C.L. "Butch"
Otter
Governor
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Denney
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SCO > Board of Examiners > Subcommittee Minutes
MINUTES
SUB-COMMITTEE MEETING
STATE BOARD OF EXAMINERS
September 6, 2000 – 9:00 a.m.
Office of State Controller – 5th Floor Conference Room A



Attending: Darrell Manning, Office of the Governor
        David High, Office of Attorney General
        Ben Ysursa, Office of Secretary of State
        Keith Johnson, Office of State Controller

Visitors Attending:
        Sandy Laws, Department of Lands
        Tim O’Leary, Idaho State Police
        Mary Detmar, Department of Transportation
        Dean Sangrey, Outfitters and Guides
        Steve Allison, Office of State Controller
        David Tolman, Division of Financial Management
        Rex Reagan, Office of State Controller
        Kathy Ewert, Office of State Controller


1. DEPARTMENT OF LANDSSandy Laws, Personnel Officer
    Request for authorization for a one time approval to lift the annual leave cap for all Department of Lands employees participating in fire suppression activities through December 31, 2000.
      Sandy reported this has been a very bad fire year and employees are accruing more annual leave than they can take off. She said overtime could be required until the first of November. Darrell Manning commented that part of the Department of Land’s major job is fighting fires and wondered why annual leave balances were not reduced before the fire season. Sandy said they advise employees to keep their annual leave balances down, but it is not always possible. Ben asked if the annual leave cap is lifted could employees reduce hours below allowable hours by December 31, 2000. Sandy agreed they could do this. Ben made a motion to recommend approval on the Consent Agenda. Darrell Manning amended the motion to approve all leave accrued during the fire emergency season, but not for leave accrued before. Ben consented the second motion. Darrell seconded the motion. The motion passed unanimously.


2. IDAHO STATE POLICETim O’Leary, Human Resource Manager
    Request for authorization to pay overtime to the following employees working under the guidelines of the Crime Scene Response Unit Grant (Byrne grant 00BYRN80 and 98BYRN80). The grant runs from July 1, 2000 to June 30, 2001 with $16,728 federal funds available. The total amount including state match is $35,618.
          Senior and Principal Criminalist(s)
          Criminalist/Lab Supervisor(s)
          Latent Fingerprint Examiner Supervisor
          DNA Technical Leader
      Tim O’Leary requested approval to pay overtime to employees working under the Crime Scene Response Unit Grant. David High made a motion to recommend approval on the Consent Agenda. Ben Ysursa seconded the motion. The motion passed unanimously.


3. DEPARTMENT OF TRANSPORTATIONMary Detmar, Manager, Office of Budget, Policy and
                            Intergov Relations; and Sue Simmons, Controller
    Request for authorization to pay 103.0 hours compensatory time for Doug Benzon, Economics and Research Manager, accrued from September 1999 and July 2000 during the preparation for the lawsuit brought by the American Trucking Association against the State of Idaho and the subsequent trial and implementation of the court’s decision.
      Mary Detmar reported a year ago two employees were given Board of Examiners to accrue overtime while working on the trucking lawsuit. Doug Benzon was unable to take off 100 hours of compensatory time and he also has tried to reduce annual leave, but is not able to do both. Darrell Manning made a motion to recommend approval on the Consent Agenda. Ben Ysursa seconded the motion. The motion passed unanimously.


4. OUTFITTERS AND GUIDESDean Sangrey, Executive Director
    Request for authorization to lift the annual leave cap for Dean Sangrey, Executive Director, for two years and allow him to increase the allowable accrued hours of vacation time from 288 to 360 hours. The Licensing Board adopted a motion approving this increase.

