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MINUTES

KANSAS ASSOCIATION OF COUNTIES

GOVERNING BOARD MEETING

Kansas Association of Counties Conference Room

Topeka, Kansas

August 20, 1999

 

President Sara Ullmann called the meeting to order at 10:34 a.m.  Board members present were as follows:

 

            Sara Ullmann, Johnson County Register of Deeds

            Linda Peterson, Marion County Commissioner

            Alan Winkler, Wabaunsee County Commissioner

            Nancy Weeks, Haskell County Treasurer

            Jean Barber, Allen County Commissioner

            David Heger, Miami County Counselor

            Robert Abel, Jr., Jefferson County Weed Director

            Kenneth Meier, Harvey County Commissioner

            Rodney Broberg, Saline County Appraiser

            Riley Winkler, Gray County Commissioner         

            Don Hanson, Ellsworth County Commissioner

            Paula Phillips, Douglas County Emergency Management Director

            Darryl Lutz, Butler County Engineer

            Michael Dailey, Wyandotte County Sheriff

            Linda Schreppel, Labette County Clerk

            Dean Kruse, Norton County Commissioner

           

Others present were:

 

            Randy Allen, KAC Executive Director

            Judy Moler, KAC Legislative Services Director/General Counsel

            Marla Flentje, KAC Education Director

            Pam Hatfield, KAC Executive Assistant

Brenda Flanagan, Summers, Spencer and Cavanaugh, CPAs (auditor)

Les 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.

 

Approval of Minutes:

 

David Heger moved, seconded by Jean Barber to approve the minutes of the July 1, 1999 board meeting as submitted.  Motion carried.

 

Finance Committee Report:

 

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 financial statements. 

 

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.

 

Executive Session:

 

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 room.

 

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 Executive Session:

 

Darryl Lutz indicated that he would offer a series of motions to respond to the requests from Judy Seymour-Walker on an individual basis.

 

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. Motion carried.

 

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 Dailey, opposed. 

 

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 p.m. 

 

Office Relocation:

 

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 be incorporated.

 

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 over-ring

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 Marla. 

 

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.

 

KAN WIN:

 

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.  

 

 

 

NACo Report:

 

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 legislation

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.

 

Adjournment:

 

The meeting was adjourned at 3:15 p.m. by President Sara Ullmann. 

 

 

 

 

                                                                                    Respectfully submitted,

 

 

 

 

                                                                                    ___________________________,

 

                                                                                    Pam Hatfield, Executive Assistant