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Wednesday, April 24, 2001

KAC Office, 6206 SW 9th Terrace, Topeka, KS



President Rod Broberg called the meeting to order at 1:06 p..m.  Board members present were as follows:


Board members present:


Lonie A. Addis, Labette County Commissioner

Mike Billinger, Ellis County Treasurer

Rodney Broberg, Saline County Appraiser

Joe Brunk, Sedgwick County Weed Director

Wade M. Dixon, Greeley County Attorney/County Counselor

Russ Frey, Riley County Commissioner

Bobby C. Heitschmidt, Ellsworth County Commissioner

Dean Kruse, Norton 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

Nancy Weeks, Haskell County Treasurer

William (Bill) Linde, Woodson County Commissioner


Board Members not present


Linda Fincham, Marshall County Register of Deeds

Frances Garcia, Reno County Commissioner


 Others present were:


Randy Allen, KAC Executive Director

Judy Moler, KAC Legislative Services Director/General Counsel

Marla Flentje, KAC Education Director

Michelle Works, KAC Conference Coordinator

Pam Hatfield, KAC Executive Assistant



Introduction of Visitors / Guests


Jeff Bouck, Manager of Sales and Marketing for the Hyatt Regency Hotel in Wichita is present along with Michelle Wood, from the Wichita Convention and Visitors Bureau.


Meeting Agenda Additions/Corrections


Kathy Peckman, Nancy Weeks, Lonie Addis and Randy Allen asked to be added to the agenda under the "announcements". 


2001 Annual Conference


Randy Allen hand out titled "The 2001 Annual Conference/Hyatt Regency Problem" and asked Board members to please read over it carefully.  Randy explained the details of the room block that had been arranged in advance, and the contract specifics that were laid out with the Hyatt Regency in preparation for the Conference.  He then explained to the board that the Hyatt has over booked our room allotment, and the consequences that this presents.  Jeff Bouck, representative from the Hyatt, apologized for the incident.   He indicated that due to the overwhelming response the morning of our "reservation day", their main computer banks were unable to handle the large volume of calls, and by the time the computer system caught up with the reservations, it was too late, and the hotel was overbooked. Jeff indicated that the hotel was willing to open up the entire hotel to our conference (which would give us 52 more rooms).


Much discussion ensued as the board considered the "Mitigation Options".  The Hyatt was able to provide the KAC with the master list of reservations, that also included the time the reservation was made.  This list could be used if necessary.


Nancy Weeks moved, seconded by Randy Rogers to accept Option A; 1) Remove any or all vendors from the list of room reservations (12 rooms reserved).  This reduces the number of rooms on the list to 342.  2) Re-confirm the reservations numbered 1-274 (i.e. Marcia McCoy, #1 through Steve Hirsch, #274), a total of 262 rooms.  These were the first 262 rooms reserved, according to the hotel's time stamp.  3) Re-confirm the reservations for the following: KAC Board-17 rooms, KAC Staff (Works, Sterbenz, Hatfield) - 3 rooms, Affiliate/Associate Presidents-15 rooms, Speakers-5 rooms for a total of 40 rooms with the exception to the list of; 5 rooms, not 3 for staff members (to include Randy Allen and Judy Moler, and10 rooms available for speakers instead of only 5, for a total of 47 rooms.  Motion carried.


Michelle Wood handed out a letter that the Wichita CVB composed that could be delivered to those persons who will be displaced with the over booking.  Her office offered to provide the letter and arrange for the re-location of members. It is thought that a personal phone call would be better received, and from the perspective of customer service, we owe it to our members to give an explanation of the events that have transpired and offer our support.  Board members offered to make the phone calls within their districts, but Michelle Works felt that this should be an in-house event, and should be made by her personally. 


Bobby Heitschmidt moved, seconded by Paula Phillips that the Board go into Executive Session, including General Counsel and the Executive Director for the purpose of consulting with an attorney for the body or agency which would be deemed privileged in the attorney-client relationship for 10 minutes.  Motion carried.


2:17 p.m.  Adjourn for executive session

2:25 p.m. Resume meeting, break for 10 minutes

2:37 p.m. Resume meeting after break


Randy Allen spoke regarding the details of their closed session discussion.  Randy addressed Jeff, indicating the wording regulates damages be paid by the Hyatt.  He asked Jeff to inform the people that he works for, that the KAC feels liquidation damages are in order.  He reminded Jeff and asks that he remind his staff and owners, that the KAC Board represents counties across the state of Kansas, many of which are connected through a variety of networks within their affiliate/associate groups on a state and national level.  Randy also said that the $15,000.00 damages that we feel are in order, is a small price to pay for such a major problem that their company is solely responsible for.  The public relations damage that can result from this will be long lasting to both the Hyatt as well as Wichita in regards to all future conferences.  There are options.  The KAC has a sound legal basis and beyond that, customer service and "fixing the problem".  It would certainly be in the Hyatt's best interest to see this problem and fix what is wrong.  The city council and the mayors offices will both be made aware of the situation and the Board of Sedgwick County Commissioners as well.  Randy explained that regardless of whether Jeff felt that the KAC were entitled to liquidation damages, we felt that we were, and we would be pursuing this end. 


