STATE BOARD OF EXAMINERS
June 10, 1999 - 9:00 a.m.
Office of State Controller - 4th Floor Training Room
Attending: Jeff Malmen, Office of Governor
David High, Office of Attorney General
Chuck Goodenough, Office of Secretary of State
H. W. Turner, Office of State Controller
Visitors Attending: Ed Strickfaden, Department of Law Enforcement
Tim O'Leary, Department of Law Enforcement
Marty Peterson, University of Idaho
Debbie Shields-Courtsey, Department of Correction
Ken Miracle, Department of Agriculture
Joni Booth, Department of Labor
Ted Aho, Public Employee Retirement System
Kathy Osborne, Division of Environmental Quality
Peggy Haar, State Controller's Office
Audrey Musgrave, State Controller's Office
DEPARTMENT OF LAW ENFORCEMENT - Ed Strickfaden, Director, and Tim O'Leary, Human Resource Officer
1. Request for authorization to provide a yearly clothing and cleaning allowance for non-uniformed commissioned employees. These employees are often exposed to conditions that are not conducive to preventing damage and destruction to their clothing, such as responding to crime scenes ranging from clandestine drug labs to homicide scenes.
Ed Strickfaden reported the State Police provide a clothing and cleaning allowance for their officers because of the work they are required to do. He would like to provide this allowance to non-uniformed commissioned employees (e.g. detectives, investigators, etc.) who are often required to attend crime scenes and involved with work that may require thorough suit cleanings, or other clothing damages, when finished. David High asked if the allowance would be limited to detectives. Mr. Strickfaden said it would be limited to officers. Chuck Goodenough questioned if this would be done on a case by case basis, for senior rated personnel, 3 or 4 times a year, and if the funds would be taxable. Mr. Strickfaden stated the amount would be an annual $600.00 clothing allowance, plus cleaning, and the department is aware the funds are taxable. David High asked if the officers given the allowance would be considered on a case by case basis, and Mr. Strickfaden said all requests would be funneled through a special agent directly involved with these situations for approval. David High asked that the department provide the Board of Examiners with a copy of the final policy and how other jurisdictions are providing an allowance. Jeff Malmen made a motion to recommend approval on the Consent Agenda. David High seconded the motion. Passed unanimously. Tim O'Leary informed Hal Turner later that a copy of the final policy would be provided for Board of Examiners members before the meeting on June 15, 1999.
2. Request for authorization to reimburse moving expenses, not to exceed $7,000, to move their candidate for DNA Technical Leader, who will run the DNA Forensic Program, from Minneapolis, Minnesota.
3. Request for authorization to pay overtime to the following employees working under the guidelines of the Crime Scene Response Unit Grant (Byrne grant #TF-77-97) from July 1, 1999 to June 30, 2000:
Senior and Principal Criminalist(s)
Latent Fingerprint Examiner Supervisor
DNA Technical Leader
Latent Fingerprint Examiner(s)
David High made a motion to recommend approval on the Consent Agenda for Items #2 and #3. Chuck Goodenough seconded the motion. The motion passed unanimously.
4. UNIVERSITY OF IDAHO - Marty Peterson
Request for authorization to reimburse moving expenses of up to $6,500 for Dr. Boris Bracio for the position of assistant professor in the Department of Electrical Engineering Computer Engineering Program. Dr. Bracio's home is in Germany and he has recently been studying at a university in Austria. The requested reimbursement will cover only a portion of the cost to relocate household goods from Germany and office items from Austria.
David High made a motion to recommend approval on the Consent Agenda. Chuck Goodenough seconded the motion. The motion passed unanimously.
5. DEPARTMENT OF CORRECTION - Debbie Shields-Courtsey, Associate Warden
Request for authorization to pay 201.5 hours compensatory time for James G. Gabbitas who retired on April 29, 1999 after 20 years of service. The department would like to reactivate him in the payroll system and pay him for the accrued time. He was unable to take the time off prior to his scheduled retirement because of short staffing at the Maximum Security Prison.
