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SCO > Board of Examiners > Subcommittee Minutes
STATE BOARD OF EXAMINERS
SUMMARY MINUTES – Subcommittee Meeting
February 6, 2003
5th Floor Conference Room A
700 W. State Street, Boise, Idaho


The meeting of the subcommittee to the State Board of Examiners was called to order at 700 West State Street, Boise, Idaho, at 9:00 a.m. by Steve Kenyon, assistant to the secretary of the Board of Examiners.

The following board members, or their representatives, were present, constituting all the members: Darrell Manning, Office of the Governor; Dave High, Office of the Attorney General; and Chuck Goodenough, Office of the Secretary of State.

Also present by invitation were Keith Hasselquist, Kathy Osborn, Jennifer Outram-Dobler, Peggy Davis, Steve Barton, Michelle George, Gary Ward, Jon Sowers, and Ann Heilman.

· REGULAR AGENDA

LEWIS-CLARK STATE COLLEGE – APPROVED 1-3, RECOMMEND CONSENT 4
Request for authorization to reimburse moving expenses for the following:

    Position
DepartmentSalaryAmount
1. ChairmanBusiness Division$65-70,000$5,000
2. Assistant/Associate ProfessorBusiness Division$40-45,000$2,500
3. Assistant/Associate ProfessorBusiness Division$40,000$2,500
4. Provost/Vice-President for Academic AffairsOffice of the President$100-106,000$7,500


AUDIENCE WITH BOARD: Mr. Hasselquist reviewed the four requests and asked for questions. He noted

DISCUSSION: Mr. Manning inquired about the provost’s moving estimate exceeding $5,000 and Mr. Hasselquist suggested that the position would probably require a “mature candidate” who would have a family to move and the university would like to offer an ample moving allowance.

RESOLUTION: Mr. High moved to approve items 1-3 and recommend item 4 for the consent agenda. Mr. Goodenough seconded the motion. The motion carried with a unanimous voice vote.

IDAHO STATE UNIVERSITY – APPROVED Items 5-6
Request for authorization to reimburse moving expenses for the following:

    POSITION
DepartmentSalaryAmount
5. Assistant ProfessorBiological Sciences$45,000$2,000
6. Assistant Dean / Graduate ProgramBusiness$45,000$4,500


AUDIENCE WITH BOARD: Mr. Hasselquist noted the salary levels of these two positions and the corresponding moving allowances.

DISCUSSION: None

RESOLUTION: Mr. Manning moved to approve items 5-6. Mr. Goodenough seconded the motion. The motion carried with a unanimous voice vote.

DEPARTMENT OF ENVIRONMENTAL QUALITY – APPROVED
7. Request for authorization to reimburse moving expenses up to $4,999.00 for a vacancy in the Remediation and Waste Section in the Idaho Falls Regional Office of DEQ.

AUDIENCE WITH BOARD: Ms. Osborn described the reimbursement request.

DISCUSSION: None

RESOLUTION: Mr. Manning moved to approve item 7. Mr. Goodenough seconded the motion. The motion carried with a unanimous voice vote.


ENDOWMENT FUND INVESTMENT BOARD – RECOMMENDED CONSENT
8. Request for authorization to reimburse an additional moving expense of $663.99 beyond the December 5, 2002 approved moving expense maximum of $5,000.00 for Matthew J. Haertzen, the new Endowment Fund Investment Board Manager, for a total of $5,663.99.

AUDIENCE WITH BOARD: Ms. Outram-Dobler explained that the actual moving expenses for the new Endowment Fund Investment Manager exceeded their anticipated allowance by $663.99 and asked for authorization to reimburse the additional amount to Mr. Haertzen.

DISCUSSION: None

RESOLUTION: Mr. High moved to recommend the additional reimbursement as a consent agenda item. Mr. Goodenough seconded the motion. The motion carried with a unanimous voice vote.

