View Other Items in this Archive | View All Archives | Printable Version

MINUTES

KANSAS ASSOCIATION OF COUNTIES

GOVERNING BOARD MEETING

Simerwell Conference Room, Pottawatomi School House

Kansas State Historical Society

Topeka, Kansas

March 12, 1999

 

 

               

                                President Sara Ullmann called the meeting to order at 10:30 a.m. Board

                        members present were as follows:

 

                        Sara Ullmann, Johnson County Register of Deeds

                        Linda Schreppel, Labette County Clerk

                        Linda Peterson, Marion County Commissioner

                        Dean Kruse, Norton County Commissioner

                        Alan Winkler,  Wabaunsee County Commissioner

                        Riley Winkler, Gray County Commissioner

                        Nancy Weeks, Haskell County Treasurer

                        Kenneth Meier, Harvey County Commissioner

                        Michael Dailey, Wyandotte County Sheriff

                        David Heger, Miami County Counselor

                        Darryl Lutz, Butler County Engineer

                        Robert Abel, Jr., Jefferson County Weed Director

                        Rodney Broberg, Saline County Appraiser

 

                        Members absent were:

 

                        Jean Barber, Allen County Commissioner

                        Randy Duncan, Sedgwick County Emergency Management Director

                        Don Hanson, Ellsworth County Commissioner

 

                        Others present were:

 

                        Randy Allen, KAC Executive Director (arrived at 11:10 a.m.)

                        Judy Moler, KAC Legislative Services Director/General Counsel (arrived

                                    at 11:05 a.m.)

                        Marla Flentje, KAC Education Director

                        Judy Seymour, KAC Administrative/Program Assistant

 

                        Approval of Minutes:

 

Nancy Weeks moved, seconded by Linda Schreppel, to approve the minutes of the February 9, 1999 board meeting, as presented. Motion carried.

Finance Committee Report:

 

Linda Schreppel, Finance Committee Chairman, presented the bills and payrolls as of March 12, 1999, totaling $57,273.31. She indicated that the listing of the bills included $3,624.00 in refunds for the 1998 Annual Conference. The

Association’s checking account balances at Columbian National Bank as of March 10, 1999 totaled $406,154.25.

 

Linda Schreppel moved, seconded by Darryl Lutz, to approve the bills and

payrolls as presented.  Motion carried.

 

Consideration and action on the December, 1998 Monthly Financial Report

was deferred to later in the meeting so that Randy Allen (at that time detained in a meeting at the Capitol) could be present to answer questions.

 

President’s Report:

 

President Sara Ullmann presented a list including several issues or topics which

merit attention and should be addressed by the board through work groups in the ensuing months. They included the following:

 

1.       Fiscal Policy Review – for the Finance Committee to 1) study the

Association’s current investment practices and make recommen-

dations, if appropriate, for changes as well as to formalize our practices into a written policy statement; 2) review the current status of our leases and to recommend a written policy with respect to leases; and 3) review our current budget process with particular

attention to the calendar and make recommendations for changes

as appropriate.

 

2.       Performance Review of Executive Director – for the process of the

Executive Director’s performance review to be decided and for the

process to be carried out.

 

3.       Performance Review of Staff – for the Executive Director to brief

the Board on the process by which he conducts performance reviews of the KAC staff, and how performance is monitored.

 

4.       24th Annual Conference – for a conference committee to assist with

planning the Annual Conference in Overland Park.

 

5.       Strategic Plan – review the current status of our Strategic Plan;

recommend updates; establish a business calendar for the KAC

and examine how we can better align our calendar with our strategic

plan and the practical realities.

 

6.       Ethics – explore how the KAC could develop an ethics statement.

 

7.       Bylaws – as part of an overall review of the bylaws, give special

consideration to membership categories as well as the dues

structure.

 

8.       NACo – In keeping with our goal of 100% membership of Kansas counties in NACo as well as the relatively close proximity of the upcoming NACo Annual Conference in St. Louis, how we can

realistically increase both membership and participation in NACo.

 

9.       Legislative Action – maintain our legislative platform develop-

ment committee process and review our protocols for platform

development and conflict resolution among constituent groups;

recommend any changes if necessary.

