STATE BOARD OF EXAMINERS
Friday, January 10, 1997 - 2:30 pm
Office of State Controller, 5th Floor Conference Room A
Members Attending: Mike Brassey, Office of Governor
David High, Office of Attorney General
H. W. Turner, Office of State Controller
Ben Ysursa, Office of Secretary of State
Visitors Attending: Harry E. Neel, Jr., Boise State University
Dexter King, Boise State University
Keith Hasselquist, State Board of Education
Don Drum, Department of Correction
Gary Broker, Department of Health and Welfare
Kathy Holley, Central District Health Department
Steve Barton, Department of Fish and Game
Sandy Laws, Department of Lands
1. BOISE STATE UNIVERSITY - Dexter King, Executive Director, Pavilion; and Keith Hasselquist, Chief Fiscal Officer, State Board of Education
Request authorization for assignment of state vehicles on a home-to-work basis for the following BSU personnel:
Harry E. Neel, Jr., Vice President for Finance and Administration
Dexter King, Executive Director, Pavilion
Vic Hosford, University Architect
Dennis Griffin, Division Manager, College of Technology
This was discussed at the December 10, 1996 Board of Examiners meeting and deferred until the January meeting. Office of the State Board of Education has submitted rules regarding vehicle assignment and BSU has submitted further information regarding their request.
Mike Brassey stated that when an authorization of a vehicle is included in the employment contract he feels that Board of Examiners approval is not required. Buster Neel stated his contract included a vehicle. He said Dennis Griffin, Division Manager, College of Technology, represents BSU at evening meetings and has extensive travel to Canyon County. He also stated Vic Hosford, University Architect, will be retiring at the end of the current fiscal year, and at that time his duties will be reorganized and the state vehicle will not be reassigned again. Mike Brassey made a motion to recommend approval on the Consent Agenda. Ben Ysursa seconded the motion. Passed unanimously.
2. UNIVERSITY OF IDAHO - Keith Hasselquist, Chief Fiscal Officer, State Board of Education
Request for authorization for assignment of vehicles for home to office travel for the University of Idaho President, Robert Hoover, and the Director of Facilities Management.
Mike Brassey stated President Robert Hoover was provided a vehicle in his contract so the request was not relevant in that instance but vehicle assignment for the Director of Facilities Management requires Board of Examiners approval. Mike Brassey made a motion to recommend approval on the Consent Agenda. David High seconded the motion. Passed unanimously.
3. DEPARTMENT OF ADMINISTRATION - Mike Sheeley, Deputy Attorney General; Greg White, Administrator, Division of Statewide Accounting
Request for clarification on “Requests for Assignments” approved by the Board of Examiners as to whether both assignee and assignor names must appear on the state warrant.
This item was pulled from the agenda. J. D. Williams discussed this with Mike Sheeley on the telephone. The only contract assignments that need to have two payees and signatures are those involving secured contracts where a third party takes an assignment of contract proceeds.
4. DEPARTMENT OF CORRECTION - Don Drum, Administrator, Division of Management Services
Request for authorization to pay moving expenses for Fred Nichols, Correctional Industries Administrator.
Don Drum stated they would like to pay moving expenses for the new Correctional Industries Administrator. Mr. Nichols requested the reimbursement and was told by Corrections it would have to be approved by the Board of Examiners. David High made a motion to recommend approval on the Consent Agenda. Ben Ysursa seconded the motion. Passed unanimously.
DEPARTMENT OF HEALTH AND WELFARE - Gary Broker, Administrator, Division of Management Services
5. Request for authorization to pay overtime each pay period for the duration of several large automated system development projects, pursuant to Idaho Code 67-5329.
A) The following employees are assigned to convert and correct data in the IPICS automated system which is necessary to support the Child Support System (ICSES). This task started November 1, 1996 and is expected to be completed by March 1, 1997. Each individual is estimated to work approximately 15 hours per week above the normal work week.
Tara Burt Grace Scherer
Mel Campbell Willie Uhrig
Chris Darchuk Sue Wheeler
Betty Reyes Toni Witt
B) The following employees are assigned to the Medicaid Management Information System (MMIS) project. This project is intended to replace the current payment system used to process all claims submitted by vendors of Medicaid services. This task started November 1, 1996 and is expected to go through September 30, 1997. The overtime is estimated to be between 10 and 25 hours per week for the duration of the project.
C) Request to remove vacation limits for Billie Schell-Ruby and Sandra Hawbaker because they will exceed the vacation maximum during their assignment to the MMIS project, until a reasonable period following reassignment after the completion of the project.
Hal stated this request is in violation of policy to not approve overtime pay in advance. Gary Broker said this is to avoid coming to the Board every month. Ben Ysursa said the Board has approved overtime in advance in a few instances - Department of Transportation, Department of Lands, Military, etc. during emergencies and feels this could be approved if a listing of payees showing overtime paid by individual is submitted monthly to the State Controller’s Office. David High made a motion to recommend approval on the Consent Agenda for 5A and 5B with the proviso that a monthly payment report is provided. Ben Ysursa seconded the motion. Passed unanimously.
