STATE BOARD OF EXAMINERS
June 30, 1999 - 2:00 p.m.
Office of State Controller - 5th Floor Conference Room A
Attending: David Tolman, Office of Governor
David High, Office of Attorney General
Ben Ysursa, Office of Secretary of State
H. W. Turner, Office of State Controller
Visitors Attending: John McAllister, Department of Labor
Betsy Johnson, Department of Parks and Recreation
Keith Hasselquist, State Board of Education
Pam Sonnen, Department of Correction
Peggy Haar, State Controller's Office
Chuck Severn, State Controller's Office
Jeanne Whitaker, State Controller's Office
DEPARTMENT OF LABOR - John McAllister, Deputy Director
1. Request for authorization to use another $150,000 of Penalty & Interest monies under Idaho Code § 72-1348(b) to cover a portion of the Information Technology Training Program costs for Fiscal Year 2000.
John McAllister reported the last two years the Department of Labor has partially funded the state technology program which has been significant benefit to the department, as well as the State of Idaho, and they would like to use another $150,000 of Penalty & Interest monies. Ben Ysursa made a motion to recommend approval on the Consent Agenda. David High seconded the motion. The motion passed unanimously. Ben asked what the balance is on the Penalty & Interest fund and was advised it is currently close to $1 million.
2. Request for authorization to use $80,000 of Penalty & Interest monies under Idaho Code § 72-1348(b) to fund startup costs for the State Immunization Registry.
John McAllister reported the State Immunization Registry should be an important contributor to a more productive work force for the State of Idaho and said they would like to use $80,000 of Penalty & Interest monies for startup planning costs. Ben Ysursa made a motion to recommend approval on the Consent Agenda. David High seconded the motion. The motion passed unanimously.
DEPARTMENT OF PARKS AND RECREATION - Betsy Johnson, Human Resource Officer
3. Request for authorization to pay 233.5 hours compensatory time for Mr. Leo Hennessy, non-motorized trail coordinator, accrued from July 1997 to the present while working to convert the old Union Pacific Railroad line between Plummer and Mullen in northern Idaho into a 72-mile non-motorized trail.
Betsy Johnson reported the department has been working two years on a four year project to create a 72 mile non-motorized trail in North Idaho. Mr. Hennessy has been a significant member of the conversion committee and has been required to work overtime on this project, along with his other duties, which has not given him the opportunity to use up the compensatory time. The Union Pacific Railroad is reimbursing the state for staff expenses. Ben Ysursa made a motion to recommend approval on the Consent Agenda. David Tolman seconded the motion. The motion passed unanimously.
4. Request for authorization to pay Mr. Leo Hennessy's accrued overtime in the future, possibly two more years, until the completion of the project to covert the old Union Pacific Railroad line into a non-motorized trail.
Betsy Johnson asked for approval to pay Mr. Hennessy's overtime until the completion of the project, possibly two more years. Ben Ysursa said Board policy is not to approve overtime in advance except for emergency situations. Ben Ysursa made a motion to defer the request until the overtime is accrued, and then come back to the Board then when it most likely will be approved for payment. David High seconded the motion. The motion passed unanimously.
5. UNIVERSITY OF IDAHO - Keith Hasselquist, Chief Fiscal Officer, Board of Education
Request for authorization to reimburse moving expenses up to $13,000 for Dr. David Thompson who is moving from Albuquerque, New Mexico to Moscow, Idaho as Dean of the College of Engineering effective July 1, 1999.
Keith Hasselquist reported Dr. Thompson has been hired as Dean of the College of Engineering and has signed a 11 month contract. Moving expense reimbursement is requested for up to $13,000, and qualifies under the State Moving Policy. Ben Ysursa made a motion to recommend approval on the Consent Agenda with the provision that a signed statement is included in the contract that he agrees to pay back the reimbursement if he voluntarily resigns within one year. David High seconded the motion. The motion passed unanimously.
6. DEPARTMENT OF CORRECTION - Pam Sonnen, Deputy Warden of Security
Request for reconsideration of the denial to pay 201.5 hours accrued compensatory time for Lieutenant James Gabbitas who retired April 29, 1999 after 20 years of service. Lt. Gabbitas was unable to take the time off in the months prior to his retirement.
