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MINUTES

KANSAS ASSOCIATION OF COUNTIES

BOARD MEETING

Saline County Sheriff's Office

Salina, Kansas

Friday, September 21, 2001

 

 

President Rob Broberg called the meeting to order at 9:30 a.m. Those board members present were as follows:

 

Lonie Addis, Labette County Commissioner

Rodney Broberg, Saline County Appraiser

Joe Brunk, Sedgwick County Weed Director

Jerry Davis, Finney County Commissioner

Linda Fincham, Marshall County Register of Deeds

Frances Garcia, Reno County Commissioner

Bobby Heitschmidt, Ellsworth 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

Nancy Weeks, Haskell County Treasurer

 

Those board members not present were:

 

Mike Billinger, Ellis County Treasurer

Wade Dixon, Greeley County Counselor

Russ Frey, Riley County Commissioner

 

Others present were:

 

Randy Allen, KAC Executive Director

Judy Moler, KAC General Counsel

Marla Flentje, KAC Education Director

Pam Hatfield, KAC Executive Assistant

 

Approval of the Minutes

 

President Broberg asked if there were any additions or corrections to be made to the minutes from the August 17, 2001 meeting.  There were none.  Paula Phillips moved, seconded by Linda Fincham to approve the minutes of August 17, 2001 meeting.  Motion approved.

 

A welcome was given by Lonie R. Addis to Jerry Davis, Finney County Commissioner.  Mr. Davis is the new representative to the KAC Board from the Southwest District.  After a glowing introduction by Mr. Addis, Mr. Davis expressed his enthusiasm for being a part of our governing board and looking forward to serving with our members. 

 

 

 

Additions/Deletions to the Agenda

 

Nancy Weeks requested the addition of an Executive Session, to take place toward the end of the Board meeting today.

 

Finance Committee Reports and Recommendations

 

Finance Committee Chairman Nancy Weeks presented the bills and payrolls dated September 21, 2001, as earlier reviewed by the Finance Committee, for approval.   

 

Nancy Weeks moved, seconded by Frances Garcia, to approve the bills and payrolls as submitted, with a correction made on the entry for Summers, Spencer and Cavanaugh, which should be $3,676.25, and not $2,676.25, and as previously reviewed by the Finance Committee. Motion carried.

 

Nancy reviewed the Monthly Financial Report with the board. 

 

Nancy Weeks moved, seconded by Kathy Peckman to receive and place on file the Monthly Financial Report.  Motion carried.

 

Nancy noted that the auditor's charge for this years annual audit was only $3600.00, and not the $4200.00 that was first quoted.  This savings was due in part to the ease and speed that the audit was conducted, but it speaks highly of the auditors, who chose to charge us for services rendered, and not necessarily at the original estimate. 

 

Nancy Weeks, Finance Committee Chair, pointed out an outstanding account receivable of $57.00 from 1998.  There have been many attempts made to recover this from the Butler County official who registered but did not pay for annual conference events, but to no avail.  Randy Allen asked that this outstanding account receivable be removed (as a write-off) from our financials.  Several board members suggested that a letter be sent to the Butler County Commissioners regarding this action by the KAC Board.  

 

Bill Linde moved, seconded by Bobby C. Heitschmidt to remove the account receivable in the amount of $57.00.  Motion carried.

 

Jerry Davis asked that a note be made in the minutes that a letter to the commissioners would be sent out regarding the removal of this outstanding bill. 

 

Randy Allen reviewed a proposal from Summers, Spencer, and Cavanaugh, CPAs, to conduct the audits for the years 2001 and 2002.  Randy said that since the KAC had just accepted and evaluated proposals for the 2000 audit that he did not recommend another such process for the upcoming two audits. He indicated that he had invited a proposal from Summers Spencer and Cavanaugh for the upcoming two audits and the fees were acceptable (not to exceed $4,200 and $4,300, respectively). Bobby C. Heitschmidt moved, seconded by Randy Rogers to accept the audit proposal for 2001 and 2002 from Summers, Spencer and Cavanaugh.  Motion carried. 

