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ASSOCIATION OF COUNTIES
GOVERNING BOARD MEETING
President Sara Ullmann called the meeting to order at 10:34 a.m. Board members present were as follows:
Johnson County Register of Deeds
Marion County Commissioner
Alan Winkler, Wabaunsee County
Nancy Weeks, Haskell County
Allen County Commissioner
David Heger, Miami County
Robert Abel, Jr.,
Jefferson County Weed Director
Harvey County Commissioner
Saline County Appraiser
Gray County Commissioner
Don Hanson, Ellsworth County
Paula Phillips, Douglas County
Emergency Management Director
Darryl Lutz, Butler County Engineer
Michael Dailey, Wyandotte County Sheriff
Labette County Clerk
Norton County Commissioner
Others present were:
Randy Allen, KAC
Judy Moler, KAC
Legislative Services Director/General Counsel
KAC Education Director
Pam Hatfield, KAC
Flanagan, Summers, Spencer and Cavanaugh, CPAs (auditor)
Diehl, Goodell, Stratton, Edmonds and Palmer (attorney at law)
Sara welcomed everyone to the
new KAC offices and newly furnished Conference/Meeting Room. Linda Schreppel
requested an addition to the agenda to discuss the KAN-WIN program. Sara
Ullmann added it to the agenda.
David Heger moved, seconded by Jean Barber to approve the
minutes of the July 1, 1999 board meeting as submitted. Motion carried.
Finance Committee Chair Linda Schreppel presented the
report. Bills and payrolls as of August 20, 1999 totaling $45,969.41 were
reviewed by board members. Randy gave details on monies recently expended for
office furnishings, including workstations and conference/meeting room
furniture, as well as the refurbishing of old materials. A new Payment
Authorization Voucher system has been implemented to better track all expenses,
including expenses paid by “hand checks.” Pam Hatfield is now in charge of
processing documents related to the KAC’s accounts payables, including expense
reimbursements submitted by board members and staff.
Riley Winkler moved, seconded by Nancy Weeks, to
approve the Report of Bills and Payments dated August 20, 1999 as recommended
by the Finance Committee. Motion carried.
Linda Schreppel reported that the Finance Committee is
holding a special meeting following the September 9 Internet Commerce
Conference in Wichita and will consider the matters referred to the committee
by President Ullmann. A report will be presented at the September 10, 1999 board meeting held.
Brenda Flanagan, partner in the Topeka firm of Summers,
Spencer and Cavanaugh, CPAs, presented the audit report of the KAC’s financial
statements for the year ending December 31, 1998. She stated that it was their
job to give an opinion on the accuracy of the financial statements in presenting
the financial position of the Association. The purpose of the audit is to
review and obtain reasonable assurance that the financial statements are free
of material mis-statement. She stated that, as part of the audit work, the
Association’s internal control structure is reviewed. Her overhead slide
presentation indicated the Association’s revenue sources, the allocation of
costs by program, and changes in assets from 1997 to 1998. Two audit
adjustments were made, one to correct the accrued vacation leave time, and the
other to account for a check which was written to KPERS in 1997 and credited to
the Association’s KPERS account but which never cleared the bank. Brenda
indicated that their audit gave an unqualified opinion to our year-end
Mike Dailey moved, seconded by Darryl Lutz, to receive
and place on file the audit report and management letter for the Association’s
December 31, 1998 financial statements, as submitted by Summers, Spencer and
Cavanaugh, CPAs. Motion carried.
At 11:08 a.m., David Heger moved,
seconded by Linda Schreppel, that the Governing Board of the Kansas
Association of Counties recess into executive session pursuant to the personnel
matters exception of the Kansas Open Meeting Act. Motion carried
unanimously. President Sara Ullmann indicated that the open meeting would
resume in thirty (30) minutes. Randy Allen, Judy Moler, and Les Diehl,
attorney, Goodell, Stratton, Edmonds and Palmer, remained in the conference
At 11:38 a.m., David Heger moved,
seconded by Alan Winkler, to extend the executive session another thirty (30)
minutes. Judy Moler and Randy Allen left the executive session.
Les Diehl remained in the closed session.
At 12:10 p.m. David Heger moved, seconded
by Nancy Weeks, to recess into executive session again until 12:30 p.m. Motion carried.
Sara Ullmann reconvened the meeting in open session at 12:27 p.m.
