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MINUTES

KANSAS ASSOCIATION OF COUNTIES BOARD MEETING

Friday, March 17, 2000

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

 

 

President Don Hanson called the meeting to order at 10:32 a.m.  Board members present were as follows:

 

Board Members:

 

Rodney Broberg, Saline County Appraiser

Wade M. Dixon, Greeley County Attorney/County Counselor

Russ Frey, Riley County Commissioner

Frances Garcia, Reno County Commissioner

Donald Hanson, Ellsworth County Commissioner

Dean Kruse, Norton County Commissioner

William (Bill) Linde, Woodson County Commissioner

Linda Peterson, Marion County Commissioner

Paula Phillips, Douglas County Emergency Management Director

Randy Rogers, Coffey County Sheriff

Sara Ullmann, Johnson County Register of Deeds

Nancy Weeks, Haskell County Treasurer

Riley Winkler, Gray County Commissioner

 

Board members not present were:

 

Joe Brunk, Sedgwick County Weed Director

Darryl Lutz, Butler County Engineer

Linda Schreppel, Labette County Clerk

 

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

Lonie Addis, Labette County Commissioner

 

Approval of Minutes

 

Russ Frey moved, seconded by Paula Phillips to approve the minutes of the February 9, 2000 meeting.  Motion carried.

 

Meeting Agenda Additions/Corrections

 

Sara Ullmann requested that discussion be held as part of the "President's remarks" item on the agenda to discuss 1) replacement of the KAC van and 2) the Kansas Center for Rural Initiatives grant application.   

 

Linda Peterson 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 payments submitted for approval.  The total amount of bills/payrolls was $74,098.29. Nancy indicated that the bills

and invoices had been examined by the Finance Committee at its earlier meeting and that the Finance Committee recommended approval of the bills as submitted. She called the board's attention to the unusually large payment to Quik Print ($5,439.75), which was the expense for the 2000 Kansas County Officials Directory printing.  She also highlighted the bill of $700.00 representing pre-payment of the KAC's Congressional Breakfast catered by the U.S. Senate Restaurants. Most of this amount will be returned to KAC from attendees' fees.

 

Nancy Weeks moved, seconded by Russ Frey to approve the bills as submitted.  Motion carried.

 

Nancy Weeks informed the board that the bank account balance as of March 15, 2000 is

$390,111.28.  She noted that all 105 counties have paid their KAC membership dues for 2000 (the second consecutive year to have 100% of counties in membership). Nancy Weeks also reviewed the Monthly Financial Report dated December, 1999 and brought it to the attention of board members. She recommended that board members, if they have not already done so, read

the overview narrative in the December, 1999 monthly financial report carefully, as there is an explanation as to the increase in expenditures resulting from moving the KAC's Topeka offices. The unaudited ending cash balance as of December 31, 1999 was $132,732.70. The Association had received $606,292.94, or 98% of its budgeted 1999 revenue of $618,841, while expending $634,878.52 or 102% of the budgeted appropriations of $618,841.  The 1999 revenues were 10.0% higher than in 1998 while expenditures also tracked higher by 12.2% than for the same period one year ago.  The 1999 expenditures included $20,000+ in unbudgeted costs related to the relocation of the Topeka office and the purchase of new meeting room and office furniture.  It did not include $3,750 in revenue from the Kansas County Commissioners Association (subsequently received in February, 2000) in subsidy of the Leadership Academy for County Commissioners.  Excluding one-time capital costs related to the move and equipping the new office, we spent no more than we received in revenue in 1999. 

 

Nancy Weeks moved, seconded by Rod Broberg to accept and place on file the December, 1999 Monthly Financial Report as submitted.  Motion carried.

 

President’s Remarks  

 

President Don Hanson indicated that following the 2000 Legislative Session, Strategic Planning Committee chairman Darryl Lutz would convene his committee to begin work on the 2001 KAC  Strategic Plan.  This will occur sometime in April or early May. The condition of the KAC Voyager van was discussed again. Randy reported that the recent transmission work had apparently worked as the transmission was performing satisfactorily. Nancy Weeks suggested that prior to taking action this coming fall that the board consider two options: 1) keeping the van and using it for errands around Topeka by staff and purchasing a second van for distance travel and for Randy’s use, or 2) trading the current van when a new one is purchased. President Don Hanson asked that prior to the budget process, the Finance Committee review the budget for KAC Education Program and determine the desirable level of subsidy (if any) for the program(s) and possible adjustments.  Executive Director Randy Allen reported that there was no news concerning the KAC's participation in the Kansas Center for Rural Initiatives' grant application to the Kaufman Foundation.

 

 

Request to Approve Professional Services for the 1999 Audit

 

Executive Director Allen presented a draft letter of engagement from the Topeka CPA firm of Summers, Spencer, and Cavanaugh in conjunction with an audit of the KAC's December 31, 1999 financial statements.  The engagement letter calls for fees not to exceed $4,200 if field work is commenced after tax season.  The same firm has audited the KAC for the past four years.

