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MINUTES

KANSAS 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:

 

Board Members:

 

Rodney Broberg, Saline County Appraiser

Joe Brunk. Sedgwick County Weed Director

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

Darryl Lutz, Butler County Engineer

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:

 

Linda Schreppel, Labette County Clerk

 

Others present were:

 

Randy Allen, KAC Executive Director

Judy Moler, KAC Legislative Services Director/General Counsel

Pam Hatfield, KAC Executive Assistant

Kathy Bowman, Pawnee County Commissioner

Arlis Atteberry, Pawnee County Commissioner

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. 

 

Approval of Minutes

 

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 noted. 

 

Sara Ullmann moved, seconded by Riley Winkler to approve the minutes as corrected.  Motion carried.

 

Meeting Agenda Additions/Corrections

 

There were no meeting agenda additions/corrections noted.   

 

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 $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 matters.

 

Executive Director’s Goals and Performance Objectives

 

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 and expectations. 

 

OBJECTIVES:       A. 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, KS. 

 

B. 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 meeting. 

 

 

GOAL #2:          Improve communication of KAC services, philosophy, goals and direction to the Association’s members. 

 

OBJECTIVES      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. 

 

OBJECTIVES      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.

 

 

Strategic Planning

 

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 Association.

 

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 role?

 

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.  

 

 

Executive Director’s Report

 

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.

 

2000 Legislative Session Update

 

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.

 

National Association of Counties

 

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.

 

 

1st 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 site.  

 

 

                                                                        Respectfully submitted,

 

 

 

                                                                        ___________________________

                                                                        Pam Hatfield, Executive Assistant

 

 

 

 

Approved by KAC Board:

 

 

 

_____________________________

Darryl Lutz, KAC Secretary

May 18, 2000