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MINUTES

KANSAS ASSOCIATION OF COUNTIES BOARD MEETING

Thursday, December 14, 2000

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

 

 

President Don Hanson called the meeting to order at 10:33 a.m.  Board members present were as follows:

 

1999-2000 and 2000-2001 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

Dean Kruse, Norton County Commissioner

William (Bill) Linde, Woodson County Commissioner

Kathy Peckman, Miami County Clerk

Lonie A. Addis, Labette County Commissioner

Paula Phillips, Douglas County Emergency Management Director

Randy Rogers, Coffey County Sheriff

Nancy Weeks, Haskell County Treasurer

Riley Winkler, Gray County Commissioner

 

1999-2000 Board Members:

 

Don Hanson, Ellsworth County Commissioner

Sara Ullmann, Johnson County Register of Deeds

Darryl Lutz, Butler County Engineer

 

2000-2001 Board Members:

 

Mike Billinger, Ellis County Treasurer

Linda Fincham, Marshall County Register of Deeds

Bobby C. Heitschmidt, Ellsworth County Commissioner

 

2000-2001 Board Members Not Present:

 

Ron Sitts, Edwards County Public Works Director

 

Others present were:

 

Randy Allen, KAC Executive Director

Marla Flentje, KAC Education Director

Judy Moler, KAC Legislative Services Director/General Counsel

Pam Hatfield, KAC Executive Assistant

Michelle Works, KAC Conference/Publications Assistant

 

Approval of Minutes

 

President Don Hanson asked if there were amendments or corrections to the November 19, 2000 board meeting minutes.  There were none. 

 

Darryl Lutz moved, seconded by Russ Frey, to approve the November 19, 2000 meeting minutes.  Motion carried.

 

Announcements

 

Kathy Peckman acknowledged the clearing of the roads she traveled enroute to Topeka for the meeting.  She said that the roadways were clear, and gave kudos to those hard working county officials responsible for a fine job.

 

Judy Moler announced a Farewell Reception honoring Linda Peterson, Marion County Commis-

sioner and former NACo representative. The reception will take place on January 5, 2001 from 2:00 - 4:00 p.m.

 

Meeting Agenda Additions/Corrections

 

There were no meeting agenda additions or changes requested.

 

Wade Dixon moved, seconded by Kathy Peckman, to approve the agenda as presented.  Motion carried. 

 

Finance Committee Report

 

Finance Committee Chairperson Nancy Weeks reviewed the list of bills and payments submitted for approval. 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.  A majority of the bills for the annual conference, including the large Capitol Plaza hotel bill (includes all food expenses) have been paid.

 

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

 

Nancy Weeks called the board's attention to the closing bank balance of $244,571.82 as of December 7, 2000.

 

Nancy Weeks moved, seconded by Dean Kruse to accept and place on file the December 7, 2000 Monthly Financial Report as submitted.  Motion carried.

 

Discussion/Action concerning 2001 KAC member dues

 

Executive Director Randy Allen commented that the KAC Board adopted a 2001 budget of $684,400 at its November 19, 2000 meeting. At the same time, the Board deferred final action on the allocation of dues to member counties to allow further discussion and consideration of the

most appropriate means of financing the legal intern's compensation. Up to this time, the parttime legal intern's wages have been financed jointly by the KAC (1/3), County Counselors Association (1/3) and Kansas County Commissioners Association (1/3). At a meeting of KAC and KCCA leadership in November, the KCCA spokespersons indicated a tentative preference

for the KAC to assume the full cost of the intern's wages and recover the cost through member dues, rather than apportioning out 2/3 of the cost to two affiliate organizations. Randy indicated

that after the KCCA Executive Committee had an opportunity to review the issue more thoroughly, they confirmed their recommendation that the KAC assume the full cost for the legal

intern. Wade Dixon indicated that the County Counselors Association would agree to continue its proportionate financing of the internship program if that is desired.

