puts this conference on each year for west slope agencies at the Gunnison Fairgrounds.
Steve Glammeyer stated that the Spring Street Conference was quite successful this year with registrations up as well as number of vendors. This was the first year it was held at the Clarion Inn and the change of venue not only saved money but was well received.
5. Chapter Delegate Report (Steve Glammeyer in Paul Hindman’s absence)
Paul Hindman submitted the complete delegate report in the agenda package. If board members have questions about anything contained in the report, questions can be sent to Paul Hindman. Paul had noted that registration for the Emerging Leaders Academy is still open. Laura Kroeger commented that her experience with this leadership skills program with a public works focus had been quite positive; interesting and a great opportunity to network with others in the field from around the country.
6. Director’s Reports
Lesley Thomas said that the City & County of Denver is working to generate interest in the Public Works Institute. Denver had their own snow roadeo in June and the winners will attend the Snow & Ice Conference in Estes Park in September.
Jim Hougnon will work on submitting for the PACE award in 2014. It requires nominating a leader for the Top Ten Public Works Leaders as well as projects to National APWA. Jim, Steve Glammeyer and Pamela Weimer will work on the submissions.
Pete Adler notes that the Chapter Dinner will be held Monday, August 26 in Chicago. It will be a dinner cruise leaving from Navy Pier. Flyers have been distributed and registration is open. One sponsor had signed up so far. If the price is able to be reduced from sponsorships, reimbursements will be issued. He also mentioned that there is a White Sox game on Tuesday and if anyone attending Congress is interested, please contact Pete and he will look into tickets for the group.
John Kirk mentioned that he recently had a great experience when he presented the City of Boulder’s award for the 2013 Medium Community Boulder/CU Multimodal Improvement Project to the Mayor and City Council.
Terry Perkins remarked that he thought the invites for the Past Presidents to attend this year’s Awards Banquet were very nice.
7. Committee Reports
Fall Golf Tournament: The tournament will be held on September 23 at Perry Park in Larkspur. The rate will be $75 for public works employees and $95 for other registrants. The fee covers lunch, green fees, range balls, cart and prizes. The committee will be seeking sponsorships. Ken Linhardt mentioned that they are looking for information on Jim Murray to include in the advertising. Anyone with a suggestion for a 2014 location should contact Ken.
State All Hazards Advisory Committee: Mike Sutherland had issued a report that was included in the agenda package summarizing recent work and decisions by the committee. After considerable discussion the group voted to continue as SAHAC, but hold meetings only quarterly and have the first quarter meeting occur at the CEMA annual conference. The remaining meetings will continue at the State EOC, with the same memberships and bylaws.
Management+ Conference: John Kirk reported that the conference had seen an increase in attendance and sponsorship this year. The committee will be meeting August 1st to review this year’s conference and surveys as well as the board’s decisions at this meeting concerning the Annual Meeting.
Leadership & Management: Dan Hartman is looking for three or four people from Colorado to submit an article recognizing someone within their agency. The article needs to be 400-600 words with a photo. Lesley Thomas will do the first article and will submit it to Dan Hartman directly. If you are interested, please contact Dan at firstname.lastname@example.org.
8. Past President’s Action Plan Update (Steve Glammeyer)
Chapter Activities Review Committee: The committee will meet August 14 to review the information compiled from the committee questionnaires sent out earlier this spring. The committee will look to issue recommendations at that time.
Annual Meeting (Abel Moreno)
Abel Moreno, Michelle Stevens and Pamela Weimer have had several conference calls to discuss holding a Chapter Annual Meeting. The group felt that the new conference could be the most successful by combining with a currently successful event. They recently had a conference call with the chairs of the Management+ Conference. It was suggested the Management+Conference would be the most natural fit and the committee would then look to include tracks for all aspects of the Chapter’s demographic. The group discussed the following:
• Date: The group discussed time of year as related to other conferences within the Chapter as well as other professional organization’s conferences, weather, tying it to a seasonal event (i.e. Oktoberfest). The Board feels that the Chapter calendar is currently frontloaded and did not want to completely skip a year so the preference was to look at October 2014.
• Location: The committee felt it would be best to hold the conference in Denver this first year as being centrally located with highest population. The attendees could then be surveyed to find out preference for other locations. The location could be moved around the state each year or alternated between two locations in order to help with outreach around the state. It was also suggested to hold it at the new DIA hotel in 2016 as a way of showcasing the public works projects that were done during the South Terminal expansion. The Board agreed that it would be best to hold it in Denver the first year.
• Budget: The committee will need seed money for deposits in order to secure a location. John Kirk motioned to approved making the Management+ Conference funds available for use of the combined Annual Meeting/Management+ Conference. Jim Hougnon seconded and the Board approved the motion.
Abel will meet with the group on August 1 and discuss the recommendation of the Board to look at an October 2014 conference to be held in Denver. The committee will discuss these issues and the program and will submit a report at the September Board meeting.
9. Public Works Institute (Laura Kroeger)
Laura Kroeger reported that the committee has been meeting and has received applications for the 2013-2014 sessions of the Institute. The committee would like to see attendance of 15-20 this first year. At this point, it would be preferred to not limit attendance so that we can provide this instruction to as many interested agencies as possible. In the future, there will be marketing done in nearby states since Arizona is the only state nearby that also has a PWI. It is important that each director promote and provide applicants. Brochures were provided to the Board to take back to their agencies as well as hand out.
The group continues to work on the curriculum and instructors. Laura will send out the curriculum to the Board so they can review to see if they have recommendations for instructors on specific topics. There is a PowerPoint and outline for each topic that just needs to be tailored to the instructor’s specific experience.
It was decided to provide $1,000 in scholarships this session. It will be distributed on a first come, first served basis.
An option for the 2014-2015 sessions would be to break it into three day sessions on a quarterly basis in order to reduce travel expenses.
John McCarty stated that he, Dan Hartman and Jim Swanson are presenting at the September session and are looking for unique ideas or unusual items within your agency. They are also looking for Public Works photos to use in the presentation. Lesley Thomas said she could put John in touch with a City & County of Denver contact that may be able to help with photos. Any suggestions can be sent to John at email@example.com.
10. Next meeting, date, time and location
The next meeting is scheduled for Wednesday, September 25, 2013 in Estes Park during the Western Snow & Ice Conference. A couple of directors had a conflict with that date so the group discussed moving the meeting to Thursday. Pamela Weimer will contact the committee and the hotel to see if the date can be changed and notify Board members by email.
UPDATE: The September Board meeting has been moved to Thursday, September 26, 2013, 1:30pm in the Blue Spruce Room of the Estes Park Conference Center.
Steve Glammeyer adjourned the meeting at 3:36 p.m.
Friday, November 15, 2013
Fox Hollow Golf Course
Steve Glammeyer, President, called the meeting to order at 9:07 a.m. and thanked everyone for coming. The group did self-introductions. Steve Glammeyer thanked everyone for their understanding of the missed September meeting and remarked that the response to the flooding showed the dedication of those in public works and that there is much to be proud of in this profession.
2. Approval of Minutes – July 2013 Meeting (John Kirk)
The July 19, 2013 minutes were distributed in the agenda package emailed to the Board members prior to the meeting. Bob Manwaring motioned to approve the minutes as submitted and John McCarty seconded the motion. The minutes were approved unanimously.
• The cancellation of the Snow & Ice Conference due to the flooding does affect the budget as income from that event is used to cover operations. The group discussed the need for the Snow & Ice Conference to have money in the account to pay for deposits and other expenditures prior to the conference. The Board discussed options including splitting the amount needed from various sources and after a motion from Ken Linhardt and a second from Greg Hall, decided to pull half from the Snow & Ice Conference account and half from the Public Works Institute account. Board members will speak with the Larry Schneider prior to moving funds to ensure that they can cover their expenses.
• The Chapter Dinner broke even.
• Upcoming expenses in the next 90 days include the awards luncheon.
4. 2014 Draft Budget (Jodi Lessman)
Jodi Lessman reviewed the draft for the 2014 budget noting that the main changes to this year’s budget included the addition of the Public Works Institute and the Annual Conference. She used Michelle Steven’s proposed budget for the Annual Conference to input those numbers. Other items discussed:
• CLTAP had requested $1000 ($500 from the Chapter/$500 from the West Slope Branch) to cover scholarships for members to attend training around the state.
• CARMA income was zeroed out since membership money has not been deposited in the account. James Phelps and Steve Glammeyer sit on the CARMA board and will look into the membership dues and get back to Jodi.
• Annual Conference income is an unknown at this time. The committee is estimating registration to be $250-$275 for registration to the two day conference.
• West Slope branch awards approximately $10,000 in scholarships each year. They have decided to use that money for not only college scholarships but to help agencies pay for internships as there seems to be a better investment of those resources in exposing people to the industry and building that relationship. They also used $4,000 for scholarships to the Public Works Institute for tuition and travel expenses. The branch sets their budget at their annual meeting in December after which Jodi will revise the budget to include that information.
• Pool tournament/golf tournaments: Previously, these events had generated income for scholarships but are no longer producing any revenue. The group discussed the option of holding just one golf tournament either in the spring or in conjunction with the Annual Conference and whether they should be considered a fundraising event or a social networking event. Michelle Stevens will check into rates at the Inverness and discuss at the next Annual Conference committee meeting.
The Urban Watershed Scholarship is a pass through item in the budget.
The Board discussed the line item of educational grants and if that could be used for internships, criteria, and how to award. Lesley Thomas remarked that the City & County of Denver has a program with University of Colorado at Denver that could be modeled. Denver has been working with the university to develop a curriculum that the public works field would like to see; allowing input and a conduit to hire people. This could also be a joint effort with other professional organizations such as ACEC. Ken Linhardt mentioned that Arapahoe Community College has a public works administration program that covers finance and engineering. Steve Glammeyer, Lesley Thomas and Dave Zelenok will look into a recommendation for a program in 2014 that could be implemented in 2015.
Front line scholarships will be used for Chapter Public Works Institute scholarships.
Jodi will revise the draft budget with additional input and send out to the Board. Pete Adler motioned to approve the amended budget, Dave Zelenok seconded and there was unanimous approval.
5. 2014 Calendar of Chapter Events (Pete Adler)
Pete Adler handed out the calendar of events for 2014 and went over the dates of conferences and board meetings. The group will need to decide where to have the January board meeting in the future with the awards luncheon being changed to the Annual Conference in October.
6. West Slope Branch Update (Greg Hall)
Greg Hall said that the West Slope branch will be holding their Annual Meeting in December in Glenwood Springs.
The Gunnison Snow & Ice Conference went well with an increase in attendance this year. The West Slope Board will be discussing if they will pay to send the winners of the Gunnison Roadeo to the Western Snow & Ice Conference Roadeo in the future.
The Spring Street Conference is being planned with the committee working on the agenda. They will be looking at bids for the 2015 conference venue after the upcoming conference.
7. Delegate Report (Paul Hindman)
There are changes with the House of Delegates as they try to solidify their role. A task force was appointed and has issued their final recommendations. The House of Delegates will now be called the Council of Chapters although the delegate title will remain. Delegates will be limited to serving six years so Chapters will need to align their bylaws to the new term limit. The full council will meet twice a year; once at Congress and once during the winter. A regional meeting may still be held.
Paul Hindman has decided to “retire” from his delegate position on the Board. Steve Glammeyer thanked Paul for his many years of service to the Chapter as a delegate, officer and director.
Appointment of New Chapter Delegate
The Executive Committee met and appointed Dan Hartman as delegate and Dave Zelenok as alternate.
8. Director’s Reports / Committee Reports
James Phelps reported that the CARMA Winter Workshop will be held November 21 in Castle Rock.
Pete Adler said that he, Jodi Lessman and Pamela Weimer had gone through the old files that had been in storage. He had found some old award programs and photos that he shared with the group. Jodi Lessman has been working to scan the old invoices from 2007 that were not in electronic format and then all files will be stored electronically.
Pete is an accreditation evaluator with National APWA and mentioned that this is a worthwhile venture for municipalities as it requires agencies to look at operating procedures and why/if things should continue to be done in the same manner as well as succession planning. Other organizations within a municipality get accredited and typically are able to obtain more funding so accreditation is a plus in that respect as well.
Lesley Thomas thanked the Chapter for the opportunity to submit a leadership article in The Reporter recognizing Matt Wager with the City and County of Denver. She also mentioned that several different research papers on alternative modes of travel are on the forefront in Denver. She has been sharing research done by APWA with the City and County of Denver which shows the value APWA has for agencies.
John McCarty is on the steering committee for the Public Works Institute. He was an instructor for the November session and remarked that it is an interesting opportunity to work with the program. The students are a good mix of positions, experience and agency size. He encouraged other Board members to consider being an instructor in the future and share their experience.
Terry Rogers said that he is participating in the Public Works Institute and encouraged board members to send employees from their organizations as the Institute provides the educational experience as well as a networking aspect with all different demographics and being able to use those connections as resources.
Steve Glammeyer reminded Board members to review the diversity committee email that had been sent out and update their member profile.
9. Awards Committee (Pete Adler)
The Awards luncheon will be January 27, 2014 at noon at the Marriott Denver South at Park Meadows. Pete Adler discussed the changes for the January awards as well as the switch to the October Annual Conference. Steve Glammeyer, Pete Adler, Terry Rogers, Bob Manwaring and John McCarty will review the award nominations for the January awards.
The board discussed a policy on complimentary meals for the luncheon and decided that Board members will pay for their lunches and continue to provide complimentary lunches to the Past Presidents that are invited to the Board meeting and luncheon.
10. Ballot/Nominating Committee Report (Steve Glammeyer)
Ballots were sent out and are due on November 20. There was a good response to the call for nominations for director with seven candidates for the three open director positions. West Slope ballots went out at the same time.
11. Administrator’s Report (Pamela Weimer)
Newsletter: The next newsletter will come out after the Awards luncheon in January. The deadline for article submissions is Wednesday, January 8, 2014. There was a very positive response to the flood articles and the recognition of the City of Montrose as an All America City. Pamela Weimer asked the Board to submit suggestions for other similar, local articles.
Awards: Nominations were due Thursday, November 14. Pamela has organized them and will get flashdrives to the committee for review.
Western Snow & Ice Conference: Pamela was the exhibitor coordinator for the conference this year. She was thankful to the committee for their help as she learned the position and will enjoy the opportunity to see it all the way through.
