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KANSAS ASSOCIATION OF COUNTIES BOARD
August 11, 2000
KAC Offices, 6202 SW 9th
Terrace, Topeka, Kansas
Don Hanson called the meeting to order at 10:30 a.m. Those present included:
Broberg, Saline County Appraiser
Brunk, Sedgwick County Weed Director
Wade Dixon, Greeley County Attorney/County Counselor
Frey, Riley County Commissioner
Garcia, Reno County Commissioner
Hanson, Ellsworth County Commissioner
Kruse, Norton County Commissioner
Linde, Woodson County Commissioner
Lutz, Butler County Commissioner
Peckman, Miami County Clerk
Peterson, Marion County Commissioner
Phillips, Douglas County Emergency Management Director
Rogers, Coffey County Sheriff
Ullman, Johnson County Register of Deeds
Nancy Weeks, Haskell County Treasurer
Winkler, Gray County Commissioner
Allen, KAC Executive Director
Moler, KAC Legislative Services Director
Flanagan, Summers, Spencer & Cavanaugh, CPAs
Frey moved, seconded by Nancy Weeks to appove the June 29, 2000 meeting
minutes. Motion carried.
Garcia moved, seconded by Wade Dixon to approve the agenda as presented for the August 11, 2000
meeting. Motion carried.
A copy of
the bills and payrolls was provided to Board members by Finance Committee Chair
Finance Committee Chairperson Nancy Weeks moved, seconded
by Rod Broberg,
to approve the bills as submitted. Motion carried.
Weeks reviewed the Monthly Financial Report. She highlighted monthly
expenditures and revenues indicating that the financial condition of the
organization is very solid, but that the budget is very tight. Randy Allen
indicated that he intends to bring recommendations to the board at the
September, 2000 meeting to ensure that expenditures stay within the budget.
Weeks moved, seconded by Russ Frey, to accept and place on file the May, 2000
Monthly Financial Report as submitted. Motion carried.
Flanagan, accountant with Summers, Spencer & Cavanaugh CPAs, provided a
copy of the audit of the KAC financial statement for the year ending December 31, 1999. She provided a graphic
presentation of revenues and expenditures of the past five years and discussed
all information with Board members.
Frey moved, seconded by Sara Ullmann, to receive and file the Audit Report of
the December 31, 1999 financial statements. Motion carried.
Allen reviewed the current condition and staff use of KAC’s 1997 Plymouth
Voyager. He indicated that it is time to replace the vehicle, based on the
vehicle's mileage and the adopted 2000 KAC budget. He recommended that the KAC
not expand its fleet beyond the one vehicle owned and keep the existing vehicle
for staff use. He said that the present arrangement of reimbursing employees (Marla Flentje and Judy Moler, most usually) for their use of personal vehicles is
working well. Randy presented a document titled a “Corporate Resolution to
from the KAC's depository bank, Columbian Bank. If we were to finance a portion
of the vehicle through a bank loan, this document would be required. Board
members discussed various financing options and urged the Executive Director to
check out the current low interest financing (0.9% in some cases) offered by
dealers on new vehicles.
Weeks moved, seconded by Darryl Lutz, to authorize Executive Director Randy
Allen to purchase a replacement vehicle and use the current Plymouth Voyager as
a trade-in, and negotiate the best possible interest rate and price.
Randy Allen summarized his recommendation to lease
approximately 100 square feet of office space in the Topeka office to the
Kansas Association of Local Health Departments (KALHD), an associate
organization of the KAC. He indicated that the KALHD has hired an
Ms. Edie Snethen, and has agreed to the lease
arrangements. The lease period would be for one year beginning September 1, 2000 and the rent
would be $165/month, or $1,980 annually. Randy indicated that he had
discussed the arrangement with Jamie Henderson, owner of the building that
houses KAC's Topeka office. Mr. Henderson stated to Randy that he had
no problem with KAC subleasing space to KALHD and that he did not consider the
arrangement a sublease.
Lutz moved, seconded by Wade
Dixon, to authorize
Randy Allen to sign the lease agreement between Kansas Association of Counties and Kansas Association of Local Health Departments. Motion carried.