      Dean Sangrey reported routine workload demands and low staffing have prevented him from taking vacation leave. The Licensing Board adopted a motion to allow him to increase allowable accrued hours from 288 to 360. Dean said he will have 15 years credited state service in November 2001. They hope to have increased staffing soon which should improve the situation. He is not asking for payment of excess hours. David said the policy requires employees to work down vacation 1 ½ times the normal rate when the annual leave cap has been lifted, and he would like to stay with that policy. Ben suggested the maximum allowable hours be lifted to 336, which Dean will reach in November 2001, but he would be a year early. Dean said that would be acceptable and they could revisit the situation in 2002 if needed. David High made a motion to recommend approval on the Consent Agenda to lift annual leave cap to 336 hours until November 2001, when Dean will be allowed to accrue that much. Ben Ysursa seconded the motion. The motion passed unanimously.


5. DEPARTMENT OF ADMINISTRATION – DIVISION OF PUBLIC WORKS
    Request for approval for Recognition of Assignment as executed by Assignor Barbara Hilbert, Acme Materials & Construction Company, Spokane, Washington, and Assignee Paul Franz, Interstate Concrete & Asphalt Company, Coeur d’Alene, Idaho, for a transfer of interest in the Division of Public Works’ contract for Project No. 01170, for the parking lot overlay at the Hedlund Building, North Idaho College, pursuant to Idaho Code § 67-1027.
      David High made a motion to recommend approval on the Consent Agenda. Ben Ysursa seconded the motion. The motion passed unanimously.

    BUREAU OF HAZARDOUS MATERIALS
6. Incident 2000-1438 – Request for authorization to issue deficiency warrants in the amount of $654.51 for reimbursement of response costs incurred when emergency response teams assisted in a hazardous materials incident at 4500 E and County Line Rd, Jefferson County, Idaho involving a diesel spill on May 4, 2000, pursuant to Idaho Code §39-7110.

7. Incident 2000-1483 – Request for authorization to issue deficiency warrants in the amount of $1,938.00 for reimbursement of response costs incurred when emergency response teams assisted in a hazardous materials incident at exit 108 near Shelley, Bingham County, Idaho involving a sodium hydroxide with lye, and iodine on May 8, 2000, pursuant to Idaho Code §39-7110.

8. Incident 2000-1502 – Request for authorization to issue deficiency warrants in the amount of $377.28 for reimbursement of response costs incurred when emergency response teams assisted in a CIB drug lab incident in Post Falls, Idaho on May 10, 2000, pursuant to Idaho Code §39-7110.

9. Incident 2000-1524 – Request for authorization to issue deficiency warrants in the mount of $264.78 for reimbursement of response costs incurred when emergency response teams assisted in a CIB drug lab incident in Coeur d’Alene, Idaho on May 12, 2000, pursuant to Idaho Code §39-7110.

10. Incident 2000-1582 – Request for authorization to issue deficiency warrants in the amount of $115.80 for reimbursement of response costs incurred when emergency response teams assisted in a hazardous materials incident at Harris Creel Rd mp 11, Boise County, Idaho involving oil sludge from a car fire on May 8, 2000, pursuant to Idaho Code §39-7110.

11. Incident 2000-1584 – Request for authorization to issue deficiency warrants in the amount of $935.57 for reimbursement of response costs incurred when emergency response teams assisted in a CIB drug lab incident in Pinehurst, Idaho on May 17, 2000, pursuant to Idaho Code §39-7110.

12. Incident 2000-1591 – Request for authorization to issue deficiency warrants in the amount of $339.35 for reimbursement of response costs incurred when emergency response teams assisted in a CIB drug lab incident in Coeur d’Alene, Idaho on May 18, 2000, pursuant to Idaho Code §39-7110.

13. Incident 2000-1592 – Request for authorization to issue deficiency warrants in the amount of $337.96 for reimbursement of response costs incurred when emergency response teams assisted in a hazardous materials incident at 1135 Kimberly Rd, Twin Falls County, Idaho involving diesel fuel at a location in which bomb making materials had been removed and drug lab materials were found on May 18, 2000, pursuant to Idaho Code §39-7110.

14. Incident 2000-1681 – Request for authorization to issue deficiency warrants in the amount of $940.99 for reimbursement of response costs incurred when emergency response teams assisted in a suspected drug lab incident in Pocatello, Idaho on May 25, 2000, pursuant to Idaho Code §39-7110.