BOISE STATE UNIVERSITY – APPROVED
Request for authorization to reimburse moving expenses for the following:

    POSITION
PCNDepartmentSalaryAmount
9. Assistant Volleyball Coach3176Athletics$30-38,000$5,000
10. Assistant Volleyball Coach3130Athletics$25-30,000$5,000
11. Visiting Frank Church Professor2378Public Policy and Administration$80,000$2,500
12. Textbook Buyer3302Bookstore$34-36,000$5,000
13. Assistant Track Coach1721Athletics$35,500$5,000
14. Evening Facility Services Manager3081Student Union$32-34,000$2,000
15. Assistant Director of Residence Life3026Student Housing$42,000$4,200
16. Assistant Football Coach3134Athletics$42,000$5,000
17. Assistant Professor2087School of Social Work$48,000$5,000
18. Dean1417Extended Studies$104,749$5,000
19. Assistant Professor / Instructor2161Nursing$40-50,000$5,000

AUDIENCE WITH BOARD: Ms. Davis highlighted reimbursement for anticipated moving expenses for items 9-19.

DISCUSSION: Noting that moving expenses were typically for professional staff, the committee debated granting moving expenses for the facility manager. The committee acknowledges that candidates for this position may also hold a doctoral degree.

RESOLUTION: Mr. High moved to approve items 9-19. Mr. Goodenough seconded the motion. The motion carried with a unanimous voice vote.

DEPARTMENT OF FISH AND GAME – RECOMMENDED CONSENT for items 20-21
20. Continuation from prior subcommittee meeting of a request to write off an outstanding balance due the Idaho Department of Fish and Game of $24,675.44 for license sales by vendor David Tonn, d.b.a. Dave’s Husky Sport Shop. Last December, the subcommittee requested the department to pursue a collection agency and to report back in January 2003.

AUDIENCE WITH BOARD: Steve Barton, IDFG, explained that the agency contacted Bonneville Accounts, a collection agency, to pursue collection of item 20; Bonneville declined the case. Further, he reported that Mr. Tonn had moved to Hood River, Oregon, which compounded potential collection. He said the agency was out of options and requested writing the debt off.

DISCUSSION: Mr. Manning questioned the write-off. Mr. Barton expressed disappointment in collection efforts, especially the legal process to remedy this debt. Mr. Goodenough led discussion about future collection efforts by the department and the committee strongly suggested more prompt collection agency and legal efforts to retrieve such debts. Mr. High also suggested using offsets, which unfortunately could not be in this case since Mr. Tonn had moved to Oregon.

RESOLUTION: Mr. High moved to recommend the write off as a consent item to the board. Mr. Manning seconded the motion. The motion carried with a unanimous voice vote.

21. Continuation from prior subcommittee meeting of a request for approval of a change in reimbursement rates regarding use of personal equipment and animals for Idaho Fish and Game employee transportation in performance of regular job duties as reflected by Fish and Game Policy A-3.08. Proposed rates are as follows:

Mode of Transportation
Reimbursement Rate
HORSE$32.00 per day (includes all equipment)
$16.00 per half day
$19.00 per day (stand by time)
$9.50 per half day (stand by time)
HORSE TRAILERS$26.00 per day (in addition to mileage for pickup)
JET BOAT$42.00 an hour
KAYAKS$20.00 per day (all equipment provided)
SNOWMOBILES$45.00 per day (all equipment and fuel provided)
RAFTS$32.00 per day (white water type, all equipment provided)
TRAVEL TRAILER$26.00 per day (in addition to mileage for pickup)

AUDIENCE WITH BOARD: Mr. Barton clarified limited use of these private transportation modes, but noted more frequent use of horses. He stated that these rates were below normal market rates, i.e. horse hire at $42.00 per day commercial rate. He pointed out that the current rates were approved in 1993 and noted a new category for jet boat usage.

