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MINUTES

KANSAS ASSOCIATION OF COUNTIES BOARD MEETING

Tuesday, January 18, 2000

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

 

 

President Don Hanson called the meeting to order at 1:05 p.m.  Board members present were as follows:

 

Board Members:

 

Rodney Broberg, Saline County Appraiser

Joe Brunk, Sedgwick County Weed Director

Wade M. Dixon, Greeley County Attorney/County Counselor

Donald Hanson, Ellsworth County Commissioner

William (Bill) Linde, Woodson County Commissioner

Darryl Lutz, Butler County Engineer

Linda Peterson, Marion County Commissioner

Paula Phillips, Douglas County Emergency Management Director

Randy Rogers, Coffey County Sheriff

Linda Schreppel, Labette County Clerk

Sara Ullmann, Johnson County Register of Deeds

Nancy Weeks, Haskell County Treasurer

Riley Winkler, Gray County Commissioner

 

Board members not present were:

 

Russ Frey, Riley County Commissioner

Frances Garcia, Reno County Commissioner

Dean Kruse, Norton County Commissioner

 

Others present were:

 

Randy Allen, KAC Executive Director

Judy Moler, KAC Legislative Services Director/General Counsel

Marla Flentje, KAC Education Director

Pam Hatfield, KAC Executive Assistant

Connie McAdams, EMS, Johnson County

Pam Kemp, EMS, Clay County

Steve Wanamaker, Charlton-Manley Insurance

 

Approval of Minutes

 

Paula Phillips moved, seconded by Nancy Weeks to approve the minutes of the December 9, 1999 meeting.  Motion carried.

 

Don Hanson introduced visitors, all of whom were present to make brief presentations later in the meeting.  Pam Kemp, Clay County, and Connie McAdam of Johnson County EMS, both repre-

senting the Kansas Emergency Medical Services Association (KEMSA) were introduced. Terry

David, Rice County EMS Director, had intended to be present to represent KEMSA but was unable to attend due to weather conditions.  Steve Wanamaker, Charlton-Manley Insurance, arrived at the meeting at 1:20 p.m. 

 

Meeting Agenda Additions/Corrections

 

President Hanson requested that Item #16 (request by KEMSA to join the KAC as an associate member) be moved up on the agenda. Randy indicated that Item #5C (Annual Conference

Financial Report) is not ready for presentation, and will be deferred to another meeting. 

 

Paula Phillips moved, seconded by Randy Rogers to accept the agenda as amended.

Motion carried. 

 

Finance Committee Report

 

Finance Committee Chairperson Nancy Weeks reviewed the list of bills and payment submitted for approval, including the final payments to the Overland Park Marriott and Doubletree Hotels

in conjunction with the 24th Annual Conference.  The monthly total of bills was higher because of these final payments to the hotels. Nancy indicated that the Finance Committee had reviewed the invoices, totaling $117,677.44 at an earlier meeting and recommended approval.

 

Nancy Weeks moved, seconded by Linda Schreppel to approve the bills as submitted.  Motion carried.

 

Nancy reviewed the Monthly Financial Report for November, 1999 and brought it to the attention of board members. The November 30, 1999 cash balance was $258,467.69, which was 13.6%

less than the cash balance one year ago. However, she noted that expenses related to the office move (wiring, utility service connections, equipment, and furniture) had been incurred, which

reduced our cash balance.  

 

Nancy Weeks moved, seconded by Darryl Lutz to receive and place on file the Monthly Financial Report for November, 1999.  Motion carried.

 

Request from Kansas Emergency Medical Services Association (KEMSA) to join the KAC as an Associate Member

 

Connie McAdam spoke on behalf of the Kansas Emergency Medical Services Association (KEMSA), indicating that it was formed in 1996.  At that time, the KEMSA united four separate EMS societies in the state of Kansas, and its 350 individual members.  Connie indicated that 50 of the 108 ambulance services in the state are members of their organization.  There are 50 service memberships, which includes employ over 1,400 technicians.  The majority of their members are county EMS departments. On behalf of KEMSA, Ms. McAdam expressed the desire of the EMS to become an associate member of the KAC.  She indicated that KEMSA feels that it would be very beneficial for their organization to become involved with the KAC, including the Annual Conference.  Their website is www.kansa.org

 

Wade Dixon moved, seconded by Riley Winkler to accept the Kansas Emergency Medical Services Association (KEMSA) as an associate member of the KAC.  Motion carried.

