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ASSOCIATION OF COUNTIES
Association of Counties Office
Vice President Russ Frey
called the meeting to order at 9:39 a.m. (President Rod Broberg was absent as he was required
to be in attendance at a Board of Tax Appeals hearing; he later arrived and
assumed the role of meeting chair). Those board members present were as
Lonie Addis, Labette County
Mike Billinger, Ellis County
Joe Brunk, Sedgwick County Weed Director
Wade Dixon, Greeley County Counselor
Linda Fincham, Marshall
County Register of Deeds
Russ Frey, Riley County
Frances Garcia, Reno County
Bobby Heitschmidt, Ellsworth County
Bill Linde, Woodson County
Kathy Peckman, Miami County Clerk
Paula Phillips, Douglas County
Emergency Management Director
Randy Rogers, Coffey County Sheriff
Ron Sitts, Edwards County Public
Nancy Weeks, Haskell County Treasurer
Those board members not
Rodney Broberg, Saline County
Appraiser (arrived later)
Dean Kruse, Norton County
Others present at some or
all of the meeting were:
Randy Allen, KAC Executive
Judy Moler, KAC General Counsel
Marla Flentje, KAC Education Director
Art Palmer, Goodell,
Stratton, Edmonds and Palmer, attorneys
Caroline West, Overland Park
Convention and Visitors Bureau
Isabelle Blainey, Director of
Sales and Marketing, Overland Park CVB
Kurt Brown, Director of Sales
and Marketing, Sheraton Overland Park Hotel
Charlie Spiegel, Overland Park
Convention and Visitors Bureau
Brenda Flanagan, Summers,
Spencer and Cavanaugh, CPA's Chartered
Approval of the
Vice President Frey asked
if there were any additions or corrections to be made to the minutes from the June 22, 2001
meeting. There were none. Ron Sitts moved, seconded by Bobby Heitschmidt
to approve the minutes of June 22, 2001 meeting. Motion approved.
Because of time constraints
of presenters, presentations by the Overland Park Convention and Visitors
Bureau and Brenda Flanagan of Summer, Spencer and Cavanaugh, were given at
approx-imately 10:30 p.m. and 11:00 p.m., respectively, and not necessarily in the order as
written on the printed meeting agenda. (The minutes reflect the actual
sequence of presentations and actions. In several cases, actions concerning
matters presented to the board occurred well after the presentations).
Executive Session - 9:55 a.m.
Lonis Addis moved,
seconded by Linda Fincham, to recess into executive session for a period of 20
minutes for the discussion of pending litigation pursuant to the
attorney/client matters exception of the Kansas Open Meetings
Act. (The following persons were
included in the executive session: KAC Governing Board; KAC Executive Director
Randy Allen; KAC General Counsel Judy
Moler; and KAC retained attorney, Mr.
Art Palmer from the firm of Goodell, Stratton, Edmonds and Palmer, L.L.P.)
The meeting resumed in
open session at 10:15 a.m. No action was taken in closed session.
Policies and Procedures
Randy Allen, Executive
Director, introduced the discussion of the revised personnel policies and
procedures, which have been under development and review for some time. An
earlier version of the draft document was discussed by the Board at the June 22, 2001 meeting.
Randy indicated that he had requested that attorney Art Palmer review the draft
document and offer suggestions to improve the wording and guard against
unnecessary legal challenges. Additions/changes to the draft document were
offered as follows:
Add: "Any contract
or binding representation must be made in writing and signed by the
then, such agreement must be made in writing and signed by the Executive
Overtime and Compensatory
Time (Section 2.09):
Change to read: "Compensatory
time must be taken within the same payroll period
in which it is earned."
Leaves of Absence (Section
Correct, by removing
"utilized by an employee," erroneously printed twice.
Discipline for Unscheduled
Absences (Section 3.05):
Correct to read: "Any
employee who is absent for three (3) working days without notification is
Sexual Harassment (Section
Change the section to read as
The Association does not
tolerate workplace sexual harassment. Sexual harassment violates an
individual's fundamental rights and personal dignity. Sexual harassment also
undermines the Association's deep commitment to the primacy of a reward system
based purely on merit, intellectual excellence, and job performance. The
Association considers sexual harassment in all its forms to be a serious
Sexual harassment is unwanted
sexual attention of a persistent or offensive nature made by a person who
knows, or reasonably should know, that such attention is unwanted. Sexual
harassment includes sexually oriented conduct that is sufficiently pervasive or
severe to unreasonably interfere with an employee's job performance or create
an intimidating, hostile, or offensive working environment.
