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Governing Board Meeting Minutes
October 14, 2005
KAC Conference Room, 300 SW 8th
President Gene Merry called the meeting to order at 10:40 am.
Board members present
were as follows:; Eileen Filbert, Jefferson County Health Department Administrator;
Shannon Francis, Seward County Commissioner; Steve Garten, Barber County
Miller, Norton County Commissioner; Gene Merry, Coffey County
Commissioner; Ted Ensley, Shawnee County
Commissioner; Mary Messamore,
Sherman County Emergency Services Director; Gary Post, Lyon County Appraiser; Nick
Saldan, Deputy Johnson County Counselor. Florence
Whitebread, Geary County
Commissioner; Tom Winters, Sedgwick
County Commissioner; Dennis
Peterson, Riley County Weed
President Gene Merry presented Mary Messamore, Sherman
County Emergency Management and Communications Director, with a gift and
thanked her for her service to the board. Mary is leaving Sherman
County to assume responsibility for
the 911 Center in Hutchinson later
in October. Mary has been a committed board member and will be missed. She
indicated that her replacement to represent the Kansas Emergency Management
Association (KEMA) has not yet been selected.
Randall announced that he had received a phone call from
Mike Graf, Ellis County Public Works Director and President, Kansas County
Highway Association, indicating that Alvin Perez,
Republic County Highway Administrator, had resigned from the KAC Board,
effective immediately. Mike indicated that a successor would be appointed soon,
hopefully before the November board meeting.
Florence Whitebread moved,
seconded by Mary Messamore, to approve the agenda as presented.
September 16, 2005 Minutes Approval
The September 16,
2005 board meeting minutes were reviewed. Mary Messamore moved, seconded by Steve Garten, to approve the September
12, 2005 minutes. Motion carried.
Approval of Bills
Commissioner John Miller presented the bills and payrolls
dated October 14, 2005. John
Miller moved, seconded by Tom Winters, to approve the bills and payrolls dated October
14, 2005. Motion carried.
Report for August, 2005
Allen explained that the monthly financial report for August,
2005 was not yet available. He said that the report sent to the KAC office by
CBIZ was prepared on an accrual basis rather than a cash basis, as was
customary for the board to review. As such, he requested that CBIZ prepare a
new report on the customary basis. It has not yet been received. Board discussion ensued about the timing of
the receipt of monthly financial reports from CBIZ. Discussion focused on
whether or not it was time to disseminate a Request for Proposals (RFP) asking
persons and/or firms to submit proposals for doing the Association’s payroll,
general ledger, and fixed assets accounting work, as has been done by CBIZ for
many years. The Executive Director indicated that he would bring a Request for
Proposals (RFP) to the board for its review and approval at the November 20, 2005 board
Status Report for
30th Annual KAC Conference
Randall reviewed the preliminary program of the conference,
including the Governing Board dinner on Saturday evening, November 19. Bill
Hansell, NACo President will be able to join us for dinner. Randall then reviewed
the roster of registrations to date. 280
persons have registered, and 66 for the pre-conference workshop. Randall explained the qualifications for the
GIS grant from NACo/ESRI.
There was discussion about the Service Awards program, i.e.
how does one qualify or not qualify to receive a service award? Randall
indicated that the criteria included in the form printed in the County Comment
was unchanged from prior years. Florence Whitebread moved, seconded by Mary Messamore
to review the Service Awards program following the 30th Annual
Conference, so that changes if any can be incorporated into the planning for
the 31st annual conference in 2006.
Discussion concerning 1st Preliminary Draft of the 2006 KAC
Randall reviewed the 1st preliminary draft of the
2006 KAC operating budget. The 2006 budget will be considered again and adopted
at the November 20, 2005
board meeting. Randall indicated places where decisions (some under the control
of the KAC Board, and some not) could significantly impact the 2006 budget. He said that because we have worked under two
2005 operating budgets, the most recent of which was adopted in June, 2005, the
projected 2005 revenues and expenditures shown in the 1st draft of
the 2006 budget are largely the same as the amounts shown this past June.
Assumptions underlying the draft 2006 budget are as follows:
Membership Dues (Counties): Assumes
that 98 counties will join the Association in 2006, compared to 96 in
3200/3300-100: Affiliate and
Associate Dues: Assumes no changes.
Affiliates other than the county commissioners will continue to pay
$2,000 annually while the county commissioners will continue to pay $5,000
annually. Associate members will continue to pay $800 annually.