DISCUSSION: Mr. Manning questioned the adequacy of controls and advance approval for use of private conveyance. Mr. Barton confirmed that departmental controls and approval process seemed adequate. Mr. High inquired about the rate for jet boats to which Mr. Barton explained that this rate was based primarily on the department’s costs for state-owned jet boats. Mr. Goodenough inquired if fuel was included and Mr. Barton said the usage included fuel, insurance, repair, maintenance and any liability for damages.

RESOLUTION: Mr. Manning moved to recommend item 21 for the consent agenda. Mr. High seconded the motion. The motion carried with a unanimous voice vote.

IDAHO STATE POLICE – RECOMMENDED CONSENT
22. Request for authorization to pay off an additional 40.0 hours compensatory time accrued by Captain Don VanCleave in addition to the 52.0 hours approved by the Board of Examiners on October 8, 2002. This is a correction of the hours reported in October accrued as a FLSA exempt employee during his assignment at the National Governor’s Association Conference.

AUDIENCE WITH BOARD: Ms. Michelle George explained that the original calculated hours were short by 40 hours for Capt. VanCleave who worked during the National Governors’ Convention. She noted that the payoff was through Team Idaho.

DISCUSSION: Mr. Kenyon explained that federal and private funds were being used for this expenditure.

RESOLUTION: Mr. High moved to recommend item 22 for the consent agenda. Mr. Goodenough seconded the motion. The motion carried with a unanimous voice vote.

ATTORNEY GENERAL – RECOMMENDED CONSENT
23. Notification that Jack H. Robison of the firm of Jones Chartered has been appointed pursuant to Idaho Code § 67-1409 as a special deputy attorney general for the purpose of representing the State of Idaho in case of Gregory v. State of Idaho, et al., Case No. CIV-02-0576-S-BLW.
24. Notification that Peter C. Erbland of the firm of Paine, Hamblen, Coffin, Brooke & Miller has been appointed pursuant to Idaho Code § 67-1409 as a special deputy attorney general for the purpose of representing Dirk Kempthorne, in his capacity as Governor, and Ben Ysursa, in his capacity as Secretary of State, in case of Bell, et al. v. Cenarrusa, et al., Supreme Court No. 29226.
25. Notification that Wynn R. Mosman of the firm of Mosman Law Offices has been appointed pursuant to Idaho Code § 67-1409 as a special deputy attorney general for the purpose of representing the State of Idaho in case of Richard Dahlgren v. School District 151 JT, SIF No. 200208054; IC No. 02-510902.
26. Notification that Wynn R. Mosman of the firm of Mosman Law Offices has been appointed pursuant to Idaho Code § 67-1409 as a special deputy attorney general for the purpose of representing the State of Idaho in case of Patrick Kelley v. National Employers Network, LLC, SIF No. 200212497; IC No. 02-517363.
27. Notification that Craig Storti and Lynette Davis of the firm of Hawley, Troxell, Ennis & Hawley has been appointed pursuant to Idaho Code § 67-1409 as a special deputy attorney general for the purpose of representing the State of Idaho, Department of Administration, Division of Public Works, in the Design West matter.
28. Notification that Randall A. Peterman of the firm of Moffatt, Thomas, Barrett, Rock & Fields has been appointed pursuant to Idaho Code § 67-1409 as a special deputy attorney general for the purpose of representing the State of Idaho, Department of Agriculture, in matters relating to the Camas Grain, Inc. Warehouse failure/commodity indemnity account reimbursement and foreclosure/bankruptcy proceedings.
29. Notification that David J. Lee of Idaho State Insurance Fund has been appointed pursuant to Idaho Code § 67-1409 as a special deputy attorney general for the purpose of representing the State of Idaho in five Industrial Commission cases.

RESOLUTION: Mr. Manning moved to recommend items 23-29 for the consent agenda. Mr. Goodenough seconded the motion. The motion carried with a unanimous voice vote.

EXECUTIVE OFFICE OF GOVERNOR – RECOMMEND CONSENT
Request for authorization to issue deficiency warrants for reimbursement of response costs incurred during January 2003 pursuant to Idaho Code 39-7110.

