View Other Items in this Archive |
View All Archives | Printable Version
KANSAS ASSOCIATION OF COUNTIES
MINUTES OF DECEMBER
11, 2008 MEETING
Board Members Present: Michele Abbott-Becker, Marion County Emergency
Management Director; Sheila Biggs,
Dickinson County Commissioner; Joe Connor, Unified Government Health Department
Administrator; Terry David, Rice County EMS Director; Gary Doane, Osborne
County Commissioner; R. Steve Garten, Barber County Commissioner; Mark Low,
Finney County Appraiser; Larry McAulay, Johnson County Director of Legal
Services; JR McMahon II, Miami County Director of Public Works; John
Miller, Norton County Commissioner; Tim Norton, Sedgwick
County Commissioner; Dale Phillips, Barton County Noxious Weed Director; Dennis
Peterson, Riley County Noxious Weed Director; Tom Wagner, Atchison County
Commissioner; Tom Winters, Sedgwick County Commissioner; Dick
Works, Allen County Commissioner.
Board Members Absent:
Michele Abbott-Becker, Marion County Emergency Management Director;
Shannon Francis, Seward County Commissioner; Jack Frick, Scott County
Others Present: Randall
Allen, KAC Executive Director; Melissa Wangemann, KAC General Counsel; Sarah Myer, Conference Planner; Scott Martin,
CPA with Summers, Spencer & Callison.
Joe Connor called the meeting to order at 1:00 p.m.
Sheila Biggs moved and Dennis Peterson seconded a motion to
approve the agenda. The motion to approve the agenda passed.
Tom Wagner moved and Steve Garten seconded a motion to
approve the minutes with a correction on page two. The motion passed.
Tom Winters explained that the Finance Committee had
reviewed the bills and payroll as of December
11, 2008. Tom Winter moved
and Mark Low seconded a motion to approve the Finance Committee Report. The motion passed.
Randall Allen presented the monthly financial report for
October, 2008 and the current bank account balances. Terry David moved and Dennis Peterson
seconded a motion to accept and file the report.
Item 7 on the agenda ? presentation of the audit report ?
was passed over and Randall Allen presented the allocation formula for
membership dues. Randall explained that
all members would have a base fee of $470 and the remaining balance is split
equally and allocated based on population and assessed valuation. Randall Allen reviewed a handout explaining
the methodology for calculating the dues.
JR McMahon asked if we help counties that do not pay dues. RA said we do, but not to the extent we would
help member counties. Dennis Peterson asked
whether we should assess a late fee instead of cutting off membership
services. Melissa Wangemann suggested
expanding the idea of late fees to other invoices beside membership dues as
Shelley Sterbenz reports that many invoices go out month after month without
payment. Melissa Wangemann will check
the bylaws to determine whether we can assess a late fee. Dale Phillips suggested sending out dues
before the end of the year before the next fiscal year begins. Tom Winters moved and Dick
Works seconded a motion 1. authorizing KAC staff to prepare
and mail 2009 dues statements according to the methodology stated in the
handout in an aggregate amount of $355,300 ? county dues; $19,000 ? affiliate
dues; and $4,000 ?associate dues and 2. establishing March 10, 2009 as the date after which the
services will be suspended for nonpaying or delinquent counties. This allows counties that pay their bills at
the close of each month to authorize payment on the last business day of February
and still remit payment in time to avoid a lapse in service.
Discussion continued and Dennis Peterson emphasized that KAC
should cut off services immediately if dues are not paid. Tom Winters seconded that thought. Tim Norton suggested we document the calls
from the nonmember counties. The motion passed.
Vice President Connor returned to item 7 on the agenda. Randall Allen introduced Scott Martin from
Summers, Spencer and Callison, CPAs. Scott
Martin reviewed the audit conducted by the firm. Several questions arose about the fact that
KAC maintains its records on a cash basis, yet the audit is conducting using
GAAP, which requires an accrual basis.