Congress: Pamela attended sessions for the website template, Public Works Institute (PWI), marketing and leadership. She found the PWI session quite helpful for not only receiving information but a chance to talk with other Chapter’s about their Institutes.
Membership: Membership is currently down 1.60% for the year.
Annual Conference: Pamela is working with the committee on their administrative tasks. She also met with Golden Bell Press/Colorado Public Works Journal to discuss the awards issue as well as marketing brochures for the Annual Conference. They will continue to work with us on the awards issue when we move the awards to October and Pamela will forward the current nominations to them for the January issue.
Public Works Institute: The Institute is off to a great start and Pamela is helping with the administrative tasks.
Website: Pamela has gone through a training session on the eval site and has another scheduled for next week. She hopes to have the new site up around the first of the year.
Past President’s Action Plan-Chapter Activities Review: After the review process, the form and recommendations were compiled and will be sent out to the committee chairs for use in 2014. As the forms are returned, she plans to develop resource manuals for each committee that can be used by the committee and passed from chair to chair.
Past President’s Action Plan-Quarterly Networking Events: ACEC and APWA co-sponsored a panel discussion in October with approximately 40 attendees. The event was successful with positive comments and feedback. If Board members have suggestions for future events, please contact Pamela.
Young Professionals: Pamela has continued to monitor conference calls with National. She has found two people, Melissa Kudla and Emily Flagg, who are willing to take lead roles with the group. She will be meeting with them next week and will help them set up their initial event. The Board approved up to $200 to cover the cost of appetizers at the first group event.
Bylaws: National recommends reviewing and submitting the bylaws for approval every three years. The Colorado Chapter bylaws were last reviewed in November 2010 so they will need to be reviewed in 2014. Pamela will work with Pete on getting the process started.
Social Media: Facebook is updated with announcements about the awards, upcoming events and photos from the Public Works Institute. Pamela will suggest that the Young Professionals group set up their own Facebook page as well.
12. Past President’s Action Plan Update (Steve Glammeyer)
Chapter Activities Review Committee
The form and recommendations were sent out in the agenda package for review. Hearing no comments from the Board, Pamela Weimer will send out to all the committee chairs for use starting in 2014.
Michelle Stevens said that the committee researched venues along the front range and mountain areas and found that the Inverness Hotel and Conference Center provided the appropriate space and flexibility needed for the conference and negotiated on pricing. A survey is currently out seeking input from members on several topics. Additional surveys are planned. The theme for the conference is “Facing Challenges Together”. This aligns with the objective for bringing all demographics of the Chapter together. Several topics have been suggested but the committee is looking for additional maintenance/supervisory sessions. There will be three tracks; management, funding, design/technical. A suggestion was made to include tours of projects. A call for papers will also be sent out and could include tour suggestions as well. The committee would also like to find ways to encourage young professional’s attendance as well as college students. The committee will be working on a marketing/outreach plan for interest in attendance and sponsorships. A pricing structure will be set up for conference attendance that can also include the awards luncheon and/or evening social event.
13. Next Meeting Date and Location
The next meeting will be held on Monday, January 27, 2014, 9:00 a.m. at the Marriott Denver South at Park Meadows followed by the Awards Luncheon at noon.
Steve Glammeyer thanked the Board for the opportunity to serve as President this last year. He felt it was a really positive experience that he enjoyed and encouraged others to consider serving in the position. Steve adjourned the meeting at 11:40 a.m.
Monday, January 27, 2014
Marriott Park Meadows
1. Call to Order
Pete Adler called the meeting to order at 9:05 a.m.
2. 2014 Board Welcome and Introductions
The group did self-introductions.
Recognition of Past Presidents
Pete Adler welcomed the Chapter Past Presidents in attendance and thanked them for supporting the Chapter with their attendance at the meeting and awards luncheon.
3. Approval of minutes
The November 15, 2013 meeting minutes had previously been sent out as part of the agenda package. Steve Glammeyer moved to approve the minutes as submitted and Jodi Lessman seconded. The minutes were approved unanimously.
4. Jill Marilley, APWA Region IX Director
Pete Adler welcomed Jill Marilley, Region IX Director visiting from Seattle. Jill thanked the group for inviting her. Region directors try to visit all the Chapters in the region twice during their tenure. She will address the group at the awards luncheon and plans to talk about the importance of public works employees during the Super Bowl.
5. Treasurer’s Report
Jodi Lessman reviewed the treasurer’s report that had previously been sent out in the agenda package. There had not been any events since the last board meeting in November. We are in the last year of our contract with Cvent and hope to be able to move our transactions over to the new Chapter website.
Renee Railsback presented a list of agencies that were awarded CLTAP scholarships in 2013.
6. West Slope Branch Update
Greg Hall, West Slope Chair, reported that the Branch had held their Annual Meeting in December. This year they tried something new by inviting all of their membership to the luncheon and saw an increase in attendance of five extra members.
In reviewing their budget, they discussed the use of scholarship and training funds. They plan to use some of those funds to help with tuition, travel, and/or lodging expenses for the Public Works Institute (PWI). They would also like to look into using funds for the support of agency internship programs.
They have mapped their membership and would like to do an outreach to smaller communities. One idea was to host a public works director’s brunch or breakfast at the Spring Street Conference in April.
7. Chapter Delegate Report
Dan Hartman had sent a link to the Chapter Board with a link to a National APWA informational webinar about the House of Delegates becoming the Council of Chapters. Jill Marilley said that the National Board of Directors would like to utilize delegates for special group projects.
8. Director’s Reports
It was noted that we do need to form a bylaws review committee since it has been three years since the last review was done. Steve Glammeyer, John Kirk and Pete Adler will be sitting on the review committee. Greg Hall and Jim Hougnon will review the West Slope bylaws.
Pete Adler asked for volunteers to present awards to city council/board of county commissioners if agencies would like a presentation made. The following agencies were assigned:
Administration – El Paso County – Dave Zelenok
Administration – Broomfield – Renee Railsback
Administration – Greenwood Village – John McCarty
Disaster/Emergency Construction – El Paso County – Dave Zelenok
Disaster/Emergency Construction – Garfield County – Brandon Wallace
Environment – Longmont – Terry Rogers
Environment – Loveland – Pete Adler
Environment – Delta – Jim Hougnon
Parks & Transportation – Lakewood – James Phelps
Parks & Transportation – Aspen – Brandon Wallace
Structures – Colorado Springs Utilities – Pete Adler
Structures – Black Hawk – Terry Rogers
Transportation – RTD – Bob Manwaring
Transportation – Littleton – Lesley Thomas
Transportation – Greenwood Village- John McCarty
Pamela Weimer will send an email to the awarded agency making them aware of the offer and providing the Board member’s contact information to them to contact directly to make arrangements
Committee Chairs and Liaisons
Pete Adler went over the list of committee chairs and board liaisons for 2014. The updated list is attached to the minutes. Jill Marilley noted that liaisons don’t have to be on Board and if anyone has questions about any of the committees or are interested in participating they can contact her.
9. Future Events
Construction Inspection Conference – The Conference will be held at a new location this year; the Doubletree Hotel on Orchard Road in Greenwood Village. Current registered attendance is 146 which is slightly lower than 2013.
Spring Street Conference – Steve Glammeyer and Renee Railsback reported that the conference agenda is close to being finalized. The conference will once again be held at the Clarion Inn on April 23-25. The golf tournament will be April 22. They said they ran into a new situation this year concerning CDOT’s new standardized training. They asked the Board to forward any suggestions for speakers to Steve and Renee. Dave Frazier mentioned that CU Denver is instituting a master’s program for construction engineering in the fall of 2014.
Golf Tournament – Mark Proper will be chairing the golf tournament this year. It had previously been decided to hold only one tournament since the tournaments have been losing money the past few years. Mark is looking at a mid-level priced course in order to keep registration fees to approximately $75. Plans will probably be finalized in the next month and the tournament will be held the first week of June.
Annual Conference – Michelle Stevens reviewed a list of topics that were gleaned from survey results. The committee will be issuing a call for speakers in the next month. There will be a social event on the first night of the conference that will be a comedian and/or casino night. Michelle and Pamela Weimer plan to make a few visits to smaller communities to find out what topics they would like to see as well as promote membership and the benefits of APWA membership to those communities. The target registration number is 200. The 2014 awards luncheon will take place on Tuesday of the annual conference. The Board plans to encourage project of the year winners to submit to the National APWA awards program. Jill Marilley suggested having a board liaison work with the agency to assist in the submission process.
Snow & Ice Conference – Pete Adler reported that the Snow & Ice Conference will be held at the Embassy Suites in Loveland this year. The committee toured the venue and received a bid. The conference will also be partnering with the organization Clear Roads this year which will expand the conference.
10. Committee Reports
Public Works Institute – Pamela Weimer reported that the Institute has been going quite well. The student’s responses on each session’s assessments are positive and feel the instruction is worthwhile. The committee will be meeting in February to discuss the format of the 2014-2015 sessions that will most likely be held on the West Slope. Steve Glammeyer and Jim Hougnon asked to call in to the meeting to provide input.
Young Professionals – Melissa Jucha and Emily Flagg are chairing the committee. Melissa gave some background information on the Young Professionals (YP) group that is in its third year at the National and Chapter level. The goals, vision, and mission statement are to promote public works young professionals at the state level, promote social events, help the Chapter with various projects, and serve and maintain the community. The target age group is up to age 40 in all public works fields. The group is open to APWA members & non-members. Some of their events will include networking events, tours, social events and opportunities for professional development. The group will hold their first event the end of January. They currently have responses for 40 attendees. After the event they plan to survey the group for ideas and involvement. After the survey they will submit a budget request to the Board but are looking to use a combination of event fees, corporate sponsors, and chapter support for approximately four to six events in the upcoming year. They are also looking for partnering opportunities with other similar professional organizations as a long term goal. Melissa asked the Board for suggestions or interest in mentoring the group. Steve Glammeyer suggested that as the Board reviews the Chapter bylaws that they consider a Young Professionals director position as several other chapters have done. Jill Marilley mentioned that the Board can appoint a non-voting member in that position at any time.
Student Outreach Network – Melissa Jucha was part of the Emerging Leaders Academy that developed a student outreach network program and she asked the Board to reach out to alumni and promote the network. There will be an announcement in the winter newsletter promoting the group. Lesley Thomas mentioned that the Colorado School of Mines is on fall break during the Annual Conference and asked if it would be possible to offer a discounted rate to students to attend the conference. Michelle Stevens will ask the committee to look into that option.
11. Administrator Report (Pamela Weimer)
Newsletter – The winter newsletter will come out in approximately ten days. The spring edition deadline is Friday, April 4, 2014. Pamela asked the board to submit suggestions for articles to her.
Awards - Most of the last month has been spent working on the awards luncheon with making arrangements, registrations, plaque orders, script, etc. There are 175 registered; five-8 person table sponsorships, four-10 person table sponsorships, and 17 past presidents. Last year we had 272 registered so obviously a decline in attendance but with fewer categories and fewer winners, a lower number is to be expected. She went over the awards program and the directors and officers that will be presenting. The hotel employees had significant trouble in setting up the booth due to cracked and missing pieces so the Board decided to have Jodi Lessman and Pamela look into the purchase of a new booth that is more sturdy and easier to set up.
Snow & Ice Conference – Pamela will continue on as the exhibitor coordinator for the conference and will be working with the committee chair and the venue on the new layout as well as with Clear Roads in bringing in their exhibitors.
Construction Inspection Conference – Pamela will be attending the conference for a short time to take photos but will need to leave to attend another conference meeting and the Public Works Institute.
Membership - Current membership is 738 which is down 1.86% for the year.
Annual Conference – Pamela is helping with administrative tasks as well as graphics and marketing. She hopes they will be able to get the sponsorship package out in February.
Public Works Institute – She continues to help with setting up sessions, lunches, registration, CEU’s and tabulating survey results each session.
Website – Pamela has received access to the new Chapter site and will be working on getting current items loaded. She had asked for the site to be set up without any previous information on it so that will need to be cleaned up before starting to load new information. If there are things that you would like to see added to the website, please let Pamela know.
Young Professionals – Pamela mentioned that she had met with Melissa Jucha and Emily Flagg and will provide whatever support they need as they start this new committee.
12. Next meeting date and location
Pete Adler had sent out a calendar of events to all the board members previously and had asked the group to plug those dates into their calendars.
The next meeting will be held at the Spring Street Conference on Thursday, April 24, 2014, 1:00pm at the Clarion Inn in Grand Junction.
The meeting was adjourned at 11:12 a.m.
Thursday, April 24, 2014
Spring Street Conference
1. Call to Order (Pete Adler)
Pete Adler, President, called the meeting to order at 1:02 p.m. and welcomed the group after self-introductions.
2. Approval of Minutes – January 27, 2014 Meeting (Pete Adler)
The January 27, 2014 minutes were distributed in the agenda package emailed to the Board members prior to the meeting. Jim Hougnon motioned to approve the minutes as submitted and Terry Rogers seconded the motion. The minutes were approved unanimously.
Pete Adler reviewed the Treasurer’s Report in Jodi Lessman’s absence. The treasurer’s reporthad been included in the agenda package and highlighted two main items.
• The Chapter is in an overall good financial position.
• The Public Works Institute (PWI) is going well and doing well financially.
Steve Glammeyer motioned to approve the treasurer’s report, John McCarty seconded and the report was approved unanimously.
4. West Slope Branch Update (Steve Glammeyer)
Attendance at the Spring Street Conference is comparable to last year. There was better weather this year for the golf tournament and it was well attended. Renee Railsback reported that there were 198 registered for the conference (197 in 2013). The West Slope Branch awarded seven conference registration scholarships. CARMA members were given a $5 discount on their registration. There were 60 vendor representatives in attendance for 33 booths. There were only two unsold booths.
Susie Hervert reported that the West Slope Branch Board has discussed overhauling their scholarship program. They would like to still do some student scholarships but would also like to fund internships. They have been researching this option as well as working on the structure of the program. They also plan to award scholarships for the Public Works Institute since it will be held in a west slope location this next year. Information about applying will be included in the PWI email that will be sent to west slope organizations. Susie also commented on her own experience at the Institute as being very positive and feels an important part of the program is the opportunity to meet people from agencies across the state.
Pete Adler thanked the West Slope Board and the conference committee for their work on the conference.
