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
STATE BOARD OF EXAMINERS
MINUTES – SUBCOMMITTEE MEETING
700 W. State Street, Boise, Idaho
5th Floor, Conference Room A
August 7, 2003


The regular 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. pursuant to Idaho Code §67-2002 and by order of the chair.

The following members were present: Darrell Manning, Governor’s Office; Chuck Goodenough, Office of the Secretary of State; Bridget Vaughan, Office of the Attorney General; and Dan Goicoechea, Office of the State Controller, as assisting secretary to the subcommittee.

Also present by invitation were Marty Peterson, Peggy Davis, Sue Hill, Deb Stage, Michael Graham, Kathy Osborn, Gary Ward, Conrad Aiken, Mary Mangum, and Patrick Hodges.


· CONSENT AGENDA
1. Minutes - APPROVED

    Request approval of official minutes for the meeting of the subcommittee to the Board of Examiners on July 3, 2003.

Resolution: Mr. Manning moved to approve the minutes as presented. Mr. Goodenough seconded the motion. The motion carried with a unanimous voice vote.


· REGULAR AGENDA
2. Lewis-Clark State College – APPROVED
    Request for authorization to reimburse moving expenses up to $1,500 for the position of Coordinator of Residence Life, Division of Student Affairs, at Lewis-Clark State College. The anticipated salary is $31,824 and the position will be filled by July 31, 2003. The funding source is appropriated dollars.

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

3. Idaho State University – APPROVED

    Request for authorization to reimburse moving expenses as follows:
        Position
    DepartmentSalaryUp to Amount
      a. Assistant Professor
    Counseling, College of Health Professions$42,000$2,000
        b. Clinical Assistant Professor
    Communication Sciences, College of Health Professions$38,230$2,000
        c. Assistant Lecturer
    English & Philosophy, College of Arts & Sciences$26,264$500
        d. Assistant Professor
    Mathematics, College of Arts & Sciences$55,000$2,000
        e. Dean
    Continuing Education, Academic Affairs$94,000$5,000
      f. Assistant Athletic Director / Development
    Administration, Intercollegiate Athletics$55,000$5,000

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

4. University of Idaho – APPROVED

    Request for authorization to reimburse moving expenses as follows:
        Position
    DepartmentSalaryUp to Amount
      a. Assistant Professor
    Microbiology, Molecular Biology & Biochemistry$50,000 -63,000$5,000
        b. Research Associate
    Fish & Wildlife$32,000-$35,000$5,000
        c. Research Associate
    Geological Sciences$22,000 - $24,000$5,000
        d. Director of Career Services
    College of Law$38,000 – $40,000$5,000
        e. Accountant
    Business & Accounting$35,000 - $45,000$5,000
        f. Lecturer
    Family & Consumer Science$30,000- $32,000$5,000
        g. Coordinator, Orientation Programming & Judicial Affairs
    Academic & Student Affairs$37,000 - $39,000$5,000
        h. Department Head
    Biological & Ag Engineering$110,000 - $115,000$5,000
        i. Men’s Assistant Basketball Coach
    Athletics$30,000 - $32,000$5,000
      j. IT Database Administrator
    Information Technology$63,000 - $70,000$5,000

Resolution: Mr. Manning moved to approve items a-j. Ms. Vaughan seconded the motion. The motion carried with a unanimous voice vote.

5. Boise State University – Recommend approval by the board for items 5(a-b); APPROVED items c-h

    a. Request exemptions to State of Idaho Moving Policy for Dr. Robert Kustra, BSU President (PCN 1101). Dr. Kustra recently relocated from Lexington, Kentucky. Kustra has been approved for relocation reimbursement up to $20,000 and has not exceeded his approved amount. Request permission to increase the following:

      i. Weight allowance from 15,000 pounds to 19,800 pounds; and

      ii. Amount for storage costs to $2,052.30 as the Kustra’ household goods were held in storage from 6/24/03 to 7/16/03 while waiting for the real estate closing on their new home.

