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


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

Visitors Attending:
        Gregory Cade, State Tax Commission
        William Hart, State Tax Commission
        Dennis Kirk, State Tax Commission
        Dave Humphrey, Department of Health and Welfare
        LeRae Nelson, Military Division
        Dorothy Heywood, Bureau of Hazardous Materials
        Rex Reagan, State Controller’s Office
        Kathy Ewert, State Controller’s Office
        Chuck Goodenough, Secretary of State


1. STATE TAX COMMISSIONGregory Cade, William Hart, and Dennis Kirk
    Request for authorization to pay 200 hours overtime to Dwight McGee accrued during the deployment of a Computer Assisted Mass Appraisal (CAMA) program product (Manatron, Proval). The Department has taken measures to reduce future overtime accruals.
      Gregory Cade stated that Dwight McGee accrued 200 hours overtime while giving support and assistance to counties in the CAMA program, which was mandated by the legislature. Mr. McGee’s vacation is also at maximum allowed and they would like to pay his overtime. The Tax Commission has reassigned some responsibilities and requested additional manpower to prevent this from happening in the future. David High asked how many counties are involved and Mr. Cade replied 15 of the 44 counties are participating and many other counties have requested to be included. David High made a motion to recommend approval on the Consent Agenda. Ben Ysursa seconded the motion. The motion passed unanimously.

    DEPARTMENT OF HEALTH AND WELFAREDave Humphrey, Deputy Director; and Holly Mercer

2. Request for authorization to pay 18 hours compensatory time to Ross Mason, Public Information Officer, accrued during the weekend of August 19 for the Bureau of Disaster Services while reporting on Idaho’s fires. Mr. Mason’s vacation is at the maximum accrual balance allowed.
      Dave Humphrey reported they are requesting to pay Ross Mason 19 hours overtime accrued during the fire disaster. Mr. Mason’s vacation is also at the maximum allowed. Ben Ysursa said in the past the Board has not approved such small hourly amounts, using a 20-25 maximum. David Tolman said this request was accrued during the fire disaster and could be related to Item #5. It was decided this request would be eligible under Item #5.


3. Request for authorization to remove annual leave cap for Shannon Barnes, Project Manager for Health Insurance Portability and Accountability Project (HIPAA), until January 1, 2003. She has recently been assigned project manager for the HIPPA Project. Ms. Barnes’ vacation is at the maximum accrual balance allowed.
      Dave Humphrey stated they are requesting Shannon Barnes’ annual leave cap be removed until January 1, 2003 because she has been promoted to Project Manager of HIPPA. David High asked why the length of the request is until January 2003. Mr. Humphreys said it is an extended project which will take time and she will not be able to take time off. Ben Ysursa asked how close Ms. Barnes is to her next longevity when her annual leave accrual maximum will be increased. It was determined by checking with EIS that Ms. Barnes is 70 hours away from her 15 year longevity, at which time she can accrue 336.0 hours vacation. Ben Ysursa suggested when she reaches her vacation maximum of 336.0 hours the situation be reevaluated and submitted to the Board at that time, if necessary. Mr. Humphrey said they would do that.


4. Request for authorization for an exemption to the Guidelines for Disposal and Sale of Surplus Personal Property to donate surplus computer hardware to private medical providers throughout the state who participate in Immunization Reminder Information System (IRIS) and who would be prohibited from participating without receipt of such computer hardware. This special exemption would be in force for twelve (12) months commencing October 10, 2000.

      Dave Humphrey reported they would like to distribute surplus computers on a one-time basis to private providers who are participating in the immunization program. Department of Health and Welfare will provide the set up costs but the providers must maintain the equipment. David High said Idaho Code states surplus property must be transferred to other governmental entities, or if it has a zero value can be given to anyone, and it was determined the computers would have some value. David said one possible solution would be to enter into a contract with the private providers to use the equipment for a limited time if they agree to participate in the immunization program. Ben Ysursa said amendments to the Guidelines for Disposal of Surplus Property is being considered later in the Sub-Committee meeting and language could be added to the guidelines which allows agencies to donate property of nominal value to any entity working with state programs for the benefit of the state. This should allow the department to donate the surplus computers to the private providers.


