STATE BOARD OF EXAMINERS
MINUTES – Subcommittee Meeting
August 14, 2008 – 9:00 a.m.
Joe R. Williams Building, 5th Floor Conference Room A
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: Wayne Hammon, Division of Financial Management; Chuck Goodenough, Deputy Secretary of State; Steve Olsen, Deputy Attorney General; and Deborah Wonch, Office of the State Controller, as assisting secretary to the subcommittee.
Also present by invitation were; Mary Halverson, Bureau of Homeland Security; Mark McClain, Bureau of Homeland Security; David Fulkerson, Division of Financial Management; Cherie Woodworth, State Tax Commission; Patrick Hodges, Department of Lands; Katie Lamm, Department of Labor; Joni Booth, Department of Labor; Mick Nance, Idaho State Police; Brian Zimmerman, Idaho State Police; Brad Hoaglun, Office of the State Controller; Audrey Musgrave, Office of the State Controller and Jennifer Bonilla, Office of the State Controller.
Approval of official minutes for the meeting of the Subcommittee to the Board of Examiners on July 10, 2008.
Resolution: Mr. Goodenough moved to approve item 1. Mr. Hammon seconded the motion. The motion carried on a unanimous voice vote.
2. Department of Administration
Request for recognition of assignment pursuant to Idaho Code §67-1027 from Locust Office, LLC to Glenn Dale Ranches, Inc.
Resolution: Mr. Olsen moved to approve item 2 and place it on the consent agenda. Mr. Goodenough seconded the motion. The motion carried on a unanimous voice vote.
3. Bureau of Homeland Security, Division of Military
Date to Board
|Diesel fuel spill, small abandoned trailer with a 55 gallon drum, and a 25 gallon container. The 55 gallon drum was lying on its side, and the 25 gallon container had about 3 gallons of liquid in it.|
|Envelope sent to CSI with “small pox” written on outside (Burley FD)|
|Envelope sent to CSI with “small pox” written on outside (Rupert FD)|
|Mercury spill, thermometer|
|Unknown liquid substance spilling from a 55 gallon drum onto the ground. Sick and dead animals are in the area.|
Discussion: Mr. Olsen noted a new summary attached to the report.
4. Department of Lands
Ms. Halverson responded that the $91,000 is since BHS started tracking amounts recovered.
Mr. Olsen asked about the funds that are recoverable.
Mr. McClain responded that BHS hopes to recover $136,000. By this time next month, another $11,000 should be recovered.
Mr. Goodenough asked about the two envelopes sent to CSI and the two different Fire departments that responded.
Ms. Halverson responded they are a part of a regional response team.
Mr. Goodenough asked why it was not the Twin Falls Fire Department that responded.
Ms. Halverson explained that the Twin Falls FD are not part of the regional response team; they do have a bomb squad but are not equipped to respond to a small pox threat.
Resolution: Mr. Hammon moved to approve item 3 and place it on the consent agenda. Mr. Goodenough seconded the motion. The motion carried on a unanimous voice vote.
Request for an exception to the Moving Policy in order to reimburse four one-day house hunting trips that newly hired Assistant Director for Forestry and Fire, David Groeschl took this year.
Discussion: Mr. Hammon asked what the cost would have been had Mr. Groeschl done this in one (1) trip instead of four (4).
Mr. Hodges estimated the difference at $748.48.
Mr. Goodenough asked why the Department of Lands did not bring this to the Board before the expenses occurred.
Mr. Hodges explained that Mr. Groeschl, out of respect for his previous employer, made the trips during his days off instead of taking time off.
Mr. Hammon asked about the mileage reimbursement being requested.
Mr. Hodges explained that is the roundtrip mileage incurred rather than staying at a motel.
Mr. Hammon asked if the roundtrip mileage was cheaper than staying at a motel.
Mr. Hodges responded it was adjusted for the cost of a hotel.
Mr. Hammon and Mr. Olsen voiced their concern about reimbursing Mr. Groeshcl since policy was not followed.
Mr. Goodenough requested the spreadsheet be reworked to properly reflect the difference between following policy and the actual trip.
Members agreed the current spreadsheet is confusing.
Mr. Hodges clarified the request. Mr. Groeschl under the policy would have spent more than he submitted for reimbursement. He was asking to be reimbursed the difference as well.
Members discussed the potential for setting a precedent in approving this reimbursement.
Resolution: Mr. Hammon moved to not approve item 4 and to remove it from the agenda. Mr. Goodenough seconded the motion. The motion carried on a unanimous voice vote.
5. Tax Commission
Request approval of employee Tandra Thomas’ reimbursement for mileage which exceeds the two trips allowed in the State Moving Policy.
Discussion: Ms. Woodworth presented the request for Ms. Thomas’ reimbursement for mileage. Ms. Thomas could rent a u-haul for more, but Ms. Thomas’ family will assist her move from Boise to Pocatello. Her family will be driving from Pocatello to Boise to help her move. The policy currently will not allow reimbursement for her family to drive from Pocatello to Boise to move Ms. Thomas from Boise to Pocatello.
Mr. Olsen pointed out that this will save money versus Ms. Thomas renting a u-haul.
Ideas were discussed of changes to the moving policy and offering an incentive to employees who save the State money during their move.
Ms. Woodworth volunteered her assistance in revising and making changes to the moving policy
Resolution: Mr. Hammon moved to approve item 5 and place it on the consent agenda. Mr. Goodenough seconded the motion. The motion carried on a unanimous voice vote.
6. Idaho State Police
Request approval of the revised list of grants, projects, and agreements for overtime shifts worked by commissioned officers.
