September 2014 Chapter Board Meeting Minutes

 

 

American Public Works Association

Colorado Chapter Board Meeting Minutes

Thursday, September 4, 2014

1:00 p.m.

Board Meeting

West Slope Snow & Ice Conference

Gunnison County Fairgrounds

Gunnison, Colorado

 

 


Present:

Bob Manwaring

John McCarty

Terry Rogers

Pete Adler

Renee Railsback

Steve Glammeyer

Jim Hougnon

Greg Hall

James Phelps

Brandon Wallace

John Kirk

John Baker


Excused Absences:

Lesley Thomas

Jodi Lessman

Michelle Stevens

Dan Hartman

 

 

 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:

  • The Chapter overall is in a good position.

  • Upcoming events in the next 90 days include the West Slope Snow & Ice Conference, the Western Snow & Ice Conference and the Annual Chapter Conference.

    Bob Manwaring motioned for approval of the treasurer’s report, John McCarty seconded and the report was unanimously approved.

 4. West Slope Branch Update  (Greg Hall)

West Slope Snow & Ice Conference

There are 230 participants in the west slope snow and ice conference.

West Slope Branch Annual Meeting

The meeting will be held in December.

Scholarships

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.

 7. Director’s Reports

No reports were made. 

8. Future Chapter Events Update

Western Snow & Ice Conference

Pete Adler reported that sponsorship is up for the conference.

Pool Tournament

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.

2014 Awards 

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.

11. Adjournment

Pete Adler adjourned the meeting at 2:43 p.m.

 

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