 

KAC Insurance Coverage Review

 

Steve Wanamaker, from the Charlton Manley Insurance Company reviewed the KAC’s insurance coverage, including general liability, workers compensation, building and contents, and employee dishonesty coverage with the board.  He indicated that coverage in the Topeka office and the Wichita office had been recently reviewed and increased to reflect the addition of some new computer and office equipment. He pointed out that there is an increase in data coverage, and

that their staff had worked with Randy to increase coverage for the Wichita office based on the

purchase of some new equipment. He informed the board of a very slight premium increase for 2000. The annual premium for the package policy (commercial property, commercial crime/

employee dishonesty, general liability, and business automobile) is $2,607. The annual premium for workers compensation is $1,396, based on budgeted payroll. As payroll costs vary from budget, the premium will be adjusted on a proportional basis. Steve described the liability coverage has “pretty typical” of organizations such as ours, and said that the next step in coverage would be to secure a $1 million umbrella policy. He said that the estimated cost of such coverage would run in the range of $350 - $750 annually. Executive Director Randy Allen noted that claims for the two burglaries at the KAC office have been turned in to our insurance carrier; the first claim had been paid and the second is currently pending. 

 

Sara Ullmann moved, seconded by Paula Phillips to renew the insurance coverage as outlined. Motion carried.  (No action was taken with respect to the discussion about additional umbrella coverage).

 

Consideration and Approval of KAC Board Resolution No. 00-01

 

Executive Director Randy Allen outlined his request to approve KAC Board Resolution No. 00-01, designating Judith Moler as the KAC’s designated agent for the Kansas Public Employees Retirement System (KPERS).  This request comes as a result of Michelle Works’ part-time employment status and a reassignment of duties within the office. 

 

Nancy Weeks moved, seconded by Linda Peterson to approve Resolution No. 00-01.  Motion carried.

 

Presidential Appointments  

 

President Don Hanson announced his appointment of various board members to committees

which will oversee implementation of various initiatives during the year.

 

He indicated that he would like the Finance Committee to again serve in a role as the KAC’s  Fiscal Policy Review Committee to review KAC financial practices and make recommendations to the board and staff, as appropriate.

 

He named a Performance Evaluation Committee to oversee the evaluation of Executive Director Randy Allen, to include the following board members: Rod Broberg, Chair; Sara Ullmann, Wade Dixon, and Frances Garcia. The committee will develop and inform the board of a process for the evaluation, with the evaluation of Mr. Allen to occur at the March board meeting.

 

Don indicated his goal to again review and update the KAC’s Strategic Plan. He appointed the following persons to the Strategic Planning Committee:  Darryl Lutz, Chair; Paula Phillips; Joe Brunk; and Russ Frey, with Randy Allen to serve as support staff and Don Hanson to serve on the committee on an ex-officio basis.

 

He indicated that he wanted joint projects with the Kansas Association of School Boards and League of Kansas Municipalities to continue and that he had discussed with Randy Allen the

possibility of proposing a 9-member joint initiatives committee (2 board members and the executive director of each organization) to encourage progress on our joint initiatives.

Don said that he would have more to say on this subject at a future board meeting.

 

Don indicated that the Legislative Policy Committee would again be formed by Judy Moler, KAC Legislative Services Director, immediately following the 2000 legislative session. All KAC affiliate and associate organizations will have representation on the committee, and the KAC Board will have representation as well.

 

He further indicated that Marla Flentje, KAC Education Director, was reforming an informal Ad

Hoc Education Advisory Committee to provide feedback to Marla about the existing programs of the Kansas County Government Institute, as well as suggestions for the Supervisory Skills certification program to be launched in the summer of 2000. Marla will be meeting with the

Ad Hoc Education Advisory Committee in McPherson on Friday, February 4, 2000.  

 

Executive Director’s Report

 

Executive Director Randy Allen indicated that 2000 dues statements for member counties were mailed out in early January and that KAC Affiliate and Associate dues statements will be mailed

later in January. He reminded the board that the adopted 2000 budget increased KAC affiliate dues except for the Kansas County Commissioners Association to $1,500 (formerly $1,340); the

Kansas County Commissioners Association dues to $4,500 (formerly $4,015); and the KAC associate dues to $750 (formerly $550). 

 

The 2000 Kansas County Officials Directory was sent to the printer on the previous day and will be ready for mailing soon. A number of complimentary copies will be provided to each county

as well as KAC board members. Additional copies will be available for purchase. Members can purchase copies for $25.00 each while non-members will be charged $35.00 each. 

