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ASSOCIATION OF COUNTIES BOARD MEETING
Friday, April 14, 2000
Commanding Officer’s Quarters, Fort Larned National Historic Site, Larned, KS
President Don Hanson called
the meeting to order at 9:28 a.m. Board members present were as follows:
Rodney Broberg, Saline County Appraiser
Joe Brunk. Sedgwick County Weed
Wade M. Dixon, Greeley County
Russ Frey, Riley County
Frances Garcia, Reno County
Donald Hanson, Ellsworth County
Dean Kruse, Norton County
William (Bill) Linde, Woodson County
Darryl Lutz, Butler County Engineer
Linda Peterson, Marion
Paula Phillips, Douglas County
Emergency Management Director
Randy Rogers, Coffey County Sheriff
Sara Ullmann, Johnson County Register
Nancy Weeks, Haskell County Treasurer
Riley Winkler, Gray County
Board members not
Linda Schreppel, Labette County Clerk
Others present were:
Randy Allen, KAC Executive
Judy Moler, KAC Legislative Services Director/General Counsel
Pam Hatfield, KAC Executive
Kathy Bowman, Pawnee County
Arlis Atteberry, Pawnee County
Steve Linderer, Park
Superintendent, Ft. Larned National Historic Site
The KAC Governing Board
members were welcomed to the Fort Larned National Historic Site, Kansas'
first national historic site and operated by the National Park Service, by Mr.
Steve Linderer, Park Superintendent. After a brief history of the site and
surrounding area by Mr. Linderer, Pawnee County Commissioner Arlis Attebury
distributed packets containing information about Pawnee County,
the historic Santa Fe Trail and the city of Larned, and gave a warm
welcome to the area.
President Don Hanson asked
if there were questions concerning the March 17, 2000
board meeting minutes. Linda Peterson noted that concerning the NACo report, it
was Frances Garcia who reported about the workshop on presidential leadership
styles, not herself. Correction noted. Russ Frey indicated in the Executive
Directors report, (11th line), that the KAC's event on Capitol Hill
was a breakfast, and the minutes should be written to reflect that. Correction
Sara Ullmann moved, seconded by Riley Winkler to approve
the minutes as corrected. Motion carried.
There were no meeting
agenda additions/corrections noted.
Chairperson Nancy Weeks reviewed the list of bills and payments submitted for
approval. The total amount of bills/payrolls was $34,800.12. 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 payment to Contract Design Group, which was to replace
the file cabinet drawers for Shelley Sterbenz' workstation which were damaged
in the 2nd break-in at the KAC office. It was also noted that
printed brochures for educational classes are now being sent to Topeka for
mailing via Greyhound bus service, saving the KAC approximately $100 per time.
There was a bill submitted for payment for air travel for a speaker at the
upcoming Kansas County Commis-sioners Association conference. It was noted that
this amount will be reimbursed to the KAC by KCCA.
Nancy Weeks moved, seconded by Russ Frey to approve the
bills as submitted. Motion carried.
Nancy Weeks called the
board's attention to the Monthly Financial Reports for January and February,
2000. She noted the increase in revenues from last year to this year. Darryl
Lutz questioned the high percentage of the budget already incurred for
unemployment compensation. Randy explained that the unemployment compensation
is paid as a percentage (7.4%) of actual payroll, up to a maximum of $8,000 in
salaries and wages per employee per year. As such, the KAC's maximum annual
cost per employee is $592. For higher-paid employees, most if not all of this
amount is paid within the first quarter of each year. These figures will be
carefully watched in upcoming months to verify this. Nancy
questioned the increase in our revenues for the year, to which Randy explained
it is due to the number of counties having paid their annual dues so quickly.
He also reported that a goal of $4,500 in revenue was established for
advertising in the
County Comment newsletter. It was reported that, to date, an
amount of $6,050 has been sold.
Sara Ullmann inquired about
the replacement schedule for the computers in the office. Randy stated that
the computers are depreciated over 3 years in the KAC's financial statements.
