BOARD OF DIRECTORS

                                                         Friday, June 11, 2004

                                                                   10:00 a.m.

                                                      MACo Conference Room

                                                             Helena, Montana

 

 

                                                                          

                                                                  MINUTES

 

MEMBERS PRESENT                                                       

Officers                                        

XX Carol Brooker, President

                                   

XX Bill Kennedy, 1st Vice President                             XX Bernie Lucas, District #9

 

XX Doug Kaercher, 2nd Vice President                         XX Paddy Trusler, District #10

 

XX Bill Nyby, Fiscal Officer                                         XX Alan Thompson, District #11

 

XX Jean Curtiss, Urban Representative                         XX Thomas Hatch, District #12

 

___ Gary Fjelstad, Past President                                

 

District Chairs                                                      Association Representatives           

 

XX Richard Dunbar, District #1                        ___Leo Gallagher, Attorneys

 

XX Mark Rehbein, District #2                          ___Paulette DeHart, Clerk and Recorders

 

XX Joan Stahl, District #3                                XX Marilyn Hollister, Clerks of Court

 

XX Art Kleinjan, District #4                             XX Joseph Christiaens, Coroners                    

 

XX Arnie Gettel, District #5                              XX Gary A. Olsen, Magistrates

 

XX Joy Schanz, District #6                               ___ T. Gregory Hintz, Sheriff & Peace Officers

 

      XX Chad Fenner, District #7                            ___Carol Bean, Treasurers

 

XX Elaine Mann, District #8                             ___Karla Christensen, School Superintendents

 

 

OTHERS PRESENT: Executive Director Gordon Morris, Assistant Director Harold Blattie, MACo Finance Officer Patti Foster, Scholarship recipient Shawna Raden and her mother Brenda Raden. 

 

1.  Approval of Minutes: Board member Art Kleinjan moved to approve the Board minutes of February 11, 2004, as presented. The motion was seconded by Board member Elaine Mann and carried unanimously.

                       

2.  Budget and Dues FY 2005: Bill Nyby, MACo Fiscal Officer, presented the FY 2005 MACo budget as developed by the Budget and Taxation Committee along with the dues for FY 05 as approved by the membership at the mid-winter meeting. He noted that the committee had developed the budget as directed with the dues increase going into reserves. Otherwise, the most significant change in the FY 05 budget was noted in the legislative category with $16,981 being budgeted. This includes the funding for the legislative luncheon at the Capitol. Other than this item the budget shows an increase of 7.79% with salaries increased by the COLA at 2.3%. 1st Vice President Kennedy questioned the use of carry-over funds from the WIR convention held in Yellowstone County as possible seed money. It was suggested that the Board consider using the funds to support WIR 1st Vice President Essinger’s effort to host a WIR Board meeting in Montana or possibly a NACo Steering Committee. The consensus was to approve such a use of the money as outlined. Board member Trusler inquired about the legislative expense of $5,079 for business entertainment. Fiscal Officer Nyby noted that this was the expense associated the luncheon as previously mentioned.

            With no further discussion, Board member Schanz moved to adopt the budget as presented. Urban Representative Curtiss seconded the motion and it passed without objection.

                                                           

3. Dues Proposal FY 2006: Bill Nyby, MACo Fiscal Officer, presented the dues proposal for the Association dues beginning in FY 06 along with an amendment to the MACo By-laws. He noted that a lot of work had been put into analyzing various options for structuring the dues and the Committee’s final recommendation was for a multi-tiered system that would generate an additional $37,250 in the scheduled dues. This is coupled with a proposal to continue the PILT assessment at the reduced rate of .075% of each county’s prior year PILT payment. This, based upon the FY 03 payment, would generate an additional $12,656.

            The Committee further recommended that the By-laws be amended to give the Board of Directors the authority to increase the dues schedule in the amount of up to 5% in any one year. Board member Rehbein noted that the feedback he was getting on the 5% authority was not generally supportive. He recommended that it be revised and perhaps tied to the COLA or perhaps require a super majority of the Board---“anything over the COLA would require a 2/3rds vote of the Board.” There was considerable discussion of the amendment. A motion was made to revise the amendment to give the Board authority up to the COLA in any one year and any increase above COLA would have to be submitted to the membership. The motion was seconded and following discussion was adopted with only Board member Rehbein in opposition.

            Fiscal Officer Nyby thanked the Board and indicated that the district meetings in August should include a discussion of the entire proposal which will go to the membership in two pieces---the dues as proposed and the By-law change as amended                   

                                                                                                                       

4. MACo’s Policy Committee Process: Carol Brooker, MACo President, informed the Board that it was her opinion since becoming MACo President that MACo needed a general policy dealing with the conduct of MACo committees. She submitted the proposal, included in the packets, entitled “MACo’s Policy Committee Process, Goals and Objectives,” for Board approval. There was discussion about the designation of an alternate in the case of an absent member as set forth in the “Voting Procedure, (b).” Board member Trusler suggested that maybe it should require a written proxy. Board member Trusler followed this discussion by moving to officially adopt the proposal as MACo policy. The motion, as presented, was seconded by Board member Kleinjen and adopted without opposition. 