If an employee believes that
he or she has been subject to sexual harassment or any unwanted sexual
attention, he or she should:
* make their unease
and/or disapproval directly and immediately known to the
* make a written
record of the date, time, and nature of the incident(s) and the
names of any witnesses; and
report the incident to the
supervisor (unless the allegation is against the supervisor, in
case the report should be to the next higher authority)."
Acknowledgment of Receipt
Change section (d) to read as
"No supervisor of KAC or
any other person except the Executive Director of KAC has any authority to
enter into any agreement for employment for any specified period of time or
make any binding representations or agreements inconsistent with this KAC
Policy Manual, and even then, such agreement or binding representation is not
valid unless it is in writing and signed by the Executive Director."
(Action on the revised
Personnel Policies and Procedures was delayed until later in the meeting.)
Overland Park Convention and Visitors Bureau Presentation
Officials of the Overland
Park Convention and Visitors Bureau (Caroline West, Charlie Spiegel); the
Overland Park Convention Center (Isabelle Blainey); and Sheraton Overland Park
Hotel (Kurt Brown) were in attendance to present a proposal for Overland
Park/Johnson County to host the 2003 and 2004 Annual Conferences of the Kansas
Association of Counties. Randy explained that the 2001 and 2002 conferences
will be held in Wichita/Sedgwick County.
A full packet of materials,
including renderings of the new Sheraton Hotel and Overland Park Convention Center
(currently under construction) were distributed earlier to board members in
their agenda packets. Kurt Brown, hotel representative, distributed proposals
concerning the 2003 and 2004 annual conferences.
KAC Annual Audit
Brenda Flanagan of Summers,
Spencer and Cavanaugh, CPA's presented a summary of her firm's audit of the
Association's December 31, 2000 financial statements. In addition to the audit
report, she distributed a document titled "2000 Audit Results"
containing summary information about the Association's financial condition. Highlights
were as follows:
the Association received an
unqualified audit opinion;
2000 revenues exceeded 1999
revenues by $59,458 or 10%, a significant and positive increase;
membership dues contributed 50% of
the Association's revenue in 2000, compared to 55% in 1999, meaning that
non-dues income is growing faster than dues income and the Association was
relatively less dependent on dues income in 2000 than in 1999;
2000 expenses exceeded 1999
expenses by $44,336 or 7.3% - a growth rate less than the growth in revenues.
The Association's net assets
changed almost imperceptibly (slight decrease of $843 during 2000 - from
$196,284 to $195,441.
Paula Phillips moved,
seconded by Frances Garcia to receive and place on file the
audit Report of the annual
financial statements for the year ending December 31, 2000 as
presented by Summers, Spencer and Cavanaugh. Motion carried.
2003 and 2004 Annual
Conference Site Decisions
Paula Phillips moved,
seconded by Wade Dixon to award the 2003 and 2004 annual conferences to
Overland Park/Johnson County, Kansas and authorize the Executive Director to
negotiate and execute contracts to secure sign contracts for meeting and
sleeping rooms. Motion carried.
Linda Fincham moved,
seconded by Ron Sitts to hold the 28th Annual KAC Conference on
Saturday, November 22, 2003 through Tuesday, November 25, 2003; and the 29th
Annual Conference on Saturday, November 20, 2004 through Tuesday, November 23,
2004. Motion carried.
Conference Status Report
Michelle Works reported that,
to date, 71 persons have registered for the Annual Conference, which is right
on target when compared to years past. Besides mailing annual conference
brochures to the full County Comment mailing list, a registration
form will be published in the August County Comment.
To date, five (5) vendors have registered for booths in our Exhibition. Michelle
reported that there are still sleeping rooms available at the Marriott,
Fairfield Inn, and Comfort Inn in Wichita. Michelle reported that on-line meeting registration
for the 26th Annual Conference is now available at the KAC's web
Randy called the board's attention to both exceptional pre-conference workshops
to be offered on Sunday afternoon of the annual conference. JoAnne Pitera will
talk about "change", in her "Leading Through Influence:
Overcoming Resistance to Change" workshop. This seminar has been heard by
Randy as well as several board members and is destined to be a popular one!