5. Chapter Delegate Report (Dan Hartman)
There was information included in the agenda package from Dan Hartman with information on the San Diego/Imperial Counties Chapter internship program and the strategic plan that includes Region 9.
APWA created a strategic plan that was adopted in 2010. National APWA leadership feels now is the time to revisit the plan and update it. Executive Director Peter King presented the updated priorities recently at a House of Delegates meeting. There are eight main strategic priorities. The top three are not ranked but include advocacy, professional development and to support and strengthen Chapters. Advocacy of public works should not just be at the federal level but needs to include the state and local level. Professional development includes making education a priority from top to bottom in an agency. The Public Works Institutes and the Donald C. Stone Center help to provide a level of professionalism so that public works can be seen as a career path. Chapter delegates will become stronger conduits between National and the Chapters. The strength of APWA is based in the Chapter level. There are 64 delegates and they will take information from the Chapters to National to help keep the connection strong. The remaining priorities are ranked in the following order; ensure financial stability, use of technology, grow Young Professionals and Emerging Leaders, Center for Sustainability, and strengthen international ties.
The San Diego/Imperial Counties Chapter developed an internship program since they were encountering an issue that many Chapters deal with; student scholarship recipients not going in to the public works field. They are working with third and fourth year students by providing money to agencies to defray the costs of internships. Steve Glammeyer commented that the Colorado Chapter could use this model to tailor our own program so that there would be more return on the scholarship investment. Susie Hervert noted that a benefit in working with the older college student is that they tend to be more focused and interested in looking more specifically in the public works field. Dan Hartman said that the City of Golden is working with Jefferson County to develop a 100 hour program that targets engineering. Lesley Thomas reported that the City & County of Denver has a contract with the University of Colorado-Denver (UCD) where they inform UCD of their needs and UCD does the recruiting. The Board decided to form committee to look into developing an internship program. Lesley Thomas, Susie Hervert, John McCarty, Renee Railsback and Steve Glammeyer agreed to sit on the committee. Dan Hartman could help initially.
Dan also noted that National is concerned about Congress and low attendance since agencies may have problems with international travel. National has been sending out information on travel, getting passports, costs and alternative travel options such as flying into Buffalo, New York and then driving, or taking a bus or train the 100 miles to Toronto. Information will also be in the spring Chapter newsletter. The convention center is sold out so vendors are coming.
6. 2014-2015 Public Works Institute (Dan Hartman)
Dan Hartman reported that the surveys each session reflect that the students feel it is a great experience and value not only the education and training but also the opportunity for networking. Those connections will give them resources to use the rest of their career.
The PWI Committee plans to host the 2014-2015 sessions on the west slope. There will be three blocks of four days of sessions so that travel will be consolidated for both attendees and instructors. Susie Hervert noted that it is a benefit to the class to have a mix of front range and west slope attendees and that meeting monthly allows for that regular networking opportunity. PWI flyers were included in each Spring Street Conference attendee’s registration bags and Greg Hall and Pamela Weimer spoke at the opening of the session on the first day promoting PWI. Pamela will be sending out the flyer and application to West Slope agencies on Monday, April 28. Those agencies will have priority registration until May 31. There will be a maximum of 20 attendees for this session. If not all 20 spots are filled by that deadline, registration will open up to the rest of the state on June 1.
The committee will also need to look at trying to align more with the journaling and the pre and post test to allow for easy transfer to the Donald C. Stone Center credentials.
7. Director’s Reports
Steve Glammeyer congratulated the Chapter and Pamela Weimer on the newsletter receiving an award from National APWA.
Renee Railsback recently presented in Washington DC and Wyoming about the 2013 flooding and how CLTAP and other agencies responded and the lessons learned. She noted that Public Works departments should work with their councils and boards to promote the importance of preparation for an event and the timing now may help to get support. Preparing to avoid a problem is easier and less expensive than dealing with the problem. Michelle Stevens also noted that there will be a speaker at the Annual Chapter Conference that will be discussing this issue. Dan Hartman commented that the City of Golden coincidentally ran a public works citizens program right after the flooding that was beneficial in getting out information.
Lesley Thomas reported that she attended the Envision Conference. The City & County of Denver is planning to try the program on a project.
Lesley also asked if anyone was interested in sitting on an interview panel for hiring a fleet director. It was suggested to contact the Rocky Mountain Fleet Managers Association and that APWA National offers fleet management certification.
Jim Hougnon informed the Board that he will be moving to Texas so this will probably be his last meeting. He will stay on the board until he leaves but this will leave a one year vacancy in his director position. He commented that his experience with APWA has been a career highlight. Pete Adler thanked Jim for his time and efforts with APWA over the years.
8. Future Events Updates
Young Professionals (YP) Rockies Night: The group will be having a Rockies Night on May 21. Pete Adler was able to help connect the chairs with someone in the Rockies organization to get tickets at a reduced price so that they can make a little money on each ticket purchase. It was noted that they are a group that is excited to get started. This group can really help with the transition between college and professional life and provide networking among themselves as well as with the established members. Dan Hartman noted that the National has placed a lot of importance in forming YP groups. In the book, Race for Relevance, it states that associations are disappearing partly because of not getting the younger generation not only involved but involved at the leadership level. Steve Glammeyer reminded the Board of the discussion at the January meeting that as we review the bylaws we planned to look at adding a YP board position and he suggested appointing Melissa Jucha (YP Co-chair) to Jim’s spot when he leaves the board.
Golf Tournament: The Chapter will be holding only one tournament this year. It will be June 9 at Todd Creek Golf Club. Registration is now open online.
Congress Chapter Dinner: Since the Chapter is not sure what attendance will be, Jill Marilley, Region 9 Director, suggested doing a joint chapter dinner with all the Region 9 chapters. Pete Adler will work with Jill and the other Chapter representatives to make the arrangements for the Tuesday night of Congress.
West Slope Snow & Ice Conference: This conference will be September 4 and 5 in Gunnison. There will be a golf tournament on Wednesday and the Board meeting will be on Thursday at the Fairgrounds.
Western Snow & Ice Conference: The Conference will be held in Loveland at the Embassy Suites September 24-26. The exhibitors will have more room and the option to display some equipment inside as well as increased area outside. The Roadeo is an adjacent lot allowing attendees to stay in one location and easily access all areas. The hotel and conference center is located right off of I-25 which may raise attendance with easier accessibility. The Roadeo is looking at having a Bobcat course and the possibility of bringing back the executive cup. Jim Hougnon asked about the committee/Chapter making a donation to flood recovery efforts in Estes Park and Pete said he would speak with the committee about it at the next meeting.
Annual Chapter Conference: Michelle Stevens handed out the proposed schedule. The committee decided to not have a motivational speaker and instead expand the emergency management/flooding session saving the committee approximately $3000 in speaker fees. There will be three tracks; management/leadership, technical and maintenance, and financial/funding. Michelle gave a summary of speakers and topics. Michelle and Pamela will be speaking with small cities and rural communities to get their input for the remaining open slots. Renee Railsback suggested a speaker and topic of data access and incorporating into state highway program. She also asked if CLTAP could use the Awards Banquet to formally recognize the Roads Scholar, Road Master Program. CLTAP would pay for them to attend the conference and luncheon. Pete Adler said he thought it could be added to the awards program. Flyers for the Annual Conference were in all of the Spring Street Conference attendee registration bags and the sponsorship flyer was available on the table of the APWA Colorado booth at the conference. Currently there is over $11,000 in sponsorships already secured. Registration will start this summer and there will be an early registration discount. There will be registration options to include additional people for the social evening, half price student registration and registration for just the awards luncheon.
2014 Awards: Award nominations will go out this summer with a deadline of July 31 to help meet the deadline for the Colorado Public Works Journal. Projects eligible for the 2014 award need to have been completed between July 1, 2013 and June 30, 2014. Pete Adler reported that there will be recognition of individuals for young leader and outstanding public works employee, among others. This will more closely mirror what national does and the Chapter will be using similar criteria.
9. Committee Reports
Pete Adler said that he will be working on the Bylaws and will report on the progress at the July meeting.
Renee Railsback has been trying to get an update for Engineering/Technology from the national committee but hasn’t been able to reach anyone.
10. Administrator’s Report
Pamela Weimer highlighted a few of the items/events she has been working on.
Newsletter: The spring newsletter will come out the end of April or the first of May. The next newsletter deadline will be July 1 and asked the Board to submit suggestions for articles.
Western Snow & Ice Conference: Pamela has been communicating with the exhibitors about the move to the new location. An email went out to the vendors in March explaining that the conference committee had gone through a thoughtful process but as with any business decision, a sometimes difficult decision has to be made in order to allow the conference opportunity for growth and give the exhibitors and attendees the best experience possible. Interior and exterior layouts are being completed and those and exhibitor registration information will be going out on May 1. She also spoke with some of the exhibitors that attend both Snow & Ice and the Spring Street Conference and discussed the plans for the upcoming year. She has received positive feedback on the move from everyone she has spoken or emailed with.
Membership: Currently the Chapter has 742 members and is down 1.33% for the year.
Annual Conference: Flyers have been designed and printed and Pamela is working with the Colorado Public Works Journal on the awards/conference issue. Sponsorship registration has been set up on Cvent and opened.
Public Works Institute: This session is going well and the flyers for the 2014-2015 sessions have been designed and printed. Pamela will be tracking applications for the next session starting April 28.
Website: The new template is up. There have been some glitches along the way but hope that as we go forward the new site will allow for more flexibility and easier navigation. We are trying registration for the Rockies Night and the golf tournament on the site to see how registration through the website and National works.
Young Professionals: The group held their first event in February and had over 40 attendees so they are off to a great start!
Spring Street Conference: Pamela enjoyed being able to attend again and have the opportunity to speak with attendees and exhibitors.
11. Next Meeting
The next meeting will be held Friday, July 11, 9:00am at the Terry Perkins Public Works Building in Breckenridge.
Pete Adler adjourned the meeting at 3:30pm.
Thursday, July 11, 2014
Call to Order (Pete Adler)
Pete Adler, President, called the meeting to order at 9:26 a.m., welcomed the group and thanked James Phelps for hosting the meeting.
Approval of Minutes – April 24, 2014 Meeting (Pete Adler)
The April 24, 2014 minutes were distributed in the agenda package emailed to the Board members prior to the meeting. Steve Glammeyer motioned to approve the minutes as submitted and Terry Rogers seconded the motion. The minutes were approved unanimously.
Treasurer’s Report (Jodi Lessman)
Jodi Lessman reviewed the Treasurer’s Report that was included in the agenda package highlighting a few items:
The Chapter overall is in a good position.
The second and third quarter rebates had been received.
Events since the last Board meeting included the Spring Street Conference and the golf tournament.
Upcoming events in the next 90 days include the West Slope Snow & Ice Conference, the Western Snow & Ice Conference and the Annual Chapter Conference.
Cvent registrations were increased by 600 to cover upcoming event registrations. Since registrations do not roll over year to year, they will be increased as necessary.
John Kirk motioned to approve the treasurer’s report, James Phelps seconded and the report was unanimously approved.
West Slope Branch Update (Greg Hall)
The Spring Street Conference was well attended. The Conference made over $5,000 which was a little more than the previous year.
Steve Glammeyer had put out another request for proposals to area hotels and the conference center. The West Slope Branch Board discussed the proposals and decided to stay at the Clarion Inn. The Clarion Inn came in approximately $1,500 less than the next lowest bid.
The conference will be moving the golf tournament to Tiara Rado. The Clarion Inn has two shuttle vans that could be used for getting people to and from the golf tournament.
Moving the conference one week later in April worked out well for the weather this year. The conference committee decided to charge a flat fee in 2015 that will include an interior and exterior space. The exhibitor fee will increase to $300 from $275. The outside spaces will be available on a “first come, first served” basis until they are filled.
West Slope Snow & Ice Conference
The event will be September 4-5, 2014 in Gunnison. The Roadeo champion from that event will be sent to the Western Snow & Ice Conference National Snow Roadeo to compete.
West Slope Branch Annual Meeting
The meeting will be held in early December. At that time, John Baker will become president. The Branch expects to have a couple of board positions open.
Chapter Delegate Report (Dan Hartman)
Dan Hartman reported that the change to the Council of Chapters is moving forward. National APWA has hired someone full time that will be a liaison between National APWA and the local Chapters.
Congress has sold out 100% on the exhibit floor. Registration numbers are approaching last year.
Membership numbers are up a little this year. Membership is approximately 29,000. The organization is financially stable.
National APWA would like Chapters to encourage members to use the training available to them as part of their membership; Click, Listen & Learn (CLL) and conferences are available online free to members. National APWA is also looking into the possibility of making regional/chapter conferences available. Some Public Works Institutes (PWI) sessions are available online. The networking and interaction of attending PWI classes is so important that it is best to use this as a tool to make up a class or two but not for all of the instruction.
Chapter Bylaws Review (Pete Adler)
Items that were brought up during the review of the current bylaws:
Reference to Executive committee but there is inconsistency between the “Board” and “Executive committee”. The group’s interpretation is that the executive committee would be the officers.
The House of Delegates will need to be changed to Council of Chapters.
The Board would like to add a “Young Professionals” Director position. The group discussed what the definition of that position would be; no more than seven year work experience, someone in the age group of 20 to 30 years old or a combination of those. That person should also have a connection to the Chapter’s Young Professionals (YP) group. Dan Hartman will contact National APWA to see if there is a specific definition is available.
Review and update the list of standing committees or categories that the specific committees fall under. An example is the Public Works Institute would fall under the Continuing Education/Training category. Most Chapter events would typically fall under Finance/Audit, Continuing Education and Membership. It would probably be best to leave the categories more general allowing for more flexibility which would probably not need to be revised further.
The Board discussed the Colorado Association of Roadway Maintenance (CARMA) and how it functions under the Chapter. It is a state wide group with its own Board but mainly works with the West Slope Branch in putting on the Spring Street Conference and also a Winter Workshop on the Front Range. Membership does not sustain it financially. It may fall more under the definition of a committee rather than an affiliated organization. Dan Hartman will ask National about how this should function. Steve Glammeyer and James Phelps will discuss with the CARMA Board.
Pete Adler suggested having Brian VanNorman come out for the January Board meeting. He would be able to provide guidance on the revisions and if National requires certain terminology.