 

Recommended 2002 - 2004 Program Plan for the Kansas County Government Institute

 

Education Director Marla Flentje reviewed the history of the Kansas County Government Institute and development of the first education plan three years ago.  Three certification programs - Customer Service, Leadership Academy for County Commissioners, and Effective Supervisory Skills, as well as customized training were all in the plans at that time. All three certification programs are now fully functioning with classes offered on a regional basis throughout the year.

To chart a course for the further direction of the education program, Marla has prepared a draft  education plan for 2002-2004, with the help of the Education Ad Hoc Advisory Committee as well as recommendations from Institute customers.  Listed on the plan are objectives for the 2002-2004 years, as well as recommendations, marketing, administration plans, and financing.  Randy Allen discussed the marketing and pricing of the education programs and the differences in response in various areas of the state.

 

In a structured board discussion, Randy posed the following questions and sought comments and feedback:

 

1.       Are we correctly/accurately reading the needs of the counties?

Response:  Yes, for the most part. Consideration needs to be taken with regards to the affiliate/associate groups' in-service classes.  Sometimes, such classes are grant-funded, and are at no cost to the participant or his/her county. It was further underscored that the KAC does not seek to do "job specific" training as would be necessary to do specific processes or procedures unique to a certain job classification (e.g. spraying noxious weeds, appraising properties) and should not be considered a competitor when it comes to training.  Rather, the KAC's programs offer job skills requisite in most all county jobs (e.g. customer service, effective supervision, budgetary and finance issues). We need to better educate our affiliates and associates as to our objectives, thus allowing our education to be integrated with theirs.

 

2.       Is our focus too broad or too narrow with regards to curriculum? How do we deliver the program geographically - broadly across the state or where the numbers (response, attendance) consistently are?

Response: Go where the market is. While we endeavor to continue regional offerings for most all classes, the KAC has to maintain its financial viability and thus shift resources to regions where demands exceed our current ability to meet demands. As an example, there are continually waiting lists for people trying to access supervisory skills workshops in eastern Kansas while workshops in western Kansas may not be full. The KAC may need to move its western classes a little further east, to produce bigger class sizes.

 

Nancy Weeks moved, seconded by Kathy Peckman to approve the 2002-2004 Education Program Plan.  Approved unanimously.

 

Executive Directors Report

Executive Director Randy Allen distributed the final Personnel Policies and Procedures document,  as earlier reviewed and approved by the KAC Governing Board on August 17, 2001. He noted that Judy Moler is working with an outside resource person who will give an in-service workshop on sexual harassment for both KAC and League of Municipalities staff in the next few months. A class will also be conducted for KAC Governing Board members.  

Randy presented Resolution No. 01-03, establishing the 401 deferred compensation matching program allowing the board to augment his deferred compensation program in concert with the 457 matching program, as agreed to by the board when his performance appraisal was conducted. It was noted that the IRS code would allow the resolution to be amended at a later time to provide a deferred compensation matching program for other KAC employees.

 

 

Paula Phillips moved, seconded by Nancy Weeks, that the board adopt Resolution 01-03.  Motion carried.

 

Randy Allen presented a proposal for board consideration to again engage the Austin Peters Group to assist the KAC in conducting an annual compensation survey in 2002 at a cost not to exceed $2,775. Randy indicated that the report was one of the most-read KAC reports. 

 

Randy Rogers moved, seconded by Frances Garcia to accept the proposal from Austin Peters Group to conduct the 2002 Compensation Survey.  Motion carried.

 

Randy encouraged participation by board members at the 2001 Telepower Conference in Hays on September 26 & 27, 2001.  Enrollment has been discounted for all KAC members and they will extend that discount rate through Monday of next week.  The board members' interest and participation are important to this event.  It is hoped that many of the board members will attend and participate. 

 

The new Advanced Leadership Academy workshop will be held next Friday in Hutchinson. Com- missioners who are graduates of the Leadership Academy are especially encouraged to participate, although participation is invited from all commissioners. Dr. Joe Aistrup of Fort Hays State University will lead the workshop which will be based on Peter Drucker's book, Management Challenges for the 21st Century.  Due to the nature of the seminar and the desired interaction, class size is limited.