15. Incident 2000-1686 – Request for authorization to issue deficiency warrants in the amount of $610.56 for reimbursement of response costs incurred when emergency response teams assisted in a CIB drug lab incident in Coeur d’Alene, Idaho on May 26, 2000, pursuant to Idaho Code §39-7110.

16. Incident 2000-1688 – Request for authorization to issue deficiency warrants in the amount of $252.68 for reimbursement of response costs incurred when emergency response teams assisted in a CIB drug lab incident in Coeur d’Alene, Idaho on May 26, 2000, pursuant to Idaho Code §39-7110.

17. Incident 2000-1691 – Request for authorization to issue deficiency warrants in the amount of $1,136.08 for reimbursement of response costs incurred when emergency response teams assisted in a suspected drug lab incident in Twin Falls, Idaho on May 9, 2000, pursuant to Idaho Code §39-7110.

18. Incident 2000-1728 – Request for authorization to issue deficiency warrants in the amount of $519.43 for reimbursement of response costs incurred when emergency response teams assisted in a CIB drug lab incident in Careywood, Idaho on May 28, 2000, pursuant to Idaho Code §39-7110.

19. Incident 2000-1759 – Request for authorization to issue deficiency warrants in the amount of $795.67 for reimbursement of response costs incurred when emergency response teams assisted in a CIB drug lab incident in Osburn, Idaho on June 21, 2000, pursuant to Idaho Code §39-7110.

20. Incident 2000-1769 – Request for authorization to issue deficiency warrants in the amount of $292.82 for reimbursement of response costs incurred when emergency response teams assisted in a CIB drug lab incident in Post Falls, Idaho on June 1, 2000, pursuant to Idaho Code §39-7110.

21. Incident 2000-2086 – Request for authorization to issue deficiency warrants in the amount of $690.92 for reimbursement of response costs incurred when emergency response teams assisted in a CIB drug lab incident in Sandpoint, Idaho on June 21, 2000, pursuant to Idaho Code §39-7110.

22. Incident 2000-2157 – Request for authorization to issue deficiency warrants in the amount of $311.26 for reimbursement of response costs incurred when emergency response teams assisted in a CIB drug lab incident in Coeur d’Alene, Idaho on June 21, 2000, pursuant to Idaho Code §39-7110.

23. Incident 2000-2168 – Request for authorization to issue deficiency warrants in the amount of $594.03 for reimbursement of response costs incurred when emergency response teams assisted in a CIB drug lab incident in Athol, Idaho on June 21, 2000, pursuant to Idaho Code §39-7110.

24. Incident 2000-2179 – Request for authorization to issue deficiency warrants in the amount of $533.63 for reimbursement of response costs incurred when emergency response teams assisted in a CIB drug lab incident in Moyie Springs, Idaho on June 21, 2000, pursuant to Idaho Code §39-7110.

25. Incident 2000-2310 – Request for authorization to issue deficiency warrants in the amount of $623.92 for reimbursement of response costs incurred when emergency response teams assisted in a CIB drug lab incident in Coeur d’Alene, Idaho on June 21, 2000, pursuant to Idaho Code §39-7110.
      Darrell Manning made a motion to recommend approval on the Consent Agenda for Items 6-25. Ben Ysursa seconded the motion. The motion passed unanimously.

26. SUBMITTED FOR THE RECORD BUT HOLD REQUEST TO SEE IF BILL IS PAID. SPILLER HAS BEEN BILLED: Incident 2000-1675 – Request for authorization to issue deficiency warrants in the amount of $3,487.86 for reimbursement of response costs incurred when emergency response teams assisted at Magic Valley Regional medical Center in Twin Falls County, Idaho on May 25, 2000, pursuant to Idaho Code §39-7110.
      Darrell Manning made a motion to recommend Item #26 is held until the October meeting. Ben Ysursa seconded the motion. The motion passed unanimously.