Debbie Shields-Courtsey reported Mr. Gabbitas retired after 20 years service and was unaware his compensatory balance would not be paid. The department would like to reactive him in the payroll system and pay the accrued leave. David High said Idaho Code § 67-5329 states compensatory time shall be forfeited upon separation from state service. Debbie said she was informed there is an exemption for this statute if the separation is a retirement. Peggy Haar said if the employee is exempt from FLSA he would not be eligible for payment of compensatory time unless approved by the Board of Examiners. David asked if any promises were made to the employee that this compensatory time would be paid, and Debbie said, not to her knowledge. Jeff Malmen made a motion to deny the request. Chuck Goodenough seconded the motion. The motion passed unanimously.
DEPARTMENT OF AGRICULTURE - Ken Miracle, Human Resource Officer
6. Request for authorization to pay 224.0 hours compensatory time for Jenifer Beddoes, EIT, Land Application Specialist, Division of Animal Industries, who manages the waste application program. Jenifer is nearing her maximum vacation balance and will not be able to take the compensatory time off in the next year without continuing to lose vacation time.
7. Request for authorization to pay 844.0 hours compensatory time for Michael C. Mitchell, PE, Dairy Program Manager, Division of Animal Industries, who manages the dairy program. Michael's vacation balance is near his maximum accrual limit and he will not be able to take the compensatory time off in the next year without continuing to lose vacation time.
Ken Miracle reported the department would like to pay the accrued compensatory time for the two employees. David High said Idaho Code states compensatory time can be approved only for unusual or emergency situations and questioned if the vacation caps could be lifted in order to allow them more time to take the time off. Ken said they had not looked at lifting the vacation caps because they would like to pay the compensatory time off this fiscal year because of budget considerations. Jeff Malmen made a motion to recommend approval on the Consent Agenda to pay one half of the requested amount and have the department work with their schedule to take off the remaining balance. Chuck Goodenough seconded the motion. The motion passed unanimously.
8. Request for authorization to pay 237.5 hours vacation leave in the pay period ending June 12, 1999 for Ms. Audrey Corbin, Financial Support Technician. This would allow the department to pay the leave in fiscal year 1999 and lessen the impact on their tight fiscal year 2000 budget. Ms. Corbin is retiring effective June 30, 1999.
David High made a motion to recommend approval on the Consent Agenda. Chuck Goodenough seconded the motion. The motion passed unanimously.
DEPARTMENT OF LABOR - Joni Booth, Administrative Services Division
9. Request for authorization to use $18,000 of Penalty and Interest monies to pay 1999/2000 membership dues to the Interstate Conference of Employment Security Agencies, Inc., pursuant to Idaho Code § 72-1348(b).
10. Request for authorization to use $20,000 Penalty & Interest monies as state matching and supplemental funds for the Idaho Rural Partnership federal grant for FY2000, pursuant to Idaho Code § 72-1348(b).
David High made a motion to recommend approval on the Consent Agenda for Items #9 and #10. Chuck Goodenough seconded the motion. The motion passed unanimously.
PUBLIC EMPLOYEE RETIREMENT SYSTEM - Ted Aho
11. Request for authorization to lift the vacation caps for G. Joy Fereday, IT Programmer Analyst, Sr., and R. Phyllis Siefkas, IT Systems Analyst, until the end of FY 2000 (June 30, 2000) while they are involved in the critical development and testing stage of the new PERSI membership system.
Ted Aho reported they would like to lift vacation caps for the two employees who are involved in a critical project. They are trying to keep the overtime down and hope to fill some positions. David High made a motion to recommend approval on the Consent Agenda. Chuck Goodenough seconded the motion. The motion passed unanimously.
12. Request for authorization to pay 103.5 hours compensatory time for G. Joy Fereday accrued from January 1, 1999 to May 29, 1999 while working on the membership system project.
Chuck Goodenough made a motion to recommend approval on the Consent Agenda. David High seconded the motion. The motion passed unanimously.