Resolution: Mr. Manning moved to recommend approval on the board’s consent agenda of item a. Mr. Goodenough seconded the motion. The motion carried with a unanimous voice vote.

    b. Request exemptions to State of Idaho Moving Policy for Dr. Cheryl Schrader, Dean, College of Engineering (PCN 2483). Dr. Schrader is relocating from San Antonio, Texas. Dr. Schrader has been approved for relocation reimbursement of $15,000 and has not exceeded this amount. Request permission to increase the weight allowance from the policy limit of 15,000 pounds to 17,700 pounds.

Resolution: Ms. Vaughan moved to recommend approval on the board’s consent agenda of item b. Mr. Goodenough seconded the motion. The motion carried with a unanimous voice vote.

    Request for additional authorizations to reimburse moving expenses as follows:
        Position
    PCNDepartmentSalaryUp to Amount
        c. Special Lecturer
    2185
    COBE Marketing & Finance$35,000$2,000
        d. Post-Doctoral Research Scientist
    3289
    CGISS$42,000$3,000
        e. Micron Networking & Telecomm Lab Manager
    1477
    Networking, Operation, Information Systems$40,000$2,000
        f. Database Administrator
    1270
    Office of Information Technology$60,008$5,000
        g. Senior Developer Analyst, Financial Applications
    1259
    Office of Information Technology$55,302$5,000
        h. Manager, Financial Application Systems
    1299
    Office of Information Technology$58,000$5,000

Resolution: Mr. Manning moved to approve items c-h. Mr. Goodenough seconded the motion. The motion carried with a unanimous voice vote.

6. Department of Health & Welfare – APPROVED

    a. Request for authorization to reimburse moving expenses up to $2,000 for Tanya McElfresh, Program Manager for Region II, Division of Medicaid, who is relocating from Tyler, Texas. The anticipated salary is $56,160.

    b. Request for authorization to reimburse moving expenses up to $2,800 for Diane Blumel, Domestic Violence Council for the Executive Director, who is relocating from Spokane, Washington. The anticipated salary is $55,000.


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

7. Department of Education – APPROVED

    Request for authorization to reimburse moving expenses up to $5,000 from general fund dollars for Stacey Joyner, Reading Coordinator, Bureau of Curriculum & Accountability, State Department of Education (PCN 0401). The anticipated starting salary is $50,578.

Resolution: Mr. Goodenough moved to approve this item. Ms. Vaughan seconded the motion. The motion carried with a unanimous voice vote.

8. Idaho Commission for the Blind and Visually Impaired – APPROVED

    Request for authorization to reimburse moving expenses up to $3,500 from federal reimbursement funds for Jackie Bryann, Independent Living Program Coordinator (PCN 0091), who is relocating from Salem, Oregon. The anticipated salary is $47,000.

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

9. Department of Environmental Quality – APPROVED

    Request for authorization to reimburse moving expenses up to $5,000 from funding split 75% general funds and 25% federal funds to fill an Air Quality Transportation & Conformity Analyst position, State Air Quality Division. The anticipated pay rate for this position is $19.95 per hour.

Resolution: Mr. Manning moved to approve this item. Ms. Vaughan seconded the motion. The motion carried with a unanimous voice vote.

Discussion: Mr. Manning questioned why the preceding requests for up to $5,000 were before the committee. Kathy Ewert, State Controller’s Office, explained that the State Moving Policy required agencies to secure approval from the board before offering any moving reimbursements to new employees. Additionally, the board authorized the subcommittee to approve requests for moving reimbursements up to $5,000. Over that amount or exception to the policy must be decided by the board. Mr. Manning said he would like to see a change in the policy and the subcommittee will discuss this further.

10. Bureau of Hazardous Materials, Division of Military, Executive Office Of Governor – Recommend approval by the board of items a-q, striking item d, for a total of $15,586.00

