American Public Works Association Colorado Chapter Board Meeting Minutes Friday, January 19, 2018 9:00 a.m. Board Meeting Fossil Trace Golf Course 3050 Illinois Street Golden, Colorado Present: Steve Glammeyer Dan Hartman Lesley Thomas James Phelps Greg Hall Susie Hervert Kimberly Dall Renée Railsback Melissa Jucha Jay Goldie Paul Ruud Mike Martin Pamela Weimer Guests: Brian Van Norman Michelle Stevens Excused Absences: Pete Adler Laura Kroeger David Bennetts Bob Manwaring Dave Schmit
1. Call to Order (Lesley Thomas) Lesley Thomas, President, called the meeting to order at 9:10a.m. Lesley thanked Greg Hall for serving as President this past year. The group did self introductions. 2. Approval of Minutes (Renée Railsback) The minutes had been distributed in the agenda package prior to the meeting. Paul Ruud motioned to approve the minutes, Kimberly Dall seconded, and the minutes were unanimously approved. Renée Railsback provided a handout of slides on APWA Training Opportunities that she used in a presentation to Front Range Community College and CDOT (in development of the AAS Degree program) addressing currently available training opportunities in Colorado for public works professionals. 3. Treasurer s Report (Kimberly Dall) Kimberly made a minor adjustment to the chapter administrator salary allocation that had been previously approved. The Board unanimously approved the revision. Kimberly noted that our Wells Fargo account has a rewards program that can be cashed in for items, gift cards or cash. The Board directed Kimberly to choose cash for the reward points unless another item is needed and at that time she would notify the Board for approval. Kimberly had provided a list of people that are currently on the bank accounts allowing them to review the account online. She recommended that we reduce the number of people on accounts so that there is less need to update the lists. She will remove Teri Newhouse and add Scott Grayson to all accounts (required by National) and update the list as follows: PWI: Kimberly and Laura Kroeger Snow & Ice: Kimberly, Rebecca Sullivan, Larry Schneider Region IX Dinner: Kimberly CARMA: Kimberly, Renée Railsback West Slope: Kimberly, Sean McCormick Chapter Operations: Kimberly Annual Chapter Conference: Kimberly, Andy Meyerkord The current treasurer s report was sent out to the Chapter Board prior to the meeting. She noted that the Chapter is in overall good standing. Consistent with predictions since the last update, the past few months have shown a significant draw on expenses and less revenue generated, contrasting the prior period of income outweighing expenses. Expenses can largely be attributed to payments related to the Western Snow & Ice Conference and Symposium for Sustainable Infrastructure 2 events. Smaller expenditures but significant to note are the Annual Chapter Conference and Awards Luncheon, additional plaque orders, CAPA scholarship and preparation for the Construction Inspection Conference. Upcoming events prior to the next
Board meeting include the Construction Inspection Conference (February) and the Spring Street Conference (April). Greg Hall motioned to approve the treasurer s report, Lesley Thomas seconded, and the report was unanimously approved. 4. President s Report (Lesley Thomas) Lesley Thomas asked the Board to consider looking at someone to help with bookkeeping to help provide consistency to the treasurer position as it transfers every two years to the elected treasurer. She suggested Christy Strauch who previously helped Lesley with the treasurer duties during her tenure. If the Board decides to hire someone, there will be an independent contractor contract reviewed through National. Lesley reviewed the 2018 Chapter Calendar that was sent out in the agenda package. She asked the Board to consider eliminating the September board meeting (the one that alternated between Gunnison and Loveland) as our bylaws only require four meetings annually. The chapter has three conferences plus PWX in that time frame, so it is already busy. If needed, an additional board meeting could be added. The Board agreed to eliminate the September meeting. The board does want to make sure we have at least one meeting a year on the West Slope and currently there are two; April in Grand Junction and July in Breckenridge. The Board Contact list was part of the agenda package. There were no corrections to the listed information. It was noted that some board members have restrictions on receiving attachments in their board emails and cannot receive Zip folders. If that affects a board member, they can contact Pamela to have it placed in Dropbox for review. The Board received the current list of committee chairs (Chapter and National) and liaisons in the agenda package and the list was reviewed and updated (attached). Additional committees may be added after the strategic plan is completed. Brian commented that the chapter is welcome to have a liaison participate on national s Technical Committees. Lesley handed out a summary of the Board s discussion in November listing Ways to Learn, Ways to Serve and Ways to Network and Have Fun that the Chapter provides. 