 

Randy indicated that he had completed work on an application to the Kansas Health Foundation for a $150,000 grant to establish a Public Health Fellow position at the KAC. The grant application is ready for the board to approve prior to it being sent to the Health Foundation.

The Public Health Fellowship will enable research and relationship building on various public

Health and environmental issues with the goal of increasing the capacity of local health departments (and counties) to successfully address emerging public health and environmental challenges.  The grant would provide funding for approximately 40 months (3 years +) and there would be no obligation for the KAC to provide funding after the grant expires. The office space would be provided in the location of the Executive Director of the Kansas Association of Local Health Departments (KALHD) in the northwest corner of the KAC's Topeka office. The KAC will be giving support and we are expecting support from KALHD and other entities to this end.

 

Paula Phillips moved, seconded by Linda Fincham to authorize the grant proposal for the Public Health Fellowship be submitted to the Kansas Health Foundation.  Motion carried.

 

Changes to the KAC Governing Board will take place at our reorganizational meeting to be held Thursday, December 13, with an evening meeting to be held with the League of Kansas Municipalities.  On Friday, December 14, there will be a joint meeting with the League board.  Election of KAC officers for 2002 will take place at the Thursday, December 13, 2001. 

 

2002 Legislative Policy Development Report

 

Judy announced that the 2002 Legislative Platform Committee has met three times. Judy distributed a revised draft of the platform to the board.  Fewer priorities are recommended for the 2002 session, and some of the priorities have changed.  Judy reminded everyone of the video uplink at seven sites across Kansas on October 3, 2001, from 2:00 - 3:30, to discuss the draft 2002 platform.

 

 

She and Randy have been testifying for 2 days in front of the interim committee on Commerce and Insurance, in an effort to make state health insurance programs available to countie .  She

reported that the committee seems to be moving toward allowing this to occur on a county option basis.

 

Judy and Sandy Jacquot of the League of Kansas Municipalities have met and are organizing a

sexual harassment seminar for KAC and LKM employees as well as their respective boards. 

 

26th Annual Conference

 

Michelle prepared a conference registration and vendor list for the board to review.  The enrolled number for both venues are down from last year at this time, but it is hoped that those will pick up as the conference nears.  Michelle reiterated that board members will have a room at the Hyatt, that has been prepaid, for Saturday night.  Stays for the nights of Sunday and Monday will need to be paid for by the board members personally or by their counties. There was some misunderstanding within some of the counties that a reservation with a hotel secured a reservation with the conference.  This is not the case.  The hotel reservations have nothing to do with conference registration.  Board members are asked to please clarify this with any county official that may be confused.  If there are any vendors that board members think might be worth pursuing for booth space, please notify Michelle at the KAC office.

 

Nancy Weeks presented to Randy Allen, a woven banner that the Kansas County Treasurers Association had printed.  The colorful banner displays sunflowers, a meadowlark, a buffalo, and the American and Kansas flag.  She encouraged other affiliate/associate groups to have a banner printed of their own, to display both at the KAC office as well as during the conference. 

 

Nancy Weeks moved, seconded by Dean Kruse to move to Executive Session for 10 minutes.  Motion carried. (12:32 p.m.)

 

12:42 p.m. meeting resumed.

 

Nancy Weeks moved, seconded by Frances Garcia to allow payment for a family member of Executive Director, Randy Allen, to attend a conference of his choice annually as part of his annual compensation package.  Motion carried, with Lonie R. Addis, Jerry Davis, Bobby Heitschmidt and Rod Broberg voting no. 

 

Ron Sitts moved, seconded by Frances Garcia to adjourn the meeting.  Motion carried. 

 

 

Respectfully submitted,

 

 

 

­                                                            ­            ___________________.

Pamela J. Hatfield,

Executive Assistant

 

Approved by the KAC Board:

 

 

_________________________.

Wade Dixon, KAC Secretary

November 18, 2001