BOARD OF DIRECTORS

Sunday, September 26, 2004

Boussard/Dolack Room, 3:00 p.m.

Holiday Inn Parkside

Missoula, Montana

MINUTES

MEMBERS PRESENT

Officers

XX Carol Brooker, President

XX Bill Kennedy, 1^st Vice President XX Jim Durgan, District #9

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

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

XX Jean Curtiss, Urban Representative XX Dave Schulz, District #12

XX Gary Fjelstad, Past President

District Chairs Association Representatives

XX Richard Dunbar, District #1 XX Leo Gallagher, Attorneys

XX Mark Rehbein, District #2 XX Peggy Kaatz Stemler, 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

___Carl Seilstad, District #6 ___ T. Gregory Hintz, Sheriff & Peace Officers

XX John Prinkki, District #7 ___Carol Bean, Treasurers

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

OTHERS PRESENT: NACO 1^st Vice President Carol Landkamer, Blue Earth County Minnesota,

in-coming board member Commissioner Ed Tinsley, Lewis & Clark County, Thomas Swindle, CPA, MACo Executive Director Gordon Morris and Assistant Director Harold Blattie.

1. Approval of Minutes: Second Vice President Kaercher moved to approve the board minutes of June 11, 2004 as presented. Board member Gettel seconded the motion. The motion was approved without objection.

2. Fiscal Report: Bill Nyby, MACo Fiscal Officer, gave the board a brief update on the status of the fiscal year 2005 budget for the Association. He noted that all dues and special assessments for the year were paid in full.

3. MACo Audit FY 2004: Tom Swindle, TOS & Associates presented the FY 2004 audit of the

Association. He noted that there were prepaid expenses for legal services and the automobile and as illustrated the typical cash flow and revenue fluctuations. He noted on page 5 that currently fixed assets were capitalized at $50 and recommended to increase that to $500. Board member Curtiss commented that the board needed to watch the expense side of the budget. With little other comment, board member Kleinjen moved to accept the audit as presented and thanked Tom in doing so. Board member Mann seconded the motion and it was approved without objection.

4. Nominations Report: MACo President Carol Brooker reported that Carbon County Commissioner John Prinkki and Madison County Commissioner Frank Nelson had been nominated for the position of 2^nd Vice President. Both were present and spoke briefly about their candidacy and what they would bring to the Board and the Association. Carol thanked them both and complimented them in regard to their excellent qualifications.

5. Convention Bids FY 2006: Gordon Morris, MACo Executive Director reported that there were conventions bids forth coming for the 2006 MACo annual conference from Cascade County and Gallatin County. He noted that Karen Houston has visited both of the proposed conference sites and they meet our conference criteria.

6. FY 2006 Dues Proposal: Bill Nyby, MACo Fiscal Officer, gave the board a quick review of the dues proposal as it would go to the floor on Wednesday for approval. The multi-tiered dues assessment was available in the board packets as was the PILT assessment.

7. By Law Amendments: Gordon Morris, MACo Executive Director, noted that there were three by-law amendments that would go before the membership for their consideration. Amendment #1 would provide that past presidents could continue on the board if they were still incumbent county commissioners. He noted that there were currently three commissioners/past presidents that would have the option under the amendment—Commissioners Vern Petersen, Janet Kelly and Gary Fjelstad. Amendment # 2 if adopted would enable the board to annually increase dues up to the annual COLA in any one year. He noted that anything above that would require the

approval of the membership. Amendment # 3 would move Chouteau County from District 5 to District 4. Board member Dunbar inquired where Amendment #1 had originated. Assistant Director Blattie commented that it had been considered by the WIR board and was a provision in the NACO by-laws. He added that he had made the recommendation for consideration of the amendment to the Resolutions Committee and they had authorized presenting it to the membership for their consideration. Several board members commented that we thanked past presidents after their service and said goodbye to them and hence we were losing a wealth of knowledge and it seemed like a reasonable idea. Executive Director Gordon Morris was asked what the fiscal impact could be estimated to be and he responded that if all three choose to be involved it would cost an additional estimate of $500 to $700 for each.

8. Resolutions Committee Report: Mike Murray, Chair of MACo’s Resolutions Committee reported that the committee had late consideration of eight resolutions that were not in the packets but would be distributed to the membership on Monday morning. The packets contained the initial twenty-six resolutions and recommendations and he referenced them with special emphasis on the salary proposal for county attorneys, the soft drink proposal and the land information act proposal. Chairman Murray closed his report by noting that he would be presenting all thirty-four resolutions on Monday morning and would preside over action on the resolutions on Wednesday. President Brooker thanked Chairman Murray for his and the committee’s work on resolutions.

9. Executive Director Evaluation: MACo President Carol Brooker reported to the Board on the evaluation of the Executive Director. She noted that the overall evaluation was very good as the handout demonstrated. She further noted that there was one evaluation in particular that was extremely critical and that she felt it was unwarranted criticism. Board member Mann thanked Carol for the handout and commented that as we participate as board members we learn. 1^st Vice President Kennedy commented that the Executive Director needs to be in constant contact with the Executive Committee and needs to keep the Board involved at all times. Executive Director Morris thanked President Brooker and the Board noting that he would be diligent in keeping the Executive Committee and the Board in the loop.

10. Other Business

• Past President Fjelstad noted that this would be his last board meeting and he wanted to thank everyone. He noted that he had learned a lot during his tenure and enjoyed it from all perspectives. President Brooker thanked Gary and said that he had been a great mentor.

• 1^st Vice President Kennedy advised the board that all committee appointments were pending and he was still looking to receive biographical information from commissioners so he could complete the assignment process. He added that he anticipated having the appointments completed by the end of the week.

• Urban County Representative Jean Curtiss noted that the attendance at the conference appeared to be down and wondered if it had anything to do with the electronic distribution of the conference registration. She noted that we might want to rethink mailing out the pre-conference packets in the future. Executive Director Morris made a note of this comment and indicated that he thought attendance was going to be close to normal, but he would take this into account in 2005.

11. Executive Session: Executive Director Morris requested a brief executive session with the Board. Without objection, President Brooker moved to convene a brief executive session as requested. Gordon thanked the board members for this consideration. He noted that there had been little feedback or discussion of his letter of August 16, 2004, outlining his intentions to retire and his exit strategy. He indicated that the Board needed to consider their actions in response to this announcement. He added that he would visit with the new Board on Wednesday as well and that he was intending to advise the full membership during his report on Monday, unless there was an objection from the board. There was no objection and President Brooker thanked Gordon for the information and noted that it would give the leadership ample time to respond.

With no further business, the Board was adjourned.