View Other Items in this Archive | View All Archives | Printable Version

MINUTES

 KANSAS ASSOCIATION OF COUNTIES

BOARD MEETING

August 16, 2002

KAC Conference Room

Topeka, KS

 

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 Administrator

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

 

Others present:

 

Randy Allen, KAC Executive Director

Judy Moler, KAC Legislative Services Director/Legal Counsel

Marla Flentje, KAC Education Director

Pam Hatfield, KAC Executive Assistant

 

 

 

 

 

 

 

CHANGES TO THE AGENDA

 

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.

 

APPROVAL OF MINUTES

 

Kathy Peckman moved, seconded by Paula Phillips, to approve the June 28, 2002 meeting minutes.  Motion carried.

 

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).

 

AUDITOR’S REPORT

 

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:

 

Generating revenues

Ways to balance the County budget

Innovative fees and grants

How can expenses be cut?

Idea sharing

Managing personnel, staff under stress (in stressful

          times)

Collecting taxes and reducing delinquencies

Involving the public in the budgetary process

Reversing voter turnout and apathy

 

 

 

 

Homeland Security - making sure everybody is talking

Dalen Harris, NACo staff person on lobbying Congress

from home

Bond issues from a financial advisor's perspective

Internet protocols

Landfill tipping fees

 

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! 

 

NACo REPORT

 

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 NACo website:

 

 www.naco.org/leg/platform/httoc01.cfm

 

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.  Motion carried.

 

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.

 

EXECUTIVE DIRECTOR'S REPORT

 

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. 

 

Addendum

 

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 carried. 

 

Rod Broberg moved, seconded by Linda Fincham to amend the Executive Director's employment agreement as follows:

 

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:

 

"Employee shall 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."

 

Motion carried. 

 

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.

 

Clark Allemang moved, seconded by Frances Garcia to accept any offer of $11,000 or more, and give a thirty-day period in which member counties would be notified of the van and details about it. Motion carried.

 

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.

 

Respectfully submitted,

 

_______________________

Pam Hatfield, Executive Assistant

 

 

 

 

Approved

_________________________________

Lonie Addis, Secretary

October 11, 2002