 

Board discussion ensued. The consensus position of the board was that no one disputed the value of the legal intern in responding to research inquiries from county commissioners, county clerks, and county counselors, among others. The question was not whether the internship program should be continued, but how it should be financed. 

 

Randy reviewed the existing (2000) procedure for allocating county membership dues. He indicated that for many years, the KAC has allocated $306,000 in dues to member counties, this amount not including dues to various KAC affiliate and associate organizations. For the past several years, the $306,000 has been allocated as follows:

 

1)      Base Dues.  All member counties are first assessed a base amount of $400 each,

regardless of population or assessed valuation. With 105 member counties, the

base dues yield $42,000.

 

2)      Allocation of Balance.  The balance of the county member dues (i.e. $306,000 less

$42,000, or $264,000), is split into two equal amounts to be allocated among

member counties, with $132,000 allocated on the basis of relative population

and $132,000 allocated on the basis of relative assessed valuation.

 

3)      Ceiling.  In all recent years, there has been a ceiling so that no county pays more

than $11,000 in membership dues; with the base dues of $400, no county pays more than $5,300 for the portion of dues allocated on the basis of population and no county pays more than $5,300 for the portion of dues allocated on the basis of assessed valuation.

 

Randy indicated that, if the CCAK and KCCA were to continue paying their relative share (i.e. 2/3) of the legal internship program in 2001, the recommended 2001 membership dues would be $310,590, or a 1.5% increase above 2000.  Randy reminded the board that the aggregate amount of KAC dues has not increased since 1995. He further indicated that, if the KAC pays

100% of the internship program with no reimbursement from the CCAK and KCCA, the member-

ship dues allocation would be $317,330, a 3.7% increase from the amount allocated in 2000.

Randy further reminded the board that individual counties would experience varying amounts of

changes depending upon their new populations and assessed valuations.

    

Randy further indicated that invoices for dues would be prepared in early January and mailed to counties in care of the county clerks. Annual membership dues are payable in advance of February 1st of each year and are considered delinquent if not paid before March 1st of each year.    

 

Randy Allen recommended an allocation formula for 2001 dues identical to the one used in the recent past, with the following exceptions:  1) the base dues be increased from $400 to $415; and 2) an increase in the ceiling for annual dues from $11,000 to $11,400. Both changes are intended to ensure that all counties - regardless of size - share in the additional cost of the

internship program since all counties benefit from the services provided.  

 

Russ Frey moved, seconded by Wade Dixon, to allocate $317,330 in membership dues to counties in 2001 and thereby assume the full funding of the internship program within the KAC budget, with the changes in the allocation formula as recommended by the Executive Director.  Motion carried.

 

 

 

 

 

25th Annual Conference Evaluation/Report

 

Michelle Works, KAC Conference Planner, and Randy Allen, Executive Director, provided the board with a report on the 25th Annual Conference held November 19-21, 2000 in Topeka. The report included attendance data (704 persons registered) by county and region, as well as a summary of the comments on Conference Evaluation forms. The evaluations demonstrated enthusiasm for the presentations by Mary Jo Paloranta (keynote speaker) and Dr. John Splaine,

pre-conference workshop leader. Randy was very complimentary of the participation of Kaye

Braaten, NACo County Services Representative, who stressed the many activities and programs of NACo both at her exhibit booth and in remarks to the full conference.

 

Suggestions for next year were tossed out for consideration, as well as a sneak peak at the plans in the works for the 26th Annual Conference - Wichita, 2001.  It was reiterated to the board members that there is NO hotel in Kansas with the capacity to house all participants at the KAC's annual conference. While there were again complaints this year to the fact that not everyone gets to stay in the same/host hotel, it is physically impossible to address this complaint without moving the conference to Kansas City, Missouri or another out-of-state location, which would not be feasible. Another suggestion brought to Michelle's attention is to reserve sleeping rooms in the host hotel for affiliate and associate presidents whose organizations are meeting at the KAC Annual Conference. Discussion of this idea ensued, with agreement by the KAC Board for the staff to proceed with implementation of this idea. Randy indicated that he would like to set up a meeting of affiliate and associate presidents to meet with the KAC President and staff in the early part of 2001. The purpose of the meeting would be to exchange ideas and impart information,

as well as build a more intimate and personal relationship with leadership of the KAC affiliate and associate organizations. 