    Request for authorization to issue deficiency warrants for reimbursement of response costs incurred during July pursuant to Idaho Code §39-7110.
    ID #
    Description
    Amount
    Comments
    Date
      a. 2003-1085
    Fuel spill in lake
    $3457.51
    Car wreck
    7/8/03
      b. 2003-1305
    Drug Lab
    948.24
    Typical
    7/11/03
      c. 2003-1192
    Oil Spill
    1645.37
    Heating oil spill in basement
    7/16/03
      d. 2003-1305
    Drug Lab
    948.24
    Typical
    7/16/03
      e. 2003-1550
    Drug Lab
    286.85
    Typical
    7/16/03
    f. 2003-1586
    Drug Lab
    1916.89
    Typical
    7/16/03
    g. 2003-1926
    Drug Lab
    353.68
    Typical
    7/16/03
    h. 2003-2035
    Diesel Spill
    310.96
    40-50 gal in street, no resp pty
    7/16/03
    i. 2003-2222
    Drug Lab
    1469.42
    Typical
    7/16/03
    j. 2003-2644
    Drug Lab
    1980.38
    Typical
    7/17/03
    k. 2003-2382
    Drug Lab
    49.98
    Typical
    7/24/03
    l. 2003-2457
    Biohazard
    391.41
    White powder at St Lukes
    7/24/03
    m. 2003-2473
    Biohazard
    296.11
    Possible Anthrax letter
    7/24/03
    n. 2003-2583
    Drug Lab
    135.35
    Drug lab in vehicle
    7/24/03
    o. 2003-2614
    Drug Lab
    758.25
    In Idaho City
    7/24/03
    p. 2003-2709
    Drug Lab
    322.71
    Typical
    7/24/03
    q. 2003-1401
    HAZMAT
    1262.89
    55 gal drums discarded along side of road
    7/29/03
    Total
    $16,534.24
    $15,586.00
Audience with the Board: Gary Ward, Bureau of Hazardous Materials, explained the drug lab in a vehicle. He noted that item (d) was a duplicate entry and should be disregarded. The amended total was $15,586.00

Resolution: Mr. Goodenough requested unanimous consent to amend the request by striking item d and correcting the total to $15,586.00. There being no objections, the motion carried. Mr. Goodenough then moved to recommend approval by the board on the consent agenda for items a-q, minus item d, for a total of $15,586.00. Mr. Manning seconded the motion. The motion carried with a unanimous voice vote.

11. State Controller’s Office – Recommend approval by the board pending submittal of a signed Board of Examiners’ Recognition of Assignment Form

    Request for recognition of assignment as executed by Assignor Business Psychology Associates, Inc. and Assignee Washington Trust Bank, both of Boise, Idaho, for security rights to payment from Idaho Department of Health and Welfare Contract Purchase Order CPO 01575 (number KC174900) pursuant to Idaho Code §67-1027.

Audience with the Board: Conrad Aiken, Attorney representing Washington Trust Bank, detailed the arrangements for assignment of rights by Boise Psychology Associates, Inc. to Washington Trust Bank.

Discussion: Mr. Goicoechea alerted the subcommittee that the required assignment form was not attached and the State Controller’s Office was assisting Mr. Aiken with this form. Mr. Goodenough inquired if the Board would be in receipt of this signed document by next Tuesday. Mr. Aiken assured the subcommittee that he was working with the State Controller’s Office to present this signed document to the Board next week.

Resolution: Mr. Goodenough moved to recommend approval on the consent agenda provided the signed Board of Examiners’ Recognition of Assignment Form would be submitted to the board prior to the board’s next meeting on Tuesday. Mr. Manning seconded the motion. The motion carried with a unanimous voice vote.

12. Idaho Transportation Department – Recommend approval by the board

    Request authorization to write-off a shortage of $783.81 in the rotary fund. This shortage had existed for at least 10 years and over the past 5 years, ITD had worked closely with the State Controller’s Office in an attempt to find this shortage.

Audience with the Board: Mary Mangum, ITD, described the shortage and efforts to identify it. She further explained that the department was implementing a P-card to manage distributions that previously were made from this rotary account. In addition, the department was preparing to close the rotary account.

Resolution: Mr. Manning moved to recommend approval by the board to write-off $783.81. Mr. Goodenough seconded the motion. The motion carried with a unanimous voice vote.

13. Attorney General - Recommend approval by the board

    a. 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 in case of Rainier, Seeds, Inc., U.S. Bankruptcy Court, Western District of Washington, Case No. 03-17534-TTG11.

    b. Notification that Ardee Helm, Jr. of the Bear Lake Prosecuting Attorney’s Office 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 matter of Idaho State Police Property Forfeiture.


Resolution: Mr. Manning moved to recommend approval by the board of items a-b. Mr. Goodenough seconded the motion. The motion carried with a unanimous voice vote.