Inquiries were made as to a reasonable time-line, to get some answers and responses from the Hyatt.  Judy Moler, Legal Counsel stated that she could draw up a letter to both the Hyatt management in Wichita and Nationally. Letters could also be sent to the Board of Sedgwick County Commissioners, the Mayor of Wichita, and the City Council of Wichita. 


Bobby Heitschmidt moved, Nancy Weeks seconded a motion to write a breech of contract letter to the Hyatt Regency Management.  Motion carried. 


Discussion surrounding the phone calls that need to be made to the membership followed.  Michelle Works said that she would personally make each phone call herself, as it was felt that having the KAC office directly deal with the overbooked persons would be the best.  Judy Moler felt that reconfirming the names/reservations would be a good idea, before calls are made to assure that there are no more errors in the Hyatt record keeping. 


Russ Frey moved, seconded by Ron Sitts that Michelle Works be the person to call the list of those who will be removed from the Hyatt list. We will also insist that the Hyatt write a letter of apology to each individual and make a personal phone call to each individual as well.  Motion carried. 



Marla Flentje asked that a letter be written to the Mayor of Wichita and to the city council, explaining in detail the events that have transpired, and the lack thereof of any support or compensation by the Hyatt Regency Hotel and their representative, Jeff Bouck.  It should be impressed in the letter that we are seeking their involvement and support in our efforts to rectify the situation.  It was suggested that the Board of Sedgwick County Commissioners and the City of Wichita also be a part of our letter writing. 


Paula Phillips moved, seconded by Bobby Heitschmidt that a letter be written to the Mayor, Sedgwick County Commissioners, City Council and City of Wichita, seeking their assistance and support, while explaining the situation the Hyatt has placed us in.  Motion carried. 



Executive Director's Report


NACo Board Representative for 2001-2003 is needed.   A letter is being mailed out today to all NACo member counties asking for nominations for this position.   The position is currently being held by Lonie Addis, Labette County Commissioner.  Lonie expressed his desire to run for the position again, and asked for the KAC Board support. 


Russ Frey moved, seconded by Nancy Weeks to approve the travel for Randy Allen, Judy Moler, Rod Broberg and Lonie Addis to attend the NACo Annual Conference to be held in Philadelphia, PA, July 13 -17, 2001.  Motion carried.


Randy passed out photocopies of the May, 2001 Research Report (that is currently at the printer).  Copies of the Research Report will be mailed out as soon as they are printed, and copies can also be downloaded off the webpage. 


The 2001 Compensation Surveys have been tabulated and are being proofed.  These will be mailed out to participating counties as soon as they are ready. 


Randy handed out a list of upcoming events/workshops that various members of the staff will be participating in. 


The Commissioners Deskbooks are being finished up and will soon be at the printer.  The finance chapter is being finalized. 


Randy handed out copies of the Executive Director Performance Appraisal as well as his goals and objectives.  He also have each board member a copy of the KAC Personnel Policies and Procedures, that is subject to revisions. 


Kathy Peckman informed the board about an incident that Miami County encountered recently.  National Car Rental was working with Miami County and claimed to be a part of the NACo Purchase Agreement, and that they have worked with the KAC.  Kathy alerted the KAC offices and after some investigation, it was confirmed that we there is not  an agreement between NACo and National Car Rental.  If questions regarding the NACo Purchase Agreement arises in the future, please do not hesitate to contact the KAC office, and varification can be made. 


Kathy Peckman moved, seconded by Bobby Heitschmidt to approve the reimbursement of Misc expenses by Randy Allen.  Motion carried.


Randy Allen thanked Lonie Addis for traveling to Colby to attend the NW County Officials Meeting.  The meeting was well attended, and Randy and Judy both appreciated Lonie for taking time to travel to Colby and act as a representative of our board. 


Paula Phillips asked to keep citizens of Hoizington in your prayers.  The word from Emergency Management across the state that she has heard from has been bleak. 


Russ Frey moved, seconded by Rod Broberg that the meeting be adjourned.  Motion carried.


With no further business on the agenda, the meeting was adjourned at 3:23 p.m.



                                                                        Respectfully submitted,





                                                                        Pam Hatfield, Executive Assistant



Approved by KAC Board:





Wade Dixon, KAC Secretary

May 23, 2001