It is noted that the web ramp (used for internet access for multiple users in
the office) is not working
and the Topeka
office is currently using a loaner from Networks Plus. This will be an extra
expense in the near future as we are still investigating our options to make
the service more dependable. With more staff members trying to gain access to
the internet, and with our web page updates that are done internally, the usage
has overwhelmed the set-up we currently have. This is being looked into at the
current moment, and an update will be given at a future meeting. Nancy Weeks
asked that we begin the process of acquiring a new van, either by trade in, or
purchase of second van (which would be used by Randy Allen and for extended
travel, and the old van used for in town errands by staff). No action was
taken concerning a van replacement.
Nancy Weeks moved, seconded by Russ Frey to accept and
place on file the January and February, 2000 Monthly Financial Reports as
submitted. Motion carried.
Executive Director Randy
Allen distributed a schedule of outstanding accounts receivable as of March 31, 2000.
The schedule lists invoices which have not been paid including one 1998 invoice
in the amount of $57.00; a few 1999 invoices totaling $1170.00; and $7762.00
for current 2000 invoices which have not yet been paid. He indicated that
Shelley Sterbenz, parttime administrative assistant, was following up on unpaid
invoices by sending second (or third) notices with a letter from the Executive
Director asking for recipients to contact the KAC office to resolve the
The Performance Evaluation
Committee of the board, chaired by Rod Broberg, indicated that it had met
earlier that morning to review a draft statement of Goals and Performance
Objectives for the Executive Director for the upcoming year – July 1, 2000
through June 30, 2001. This is the direct follow-up to Section 5 of the
Employment Agreement between the Association and Mr. Allen stipulating that
“annually, employer and employee shall work to define and prioritize such goals
and performance objectives determined necessary for the proper operation of the
Kansas Association of Counties, in the attainment of Employer’s policy
objectives and within applicable time limitations and annual operating and
capital budgets and appropriations, and which goals and objectives, when
determined, shall be reduced to writing by Employee and presented to Employer
within a reasonable time after their establishment.”
The Executive Director
reviewed and the board discussed the draft goals and objectives for the
Executive Director as follows:
GOAL #1; Strengthen
the KAC’s organizational capacity to serve members and adapt to dynamic needs
Thoroughly review, revise and recommend (as appropriate changes to the KAC’s
personnel policy statements. Completion date of draft to be discussed by the
board will be at the August 11, 2000 KAC Board meeting held in Topeka, and for
final consideration by the board at the September 22, 2000 meeting held in Burlington,
Suggest a process(es) for reviewing the Educational Program financial structure
to the Finance Committee; provide staff support in reviewing the options for
future funding. It is suggested that the Finance Committee will do this, and
have a final report/recommendation presented to the board at the October 13, 2000
Improve communication of KAC services, philosophy, goals and direction to the
A. Prepare and print a written Annual Report suitable for
distribution to the members at the annual conference. A draft document will be
presented at the October 13, 2000 meeting, with final document distributed in annual
conference registration packets.
B. Prepare a brochure explaining KAC and it’s goals
and services for distribution to newly elected officials and newly appointed
officials. A completion date of October, 2000 is set for this.
GOAL #3: Take
steps to recharge and renew the Executive Director’s personal inventory of
ideas and strategies to ensure that the KAC continues to adapt and progress.
A. Establish a study area (by the Executive Director in consultation with
the board) for concentration during the year July 1, 2000 – June 30, 2001;
acquire reading and study materials and attend, as appropriate, conferences or
educational workshops to gain a mastery over the subject area.
B. As possible, within limitations of fellow
association executives, seek leadership position in the peer association
(National Council of County Association Executives or NCCAE) through election
at the annual meeting in South Carolina in October, 2000.
Rod Broberg moved, seconded by Wade Dixon to approve the
goals and performance objectives as stated for attachment to the Executive Director’s
Employment Agreement for the period July 1, 2000 through June 30, 2001, with
stipulation that there be a general statement of duties inserted into the goals
document with a signature block for both President and Executive Director to
sign. The development of specific language will be delegated to Messs.
Broberg, Hanson, and Allen. Motion carried.
Darryl Lutz, Strategic
Planning Committee Chairman, presented the report. He indicated that he had
met with Randy Allen to discuss a timetable and process for updating the
Association’s Strategic Plan. It is the intention that the KAC’s strategic
plan be updated annually. There was discussion about the degree to which the
membership should be involved in the process. Further, if the membership is
engaged in the process, what is the most effective way to gain its
participation? Randy indicated his concern that the Association have a very
good “feel” for its members because of the great potential that the 2000 census
could further set apart growth counties from more resource-deprived counties.
