SDSWMA Board Minutes Tuesday, September 11, 2011, Best Western Ramkota, Rapid City Call to Order President Mike Boerger called the meeting to order at 6:49 p.m. Board members present were Mike Erickson, Bob Iverson, Karl Merbach, Dave McElroy, Karen Weeldreyer, Valerie Keller, Tim Kenyon, Jay Koch, Jay Johnson and Executive Director (ED) Carolyn Trautman. Board members absent were Mike Coleman, Keith Dedrickson and Ryan Badten. Also in attendance was board nominee Fred Snoderly, Public Works Director in Madison.

Administrative Actions and Approvals Motion by Tim Kenyon, second by Dave McElroy to approve minutes from the 6/15/11 board meeting, motion carried. Secr/Treas Erickson reported a balance in US Bank checking of $28,462.72 and a balance of $45,621.96 in investment savings accounts. Erickson reported a balance of $29,673.15 in the scholarship fund as of August 31, 2011 with the 2010 and 2011 scholarships paid by the Association, total amount $4,000.00 to be paid back to Association from scholarship fund. Motion to approve financial report as read by Bob Iverson, second by Karl Merbach, motion carried. Board accepted resignation of Phyllis Packard from scholarship committee and new appointment of Todd Langland of Brookings. Karen Weeldreyer indicated interest in serving as the committee chair, position previously filled by Phyllis. Point of order indicated committee would elect new chair. Motion by Dave McElroy, second by Karl Merbach to approve scholarship financial report and committee appointment, motion carried.

Carolyn provided a copy of her current contract for services and indicated that it was due for extension to September 30, 2012 or cancellation. Board moved to enter into executive session to discuss contract at 7:12 pm. Regular session reconvened at 7:22 pm. Motion was made by Tim Kenyon, second by Dave McElroy to approve contract extension at a monthly rate of $2,500.00 plus sales tax effective October 1, 2011. The Board expressed appreciation for Carolyn’s efforts over the years.

Old Business ED reported that the newsletter still has not gone out. The website is at the designer and should be completed by Christmas of 2011 and membership is remaining steady with about 75 of the 120 renewal invoices paid to date. The 2012 annual conference will be held at the AmericInn in Ft. Pierre. ED is working on securing this facility but has had difficulty getting info from hotel. The grant projects have been completed and are being processed for reimbursement. Reimbursement is estimated at about $7400. These included the 2011 RU workshops held in Sturgis, Presho, Aberdeen and Madison in July and August, and the purchase of reusable recycling containers and compilation of outreach materials for educating, encouraging and aiding our conference facilities to recycle. Income prior to grant reimbursement on the RU classes is $137.09. Karen Weeldreyer noted that the course was very good and indicated that participants she spoke to would like to see this type of course offered more often. Overall, comments were very positive. P&L reports, YTD previous year comparison and budget comparison were handed out to the Board with a noted change of scholarship income and expense should be switched. After a second review by ED, what is written is correct. The Association will realize an additional $4000 in income from the scholarship fund to pay back scholarships paid out by the Association in 2010 and 2011. Motion to approve ED’s report by Tim Kenyon, second by Valerie Keller, motion carried. Committee Reports: ED reported the 2011 annual conference projected P&L is about $21,500 income with about $11,500 in anticipated expenses. As of right now there are 95 people registered including vendors and speakers. ED received the following conference volunteers: Karen Weeldreyer and Diana Ford on registration; Dave McEloy as Thursday moderator and Karl Merbach as Friday moderator; Jay Koch and Mike Erickson on bus duty; and scholarship committee members for auctions and games (Karen W., Jay Koch and Melissa Fahy). Board approved $300 for kick-off BBQ and social refreshments. ED handed out committee report suggestions for review and use during the Annual Membership Business meetings Wednesday and Thursday. Bob Iverson, Nominations Committee Chair reported that current terms end for Dave McElroy, Keith Dedrickson and Mike Coleman. Heath VonEye is no longer with the City of Madison and submitted his resignation with reservations on October 7, 2011 with one year remaining in his term. Therefore four director positions will be filled. Three of these will be 3-year terms and one will be a 1-year term. He read a proposed slate of officers and director’s including: Jay Koch to President, Tim Kenyon to President Elect, Dave McElroy to Vice President, Mike Erickson as Secretary Treasurer and directors Ron Bansworth of Butler, Fred Snoderly of Madison, Mike Coleman of HDR and Keith Dedrickson of Sheehan. Nominations will be accepted from the floor prior to the vote during the banquet meeting. Mike Boerger, Resolution Committee Chair reported that proposed resolutions are prepared and ready to be read. These include amendments to 2010-2 addressing diversion of fees for Waste Management program administration, 2010-3 addressing benefits of regulatory communication with regulated community, and elimination of 2010-7 on bid limits. Scholarship Committee member Karen Weeldreyer reported Phyllis’s resignation, appointment of Todd Langlund and announced 2011 awards, location of scholarship application information and January 15th application deadline. Mike Erickson, Finance and Audit Committee Chair presented the proposed 2011-2012 draft operating budget. Tim Kenyon, Membership Committee Chair reported that membership is about 120 and holding steady. Val Keller, Newsletter and Website Committee reported that the newsletter deal with Matrix fell through and will be back on track and produced by the Association. The website is undergoing a facelift and will be ready and useable by Christmas 2011. Jay Koch, Planning, Program and Education Chair reported the Association hosted a MOLO in October, four RU classes in July and August, and purchased recycling containers to do education with hotels we host conferences at. ED reported that the awards plaques are ready for presentation during the banquet on Thursday evening – Mike Erickson has them.

ED reported that the 2012 Spring Operators Workshop is scheduled to be held in Brookings and will include a grant writing workshop with Brian McGinnis from Planning District III. The 2012 annual conference will be in Ft. Pierre.

Next meeting will be held during the kick-off BBQ at the Canyon Lake Resort in Rapid City, October 12, 2011 at 6:30pm/

Motion by Jay Koch, second by Tim Kenyon to adjourn, motion carried. Meeting adjourned about 8:30 pm.

Respectfully submitted Carolyn Trautman, Executive Director SDSWMA