ID #
Description
Amount
Comments
E-Mailed
30. 2002-3868
Drug Lab
$1577.70
Typical
1/14/03
31. 2002-4197
Drug Lab
$286.17
Typical
32. 2002-4242
Drug Lab
$1101.56
Typical
33. 2002-4312
Drug Lab
$1165.51
Typical
34. 2002-4077
Drug Lab
$2027.25
Typical
2/3/03
35. 2002-4395
Drug Lab
$308.60
Typical
2/3/03
36. 2003-0091
Drug Lab
$324.60
Typical
2/3/03
37. 2003-0094
Drug Lab
$155.32
Typical
2/3/03
38. 2003-0095
Drug Lab
$68.06
Typical
2/3/03
Total
$7014.77
AUDIENCE WITH BOARD: Mr. Ward summarized the response costs.

DISCUSSION: None

RESOLUTION: Mr. Manning moved to recommend items 30-38 for the consent agenda. Mr. High seconded the motion. The motion carried with a unanimous voice vote.

EXECUTIVE OFFICE OF GOVERNOR, MILITARY DIVISION – RECOMMEND CONSENT
39. Request to pay $5,142.60 to the State Insurance Fund for workers’ compensation claims of member of the Idaho National Guard during the quarter ending December 31, 2002.

DISCUSSION: Mr. Kenyon explained the request per I.C. 72-928 and the normal processing through the Board of Examiners.

RESOLUTION: Mr. Manning moved to recommend item 39 for the consent agenda. Mr. Goodenough seconded the motion. The motion carried with a unanimous voice vote.

DEPARTMENT OF CORRECTION – RECOMMEND CONSENT

40. Request to rectify a PERSI Retirement payroll coding error involving thirteen (13) current department employees. The employees’ retirement status was incorrectly coded PERSI Rule of 90 instead of Rule of 80.The coding has been corrected. PERSI is calculating the base principle balances owed and any unreceived gain sharing in June 2000 for each employee. Idaho Department of Corrections would like to pay these employees the additional return on investment percentage amount, any gain sharing losses they did not receive, and the 8% interest charged for up to an additional maximum period of 12 months for any delinquent unpaid balance by each employee’s payment deadline (6 months from notification by PERSI) to repay their PERSI accounts. The employee will be responsible for any interest charges thereafter.

AUDIENCE WITH BOARD: Mr. Sowers explained the request to correct an error in coding discovered during an agency audit. He said the coding was corrected after some passage of time, and the agency did not wish to penalize these employees with extra interest and lost gains on their share of their contributions to PERSI.

DISCUSSION: The committee discussed what kinds of employees were involved, whether the error was corrected and steps to prevent future errors. They questioned if this would be an additional benefit to the employees, but Mr. Sowers explained that the intent was to hold the employees harmless from loses due to circumstances beyond the employee’s control. He further explained that the employees were paying their share and the agency was proposing to cover only extra interest and lost gains from interest and the 2000 gain sharing distribution.

Mr. Kenyon remarked that back-dating the PERSI contribution would impact the employees taxable wage base requiring recalculation of the W2’s as well. Mr. Sowers agreed and both decided to resolve this potentially small adjustment.

Ann Heilman, Division of Human Resources, questioned the equal treatment of all employees involved in these conversions. The committee discussed the department’s efforts to offer options and whether or not this decision was setting a precedent. Mr. High and Mr. Manning discussed board rulings as case-by-case exceptions and affirmed that if an overall policy issue were apparent, then some changes in policy would be warranted. Ms. Heilman noted that she was concerned about appeals on employee benefits.

RESOLUTION: Mr. Goodenough moved to recommend item 40 to the consent agenda. Mr. High seconded the motion. The motion carried with a unanimous voice vote.