Deferred Compensation Endorsement Income:
Assumes the status quo in terms of number of participating counties in
the 457/401 match programs of Nationwide Retirement Solutions. If Johnson
County pulls its funds from the
NACo/KAC/NRS program, this will have to be adjusted (reduced) by approximately
Revenues for both 2005 and 2006:
Pre-Conference workshop registrants @ $80 $ 4,000
Conference registrants @ $195 $
non-member registrants @ $205 $ 1,025
3420-200 Special Event
Tickets $ 2,550
Gala, and Luncheon Tickets
3430-200 Guest Program
Fees $ 7,125
Registrants @ $95 $ 7,125
Fees $ 27,750
booths @ $550 $ 27,500
@ $250 discounted 250
3450-200 Advertising $ 2,200
3460-200 Sponsorships $ 35,000 in 2005 and $30,000 in 2006
Government Institute (KCGI) Workshop Fees (3500-300):
The 1st draft 2006 budget assumes that our three
certification programs will continue to be offered in 2006. This includes the
Excellence in Customer Service program.
registration: 127 @
$99/each = $ 12,573
Customer Service program registration: 100 @ $99/each = $ 9,900
Effective Supervisory Skills registration: 288 @ $99/each = $ 28,512
Advanced Road Scholar program regist: 54 @ $99/each = $ 5,346
Total- KCGI workshop fees $ 56,331
Fees (Program 900):
Increases in revenue from the E-911 receipts are assumed to grow
at the rate of 0.53% per month, based off the average change in PSAP “pay out”
from March to July 2005 (including earlier values projecting a loss due to
Cingular’s cessation of data remittance). We project that we will be getting
Cingular back into the fold in 2006 (probably before then, but that remains to
be seen), so overall these could be fairly conservative numbers.
Otherwise, we should be close to the projections; some months we get we see
more cell #s than others, and why that is isn’t clear, but it is averaging out
at a less than 1% growth rate now.
Employee Salaries and
Wages: For all positions except the
Executive Director, a 5.0% adjustment in salaries and wages (and appropriate
benefit accounts) is reflected in the 2006 budgets. Association employees have
not had increases in their salaries and wages since at least January, 2004.
Retirement: Retirement contributions to KPERS will
increase from 3.41% of salaries and wages in 2005 to 3.81% in 2006.
Compensation: Currently, we pay 6.2% of the first $8,000 of salaries and
wages per employee for unemployment compensation. Our experience rating used to
compute 2006 contributions will not be issued by the Kansas Department of Labor
until December, 2005. With the unemployment compensation paid out in 2004 and
2005, our rate could increase in 2006. As such, we assumed a 7.0% contribution
rate in 2006.
Health and Dental
Insurance: We recently received our
renewal quotation from United Healthcare, our insurance carrier. It reflects an
approximate 5% increase. This is a very good renewal quotation and Randall
recommends that we continue with United Healthcare for employee health
insurance. He also recommends that the KAC switch our employee dental insurance
from Delta Dental Plan of Kansas to United Healthcare effective November, 2005.
Delta’s renewal quotation was reasonable, but the United Healthcare dental
coverage quotation is even better. The coverage is identical. The board’s decision to move our coverage
from Principal Financial Group to United Healthcare about a year ago was a good
that Work Forums and the Kansas Collaborative: Since 1) the
budgets for the Kansas Collaborative, including the Breakthrough Teams and the
Sharing Approaches that Work forums, are intended to be self-supporting; and 2)
the costs for these programs for 2006 are not yet known, Randall is not showing
either projected revenues or projected expenditures for 2006. As budgets are
developed, they can be approved by the Board. This will not affect member dues
either positively or negatively. (2005 expenses for the Sharing Approaches that
Work forums were underwritten by grants).
Request by the
KEMSA for affiliate status within the KAC.
Randall briefed the board on the issue. The board discussed
the benefits and costs for both the KAC and KEMSA. Dscussion ensued. Shannon Francis moved, seconded by Mary Messamore, to recommend affiliate status for
the Kansas Emergency Medical Services Association
(KEMSA) to the full membership. Motion prevailed. Gary Post
moved, seconded by Dennis
Peterson that a
bylaws change as presented by the Executive Director be submitted to the
general membership at the Annual Conference to reflect the addition of the
KEMSA to the KAC
Governing Board. Motion passed.
Services Agreement with Austin Peters Group, Inc. for 2006 Compensation Study.
Mary Messamore moved,
seconded by Florence Whitebread, to accept the proposal of Austin Peters Group
for the 2006 compensation study in an amount not to exceed $3,930., and
authorize the Executive Director to sign the agreement. Motion carried.
05-01, concerning a policy for the Depreciation of Fixed Assets.