 

Final Comments - President Don Hanson

 

President Don Hanson thanked the board for all of their support over the last year.  He said how very much he appreciated their leadership, and the role that they played in making the KAC so successful.  He stressed the fact that this board has repeatedly stepped up to the challenges they were confronted with, and that all of the members should be proud of their performances and the reputation that the KAC has gained over the years.  Rod Broberg, Vice President, presented Don Hanson, Darryl Lutz and Sara Ullmann with gifts for their service.  A similar gift is in the mail to Linda Peterson, who could not attend the meeting today. 

 

The meeting recessed for lunch at 12:05 p.m. and reconvened at 12:50 p.m.

 

Election of Governing Board Officers for 2001

 

Prior to the election of officers, Don Hanson asked board members leaving the Board to intro-

duce their successors. Sara Ullmann introduced Linda Fincham, Marshall County Register of Deeds; Nancy Weeks (remaining on board) introduced Mike Billinger, Ellis County Treasurer; Darryl Lutz introduced Ron Sitts (absent), Edwards County Public Works Director; and Don Hanson introduced Bobby C. Heitschmidt, Ellsworth County Commissioner. 

 

Darryl Lutz bid farewell to board members and staff - stating what a rewarding experience his service on the KAC Board has been.  He expressed a desire to be of help and aid in any way he could be - just call him! 

 

 

 

 

Don Hanson, retiring KAC President, asked for nominations for the office of KAC

President.

 

Wade Dixon nominated John Rodney Broberg, II for KAC President.

 

Randy Rogers moved, seconded by Frances Garcia, that nominations for President cease and that a unanimous ballot be cast for John Rodney Broberg II as KAC President. Motion carried.

 

Newly elected President Rod Broberg expressed what a great board this is to work with.  The members are hard working, and get much accomplished.  He hopes that their efforts will continue. 

 

President Rod Broberg asked for floor nominations for the office of Vice President. Lonie Addis

nominated Russ Frey for Vice President.

 

Frances Garcia moved, seconded by Paula Phillips, that nominations for Vice President cease and that a unanimous ballot be cast for Russ Frey as KAC Vice President. Motion carried.

 

President Broberg asked for floor nominations for the office of KAC Secretary. Joe Brunk nominated Wade Dixon for KAC Secretary.

 

Lonie Addis moved, seconded by Frances Garcia, that nominations for Secretary cease and that a unanimous ballot be cast for Wade Dixon as KAC Secretary. Motion carried.

 

President Broberg asked for floor nominations for the office of KAC Treasurer. Wade Dixon nominated Nancy Weeks for KAC Treasurer.

 

Randy Rogers moved, seconded by Frances Garcia, that nominations for Treasurer cease and that a unanimous ballot be cast for Nancy Weeks as KAC Treasurer. Motion carried.

 

Insurance Coverage Approval

 

Steve Wanamaker, owner of Charlton Manley Insurance (Topeka insurance broker) reviewed the coverage under the current package policy for commercial property, commercial crime/employee dishonesty, and general liability insurance, as well as the workers compensation coverage for the KAC offices in Topeka and Wichita.  He reviewed with board members the current policy coverage as well as the applicable deductibles and limitations. 

 

Paula Phillips moved, seconded by Kathy Peckman to accept the insurance coverage  as presented for the year beginning January 1, 2001 by Mr. Wanamaker. Motion carried. 