· INFORMATIONAL AGENDA
14. Idaho Department of Fish & Game

    The Idaho Department of Fish and Game will be vacating its current Idaho Falls Regional Office site located at 1515 Lincoln Road on or about September 15, 2003. In accordance with Idaho Code §67-5709A, the department is requesting that custody of the building be transferred to the State Board of Examiners who shall transmit custody to the Department of Administration effective immediately after the move is completed to the new Regional Office site.

15. Idaho State Tax Commission
    The Idaho State Tax Commission notified the State Controller’s Office on July 7, 2003 requesting closure of a rotary fund effective July 24, 2003. As the $10,000 was originally transferred from the general fund, the balance in the rotary fund was returned to the general fund and all related transfer transactions have been completed.

16. State Insurance Fund
    a. Estimate of the State Insurance Fund expenses to be paid by sight drafts for the month of July 2003.
        Estimated expenditure for workers compensation claim costs, dividends and premium refunds
    $15,000,000.00
      Funds Expended in June 2003:
      Workers Compensation Claim Costs
    $7,836,370.98
      Dividend
    $9,622.85
      Commissions
    $154,800.00
      Policy Refunds
    $164,869.86
      Total
    $8,165,663.69
    b. Estimate of the Petroleum Clean Water Trust Fund expenses to be paid by sight draft for the month of July 2003.
        Estimated expenditure for Petroleum Clean Water Trust Fund
    $750,000.00
      Funds Expended in June 2003:
      Payroll
    $57,872.92
      Operations
    $16,666.42
      Claim Costs
    $60,939.96
      Total
    $135,479.30

Resolution: Mr. Manning moved to forward these notifications to the board. Mr. Goodenough seconded the motion. The motion carried with a unanimous voice vote.


· New Business
The subcommittee members discussed potentials to amend the state moving policy regarding maximum allowable reimbursements and findings from the State Controller’s study on moving reimbursements.

Audience with the Board: Kathy Ewert, State Controller’s Office, briefed the subcommittee on research underway in the State Controller’s Office into the current statutes, policies and procedures that govern board affairs. She pointed out nine issues that repeatedly come before the board, examples of long-term policies or procedures evolving from board rulings, and categories of statutes, policies and board decisions that govern board actions.

Discussion: Mr. Manning commented about the Idaho State Police procedure regarding a clothes- cleaning allowance and questioned if the board should follow the federal rules in which officers purchase and clean their own uniforms. He acknowledged that this may have been a bad precedence as it was not equally applied to other departments with similar on-the-job conditions.

Ms. Ewert asked the subcommittee if they wished to delve deeper into board minutes as the study investigated all board minutes since May 1989, which were electronically stored. Mr. Manning said that there was no need to go beyond the 1989 minutes and thanked the Controller’s Office for this in-depth review.

Turning to the moving policy, Ms. Ewert asked for the subcommittee’s directions. Mr. Manning expressed concern about who was receiving moving reimbursements. Ms. Ewert stated that her research showed some states allowed moving reimbursements for new employees up to a set amount from the general fund and any expenditure beyond that was paid from an agency’s dedicated/local funds. Mr. Manning acknowledged that higher education used general funds and local funds pretty much as they saw fit. He also commented about the appearance of moving reimbursements being granted as an employment-signing bonus, which he disagreed with. Ms. Ewert noted the board’s practice of waiving State Moving Policy conditions following requests, which enabled larger reimbursements that reached toward the maximum dollar allowed. Mr. Manning again expressed concern about this practice and questioned if the cap should be adjusted or set at a percentage of salary, if requests to the board should be limited to above $5,000, or if reimbursements should be based solely on receipts. Ms. Ewert remarked that receipts were required to supported moving reimbursements.

Resolution: Mr. Goodenough asked the State Controller’s Office to draft options for potential revisions to the state moving policy. Mr. Manning concurred and asked for that list to be presented at the subcommittee’s next meeting in September.

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 9:30 a.m.



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


Minutes of State Board of Examiners or the Subcommittee Meetings

The secretary to the board prepares preliminary minutes as a courtesy for the reader. Preliminary minutes have not been approved by the State Board of Examiners or its subcommittee and do not constitute the official minutes of the meeting. The minutes become official after approval at a subsequent meeting. 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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