Internship Program Update (Lesley Thomas)
The Internship Program Committee has held one meeting so far. Committee members are a good cross-section of the Chapter membership; young professionals, west slope, Chapter Board, etc. The committee reviewed the presentation Dan Hartman had provided at the April Chapter Board meeting. The program committee had discussed the direction of the group including being a clearinghouse for internships where APWA members could specify needs and then on the other side have the interns sign up with areas they are available to work in. Melissa Jucha had researched the posting for educational institutes.
The committee had also developed a survey that was sent out to the Chapter membership. The survey asked if agencies used interns, how they are compensated, ease or difficulty in finding interns, if a housing stipend would be beneficial for the agency to provide interns and if there would be interest in using the Chapter as a clearinghouse. The Board reviewed the results of the survey and commented that the committee seems to be on the right track with the idea to provide a clearinghouse.
The committee had also reached out to American Council of Engineering Companies but their focus is slightly different. They would be interested in seeing the responses and seeing what plan develops.
The Board discussed administrative and financial support. At this point, administrative support can be provided but financial support would need to be generated. Identifying a multi-phase approach for the program may be best.
The Board also suggested having a committee member contact a human resources person to flesh out areas where the program may encounter difficulties.
Lesley Thomas will take the survey results and suggestions back to the committee to discuss at their next meeting in late July.
Lesley Thomas reported that the Denver International Airport hotel should be open in 2016 and the train line will be available as well. It was suggested that it may be a good place to hold the Annual Chapter Conference (ACC) since the plan is to move that conference to different locations. Lesley will get the name of the hotel contact for the committee. There are also tours going on now of the construction that could be an option for the ACC as well. John Kirk will take these items back to that committee for discussion.
James Phelps thanked everyone for coming to Breckenridge for the meeting.
John Harris stated that the City of Montrose recently bought a golf course so the City is learning about managing that facility.
Future Events Update
Young Professionals: Pamela Weimer reported that the group has been active with hosting a Rockies Night earlier this summer. They will be holding the first session of their Career Advancement Series as a lunch and learn on how to give presentations.
Public Works Institute: Dan Hartman and Pamela Weimer reported that the 2014-2015 sessions will be held as three four-day sessions in Montrose. The 2015-2016 sessions will be back in Denver as five two-day sessions.
Golf tournament: A summary of income and expenses was distributed to the Board. The tournament lost $222. The Board directed for the event to be billed as a social event since it no longer raises funds for scholarships. Industry representatives report that it costs approximately $92 per person to cover the costs of the fees, prizes, food, etc. so it has become difficult to make a profit.
Congress Chapter Dinner: The Chapters within Region IX have decided to do a Region IX dinner rather than separate Chapter dinners since there are only 186 from the region currently registered for Congress. The fee this year will be $84 person and the event will be held at Splendido Bar & Grill. The Chapters have been receiving a lot of inquiries about sponsorships. The flyer was designed and registration has been set up by the Colorado Chapter. Region IX Director, Jill Marilley, sent the flyer and information out to the chapter delegates and the National Board as well.
West Slope Snow & Ice: the event will be held September 4-5, 2014. The Chapter Board will hold its September Board meeting on Thursday afternoon. Pamela Weimer will send out a meeting RSVP in August as the Board will join the conference for the BBQ lunch.
Western Snow & Ice: Plans are moving along for both exhibitors and the conference speakers. Registration is open and the mailer will be going out in the next few days.
Annual Chapter Conference: National APWA President, Larry Stevens will be attending and giving the opening address on Monday. Jill Marilley will open the conference on Tuesday. The agenda is being finalized. Sponsorships are coming in. The APWA Colorado Awards Banquet will be on Tuesday. Registration opens next week. Registration information for the awards banquet will go out after winners are chosen.
2014 Awards: There are individual award categories this year. We need to set up a committee of at least three people to review the nominations. Steve Glammeyer volunteered to sit on the committee with Pete Adler. Pete will contact John McCarty to see if he would be able to participate.
The committee information had been covered previously in the future events updates.
A nominating committee will need to be formed. We will need to fill the president elect and treasurer position. This will be an item on the September agenda.
Newsletter: The summer newsletter will come out late July. The next newsletter deadline will be October 1, 2014.
Congress: If there is a session that you would like Pamela to attend, please let her know.
Committees: Pamela is busy providing administrative support for the Annual Chapter Conference, Awards nominations and banquet, pool tournament, Region IX dinner, Young Professionals group and the Public Works Institute with administrative support, graphics design, etc. She is also the exhibitor coordinator for the Snow & Ice Conference where she is working with current exhibitors as well as soliciting for new ones in processing the payments and paperwork.
The website is current. We are running the pool tournament registration through the Chapter website. We encountered a few problems with the Rockies Night and golf tournament registration but National APWA is working to resolve those.
Colorado membership as of June 30, 2014 is 729 which is down 3.06% for the year. The West Slope Branch membership is steady at 153.
The next meeting will be held Thursday, September 4, 1:00pm, at the Gunnison County Fairgrounds.
Pete Adler adjourned the meeting at 11:44 am.
Thursday, September 4, 2014
Gunnison County Fairgrounds
1. Call to Order (Pete Adler)
Pete Adler, President, called the meeting to order at 1:03 p.m.
Marlene Crosby, West Slope Snow & Ice Conference Chair, visited the Board meeting, thanked the Board for attending and indicated that attendance was up at this year’s conference and snow roadeo.
2. Approval of Minutes – July 11, 2014 Meeting (John Kirk)
The July 11, 2014 minutes were distributed in the agenda package emailed to the Board members prior to the meeting. Terry Rogers motioned to approve the minutes as submitted and Steve Glammeyer seconded the motion. The minutes were approved unanimously.
3. Treasurer’s Report (Pete Adler)
Pete Adler reviewed the Treasurer’s Report that was included in the agenda package highlighting a few items:
Bob Manwaring motioned for approval of the treasurer’s report, John McCarty seconded and the report was unanimously approved.
There are 230 participants in the west slope snow and ice conference.
The meeting will be held in December.
The West Slope Branch provided $6,500 in scholarships for the 19 Public Works Institute participants from West Slope communities.
5. Chapter Bylaws Review (Pete Adler)
Pete will work on clarifying the language regarding a few items.
The Executive Committee will define the members as President, President-Elect, Secretary, Treasurer, Past President, West Slope Chair, and Chapter Delegate.
The bylaws will be revised to state the Chapter Board will meet a minimum of four meetings rather than “five meetings” during the year. John McCarty suggested a fifth meeting would be held in 2015 in conjunction with the Construction Inspection Conference.
The wording concerning the number of members on the nominating committee will be changed from “five” to a “minimum of three”.
The Board had discussed how the Colorado Association of Roadway Maintenance (CARMA) functions within the Chapter and how it relates to the bylaws at the July meeting. Renee will share the points of discussion with the CARMA Board and then a joint meeting of the boards will likely occur in November in conjunction with the regular November Chapter Board meeting.
6. Internship Program Update (Steve Glammeyer)
Steve Glammeyer reported that the internship program had held another conference call meeting on Friday, August 29. The City & County of Denver has offered some of their forms to serve as templates for the Chapter to use. Committee members have been assigned universities and vo-tech schools to contact about internship programs and job fairs. The next conference call is scheduled for October 1 at 9:00 a.m.
No reports were made.
8. Future Chapter Events Update
Western Snow & Ice Conference
Pete Adler reported that sponsorship is up for the conference.
The Pool Tournament is scheduled for noon, Friday, October 10th at the Wynkoop Brewery.
Annual Chapter Conference
There are currently 45 registered for the Annual Chapter Conference and $23,100 in sponsorships. The agenda and speakers have been set. Larry Stevens, APWA National President and Jill Marilley, Region IX Director will both be in attendance and speaking at the conference. The program is being completed and will be mailed out the week of September 22. Emails have been regularly going out promoting the conference. The committee will be holding their next meeting on September 11 at the Inverness Hotel.
Pete Adler stated that nominations were in and there were approximately the same number as in the past. Pete, Steve Glammeyer and John McCarty are reviewing the nominations and awarded projects/individuals will be announced soon.
CARMA Winter Workshop
Renee Railsback reported that the workshop will be Thursday, November 20th at the City & County of Broomfield shops. They are planning for 100-125 in attendance.
9. Administrators Report
Newsletter: The fall newsletter will come out late October/early November. The email request for articles went out September 1. Deadline for article submission is October 1.
Congress: Pamela Weimer attended the Chapter Leaders Forum with Pete, the Public Works Institute (PWI) forum, the Chapter Treasurer/Administrator forum (at the end since they ran it at the same time as the PWI forum), the website session and other leadership type sessions including succession planning that seems to be a hot topic right now. The Annual Chapter Conference will have a succession planning session this year as well.
Annual Chapter Conference: We are making final revisions to the program that will be mailed out the week of September 22. Pamela met with Jo from the Colorado Public Works Journal and they have been coordinating the printing of the Annual Chapter Conference Program as well as the awards issue.
Snow & Ice Conference: Pamela has been very busy coordinating the exhibitors; invoicing, updating and revising files, exhibitor packets, tracking payments, major sponsor passes, coordinating with the webmaster and move in/out coordinator, etc. This year was a challenge being in a new location and having to assign new spots to everyone. Things seem to be going smoothly and the exhibitors seem excited about the new location. These last couple of weeks will be incredibly busy as we finalize all the exhibitor information, print tickets and name badges, work with the AV and sign people for the screens in the ballroom and then set up and the conference.
Awards: The nominations are in and have been set up on an ftp site for the committee to access the nomination files. Pamela will order the awards the week of September 8th. At that time the list of winning projects/individuals and the awards luncheon information will also go out.
Public Works Institute: The 2013-2014 sessions will finish up on the first two Fridays in September with the mock city council sessions that the students have prepared group presentations for. We will be awarding certificates to those who completed the program at the Awards Luncheon. Laura and Pamela have started work on the 2014-2015 sessions. Laura is setting up the schedule and instructors and Pamela will do the support. John Harris has been providing helpful information on hotels, catering, etc. as plans are made.
Pool Tournament: The flyer and email have gone out and registration is open. Another reminder email will be sent out this weekend.
Website: Pamela has been asked by National APWA to be on their website template users group. The first conference call will be later this month. Discussions will concern updates, priority of updates, uses, what is needed, etc.
Membership: Current membership (as of July 31, 2014) is 742 which is up 1.78% for the year. West Slope membership has stayed steady at 153.
10. Next Meeting
The next meeting will be held Friday, November 7, 9:00 a.m., at the Westwoods Golf Club clubhouse, 5601 Quaker Street, Arvada.
Pete Adler adjourned the meeting at 2:43 p.m.
Friday, November 7, 2014
West Woods Golf Club Clubhouse
Call to Order (Pete Adler)
Pete Adler, President, called the meeting to order at 9:11am and welcomed the group.
Approval of Minutes – September 4, 2014 Meeting (Pete Adler)
The September 4, 2014 minutes were distributed in the agenda package emailed to the Board members prior to the meeting. John McCarty motioned to approve the minutes as submitted and Renee Railsback seconded the motion. The minutes were approved unanimously.
Treasurer’s Report (Jodi Lessman)
Since the last Board meeting, the Snow & Ice Conference and Annual Chapter Conference had been held and were both successful events.
Cvent has been paid for the last year of the contract. A decision will need to be made next fall to renew, use the Chapter website for registration or go with another provider. The Board will discuss at the April board meeting. Lesley Thomas will itemize the specifications for a request for proposal for the Board to review.
Awards registrations were rolled into the Annual Chapter Conference account since registration for the awards lunch is part of the conference registration.
2014 Draft Budget (Jodi Lessman)
Jodi distributed the 2014 draft budget and highlighted a few items.
The Young Professionals committee was added to the budget. This past year the group received sponsorships for many of their events to help defray expenses.
The Chapter laptop will need to be replaced this coming year. Lesley Thomas will look into options to replace noting that a large amount of memory is needed since all receipts and documentation is now kept electronically.
The Region IX dinner was a loss since the restaurant charged for the estimated amount not the actual amount of attendees. There will be some reimbursement from the other participating chapters.
In 2015, CARMA will not charge a membership fee but will have a registration fee for the Winter Workshop.
The West Slope Branch will set their budget at their annual meeting in December.
Lesley Thomas and Jodi Lessman will contact Wells Fargo for a list of who has debit cards. The Board would prefer that all cards be credit cards going forward so those debit cards will be eliminated.
The annual audit will take place in March so the committee will be set in January.
2015 Calendar (John McCarty)
The 2015 calendar was sent out to the Board previously so Board meetings could be added to board member’s calendars. There are five board meetings scheduled. There were a few updates to the calendar including the Spring Street Conference Golf Tournament and the Winter Workshop. Pamela Weimer will resend the revised calendar to the Board and newly elected Board members.
The January Board meeting will include a visit from Brian Van Norman, National APWA Director of Chapter Relations. The Board will hold a regular business meeting at the beginning of the meeting and then turn it over to Brian to discuss several topics including membership, bylaws and chapter planning.
The West Slope Branch Annual Meeting will be held in December. John Baker will be the chair and John Harris will be chair elect. Their elected positions run for two year cycles. Brandon Wallace will continue to be the Director at Large.
Final numbers from the West Slope Snow & Ice Conference weren’t available but they did make money on the event.
Chapter Delegate Report
The National Board adopted revisions to the strategic plan in June and it has been published and available online. The three core areas that they are targeting are to support chapters, education and advocacy. The new format of the Council of Chapters has committees that will meet and cover areas such as member recruitment. He also mentioned that are working to promote the Donald C. Stone Center within the organization.
The attendance numbers at the Congress in Toronto were comparable to the previous year in Chicago.
The next Delegate meeting is in February.
Public Works Institute (PWI)
Dan Hartman had been an instructor the past couple of days at the first session of the 2014-2015 Public Works Institute in Montrose. He remarked the sessions were going well.
Pete Adler and John McCarty will work on the review prior to the Board meeting in January.