 

Setting KAC Board meeting dates, 2001

 

The Board established the following meeting dates and locations for its meetings in 2001:

 

January 17, 2001, 10:30 a.m.         Topeka, KAC office

February 7, 2001, 10:30 a.m.         Topeka, KAC office

March 16, 2001, 10:30 a.m.           Topeka, KAC office

April - no meeting

May 23, 2001, 9:30 a.m. Tribune/Greeley County

June 22, 2001, 10:30 a.m.          Topeka, KAC office

July - no meeting

August 17, 2001, 10:30 a.m.       Topeka, KAC office

September 21, 9:30 a.m.            Salina/Saline County

October 12, 2001, 10:30 a.m.      Topeka, KAC office

November 18, 2001, 9:00 a.m.    Wichita (KAC 26th Annual Conference)

December, 2001:                       Date to be determined; meeting in Topeka

 

Finance Committee Appointments

 

President Broberg announced that since the Bylaws stipulate that the KAC Treasurer also chairs the Finance Committee, Nancy Weeks will continue in her capacity on the Finance Committee.

Rod Broberg appointed the additional following persons to the Finance Committee:  Frances Garcia, Dean Kruse and Mike Billinger.

 

National Association of Counties Report

 

Lonie Addis, NACo representative, gave a full report on the December meeting of the NACo Board, held recently in Sun Valley, Idaho. He indicated that the NACo Board adopted an annual

Budget, as well as received and discussed a proposed strategic plan and internal audit report.

Lonie indicated that the board designated NACo's legislative priorities at the meeting, and he distributed a summary of the Legislative Priorities. With great pride, Lonie announced that NACo had achieved its goal of gaining 2000 member counties in the year 2000. This is a great achievement for NACo and for counties.

 

Travel Authorization Requests

 

Randy Allen asked for board approval and authorization for board and staff travel to the following

Meetings:  1) the KAC President and Executive Director to travel to the annual State Association Presidents/Executive Directors Meeting in Washington, DC, Jan. 10 - 12, 2001; and 2) the KAC

President, NACo Representative, Executive Director, and Legislative Services Director to attend the annual NACo Legislative Conference in Washington D.C., March 2-6, 2001

 

Russ Frey moved, seconded by Nancy Weeks to approve both travel requests for the persons and dates requested.  Motion carried.

 

Staff Reports

 

Judy Moler reminded board members of the following dates; January 17 - Legislative Appreciation Breakfast with the KAC Board and members of the Legislature, Topeka; and February 7, 2001: County Government Day, to be held in the Florentine Room of the Jayhawk Tower.

 

Marla Flentje announced the completion of the 4th Effective Supervisory Skills class in Wichita.

She is currently working on an annual calendar that will include dates/locations/etc for 2001.  When available, it will be posted on the web page.  The 2001 "Introduction to the Commissioners Job" workshop will be held February 15 and 16, 2001 in Wichita.  The enrollment has been steady.  Brochures for this class were distributed at the annual conference and also mailed to each county commissioner the week after the conference.  She encouraged "others" to attend -

 

 

 

not just commissioners, as this class contains vital information that many county employees could use.  The staff is in the process, with the assistance of an outside consultant, of developing an on-line registration system so members can register for workshops on the internet. It is anticipated to be ready to go in early 2001.

 

Randy Allen reported that the Cooperative Purchasing program is off to a roaring start.  Cathy Boch, Office Depot representative to the KAC, has indicated a boom in interest and participation following a very successful trade fair booth at our Annual Conference.  The KAC offices have seen significant savings on all types of office products, and it was especially noted during the high volume purchases made for annual conference preparations.

 

With no further business on the agenda, the meeting was adjourned at 2:50 p.m.

 

 

                                                                        Respectfully submitted,

 

 

 

 

                                                                        ___________________________

                                                                        Pam Hatfield, Executive Assistant

 

 

Approved by KAC Board:

 

 

 

_____________________________

Wade Dixon, KAC Secretary

January 17, 2000