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MINUTES

KANSAS ASSOCIATION OF COUNTIES BOARD MEETING

Thursday June 29, 2000

Atchison Heritage Conference Center, Atchison, KS

 

 

President Don Hanson called the meeting to order at 9:30 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:

 

Kathy Peckman, Miami County Clerk

 

Others present were:

 

Randy Allen, KAC Executive Director

Marla Flentje, KAC Education Director

Pam Hatfield, KAC Executive Assistant

Commissioner George Ross, Jr., Atchison County

Commissioner Russ Eckert, Atchison County

Commissioner Mike Cavanaugh, Atchison County

 

Approval of Minutes

 

President Don Hanson asked if there were amendments or corrections to the May 18, 2000 board meeting minutes.  There were none. 

 

Russ Frey moved, seconded by Paula Phillips to approve the May 18, 2000 meeting minutes.  Motion carried.

 

George Ross, Jr., Chairman of the Board of Atchison County Commissioners introduced himself and County Commissioners Mike Cavanaugh and Russ Eckert, and welcomed the KAC Governing Board to Atchison county.  He  highlighted some of Atchison’s historic sights, notably the 101 year old Courthouse, which the Board was privileged to tour the previous evening following dinner.  The commissioners distributed attractive Atchison County flags to the KAC Board before excusing themselves.

President Don Hanson announced to the board, that Kathy Peckman, Miami County Clerk and new appointee to the board, would not be present at today’s meeting, due to emergency surgery scheduled this morning. 

 

Meeting Agenda Additions/Corrections

 

There were no meeting agenda additions or changes requested.   

 

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 $47,114.49. 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.  There were no unusually high bills this month that required special attention.  Joe Brunk questioned whether the KAC owned or leased its current office in Topeka.  Randy responded that the current facility is leased. In the Association's past history, the KAC has owned several buildings but when the Association searched for different office space in 1999, building ownership was not considered. Perhaps it might be feasible in the future to consider the purchase of a building, but only after extensive discussion and conversation with the membership.

 

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 April, 2000. A total of 58.5% of the budgeted annual revenue was collected as of April 30, 2000 and we are on schedule.  All dues for associate and affiliate members have been paid.  We had a closing bank

account balance of $274,059.31 as of June 7, 2000

 

Nancy Weeks moved, seconded by Darryl Lutz to accept and place on file the April 2000 Monthly Financial Report as submitted.  Motion carried.

 

Executive Director’s Report

 

Randy handed out new inserts for board member notebooks, containing updated contact information on current board members.  Other handouts included KAC Board Resolution No. 00-02 for the board to consider and approve, appointing Judy Moler as the Association's Freedom of Information Officer pursuant to 2000 amendments to the Kansas Open Records Act.

 

Wade Dixon moved, seconded by Russ Frey to approve KAC Board Resolution No. 00-02, as amended, designating Judy Moler as the KAC's Freedom of Information Officer with no reference to her successor. Wade explained that the law provides that a person and not a position be designated and therefore mention of her successor is not appropriate. Motion to approve the resolution, as amended, carried.

 

Randy discussed the upcoming teleconference session providing Freedom of Information Officer Training to be held July 11, 2000. The teleconference is being jointly sponsored by the KAC and the League of Kansas Municipalities. There will both city and county representatives at all seven sites to greet attendees.  Brochures regarding the KORA are being mailed out from the KAC office at a feverish pace, with many counties ordering additional copies at a nominal cost. 

 

The storage room at the Topeka KAC office is in the process of being completely cleaned out and sorted through.  New storage shelving has been installed and order is being restored! 

 

It was noted that there was a “nursery” bill on this month's bills and payroll form. Ivalah Allen, wife of Executive Director Randy Allen, and Pam Hatfield, Executive Assistant, planted flowers on the south side of the KAC building as well as purchased and potted three large containers for the west “porch” of the KAC offices. 

 

The KAC's 2001 Legislative Policy Process began with a mailing on June 15. The process will kick-off on July 21 at a day-long session at Topeka's Capitol Plaza Hotel. Martin Hawver, publisher of Hawver's Capitol News will speak to the group about the upcoming elections and the next legis-

lative session.  Policy area briefings will be given by staff of the Revisor of Statutes office and the Kansas Legislative Research Department. The 2001 Legislative Platform Committee will be divided into four working committees who will review and make recommendations according to general policy areas:  1) Taxation, Finance, and Infrastructure; 2) Governmental Organization, 3) Environment and Land Use, and 4) Public Health and Safety

 

Regional dialogues concerning Kansas' Noxious Weed Law and focus sessions on the KAC's Strategic Planning meetings are planned for July and August. Randy distributed a handout listing the locations and dates of all meetings. Kansas Agriculture Secretary Jamie Clover Adams will personally attend most meetings and her staff will attend all meetings. Following a briefing by Mr. Tom Sims of the Department of Agriculture concerning the current law and proposed changes, an open forum with exchange of ideas will be encouraged.