Each year the Board offers agencies that receive awards, the opportunity to have a Board member come present the award at a council or commissioners meeting. An email will be sent to the contact person for the award with the volunteer Board member’s contact information if they would like to make arrangements with them to make a presentation. Board members volunteered to visit the following agencies if requested:
City & County of Denver: John McCarty
City of Golden: Pete Adler
City of Longmont: Terry Rogers
City of Loveland: Pete Adler
Federal Highway Administration: Project of the Year – Dan Hartman
City of Arvada: Dan Hartman
City of Woodland Park (if requested): Lesley Thomas, Renee Railsback or John McCarty
Arapahoe County: Michelle Stevens
Regional Transportation District: Bob Manwaring
City of Black Hawk: Dan Hartman
City of Grand Junction: Steve Glammeyer
City of Fort Morgan: Pete Adler
City of Canon City (if requested): Lesley Thomas, Renee Railsback or John McCarty
CARMA (Colorado Association of Roadway Maintenance)
As the review of the bylaws had started a few months ago, the question of how CARMA functions under the Colorado Chapter was reviewed since they charged a membership fee. CARMA had originally been started several years ago to provide training. The CARMA board had met with Pete Adler and Pamela Weimer and had had a good conversation. The CARMA board discussed the options of functioning on their own, function as a committee under the Chapter or dissolve and it was decided it would be best to formalize the relationship by becoming a committee under the Chapter. The only real change, starting in 2015, will be that they will no longer charge membership fees but will now charge a registration fee for the Winter Workshop. They currently have a page on the Chapter website and will provide updates in the Chapter newsletter.
The Winter Workshop currently has 40 registered but typically will have 90-125 attend. Pamela Weimer will send out the information and registration form. After the event, Pamela will review the list of attendees and CARMA members for agencies that aren’t in the Chapter database. She will also do that with the West Slope Snow & Ice Conference. The group discussed outreach to smaller communities and the eastern plains. It would be helpful to find out what training would be useful to them since they may not be able to afford PWI.
Michelle Stevens, conference chair, said the first annual conference had been held on October 13 and 14 and was a success with a great turnout, large number of sponsors and an impressive array of speakers and topics. She reviewed the post conference survey results that showed attendees were happy with the format, topics and were very likely to attend the event in the future. The committee will be sending out a call for papers by the end of the year. She also reviewed information for holding the conference in Breckenridge next year during the last week of October. The Board approved holding the conference there in 2015. They would also like to start looking at holding the 2016 conference at the new hotel at the airport. Lesley Thomas will look into finding the conference committee a contact.
The awards luncheon had the largest attendance in recent years and was held on Tuesday of the Annual Chapter Conference.
Snow & Ice Conference
The Snow & Ice Conference had record attendance and filled the interior exhibit floor as well as sold the entire exterior exhibit space plus expanded the area the day of set up in order to meet vendor requests for additional space. There was also record attendance at the Roadeo. Pete Adler will remain as the Board liaison to the committee. The 2015 conference will be held September 30-October 2 at the Embassy Suites in Loveland.
Lesley Thomas gave an update on the program. The City & County of Denver has a strong internship program in place. They are willing to work with the Chapter on setting up our program and will help with running it. Marian Lujan will be our contact. The committee will customize forms for the agencies and interns to use and then the Chapter will have links to these forms and the City and County of Denver website that will connect the interns and agencies.
Everyday Lean Innovations
Renee handed out information from the Colorado Department of Transportation (CDOT) committee she has been a member of the past couple of years. There is a national push to promote innovations that promote efficiency, innovations, and streamline processes. There is funding available to get local agencies to submit ideas for these innovations. There is an application process and this year there were three agencies awarded; CDOT re-vegetation project, City of Centennial multi-jurisdiction ITS plan and CDOT’s lean innovations. CDOT is collecting a list of innovations on their website. Colorado LTAP is working with CDOT on this project and they are trying to promote the available information as well as the application process for next year.
The Winter Workshop will be held November 20, 2014 at the City & County of Broomfield.
The Construction Inspection Conference will be held February 5 & 6, 2015.
Chapter Leadership Training
National APWA holds Chapter Leadership Training every other year in Kansas City. The Chapter typically sends the incoming treasurer and the president. John McCarty and Lesley Thomas will check their schedules and arrangements will be made to attend.
Ballot/Nominating Committee Report
The ballots were sent out on Monday, November 3 and voting will close on Friday, November 20. The Board was pleased with the number of applicants for the director positions.
Newsletter: The fall newsletter will come out in the next ten days. The deadline for newsletter submissions for the winter newsletter is Friday, January 16, 2014. The fall issue will highlight the Snow & Ice Conference and the winter edition will cover the Annual Chapter Conference and the awards.
Awards: Registration for the awards luncheon went well with 10 table sponsorships and 244 registered attendees plus speakers and sponsors from the Annual Chapter Conference. Awarded agencies and their partners were offered the opportunity to order additional awards and that order will be placed next week.
Western Snow & Ice Conference: Pamela coordinated the registration of the exhibitors. There were 89 exhibitors, 22 major sponsors and 6 additional exhibitor sponsorships. All but one of the interior exhibit spaces (140) were sold and all exterior spaces plus expanded space was sold the day of set up. There was record attendance of over 900.
Annual Chapter Conference: Pamela handled the administrative support of the conference including registration and the graphics design of the program.
Elections: The candidate profile information and ballots were put together and confirmed by National APWA. Jodi Lessman set up the election on Survey Monkey and Pamela will confirm the voters by cross-checking against the membership list.
Membership: Membership as of September 30, 2014 is 742 which is up 1.78% for the year.
Public Works Institute: The first class completed the Institute in September and attendees were awarded their certificates of completion at the Awards Luncheon. The 2014-2015 class is being held in Montrose. The three four-day sessions will be held November 5-8, 2014, June 24-27, 2015 and July 29-August 1, 2015. There are 24 enrolled. The 2015-2016 sessions will be held on the front range and the format will be two day sessions held every other month over the course of a year. Dan Hartman remarked that the committee feels they will be able to handle 30 students in upcoming classes. Applications for the 2015-2016 session will come out in the spring.
Pool Tournament: Pamela set up registration for the pool tournament using the Chapter website. There seemed to be fewer problems with registration for this event than there had been with the golf tournament. She informed the Board that committee chairman, Brian Schram, is thinking of moving the tournament to the spring since both the Snow & Ice Conference and Annual Chapter Conference are in the fall.
Award for Chapter Journalism: Pamela showed the Board the award the Chapter received for Chapter Journalism at Congress in Toronto.
Next meeting date and location
Pete Adler thanked the Board members for their support this past year. He had attended many committee meetings and the events this past year and remarked that it was an exciting year with new things going on in the Chapter.
The next meeting will be held Friday, January 30, 2015, 9:30am, The Den at Fox Hollow Golf Course in Lakewood.
Pete Adler adjourned the meeting at 12:23pm.
Friday, January 30, 2015
Brad Patterson, APWA National
Call to Order (John McCarty)
John McCarty, President, called the meeting to order at 9:32am and welcomed the group including special guest, Brad Patterson from APWA National. The group did self introductions
Approval of Minutes – November 7, 2014 Meeting (John McCarty)
The November 7, 2014 minutes were distributed in the agenda package emailed to the Board members prior to the meeting. Pete Adler motioned to approve the minutes as submitted and Michelle Stevens seconded the motion. The minutes were approved unanimously.
Treasurer’s Report (Lesley Thomas)
An updated Treasurer’s Report had been distributed by email to the Board members prior to the meeting. Lesley Thomas and Jodi Lessman had met and transitioned all items over to Lesley. Lesley has been working with the Wells Fargo banker assigned to our account to get the accounts transferred over as well as confirming the people who should be signers on each account as well as hold credit cards. They are still in the process of transferring the investment accounts over. Dave Bennetts motioned to approve the treasurer’s report, Bob Manwaring seconded and the report was approved.
Lesley handed out three policy requests:
Policy Request #1: For various accounting reasons, we would like to recommend that the use of debit cards by members is discontinued, and that credit cards and deposit-only cards be issued to current debit card holders. This best practice will improve cash flow, allowing upcoming expenses to be handled in the most prudent and efficient manner. Advantages to such a change include elimination of concern regarding misuse of debit cards and a reduction in accounting issues arising from collection of cash receipts. In addition, this change necessitates the adjustment of existing spending limits to work within our $48,000 credit limit. We hope this adjustment will be an encouragement to members to deposit checks in a timely manner. Check deposits are simplified by the use of deposit-only cards; however members can still deposit checks using traditional deposit slips if they choose to do so.
Cash transactions should be virtually eliminated upon adoption of this policy, however if use of cash is necessary, cash withdrawals can be made upon approval of the Chapter Treasurer. The Board supports this policy
Policy Request #2: After review of APWA National requirements and observation of past practice, we recommend that the following position-holders be made the sole signers on the Chapter’s bank accounts:
For Committee Accounts: National, Chapter Treasurer, Chapter President, Past Chapter President, Future Chapter President, Committee Chair, Committee Treasurer.
For the Operating and Registration Accounts: National, Chapter Treasurer, Chapter President, Past Chapter President, Future Chapter President.
NOTE: Signers for Western Slope and Snow and Ice may need to vary based upon their committee structures.
Since each change made requires the approval of all signers, we would like to update this list on an annual basis. Pete Adler motioned to adopt as board policy, Bob Manwaring seconded and the policy was approved.
Policy Request #3: To facilitate expedited submittal of the Proposed Chapter Budget Report and Chapter Form 1099 Input Report due annually on January 15th, we propose the following instructions for committees:
• Submit an annual budget for your event including projected expenditures and revenues
• Submit an annual budget to the Executive Committee
• Submit W-9s to the Chapter Treasurer when invoices are submitted (invoices will be paid upon receipt of both documents)
• Submit receipts/lists of door prizes, awards, and drawings within 30 days of your event
Timely collection and organization of these documents will greatly improve the ease of this process, especially for future Treasurers. Pamela Weimer will send the form used for the Chapter Activities Review to Lesley to incorporate the instructions. Michelle motioned to approve the policy, Lesley seconded and the policy was approved.
2015 Budget Approval (Lesley Thomas)
Lesley Thomas motioned to approve the 2015 Budget submitted at the November Board meeting. Pete Adler seconded and the Budget was approved. The budget report has been sent in to National. Renee Railsback clarified that the money allotted to LTAP is for supervisory skills training and/or the Road Master program. The board directed Renee to distribute the funds.
a. Audit Committee: John Kirk, Bob Manwaring and Lesley Thomas volunteered to sit on this year’s Audit Committee
West Slope Branch Update (John Baker)
John Baker reported that one of the Branch’s goals this year is to reach out/communicate to smaller communities and educated them about APWA and how it can be beneficial to them especially with membership benefits of Click, Listen and Learns and InfoNOW.
The Branch will be holding its Annual Meeting in December.
The conferences held on the West Slope continue to do well.
The Branch is looking at funding more scholarships and the intern program as well as scholarships for employees seeking more training such as the Public Works Institute.
Chapter Delegate Report (Dan Hartman)
Dan Hartman will be attending the winter meeting in February in Kansas City that will be held in conjunction with the Leadership Training.
Dan reported that subcommittees are working on different programs.
National is looking at ways to streamline the Donald C. Stone Center programs and modifying turnaround times. One item being considered is to put mentors in the Public Works Institute training to work with small groups within PWI so that both requirements are fulfilled at the same time. The Northern California Chapter is currently doing this and Dan would like to try it with our Institute. It will be discussed further at the February meeting.
Director’s/Committee Reports/Upcoming Events
The Board reviewed the Chairs and Liaisons list that was in the agenda package.
Public Works Institute: There are 27 enrolled in the 2014-2015 session. John Harris commented that the attendees from the City of Montrose are really enjoying the session. Applications for the 2015-2016 session will go out in February.
Spring Street Conference: The schedule is being finalized and a keynote speaker has been chosen.
State Transportation Innovation Council (STIC): Renee Railsback submitted an update for the winter newsletter.
Young Professionals (YP): The Young Professionals group will be holding a networking event in the next few weeks and would like to have board members attend if possible to allow the YP’s the opportunity to meet and interact with them.
Internship Program: Lesley Thomas has asked the committee to have a face-to-face meeting prior to the April Board meeting in Grand Junction.
Annual Chapter Conference: The theme for the 2015 conference is “Building Resilient Communities”. A call for papers will be issued in the next few weeks.
Awards: The awards program runs from July 1 to the following June 30 of each year. The awards luncheon will be held on Monday, October 26 in Breckenridge at the Annual Chapter Conference.
CARMA: The committee is looking for a location to hold the Winter Workshop on October 15.
Colorado Municipal League: The Colorado Chapter provides a speaker for their annual conference each year. This is an opportunity for the Chapter to promote APWA.
Chapter Dinner: Pete Adler has been in contact with Region IX Director, Jill Marilley, and they have been discussing if there will be another regional dinner at Congress this year instead of individual Chapters.
Construction Inspector Conference: The conference will be held February 5 and 6 at The Wildlife Experience.
Spring Golf Tournament: The golf tournament will be held June 9 at Mariana Buttes in Loveland.
Pool Tournament: The pool tournament will be held at Wynkoop Brewery but no date has been set.
LTAP: Renee Railsback reported that she developed a training session on the topic of public works role in emergency response and employees as first responders after the 2013 flood.
ACEC: Pamela Weimer will remain in contact with Marilen Reimer to cross promote events between the organizations.
Newsletter: The next newsletter will come out in the next couple of weeks. The next deadline is Friday, April 3, 2015. The winter issue is covering the Annual Chapter Conference and Awards and the spring issue will cover the Construction Inspection Conference.
Western Snow & Ice Conference: Pamela has been working on confirming last year’s exhibitors for the 2015 conference. She has confirmed 69 out of the 89 confirmed. Some needed to wait until the first of the year for their budgets so she will be following up with them in the next few weeks. At the 2014 conference, we sold 138 of the 139 interior spaces and we’re able to oversell exterior spaces; 134 sold of an original layout of 130.
Annual Chapter Conference: Pamela continues to provide support to the committee.
Public Works Institute: Information and applications will be available in February for the 2015-2016 session. Pamela will have brochures available at the Construction Inspection Conference and the Spring Street Conference along with other APWA & Chapter materials.
Spring Golf Tournament: Mark Proper, committee chair, has contacted Pamela and plans are underway for the spring tournament. She will be preparing the flyer and will set up registration on the Chapter website.
Membership: Membership as of December 31, 2014 is 744. Membership is up 2.06% for the year. West Slope Branch membership has stayed steady at 156 members (as of 1-22-2015).