Randy reminded the Board that KAC has been a member of the
Midwest Conference of Counties (MCC) for two years. The annual membership fee
is $500. In 1998, Randy and Nancy Weeks, the Board’s elected representative,
attended the Conference. No MCC conference was held in 1999. Randy recommended
that the membership be discontinued, as he perceives that the benefits to Kansas at this time do
not merit the cost of the membership dues.
Ullmann moved, seconded by Frances Garcia, that KAC not renew membership with
the Midwest Conference of Counties. Motion
Randy provided a summary of the Cooperative Purchasing
Program offered through the National Association of Counties Financial Services
Center. This program offers significant discounts from a variety of vendors to
counties that participate. KAC has an opportunity to act as sponsor for the
program. Sponsorship and endorsement of the program does not require anyone (i.e.
a specific county or the KAC) to purchase office supplies or computer supplies
from designated vendors. In fact, it provides additional options. Some counties
will want to continue purchasing office supplies from local vendors. Others may
use the program occasionally. Others may use it a lot.
Ullmann moved, seconded by Linda Peterson, to enter into an agreement with NACo Financial Services Center for participation in the Cooperative Purchasing Alliance. Motion carried.
The Board recessed for lunch at 12:10 p.m. Don announced
that Rod Broberg, KAC Vice President, would preside over the meeting after the
The Board resumed the meeting at 1:00p.m. with Rod
Randy informed the Board that all of the remaining surplus
furniture and equipment which had been stored by the Association since the
significant downsizing in the mid-1995 has now been sold to counties. With the
surplus furniture now removed, the storage room in the Topeka office has now
been cleaned and organized.
The 2nd Quarter Education Program Report
prepared by Marla Flentje, Education Director, was
reviewed and discussed with the board.
Randy reminded board members that the KAC is compiling
information about the outcomes of the August, 2000 primary elections and all
candidates for county offices in the November, 2000 general elections. He
requests that lists with this information from each county be sent to the KAC
office as soon as possible. He said that this information, as well as 2001
county budgets, were requested of all county clerks in a previous letter.
Randy reviewed plans for the September 22, 2000 KAC Board
meeting in Burlington, Kansas.
Randy provided Board members with a copy of a newsletter of
the Kansas Chapter of the Government Finance Officers Association (KSGFOA). Several
county officials from across the state are participating in the new
organization, and Riley County Clerk Rich Vargo is in a leadership position in
the new organization. Randy commended the organization to county officials.
Randy requested authorization from the Board to attend 1) a
briefing of all state association directors on September 10-12, 2000 in Columbus, Ohio to learn about
the status of the KAC's deferred compensation program administered by
Nationwide Retirement Solutions; and 2)
The annual meeting of the National Council of County
Association Executives, NCCAE, (Randy's peers in other state associations) in
Hilton Head, South Carolina on October 18-21, 2000. The Columbus, Ohio travel expenses
will be reimbursed by the National Association of Counties.
Frey moved, seconded by Rod Broberg, to authorize Randy Allen to attend and be reimbursed for expenses
for the meeting with Nationwide Retirement Solutions
on September 10-12, 2000 in Columbus, Ohio. Motion carried.
Ullmann moved, seconded by Nancy Weeks, to authorize Randy Allen to attend the
annual meeting of the National Council of County Association Executives,
October 18-21, 2000 in Hilton Head, South Carolina. Motion carried.
Planning Committee Report
Randy and Darryl Lutz, Strategic Planning Committee Chair,
briefed the Board on the results of the recent regional focus sessions. Darryl
indicated that the Committee meets in one week to review all of the suggestions
gained through the process and to prepare its recommendations to the KAC Board
in time for the September 22, 2000 board meeting.
Judy Moler reported on the very successful July 11, 2000 videoconference for Freedom of
Information Officers attended by about 300 persons. The event was co-sponsored
with the League of Kansas Municipalities. The new brochures on the Kansas Open
Records Act have been requested by most counties. 25 complimentary copies have
been provided by the KAC to each county, and the KAC is selling additional
copies at a nominal cost.
informed the Board that the 2001 KAC Legislative Platform Committee has met
twice. They are working to have the first draft completed by late August or
early September. A special task force on noxious weed issues appointed by
President Don Hanson is being assembled. The legislative platform will be
provided to the KAC membership in a videoconference in late September.
adjourned at 2:10 p.m.
Paula A. Phillips
Secretary pro tem
by KAC Board:
Lutz, KAC Secretary