C.L. "Butch"
Otter
Governor
Lawerence
Denney
Secretary of
State
Lawrence
Wasden
Attorney
General
Brandon D
D Woolf
State
Controller,
Secretary
SCO > Board of Examiners > Subcommittee Minutes
MINUTES
SUB-COMMITTEE MEETING
STATE BOARD OF EXAMINERS
Tuesday, March 24, 1998 - 9:00 a.m.
Office of State Controller - Fifth Floor Conference Room A
    Attending: David High, Office of Attorney General
            Darrell Manning, Office of Governor
            H. W. Turner, Office of State Controller
            Ben Ysursa, Office of Secretary of State

    Visitors Attending:
            Marsi Woody, Military Division
            Kelly Nielsen, Department of Agriculture
            Teri Holt, Boise State University
            Keith Hasselquist, State Board of Education
            Peggy Haar, State Controller’s Office
            Gary Broker, Department of Health and Welfare
            John McAllister, Department of Labor
            Dean Pierose, Department of Administration
            Tim O’Leary, Department of Law Enforcement
            Richard Transtrum, Department of Transportation
            Rex Reagan, State Controller’s Office

      BUREAU OF HAZARDOUS MATERIALS - Marsi Woody, Military Division

    1. Incident #971131 Request for authorization to issue deficiency warrants in the amount of $1,444.64 for reimbursement of response costs incurred in a hazardous substance incident in Star, Idaho on November 12, 1997, pursuant to Idaho Code §39-7110.
        Marsi Woody reported this incident involved a bonfire in Star, Idaho. The spiller has thus far refused to pay response costs and the Attorney General’s Office is continuing to seek payment. Ben Ysursa made a motion to recommend approval on the Consent Agenda. Darrell Manning seconded the motion. Passed unanimously.


    2. Incident #971134 Request for authorization to issue deficiency warrants in the amount of $868.17 for reimbursement of response costs incurred in a hazardous substance incident in Boise, Idaho on November 20, 1997, pursuant to Idaho Code §39-7110.
        Marsi Woody reported this claim has been paid. This item will be removed from the agenda.


    3. DEPARTMENT OF AGRICULTURE - Kelly Nielsen, Fiscal Officer
      Request for authorization for deficiency warrant spending for the following with spending authority to carry forward from FY 1998 to FY 1999:
            Grasshopper Control Program $ 42,000.00
            Mormon Cricket Control Program $ 600.00
            Survey Program for Pests and Diseases $ 77,000.00
        Kelly Nielsen reported this is the annual request for spending authority for these programs. Darrell Manning inquired why this is not done through the legislature or a supplemental budget request. Kelly stated it is not a stable amount but if the amount spent goes over the authorized spending authority, they have asked for a supplemental. Darrell said he would review the budget request. Ben Ysursa made a motion to recommend approval on the Consent Agenda. David High seconded the motion. Passed unanimously.


    4. BOISE STATE UNIVERSITY - Teri Holt, Boise State University; Keith Hasselquist, Chief Fiscal Officer, State Board of Education
      Request for authorization to pay additional moving expenses in excess of the established policy for the following. This request is for an additional $300.00 for Wanda Lynn Riley and an additional $1,200.00 for Audrey Rule.

        Total Cost Allowable Difference
        Wanda Lynn Riley, Internal Audit $6,800.00 $5,000.00 $1,800.00
        Audrey Rule, Elementary Ed $7,200.00 $5,000.00 $2,200.00
        Teri Holt reported BSU is requesting additional funds for moving expenses for two employees. Ben Ysursa questioned if the total amount requested is still within the State Moving Policy and Teri said it was. Darrell Manning made a motion to recommend approval on the Consent Agenda. David High seconded the motion. Passed unanimously.


    5. STATE CONTROLLER’S OFFICE - Peggy Haar
      Report from Peggy Haar regarding accrued vacation leave balances extended beyond the limit established by law and proposed letters to affected agencies and employees as directed by the Sub-Committee members at the February 6, 1998 meeting.
        Peggy reported the report on the affected employee shows their vacation balance, amount accrued, amount taken and the year they should have their vacation balances reduced in order to restore the legal vacation cap. Darrell Manning made a motion that the letters be sent to the affected directors and employees. Ben Ysursa seconded the motion. Passed unanimously. Ben stated it is a good idea to pursue this because reducing vacation balances hasn’t been taken seriously


      DEPARTMENT OF HEALTH AND WELFARE - Gary Broker, Administrator, Division of Management Services

    6. Request for authorization to pay overtime for David Baker and Greg Snider while working on the Medicaid Management Information System (MMIS) Implementation Project from January 25, 1998 through March 31, 1998. Permission to pay overtime for other staff members working with this project was approved August 12, 1997.
        Gary Broker stated Greg Snider has terminated employment with the department and they are requesting authorization for David Baker. David was not on the list that was previously approved.