 

Russ Frey moved, seconded by Paula Phillips to approve the agreement at an amount not to exceed $4,200. Discussion followed.

 

Wade Dixon suggested that proposals from other firms be invited.  Randy Allen confirmed that SSC was a good company to work with, and they had been given good service when financial questions had arisen and that they had typically billed less than their "not to exceed" maximum amount. Russ Frey indicated that he was familiar with the firm also, and knew they had a good reputation and were reliable.  Randy Allen indicated that a Request for Proposals (RFP) for audit services was last developed in 1996 in conjunction with the 1995 audit and that several firms had responded to the RFP.

 

Russ Frey amended his motion to also direct that in 2001, the Executive Director prepare and disseminate a Request for Proposal (RFP) for audit services from several firms.  Paula Phillips agreed to the amendment.  Motion, as amended, carried.

 

Executive Session

 

Nancy Weeks moved, seconded by Frances Garcia to adjourn the meeting for 30 minutes to go into Executive Session pursuant to K.S.A. 75-4319 (b) (1) for the purpose of discussing the performance evaluation of the Executive Director. The time was 10:53 a.m.  Motion carried.

 

At 11:23 a.m., the meeting reconvened in open session.

 

Russ Frey moved, seconded by Nancy Weeks to extend the Executive Session another 15 minutes and to request Executive Director Randy Allen to remain in the room for purpose of conducting his performance appraisal. The time was 11:27 a.m. Motion carried.

 

At 11:42 a.m., the meeting reconvened in open session.

 

The Board made several motions indicating language to be included in a new Employment Agreement with the Executive Director, for a three-year period of July 1, 2000 through June 30, 2003.

 

Nancy Weeks moved, seconded by Russ Frey to amend Section 2 (A) of the agreement ("Term") to read three years, rather than two years.  Motion carried.

 

Rod Broberg moved, seconded by Frances Garcia to increase Executive Director Randy Allen’s salary 4% effective July 1, 2000.  Motion carried.

 

Paula Phillips moved, seconded by Randy Rogers to amend Section 2 (D) and Section 4 (C ) from ninety (90) days notice to sixty (60) days notice. Section 2 (D) pertains to

 

 

 

continuation of the current agreement without notice of one party to the other within a period of time before the agreement expires. Section 4 (C ) concerns the advance notice of resignation given by the Employee (Allen) to the Employer (KAC) if the Employee resigns his position. Motion carried.

 

Nancy Weeks moved, seconded by Paula Phillips, to reimburse Allen for the cost of an additional telephone line for the Executive Director's residence.  Motion carried. 

 

Sara Ullmann moved, seconded by Frances Garcia to purchase Executive Director Randy Allen a single membership in a local health club, with the cost not to exceed $250/year.  Motion carried. 

 

Wade Dixon suggested that Randy Allen price a business group plan that would benefit all

office personnel.

 

Executive Director’s Report

 

Randy recognized Michelle Works and Marla Flentje for the work they completed in brigning the KAC's new web site on-line. Michelle Works distributed information with data showing the number of "hits" on the web page. Web server statistics are given to the KAC by the Information Network of Kansas on a monthly basis. Results were as follows: Jan. 1 – Jan. 31, 2000 – 5,080

successful requests, or approximately 166 per day;  Feb. 1 – Feb. 29, 2000 - 4,970 successful requests, or approximately 174 per day.  The high number of “hits” per day was impressive to the board, and demonstrated the growing popularity of the site.  As more persons become aware of the information that can be found there, these numbers should increase.  Randy made mention of a discussion with one of our Kansas congressional members' staff person who said about one of the KAC's issues, that he “read it on our website”!  The NACo Legislative Conference KAC hosted breakfast in Washington, D.C. brought out only one U.S. Senator from Kansas, Senator Sam Brownback.  However, the overall turnout for the KAC-hosted was good. Randy informed the board that as far as the website is concerned, he and Judy Moler write the Legislative Bulletins which are sent by "blast fax" and then published on the web site by Michelle Works. Marla Flentje and Kendra Grubbs are responsible for all educational program updates and Pam Hatfield maintains the KAC Calendar and posts board meeting minutes on the web site. Marla Flentje suggested that the KAC develop a policy for the requests for “links” to our website as they come in.  Randy Allen indicated that he will be speaking to an April 15 session of the annual meeting of the Kansas Press Association concerning the reporting of budget information  He is looking forward to this meeting and will report back to the board.  The KAC's annual compensation survey instrument has been mailed to county clerks/human resource directors. Survey responses are to be mailed directly to the Austin Peters Group, which is gathering and tabulating data for the KAC under a

contractual basis.  Marla reported on the Midwest Public Finance Meeting that was held in Wichita, February 17.  It was a multi-state meeting with 6 county clerks, several finance directors, and a few county commissioners in attendance.  Randy reported that with the Noxious Weed bill now on hold for this legislative session, that the staff would be developing a series of regional meetings with the Kansas Department of Agriculture to have a thorough airing of the

issues around the noxious weed bill.  Randy indicated that he continues to attend the sales tax

revenue work group meetings of the Kansas Department of Revenue. Finally, he indicated that following first adjournment of the Legislature on April 8, he and Judy would be traveling to several regional/district meetings of county officials to report on legislative activities of the KAC

and other matters of interest to our members.

