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Minutes

Kansas Association of Counties

Governing Board Meeting

January 24, 2003

6206 SW 9th Terrace, Topeka, KS

KAC Conference Room

 

President Wade Dixon called the meeting to order at 10:06 am.  Board members present were as follows:

 

Lonie Addis, Labette County Commissioner

Clark Allemang, Butler County Appraiser

Mike Billinger, Ellis County Treasurer

Rod Broberg, Saline County Appraiser

Joe Brunk, Sedgwick County Noxious Weed Director

John Calhoon, Atchison County Sheriff

Jerry Davis, Finney County Commissioner

Wade Dixon, Greeley County Counselor

Ted Ensley, Shawnee County Commissioner

Eileen Filbert, Jefferson County Health Department Administrator

Linda Fincham, Marshall County Register of Deeds

Dean Kruse, Norton County Commissioner

Gene Merry, Coffey County Commissioner

Kathy Peckman, Miami County Clerk

Ron Sitts, Edwards County Public Works Director

 

Others present:

 

Randy Allen, KAC Executive Director

Judy Moler, KAC Legislative Services Director/General Counsel

Pam Hatfield, Executive Assistant

 

Members absent:

 

Frances Garcia, Reno County Commissioner

Paula Phillips, Douglas County Emergency Management Director

Florence Whitebread, Geary County Commissioner

 

Approval of Minutes

 

Ron Sitts moved, seconded by Linda Fincham to approve the December 12, 2002 minutes with the addition that Commissioner Lonie Addis was absent, as he was attending the NACo Board of Directors meeting in Dallas, Texas.  Motion carried.

 

 

 

Additions/deletions to the meeting agenda

 

Wade Dixon asked that a permanent addition be added to the meeting agenda, “Old Business”.  He would like this addition to be placed after the Finance Committee Report beginning today, and as a part of all future meeting agendas.

 

Ron Sitts would like to talk about meeting dates, and said that this could be conducted under “Old Business”. 

 

Joe Brunk said that he had some issues that could be raised under “Old Business” as well. 

 

Finance Committee Report

 

Mike Billinger reported that the Finance Committee met at 9:00 am, in the KAC workroom, with all members present, including new committee member, Gene Merry.  Mike told the board that the December expenditures were all in order.  Board members would like more time to review the ‘Bills and Payments’, so it was decided that copies of that document would be emailed to board members at the time board packets are sent out.  Copies will be emailed in both Excel XP and in Word, to allow full access.  Board members also indicated a need for a more detailed account of the expenditures as they are listed on the ‘Bills and Payment’ schedule.  Pam will make an effort to be very specific on the detail portion of the report.  Mike asked for more direction in regards to the finances and financial statements.  He would like the entire board to have more involvement with regards to the budget, not just his committee.

 

Dean Kruse moved, seconded by Jerry Davis to approve the December, 2002 bills and payrolls as presented.  Motion carried. 

 

The October and November, 2002 Monthly Financial Reports were presented.  Mike reported that the cash position was virtually unchanged through November, 2002.  After board discussion, it was decided that in future reports, the board  would like the report to include year-to-date expenditures for the previous year, for comparison purposes. This request will be addressed .  Mike also reiterated the position in having the board as a whole play a larger roll in the budgetary process of the KAC.  The Finance Committee defers to the Board as a whole.  President Wade Dixon said that this should be a cooperative process and that no single entity is responsible.  The Board has responsibility for change and direction. 

 

Kathy Peckman moved, Rod Broberg seconded to accept and place on file the October and November, 2002 Financial Reports.  Motion carried.

 

 

Old Business

 

President Wade Dixon asked about the progress in the sale of the van.  Dean Kruse expressed concern regarding the insurance premiums that we are paying for it.  Lonie Addis and Jerry Davis suggested a public auction or sealed bids. 

 

After much discussion, two options were given for direction.