27. STATE TRAVEL POLICY - FISCAL POLICY ADVISORY COMMITTEESteve Allison,
    SCO, and David Tolman, DFM
    Request from the Statewide Fiscal Policy Advisory Committee (FPAC) to the Board of Examiners to change the meal allowances allowed in the State Travel Policy and in Idaho Code §67-2008. It is recommended the meal allowance not be higher than that allowed by the internal revenue code for tax purposes. The proposed change in Idaho Code would allow for more timely changes to this policy without future changes to the Idaho Code. This policy is consistent with the current mileage rate that also follows the internal revenue code.
      Steve Allison reported the Fiscal Policy Advisory Committee has evaluated federal rates and what proposed changes would mean to state budgets. Their recommendation would require a statute change which could be presented in the next legislative session. The committee is recommending the meal allowance not be higher than that allowed by the internal revenue code for tax purposes. The current federal standard meal allowance is $30 per day, and IRS allows for a higher rate in certain cities throughout the United States. David Tolman said if the proposed legislation is approved Idaho Code would not have to be changed each time meal allowances need to be amended. The last meal allowance increase was ten years ago. Darrell Manning said it would be simpler to use a fixed rate and not allow city variations. David Tolman recommended making the effective date July 1, 2001, the beginning of FY 2002. The change would increase agency budgets by 1 to 1.5 million. Ben Ysursa agreed with the proposal and asked which agency will carry it. Darrell Manning said DFM could carry the legislation. The three possible choices are: 1) use exact federal reimbursement, 2) pick number in federal rate that is flexible, or 3) use fixed $30.00. David High said the federal rates may be the best standard to use and that he doesn’t have a problem as it is written. Ben suggested using the Compensation Committee verbiage. David made a motion to defer action for one month so they could discuss with their bosses. Darrell Manning seconded the motion. The motion passed unanimously.

28. GUIDELINES AND PROCEDURES FOR DISPOSAL AND SALE OF SURPLUS PERSONAL PROPERTYRex Reagan and Kathy Ewert, SCO
    Review proposed changes to Guidelines for the Disposal and Sale of Surplus Property.
      Rex Reagan reported Kathy Ewert has reviewed the surplus property disposal procedure and has proposed some changes. Kathy said the Judicial and legislature are not covered under this policy but they normally follow the same guidelines. Ben suggested changing the word “diminutive” to “de minimus”. David High said he felt the State Controller’s Office is in a better position to know about some of the changes. He said for items below the $5,000 limit the only statutory requirement is a public sale. If the value is higher than $5,000 the other requirements must be followed. Advertisement should be in five publications 60 – 109 days. Dollar value per item or inventory tag was discussed. If the items function together they should be sold together.
      Ben suggested a separate paragraph for lower diminutive value and the guidelines for over set value. They all agreed the amount of $10,000 is realistic. Kathy mentioned that the Idaho State Police is considering selling items by electronic means. Darrell suggested the Idaho State Police submit a proposal to the Board to use electronic means for sale as a test before legislation is proposed. Rex said it is planned to have the disposal property guidelines on the SCO website. Kathy reported the State of Oregon is using electronic commerce for the surplus property disposal but they have a warehouse. Sub-Committee members asked that the policy be rewritten with recommended changes and submitted to the October Sub-Committee meeting.

INFORMATIONAL AGENDA
    STATE INSURANCE FUND

29. Estimate of the State Insurance Fund expenses to be paid by sight drafts for the month of August 2000.
      Estimated expenditure for workers $8,500,000.00
      compensation claim costs, dividends
      and premium refunds

    Funds Expended in July 2000:
      Workers Compensation Claim Costs $ 6,301,381.37
      Dividend 2,972.76
      Commissions 954,663.16
      Policy Refunds 103,906.17
      Total $ 7,362,923.46
30. Estimate of the Petroleum Storage Tank Fund expenses to be paid by sight draft or the month of August 2000.

      Estimated expenditures for $750,000.00
      Petroleum Storage Tank Fund
    Fund expended in July 2000:
      Payroll $ 57,555.69
      Operations 190,034.97
      Claim Costs 219,467.89
      Total $467,058.55

      Darrell Manning made a motion to recommend approval on the Consent Agenda for items 29 and 30. Ben Ysursa seconded the motion. The motion passed unanimously.
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