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KANSAS ASSOCIATION OF COUNTIES

GOVERNING BOARD

 

MINUTES OF DECEMBER 11, 2008 MEETING

TOPEKA, KANSAS

 

 

Attendance

 

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 Commissioner.

 

Others Present:  Randall Allen, KAC Executive Director; Melissa Wangemann, KAC General Counsel;  Sarah Myer, Conference Planner; Scott Martin, CPA with Summers, Spencer & Callison.

  

Proceedings

 

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 conference. 

 

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 motion passed.

 

John Miller gave a report on the KAC Employee Benefits Trust. 

 

Melissa Wangemann gave a report on current legislative issues. 

 

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 authorizations.

 

The meeting was adjourned at 4:35 p.m.

 

Minutes prepared by Melissa Wangemann

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_____________________________

Michele Abbott-Becker, Secretary