 

 

 

 

Dates and Meeting Location Updates

 

The next KAC Governing Board meeting will be held April 14, 2000 at Fort Larned, Kansas. Sign- up sheets for room reservations circulated.  The June 29, 2000 KAC Governing Board meeting will take place in Atchison, KS.  Room reservations will be made at a new hotel that is currently being

constructed. In September, 2000, the board will be meeting in Burlington, KS. Updates for all

meetings will be provided at a later date.

 

At 12:20 p.m., the meeting was recessed for lunch. At 12:55 p.m., the meeting resumed.

 

Education Program Update

 

Marla Flentje handed out summary information from her Education Ad Hoc Committee which met February 4, 2000 in McPherson.  There was good representation from affiliate and associate groups.  It was requested that opening for the Customer Service classes be posted on the website.  Marla was in favor of this and will look into it.  The Human Resource Management class name will be changed to Supervisory Training.  This class in to include all supervisor positions, not necessarily Human Resource personnel only.  There are plans to expand open records training and a possible class on building teamwork in the courthouse is in the works. 

 

NACo Report

 

Linda Peterson thanked the board for allowing her to attend the NACo Legislative Conference in Washington, D.C.  She reported that 2,600 county officials were in attendance.  The subject of internet taxation dominated the meeting agenda. Attendees were reminded of the importance of encouraging everyone to fill out their 2000 Census forms.  She attended the NACo board meeting and reported on the adoption of 31 policy resolutions.  The KAC breakfast was attended by Senator Sam Brownback with staff members from Senator Pat Roberts and Congressman Moore's offices in attendance.  Linda reported on NACo membership, indicating that NACo currently has 1,953 county members and its goal is to achieve 2,000 members in 2000. National County Government Week is set for April 9-15, and this year's theme is "Honor Our Volunteers."

Linda reported on internal audits which would be proceeding at NACo and solicited feedback from KAC board members about areas of greatest interest in this regard. Frances Garcia mentioned an educational session at the NACo Legislative conference which focused on the leadership styles of various American presidents. She thought it would be an excellent session for a KAC annual conference (suggested affirmed by Judy Moler).  

 

Midwest Conference of Counties

 

Nancy Weeks reported on the recent meeting of the board of the Midwest Conference of Counties, on which she and Executive Director Randy Allen serve.  The MCC's annual conference will be held September 5 – 7, 2000 in Toledo, OH.  The MCC board hopes to inform midwestern states of what the MCC is and get the word out about their organization.   Nancy expressed her doubts about the benefits of membership in the organization, and indicated that if she did not perceive improvements in the organization's direction that she might advocate the KAC dropping its membership this summer. (No action was taken; rather, further discussion will be scheduled at the April or May KAC Board meetings). 

 

2000 Legislative Session Update

 

Judy and Randy reported on the current status of several bills important to counties.

They included: HB 3008 (repeal of one judge / one county); land surveyor legislation; budget hearings on the Juvenile Justice Authority budgets; Open Records/Open Meetings Act changes; demand transfers; and abolition of the Municipal Accounting section of the Department of Administration (SB 635). The previous day, KAC President Don Hanson, Jackson County

Commissioner Ellen Schirmer, and Executive Director Randy Allen testified before the House Appropriations Committee on the impact of the cuts in the demand transfer programs.

 

Focus Session:  2001 and 2002 Annual Conferences

 

Michelle Works presented various options to the board for scheduling the KAC's 2001 and 2002 annual conferences. She indicated that a tentative “hold” had been placed with the Hyatt Regency/Century II in Wichita for both conferences pending board approval. Information as far as locations, schedules, room rates, etc. was discussed.  There will be a shuttle service, provided courtesy of the Wichita Convention and Visitors Bureau, to and from all hotels and Century II.  Various format and date formats were discussed by the board, including the current Sunday -

Tuesday format and an alternative Wednesday - Friday format. It was noted that hotel rooms would carry a significantly higher room rate if we adopted a Wednesday - Friday format.

 

Nancy Weeks moved, seconded by Paula Phillips to hold the 2001 KAC Annual Conference on November 18 – 20, 2001 in Wichita, and the 2002 KAC Annual Conference, November 16 – 18, 2002 in Wichita.  Motion carried. 

 

With no further business, President Don Hanson adjourned the meeting at 2:32 p.m. 

 

 

 

 

                                                                        Respectfully submitted,

 

 

 

 

                                                                        ___________________________

                                                                        Pam Hatfield, Executive Assistant

 

 

 

 

Approved by KAC Board:

 

 

 

_____________________________

Darryl Lutz, KAC Secretary

April 14, 2000