Next meeting date and location
The next meeting will be held Thursday, April 23, 2015, 1:00pm in Grand Junction.
Thursday, April 23, 2015
John McCarty, President, called the meeting to order at 1:32pm and welcomed the group. The group did self-introductions.
Approval of Minutes – January 30, 2015 Meeting (John McCarty)
The January meeting minutes were previously distributed in the agenda package that was emailed to the Board members. Dave Schmit motioned to approve the minutes as submitted and Pete Adler seconded the motion. The minutes were approved unanimously.
Treasurer’s Report (Lesley Thomas)
Lesley Thomas announced that a new laptop was purchased for the treasurer position.
An updated Treasurer’s Report had been distributed by email to the Board members prior to the meeting. APWA has received the membership rebates for completing and turning in the paperwork to National APWA.
Lesley has been working with the Wells Fargo banker to get the accounts transferred over and finalizing the people who need to provide wet signatures on each account. Lesley is the only one that can change items on the accounts but others with access can view the information.
The annual audit was turned in on April 14, 2015 by John Kirk and Bob Manwaring.
Dave Bennetts motioned to approve the treasurer’s report, Bob Manwaring seconded and the report was approved.
Chapter Administrator (John McCarty)
Pamela Weimer has been serving as Chapter Administrator for the past three years. John McCarty and Michelle Stevens conducted Pam’s performance review last month.
The Board discussed a pay raise for Pamela based on her performance. Dan Hartman motioned to renew Pamela’s contract and the pay raise discussed by the Board. David Bennetts seconded the motion and it was approved.
Bookkeeper (John McCarty)
Lesley Thomas has brought it to John McCarty’s attention that she and her assistant are putting in 40 to 50 hours a month as treasurer. The group agreed this is too much for a volunteer position. Lesley noted that Pete Adler and Jodi Lessman did a great job to get us to where we are today, which is why the treasurer position does not take a lot more time. Options considered included paying a bookkeeper and splitting the duties. Lesley prepared a task summary for treasurer and bookkeeper duties. Pam had also checked with several other APWA Chapters to see if anyone was using a bookkeeper. A spreadsheet was provided in the packet with information on other chapters and how they handle the treasurer/bookkeeping position. To add bookkeeping as an additional duty, we would need to revise the administrator contract and receive approval from National APWA. If it is a temporary task, then the contract does not need to be amended or go to National. The bookkeeper would be about 10 to 15 hours per month. John and Michelle had discussed this option with Pamela and she believes she can help with these duties. The Board discussed how to cover the additional costs associated with the bookkeeping duties including savings from using a new event registration site and/or interest from investments. We may want to try and transition over the next few months using investment funds and the clause in the administrator contract for additional hours for some tasks. Lesley could bring Pam up to speed over the next few months. The Board felt that $3500 seemed a reasonable amount for the additional hours.
Dan Hartman suggested setting aside some money so Pam and Lesley can coordinate a transition prior to the end of the contract with Cvent. Pete Adler and Bob Manwaring will assist John and Michelle on the transition with Pam under the current contract.
The Board thought internal controls and splitting responsibilities make sense. John McCarty also suggested having a CPA review the responsibilities.
Registration Fees (Lesley Thomas)
Lesley Thomas noted that some events by the Chapter did not break even . The Colorado Chapter should change our target from break even to providing a cushion (seed money for the next event) and raise registration fees or reduce expenditures accordingly to prevent from losing money on some events.
One suggestion was to have committees set budgets to include a 5% cushion. Credit card fees also need to be taken into consideration since they can include as much as 4% additional fees. Planning for expenses should be in the 5-7% range when doing budgets. We need a board Policy for budget planning events. Lesley noted that the Chapter has investment funds that could be drawn down to a certain amount. The Board should discuss what would be a reasonable amount to maintain in the checking account to cover an emergency. The Board suggested having the CPA provide an opinion of what would be a reasonable amount.
Dan Hartman made a motion that all event chairs should target revenues of 110% of planned budget/expenses (setting registration fees) as a guide but to not make this a barrier from wanting to try new things and be innovative. This amount includes event fees, registration site and bank fees, and a cushion. Michelle Stevens seconded the motion. The motion passed.
Colorado Engineering Council Invoice (Lesley Thomas)
Lesley Thomas received an invoice from Colorado Engineering Council for $100. This did not seem to be an organization that the Chapter supports and was not sure of the value. Lesley will contact the representative and identify the reason for the invoice.
Professional Manager of the Year (John McCarty)
In the handout for the meeting is a congratulatory letter to David Hollingsworth, City of Loveland, as the APWA Professional Manager of the Year in Water Resources. He will be recognized at Congress.
Other Organization Participation (John McCarty)
APWA is supporting the WTS reception for CDOT Executive Director Shailen Bhatt by distributing event information. The door charges should cover the event cost. WTS has not requested financial support.
APWA is partnering with ASCE on a sustainable design presentation. Information is in the handout provided at the Board meeting and will be held May 7, 2015. It is $700 for expenses, but any amount would be appreciated by the organization. Bob Manwaring made a motion to help sponsor for a total of $200. Dan Hartman seconded. The motion passed. Lesley Thomas will need an invoice.
Congress Region IX Dinner (John McCarty)
The Region IX dinner at Congress will be at Rustler’s Rooste on Tuesday, September 1, 2015. Jill Marilley, Region IX Director, and Pam are organizing the dinner.
Chapter Level Training on the Self Assessment / Accreditation Program offered by National APWA (John McCarty/Dan Hartman)
Ann Daniels of National APWA Accreditation, will bring a training seminar to Colorado. Pamela can send something out to the membership to see if there is interest in hosting. The cost is approximately $1500 for the training. The board will discuss this item further at the July meeting once they see what agencies may be interested in hosting. There have been over 100 agencies accredited with Greeley being first and Golden was the thirteenth.
Spring Street Conference- John Baker and Renee Railsback reported that over 200 attendees are at the Spring Street Conference. Registration breakdown is 151 registered attendees, 13 scholarship recipients for local agencies, 7 speakers, and 38 vendors and additional representatives.
Spring Street Conference Golf Tournament- There were 13 golf teams, which is three more than past tournaments. There was also a “hole in one” sponsor. The Clarion Inn provided a shuttle to Tiara Rado as a perk in the contract.
West Slope Internship Program -John Harris spoke about a West Slope pilot internship program to promote public works. John has prepared a draft application and asked for feedback on the application by May 22. Lesley Thomas has a form that fits right in and will discuss the Chapter program versus West Slope program later in the meeting.
Public Works Institute (John Harris)
John Harris stated that the next Public Works Institute session is in June. There are 24 participants and the final session for this term is in July.
Colorado Public Works Journal (John McCarty)
The Colorado Public Works Journal has offered us a 500-600 word space to provide an article in the Journal each quarter. John McCarty will do the spring and summer edition. Someone from Snow and Ice Conference can add to the summer-fall edition and Michelle Stevens and Abel Moreno can provide an article for the Annual Chapter Conference and Awards Banquet for the summer-fall edition. The fall-winter edition deadline is October 2. Michelle suggested having an article regarding the national and local technical resources that APWA provides. APWA provides broader available information that is not used as often as it should be. Dan Hartman will assist with writing such an article.
Young Professionals (YP): YP will be hosting a Rockies Game on May 20, 2015.
Annual Chapter Conference: Michelle Stevens reported that the hotel contract was signed for the venue in Breckenridge. The Call for Papers is out and papers are due May 15, 2015. The committee is pursuing West Slope vendors since they do not believe that all of the Denver area vendors for the past conference may make the trip to Breckenridge. James Phelps is assisting with locating brewpubs in Breckenridge for a Sunday night event.
APWA Leadership Conference: Dan Hartman reported on the recent Leadership Conference. He emphasized that National has many services available and have not been as proactive in getting that information in front of members as might be needed. Membership benefits include Click, Listen, and Learns (CLLs) and past Congress information. National is focused on agency memberships for the front line people or some type of auxiliary memberships. There may be an option for membership, but not full membership, that is targeted for street crews. Another emphasis is education. The Council Chairs for the Donald C Stone Center had a long discussion about how accreditation moves forward to make Public Works more of a profession. They will meet in June to formulate something to put before the National APWA Board and announce at Congress.
There is a Chapter Professionalism award given out every year. John McCarty mentioned pursuing the PACE Award but noted that advance planning is needed to submit.
Internship Program: Lesley Thomas noted that Marion Lujan is retiring from the City & County of Denver internship program and so they needed to rethink the program. This program could begin any year and can start anytime. There were several forms developed for the internship program that were distributed and discussed at the meeting. The Young Professionals group could be mentors. A new leader will need to be found to replace Marion.
The Chapter is not ready to institute this program at this time and funding will need to be discussed in future budgets. We may start a funding program once we see how the West Slope program works and then provide seed money for the program. This will be discussed at the July board meeting. Lesley Thomas will send information to John Harris and John Baker, West Slope chair, to review with John McCarty. Dan Hartman also has information from San Diego that he will send to John Harris to work with, including a contract. A contract needs to be approved by National APWA. John McCarty, Pete Adler, and Michelle Stevens will meet and discuss who could be a front range representative for the committee.
APWA Chapter Exchange Web Series: National has requested that the Colorado Chapter provide two webcasts that highlight the services we offer our members. They have requested one for the YP group and one on how we reach out to the maintenance and operations folks. Michelle noted that this is a 5-15 minute webcast based on a 5-6 slide PowerPoint. National then records audio to go with the slides. They would like to complete this in May. Melissa Jucha from YP would be the logical candidate for YP and Doug Legg from the Snow and Ice committee would be a potential candidate for maintenance. Michelle will reach out to Melissa and Kimberly Dall and Michelle could assist. John McCarty will reach out to Doug.
National Committees on Transportation and Small Cities/Rural Committees: Renee Railsback has submitted applications for both of these committees. Brian Usher is to go through applications for appointments in the next few weeks. .
CARMA: There were 13 recipients from the West Slope this year for Spring Street Conference registration. Next year, they will send a letter to the agencies to let them know about the scholarship.
Young Professionals:Kimberly Dall reminded everyone of the upcoming Rockies game. She reported that the Happy Hour at Fados had a decent turnout with great networking.
National Public Works Week: Kimberly Dall reported that the City of Brighton is promoting it and does a proclamation. James Phelps said that the Town of Breckenridge also does a proclamation. John McCarty reported that the State of Colorado Governor’s proclamation has been requested.
Spring Golf Tournament: The golf tournament will be held Monday, June 8, 2015 at Mariana Butte Golf Course in Loveland.
Next Meeting Date and Location
The next meeting will be held on Friday, July 17, 2015, 9:00am, in Breckenridge.
Friday, July 17, 2015
Terry L. Perkins Public Works Facility
Call to Order (John McCarty)
John McCarty, President, called the meeting to order at 9:07a.m. and welcomed the group. The group did self-introductions.
Approval of Minutes (John McCarty)
The April 23, 2015 minutes were distributed in the agenda package emailed to the Board members prior to the meeting. John Kirk motioned to approve the minutes as submitted and Dave Bennetts seconded the motion. The minutes were approved unanimously.
Treasurer’s Report (Lesley Thomas)
Lesley Thomas introduced Christy Sandt who assists Lesley with the Treasurer duties.
The Treasurer’s Report was sent out prior to the meeting in the agenda package. Lesley reviewed the following items:
Golf Tournament: There was a small loss.
Registrations: Cvent and National APWA checks for event registrations have been deposited.
Upcoming Events: Region IX Dinner and the Snow and Ice Conference take place before the next Board meeting.
Expenses: Committee expenses and the co-sponsorship of the CDOT reception.
Annual Chapter Conference: Lesley submitted the credit information for The Village for the conference.
Accounts: Lesley has had the debit cards turned over to credit cards, removed former committee members from accounts and added new members. Transitioning from debit to credit cards allows for credit cards statements to be itemized. Lesley commented that she would rather pay large invoices by check requiring two signatures.
John Baker reported that Brandon Wallace, Mike McAndrews and Pat Henricksen had vacated their West Slope Branch Board positions. An email has been sent to West Slope Branch members and the Board has received interest from four people. Once the deadline is reached the Branch board will vote on replacements.
The Public Works Institute being held in Montrose is going well.
The Spring Street Conference went well and had record attendance. The Branch awarded eleven conference scholarships.
The Branch Board has instituted their internship program and has provided funding for two agencies; City of Montrose and City of Steamboat Springs.
John will be attending the Gunnison Snow and Ice Conference and will promote APWA membership and the Public Works Institute. The Branch will also be sending the Roadeo winners from Gunnison to the Western Snow & Ice Conference and National Roadeo in Loveland.
The Board asked John to help promote the Annual Chapter Conference since it is being held in Breckenridge in October.
The CARMA Winter Workshop will be held at the Town of Parker on Thursday, October 15, 2015.
Dan Hartman reported that Peter King, National APWA Executive Director has resigned to take a new position in Washington State. Larry Frevert, a former APWA President, will be interim director. National APWA has hired a search firm and expects the search process to take six to nine months.
The National Board would like to see more involvement with the Donald C. Stone Center (DCSC). They would like it to be accepted practice for the credentials offered by DCSC to be common in the hiring process and have been looking at how people currently in those positions can become credentialed without going through a lengthy process. A draft of a temporary alternative credentialing path has been submitted to the professional development council of the National Board. At the Chapter level we need to encourage qualified people to become credentialed so that it becomes accepted practice.
Enrollment for the Emerging Leaders Academy is currently open and suggested encouraging employees to apply. The application deadline is August 14 and enrollment is limited to 16 people.
Dan also mentioned that National is looking at a reduced membership price for maintenance type employees. The membership may not include all benefits but would provide access to educational information.
The Board reviewed the suggested changes that had been sent out in the agenda package. Some of the revisions were from the new model from National and some were tailored to specific Chapter needs. Summary of changes:
Article II, Section 2. Adding language recommended by the APWA model bylaws updated in September 2014.
Article II, Section 3. This change puts into the bylaws an Executive Committee policy adopted a few years ago. The situation can arise due to budget cuts of the employers where expenses to go to board meetings are not available. Part of this policy is an emphasis the Chapter President should attend Congress each year, and if the President's employer does not provide funds to attend, the Chapter will cover up to $2,000 of their expenses. That expense is budgeted by the Colorado Chapter annually.