Open Session Action on Matters Discussed in
Darryl Lutz indicated that he would offer a series of
motions to respond to the requests from Judy Seymour-Walker on an individual
Darryl Lutz moved, seconded by Rodney Broberg, that 1)
the reimbursements for expenses incurred in relationship to Ms.
Seymour-Walker’s work responsibilities be paid as submitted, and 2) unpaid
overtime compensation that is owed and due be paid from 1997, when she was
first employed, to the date of termination.
David Heger offered a friendly amendment to examine the
records of all employees during the same time period and remit any unpaid
overtime pay as due. Both Mr. Lutz and Mr. Broberg agreed to the amendment.
Darryl Lutz moved, seconded by Nancy Weeks, to not
require the Executive Director to offer a letter of apology to Ms.
Seymour-Walker. Motion carried.
Darryl Lutz moved, seconded by Riley Winkler, that the
Executive Director not prepare and release a letter of recommendation for Ms.
Seymour-Walker as requested in her August 3 letter. Motion carried. Mike
Bob Abel, Jr., moved, seconded by Mike Dailey, that
staff be directed to refrain from giving information concerning employees
unless disclosure of such information is authorized in writing by the employee
and the content of information is confined to what is listed in K.S.A.
44-119(b). Motion carried.
David Heger moved, seconded by Jean Barber, to follow
the KAC Personnel Manual and thereby deny the specific severance pay request of
Ms. Seymour-Walker. Motion carried. Mike Dailey, opposed.
Darryl Lutz voiced his support to Randy Allen, Executive
Director, in all actions taken with the dismissal of Judy Seymour-Walker.
At 12:47 p.m., Sara Ullmann recessed the meeting for a
lunch catered by Aunt Sue’s Catering Service.
President Sara Ullmann reconvened the meeting at 1:27
Randy Allen and Sara Ullmann led a process of recalling
those features identified by board and staff as important in new office space
when the matter was fully discussed at the February, 1999 board meeting. The board
members agreed that the new office space at 6206 SW 9th Terrace is
well suited to our needs. Signs are still needed on 10th Street, as
well as at 9th Terrace and Henderson, and in front of the building
itself. Randy indicated that he would be meeting with sign companies soon. The
board indicated that signs and maps of our new location would be helpful. Riley
Winkler expressed it well, saying “Wonderful, It’s what it ought to be!”.
Strategic Planning Committee Report:
Rodney Broberg, Committee Chairman, presented the
recommended 1999 Strategic Plan by first recognizing committee members Alan
Winkler, Jean Barber, Darryl Lutz and Sara Ullmann. The committee met twice. He
urged the board to thoroughly read and study the draft document. He reviewed the
format of the document, indicating that the previously identified Priority
Areas were continued in the revised Plan. Added was Priority Area #4, which
sets out what is needed for the long-term future of the organization in order
to build our capacity to serve counties. He indicated that the KAC is “maxing
out”” on current resources. Rod requested that the board read, study and get
back with a committee member with any feedback. The committee will meet as
needed. The final draft will be presented in September for approval.
Randy spoke of publishing the Strategic Plan in an
attractive format similar to what NACo has recently done which could be
distributed at the annual conference. Sara Ullmann asked that the board members
spend time looking at it prior to the next meeting in Wichita, so changes can
24th Annual Conference:
Randy Allen assigned the current status of 24th
Annual Conference planning a grade of C+.
He reported that all three conference hotels had sold out
their sleeping rooms. The staff has
requested the Courtyard by Marriott to open a block of 30
rooms, with the possibility of more to be available at a later date.
Registration forms are available and are coming back in steady fashion. The
Trade Fair brochures have been mailed and are coming back. He says that it
will sell out within the next few weeks. Board members are asked to please
talk to the presidents of their association/affiliate organizations to have
them send back their “planning forms”. The Pre-Conference Workshop will be led
by Felicia C. Logan, Director of Professional Development for the International
City/County Management Association.
“Thinking Outside of the Box”
Nancy Weeks reported that the Kansas County Treasurers
Association had just conducted a certification program workshop facilitated by Marla
Flentje, KAC Education Director, over a two-day period at Fort Hays State
University. Nancy described learning exercises they did, including skits and
presentations. Nancy expressed deep appreciation for Marla, “an outstanding
education director”, who helped make the experience a complete success. Marla
spoke positvely of the Kansas County Treasurers Association and its commitment
to continuing education and learning.