Pam Sonnen thanked the Sub-Committee members for hearing the request for reconsideration. She stated Lt. Gabbitas worked for the state for 20 years and retired last month. Pam said she advised Lt. Gabbitas that he could not take his compensatory off in the months prior to his retirement because he was needed to supervise new training officers, but that he would be paid for his compensatory time at the time of his retirement. Ben Ysursa asked if Lt. Gabbitas was promised he would be paid for his compensatory time upon retirement, and Pam replied in the affirmative. Ben said requests have been approved in the past if the employer gives an indication they will be paid and this situation appeared to meet that requirement. David High made a motion to recommend approval on the Consent Agenda. Ben Ysursa seconded and the motion passed unanimously.
STATE CONTROLLER - Peggy Haar, EIS Administrator
7. Request for guidance in the implementation of House Bill 37, which defines the accrual of credited state service (CSS) and leave accruals for overtime work. The June 8, 1999 Attorney General's Opinion agrees that credited state service should accrue on compensatory time for actual hours worked at the time it is earned, rather than at the time it is taken. The EIS system will be modified to accrue CSS, sick leave and vacation leave for all hours worked and on approved leave and a one-time conversion of comp time balances will be made. Vacation balances near the limit for employees affected by the conversion process must be adjusted by one of the following options:
1) lift the cap and add the full accruals
2) maintain the cap and pay the overage
3) maintain the cap and drop the overage; or
4) convert the overage to EAL, which is then used as approved leave.
Peggy Haar stated some guidance was needed in implementing H.B. 37 and the associated Attorney General Opinion into the payroll system. When a one-time conversion of leave is completed some employees will exceed vacation limits, and must be adjusted by one of the stated options. Ben Ysursa asked Peggy which option she would recommend, and she said option 2 would be the cleanest one, but may cause a budget issue. Dave Tolman asked why it is necessary to do this retroactively and Peggy replied there would be problems because accruals would be lost on approved leave. The bill is effective July 1, 1999 but she will not be able to accommodate all the changes by that date. Peggy said her next recommendation would be option 4, which converts the overage to EAL, and can be used as approved leave. David High asked if it converted to EAL could agencies pay the employee for the leave time. Peggy advised him the EAL could be paid. Peggy stated because of a leave issue with the universities, they would not be included in this proposal at this time. David High made a motion to recommend approval on the Consent Agenda to use option 4 (i.e. convert the overage to EAL, which is then used as approved leave) and work with the universities on their issues, and how the leave would be adjusted. Ben Ysursa seconded the motion. The motion passed unanimously.
Peggy also stated H.B. 37 addressed classified employees but did not alter the corresponding non-classified employees as defined in section 59, and additional legislation will need to be submitted in the next legislative session. Responsibility for this will be coordinated and decided later.
8. Request for authorization for the State Controller to have the power, with the consent of the Board of Examiners, to make all necessary transfers and entries in the books of the state to offset any obligations from current employees due the State of Idaho or any of its departments, agencies or institutions, pursuant to Idaho Code § 67-1026.
Peggy Haar stated approval is requested to make necessary adjustments to offset obligations owed to the State of Idaho. This could happen when employees terminate employment or when employees receive a travel advance and do not file a travel claim. David High made a motion to recommend approval on the Consent Agenda. Ben Ysursa seconded the motion. The motion passed unanimously.
9. Request for authorization to accept Balukoff, Lindstrom & Co. proposal to perform the audit of the Legislative Branch of the State of Idaho for fiscal year 1999, pursuant to Idaho Code § 67-2027.
Ben Ysursa made a motion to recommend approval on the Consent Agenda. David high seconded the motion. The motion passed unanimously.
10. Estimate of the State Insurance Fund expenses to be paid by sight drafts for the month of June, 1999.
Estimated expenditure for workers $7,500,000.00
compensation claim costs, dividends
and premium refunds
Funds Expended in May 1999:
Workers Compensation Claim Costs $4,918,175.15
Policy Refunds 302,682.19
11. Estimate of the Petroleum Storage Tank Fund expenses to be paid by sight draft for the month of June 1999.
Estimated expenditures for $750,000.00
Petroleum Storage Tank Fund
Fund expended in May 1999:
Payroll $ 52,195.64
Continuous Appropriations - Operations 28,413.34
Continuous Appropriations - PSTF Claim Costs 151,435.61