 

County Government Day activities are scheduled for February 9, 2000, in the Florentine Room at the Jayhawk Tower.  All KAC Board members are especially invited and encouraged to attend. 

 

With the beginning of the legislative session, Randy cautions a quick beginning due to the State’s

FY 2000 budget corrections. He advised board members to be on the lookout for the weekly

Legislative Bulletins  which will be “blast-faxed” or e-mailed each Friday during the session.

 

Executive Director Randy Allen and KAC Board President Don Hanson leave tomorrow for Washington D. C. They will be representing the KAC at the State Presidents/Executive Directors

meeting sponsored by NACo. 

 

NACo Report

 

Linda Peterson distributed a documented outlining NACo’s 2000 legislative priorities (attached to

minutes). Key priorities include internet sales tax collection; enhanced federal funding for block grant and reimbursement programs for adult and juvenile justice systems in rural and urban counties; reauthorization of the Older Americans Act; and changes to the 1996 Farm Act to help restore the economy of agricultural counties affected by low prices, loss of export markets, and natural disasters. Linda briefed the board on a resolution (attached) of the NACo Taxation and Finance Steering Committee on a simplified plan using software technology to collect sales taxes on internet and mail order sales. The central element in the plan is to use a “trusted third party”

for tax collections. Linda informed the board that Karen Miller of Boone County, Missouri (Columbia) is running for NACo Second Vice President. 

 

Report on the NACo Justice and Public Safety Steering Committee meeting

 

Judy Moler gave the report, stating that she and Russ Frey attended the conference in Savannah, Georgia. They heard a presentation by Dennis Maloney of Deschutes County, Oregon about juvenile justice programs. (Mr. Maloney was a keynote speaker at the 1999 Spring Conference of the Kansas County Commissioners Association in Great Bend). Judy and Russ made a presentation about developments in Kansas, including the local community planning process, the focus of the KCCA conference on the importance of early childhood development, and the keynote address by Dr. Marshall Kreuter of the Centers for Disease Control and Prevention on how to achieve healthy communities through collaborative efforts. Judy indicated the pre-conference was really good.  Sarah Ingersoll spoke on Juvenile Justice prevention, and the Child Welfare League.  Judy said that approximately 100 people attended.  Her outlook following the conference made her feel “lucky to live in Kansas” and proud of what has been accomplished here. 

 

KAC Congressional Breakfast

 

Judy Moler reported that the Russell Senate Office building in Washington D.C. will be the location for KAC’s annual congressional breakfast on March 7, 2000.  Breakfast with our congres-sional delegation will begin at 8:00 a.m. and all Kansans attending the NACo Legislative Conference will be invited to attend.  

 

2000 Legislative Session Update


Judy invited all members to the breakfast to be held tomorrow.  So far, we have had 55 representatives and senators say they will attend.

 

Randy Allen and Don Moler, League Executive Director, met with Governor Graves on January

13, 2000 to discuss the status of the demand transfers in the Governor’s FY 2001 budget recom-mendations; the Kansas Open Records and Open Meetings Acts; the status of the Comprehensive Transportation Program; and home rule. Randy stated that the Governor made no commitments for additional state-shared revenues although he may honor some of the request to restore demand transfer monies if the April, 2000 Consensus Revenue Estimates show improvement in the state’s revenue collections. Both executive directors encouraged the Governor to be strong in maintaining the 1999 transportation program.  

 

Randy Allen said that he and other local government lobbyists had a 45-minute meeting today with KDOT Secretary Dean Carlson, discussing the status of Special City-County Highway Fund

monies in the FY 2001 State budget. 

 

County Counselors Association Secretariat Agreement Approval

 

The KAC office provides services to the CCAK in management of checking accounts, planning, publications and meeting planning.  The CCAK has again requested these services be provided for the 2000 year, at a cost of $3,600.   

 

Wade Dixon moved, seconded by Sara Ullmann to approve the secretariat services agreement with the County Counselors Association of Kansas (CCAK) for 2000.

Motion carried.

 

Kansas County Commissioners Association Secretariat Agreement Approval

 

Executive Director Randy Allen presented a continuation agreement for 2000 for the KAC to provide secretariat services for the Kansas County Commissioners Association (KCCA). Some

Board members asked if the compensation ($10,000) for the amount of work was sufficient.