 

Lists of candidates for county offices statewide need to be sent to Pam at the KAC office in Topeka

 

The 2000 Compensation Survey reports have been completed and were previously mailed to all county clerks’ offices or human resources/personnel director's offices. 

 

The Kansas Association of Local Health Departments (KALHD) is conducting interviews for its new executive director in the KAC's Topeka office today.  The Association has inquired if it could sub-lease office space for its new executive director in the KAC office in Topeka.  A work station would be added either in the library area or the room currently used as the work room.  The board questioned whether there was sufficient space in the building to permit a sub-lease to be executed. It was generally agreed that the KAC should enter into only a one-year term rather than a two-year term, to enable the KAC office and the KALHD staff time to see if the situation works. 

 

Russ Frey moved, seconded by Wade Dixon to authorize the Executive Director to negotiate a sub-lease of office space with the Kansas Association of Local Health Departments to house its executive director, as recommended by the Executive Director. Motion carried.

 

Randy Allen informed the board that for a few months the KAC office has been procuring general office supplies under a contract with Office Depot negotiated by the National Association of Counties (NACo). He indicated that the delivery of supplies directly to the office has been on schedule and that the process is very smooth. Randy indicated that he would be bringing a contract for the KAC Board to endorse the Office Depot procurement agreement, encouraging (but not requiring) counties to purchase office supplies and equipment through Office Depot.

With the endorsement, the KAC could receive a modest fee-sharing as the KAC and member counties utilize the contract in purchasing goods. Office Depot has expressed an interest in having a display as part of our vendor fair at the 25th Annual Conference, to be held in Topeka, November 19 – 21, 2000

 

Randy announced that he would be taking some vacation leave the last week of July. 

 

Closed Session

 

At 11:15 a.m., Nancy Weeks moved, seconded by Frances Garcia for the Board to recess into executive session for 30 minutes for the purpose of discussing pending litigation.  Motion carried.

 

At 11:42 a.m, the KAC Governing Board meeting resumed in open session. 

 

Darryl Lutz moved, seconded by Russ Frey to affirm the character, integrity and reputation of Randy Allen, KAC Executive Director.  Motion carried with one "nay"

vote (S. Ullmann).

 

Executive Director Employment Agreement

 

Rod Broberg, Chair of the Performance Evaluation Committee, indicated that the board had previously conducted the annual performance appraisal of the Executive Director Randy Allen at the March 17, 2000 board meeting. At the April meeting at Fort Larned, the board approved the content of a new 3-year employment agreement between the Association and the Executive Director, as well as the content of a Performance Goals Statement for the period July 1, 2000 - June 30, 2001. Since the board's actions in March and April, a new employment agreement had been prepared, and a set of 2000-2001 performance goals had been written. Rod asked the

Executive Director to review the documents with the board.

 

The new employment agreement is for 3-years (July, 2000 - June, 2003), with the annual salary for the first year set at $80,208. The salary for the second and third years will determined after the annual performance appraisals are conducted in succeeding years. The new employment agreement adds provisions for Mr. Allen to join a health facility and to receive reimbursement for

a telephone line at home to facilitate use of his laptop computer during evening hours. 

 

Rod Broberg moved, seconded by Russ Frey to approve 1) the new Employment Agreement between the KAC and Mr. Randy Allen for a 3-year period beginning July 1, 2000 as presented; and 2) the 2000-2001 Performance Goals and Objectives for the Executive Director as presented.  Motion carried.

 

National Association of Counties Report

 

Linda Peterson stated she continues to work on membership of current non-NACo member counties in Kansas. She recently visited with county commissioners in Chase and Morris counties to ask them to join NACo.  Currently, 65 Kansas counties are NACo members. Graham and Stanton Counties recently dropped their NACo membership.  NACo is aggressively marketing membership (its goal is 2000 members in the year 2000) and is planning to offer some discounts and prizes in conjunction with annual and regional conferences. 

