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ASSOCIATION OF COUNTIES
August 16, 2002
President Russ Frey called the meeting to order at 9:32 a.m. Board
members present were as follows:
Board Members present:
Lonie Addis, Labette County Commissioner
Clark Allemang, Butler County Appraiser
Mike Billinger, Ellis County Treasurer
Rodney Broberg, Saline County Appraiser
Joe Brunk, Sedgwick County Weed Director
Jerry Davis, Finney County Commissioner
Eileen Filbert, Jefferson County Health Department
Linda Fincham, Marshall County Register of Deeds
Russ Frey, Riley County Commissioner
Frances Garcia, Reno County Commissioner
Dean Kruse, Norton County Commissioner
Bill Linde, Woodson County Commissioner
Kathy Peckman, Miami County Clerk
Paula Phillips, Douglas County Emergency Management Director
Randy Rogers, Coffey County Sheriff
Ron Sitts, Edwards County Public Works Director
Board Members not present:
Wade Dixon, Greeley County Counselor
Bobby Heitschmidt, Ellsworth County Commissioner
Randy Allen, KAC Executive Director
Judy Moler, KAC Legislative Services Director/Legal Counsel
Marla Flentje, KAC Education Director
Pam Hatfield, KAC Executive Assistant
Marla Flentje had a meeting commitment later in the morning, so the
Kansas County Government Institute 2nd Quarter Report was moved up
on the agenda so she could leave by 11:00
a.m. President Russ Frey asked for time
at the conclusion of the
meeting to address the issue of the unsigned letter (no return address)
which was recently received by board members and staff.
FINANCE COMMITTEE REPORT
Treasurer Mike Billinger reported that the Finance Committee
had reviewed the bills and payrolls dated August 16, 2002, and indicated that there were no outstanding bills worthy of special mention. Lonie
Addis moved, seconded by Jerry Davis to approve the report of bills and
payrolls dated August 16, 2002. Motion carried. Mike Billinger discussed
the slightly weakened cash position of the KAC, due in part to sharply reduced
investment income based on the stock market downturn. Those numbers are
reflected in our accounts. Mike Billinger moved, seconded by Frances Garcia,
to approve and place on file the Monthly Financial Reports of May and June,
2002. Motion carried.
KANSAS COUNTY GOVERNMENT INSTITUTE
Marla Flentje, Education Director announced that 25 people
have earned their Effective Supervisory Skills certificate. The cycle of those
classes will start over in the fall. The newly established Roads Scholar
program of the Kansas County Highway Association will be starting up soon.
Watch for brochures. Marla said that Tim Norton, Sedgwick County Commissioner,
did an outstanding job teaching recent workshops and honorably gave his honoraria
for those classes to a scholarship fund he established. Three students from Sedgwick
County will be benefiting from those monies this fall. Marla has joined the
board of the Kansas chapter of the International Personnel Management
Association (IPMA), and will be attending a meeting for that group later
today. The Advanced Academy class will be a pilot program with the Franklin
Covey organization. The class will be in Salina on September 20, and
participants will use Stephen Covey's book, Seven Habits of Highly
Effective People as their manual. Marla discussed the matter of declining
enrollment in the Leadership Academy classes. We have reduced the number of workshops
in each series from 3 to 2, and have had to cancel some of those, as the
numbers continue to decline. The two year cycle for these classes ends this
year, and she would like to schedule a time when she and Randy can get together
and re-evaluate the plan for continuation. She also discussed low turnout for
classes in the far western part of the state. The Customer Service class to be
held there, had to be cancelled for low turnout, and when she traveled to
Garden City recently, there were only 9 participants who reported for class
(even though several more had registered).
Brenda Flanagan, CPA from Summers, Spencer and Cavanaugh, CPAs presented
the audit report of the financial statements for the year ending December 31, 2001.
She reviewed the 2001 Audit Results and compared the financial statements
for the years ended December 31, 2001 and 2000.
Mike Billinger moved,
seconded by Linda Fincham to accept the auditor’s report of the 2001 financial
statements, as presented by Summers, Spencer and Cavanaugh. Motion carried.