    7. (a) Request for authorization to continue paying overtime for following staff currently working on the Medicaid Management Information System (MMIS) Project. Approval to pay overtime to these individuals was granted and is currently in effect, but will expire on March 31, 1998. This request is for the period April 1, 1998 through October 31, 1998.
              David Baker Billie Schell-Ruby
              Paul Combs Myrna Stobaugh
              Shirley Gardner Eileen Wheeler
              Julie Grunder
        Gary Broker reported this request is to extend the overtime authorization through October 31, 1998 for employees working on the MMIS Project.

      (b) Request for authorization to extend period for removal of vacation caps for the following individuals while they are working on the MMIS Project, until a reasonable period following the completion of the project.
              Paul Combs Billie Schell-Ruby

        Gary Broker reported this request is to extend the period for the removal of vacation caps. Darrell Manning inquired what would be a reasonable time after the project is completed. Gary stated he thought six to nine months after the completion of the project should allow sufficient time to take the vacation off. Darrell Manning made a motion to recommend approval on the Consent Agenda for items 6 and 7 with the amendment that vacation caps be restored by March 31, 1999 for Paul Combs and Billie Schell-Ruby in #7(b). David High seconded the motion. Passed unanimously.


    8. DEPARTMENT OF LABOR - John McAllister, Deputy Director
      Request for authorization to use $100,000 from Penalty & Interest monies under Idaho Code §72-1348(b) to complete the State Information Technology Training Pilot. Board of Examiners approval for $100,000 to fund this pilot program was given December 9, 1997. This will bring the total Department of Labor contribution to this project to $200,000.
        John McAllister reported these funds have been used for Information Technology Training at the direction of the Governor’s Committee. Dean Pierose said they have received positive feedback from the program and will keep it through next year. Darrell Manning made a motion to recommend approval on the Consent Agenda. Ben Ysursa seconded the motion. Ben questioned what the $100,000 would be used for as he understood the project was completed. Dean said the extra funding is needed as it costs $100,000 per quarter. He said the legislature gave them spending authority and approval to charge agencies. Motion passed unanimously.


    9. DEPARTMENT OF LAW ENFORCEMENT - Tim O’Leary, Human Resource Officer
      Request for authorization to pay overtime during calendar year 1998 for supervisory and administrative staff for the Idaho Marijuana Eradication Program. Funding will be received from the Drug Enforcement Administration, Forest Service, and Bureau of Land Management.
        Tim O’Leary reported Idaho had a banner year for drug eradication. Ben Ysursa made a motion to recommend approval on the Consent Agenda. David High seconded the motion. Passed unanimously.


    10. DEPARTMENT OF TRANSPORTATION - Richard Transtrum, Chief of Administration
      Request for authorization to extend vacation accrual in excess of the maximum allowable limit for the following employees while working on the new Integrated Financial Management System. Because of the revised implementation date and extended support required, an extension is requested until July 1, 1998. Any excess balances accrued will be liquidated before December 30, 1998.
            Harold Baxter Leonard Campbell
            Kathyren Chase Tom Martin
            S. Steven Hunt Jim Csencsits
            Mary Mangum John Hurst
            Ronald Mangum Laurie McAllister
            Dee Moffat Jeff Kopsa
            Kurtis Smith Ron Stricklin
            Randy Hall David Hall
        Richard Transtrum reported the new program went into production January 1 and they are now working out the post-implementation bugs. This request to extend the vacation accrual is for employees working on fiscal year end closing. Ben Ysursa made a motion to recommend approval on the Consent Agenda. Darrell Manning seconded the motion. Passed unanimously.


    11. STATE CONTROLLER’S OFFICE - Rex Reagan

      Proposed draft amendment to the Guidelines for the Disposal and Sale of Surplus Personal Property effective March 26, 1998 that will allow items of diminutive value to be transferred to non-profit organizations.
      Add number 5.
        5. Donate items of diminutive value to local good will organization. Diminutive value is defined as a value of zero or less than what it would cost to transport the surplus items to the local auction or dumpsite.
      Amend last paragraph:
        If not recyclable and having no further value the property may be disposed of by the agency by shipment to the local refuse dump site.
        Rex Reagan reported the guidelines are proposed for amendment because several requests have been received from agencies to dispose of surplus property that is of little, or no value, and it would be more expensive to ship to a dump site. Hal asked how zero value is actually determined - what is the yardstick to be used? Rex said when an auction has been contacted and they do not want to take the property and it would cost to take to a dump site. He feels it is a fine line and should be the agency’s decision. Rex said he has reviewed the draft with Ben and Dave and both questioned the use of "good will organization". Darrell suggested using the IRS designation. Darrell Manning made a motion to recommend approval on the Consent Agenda of the amended request. David High seconded the motion. Darrell then made a substitute motion to recommend approval on the Consent Agenda with the wording "Charitable organization that qualified under Section 501 (C)(3), Internal Revenue Service." Ben Ysursa seconded the motion. Passed unanimously.