 

10.   Partnerships with League and KASB – establish a clear direction as

to where our joint activities can and should lead; what are our

goals and what is our direction?

 

11.   Listening Tour – To make our board more visible and to help respond to our members’ needs, a listening tour or several “mini-tours” may be in order.

 

12.   Participation of Urban Counties – Explore ways to bolster partici-

pation of our urban counties in all areas of our Association.

 

Sara indicated that further discussion of these topics would be part of our April 16, 1999 board agenda, and that she would be establishing committees to deal with some of these topics and making appointments of board members to such

committees at the next meeting.

 

Presentation of Certificate in Customer Service Excellence Prospectus

 

Marla Flentje, KAC Education Director, demonstrated a new video projector

and laptop computer which was recently purchased and will be used to make

presentations at various KAC educational workshops around the state. The

equipment is very portable yet very powerful in its function.

 

Marla presented a written prospectus of the Certificate in Customer Service

Excellence program – the second of three certification programs to be introduced in keeping with our Association’s adopted Education Program Plan (prospectus

attached). The program will be tailored to county employees who work on the

front-line of service delivery, but will be open to anyone employed by or in

service to county government. The 25-hour certificate program will consist of

five required courses which will be offered over a two-year period beginning in

the spring of 1999.

 

Board discussion ensued. Board members commented on the “completion project” as identified in the plan prospectus, which would require participants

to complete and submit a professional development plan which identifies

goals, resources, and a timetable for their individual learning and development

as a condition of gaining certification.  Discussion focused on whether such

activity should be a requirement, or an option. Consensus emerged that such

activity should be an option.

 

Mike Dailey moved, seconded by Dean Kruse, to approve the Prospectus for the Customer Service Excellence certification program with the amendment to make the completion project an option and not a requirement.  Motion carried.

 

Monthly Financial Report for December, 1998:

 

Randy presented the Monthly Financial Report for 1998, indicating that the ending, unaudited cash balance as of December 31, 1998 was $162,326.08, a slight decline from December 31, 1997. However, the loan on the photocopier was retired early in 1998, and the Education Program was implemented with no increases in membership dues.

 

Mike Dailey moved, seconded by Nancy Weeks, to receive and place on file the December, 1998 Monthly Financial Report.  Motion carried. 

 

Presentation of 25th Annual Conference (2000) Site Selection Information:

 

Randy presented information received from the Capitol Plaza Hotel and other Topeka-area hotels, as well as the Topeka Convention and Visitors Bureau, who

expressed interested in hosting the KAC’s 25th Annual Conference in 2000. He indicated that the Capitol Plaza Hotel is already booked for the KAC’s traditional weekend for the conference (i.e. November 12-14) but that they are available one week later (i.e. November 19-21, 1999). Board discussion ensued about whether there would be problems in holding the conference the Sunday-Tuesday immediately prior to Thanksgiving.

 

Ken Meier moved, seconded by Nancy Weeks, to select Topeka/Shawnee County as the site for KAC’s 25th Annual Conference in 2000, to be held November 19-21, 1999, and to authorize the Executive Director to execute meeting space contracts and sleeping room blocks with the Kansas Expocentre, Capitol Plaza Hotel, Holiday Inn Fairlawn, Holiday Inn Express, Microtel Hotel; Amerisuites, and Clubhouse Inn.  Motion carried.

 

NACo Report:

 

Linda Peterson reported on NACo’s recent Annual Legislative Conference in Washington, D.C., which was attended by approximately 35 county officials from Kansas.  She summarized the actions of the NACo Governing Board as well

as the legislative policy decisions of various NACo policy committees. She reported on the KAC’s Annual Congressional Breakfast, held on Capitol Hill on March 2, 1999. Senator Brownback as well as Representatives Moran, Ryan, Tiahrt, and Moore attended the breakfast. The interaction with legislators was very positive. Board discussion ensued about NACo’s Annual Conference in St.

Louis (July 16-20) and plans to encourage more Kansans to attend this year’s conference.