Kansas County Government Institute Report:
Marla Flentje, KAC Education Director, reviewed the 2nd
Quarter, 1999 KAC Education Program Activity Report, April – June 1999. The
KAC continues to offer workshops, both core and elective. She reminded the
board of the 2nd Annual Public Policy Forum, “Internet Commerce” to
be held September 9, in Wichita. Currently there are 24 registered. Tom
Bonnett will be speaking.
New Lease Agreement for Wichita office and
Authorization of Parttime Position:
Space has become available on the 1st floor of
the building in Wichita which currently houses
the Education Director’s office in Wichita. The new
office on the first floor would have a separate outside entrance as well as an
interior door of an interior hallway. The rental cost would increase from
$390.00/month to $600.00/month, including utilities. This also includes
telephone reception/answering services, copier services,
fax service and use of a meeting room. Randy also requested that an
Administrative Assistant position be authorized on a parttime basis. Randy
discussed the great need for consideration of the ½ time position for this
office. Many board members expressed their concern that the position may need
to be a full time, knowing the busy schedule and demands currently placed on
Nancy Weeks moved to authorize the ½ time
Administrative Assistant position for the Wichita office and to enter into a
new lease agreement for the larger office space in the same building, with the
anticipation that the position may become full time at some later time as
needed. Jean Barber seconded. Motion carried.
25th Anniversary Committee Report:
Riley Winkler and Nancy Weeks recently met to discuss the
25th Anniversary celebration. Nancy suggested that the KAC plan for
a “world class” celebration. It was suggested that past board members attend,
with special recognition to Bev Bradley and Fred Allen. These ideas will be
reviewed and brought back. Please call or write with your ideas. It is
suggested that a student from one of our colleges work on the history project,
compiling a history of the KAC/KOC.
Don Hanson moved, seconded by Linda Schreppel, to adopt
the recommendations contained in the 25th Anniversary Committee
report as presented by Riley Winkler and Nancy Weeks. Motion carried.
Legislative Program Report:
Judy Moler introduced Mr. Mark Lawlor, the KAC’s new Legal
Intern, who reported for work that day. The KAC’s Legislative Platform
committee has met once and will next meet on September 14 at the KAC offices.
Randy will attend a Special Tax Committee meeting concerning appraisal and
e-commerce issues next week. Judy mentioned that the Legislative Post Audit
for 911 would be released next week (enclosed in your agenda packet).
After the release of the report, she would be meeting with others to determine
what strategies should be pursued next.
Linda Schreppel briefed the board on this project of the
Property Valuation Division (PVD) which is supposed to allow the state’s
“gift” of computers to enable government offices statewide to interact through
the internet. Many county clerks and treasurers have accepted this equipment,
which is loaded with LotusWorks. Counties are promised the free PC, as well as
a laser printer. Linda indicated that Osage County has been working for several
days and has spent 100+ hours just to get their computer up and running. Linda
recommended that these systems be accepted but be cautious and ask a lot of
questions, based on the trouble some counties have already experienced.
Linda Peterson reviewed NACo’s Annual Conference held in
St. Louis meeting. She indicated that she attended the final meeting of the
Intergovernmental Relations Committee, which has now dissolved. The final issue
discussed by that committee was the Religious Liberty Protection Bill for 1999,
HR1691. It was asked that counties oppose this bill by adopting a resolution
and sending it to our representatives. It has already passed the House of
Representatives and will next be considered by the U.S. Senate in September.
She urged the board to contact senators to let them know our feelings. Linda
distributed Internet/Cyberactivist forms that can be filled out. It is a way
of receiving notification of topics being considered by Congress and alerted to
on a timely basis. Linda said the speakers were good. She
stated a reminder that the “real” work
of NACo is done at the policy steering committee level and
that waiting to address issues at a later time is no good. She also encouraged
more Kansas counties to join NACo.
Confirmation of upcoming meeting dates/plans
The Public Policy Forum – “Internet Commerce:
Opportunities or Threats for Local Government” will be held on September 9 in
Wichita. The KAC Board meeting will be held on September 10 at the Alumni
Center of Wichita State University. Board members are requested to meet at
Marla’s office (3500 N. Rock Road) prior to the Board meeting for coffee and
rolls. The October KAC Board meeting will take place on the 8th in
Topeka. On November 14, the KAC Board will meet in Overland Park at 9 a.m.
before the Annual Conference registration begins. The final meeting of the 1999
KAC Board will take place in Topeka December 9 & 10, which will be the
transition from the currently sitting board to the new board.
The meeting was adjourned at 3:15 p.m. by President Sara
Hatfield, Executive Assistant