DEPARTMENT OF ADMINISTRATION – RECOMMENDED CONSENT
41. Request for recognition of assignment as executed by Assignor Thomas C. Mannschreck and Assignee Thomas Investments Limited Partnership, both of Boise, Idaho, for a real property lease regarding the State of Idaho, by and through the Department of Labor as ‘Lessee’ and Lessee’s occupancy of 413 West Idaho Street, Boise, Idaho, pursuant to Idaho Code § 67-1027.
42. Request for recognition of assignment as executed by Assignor Gudrun L.L.C., c/o Steve Hallows of Twin Falls, Idaho, and Assignee Rodney Carlson, Carlson Industries, of Ketchum, Idaho, for a real property lease regarding the State of Idaho, by and through the Department of Juvenile Corrections as ‘Lessee’ and Lessee’s occupancy of 1061 Blue Lakes Boulevard, Twin Falls, Idaho, pursuant to Idaho Code § 67-1027.

RESOLUTION: Mr. High moved to recommend items 41-42 for the consent agenda. Mr. Goodenough seconded the motion. The motion carried with a unanimous voice vote.

· INFORMATIONAL AGENDA

STATE BOARD OF EDUCATION

43. Report of employees moving expenses for University of Idaho, Idaho State University, Lewis–Clark State College, and Boise State University for the year ended December 31, 2002.

AUDIENCE WITH BOARD: Mr. Kenyon referred the committee to the moving reports.

DISCUSSION: Mr. Manning noted the discrepancy in agenda item numbers. The committee requested adherence to the submittal deadlines and affixing the agenda item numbers on the information packets as well.

The committee reviewed the moving reports for the universities and college with Mr. Hasselquist. They noted both general fund and special university funds financed the moves, such as the nine-member research team move from the University of Arizona to Moscow. Questions arose about the potential use of moving expenses as incentives, interstate competitive salary equalization, and diversity among institutional moving allowance requests as compared to position and distance traveled. They acknowledge that the reports showed some irregularities even though the state moving guidelines were being applied

Ms. Heilman inquired if moving expenses of other agencies were being evaluated too. Mr. Kenyon explained that the State Controller’s Office, at the board’s request, had initiated such a study, but the data varied significantly making analysis difficult. Mr. Manning suggested coding moving expenditures in STARS to flag them for future analysis. If the study revealed general trends, Mr. High suggested a possible revision of the moving policy in the future. Discussion followed about using a standardized 10% of base salary for moving expenses with overages requiring board approval. The committee resolved to look further into the moving standards since the policy impacted institutional structures and recruiting practices.

RESOLUTION: No action required.

STATE INSURANCE FUND

44. Estimate of the State Insurance Fund expenses to be paid by sight drafts for the month of January 2003.

    Estimated expenditure for workers compensation claim costs, dividends and premium refunds
$15,000,000.00
Funds Expended in December 2002
Workers Compensation Claim Costs
$9,574,889.33
Dividend
$555.00
Commissions
$1,836,043.14
Policy Refunds
$99,212.78
Total
$11,510,700.25

45. Estimate of the Petroleum Clean Water Trust Fund expenses to be paid by sight draft for the month of January 2003.

    Estimated expenditure for Petroleum Clean Water Trust Fund
$750,000.00
Funds Expended in December 2002:
Payroll
$55,351.24
Operations
$12,249.76
Claim Costs
$271,734.85
Total
$$339,335.85

There being no further business before the board and on motion duly made and seconded, THE MEETING OF THE STATE BOARD OF EXAMINERS WAS ADJOURNED at 10:15 a.m.




__________/s/ Keith Johnson________________
Keith Johnson, Secretary of the Board and Idaho State Controller



    Minutes of State Board of Examiners or their subcommittee meetings: Summary minutes are preliminary minutes prepared by the secretary to the board as a courtesy to the reader. Summary minutes have not been approved by the State Board of Examiners and do not constitute the official minutes of the meeting. The Board of Examiners typically approves official minutes within one to three months of the meeting at which the minutes were taken. Should you have any questions regarding these minutes, please contact brdexam@sco.state.id.us or call the Idaho State Controller’s Office at 334-3100.
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