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MINUTES

Kansas Association of Counties

Governing Board Meeting

Wichita State University/Alumni and Faculty Club

Traditions Restaurant, Sun Room

 

September 10, 1999

 

 

President Sara Ullmann called the meeting to order at 10:00 a.m.  Board members present were as follows:

 

            Sara Ullmann, Johnson County Register of Deeds

            Darryl Lutz, Butler County Engineer

            David Heger, Miami County Counselor

            Dean Kruse, Norton County Commissioner

            Don Hanson, Ellsworth County Commissioner

            Jean Barber, Allen County Commissioner

            Kenneth Meier, Harvey County Commissioner

            Linda Peterson, Marion County Commissioner

            Linda Schreppel, Labette County Clerk

            Nancy Weeks, Haskell County Treasurer

            Paula Phillips, Douglas County Emergency Management Director

            Randy Rogers, Coffey County Sheriff

            Robert Abel, Jr., Jefferson County Weed Director

            Rodney Broberg, Saline County Appraiser

 

Members absent were:

 

            Alan Winkler, Wabaunsee County Commissioner

            Riley Winkler, Gray County Commissioner

 

Others present:

 

            Randy Allen, KAC Executive Director

            Marla Flentje, KAC Education Director

            Pam Hatfield, KAC Executive Assistant

           

Sara opened the meeting with a greeting and introduced Eric Sexton, Director of Government Relations at Wichita State University.  He welcomed us on behalf of the WSU President, who was unable to be there personally. 

 

Announcements from Sara included the reiterating the resignation of Michael Dailey from his position as Sheriff of Wyandotte County.  Randy Rogers, Sheriff of Coffey County will take the position on our board to serve out Mike’s term. The board welcomed Sheriff Rogers. 

 

Approval of Minutes:

 

Nancy Weeks moved, seconded by Jean Barber to approve the minutes of the August 20, 1999 board meeting as submitted.  Motion carried.

 

 

 

Finance Committee Report:

 

Finance Committee Chair Linda Schreppel reviewed the list of bills and payrolls submitted for approval.  She reported that the list included checks exceeding the Executive Director’s sole

signature authority (i.e. $3,500). These included Networks Plus for the laptop computer and accessories for Randy Allen ($3,565.00) and the annual audit of the KAC’s financial statements by  Summers, Spencer, and Cavanaugh, CPAs, ($3,681.95).  (Note: The proposal for the financial audit as accepted by the board was for an amount not to exceed $3,800).  It was also noted that public policy consultant Tom Bonnett was paid $1,500 for his fees for speaking at the Public Policy Forum on Internet Commerce on September 9.  This cost will be split between KSU and KAC.  There will likely be a loss incurred in staging the seminar, as attendance was lower than anticipated. Linda reported current bank balances totaling $249,897.02. 

 

Linda Schreppel moved,  seconded by Bob Abel, Jr., that the Report of Bills and Payrolls dated September 10, 1999 be accepted and placed on file.  Motion carried.

 

Monthly Financial Reports:

 

In behalf of the Finance Committee, Linda Schreppel reviewed the monthly financial reports for the two months ending June and July, 1999. She reported that the ending cash balances for the same month of July in both 1998 and 1999 were almost identical. At the end of the first seven months of 1999, the Association had collected 63.5 of budgeted revenue while expending 45.5% of budgeted expenditures. Randy commented that these figures were before the invoices for office furniture and tables/chairs for the new conference room and offices were paid. These costs will be evident on the next financial report.

 

Linda Schreppel moved, seconded by Dean Kruse, that the Monthly Financial Reports for the months of June and July, 1999 be accepted and placed on file.  Motion carried.

 

Linda Schreppel indicated that the Finance Committee met the previous day (September 8) for the second time to work through several issues assigned by the board to study. She thanked her committee, as well as Sara Ullmann, for their hard work and participation. The committee reviewed the Association’s investment practices; current leases; and the Association’s budget process. She reported the committee’s recommendations as follows:

 

1)      The committee recommends that a portion of the Association’s cash balance (i.e. approximately $100,000) be invested in a money market account rather than the repurchase account as is done currently. The current interest rates for the two repurchase accounts are

3.75% and 4.52%, respectively, and the money market account could earn at or about 5.0%. The committee’s recommendation to place $100,000 into the money market account is contingent upon the bank pledging securities to secure the investment, as they currently do with the two repurchase account balances. 

 

2)      The committee studied the current lease (Pitney Bowes postage machine) as well as the current outstanding loan for the KAC’s Plymouth Voyager van. The loan at Columbian Bank for the van is scheduled to be retired in September, 2000. The monthly payment is $517.39 and the interest rate is 8.15%. After its review, the committee recommends no changes to either the postage machine machine lease or to the loan for the Plymouth Voyager.