5. MILITARY DIVISIONLeRae Nelson, Military Division
    Request for authorization to pay overtime to employees working on the response and recovery operation for the Governor’s Declaration of Extreme Disaster Emergency, ID2000-003, dated July 27, 2000, until the disaster has been abated.
      LeRae Nelson reported the request for payment of overtime would extend beyond the Military Division and would involve state agencies who have employees working overtime during the fire disaster, in connection with the Governor’s July 27 Declaration. Agencies will be reimbursed by federal monies. She felt individual agencies would have discretion on which employees would qualify. David High said it should be limited to employees who are involved in the disaster. LeRae said Military Division has a listing of employees who have been assigned by the state agencies and will provide to EIS. David Tolman made a motion to recommend approval on the Consent Agenda to approve payment of overtime for employees working on federal disaster, related to time spent on the disasters only. David High seconded the motion. The motion passed unanimously.


UNIVERSITY OF IDAHO

6. Request for authorization to reimburse moving expenses up to $7,300 for Mr. Don Evans, Development Director for the College of Engineering, moving from Azusa, California. Payment of moving expenses will be from state appropriated funds.


7. Request for authorization to reimburse moving expenses up to $7,200 for Dr. Benton Glaze, Assistant Professor, Range Livestock Specialist at the U. of I. Animal and Veterinary Science Department in Twin Falls, Idaho, moving from Sunapee, New Hampshire to Twin Falls. Payment of moving expenses will be from state appropriated funds.
      Representatives from the University of Idaho and State Board of Education were not available to attend the Sub-Committee meeting. David High made a motion to defer action on Items #6 and #7 until November. David Tolman seconded the motion. The motion passed unanimously.

    BUREAU OF HAZARDOUS MATERIALS - Dorothy Heywood
8. 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 in a hazardous materials incident at Magic Valley Regional Medical Center in Twin Falls County, Idaho involving a contaminated patient from a crashed helicopter on May 25, 2000, pursuant to Idaho Code §39-7110. (This claim was submitted in September but held to see if bill was paid. Payment has not been received).

9. Incident 2000-1866 – Request for authorization to issue deficiency warrants in the amount of $1,228.26 for reimbursement of response costs incurred when emergency response teams assisted in a suspected drug lab incident in Nampa, Idaho on June 7, 2000, pursuant to Idaho Code §39-7110.

10. Incident 2000-1881 – Request for authorization to issue deficiency warrants in the amount of $2,248.84 for reimbursement of response costs incurred when emergency response teams assisted in a suspected drug lab incident in Shelley, Idaho on June 8, 2000, pursuant to Idaho Code §39-7110.

11. Incident 2000-1899 – Request for authorization to issue deficiency warrants in the mount of $275.71 for reimbursement of response costs incurred when emergency response teams assisted in a hazardous materials incident at 1220 N. Cole Road, Ada County, Idaho involving a pesticide spill on June 10, 2000, pursuant to Idaho Code §39-7110.

12. Incident 2000-1922 – Request for authorization to issue deficiency warrants in the amount of $1,086.81 for reimbursement of response costs incurred when emergency response teams assisted in a hazardous materials incident at El Pelar and Cartwright Rd., Ada County, Idaho involving a chlorine spill on June 11, 2000, pursuant to Idaho Code §39-7110.

13. Incident 2000-1936 – Request for authorization to issue deficiency warrants in the mount of $548.38 for reimbursement of response costs incurred when emergency response teams assisted in a suspected drug lab incident in Paul, Idaho on June 13, 2000, pursuant to Idaho Code §39-7110.

14. Incident 2000-1949 – Request for authorization to issue deficiency warrants in the amount of $1,640.00 for reimbursement of response costs incurred when emergency response teams assisted in a hazardous materials incident at Hwy 2 mp 20, Bonner County, Idaho involving a diesel spill on June 13, 2000, pursuant to Idaho Code §39-7110.

15. Incident 2000-2003 – Request for authorization to issue deficiency warrants in the amount of $304.02 for reimbursement of response costs incurred when emergency response teams assisted in a suspected drug lab incident in Boise, Idaho on June 16, 2000, pursuant to Idaho Code §39-7110.

16. Incident 2000-2147 – Request for authorization to issue deficiency warrants in the amount of $1,838.78 for reimbursement of response costs incurred when emergency response teams assisted in a hazardous materials incident at Lake Coeur d’Alene, Kootenai County, Idaho involving a fuel spill on June 26, 2000, pursuant to Idaho Code §39-7110.

