STATE BOARD OF EXAMINERS
Thursday, September 3, 1998 – 9:00 a.m.
Office of State Controller – 5th Floor Conference Room A
Members Attending: Darrell Manning, Office of Governor
David High, Office of Attorney General
H. W. Turner, Office of State Controller
Ben Ysursa, Office of Secretary of State
Visitors Attending: Ray Greene, Department of Fish and Game
Sue Simmons, Department of Transportation
Robin Haley, State Tax Commission
Laurel Williams, State Tax Commission
Audrey Musgrave, State Controller’s Office
1. DEPARTMENT OF FISH AND GAME – Ray Greene, Personnel Officer
Request for authorization for an extension of time period until June 30, 1999 for reimbursing realtor fees for Paul Valcarce, a Sr. Conservation Officer, who has been assigned to a special Salmon enforcement project for the past five years.
2. DEPARTMENT OF TRANSPORTATION – Sue Simmons, Controller
Ray Greene reported Paul Valcarce worked on a special Salmon enforcement project which ended in 1997. He did not sell his house in Hailey while the project was on-going. They are requesting an extension of the time period to reimburse realtor expenses. David High made a motion to recommend approval on the Consent Agenda for up to the maximum allowed by the State Moving Policy. Darrell Manning seconded the motion. Passed unanimously.
Request for authorization to extend vacation leave accruals for Steve Hunt and David Hall until December 30, 1998 while working on the new Integrated Financial Management System.
Sue Simmons reported the Board of Examiners gave approval in April 1998 for 16 employees to extend their vacation leave accruals through July 1, 1998. It was her understanding that the employees would be allowed to accrue vacation leave as long as the vacation did not go above the cap limit. The employees are losing vacation leave and she would like them to accrue leave while getting the balances down. All vacation balances will be decreased below the maximum limit by December 30, 1998. Sue said David Hall’s vacation balance is below the cap now so Steve Hunt is the only employee who requires approval to accrue accrual
September 3, 1998
DEPARTMENT OF TRANSPORTATION (continued)
while reducing the leave balance. Ben Ysursa said adjustments should be made by the Division of Statewide Payroll for any leave accruals lost during this time. David High made a motion to recommend approval on the Consent Agenda. Darrell Manning seconded the motion. Passed unanimously.
STATE TAX COMMISSION – Robin Haley, Fiscal Officer, and Laurel Williams, Accounting Supervisor
3. Request for authorization to pay expenses for Paul Johnson for moving and storage of household goods until his move to Lewiston in May or June of 1999. His house has sold and he needs to be out by September, but will not complete his training until 1999.
Laurel Williams reported this request to pay moving and storage expenses would be in lieu of paying any real estate expenses. The realtor fees are estimated at $9,090 and the storage and moving expenses are estimated at $4,000. Ben Ysursa requested if any commitments were made by the Tax Commission to Paul Johnson prior to his request. Laurel said he was told the moving expenses would be approved in accordance with State Moving Policy. Darrell Manning made a motion to recommend approval on the Consent Agenda for payment of storage in lieu of realtor fees since this was the lesser amount. David High seconded the motion. Passed unanimously.
4. Request for authorization to adjust the inventory of 3,750 Idaho cigarette stamps valued at $1,050 which were mailed to Quintin USA, Inc. on March 6, 1998, but never received.
Robin Haley reported the cigarette stamps are normally sent UPS or Federal Express but some reason this shipment to Quintin USA was sent via normal U. S. Postal Service delivery service and never received. This is the first occurrence. Ben Ysursa questioned what statute or authority the Board of Examiners would have to approve this request. Laurel said she would research the Idaho Code and report back for informational purposes. Ben Ysursa made a motion to recommend approval on the Consent Agenda based upon more information being furnished by the Tax Commission. David High seconded the motion. Passed unanimously.
September 3, 1998
5. OFFICE OF ATTORNEY GENERAL
Notification that Mr. Peter C. Erbland, of the firm of Paine, Hamblen, Coffin & Miller, has been appointed to represent the interests of the State of Idaho, Department of Lands in the Triumph Exploration v. Mascot, et al., Case No. CV-98-34412, and to continue such representation if the state becomes a named defendant in the case, pursuant to Idaho Code § 67-1409.
Ben Ysursa made a motion to recommend approval on the Consent Agenda. Darrell Manning seconded the motion. Passed unanimously.
6. OFFICE OF ATTORNEY GENERAL
Kevin D. Satterlee, Deputy Attorney General, State Board of Education, responded to an inquiry by Attorney General Alan G. Lance at the August 11, 1998 Board of Examiners meeting regarding University of Idaho moving expenses.
The standard contract for the University includes a clause requiring that moving expenses be repaid in full by an employee who leaves the University in less than one year. In the event the moving expenses are extraordinarily high, the time frame is extended to 18 months or two years.
7. Estimate of the State Insurance Fund expenses to be paid by sight draft for the month of August, 1998.
Estimated expenditures for workers $7,500,000.00
Funds expended in July 1998.
compensation claim costs, dividends
and premium refunds
Workers Compensation Claim Costs $ 6,322,374.12
Policy Refunds 324,317.01
Total $ 7,119,923.65
September 3, 1998
STATE INSURANCE FUND (continued)
8. Estimate of the Petroleum Storage Tank Fund expenses to be paid by sight drafts for the month of August, 1998.
9. STATE CONTROLLER’S OFFICE
Estimated expenditures for $ 500,000.00
Funds expended in July 1998.
Petroleum Storage Tank Fund
Payroll $ 51,721.34
Capital Outlay 2,177.00
Continuing Appropriations 20,929.16
PSTF Claim Costs 91,061.84
Total $ 172,006.12
A discussion was held regarding the accrued vacation leave policy. It was felt some agencies are abusing it and steps should be taken to correct the situation. Ben Ysursa said to substitute the word “recommend” with “require” on any future correspondence. Possible actions could be to stop accruing vacation leave and limit termination pay-offs to what should have been accrued according to the policy. It was decided to send letters to affected agency directors stating some employees are not complying with the policy and to request an explanation. David High expressed concern whether all employees had been notified of the policy. It was felt that enough correspondence on the matter had been sent to department directors and others. This will be put on the Regular Agenda for the Board of Examiners meeting.
STATE CONTROLLER’S OFFICE
The Sub-Committee discussed the leave limit caps and accrual policy. It appears that policy is not being followed in all cases and that a letter will be sent to the affected agencies requesting information and explanations.