13. DIVISION OF ENVIRONMENTAL QUALITY - Kathy Osborne, Human Resource Officer
Request for authorization to pay bonuses to the following employees, pursuant to Idaho Code § 67-5309C(b)(iii):
Phyllis Heitman $ 500.00 FY 99 PERSI funds
$1,273.20 FY2000 CEC
Roberta Korfanta $ 500.00 FY 99 PERSI funds
Barry Burnell $ 500.00 FY 99 PERSI funds
Krishnaswam Viswanathan $ 500.00 FY 99 PERSI funds
Paula Lyon $ 500.00 FY 99 PERSI funds
Robert Howarth $ 500.00 FY 99 PERSI funds
Jon Sandoval $ 500.00 FY 99 PERSI funds
Don Lee $ 500.00 FY 99 PERSI funds
Kathy Osborne said she believes the request for Phyllis Heitman could be eliminated because it meets the criteria of the May 11, 1999 Board of Examiners action and the May 19, 1999 letter from Division of Financial Management to waive the $1,000 bonus limit. The others are not IT employees, have received bonuses this year, and would require Board of Examiners approval for additional ones. David High made a motion to recommend approval on the Consent Agenda. Jeff Malmen questioned if short term commendable increases could be given instead of bonuses. Kathy said there was not enough processing time remaining this fiscal year. Jeff Malmen seconded the motion. He then questioned if the funds could be encumbered for next fiscal year, but this is not possible on personnel costs. The motion passed unanimously.
OFFICE OF ATTORNEY GENERAL
14. Notification that Roger Hales, attorney at law, has been appointed to represent the Public Health District No. 4 Board of Health, by and through its Chairman Anne Payne, Central District Health Department and Kathy Holley, Central District Health Director in Case No. CV-0C-9902451D, pursuant to Idaho Code § 67-1409..
15. Notification that Roger J. Hales of the firm of Hamlin & Sasser has been appointed for the purpose of representing the state in the Root v. S.W. Dist. Health Dept., CV-99-02963, pursuant to Idaho Code § 67-1409.
16. SECRETARY OF STATE
Request for approval of the 1999 Idaho Code Annual Distribution List, pursuant to Idaho Code § 73-212.
Ada County 47
Adams County 7
Administration, Department of 6
Aging, Idaho Office on 1
Agriculture, Department of 6
Alabama Supreme Court Library 1
Alaska Legislative Reference Library 1
Arizona Department of Library & Archives 1
Attorney General, Office of 44
Bannock County 32
Bar, Idaho State 1
Bear Lake County 6
Benewah County 10
Bingham County 13
Blaine County 12
Blind, Idaho Commission of the 1
Boise County 6
Boise State University Library 1
Bonner County 16
Bonneville County 20
Boundary County 8
Building Safety, Division of 6
Butte County 8
Camas County 4
Canyon County 41
Caribou County 8
Cassia County 14
Clark County 6
Clearwater County 9
College of Southern Idaho 2
Colorado Supreme Court Library 1
Commerce, Department of 1
Connecticut State Library 1
Controller, Office of the 5
Corrections, Department of 14
Custer County 6
Dairy Products Commission 1
Deaf and Blind, School for the 1
Delaware State Law Library 1
Dentistry, Board of 1
Disaster Services 1
Education, State Board of 1
Education, State Department of 4
Elmore County 15
Endowment Fund Investment Board 1
Engineers & Land Surveyors, Board of 1
Environmental Quality, Division of 7
Finance, Department of 2
Financial Management, Division of 5
Fish and Game, Department of (Legal) 8
Florida Supreme Court Library 1
Franklin County 8
Fremont County 4
Gem County 8
Gooding County 10
Governor, Office of the 4
Hawaii Supreme Court Law Library 1
Health & Welfare, Div of Management Svs 30
Health Districts, Central 1
Health Districts, Conf of Id's Seven Public 1
Health Districts, District Seven 1
Health Districts, North Central 1
Health Districts, Panhandle 2
Health Districts, Southeastern 1
Health Districts, Southwestern 1
Human Rights, Commission on 1
Idaho County 9
Idaho State Library 2
Idaho State University 3
Industrial Commission 5
Insurance Fund, State 2
Insurance, Department of 3
Iowa State Law Library 1
Jefferson County 7
Jerome County 14
Juvenile Correction Center 1
Juvenile Corrections, Department of 1
Kansas Supreme Court Law Library 1