 

NACo Representative Selection

 

Commissioner Linda Peterson previously submitted a letter indicating she would be resigning her position as NACo representative on November 30, 2000. Randy Allen discussed a memorandum in which he set out a procedure for selecting a replacement for the unexpired term of the NACo representative for the period December 1, 2000 through August 31, 2001.  Letters of self-nomination from elected officials from NACo member counties in Kansas will be received in the KAC through the close of business on September 10, 2000. Persons expressing interest in appointment will be asked to attend the September 22, 2000 board meeting in Burlington and make a presentation to the board. The board will make its decision at the October 13, 2000 meeting in Topeka.  The newly-elected NACo representative will be expected to attend the December, 2000 NACo board meeting to be held in Washington state. Discussion ensued about the quantity and type of information to be disseminated in the County Comment with respect to the selection process.

 

Nancy Weeks moved, seconded by Frances Garcia to adopt the process as outlined by the Executive Director except that 1) the final date for submitting letters of interest will be September 10, 2000; and 2) interested persons will be invited to make presentations to the board at the September 22, 2000 board meeting. Motion carried.

 

Randy Rogers moved, seconded by Darryl Lutz to recess the meeting for lunch.  Motion carried.

 

Following lunch, Mary Van Horn, Director of the Atchison Heritage Conference Center, spoke to the KAC Board, welcoming the board to the facility and briefing them on current and planned use of the facility for meetings, as well as some current developments in and around Atchison. We were all made to feel very welcome and the quality of the meeting facilities is unsurpassed. 

 

NACo Policy Steering Committee Nominations

 

Linda Peterson moved, seconded by Randy Rogers to approve the list of NACo Policy Steering Committee nominations for 2000 – 2001 as submitted. Motion carried.

 

Effective Supervisory Practices Program

 

Marla Flentje, KAC Education Director, gave a powerpoint presentation summarizing a prospectus of the proposed Effective Supervisory Practices educational programs. This is the third of three

Education programs envisioned in the KAC's education program plan, adopted by the board in Dodge City in June, 1998. The workshops will be offered on a regional basis at a cost of $99 per workshop. Marla indicated that the Ad Hoc Education Advisory Committee, as well as county human resource/personnel directors around the state, had provided valuable perspectives in developing the prospectus for the new curriculum.  

 

Russ Frey moved, seconded by Nancy Weeks to authorize initiation of the new certification program for Effective Supervisory Practices in the fall, 2000.  Motion carried. 

 

Kansas County Government Institute Report

 

Marla indicated that due to high demand, a fourth session was added for the “What Every County Employee Needs to Know about County Government” workshop.  Board discussion followed about the pricing structure for general workshops offered in regional locations as well as customized sessions offered in and for the benefit of specific counties. It was suggested that the Strategic Planning Committee consider the pricing and needs/availability of educational programming in formulating the draft 2001 strategic plan.

 

Finance Committee

 

KAC Board President Don Hanson appointed Frances Garcia as a member of the Finance Committee to replace Linda Schreppel. 

 

25th Annual Conference Update

 

A preliminary version of the 25th Anniversary conference logo design was distributed to board members.  The Annual Conference Planning Advisory Committee will hold its meeting in Topeka on July 14. Marla and Michelle will be meeting at the Capital Plaza hotel, along with committee members to discuss plans for the conference. Rod Broberg will represent the KAC Governing Board on the committee.  Some of the events staff is currently working on include: a Topeka Scarecrows Hockey game for conference registrants with a dessert reception thereafter; a presentation of a "Friend of NACo" award to Rep. Jerry Moran; and the idea of bringing John Splaine, University of Maryland professor and consultant to C-Span to lead a pre-conference workshop on presidential leadership styles and what we can learn that can assist county leaders in their leadership responsibilities.  Randy has been working with NACo's education division to secure Dr. Splaine for the conference. Pending board approval, Dr. Splaine has been secured at a cost of $5,500, including all expenses.

 

Paula Phillips moved, seconded by Russ Frey to authorize the Executive Director to engage the services of Dr. John Splaine through NACo's Education Division, at a cost of $5,500 (including expenses) for our pre-conference workshop speaker at the annual conference on November 19, 2000.  Motion carried.

 

Kaye Braaten, former NACo President and currently NACo County Services Representative, will be attending our conference in November. 

 

Store room “left overs” will be made a part of the KAC STORE  that will be housed in the vendor area of the conference.  Notebooks, portfolios, rulers, brief cases, bags, etc will all be a part of this store.  Board members have been asked to “man” the store.  This would give them added exposure to the participants in the conference, allowing questions and dialogue while helping to streamline our inventory. 

 

Randy Rogers moved, seconded by Nancy Weeks to adjourn the meeting at 2:25 p.m.

Motion carried.

 

 

 

 

                                                                        Respectfully submitted,

 

 

 

                                                                        ___________________________

                                                                        Pam Hatfield, Executive Assistant

 

 

Approved by KAC Board:

 

 

_____________________________

Darryl Lutz, KAC Secretary

August 11, 2000