      OFFICE OF ATTORNEY GENERAL

    12. Notification that John C. Craft has been appointed a special deputy attorney general for the purposes of representing the State of Idaho in the Sebelius, et al. v. Alcorn and Reuter, et al., 98CV 197 suit. Pursuant to Idaho Code §41-3314, the Universe Life Insurance Company will be paying all fees and costs and there will be no expense to the State of Idaho.

    13. Notification that Mr. John A. Bailey, Jr., of the firm of Racine, Olson, Nye, Cooper & Budge, has been appointed to represent the State of Idaho in the Ringel v. American Welding Tank, et al., Case No. CV-97-143; Schultz v. American Welding Tank, et al., Case No. CV-97-142; Schiess, et al. v. American Welding Tank, et al., Case No. CV-97-135; and Kaufman, et al. v. American Welding Tank, et al., Case No. CV-97-118, pursuant to Idaho Code §67-1409.

    14. Notification that Bradley G. Andrews has been appointed to review proposed regulations for and consult with the Department of Labor, pursuant to Idaho Code §67-1409.
        Ben Ysursa made a motion to recommend approval on the Consent Agenda for items 12, 13 and 14. Darrell Manning seconded the motion. Passed unanimously.

    INFORMATIONAL AGENDA
      STATE BOARD OF EDUCATION - Keith Hasselquist, Chief Fiscal Officer

    15. Correspondence from Boise State University, Idaho State University, University of Idaho and Lewis Clark State College in answer to J. D. Williams’ February 10, 1998 letter to Gregory G. Fitch, Executive Director, State Board of Education, requesting more information on moving cost expense reimbursements.
        Keith Hasselquist reported on questions raised in J. D. letter.
    1. The institutions follow the State Moving Policy and sometimes have policies more restrictive.
      2. There are two classes of employees - Personnel Commission and non-classified. Non-Classified employees receive the main focus for moving reimbursement. 60% do not receive moving reimbursement.
        3. The decision to offer moving expense reimbursement normally comes from the third level of management – deans.
          4. Normally the third level (deans) determines the actual amount of reimbursement. If it is over $5,000, then it goes to the next level and to the Board of Examiners.
            5. Policies all tie into the State Moving Policy.


            16. Correspondence from Boise State University, University of Idaho, and Idaho State University in answer to J.D. Williams’ February 9, 1998 letter to Gregory G. Fitch, Executive Director, State Board of Education, requesting a status report on reimbursement of moving expenses in situations where individuals have voluntarily resigned employment within the one year limit of the hire-in date of employment.
                Keith Hasselquist reported Idaho State University has three employees who voluntarily resigned with one year; University of Idaho has one employee; and Boise State University has eight employees and they are in the negotiation stage with the Athletic Department in Arkansas. Lewis Clark State College does not have any employees who voluntarily resigned within one year. The suggestion was made to have employees sign something that states if they voluntarily resign within one year they must pay back the moving expenses. Keith said he would look into this. Teri Holt from Boise State University reported they currently require their employees sign a statement before they are giving the funds. This policy was not in effect when BSU employees left.


            17. DEPARTMENT OF FISH AND GAME
              Information regarding submissions to the Board of Examiners concerning lost or stolen property from the department from Steve Barton, Chief, Bureau of Administration.
                Ben Ysursa suggested the Sub-Committee members take this information from the Department of Fish and Game under advisement. It could not be determined who requested this information.


            STATE INSURANCE FUND

            18. Estimate of the State Insurance Fund expenses to be paid by sight drafts for the month of January, 1998.
                Estimated expenditure for workers $70,000,000.00
                compensation claim costs, dividends
                and premium refunds.
              Funds Expended in December 1997:
                Workers Compensation Claim Costs $ 6,488,032.67
                Policy Refunds 302,374.20
                Total $ 6,790,406.87

            19. Estimate of the Petroleum Storage Tank Fund expenses to be paid by sight draft for the month of January, 1998.
                Estimated expenditures for $ 500,000.00
                Petroleum Storage Tank Fund
                Funds expended in December, 1997:
                  Payroll $ 50,259.86
                  Operations $ 6,623.80
                  Continuing Appropriations $ 35,678.50
                  PSTF Claim Costs $ 147,881.36
                  Total $ 240,443.52


              20. Estimate of the State Insurance Fund expenses to be paid by sight drafts for the month of February, 1998.
                  Estimated expenditure for workers $ 6,500,000.00
                  compensation claim costs, dividends
                  and premium refunds.
                Funds Expended in January 1998:
                  Workers Compensation Claim Costs $ 4,668,303.33
                  Dividends $54,189,273.60
                  Policy Refunds 1,861,158.59
                  Total $ 60,718,735.52


              21. Estimate of the Petroleum Storage Tank Fund expenses to be paid by sight draft for the month of February, 1998.
                  Estimated expenditures for $ 500,000.00
                  Petroleum Storage Tank Fund
                  Funds expended in January, 1998:
                    Payroll $ 49,111.36
                    Operations $ 6,367.01
                    Continuing Appropriations $ 2,602.65
                    PSTF Claim Costs $ 196,684.39
                    Total $ 254,765.41
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