Randy said that we need to anticipate the changes that will likely occur as a
greater percentage of our legislative delegation is elected from a few
counties, and the challenges it offers for maintaining cohesion within the
Darryl suggested that the
2000 strategic planning process begin with a retreat session involving the
entire board, with the help of a facilitator. Questions addressed at such a
retreat would include the following: 1) What are the current and pending
threats and opportunities for county government in Kansas?
2) How will/should county government be different because of the KAC’s
influence: 3) What is the KAC’s mission? 4) What are the current threats and
opportunities for the KAC? 5) What do we know about our members’ perceptions
and what do we need to find out about our members’ perceptions? 6) How do we
communicate our mission so our passion is contagious? 7) What characteristics
typify effective boards? 8) What is the board’s role and what is the staff’s
The most recent KAC board
retreat was held in May, 1997. Instruction at that retreat planted the seed
that launched the current strategic planning process. In the board’s
discussion, the involvement of members was thought to be important, and it is
was thought that having 3 regional “living room” focus sessions would perhaps
be a good way to elicit members’ opinions and perceptions. Some expressed that
the focus session would be a better way of gaining members’ ideas that a
written survey as it is felt that the personal exchange of ideas is important.
Needs vary from county to county, and this would allow everyone to have their
voice. Those who are interested will make the effort to attend. Joe Aistrup
was the suggested facilitator for the board’s kickoff retreat. Because the
issues might be different, it was suggested that there be a special focus group
to bring together representatives of KAC’s affiliate and associate organization
leadership for their participation.
Darryl Lutz moved, seconded by Russ Frey that the
Executive Director and staff plan the KAC Governing Board retreat for the May
18, 2000 meeting and that the remainder of the Strategic Planning process be
determined following the board retreat. Motion carried.
The Executive Director
reported on the work he was doing with the Sales Tax Simplification Committee
of the Kansas Department of Revenue, as well as the study which is underway by
the state Department of Revenue, analyzing sales tax data in three sample
counties and looking at the trends in state sales tax collections (4.9%)
vis-à-vis local sales tax collections. Randy had written a scope statement
which is being used as the framework for the Revenue Department’s study.
Judy Moler, Legislative Services Director and General Counsel,
and Randy Allen summarize the status of legislation at the conclusion of the
regular session. The Legislature’s wrap-up session begins on April 26, 2000 at
which time several omnibus bills (appropriations; taxation; corrections) will
be worked and ultimately adopted.
Judy’s report focused on
the following issues: 1) Municipal Accounting section status, in light of SB
635; the 9-1-1 task force legislation; the continuing action on the Kansas Open
Records Act; and the status of demand transfers to local governments.
Linda Peterson reported no
new counties have joined NACo since our last meeting. She has received the
evaluation for the NACo Executive Director and has received a letter from NACo
President Gray asking counties to encourage Census forms. The national Return
rate has not been good, although Kansas’ rate is better that the national rate. Linda
urged members to read an article in the current issue of the County Comment, reprinting an article in NACo’s County News,
regarding internet taxation by Larry Naake, NACo Executive Director.
Wade Dixon moved, seconded by Russ Frey, that Randy Allen,
Judy Moler, Linda Peterson and Don Hanson be authorized to attend the NACo
Conference in Charlotte, North Carolina in July, 2000. Motion carried.
Quarter Program Report – Kansas County Government Institute
A written 1st
Quarter Program Report of the Kansas County Government Institute prepared by Marla Flentje
was reviewed by the Executive Director. Marla was in Garden City on April 14
for a Leadership Academy Workshop. There is still space available for the Cottonwood
Falls class and for the May 10th class to be held in Topeka.
Also included in the written handouts were summaries of evaluation responses
from the March 10 & 24, 2000 Leadership Academy workshop, and the March 8
& 22, 2000 Customer Service Workshops.
With no further business,
President Don Hanson adjourned the meeting at 11:57 a.m.
Following lunch, the board
toured various building and grounds at the Fort Larned National Historic
Hatfield, Executive Assistant
Approved by KAC Board:
Darryl Lutz, KAC Secretary
May 18, 2000