It was expressed that the time spent on the various jobs is more than perhaps the KAC is

being compensated for.  The concern was raised that if other groups ask for the same type of secretariat help, the KAC staff would be unable to conduct the KAC business as well as these outside organizations.  Since the KCCA has already budgeted this amount for the year 2000, and because there had been no discussion of an increase in the secretariat fee with the KCCA Executive Committee, it was suggested that staff take a closer look at the agreement and the time expended on services during 2000 to get a better idea of the appropriate level of compen-

sation for 2001 and beyond.  Marla Flentje expressed a concern that as more of these organizations get websites, we might be asked to help with these as well – adding to time.

 

 

Paula Phillips expressed a need to have a policy developed to respond to other affiliate/associate groups who may in the future respond with requests for secretariat services. 

 

Darryl Lutz moved, seconded by Rod Broberg to approve the 2000 secretariat agreement with the Kansas County Commissioners Association as presented.  Motion carried.

 

4th Quarter, 1999 Education Program Activity Report

 

Education Director Marla Flentje reviewed her 4th Quarter, 1999 Activity Report with board members.  Highlights included 140 county commissioners who have applied for and earned credit towards certification in the Leadership Academy during 1999, and 114 elected and mostly appointed front-line county people who have earned credit during 1999 toward certification in the Excellence in Customer Service Certification program. She continues to respond to requests for customized education services from county customers on various topics, including: conflict management, customer service, ethics, human resource management, et. al.  The KAC web page

(www.ink.org/public/kac) will be demonstrated later in the meeting, marking an achievement that she is especially proud of. Marla commended Michelle Works for all of her hard work in helping to complete this labor-intensive project.  The 2000 Kansas County Government Institute calendar of

workshops should be ready for publication within the next two weeks.  The search continues for the parttime Administrative Assistant at the Wichita office. The deadlines for applications is January 24, 2000, with the position to be filled as soon as possible thereafter.

 

2000 Schedule of Kansas County Government Institute Workshops

 

Marla distributed a draft schedule of Leadership Academy, Customer Service Certificate and Human Resource Management Courses to be offered in the 2000 calendar year.  Many dates have been confirmed, and many are yet to have locations and instructors confirmed. 

 

Demonstration: KAC Web Page

 

Marla Flentje demonstrated, with her laptop computer, the new KAC Web Page!  She “cruised” all areas of the web page – much to the delight of board members!  All seemed pleased with the progress of the page – and the information that is displayed. 

 

Focus Session:  2000 Annual Conference

 

For the remainder of the meeting, discussion of the purpose of the annual conference was the main topic.  Randy Allen posed the following questions, and requested that board members

answer the questions with responses to be shared later with the entire group:

 

1)                  Why do you attend the KAC Annual Conference?

2)                  What do you find most valuable about the KAC Annual Conference?

 

Each board member was asked to list three responses to each question. Responses were as follows:

 

1)                  Why do you attend the KAC Annual Conference?

 

Responses:        Educational opportunities

Networking with others

Interpersonal Communication

Legislative Program Adoption

Seeing other parts of Kansas

 

2)                  What do you find the most valuable about the KAC Annual Conference?

 

Responses:        Educational opportunities

Roundtable sessions

Pre-Conference workshop

Keynote speakers

Social functions

Trade Fair Exhibits 

 

It is recommended that we take a look at the “purpose of Conference” statement as adopted by the 1998 KAC Board and amend it to reflect any changes that need to be added/deleted. 

 

A long discussion ensued regarding the schedule and format of the conference.  Should we change the beginning and ending days (possible only after the 2000 conference)? Should the

Exhibits/vendor days be changed? Should affiliate/associate breakout meetings be combined into a single day instead of schedule on two half-day afternoons? Randy indicated that the board

Needs to adopt, no later than the February 9 meeting, a 2000 Annual Conference theme. There

Are also decisions which need to be made concerning the 25th Annual Conference observances,  as well as setting the structure of the format.  President Don Hanson urged the board to give additional individual thought to the annual conference and bring ideas to the next meeting on

February 9, 2000 in Topeka.

 

President Don Hanson adjourned the meeting at 5:05 p.m.

 

 

 

                                                                        Respectfully submitted,

 

 

 

 

                                                                        _________________________

                                                                        Pam Hatfield, Executive Assistant

 

 

 

Approved by KAC Board:

 

 

_____________________________

Darryl Lutz, KAC Secretary

February 9, 2000