27th ANNUAL CONFERENCE STATUS REPORT
Michelle Works, Conference Planner, briefed the board
concerning the 27th Annual Conference, to be held November 17, 18,
& 19 in Wichita, KS. Michelle said that we were confirmed on our
Pre-Conference workshop presenters: Mary Grover, who will be presenting a
session on ethics. The title of her workshop is “Perhaps It’s Legal, but
Is It Right?” . Dr. D. Michael Stewart will be presenting another
workshop, titled, “The World is Run by Those Who Show Up” . Both
workshops will be popular, and sell outs are expected. Michael Fowlin, actor,
poet, psychologist, will be speaking at our opening general session. His one
person show will deal with issues of race, discrimination, violence,
prevention, and personal identity. Education workshop topics were discussed.
Suggestions from the floor were:
Ways to balance
the County budget
How can expenses
personnel, staff under stress (in stressful
and reducing delinquencies
public in the budgetary process
turnout and apathy
Homeland Security - making sure
everybody is talking
Dalen Harris, NACo
staff person on lobbying Congress
Bond issues from a
financial advisor's perspective
Suggestions are encouraged and should be sent to either Judy
or Randy, as planning continues.
At 10:53 a.m., the meeting recessed for a short break. At 11:04 a.m., the meeting resumed.
Randy Allen asked for suggestions for contacts as far as
sponsorship opportunities. Many board members volunteered company names and
contact persons that Randy will be contacting. Any other suggestions are
welcome at any time!
Lonie Addis gave the board a brief summary of sessions he attended at
the NACo Annual Conference recently held in New Orleans. Lonie reported
that all of the reports regarding resolutions, et. al. could be found on the
Lonie distributed a handout including information regarding
the dues structure changes that were approved. Lonie discussed these changes
with the Board at the June meeting in Manhattan. Lonie distributed a list of
those who attended the KAC caucus at the NACo conference on July 15. The caucus
included presentations from William Dennison (California) and Bill Hansell (Oregon)
- both candidates for 2nd Vice President of NACo. Lonie asked for board
authorization to attend the next NACo board meeting, scheduled for Dec 11-14,
in Dallas, Texas.
Jerry Davis moved, seconded
by Frances Garcia to authorize travel expenses for Lonie Addis to attend the
NACo Board meeting, Dec 11-14, in Dallas, Texas, with expenses paid by the KAC.
It was suggested that the summary Lonie obtained from NACo, be placed on
the KAC website, so that others may see the long list of classes and seminars
that attendees were able to participate in. It is hoped that this will
generate new interest, and increase the numbers from Kansas who attend.
2003 LEGISLATIVE PLATFORM PROCESS
Judy Moler briefed the board about confusion arising from a recent
letter sent counties from the Kansas Coroners Association (referred to in the
letter as the "KAC" - but not the Kansas Association of Counties. A
letter clarifying this issue will be sent out to each county, explaining the
confusion. The second platform committee meeting was held at the KAC Topeka
office on Thursday morning. The committee will meet again on September 10,
with the video uplink taking place on September 27. Locations are listed in
this month's issue of the County Comment as well as
the KAC Website calendar. Each county clerk will receive a draft policy
statement prior to the video uplink, and the draft document will also be
available on the KAC's website.
A break in the meeting occurred for lunch at 12:00 noon, with
resumption scheduled for 12:30 p.m. The meeting actually resumed at 12:32 p.m.
Following lunch, the board shared information around the table.
Randy briefed the board on the 1) status of the Streamlined
Sales Tax project; 2) proposals for reauthorization of the TEA-21
(transportation) funding bill at the federal level; and 3) proposed new
regulations for construction and demolition landfills. In behalf of the KAC,
Randy recently responded in writing to KDHE giving the KAC's concerns about
proposed new regulations for C&D landfills.
Randy notified board members that he had been called for
jury duty the following Monday morning.
The KAC is currently in the process of redesigning its webpage.
CivicPlus in Manhattan, Kansas is the firm the KAC is working with on the
project. The new website will be much improved and will come on-line just prior
to the KAC Annual Conference in November, 2002.
Randy asked consideration for travel authorization for the
NCCAE conference to be held in South Dakota, October 16-19, 2002. This is the annual conference of the National Council of County Association Executives
(NCCAE, Randy's peers in other states).
Kathy Peckman moved,
seconded by Clark Allemang to authorize Randy to travel to South Dakota from October 16-19, 2002 to attend the NCCAE conference. Motion carried.
Randy indicated that rules and regulations for county participation in
the State's health insurance program were recently adopted on a 3-2 vote.