 

1)                 Direct Executive Director Randall Allen to work with Commissioner Ted Ensley to put the van for sale on the internet through Shawnee County’s sale process, as soon as possible.  The board would like the van to be sold before the next meeting, February 11, 2003.  If this

method is not successful, the Executive Director can pursue a second alternative as follows:

 

2)                 Ted Ensley can put Randall in touch with someone at Carlson Auto Sales, and through Noller Ford, where the van was originally purchased, and the dealer can sell the vehicle at an auto auction.    

 

Joe Brunk said he brought some items to the table from observations over the last three years.   He said that his question regarding the sale of the van is now answered.  He asked about KAC Annual Conference awards.  Joe said that he has been questioned about these by several Sedgwick County personnel, and wanted to know how these awards are chosen, etc.  He asked about an awards committee that had been formed several years ago (committee members at that time were: Kathy Peckman and Marla Flentje).  Joe suggested that this committee meet regularly so that questions regarding the banquet may be addressed and guidelines established.  New committee members will be as follows: Kathy Peckman, Frances Garcia, Ron Sitts and Marla Flentje.  Joe asked about the Strategic Plan.  He would like an update in this regard, as he feels it needs to be reviewed and revised.  He feels that this is something that should be looked at and adjusted annually.  Wade Dixon said that he would get names of those board members interested in being on the strategic planning committee and would have those appointments at the next board meeting.  The board would like the preliminary document ready by August, so there is time for any adjustments to it.  Joe raised concern in regards to the Budget.  The Bylaws state that we should be presenting and adopting the budget at the General Conference.  He said that if we can conform to the bylaws, then perhaps they should be amended.    

 

Kathy Peckman spoke about the “Help America Vote” legislation that has been enacted, and discussion ensued regarding implementation of the new act and expectations concerning how it will impact counties. 

 

 

Wade Dixon announced that the evaluation committee has been meeting every month at the same time as the finance committee. Paula Phillips is the chair of the committee with committee members Lonie Addis, Eileen Filbert, Ron Sitts, Joe Brunk and Florence Whitebread.  The Assessment Program Draft Proposal was handed out to all board members.  Wade said that Paula recommended and this proposal was made:

 

1)     Executive Director’s evaluation

2)     Self-evaluation of the governing board / improving boardsmanship.

 

Randall Allen recommended a board retreat to allow improvement for boards-

manship as well as more connection to the work of the KAC.  This would enable both the staff and board members to better serve counties.  Randall has a facilitator in mind for the retreat.  The monies needed for such an endeavor need to be addressed, and scheduling a retreat in conjunction with a regularly scheduled board meeting might make good sense.  Because a retreat has not been budgeted for, counties or board members themselves might be required to help with the costs.  Discussion ensued regarding timing of the retreat vs. regularly scheduled board meetings.

 

Rod Broberg moved, seconded by Joe Brunk to proceed with the document for Board self examination process as distributed by the President. Motion carried.

 

Ron Sitts would like to change the May meeting date to accommodate a retreat and avoid conflict with several other association/affiliation meeting dates. 

 

Ron Sitts moved, seconded by Mike Billinger to change the meeting date from May 23, 2003 to April 25, 2003, in order to accommodate a board retreat.  Motion carried.

 

Wade Dixon inquired about the status of the County Commissioner Deskbook project. Randall indicated that the Deskbook will be completed in time to be distributed at the “Introduction to the Commissioner’s Job” workshop, to be held  February 6- 7, 2003 in Wichita. 

 

President’s Remarks

 

Wade Dixon said that as a board “we are charged with anticipating change”.  The more that we can do to anticipate it in the legislative sessions and our home counties, the better we’ll be able to help our counties and the association.   He said he had no answers regarding the state budget or economic concerns, but it will take work on all our parts.  We need to get ideas to the board of County commissioners where it can help.  With two counties, Chautauqua and Sumner, not joining us as members this year, we need to anticipate change and deal with things. Lonie Addis stated that he anticipates no immediate reconciliation with Sumner County, but wants to keep the dialogue open. 

 

Randy stated that non-member counties would be assessed a surcharge for KAC workshops and programs. This policy was adopted by the KAC Board several years ago when less than 100% of the counties were KAC members, and will be applied to the current situation. In terms of the County Comment and other mailings from our offices, those have stopped for non-member counties. 