Dee Lee leads our second workshop as she discusses "Grow Your Nest Egg: A
Retirement Event for County Officials, HR/ Personnel Directors and County
Department Heads". As Owner/Principal in the firm, Harvard Financial
Educators, Ms. Lee conducts workshops across the country educating and
motivating consumers to take charge of their finances and plan for their
futures. Randy said that registrants should expect great things from both
workshops, which will run concurrently. Dr. Gerald Suarez, White House Director
for Organizational Development and Customer Support, will address the 26th
Annual KAC Conference as our keynote speaker for the Opening General Session on
Monday morning, November 19, 2001. Randy also told the board that the
guest/spouse program includes a special holiday theatrical presentation at the
Crown Uptown Theatre -- performed especially for them following a nice
luncheon. Other stops on the guest/spouse program include an airplane factory
tour at Raytheon Aircraft, and shopping.
The meeting recessed for
lunch at 12:18 p.m. and reconvened at 1:04 p.m. Following lunch, President Rod
Broberg called the meeting back to order.
Reports and Recommendations
Finance Committee Chairman
Nancy Weeks presented the bills and payrolls dated August 17, 2001, as earlier
reviewed by the Finance Committee, for approval.
Nancy Weeks moved, seconded
by Bobby Heitschmidt, to approve the bills and payrolls as submitted, and as
previously reviewed by the Finance Committee. Motion carried.
reviewed the Monthly Financial Report for the months ending May and June, 2001
with the board.
Russ Frey moved, seconded
by Wade Dixon to receive and place on file the Monthly Financial
Reports for May and June, 2001. Motion carried.
noted that as of August 8, 2001, the Association's cash balance stood at
$212,008.79. She informed the board that at the earlier Finance Committee
meeting, the Executive Director recommended that $100,000 of the invested cash
balance (currently earning either 3.75% or 2.75% interest) be transferred to a
4-month Certificate of Deposit to earn 4.3% annually. The CD would mature in
December, 2001. With another interest rate reduction appearing imminent, the
Finance Committee advised the Executive Director to proceed with the higher
Weeks, Finance Committee Chair, presented and recommended the board's adoption
of KAC Board Resolution No. 01-01, adding the name of the General Counsel (Judy Moler) to the list of check-signers.
This will enable Judy to sign checks if a payroll occurs when the Executive
Director is out of town.
Nancy Weeks moved, seconded
by Kathy Peckman to adopt Resolution 01-01. Motion carried.
Weeks, Finance Committee Chair, presented and recommended KAC Board Resolution
No. 01-02, authorizing application for general credit cards for two KAC employees
(Judy Moler and Marla Flentje) with a $2,000.00 maximum.
Nancy Weeks moved, seconded
by Russ Frey to adopt Resolution 01-02. Motion carried.
Action on Revised Draft
- new Personnel Policies and Procedures
Kathy Peckman moved,
seconded by Russ Frey to accept the changes suggested in the personnel policy
as discussed earlier in our meeting. Motion carried.
asked Pam Hatfield, Executive Assistant to distribute sign-up sheets for hotel
rooms for the upcoming KAC Governing Board meetings that will be held in
Salina, September 21, and Topeka, December 13. The December board meeting will
precede the annual joint meeting with the Governing Board of the League of
Director Randy Allen reported on the following recent activities at the KAC
Association of Local Health Departments (KALHD, a KAC associate) currently pays the KAC $165.00 per month rent for
office space in the KAC Topeka office for its Executive Director, Edie Snethen. Randy would recommend that the
amount be increased to $170.00 per month for the upcoming annual lease with
KALHD ((beginning September 1, 2001). However, the KALHD is planning an expansion of its
office staff in Topeka, relocating a position formerly housed in Wichita. With
the slight additional space required for the additional position, Randy
recommended that the board approve a new annual lease with the KALHD in an amount of $340.00 monthly.
Ron Sitts moved, seconded
by Randy Rogers to approve a new one-year sub-lease agreement with the Kansas
Association of Local Health Departments (KALHD) in the amount of $340.00 per month for the period
September 1, 2001 through August 31, 2002. Motion carried.
conference brochures have been mailed by the Docking Institute of Public
Affairs at Fort Hays State University. County officials can register for an
astounding low rate of only $49. Randy distributed brochures to the board and
encouraged their participation in the September 26 and 27 conference in Hays.