17. Incident 2000-2167 – Request for authorization to issue deficiency warrants in the amount of $8,899.16 for reimbursement of response costs incurred when emergency response teams assisted in a hazardous materials incident at 520 Albany, Caldwell, Canyon involving an ammonia spill on June 27, 2000, pursuant to Idaho Code §39-7110.

18. Incident 2000-2209 – Request for authorization to issue deficiency warrants in the amount of $1,000.83 for reimbursement of response costs incurred when emergency response teams assisted in a suspected drug lab incident in Fort Hall, Idaho on June 30, 2000, pursuant to Idaho Code §39-7110.

19. Incident 2000-2249 – Request for authorization to issue deficiency warrants in the amount of $1,340.16 for reimbursement of response costs incurred when emergency response teams assisted in a suspected drug lab incident in Middleton, Idaho on July 1, 2000, pursuant to Idaho Code §39-7110.

20. Incident 2000-2261 – Request for authorization to issue deficiency warrants in the amount of $2,348.80 for reimbursement of response costs incurred when emergency response teams assisted in a suspected drug lab incident in Bonneville County, Idaho on July 2, 2000, pursuant to Idaho Code §39-7110.

21. Incident 2000-2563 – Request for authorization to issue deficiency warrants in the amount of $466.80 for reimbursement of response costs incurred when emergency response teams assisted in a hazardous materials incident at Travis and Peckham Rd., Canyon County, Idaho involving a pesticide spill on July 25, 2000, pursuant to Idaho Code §39-7110.

22. Incident 2000-2674 – Request for authorization to issue deficiency warrants in the amount of $1,894.95 for reimbursement of response costs incurred when emergency response teams assisted in a suspected drug lab incident in Rexburg, Idaho on July 30, 2000, pursuant to Idaho Code §39-7110.
      Dorothy Heywood reported Item #8 was submitted in September because of the statutory time deadline but held because the spiller had been billed and payment was anticipated. They have not received payment and are requesting approval for deficiency warrant at this time for Item #8, and will continue to seek payment. Dorothy said they are anticipating payment for Items #12, 14, 16, 17, and 21 but are submitting them to comply with statutory deadline. David Tolman made a motion to recommend approval on the Consent Agenda for Items #8 – 22 with the exception of Items #12, 14, 16, 17, and 21 to wait and see if payment is received. Ben Ysursa seconded the motion. The motion passed unanimously.


23. GUIDELINES AND PROCEDURES FOR DISPOSAL AND SALE OF SURPLUS PERSONAL PROPERTYRex Reagan and Kathy Ewert, SCO
    Proposed revised Guidelines for the Disposal and Sale of Surplus Property. (This item was reviewed at the September 6, 2000 Sub-Committee meeting and requested the policy be rewritten with recommended changes and submitted at the October meeting)
      Rex Reagan and Kathy Ewert reviewed additional changes to the guidelines. Language will also be added to allow agencies to donate property with nominal value to entities working with state programs. Ben Ysursa made a motion to recommend approval on the Consent Agenda for the policy with amendments as proposed. David Tolman seconded the motion. The motion passed unanimously.


24. DEPARTMENT OF PARKS AND RECREATIONRex Reagan, SCO
    Request for authorization to sell two used oversnow vehicles by sealed bid or by trade-in on new machines through the State Division of Purchasing, based on the disposal method providing the highest dollar value to the department.
      Rex Reagan said Parks and Recreation has submitted this request the last three or four years because they use their vehicles and trade in on new machines. It was noted if the new surplus property disposal guidelines are approved it would not be necessary to received Board approval on this request. Ben Ysursa made a motion to recommend approval on the Consent Agenda. David Tolman seconded the motion. The motion passed unanimously.


25. PROPOSED STATE MOVING POLICY AMENDMENTS
    Proposed amendments to the State Moving Policy:
VERSION I

      When recruiting new hires, departments shall not offer or agree to pay moving expenses unless prior approval has been obtained from the Board of Examiners; except when the reimbursement does not exceed $5,000. Requests for reimbursement greater than $5,000, but less than $10,000, may be approved by the Sub-Committee of the Board of Examiners. Requests for reimbursement of $10,000 or more must receive prior approval of the Board of Examiners and must be based upon extraordinary circumstances. Colleges and universities will report all moving reimbursements to the Secretary of the Board of Examiners annually.