 

NACo Governing Board (Kansas Representative) Selection:

 

Randy Allen presented a memorandum (attached) describing an election process for selecting Kansas’ representative to the NACo Board. The process is consis-

tent with the KAC’s Bylaws, which call for a mail ballot election among Kansas’ NACo-member counties as of April 1. He included a copy of an article to be printed in the April, 1999 County Comment newsletter which serves to invite persons interested in serving as a NACo Board representative for the two-year

 

term beginning September 1, 1999 to submit a letter indicating their interest in such position. After the timing for receipt of letters has elapsed, a mail ballot will be prepared.

 

Robert Abel, Jr. moved, seconded by David Heger to approve the process for selecting Kansas’ representative to the NACo Board as outlined in the memorandum provided by the Executive Director.  Motion carried.

 

Midwest Conference of Counties Report:

 

Nancy Weeks indicated that she and Judy Moler attended the recent MCC Board meeting, held in Washington, D.C. during the NACo Legislative Conference.

She said that MCC is proceeding with a petition to obtain a permanent seat on the NACo Board, similar to the WIR’s permanent seat for western states. She indicated that, based on discussions with Randy and Sara, she officially declined an offer for Kansas to host the MCC annual conference in August, 1999 due to lack of staff resources and scheduling conflicts, and that no site for MCC’s annual conference had yet been chosen.

 

1999 Legislative Session Report:

 

Judy Moler and Randy Allen updated the Board on the status of legislation important to counties. Topics included the Comprehensive Transportation Program (HB 2071); the Tax Lid Repeal bill (SB 252); Tax Levy Disclosure

bill (SB 226); and funding for Juvenile Justice programs.  Staff distributed copies of various written testimony on a variety of issues which had been presented over the preceding days.

 

Follow-up to PEBSCO Presentation:

 

At the February 9, 1999 board meeting, Ms. Joyce Hall, Regional Marketing Director for Nationwide Retirement Solutions, Inc. was asked to research whether it would be possible for a county in Kansas to implement a Section

457 match plan, in which a county government would match an employee’s contribution (perhaps to a certain limit) in addition to providing for employee

retirement through the KPERS plan. A letter dated February 27, 1999 from Ms.

Hall was discussed, in which she referenced conversation with KPERS staff who

indicated that county governments could offer side-by-side pension programs.

 

Professional Services Agreement for 1998 Audit:

 

Randy Allen presented a letter proposal from Summers Spencer and Cavanaugh to conduct an audit of the December 31, 1998 financial statements, at a cost not to exceed $3,800.

 

Riley Winkler moved, seconded by Alan Winkler, to accept the proposal from Summers Spencer and Cavanaugh for audit services at a cost not to

exceed $3,800.  Motion carried.

 

 

 

Tour of Office Space:

 

At this time, a majority of the Board as well as Randy Allen and Judy Moler of the KAC staff traveled to the Four Townsite Plaza Building (East 6th Street, in the NationsBank office complex) as well as to 515 Kansas Avenue (Goodell, Stratton law office building) to tour potential office space which could be considered as a possible home for the KAC office after the current lease expires on July 31, 1999. No action was taken with respect to an office lease).

 

Meeting Reconvened:

 

Following the tour of potential office space in downtown Topeka, the board

meeting reconvened in the Simerwell Conference Room at the Kansas State

Historical Society, where discussion of the relative advantages and disadvantages of different office locations occurred.  Due to worsening weather conditions, a lack of consensus concerning which office space would be best for the Association, as well as a desire for the whole board to participate in the discussions, no decisions were made with respect to office location. President Ullmann asked for volunteers to serve on an “Office Space Committee” to work with the Executive Director to evaluate space and report back to the full board at the April 16, 1999 meeting.  Rod Broberg, Kenneth Meier, Robert Abel, Jr., and Alan Winkler all volunteered to serve in this capacity.

 

Adjournment:

 

The meeting was adjourned at 4:10 p.m.

 

 

                                                            Respectfully submitted,

 

 

 

                                                            ________________________.

 

                                                            Randy Allen, Executive Director

 

 

 

                        Attachments:  1)  Customer Service Certification Program Prospectus

                                              2)  NACo Representative Election Process 

 

 

 

 

 

                        MINUTES-031299.doc