The KAC is a conference co-sponsor.
Directors of the various state associations of counties will hold their annual
conference in Lake Tahoe in September. Randy asked authorization to attend this
meeting of his peers.
Russ Frey moved, seconded
by Bobby Heitschmidt to authorize Executive Director Randy Allen to attend the
annual fall conference of the National Council of County Association Executives
(NCCAE) in Lake Tahoe, Nevada, October 17-20, 2001. Motion carried.
Platform Development Report
Moler reported that
the 2002 Legislative Platform committee has met two times, beginning with the
Legislative Platform Kickoff event on July 6 (at which Sen. Derek Schmidt and
Rep. Melany Barnes, as well as a distinguished panel of lobbyists and elected
officials participated). The committees also met on Thursday, August 16, 2001
for extensive work sessions. The committee will meet again on Tuesday,
September 11 to finalize the draft of the 2002 legislative platform. Judy
reported that the adopted "Protocol for Resolving Internal Conflicts or
Disagreements" between and among KAC affiliate and associate groups was
distributed at the recent meeting with all KAC affiliate and associate presidents
on July 20, 2001. This tool will again be helpful in the new session as
legislation is debated.
Addis, representative to the NACo Board, gave the board a brief summary of
events at the
Annual Conference held recently in Philadelphia. He distributed copies of the
2000-2001 Annual Report from NACo to board members and indicated that he has a
copy of the NACo 66th Annual Conference Proposed Resolutions and
Platform Changes and Financial Report for Jan-May 2001. The Conference Proposal
and Financial Report documents can be obtained, by request to Pam Hatfield, in
the KAC Topeka office.
has been nominated as the KAC NACo representative for the next term. He would
like to continue his recruitment of counties who are not currently NACo
members. Lonie would like to attend the NACo conference that will be held in
Santa Fe, New Mexico.
Russ Frey moved, seconded
by Nancy Weeks to authorize travel expenses for Lonie Addis to attend the NACo
Board meeting in Santa Fe County, New Mexico in early December, 2001. Motion
Randy Allen acknowledged Nancy Weeks, who won the Victor E.
Martinelli Outstanding Treasurer Award by the National Association of County
Treasurers and Financial Officers, an affiliate of NACo at the NACo Annual
Conference, held in Philadelphia, July, 2001. This award is given to a person
who serves as a leader in their home state and as a professional of the highest
caliber in the operation of their county office. Congratulations, Nancy!
County Government Institute Report
Marla Flentje, Education Director, showed a small excerpt from her new
teaching video "FISH", and relayed to the board some of the
highlights of the video. She then reported that the newest Effective
Supervisory Skills (ESS) class begins next week. The Advanced Academy Class
(Leadership Academy) will be taking place on Friday, September 28, 2001 in
Hutchinson. Brochures for the customer service workshop, "Developing
Skills for Service Excellence," were mailed out today from the Topeka
Peckman moved, seconded by Russ Frey to give Pam Hatfield permission to design
and order name tags for the KAC Governing Board members to be worn when they
are acting in their official capacity as board members representing the Association.
2:04 p.m. Paula Phillips moved, seconded by Kathy Peckman to move into
executive session for a period of 20 minutes for the purpose of discussing the
Executive Director's annual performance appraisal. Motion carried. (The Governing
Board and Executive Director Randy Allen were included in the closed session).
2:24 p.m., the executive session concluded and the board meeting resumed in
open session. No action was taken during the closed session.
2:25 p.m., the meeting recessed for a short break. At 2:35, the meeting resumed
in open session.
Frey moved, seconded by Lonie Addis to the recommendations of the terms and
conditions agreed upon by the KAC Governing Board in regards to the
compensation and benefit package for Executive Director Randy Allen effective
July 1, 2001. Changes include:
a 4.0% increase in annual salary,
from $80,208 to $83,416;
a $50 per payroll period employer
contribution to a deferred compensation matching program (401) to partially
match an employee contribution; and
one additional week of vacation
leave (currently three weeks annually; would expand to four weeks annually).
Randy Rogers moved,
seconded by Kathy Peckman, that the board meeting be adjourned. Motion
carried. The meeting
was adjourned at 2:59 p.m.
Pamela J. Hatfield,