                                                                       

5.  Scholarship Presentation: Carol Brooker, MACo President, said she was very pleased with the response from students in Sanders County in regard to the MACo Scholarship. She noted that we had an excellent set of candidates and she was particularly proud of this years recipients: Shawna Raden, Plains High School - $1000 and Laura Svalberg, Plains High School - $500. Laura was not able to attend the meeting. President Brooker then introduced Miss Shawna Raden and her mother, Brenda. Brooker noted that Shawna was involved in track under the tutelage of her husband, Tim. She told the Board that Shawna never lost interest even during a period when she was injured and was not able to run. She supported the team.

            Shawna thanked the Board for the Scholarship award and announced that she was planning on attending Montana State University. She commented that attending a meeting like this was a real education in local government. Shawna’s mother, Brenda, also thanked the Board and President Brooker for the award.

 

6. District Meeting Schedule: Gordon Morris, MACo Executive Director, advised the Board that he was recommending that district meetings be scheduled for the weeks of August 16th through the 27th. He encouraged the District Chairs to look at their calendars and suggest possible dates before leaving after today’s meeting. He thanked them for doing so.            

                                               

7. MyLocalGov Update: Executive Director Morris, reported that Lewis and Clark County was involved with setting up on-line bill presentment and payments via the letter of engagement with Mylocalgov.com. While things were not going as smoothly as he had originally hoped, he was still optimistic that Lewis and Clark County would be up shortly and then other counties would follow suit.

                                   

8.  Annual Conference Update: Executive Director Morris reported on behalf of the Conference Planning Committee.  They have reviewed the registration fees for members, affiliates, exhibitors and sponsors and propose to establish a new schedule of registration fees for the annual conference. This was related to the questions raised following the September conference related to sponsorships. Following a brief discussion, Board member Rehbein moved to adopt the fees as presented. Board member Gettel seconded the motion. Concern was raised over the possibility that an increase in fees might result in fewer commissioners attending. Following the discussion, the question was called and the motion carried with the following Board members in opposition: Richard Dunbar, Joan Stahl, Alan Thompson, Art Kleinjan and Paddy Trusler.

 

9. Review of Commissioner Certification:    Gordon Morris, MACo Executive Director, briefed the Board on the Commissioner Certification program scheduled for December 6-8, 2004. He went through the planned curriculum and explained the process for becoming certified. He noted that this was optional and even current Commissioners could elect to attend the conference and seek certification.

 

10.  MACo Reimbursement: Executive Director Morris reported that there is so much confusion over the current reimbursement process that a new form was developed to clarify what reimbursements were eligible for MACo funded per diem and transportation.

 

 

11. Other Business:

 

· 2nd Vice President Kaercher noted the “Food For Thought” piece that was in the packets for the Board meeting had a proposal to move Chouteau County From District 5 to District 4. He noted that the counties in Districts 4 and 5 all support doing this and he requested that an amendment to the By-laws be prepared and distributed at the district meetings. It was suggested preparing individual amendments dealing with all three suggestions and have them discussed as well at the respective district meetings. A motion to prepare discussion amendments for all three was made and seconded and passed without objection. 

 

· 2nd Vice President Kaercher requested Board consideration to support the Bear Paw Development Corporation grant proposal for federal funding for the rehabilitation of the St Mary Basin System. This 85-year-old infrastructure delivers water to many Hi-line Communities including Havre. The request is for $9.5 million to begin repair and maintenance. Board member Mann moved to provide a MACo letter of support for the grant request. Board member Hatch seconded the motion. With no further discussion the motion was unanimously adopted.  

 

· President Brooker reported that the Yellowstone County School Superintendent upon seeing the list of Committees in the recent MACo Newsletter was disappointed that MACo did not have a committee dedicated to school issues. President Brooker requested the 1st Vice President Kennedy visit with County Superintendent Micheletti and explain our position relative to educational issues.

 

· Board member Thompson asked Executive Director Morris to brief the Board on the WIR Board of Directors adoption of a resolution urging the NACo Public Lands Steering Committee to pursue the return of abandoned mine land program funds. Morris distributed the Wyoming resolution, which explained the situation and shared with the Board that Montana has been identified as having over $43 million in the fund. Connie Eissinger, MACo Public Lands Committee Chair, has visited with the Governor’s office and they are aware of it. Congress must pass a reauthorization bill and the revenue should be distributed as currently required. Board members showed significant interest in pursuing this issue.

 

· Assistant Director Blattie updated the Board on the status of the County Identification program. He noted that the equipment is on hand and we are currently working on templates for the ID’s and putting together a standard package outlining the process for counties to get the identification tags for their employees.

 

With no further business, the meeting was adjourned at 2:30 p.m.