 

Executive Director’s Report

 

Randall announced that 2003 membership dues statements for counties had been prepared and mailed in early January. A map was distributed indicating which counties have already remitted their dues.  The Introduction to the Commissioner’s Job workshop will be February 6 and 7 in Wichita.  New commissioners, veteran commissioners and anyone else are welcome to attend. 

 

Michelle Brown attended a one day workshop in Chicago in early January. Conference meeting planners from other county associations in the Midwest met to exchange ideas and network about conference planning ideas. The meeting was beneficial to her duties in regard to the Annual Conference, as well as other educational workshops the KAC offers. 

 

Randall announced that the 2003 Compensation Survey forms were mailed in mid-January to all HR Directors or Clerks of each county. The Austin Peters Group will tabulate and summarize the results, under a contractual document previously approved by the Board. Mailing of the 2003 Compensation Survey will occur in mid-March, and the deadline for counties to submit their survey information is Friday, February 7, 2003. 

 

Wade and Randall attended the annual meeting of state presidents and state executive directors at a meeting sponsored by NACo and the National Council of County Association Executives in Washington, D.C. on January 8-10, 2003. Both  reported good speakers. 

 

The meeting recessed at 11:50 a.m. for lunch. The meeting resumed at 12:32 p.m.

 

NACo Report

 

Lonie Addis distrirbuted handouts for board members: NACo Board of Directors meeting membership report, the NACo Board of Director’s appointment schedule and a summary of the major actions taken by the board at its December 13 and

14, 2002 meeting in Dallas.  Lonie said that the meeting he attended in Dallas, when our last board meeting was taking place, went well. 

 

Randall Allen presented the board with copies of a nomination form in the name of Deborah Donaldson, Sedgwick County Human Services Director, for appointment to the 2002-2003 NACo Health Policy Steering Committee. 

 

Lonie Addis moved, seconded by Jerry Davis, to nominate Deborah Donaldson to the NACo Health Policy Steering Committee for 2002-2003.   Motion carried.

 

Litigation Update

 

Judy Moler announced that the State of Kansas had until January 20, 2003 to file its response to the litigation on demand transfers. She indicated that the State’s response argued more process issues than substantive points of law set forth in the KAC/League mandamus petition. We will file a response to their response in the next few days. 

 

Randall addressed the status of SB 30, the State’s FY 03 recision bill, and the testimony before the Senate Ways and Mean Committee and House Appropriations Committee on the future of demand transfers. He said that Senator David Adkins had indicated in the committee meeting that he supported the litigation, and stated that he feels that it needs to be settled.  A possible letter to the court from the Legislature could be forthcoming asking the Supreme Court to move forward on a decision in the case.  . 

 

2003 Legislative Session Update

 

Information about a 2003 Streamlined Sales Tax bill (hoping to eventually collect sales and use taxes on sales by remote vendors) was presented to both tax committees by Acting Secretary of Revenue Joan Wagnon.  She emphasized that there must be compensating local use tax so that local governments can share in the tax revenue from remote sales (both internet and catalog).

 

The  Enhanced 9-1-1 bill was introduced conceptually in the House Utilities committee. It will also be introduced on the Senate side next week. 

 

The KAC’s annual Congressional Breakfast will be held back on Capitol Hill during the annual NACo Legislative Conference on March 4, 2003 from 8:00 to 10:00 a.m.. Our Congressmen as well as our county members attending the NACo legislative conference, will be invited. 

 

Interviews will begin today to hire a legal intern. 

 

The League and KAC have introduced legislation to allow official publications to be published on an internet website in lieu of being published in an official county newspaper. This would be a major cost savings for counties while enhancing public awareness of pending county decisions.

 

 

With no further business, President Wade Dixon adjourned the meeting at 1:35 p.m.

 

 

                                                                                    Respectfully submitted,

 

 

 

 

                                                                                    __________________________

                                                                                    Pam Hatfield, Executive Assistant

 

 

 

 

Approved :_______________________________

                        Kathy Peckman, Secretary

                        February 11, 2003