Shirley Gardner Sandra Hawbaker
Paul Combs Julie Grunder
Billie Schell-Ruby DeeAnne Moore
Gary Broker requested vacation limits be removed for these employees because they are at their vacation maximum now and will continue to accrue more each pay period because of excessive work schedules. Ben Ysursa stated the department previously received approval to remove vacation limits on some employees and questioned if the vacation has been returned to the statutory limits. Gary Broker said Legislative Services is auditing the department now and will provide a copy of their audit. Ben Ysursa made a motion to recommend approval on the Consent Agenda for 5C. with the proviso the vacation time will be within the statutes by the end of the Fiscal Year. David High seconded the motion. Mike Brassey said vacation maximums are a management problem but feels there is little choice but to approve these. Passed unanimously.
6. Request for authorization to pay moving expenses in the amount of $3,500 for the Ph.D. Clinician Psychology position at State Hospital North.
Gary Broker reported this position has not be filled but the department would like to be able to offer reimbursement of moving expenses because it is not an easy position to fill in Orofino. Ben Ysursa made a motion to recommend approval on the Consent Agenda. David High seconded the motion. Passed unanimously.
7. Request for authorization to pay moving expenses in the amount of $500 for John Hendrickson, Self-Reliance Program Manager in Region VI.
Gary Broker asked for moving expenses in the amount of $500. Ben Ysursa made a motion to recommend approval on the Consent Agenda. David High seconded the motion. Passed unanimously.
8. CENTRAL DISTRICT HEALTH DEPARTMENT - Kathy Holley, Director and Maggie Owens, Finance Officer
Request for authorization to pay moving expenses up to $1,500 for an Epidemiologist.
David High made a motion to recommend approval on the Consent Agenda. Ben Ysursa seconded the motion. Passed unanimously.
9. DEPARTMENT OF FISH AND GAME - Steve Barton, Chief, Administration
Request for relief from payment of $236.00 for the Panhandle Regional Office for nineteen (19) 1995 licenses they cannot locate and a payment balance due of $653.50.
Ben Ysursa made a motion to recommend approval (as per the department’s recommendation at the meeting) on the Consent Agenda. David High seconded the motion. Passed unanimously.
10. DEPARTMENT OF LANDS - Sandra Laws, Personnel Officer
Request for authorization to pay overtime for employees who perform public assistance duties in conjunction with the Bureau of Disaster Services during the January 1997 flood incident. On February 16, 1996 the Board of Examiners approved overtime pay to state employees working on the North Idaho flood disaster. (If approved, this could possibly be an extension of that approval.)
Request for authorization to pay overtime for employees working on the State of Idaho proclaimed disasters. This overtime will be reimbursed from the Federal Emergency Management Agency (FEMA).
Hal Turner stated Board of Examiners approval was previously given for overtime paid during the North Idaho flood disaster but feels this possibly does not give enough authorization for the current calamity. Ben Ysursa made a motion to recommend approval (i.e. for all state agencies) on the Consent Agenda as an extension of the previous approval for employees working overtime for the flood disasters. David High seconded the motion. Passed unanimously.
11. OFFICE OF ATTORNEY GENERAL
Notification that Mr. Robert R. Ball, of the firm of Stoel, Rives, has been appointed to represent, as co-counsel with Kathy Brooks of Stoel, Rives, the defendants in the claim of Campbell v. Howe, et al. and Fridentstine v. Ahrens, et al.
Ben Ysursa made a motion to recommend approval on the Consent Agenda. David High seconded the motion. Passed unanimously.
Review proposed adoption of rules governing the electronic transfer of tax payments, IDAPA 44, Title 44, Title 01, Chapter 01, Rules Governing the Board of Examiners. (This was discussed at previous Sub-Committee meetings and David High requested it be held until he has sufficient time to review information received from Ted Spangler.)
At David High’s request this will be held until the February Sub-Committee Meeting.
13. Ben Ysursa reported that Bob Hoffman of Idaho Benefits (Deferred Compensation Program) wants to revise legislation to add the 401K plan. Ben feels the Board of Examiners should not take a stand on the issue.
THE FOLLOWING REQUEST WAS RECEIVED TOO LATE FOR THE SUB-COMMITTEE MEETING BUT WAS DISCUSSED WITH MEMBERS BY TELEPHONE. PERMISSION WAS GIVEN TO INCLUDE ON THE CONSENT AGENDA FOR BOARD OF EXAMINERS MEETING ON JANUARY 14, 1997.
OFFICE OF ATTORNEY GENERAL
Request for approval to add Roger B. Wright of Wright Law Offices to the list of attorneys for outside legal contracts with the Department of Health and Welfare, Bureau of Child Support Services. The name of his son, Brad R. Wright, was erroneously recommended to the Board of Examiners and should be deleted from the list of approved Child Support attorneys.
STATE INSURANCE FUND
Estimate of the State Insurance Fund expenses to be paid by sight drafts for the month of December, 1996, pursuant to Idaho Code 72-927.
Estimated expenditures for workers compensation
claim costs, dividends and premium refunds $7,000,000.00
Funds expended in November, 1996:
Workers Compensation Claim Costs $4,727,731.80
Policy Refunds __327,100.63
Estimate of the Petroleum Storage Tank Fund expenses to be paid by sight drafts for the month of December, 1996, pursuant to Idaho Code 41-4919.
Estimated expenditures for Petroleum
Storage Tank Fund $ 500,000.00
Funds expended in November, 1996:
Payroll $ 68,899.78
Continuing Appropriations 26,088.63
FSTF Claim Costs __ 74,909.58
Total $ 201,289.61