Article VI, Section 1. This language designates one Chapter Director as an Emerging Professional Director. The definition of an Emerging Professional is later in the bylaws.
Article VI, Section 6. Substitutes the term "House of Delegates" with "Council of Chapters."
Article VI, Section 6. We remove the final sentence as redundant and not necessary.
Article VI, Section 8. The Designation of the Emerging Professional is stated and what it means is defined.
Article VI, Section 9. Adding the term "Immediate" for "most recent.". The reference to Immediate Past President is elsewhere in the bylaws already.
Article VI, Section 9. This revision formally removes the Vice-President position from the bylaws.
Article VII, Section 1. The Executive Committee has had a lot of discussion about the committee structure and the relationship we have to major conferences and activities. This committee structure recognizes the operation of the Chapter, and formalizes our relationship with the Colorado Association for Roadway Maintenance, Western Snow and Ice Conference, and Annual Conference.
Article VII, Section 6. Addition of language recommended in the model bylaws.
Article VIII, Section 2. Addition of language recommended in the model bylaws.
Article IX, Section 2. After discussion, the Executive Committee determined that only four meetings are needed per year, knowing additional meetings can be called.
Article XII, Section 2. The Chapter Bylaws required a group of 50 or more members necessary to petition to form a branch. The model bylaws recommend a group of 10 or more members necessary to petition to form a branch. The Executive Committee discussion looked at 10 as a low number but 50 was high. The consensus was that 20 or more members would work well for Colorado.
Article XII, Section 6. Addition of language recommended in the model bylaws.
Dan Hartman motioned to approved the revised bylaws for submission to National APWA. Lesley Thomas seconded and the motion was approved unanimously.
The West Slope Branch should review their bylaws every three years as well. John Baker will discuss with the Branch Board at their annual meeting in December.
Bridge Building Contest Scholarship through ACEC (John McCarty)
The American Council of Engineering Companies (ACEC) has asked if we would like to continue to participate in the Bridge Building Contest Scholarship. In the past the Chapter has awarded a $250 scholarship to the 2nd place winners in Regions 1 and 2. The Chapter Board would like to continue with the scholarship program. Pamela will notify Marilen Reimer.
Chapter Level Training on National APWA Self-Assessment / Accreditation Program (John McCarty / Dan Hartman)
National APWA will send Ann Daniels, Director of Accreditation, if there is enough interest from local agencies and districts. There are currently close to 100 accredited agencies. We would need to get three to five organizations interested in attending. The costs associated with Ann’s visit would be covered by the agencies and the Chapter. Dan Hartman and Pete Adler will contact cities, counties, and agencies for interest. Many agencies are already doing the majority of requirements but are not aware of the accreditation process.
The West Slope Branch awarded two $3,000 internship scholarships to the City of Montrose and the City of Steamboat Springs.John Harris said their intern had started two weeks ago and will spend two weeks in each division before finishing in engineering with a project.The Branch Board plans to send out the information earlier next year to generate more interest.
The Chapter will be observing how the West Slope program works and review the program and process to see how it could be implemented on the front range.
The Chapter will also recognize the interns at the Awards Luncheon.
Public Works Institute:The final session of the 2014-2015 session will be held the last week in July in Montrose.There are currently 24 enrolled in the 2015-2016 session that will be held at the Southeast Metro Stormwater Authority (SEMSWA) office starting in November.
Spring Golf Tournament
Pete handed out the Chapter Activities Review Form including the income and expenses but the credit card fees and one refund were not included in those numbers.Mark Proper will be working on the tournament again next year.
Congress/Region IX Dinner
The Region IX Dinner will be held at Rustler’s Rooste in Phoenix.Dan Hartman will invite the attendees from New Zealand and Australia.
The Board discussed moving the Pool Tournament to be held during Public Works Week in May and agreed that it would be a good idea.The Young Professionals (YP) group would be invited to make it a networking event for their group.Melissa Jucha, YP chair, had also suggested having a YP member paired with an older APWA member.Pamela Weimer will notify the pool tournament and YP chairs of the recommendation.
Marlene Cosby handles the conference in Gunnison.The golf tournament is held on Wednesday and the conference starts on Thursday.
Pete Adler reported that planning is going well.Brian Usher, current President-Elect, will be attending.The committee consolidated the evening events into one social event to be held on Thursday.This year will once again have the Supervisor Certificate Workshop and new this year will be the Traffic Incident Management program.
Michelle Stevens handed out the flyer that will go out in the Spring/Summer newsletter. Periodic notifications will be sent out by email.Sponsorships are available and the sponsorship flyer will also be included in the newsletter.
The email announcing nominations were open went out on June 19.The deadline for nominations is August 7.John McCarty, Pete Adler and Michelle Stevens will be judging the nominations.
Michelle Stevens reported that the Young Professional slides for the web exchange series had been sent to National.The other submission will most likely be about the Roadeo.
John McCarty reported that the Low & Slow Tour with Aileen Cho and Dan McNichol was in town in June and met with the Regional Transportation District.They were having car trouble but the City & County of Denver were able to repair “Mrs. Martin”, the nickname for the 1949 Hudson Commodore they were driving. John also took them to dinner.John will invite them to attend the Region IX dinner as guests of the Colorado Chapter.
John reviewed an email sent out to the Board detailing some activities of the Emergency Management committee.
Administrator Report (Pamela Weimer)
Newsletter:The spring/summer newsletter will come out the week of July 20th.The next submittal deadline is Friday, November 6, 2015.The fall issue will cover the Snow & Ice Conference and the winter issue will cover the Annual Chapter Conference and Awards.
PACE Award:Pamela reviewed what items are needed to submit for the Presidential Awards for Chapter Excellence (PACE) award and the deadlines involved.The will be sending an email to the Board asking for assistance with a few of the items.
Region IX Dinner:Pamela has been working on the arrangements with Jill Marilley, Region IX Director.There are currently six sponsors.She will send out email invites to the conference registrants.
Western Snow & Ice Conference:Work continues on filling exhibitor spaces and getting the required paperwork in from each exhibitor.The mailer has gone to the publisher and registration is now open.
Awards Program:The award nomination forms were emailed out on June 19.After the committee reviews the nominations, Pamela will provide the information to the Colorado Public Works Journal and order the awards.
Annual Chapter Conference:Pamela continues to work with the committee and will be working on setting up Cvent for registration.
Public Works Institute:Pamela attended the June session in Montrose.The students will be presented with their certificates at the Awards luncheon. 24 of the 30 spots have been filled for the 2015-2016 session.An announcement will be in the spring/summer newsletter.
Pool Tournament:Pamela will contact Brian Schram, pool tournament chair, and Melissa Jucha, YP chair to make arrangements for holding the event during Public Works Week.
Young Professionals:Since the pool tournament will be held during Public Works Week, the YP group will look to move their Rockies night to later in the summer.The YP group has asked the Board/Chapter to participate in a “Professional Speed Meeting” event where YPs and APWA members would be matched up for sport periods of time to discuss specific times.The Board agreed that this would be a good event and would like to do it during the January to March timeframe.Pamela will contact Melissa to make the arrangements.
Cvent and other quotes:Pamela received a proposal from Cvent and is looking at other companies that provide the same service.She will be attending a conference for event planners at Coors Field on July 30th that will have some options for conference software as well.She will send a comparison spreadsheet to the Board after she receives all the quotes so that they can review prior to the September Board meeting.
Membership:Membership as of June 30, 2015 is 748.Membership is up 2.61% for the year.West Slope Branch membership has stayed steady at 159 members.
Next Meeting Date and Location:
The next meeting will take place on Thursday, October 1, 1:00pm at the Embassy Suites in Loveland during the Snow & Ice Conference.
John McCarty adjourned the meeting at 11:47am.
Colorado Chapter Board Meeting Minutes
Thursday, October 1, 2015
John McCarty, President, called the meeting to order at 1:04pm and welcomed the group and our special guests, Brian Usher, APWA National President and Jill Marilley, Region IX Director. The group did self-introductions.
Jill Marilley thanked the Colorado Chapter for help in organizing the Region IX dinner and updated the group on activities occurring at the National level.
Fiscal Year Transition: Jill is planning to do a phone call in a couple of weeks with Region IX chapter representatives to discuss treasurer reporting moving to a fiscal year to align with National APWA.
Membership: National is looking at membership options for operations/maintenance people as well as Young Professionals (YP).
Executive Director: Peter King resigned earlier this year to take a job in Washington. Larry Frevert is the interim director. They will look for the replacement to have visionary, forward thinking.
National Snow Roadeo: Jill and Bo Mills, Region IV Director, have started a conversation at the National level about a roadeo. At this point it is still just a discussion as they look at options of our official designation of the roadeo, doing something at Congress or doing nothing. If it progresses to a committee discussion, Colorado will have a seat at that table, most likely the Snow & Ice committee chair, Larry Schneider.
Approval of Minutes (John McCarty)
The July 17, 2015 minutes were distributed in the agenda package emailed to the Board members prior to the meeting. Dave Bennetts motioned to approve the minutes as submitted and John Baker seconded the motion. The minutes were approved unanimously.
The treasurer’s report was sent out in the agenda package. Lesley has reviewed the Chapter budget and related that facility and catering expenses are the largest expenses. It is important for committees to review those costs and think through pricing strategies in order to make sure that they cover those expenses. Committee budget numbers are based on trends as opposed to submitted budgets.
Lesley will have the budget ready for review and approval at the November board meeting.
The bank is working to get credit cards with the correct credit limits to those that were discussed at the July board meeting.
The Snow & Ice conference paid for a Costco membership that the rest of the Chapter can use as well. Becky Sullivan, Snow & Ice, and Pamela Weimer will have the cards. It is a business membership so we will earn 2% back on purchases.
Cvent Management Software (Pamela Weimer)
Pamela reviewed various event management sites/software and narrowed it down to a few that offered options for registration (not ticket based), support, check in, name badges and mobile apps and submitted pricing to the executive committee. In reviewing our contract with Cvent, in order for us to terminate we would have to submit a notice to them 60 days in advance of our contract end date. This date was prior to the date of the board meeting so the information was sent to the executive committee to make a decision. The sites reviewed came in at similar pricing although some did it in different formats. Cvent charges a per transaction fee based on the number of transactions purchased and length of contract. Other companies charge a percentage of the registration fee and additionally a per transaction fee. There would still be a need for a credit card processing fee with all of the companies which would be either through them or through our bank.
Pamela also reviewed each committee’s needs for registration of their events. We have been running the golf tournament, Rockies night and pool tournament on the Chapter website and haven’t had any problems. Based on the committee needs, it was determined that all of the Chapter events except for the Snow & Ice Conference could be run on the Chapter website. Because of the complicated needs of Snow & Ice, she discussed the options with Larry Schneider and Becky Sullivan, Snow & Ice committee chair and treasurer respectively, and they determined that it would be best for that committee to stay with Cvent and agreed to cover the cost for the Cvent contract. The contract will be reduced just to the number of transactions that Snow & Ice needs. If a problem would arise with other committees and they would want to return to Cvent, we can add additional transactions to the Cvent contract at any time and that committee would be responsible for those charges.
CARMA – Winter Workshop Registration (Lesley Thomas)
Lesley spoke with Mark Johnson, CARMA treasurer. Registrations will go into that account and then it will be moved to the committee account minus bank charges.
The Board had previously discussed bringing Ann Daniels, National APWA Director of Accreditation, to Denver for a workshop that agencies could attend to learn more about accreditation, the process and to ask questions. Several agencies have expressed interest in attending the workshop. She will be in Colorado in November to meet with Arvada on their accreditation. Pete Adler will check to see if it would be possible to tie it in with that trip. Once we have more information, an announcement can be sent out.
Dan Hartman mentioned that one way that accreditation may help agencies is with insurance. Police agencies receive a discount from CIRSA for being accredited. Accredited agencies were in the bottom 5% for claims compared to all agencies. CIRSA is going to look at this issue.
John Baker reported that the Branch lost three directors this past year but replaced them with other members to finish their terms. In the upcoming election, they will have the secretary and three board positions open.
This past year, the west slope branch started an internship program. The City of Montrose and the City of Steamboat Springs each received $3,000 to help fund their internship program.
The Branch Board will review the bylaws, budget and scholarships at their meeting in December. They will also be looking at how they can better support West Slope communities and how APWA membership can benefit them with the member’s library, information on the website, etc.
Nominating Committee / Board Elections (Pete Adler)
Pete will head the nominating committee that needs to consist of three past presidents plus two additional members.
We will be approving the bylaws revisions on the ballot. We will designate a director to the “Emerging Professional” Director slot and then that spot will come up for election in 2016.
Western Snow & Ice Conference (Pete Adler)
Pete reported that there were over 1000 registrants and over 80 vendors that filled added spaces. Sessions were well attended and the Roadeo went well.
Annual Chapter Conference (Michelle Stevens)
The program will be emailed out and posted on the Chapter website. Speakers are set as well as casino night. Sponsors continue to come in. The YP group is going to help with the mobile app and moderating sessions. The conference will also be providing rooms for public works directors and the YP group.
The committee has begun to look at a venue for 2016 in the Denver and Colorado Springs areas.
Brian Usher remarked that committees can make a request for a National presence at any event.
2015 Awards (John McCarty)
Pete, Michelle, and John chose award winners. There were fewer nominations this year. John suggested that committee chairs talk about the awards program at all of the events.
John had a meeting with Jo Taylor from the Colorado Public Works Journal and mentioned that we should try to promote CPWJ as part of our events as they devote two of their issues to Chapter events; the Snow & Ice and Awards issues.
CARMA Winter Workshop (Renee Railsback)
The Winter Workshop will be held at the Town of Parker’s new facility on October 22. The registration fee will be $25. John Baker will ask Larry Schneider to mention the workshop during his announcements at the Snow & Ice conference. Renee will send information to Pamela to get registration set up on the Chapter website.
The Board discussed the benefits in making a bid for the 2020 Congress. Dan Hartman mentioned that it generates a new generation of people involved with APWA since it requires so many volunteers; it strengthens the Chapter. Proposals will be due in 2016.
John McCarty reported that he attended the president’s forum at Congress. He remarked that a couple of Chapters are doing training for mechanics/fleet managers. Renee Railsback said that LTAP would like to do more with those same groups so she would be willing to help.
Lesley Thomas recently visited Amsterdam with a group from the City & County of Denver to learn more about the green lane project. She has reference material if anyone is interested. CDOT is planning a transportation conference on October 27.