5. Administrator s Report (Pamela Weimer) Newsletter: The winter newsletter will come out in the next couple of weeks. This issue will focus on the Annual Chapter Conference and the awards. The spring newsletter will come out in late April/early May and will cover the Construction Inspection Conference. The deadline for the spring issue will be Friday, April 13, 2018. The email request for articles will be sent out the first of March. If you have ideas for articles or would like to submit something on a relevant issue or topic, please contact Pamela. Construction Inspection Conference: The conference will be Thursday & Friday, February 1 & 2, 2018 at CU Denver South (formerly the Wildlife Experience). Registration is currently 73 which is down considerably from last year when the final attendance was 181. Pamela encouraged board members to promote the conference within their organizations. She has been working
with the committee on registration, CEU submittal and name badges. The Chapter will also set up the booth and have marketing materials available. Annual Chapter Conference: The committee is busy planning the 2018 conference. It will be held Monday & Tuesday, October 29 & 30 at the Arvada Center. The Call for Papers will be going out next week. Snow & Ice Conference: The committee has chosen their theme (Balancing Act: Demands vs. Resources). We will be changing the exhibitor show to just two days; Wednesday and Thursday at the request of the vendors since attendance in the exhibit hall is low on Friday. They are starting work on speakers and sessions and emails will be going out to the exhibitors in March. Public Works Institute: The first session was held on January 11 & 12. Laura has great sessions planned for this year using a combination of public works professionals and professional speakers. Spring Street Conference: I will be working with the committee as needed in setting up registration and helping with the golf tournament registration and exhibitors. PACE Award: I have followed up with the Project of the Year winner and the Top 10 Leader of the Year nominations. An email was sent to all the nominees encouraging them to submit last fall and another reminder was sent last week. At this point I m aware of Jefferson County submitting for their Crawford Gulch Retaining Wall project and Westminster is submitting for Westminster Station. Colorado Public Works Journal Articles: Topics and contributors were discussed and assigned. Pamela will email the contributor and Jo Taylor so that they have contact information for the submission. Spring: Article due 2 23 18 (Published 3 12 18): Lesley Strategic Planning Spring/Summer: Article due 4 27 18 (Published 5 14 18): Jay Goldie Accreditation Summer/Fall: Article due 7 6 18 (Published 7 30 18) Snow & Ice Issue: Young Professionals Melissa Jucha/Kimberly Dall Fall: Article due 8 24 18 (Published 9 17 18) APWA Awards Issue: Steve Glammeyer Funding Fall/Winter: Article due 10 19 18 (Published 11 12 18): Paul Ruud value of membership in small cities/rural communities Winter 2018: Article due 12 14 18 (Published January 2018): James Phelps as new Chapter President Membership: Membership as of November 30, 2017 is 782. Membership is down 1.39% for the year. West Slope Branch membership as of 1 10 18 is 137 members. 6. Upcoming Events Construction Inspection Conference: February 1 & 2, 2018, CU Denver South Spring Street Conference Golf Tournament: April 17, Tiara Rado, Grand Junction Spring Street Conference: April 18 20, 2018, Clarion Inn, Grand Junction State Backhoe Competition: April 20, 2018, Clarion Inn, Grand Junction
7. West Slope Branch Update (Paul Ruud) Paul Ruud, Chair, reported that the West Slope Branch held their annual meeting in December. Scott Mattice, Pitkin County, will be Chair Elect. There is one board seat open that the Branch is looking to fill. Susie Hervert will be the new West Slope Branch representative to the Chapter. Paul plans to review the branch s membership to see who is represented and encourage participation with an emphasis in getting new people involved. The Branch is hoping to host a networking event in June with Branch board members making personal phone calls to extend invitations. The Branch will meet again in March. 8. Chapter Delegate Report (Dan Hartman) In Pete Adler s and Laura Kroeger s absence, Dan Hartman reported that there is a committee working on developing the tests for the Public Works Supervisor and Public Works Manager certifications. They will most likely be looking at the Public Works Executive s certification in another year. The current Donald C. Stone designations will fall under the new program. The Backhoe Roadeo at PWX went well and he encouraged the Chapter to promote this year s event at the Spring Street Conference more widely so there is participation from across the state. National is in the process of doing beta tests of the financial software for four chapters of various sizes. Once the software has been finalized, they will work on an intermittent rollout schedule over two to three years. 9. Next Meeting Date and Location The next meeting will be Thursday, April 19, 2018, 1:00pm, at the Clarion Inn in Grand Junction. 10. Adjournment Lesley Thomas adjourned the meeting at 10:18am.