      Individuals who received moving expense reimbursements and voluntarily resign within one year of the beginning date of employment, will be required to pay back 100% of the reimbursement they received. Individuals who received moving expense reimbursements exceeding $5,000 and voluntarily resign more than one year and less than two years from the beginning date of employment will be required to pay back the amount of reimbursement that exceeded $5,000.
VERSION II

      When recruiting new hires, departments shall not offer or agree to pay moving expenses unless prior approval has been obtained from the Board of Examiners.; except when the reimbursement does not exceed $5,000. Requests for reimbursement less than $5,000 may be approved by the Sub-Committee of the Board of Examiners. Requests for reimbursement of $5,000 or more must receive prior approval of the Board of Examiners. Colleges and universities will report all moving reimbursements to the Secretary of the Board of Examiners annually.

      Individuals who received moving expense reimbursements and voluntarily resign within one year of the beginning date of employment, will be required to pay back 100% of the reimbursement they received. Individuals who received moving expense reimbursements exceeding $5,000 and voluntarily resign more than one year and less than two years from the beginning date of employment will be required to pay back the amount of reimbursement that exceeded $5,000. Individuals who received moving expense reimbursements exceeding $10,000 and voluntarily resign more than two years and less than three years from the beginning date of employment will be required to pay back the amount of reimbursement that exceeded $10,000.

      David High reported the Version II of the Proposed Amendments to Moving Policy reflects Attorney General Al Lance’s view. David High made a motion to recommend approval on the Regular Agenda of Version II. Ben Ysursa seconded the motion. The motion passed unanimously.

26. STATE TRAVEL POLICY - FISCAL POLICY ADVISORY COMMITTEE
    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. (This item was reviewed at the September 6, 2000 Sub-Committee meeting and deferred for one month)

      David Tolman said DFM would be willing to submit the proposed legislation at the next legislative session, per Darrell Manning’s suggestion. David High said the Attorney General suggested using the Federal combined meals and lodging reimbursement. Ben Ysursa mentioned this was extensively reviewed a few years ago and was determined to be unrealistic for state employees. He said the issue could be revisited and added at a later time. David Tolman made a motion to recommend approval on the Regular Agenda. Ben Ysursa seconded the motion. The motion passed unanimously.


27. OFFICE OF ATTORNEY GENERAL
    Notification that Jack Culotta of the firm of Hailey & McNamara in the State of Louisiana has been appointed as a special deputy attorney general for the purpose of representing the State of Idaho in the Bolden v. Lumbermens Mut. Casualty Ins. Co., et al., Suit No. 53,887-C, 29th Judicial District Court, Parish of St. Charles, Hahnville, Louisiana.
      Ben Ysursa made a motion to recommend approval on the Consent Agenda. David Tolman seconded the motion. The motion passed unanimously.


28. OFFICE OF SECRETARY OF STATEChuck Goodenough
    Request for authorization to charge a $3.00 search fee for a name in the lien database, pursuant to Idaho Code §67-910. This fee would include a $1.50 fee for the state and a $1.50 convenience fee for Access Idaho.
      Chuck Goodenough reported they would like authorization to charge a search fee for on line lien searches. The fee would include a $1.50 fee for the state and a $1.50 convenience fee for Access Idaho. He said this is less than what other states are charging. David Tolman suggested putting Idaho’s charge in the Idaho Code and not the combined fee. Chuck said it is felt the total charge should be included. David High made a motion to recommend approval on the Consent Agenda. David Tolman seconded the motion. The motion passed unanimously.


INFORMATIONAL AGENDA
    STATE INSURANCE FUND

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

    Funds Expended in August 2000:

      Workers Compensation Claim Costs $ 6,251,919.84
      Dividend 4,203.22
      Commissions -0-
      Policy Refunds 233,458.90
      Total $ 6,489,581.96



30. Estimate of the Petroleum Storage Tank Fund expenses to be paid by sight draft for the month of September 2000.

      Estimated expenditures for $750,000.00
      Petroleum Storage Tank Fund
    Fund expended in August 2000:

      Payroll $ 57,711.11
      Operations 27,732.01
      Claim Costs 233,618.74
      Total $309,061.86
Page last updated on 07/13/2006 03:04:33 PM