Information from the Kansas Department of Administration should be available
soon. There will be a three-year commitment by counties who sign up. Contact information
for each county which indicated preliminary information in the program has been
sent to the State Health Care Benefits office, which will disseminate
information to counties when it is available.
Randy asked that county clerks be asked to forward copies of
their 2003 budgets to the KAC Topeka office as soon as they are adopted, as
well as mill levy rate sheets when they are completed.
Infini-Tec, Inc. brochures were distributed to board
members. Infini-Tec recently contacted Randy to propose a business/marketing
relationship with the KAC. Randy asked for board feedback about pursuing such a
relationship. Infini-Tec proposes discounted rates for counties (through the
KAC) in exchange for a fee-sharing with the KAC. Several board members indicated
they had taken educational classes on various software through Infini-Tec and
offered positive reviews. Rod Broberg inquired as to whether affiliates'
certification programs would offer any education credits for the classes as a
way to generate interest and participation.
KAC President Russ Frey discussed the unsigned, no-return-address
letter that everyone (board and staff) received. Russ indicated that he phoned
board members when the letter was first received (Tuesday and Wednesday). Russ
was in the KAC Topeka office when the letters were received (Tuesday, two weeks
ago). Randy informed him immediately about the first letter, and then a second
mailing occurred. Judy Moler, Legal Counsel, was in Virginia at a conference
at the time the mailings occurred. Russ knew he would be receiving a letter,
and so he arranged to have his letter turned over to the Riley County Police
Department for processing. He obtained a copy, and let the authorities keep
the original. Russ explained that since the letter was both unsigned, and
without a return address, it means nothing. The reference to “KAC history”,
though, cannot be ignored. Russ told the board about an incident where Randy’s
assistant, Pam, was driving the KAC van and was followed by an unknown person.
There have been numerous crank phone calls, made both to the office and to Randy's
home. (However, incoming phone number detection features are now installed).
Russ Frey recommended that, following the harassment, the KAC van be
sold and in lieu of having an Association van, offer a vehicle allowance for
the Executive Director. This would be a better alternative, and an optimal
solution as far as accountability for use of the car is concerned.
Paula Phillips moved, seconded by Dean Kruse to recess
into Executive Session to discuss personnel issues for 30 minutes, with the
Governing Board only present. Motion approved. (2:07 p.m.)
The meeting resumed at 2:42 p.m.
Paula Phillips moved, seconded by Joe Brunk, to accept
the performance evaluation of the Executive Director as compiled by the
Performance Review Committee and for Paula Phillips and Russ Frey to share the
information with Randy Allen after the meeting is adjourned, and for additional
discussion about the Executive Director's compensation package to occur at the
October 11, 2002 meeting, retroactive to July 1, 2002, and that the issue of
the vehicle in Mr. Allen's employment agreement be addressed today. Motion
Rod Broberg moved, seconded
by Linda Fincham to amend the Executive Director's employment agreement as
Delete the following:
"Employee shall be on
call for twenty-four (24) hour service, and therefore, must have access to a
vehicled for Employer's business. Employer shall provide for Employee's use a
vehicle owned/leased by Employer. In addition, Employer shall provide for said
vehicle all maintenance and repair at Employer's vehicle repair facility;
gasoline; liability, property damage, and comprehensive insurance;
registration; license tags; and taxes. Employee may use said vehicle
twenty-four (24) hours per day in a manner appropriate to his position as
Executive Director and within the bounds of recognized propriety."
Add the following:
receive a $300 monthly vehicle allowance in recognition of the use of his
private vehicle for Employer's business, in addition to being eligible for
standard mileage reimbursement for documented business travel outside of Topeka
and Shawnee County."
Methods of disposing of the KAC vehicle were discussed. It was decided
that sealed bids, with a minimum bid of $11,000, would be accepted from
counties for thirty days.
Eileen Filbert moved,
seconded by Joe Brunk to direct the Executive Director to submit goals and
objectives and then update the board monthly as to how those goals are
accomplished. The task of the Performance Review Committee is to revise,
formalize, and determine how and what is in the document. Motion carried.
After discussion, it was determined that the Association President has
the ability to charge the evaluation committee with formalizing the evaluation
document and allow the committee to act on that document.
The meeting was adjourned at 3:10 p.m.
Pam Hatfield, Executive Assistant
Lonie Addis, Secretary
October 11, 2002