The committee feels that the lease agreement for postage equipment is better for reasons of maintenance. Finally, the KAC currently has a safety deposit box that we rent at $18.00 annually. The office space at 3500 North Rock Road, Wichita (Education program) and 6206 SW 9th Terrace, Topeka are also under lease agreements. Both were approved very recently and no immediate changes are recommended.  

 

3)      The committee further recommended that County Counselors Association and the County

Commissioners Association obtain individual Federal Employer Identification Numbers (FEIN) so that in the case of a bank failure, the FDIC insurance of $100,000 per account would apply to all three association's funds at Columbian Bank.

 

4)      As far as the budget process is concerned, Linda said the committee reviewed the timetable,

The dues process, and organizational structure and after considering all factors, recommend that the process remain unchanged.

 

The ues process, and organizational structure and after considering all factors, recommended that the process stay the same.

 

Board discussion ensued concerning the Finance Committee’s recommendations. Consensus developed to direct Randy Allen to bring a corporate resolution to open the money market account (as long as securities are pledged) to the next board meeting for consideration and approval. Discussion ensued concerning moving the budget time-line up one month.  This would allow adopting it in October, and presenting it at the Conference in November.  Marla Flentje reminded the board that the education programs are not self-sustaining by registration fees, and that the Education Program Plan assumed implementation of the third of three new certification programs in 2000 (i.e. Human Resource Management certification program) but she felt the

Experience of the first two new programs (Leadership Academy for County Commissioners and Excellence in Customer Service Certification) would allow staff to be more precise in estimating costs than we were able to be one year ago.

 

The board also discussed the possibility of budgeting for a new vehicle (possibly second), in the

2000 budget.  Sara Ullmann said that we could draft the budget to incorporate these ideas.  Linda Schreppel offered the finance committee’s help in this process if it was needed. The board agreed that for this year (2000 budget), Randy would present a draft 2000 budget at the October 8, 1999 meeting and that it could be formally adopted at the November 14, 1999 meeting.

 

Personnel Policy Review/Revisions:

 

Randy Allen explained the difference in hourly employees and salaried employees compensation. The Executive Director, Legislative Services Director, and Education Director positions are all salaried; the remaining positions in the organization are hourly and subject to overtime. Randy indicated that hourly employees are now paid on a biweekly schedule with a 14-day pay period beginning at 12:01 a.m., Sunday morning and continuing through one week to 11:59 p.m. the following Saturday evening.  Overtime hours can be monitored easier and FLSA compliance is easier with this new system.  Salaried personnel remain on the same pay schedule as before with payrolls on the 15th of the month and the last day of the month. 

 

Board Changes and Board Member Succession:

 

Randy Allen distributed handout materials concerning the process for succession in regard to membership on the KAC Governing Board. Materials included 1) excerpts from Article III, Section 1 of the KAC Bylaws concerning formulation and election of the KAC Board; 2) a letter of opinion from Judy Moler, KAC General Counsel, containing her interpretation of Bylaws with respect to the eligibility of board member service when board members are appointed to fill unexpired terms; 3) and the following list of board members and their status with respect to eligibility for continued service on the KAC Board after November, 1999.

 

Current board members and their service status are as follows:

 

 

 

Dean Kruse, Norton Co.               Represents NW Kansas               Finishing unexpired term;

                                                                                                Eligible for election to two

2-year terms beginning in December, 1999 and December, 2001

 

Ken Meier, Harvey Co.                Represents SC Kansas                Finishing second term; not

                                                                                                eligible for re-election in 1999

 

Jean Barber, Allen Co.                Represents SE Kansas                Finishing second term; not

                                                                                                eligible for re-election in 1999

 

Don Hanson, Ellsworth Co.          Represents NC Kansas                In 1st year of second full term;

will complete service in December, 2000

 

Riley Winkler, Gray Co.               Represents SW Kansas               In 1st year of first full term;

                                                                                                Eligible to run for re-election in

                                                                                                November, 2000 to a second

                                                                                                2-year term

 

Alan Winkler, Wabaunsee Co.      Represents NE Kansas                In 1st year of first full term;

                                                                                                Eligible to run for re-election in

                                                                                                November, 2000 to a second

                                                                                                2-year term

 

Linda Schreppel                         Represents Kansas County          Finishing 1st full term; eligible

                                                Clerks Association                      for re-election to second full

                                                                                                2-year term in November, 1999

 

Robert Abel, Jr.                          Represents County Weed            Finishing 2nd full term; not

                                                Directors Association of               eligible for re-election in 1999

                                                Kansas

 

Rodney Broberg                         Represents Kansas County          Finishing 1st full term; eligible