Discussion: Mr. Nance reported this is a revised list of grants, projects and agreements. A project with the Idaho Transportation Department was inadvertently left off of the original list. The project is to help reinforce traffic laws through construction zones for the safety of ITD construction crews.
Resolution: Mr. Goodenough moved to approve item 6 and place it on the consent agenda. Mr. Hammon seconded the motion. The motion carried on a unanimous voice vote.
7. Military Division
Request approval for cash compensation of overtime to all state professionals and administrative personnel deployed to assist on state or federally declared disasters according to Idaho Code §67-5328(3).
Discussion: Mr. Olsen asked if there was a representative from the Military Division to speak on this item.
Ms. Wonch replied there is not.
Resolution: Mr. Olsen moved to table item 7 until a representative from the Military Division can attend, either in person or by teleconference. Mr. Goodenough seconded the motion. The motion carried on a unanimous voice vote.
8. Military Division
Request approval for payment of workers’ compensation claims for members of the Idaho National Guard, resulting while the soldier was on duty in the amount of $7,390.23.
Discussion: Mr. Hammon reminded Members that this request is made quarterly.
Resolution: Mr. Hammon moved to approve item 8 and place it on the consent agenda. Mr. Goodenough seconded the motion. The motion carried on a unanimous voice vote.
9. Commerce and Labor
Request approval to use Penalty and Interest monies under Idaho Code 72-1348 for various fees totaling up to $1,102,794.25.
Discussion: Mr. Hammon asked which funds the monies are coming from.
Ms. Booth explained the monies are from penalties and interest collected from department of insurance within the Department of Labor.
Mr. Hammon clarified it is separate from the insurance tax, is not appropriated by Legislature, and that collection is unpredictable and the amount fluctuates.
Mr. Olsen requested more information regarding the basis of the legal action.
Ms. Booth responded that there is evidence of three (3) leaks in their facility which is only two (2) years old. The first leak filled the pad under the raised flooring. The plumber who did the original work on the building was called in to fix the leak. The plumber took the part with him which was the evidence for the case. Risk Management believes there is a good chance to recover the funds.
Mr. Olsen asked if they are currently using attorneys assigned to the Department of Commerce and Labor to facilitate the action.
Ms. Booth responded that yes, they are.
Resolution: Mr. Hammon moved to approve item 9 and place it on the consent agenda. Mr. Goodenough seconded the motion. The motion carried on a unanimous voice vote.
10. Secretary of State
Request pursuant to Idaho Code 34-739 the payment of costs of publication of legal notice and ballot preparation for the Presidential Primary.
Discussion: Mr. Olsen asked if there was a change in a law that now required the State to pay for these expenses. He believed the State was already paying these expenses.
Mr. Goodenough explained they will not know the amount of the expenses until after.
Mr. Hammon responded that the Legislature appropriated money for this provided the Secretary of State’s Office received permission to spend it.
Resolution: Mr. Hammon moved to approve item 8 and place it on the consent agenda. Mr. Olsen seconded the motion. Mr. Goodenough abstained. The motion carried on a unanimous voice vote.
11. Office of the Attorney General
Notification that Deputy Attorney General Rebekah Cudé, an employee in the Attorney General’s office, has been approved for outside employment pursuant to Idaho Code 59-512. Ms. Cudé will teach a course at Boise State University in legal research and writing one evening per week starting the 2008 fall semester. The education program will be conducted under the supervision of the State Board of Education.
12. State Insurance Fund
a. Estimate of the State Insurance Fund expenses to be paid by sight drafts for the month of June, 2008.
Estimated expenditure for workers compensation claim costs, dividends and premium refunds
Funds Expended in June, 2008
Workers Compensation Claim Costs
Estimate of the Petroleum Clean Water Trust Fund expenses to be paid by sight draft for the month of June, 2008.
Estimated expenditure for Petroleum Clean Water Trust Fund
Funds Expended in June, 2008:
Mr. Hammon spoke about receiving the information for the regular meeting earlier before the regular meeting to allow time for Staff to brief the Board Members.
Ms. Wonch responded she would be able to send out the Regular Agenda the same day as the Subcommittee meeting.
Mr. Olsen recommended moving the day and time of the Subcommittee meeting to Tuesday afternoon, the same day as the Land Board briefing.
Members discussed schedules and options of moving the Subcommittee meeting.
It was agreed to move the Board of Examiners Subcommittee meetings to Tuesdays at 1:30.
There was further discussion of ideas for changes to the moving policy, including offering an incentive to employees who save the State money in their move.
Mr. Hoaglun recommended to Members to have Ms. Wonch research other state moving policies and bring ideas of possible changes to the Subcommittee.
Mr. Olsen pointed out that there are some inconsistencies in the current policy.
Mr. Hoaglun responded there are other policies in need of revision and asked about putting a package together with all the changes.
Mr. Olsen raised his concern that DHR should be ready with the rules changes to the policy next month and does not want to hold them back while waiting for approval for the rest of the changes.
A meeting agenda will be available at the Idaho State Controller’s Office, 700 West State Street, Boise, Idaho, two (2) working days before the meeting.
If you have questions or would like to arrange auxiliary aides or services for persons with disabilities, please contact the Idaho State Controller’s Office at (208) 334-3100. Accommodations for auxiliary aides or services must be made no less than five (5) working days in advance of the meeting.
The CONSENT AGENDA addresses routine items the board may approve without discussion.
The REGULAR AGENDA addresses policy and program items the board may wish to discuss prior to making a decision.
The INFORMATION AGENDA provides information only.
The agendas are subject to change and the Board may move an item from one agenda to another.