Randall presented the policy establishing a threshold of
$500 on the capitalization of fixed assets, as it relates to a comment in the
management letter from auditors received in conjunction with audit of the December 31, 2004 financial
statements. Shannon Francis moved,
seconded by Eileen Filbert, to approve Resolution No. 05-01, establishing the
policy. Motion carried.
The board recessed briefly for lunch.
President Merry told the board that he had delivered a
message of greetings to the assembly of the League of Kansas Municipalities at
its annual conference in Wichita.
He told the group that the KAC was enjoying its new office space on the 3rd
floor of the League Building.
Gene enjoyed having dinner with Lenny Dawson and others at the conference.
Gene further informed the board about a statewide alert on
the winter heating issue, indicating that there is a big concern over natural
gas prices this coming winter. He said that next Thursday, October 20, he would
be participating in a Kansas Energy Council meeting in the Eisenhower Center of
the Wolf Creek Nuclear Power Plant. The meeting topic will be energy
Judy apprised the Board of ongoing negotiations regarding
who will appraise the gas gathering companies in Kansas
for property tax purposes and how they will be valued. At this point in time the decision is for the
State to appraise the companies at Market Value….33%. Randall informed the board about testimony he
had given to the Joint Committee on Economic Development on the subject of
eminent domain and its use in economic development projects.
Randall indicated that the audit of the wireless e-911 funds
is ongoing, and that it is probable that an audit report will be ready for
presentation at the November 20, 2005
board meeting. Dennis Kriesel presented
a report on the status of wireless e-911 funds through July 31, 2005. Cingular Wireless continues to
not send in appropriate documentation of the remitting cell phone numbers,
which then makes distribution of their funds impossible. This will be addressed
at the upcoming State Wireless E-911 Advisory Board, which is meeting on
October 25 and 26, 2005.
Randall updated the board on the status of the Kansas
Collaborative. He said that he had met with Joe Harkins, special advisor to Kansas
Governor Kathleen Sebelius, the day before and that he expected a final
sign-off by the Governor on the Collaborative within the next week. He indicated
that a Memorandum of Understanding (MOU) would be developed among the parties,
including the State, through the Governor’s office, the KAC, Team Tech, and
hopefully the League of Kansas Municipalities.
Randall indicated that he hoped for Governor Sebelius to attend the
President’s Unity Breakfast on the Tuesday of the annual conference to formally
launch the Kansas Collaborative.
Randall further indicated that KWORCC had agreed to
participate as a sponsor ($2,500) in the feasibility study of offering a health
insurance program to counties, as discussed at the September, 2005 meeting of
the KAC Board. The KAC has pledged $5,000 to the study and KCAMP has pledged
Randall indicated that a renewal quotation for the employee
health insurance program had been received from United Healthcare, through the
Bukaty Agency in Overland Park. The
renewal is in an amount of an approximate 5% increase. No board action is
necessary to continue with United Healthcare under a renewal. He indicated that
Bukaty had offered two alternatives for employee dental insurance, including
staying with Delta Dental Plan and moving coverage to a United Healthcare
dental plan, structured identically to
what we now have. Quotations are as follows:
Insurance Carrier: Delta
Type I 100% 100%
Type II 80% 80%
Type III 50% 50%
Calendar Max $1,000 $1,000
indiv/$150 fam $50
Employee $ 35.77 $ 28.16
Employee and Spouse $ 68.84 $ 59.71
Employee and Child $ 56.32
Family $115.47 $ 90.77
Total Medical Premium $327.39 $259.73
seconded by Gary
Post, to authorize
changing the employee dental insurance coverage from Delta Dental Plan of
Kansas to United Healthcare, effective November 1, 2005. Motion carried. The savings will amount to $67.66 monthly,
or $811.92 annually.
Randall informed the board about the KDHE’s offer to send a
consultant to small arid landfills in western Kansas
for operational reviews, not connected to the compliance process. He said that
the annual compliance inspection would be suspended for 12 months for landfills
participating in the operational review program. Randall informed the board that the Kansas
County Officials Association (KCOA) had requested permission of the Kansas
Court of Appeals to file an amicus brief in the case involving the transfer of
functions from the county clerk to other county offices in Franklin
County. He also informed the board that, as a result
of the Breakthrough team on prescription drugs, Colorado Counties, Inc. (peer
to the KAC in Colorado) had
invited him to speak on a panel at their annual conference in Colorado
Springs in late November. Due to a prior commitment,
he cannot participate. Instead, Shawnee County Corrections Director Betsy
Gillespie and Kathleen Harnish-Doucet of Team Tech will make the presentation
in behalf of the KAC.
Board members exchanged information about recent activities
within various KAC affiliate groups.
The meeting was adjourned at 2:40 p.m.
Moler, General Counsel
Whitebread, Board Secretary