                                                Appraisers Association                for re-election to second full

                                                                                                2-year term in November, 1999

 

Paula Phillips                              Represents Kansas Emergency    Appointed to finish unexpired

                                                Management Association term; eligible for election to two

2-year terms in November, 1999 and November, 2001

 

David Heger                               Represents County Counselors     Finishing 2nd full term; not                                                           Association of Kansas                 eligible for re-election in 1999

 

 

Sara Ullmann                             Represents Kansas County          In 1st year of second full term;

Registers of Deeds Assoc.           will complete service in December, 2000

           

 

Nancy Weeks                             Represents Kansas County          In 1st year of second full term;

Treasurers Association               will complete service in December, 2000

 

Darryl Lutz                                 Represents Kansas County          In 1st year of first full term;

                                                Highway Association                   Eligible to run for reelection in

                                                                                                November, 2000 to a second

                                                                                                2-year term

 

Randy Rogers                            Represents Kansas Sheriffs         Just appointed to unexpired

                                                Association                                term ending November, 2000;

Eligible thereafter to serve two 2-year terms ending in December, 2004

 

Linda Peterson                           NACo Representative                  Elected by counties who are

both NACo And KAC members;

current (final) term ends in

September, 2001

 

President Sara Ullmann reminded board members to be thinking of whom they would like to see serve as officers in 2000 and for current officers to think about whether they would like to serve again. New officers for 2000 will be elected by the newly constituted board at the December 9, 1999 board meeting. Linda Schreppel requested that the staff assist the board in making the review of board succession at a regular board meeting an annual practice. She said that it was very helpful and she thought it would be very helpful to new board members. 

 

At 11:11 a.m.  Sara Ullmann recessed the meeting for a short break. 

 

President Sara Ullmann reconvened the meeting at 11:19 a.m.

 

Executive Director’s Report:

 

Executive Director Randy Allen indicated he had attended a recent board meeting of Economic Lifelines. He indicated that 349 letters of intent for transportation system enhancement projects  were submitted to the  Secretary of Transportation by the deadline. Of those submitted, approxi-

Mately 140-150 had been determined ineligible by KDOT. Randy indicated that an application workshop for entities with eligible projects would be held in late October, with final project requests due in early December, 1999.  All projects will be subject to review for their economic impact during the winter and spring of 2000. Hopefully, approved project announcements will be made in the summer of 2000.

 

Randy also reported on the state’s new Airport Improvement Program, indicating that 34 projects had been selected to receive monies in the first year of the program. Transit systems in Johnson County, Topeka and Wichita will share $3.5 million while $2.46 million would be available for rural transit programs

 

The 9-1-1 report of the Legislative Post Audit Department included in the packets was discussed.  Randy urged commissioners, 911 Directors, sheriffs, etc, to invite legislators to the emergency communications centers for tours and to engage in dialogue with them, so that they have a better understanding of what goes on in our counties’ 9-1-1 centers.  

 

Randy announced that the annual Rural Policy Symposium will be held in the K-State Union in Manhattan on December 7, 1999. A final program and speakers are being finalized. 

 

Deferred Compensation program questionnaires have been mailed to counties to obtain feedback about the Nationwide Retirement Solutions program and other programs. Since the KAC endorses the Nationwide Retirement Solutions program, it is important for the KAC staff and board to know how counties feel. Randy asked the board members to encourage counties’ quick response. 

 

The Internet Commerce Public Policy forum was poorly attended.  Keynote speaker, Tom Bonnett, was very good, and was received quite well.  Congressman Jerry Moran was invited to attend but had to decline as he had another commitment.  KSU will be doing a follow-up synopsis covering all topics discussed.  Of those attending, the feedback has been good. 

 

At 12:12 p.m. Sara Ullmann recessed the meeting for lunch, which was served buffet style in the Traditions Restaurant.

 

President Sara Ullmann reconvened the meeting at 1:07 p.m.

 

Executive Session:

 

Sara Ullmann indicated that the information needed for discussing the Executive Director’s compensation was not yet prepared; as such, the Executive Session was postponed.

 

Strategic Plan:

 

Rod Broberg, Chairman of the Strategic Planning Committee, reported that neither he nor Randy Allen had received any comments or questions regarding the draft Strategic Plan as presented and discussed at the August 20, 1999 Governing Board Meeting. Rod informed the board that the section of the plan in which the history of the KAC’s internet workshops is mentioned needs correction to accurately indicate the number of classes and participants. Correct data has been supplied to Randy Allen by Education Director Marla Flentje. Rod said that other than the technical correction, he interpreted the silence from the board to indicate general satisfaction with the plan as written.