Renee Railsback reported that the LTAP Board has two open positions. They are looking for towns, specifically, to participate. The Wyoming LTAP center is working with CDOT on a low volume roads survey and encouraged everyone to fill out the survey. She also mentioned the State Transportation Innovation Council (STIC) had money left over last year and there will be new money available in 2016. Renee has information for those that are interested. She also mentioned that John Polhemus has retired and Steve Marshall resigned from the CARMA board so there are two open positions. They may make some changes at this time of transition. If you are interested in being on the committee, please talk to Renee.
Michelle Stevens is working on areas she would like to focus on during her presidency in 2016; the YP group, internships and technical committees. If you have suggestions, please send them to her. The YP webcast done by Melissa Jucha and Kimberly Dall was very well done and should be available on National’s website in October. Brian Usher reiterated the importance of utilizing the YP group and keeping them involved.
Kimberly Dall mentioned that the YP group is still planning to do the “speed meeting” with experienced members to share their experiences.
Pete remarked that this will be his last official board meeting since he will be unable to attend the November meeting. He has enjoyed his eight years on the Board and thanked the Board for the opportunity.
PACE Awards Submittal (Pamela Weimer)
Pamela Weimer is working on the items needed for the submittal. It was decided to do a food drive during the Annual Chapter Conference for our community service project. She still needs volunteers to write diversity and sustainability articles. She will send out another email request.
Administrator’s Report (Pamela Weimer)
Newsletter: The next newsletter deadline is Friday, November 6. The fall issue will cover the Snow & Ice Conference and the winter issue will focus on the Annual Chapter Conference and Awards Luncheon.
Region IX Dinner: The final summary was sent out to the Board in the agenda package. The dinner was a success and we have received several compliments on the event.
Western Snow & Ice Conference: Pamela worked with the exhibitors again this year as well as providing support in other areas. There were 83 exhibitors with some existing exhibitors expanding their spaces.
Awards Program: Awards have been ordered and work continues on the program, PowerPoint and taking orders for additional plaque orders.
Annual Chapter Conference: Administrative support is being provided to the committee in preparing for the conference. Pamela will also be doing a mobile app for the conference.
Public Works Institute: Planning is well underway for the 2015-2016 session that will start on November 5. The session will be held at the SEMSWA office. We will once again be submitting for CEU’s for this year’s sessions.
Membership: Membership as of September 30, 2015 is 736. Membership is down 1.6% for the year. West Slope Branch has stayed steady at 160 members (as of 9-14-2015/stays within 2-3 members of that number).
The next meeting will be Friday, November 13, 2015, 9:00am at The Den at Fox Hollow.
John McCarty adjourned the meeting at 3:30pm.
Friday, November 13, 2015
The Den at Fox Hollow
John McCarty, President, called the meeting to order at 9:10a.m. John thanked the group for their efforts and support this past year.
Approval of Minutes (John Kirk)
The October 1, 2015 minutes were distributed in the agenda package emailed to the Board members prior to the meeting. Renee Railsback noted that STIC needed to be revised to State Transportation Innovation Council. Dave Bennetts motioned to approve the minutes and John Kirk seconded the motion. The minutes were approved unanimously.
The treasurer’s report was sent out in the agenda package. Events that had occurred since the last board meeting were the Snow & Ice conference, Annual Chapter Conference, Awards Luncheon and the CARMA Winter Workshop. It was noted that the Region IX Dinner had been finalized but the final bill for the Annual Chapter Conference has not been paid.
Michelle Stevens still hasn’t received her credit card and John Baker needs a credit card. Lesley Thomas will get those set up. Each committee chair/treasurer has access to view their account online and the Executive Committee can see all the accounts.
Lesley met with Christine Sandt and Pamela Weimer on how we can streamline the processes and work with providers. This past year Christy had spent approximately 40 hours a month doing bookwork with approximately half of that time being spent tracking the event charges through Cvent and Wells Fargo credit card processing for those registrations. Christy had done an analysis of credit card fees. Using Wells Fargo to process the Cvent fees would run between 6-12%. Under National, fees run around 3-3.5%. We have asked Cvent for a proposal to have them process the credit card. The Board gave approval to sign a contract with Cvent for processing credit cards if the fee is less expensive.
The Board also supported setting up a Dropbox for committee chairs and treasurers to use for receipts, invoices, deposits, W9’s, contracts, etc. This should allow for a faster, more efficient system. This system will be reviewed and instructions provided to committee chairs and treasurers at the January onboarding session.
Expenses are tracked by conference totals and also by line items such as food, venue costs, etc.
John Kirk motioned to accept the Treasurer’s report, Michelle Stevens seconded and the report was approved.
2016 Budget (Lesley Thomas)
The Executive Committee has been working to refine the budget. Lesley had emailed out five years of expenses/revenue/actuals. The budget that has been set for 2016 is a balanced budget. The proposed budget will use all the dollars to keep the Chapter running as it has been but balancing some of the line items out and adding $6000 for internships in addition to the West Slope internships. Scholarship amounts will remain the same. Line item 670 has been added for subcontractor fees such as graphics designer, administrator, website hosting, etc.
Reserves will be kept in order to pay bills that come in prior to revenue, as well as a reserve for bookkeeping fees. The Executive Committee was conservative in their estimates in order to make sure that the Chapter stays in the black. Revenues have been trending up but so have expenses. Registration estimates were kept low to be conservative. Reserves are kept in a conservative investment fund. It will be important for us to keep a healthy reserve fund if we decide to make a bid for PWX in 2020. The Board would like to include a line item for a bid in the next budget as there are significant expenses associated with hosting PWX.
The West Slope Branch will be reviewing their budget at their December 3, 2015 meeting.
It is very important to emphasize monitoring expenses and revenue each year during the onboarding training at the January meeting.
Each year the budget is monitored and managed as we move through the year.
John Kirk motioned to approve the proposed 2016 budget, Dave Bennetts seconded and the proposed budget was approved unanimously.
Lesley Thomas noted that National APWA has notified Chapters that they will need to convert from calendar to fiscal year to align with National. Two options for the conversion are offered by National:
Option A (preferred): Begin fiscal year reporting on July 1, 2016. This would mean adopting a 6 month budget that runs from January 1 to June 30 and then adopt a full fiscal year budget for July 1, 2016 to June 30, 2017. The 6 month budget is due January 31, 2016. The 2017 fiscal year budget is due July 31, 2016.
Option B: It would be business as usual for 2016 and then we would need to convert in 2017. Bi-annual financial reports will be required during the calendar year 2016 reporting period.
The group discussed what would be the best option for the Chapter and after considering pros and cons for each, the Board decided Option A would be best. Michelle Stevens motioned to institute Option A, Dan Hartman seconded and the Board unanimously approved Option A. Michelle Stevens will sign the form and Lesley will submit it to National APWA by the due date of January 15, 2016. The Board asked John Baker to notify the West Slope Branch of the change to their budget and submit the 6 month budget to Lesley.
2016 Calendar (Michelle Stevens)
The 2016 calendar was part of the agenda package distributed prior to the meeting. Michelle reviewed the events for 2016. Renee Railsback noted that CARMA tried to move their event to October in 2015 but ended up having to move the date twice so she is not sure if they will keep it in October or go back to November.
We plan to do a detailed calendar with deadlines for all of our events. This will be part of the onboarding session in January.
West Slope Branch update (John Baker)
The West Slope Branch will be holding its annual meeting on December 3. At that time they will work on the 6 month budget and bylaws. Once they have revised their bylaws, Pamela will forward to National for approval and then send out to the West Slope Branch members to vote on. They will meet again in March and will review the scholarship program at that time.
The West Slope Branch continues to reach out to communities with educational opportunities, scholarships and the internship program.
Delegate Report (Dan Hartman)
The Donald C. Stone Center Public Works Executive class is filled for this year. They will open another 25 spots in April. The credential requires 10+years managerial experience including 15 years in public works. National APWA will start advertising the program after the first of the year.
We will be reporting our committee chairs and liaisons for technical committees to National after the January board meeting.
Directors / Committee Reports
Accreditation: There are seven agencies interested in attending the accreditation workshop that the Chapter is sponsoring in December. We haven’t received the costs for travel and hotel for Ann Daniels as of today. We will be charging each agency that attends a fee of $100 to help cover those costs as well as the continental breakfast and lunch. We are not limiting the number of attendees from each agency. If an agency would like a council person or commissioner to attend, they should come for the first hour when she does an overview of the program. After that the presentation becomes more detailed on the process. Dan Hartman motioned to approve the Chapter covering the remaining costs. John Kirk seconded and the motion was unanimously approved.
Roadeo: There has been a discussion at the National level concerning the creation of an APWA National roadeo competition. National APWA will be forming a task force to discuss. They have asked for a representative from the Colorado Chapter. The Board has appointed Pete Adler as our representative. The task force will make a recommendation to the National APWA Board. The Board has asked Pete to keep Larry Schneider, Snow & Ice committee chair, in the loop of communication.
Investment of Chapter Reserves: National APWA offers investment portfolios to chapters. There are no minimum requirements. It may be a benefit to use this opportunity through National because of the transitions of officers. Lesley Thomas will look into the option.
Community Service Project: The food drive that we ran in conjunction with the Annual Chapter Conference went well. We donated several boxes of food to the Family & Intercultural Resource Center in Breckenridge. The Board thanked James Phelps for delivering the donations to the Food Bank.
2016 Presidency Platform: Michelle Stevens discussed the items she would like to work on during 2016 including internships, working with the Young Professionals group and reaching out to that age range and the PACE award.
Annual Chapter Conference: Michelle stated that the conference had gone well. Attendance was lower than what was needed but there had been an increase in west slope attendees which was one of the goals. The post-conference survey had just been completed and the committee will be reviewing those results. They have not received the final bill from the hotel yet.
John Kirk: John thanked everyone and stated it had been a pleasure to work with everyone on the Board the last several years. John McCarty thanked John for service as secretary since 2008.
Colorado LTAP: Renee Railsback said that she was very close to hiring a trainer to work with her at LTAP.
2014-2015 Public Works Institute: John Harris reported that a couple of people on the west slope had not been able to attend the Awards luncheon in October so he has been able to present them with their certificates at their town board meetings.
Upcoming Events Update
January Board Meeting - onboarding
Lesley Thomas, Christy Sandt and Pamela Weimer will be working on the agenda for the onboarding session in January that will provide information to committee chairs and treasurers as well as new Board members.
Construction Inspection Conference
The conference will be held February 4 & 5, 2016 at The Wildlife Experience in Parker. Pamela has been in contact with Wanda DeVargas, committee chair, and will be working with Wanda and the committee as they plan the 2016 conference.
YP Event Update
Kimberly Dall reported that the YP group had done a great job as moderators at the Annual Chapter Conference. They have another year of networking and educational events planned for 2016. They will be holding the “speed meeting” event in March, another session of the Career Advancement Series in April, the annual pool tournament in May, a Rockies game in June and a chapter wide networking event in September.
Nominating Committee / Elections Report
Ballots have been emailed out and voting will end on November 20 for both the Chapter and West Slope Branch. The revised Chapter bylaws were also included on the ballot for approval.
Fall Newsletter: The newsletter will come out in the next couple of weeks depending on when the remaining articles come in. This issue will focus on the Snow & Ice Conference and the 35th anniversary of the conference. The winter newsletter will come out early February and will cover the Annual Chapter Conference and Awards. The deadline for the winter issue is Friday, January 15, 2016. The email request for articles will be sent out the first part of December. There is always an open request for articles on a project or relevant issue.
Annual Chapter Conference: The conference went well with 158 attendees including speakers and sponsors. The committee will start planning for the 2016 conference by the end of the year.
Awards: The awards luncheon was held on Monday of the Annual Chapter Conference. There were an additional 50 attendees just for the luncheon. There were fewer nominations this year. The Chapter will be working with the Town of Telluride to submit the Colorado Project of the Year at the National level. An email had been sent to each of the winners offering a board member to attend a council/commissioner’s meeting. If Pamela hears back from any agencies, she will forward the information and date to the Board to volunteer if they are available for the presentation.
Elections: We set up the election on the Chapter website for the first time this year. So far, she has not heard of any problems and voting is occurring. She will report the new Board to National once the election is over.
Public Works Institute: The first sessions of the 2015-2016 class were held November 5 & 6 and the group got off to a great start! The class is at full capacity of 30 and we are holding seven spots for the 2016-2017 class.
PACE Award: Articles on sustainability and diversity will be in the fall newsletter. We ran the food drive at the Annual Chapter Conference that met the community service requirement. Pamela participated in a conference call earlier this week put on by Rhonda Wilhite that provided information on submitting for awards and PACE. We will need to work with the Town of Telluride for the Project of the Year submission and the City of Fort Collins for Larry Schneider’s nomination as a Top Ten Leader of the Year. She asked for Board members to volunteer to help her work on the paperwork and submissions, especially if they had familiarity with the process.
Pool Tournament: Pamela met with Brian Schram, committee chair, and Melissa Jucha, YP chair, to discuss the 2016 tournament. Brian is planning for the Friday of Public Works Week (May 20). He will be confirming the date and time in the next few weeks. It will most likely be at The Wynkoop Brewery since that location accommodates the event quite well. Registration will open in February and will be looking to offer a discounted rate for YP members to encourage them to attend as a networking event.
Colorado Public Works Journal (CPWJ): John McCarty has volunteered to do the Chapter article for the next issue. The next two deadlines will be February 26, 2016 and April 1, 2016.
Young Professionals: The YP group would like all the Board members to attend the “speed meeting” event. Once the date and location have been confirmed, Pamela will send that information out to the Board to put on their calendars. The group is working on obtaining sponsors to cover the cost of appetizers.
Onboarding session: Pamela will work with Lesley and Christy on the agenda and presentation for the onboarding session in January. They will be covering the Chapter Activities Review Form, registration for events, reporting to the Treasurer and how to use Dropbox for receipts, invoices, etc.
Membership: Membership as of November 9, 2015 is 735. Membership is down 1.6% for the year. The West Slope Branch stays steady. They currently have 159 members and typically stay within 1-2 members of that number.
The next meeting will be Friday, January 22, 2015, 9:00am, at Fossil Trace Golf Course in Golden.
John McCarty adjourned the meeting at 12:08pm.
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