Tim Norton suggested that
Finance Committee get 30, 60 and 90 day account receivables and they decide
what action to take on them. McMahon moved and Steve Garten seconded that the
Board accept the Audit Report and further moved that the Finance Committee
review the accounts receivables policy and give a recommendation to the full
Board on how to handle the ARs at the next meeting.
Steve Garten presented a report on the annual conference
hosted by the National Association of Counties (NACo). He reviewed two handouts from the
Sarah Meyer reviewed the 2008 annual conference with the
Board. She also discussed the problem
of people attending the affiliate/associate groups who did not register and pay.
The number of registrations for these groups did not match those numbers in the
affiliate/associate meetings. She will present
some ideas to address this problem at the January meeting.
Vice President Joe Connor recognized outgoing members Gary
Doane, Tom Winters and Shannon Francis.
Tom Winters and Gary Doane gave remarks and introduced John Miller and
Tim Norton respectively.
Tom Winters gave the report of the nominating
commission. The following nominations
for office were given:
President ? Joe Connor
Vice President ? Sheila Biggs
Secretary ? Michele Abbott Becker
Treasurer ? Dick Works
Tim Norton moved to close the nominations and accept the
slate by acclamation. JR McMahon
seconded the motion, and the motion passed unanimously.
The newly elected officers gave comments. Newly elected President Joe Connor said he
wanted to emphasize the employee benefit trust during his term to address
counties? high cost of health insurance.
He would also like to appoint a committee to review the bylaws and
update them in the next year. The bylaws
have not been updated since approximately 2004.
He would also like to discuss objectives and strategies for KAC at the
next governing board meeting.
The proposed Board meeting dates were presented and Dennis Peterson
moved to accept the proposed Board meeting dates. His motion was seconded by
Terry David. The motion passed. Larry McAulay asked about costs for a
teleconference meeting versus an in-person meeting to determine if we should
consider more phone conference meetings.
Some members were concerned about long meetings via phone. Randall said he would provide the costs for
the November phone conference meeting.
President Connor appointed the finance committee: Steve Garten, JR McMahon, and Tom
Wagner. They accepted the appointments.
Sarah Meyer gave a report on a customer service certificate
program. In the past the program was not
successful. Sarah has received requests
to bring the program back, and is now working with Jonathan Morris at the KU
Public Management Center who brings some fresh ideas. He is proposing a 4
course program. Terry David moved and Dennis Peterson seconded
a motion to reinstate the program.
Melissa Wangemann presented the Secretariat Agreement
between KAC and the County Counselors Association of Kansas. Steve Garten moved and Sheila Biggs seconded
a motion to approve the agreement with the County Counselors Association of
Kansas. The motion passed.
Melissa Wangemann presented information on the Request for
Proposal (RFP) for banking services for the KAC. Melissa described the responses received from
the RFP and the criteria for reviewing them.
She explained that she had received good responses from two banks, but
that the current bank, Citizens Bank & Trust, provided higher interest
rates and no fees. Dick
Works moved and Steve Garten seconded a motion to close the
RFP and issue a final decision that the KAC declines to accept any of the
current bids for banking services, and will remain a customer at its current
bank, Citizens Bank & Trust, at the present time. The Board may again consider moving its
accounts next year if the rates at Citizens decline or fees are incurred. The
John Miller gave a report on the KAC Employee Benefits
Melissa Wangemann gave a report on current legislative
Randall Allen gave his report, discussing the possibility of
stimulus package monies. Generally
projects would need to start within 120 days from receipt of the stimulus
funds. Randall Allen also reported that
dues statements will go out early, in December.
The last item on the agenda related to travel authorization
for Melissa Wangemann, Sarah Meyer, and Steve Garten. Dennis Peterson moved and Tim
Norton seconded the motion to approve the travel
The meeting was adjourned at 4:35
Minutes prepared by Melissa Wangemann
Michele Abbott-Becker, Secretary