Kentucky State Law Library 1
Kootenai County 40
Labor, Department of 6
Lands, Department of 5
Latah County 15
Law Enforcement Training 1
Law Enforcement, Department of 26
Law Library, Idaho Supreme Court 46
Legislative Auditor 2
Legislative Budget Office 3
Legislative Services 12
Legislature, House of Representatives 25
Legislature, Senate 18
Lemhi County 8
Lewis & Clark State College 5
Lewis County 13
Lieutenant Governor, Office of 1
Lincoln County 8
Liquor Dispensary 1
Local Highway Technical Assist. Council (LHTAC) 1
Madison County 9
Maine Law & Legislative Reference 1
Medicine, State Board of 1
Military Division 1
Minidoka County 12
Minnesota State Law Library 1
Mississippi State Law Library 1
Missouri Supreme Court Library 1
Montana State Law Library 1
Nebraska State Library 1
New Hampshire State Library, Law Division 1
New Mexico Law Library 1
Nez Perce County 17
North Carolina Supreme Court 1
North Dakota Supreme Court Library 1
North Idaho College Library 2
Nursing, State Board of 1
Occupational License Bureau 1
Oklahoma Department of Libraries 1
Oneida County 5
Owyhee County 8
Parks & Recreation, Department of 2
Payette County 9
Peace Officers Standards & Training Academy 1
Performance Evaluation, Office of 2
Personnel Commission 2
Pharmacy, Idaho State Board of 1
Power County 7
Public Utilities Commission 8
Public Works Contractors License Board 1
Real Estate Commission 1
Retirement System, Public Employees 2
Rhode Island State Law Library 1
Secretary of State, Idaho 4
Shoshone County 15
South Carolina Legislative Council 1
South Dakota Supreme Court Library 1
Tax Appeals, Board of 1
Tax Commission, Idaho State 18
Tennessee State Law Library 1
Teton County 6
Transportation, Department of 12
Treasurer, Office of the State 1
Twin Falls County 27
University of Idaho 33
University of Idaho Library 1
Utah State law Library 1
Valley County 10
Vermont State Library 1
Virginia State Law Library 1
Vocational Education 1
Vocational Rehabilitation 1
Washington County 10
Washington State Law Library 1
Water Resources, Department of 4
Wyoming State Library 1
House members 49
Senate members 18
Total number of Volumes 1,100
David High made a motion to recommend approval on the Consent Agenda for Items #14, #15 and #16. Chuck Goodenough seconded the motion. The motion passed unanimously.
17. SUB-COMMITTEE - STATE MOVING POLICY
Proposed draft requiring signed statement from all new hire employees who receive moving expense reimbursement. Employees who voluntarily resign from state government within one year from original date of employment must reimburse the state for 100% of such reimbursement. This would be included in the State Moving Policy.
Hal Turner stated it was requested at the May Sub-Committee Meeting that he provide a draft of a proposed agreement regarding pay backs from new hire employees (i.e. ion accordance with established State Board of Examiners policy) who receive moving expense reimbursement and then voluntarily resign within one year. Jeff Malmen made a motion to recommend approval of the statement policy on the Consent Agenda. David High seconded the motion. The motion passed unanimously. Peggy Haar questioned if the pay backs would be subject to tax adjustment. It was decided the reimbursement would have been taxed when it was given to the employee, so an adjustment would have to be made for taxes when it was paid back to the state. The sample statement will be sent to all agencies.
18. Estimate of the State Insurance Fund expenses to be paid by sight drafts for the month of May, 1999.
Estimated expenditure for workers $7,500,000.00
compensation claim costs, dividends
and premium refunds
Funds Expended in March 1999:
Workers Compensation Claim Costs $8,160,960.98
Policy Refunds 150,500.67
19. Estimate of the Petroleum Storage Tank Fund expenses to be paid by sight draft for the month of May 1999.
Estimated expenditures for $750,000.00
Petroleum Storage Tank Fund
Fund expended in March 1999:
Payroll $ 72,668.08
Continuous Appropriations - Operations 25,468.76
Continuous Appropriations - PSTF Claim Costs 335,322.40