 

Paula Phillips inquired about how the Association would measure attainment of the goal for all 105 counties to be connected to the internet. Would attainment be achieved, for example, if one office in a county organization was connected to the internet? Bob Abel, Jr., suggested that the upcoming annual conference would be a great time to assess how far we have come in counties with the internet by displaying a large map of the state and asking conference attendees to put push-pins where they live indicating whether 1) they have internet access; 2) they have an e-mail address; and 3) they/their county have a web site? Bob said that he thought this would serve as an encouragement for all counties to get on board.

 

Nancy Weeks moved, seconded by David Heger, to adopt the updated 1999 Strategic Plan as submitted by the Strategic Planning Committee with minor technical corrections. Motion carried.

 

Sara Ullmann suggested that we put the Strategic Plan in a “slicker format” to insert in the Annual Conference packets to better inform our membership.

 

 

 

 

24th Annual Conference Update:

 

2 months away!  With the demand for hotel rooms, a fourth conference hotel has been secured to accommodate all of the reservation requests to date. The Courtyard by Marriott, located at 11301 Metcalf,  now has 30 rooms blocked and available for the KAC Annual Conference. As of September 10, full annual conference registrations totaled 285.  There are 80 registrants for the Pre-Conference Workshop, “First Things First” with Felicia Logan. 

 

Sara reminded the board that board members should plan to arrive at the conference on Saturday afternoon. On Saturday evening, the board and staff will have dinner together. She further reminded the board that the Governing Board will be held on Sunday morning, November

14, 1999. 

 

The commissioners will have their Leadership Academy Workshop Saturday afternoon at the Doubletree Hotel. Randy stressed the impact that one decision or event has on other decisions or events at the annual others at the Conference. He said that holding a conference split between two hotels is going to be difficult at best and that everyone should be aware that some criticism  will come, and that we should just do our best to respond in the ways we can. Dean Kruse added, “Well, it’s not like we haven’t heard any (criticisms) before!”. 

 

Sara Ullmann announced that Nancy Kassebaum Baker had been invited to speak at the conference, but had declined the invitation.  

 

Randy Allen informed the board that he had a meeting scheduled that afternoon with staff of the Kansas Health Foundation for the purpose of lining up a keynote speaker and hopefully some financial underwriting for speaker costs.

 

Looking ahead to the 25th Annual Conference to be held in Topeka in November, 2000, Randy indicated that he was working to secure Bill Kurtis, former WIBW and CBS newscaster, and current A&E Documentary host, as the keynote speaker. 

 

Sara asked if board members could please be conscious of the hard work necessary to put the annual conference together.  Randy asked that board members encourage and promote the conference by encouraging county officials in their county, region, and affiliate/associate organization to register and attend.

 

National Association of Counties:

 

Linda Peterson reported that 59 Kansas counties are members of NACo, and she asked for encouragement to join.  NACo has given $1,000 and will be hosting a breakfast at the KAC Annual Conference – called the “NAContinental Breakfast.”

 

 Linda asked for authorization from the KAC Board to fund her travel expenses to the NACo Board meeting in Baltimore, Maryland on December 9-11, 1999. She distributed a list of the locations of future NACo Annual Conferences, as listed below:

 

2000          Mecklenburg County (Charlotte), NC

2001          Philadelphia County/City, PA

2002          Orleans Parish (New Orleans), LA

2003          Milwaukee County/City, WI

2004          Maricopa County (Phoenix), AZ

2005          Honolulu County/City, HI

 

Don Hanson moved, seconded by Rod Broberg to authorize travel expenses for Linda  Peterson to attend the NACo Board of Directors meeting in Baltimore, Maryland, December 9 – 11, 1999.  Motion carried.

 

Upcoming meeting dates/plans:

 

The next board meeting will be held on October 8, 1999 in Topeka.  The video uplink conference for the legislative platform discussion will be held that afternoon at six sites around Kansas, including Topeka. Video sites include Salina, Oakley, Dodge City, Wichita, Girard, and Topeka. It is estimated that the broadcast will last 90 minutes. The board could participate in the conference at the Topeka site (State Board of Education). President Sara Ullmann suggested that the KAC Board meeting begin early that morning and that, following lunch, the board can travel the short distance to the telecast site.

 

The November Governing Board Meeting will take place at the Conference on Sunday morning,

November 14, 1999. The board will meet again on Thursday, December 9, 1999 in Topeka, followed by a joint meeting with the boards of the League of Kansas Municipalities and Kansas Association of School Boards on Friday, December 10, 1999.

 

With no further announcements, Sara Ullmann adjourned the meeting at 2:12 p.m.

 

 

 

Respectfully submitted,

 

 

 

Pam Hatfield

Executive Assistant