STATE BOARD OF EXAMINERS
Friday, November 14, 1997 – 9:00 a.m.
Office of the State Controller – 5th Floor Conference Room A
Members Attending: David High, Office of Attorney General
Darrell Manning, Office of Governor
H.W. Turner, Office of State Controller
Ben Ysursa, Office of Secretary of State
Visitors Attending: Ray Greene, Department of Fish and Game
Tim O’Leary, Department of Law Enforcement
Gary Broker, Department of Health and Welfare
Steve Allison, Office of State Controller
Merideth Hackney, Office of State Controller
David Tolman, Division of Financial Management
1. DEPARTMENT OF FISH AND GAME – Ray Greene, Personnel Manager
Request for authorization to recalculate and pay accrued overtime at the covered rate of time and a half for Gregory Hildebrand who was hired as a seasonal bio-aide from May 21, 1997 through August 16, 1997. The payroll clerk inadvertently coded his FLSA code as straight time instead of covered.
Ray Greene reported this was a dual combination of errors. The employee was hired as a seasonal bio-aide but was assigned to the work station at the Hayspur fish hatchery to reduce commuting and per diem expenses. The new payroll clerk coded the FLSA code incorrectly and they did not catch it until it was not paid when he terminated employment. Ben Ysursa made a motion to recommend approval on the Consent Agenda. David High seconded the motion. Passed unanimously.
2. DEPARTMENT OF LAW ENFORCEMENT – Tim O’Leary, Human Resource Officer
Request for authorization to pay accrued compensatory time to the following members of the Department’s Bureau of Forensic Services (BFS) laboratory located in Pocatello, Idaho:
Donald Wyckoff, Laboratory Supervisor 77.5 hours
Susan Williamson, Principal Criminalist 36.0 hours
Rachel Cutler, Senior Criminalist 81.0 hours
These employees are unable to take the time off to reduce their compensatory time balance and still meet the ever-increasing demands for service placed upon it by the criminal justice community.
Tim O’Leary reported these staff members have accrued overtime and are unable to take the compensatory time or accrued vacation time. He stated the department has not received additional help since last year, but they have a larger work load. Ben Ysursa made a motion to recommend approval on the Consent Agenda. David High seconded the motion. Passed unanimously.
3. DEPARTMENT OF HEALTH AND WELFARE - Gary Broker, Administrator, Division of Management Services
Request for authorization to reimburse estimated moving expenses in the amount of $8,000 to fill four EMS Regional Consultant positions in the DHW Division of Health, EMS Bureau.
Gary Broker reported the $8,000 is an aggregate total for all four positions and actually would be limited to an $8,000 maximum (i.e. $2,000 apiece). Ben Ysursa made a motion to recommend approval on the Consent Agenda with the stipulation the amount would be no more than $8,000. David High seconded the motion. Passed unanimously.
OFFICE OF ATTORNEY GENERAL
4. Notification that Mr. Nick L. Nielson, of the firm of Nielson & Reece, P.L.L.C. has been appointed to represent the defendant in the George v. Matlock, Case No. CV-96-19, pursuant to Idaho Code §67-1409.
5. Notification that Mr. Edward W. Kok, of the firm of Lukins & Annis, has been appointed to represent the defendant in the Avery v. Department of Transportation, Case No. CV-97-21194 and Johnson v. Department of Transportation, Case No. CV –97-00592, pursuant to Idaho Code §67-1409.
6. Recommendation that the Board of Examiners approve a notice of vacation of the Electronic Funds Transfer Proposed Regulations because the State Treasurer proposed an amendment to Idaho Code §67-2026, which placed all authority for such transfers within the Treasurer’s Office and eliminated the Board of Examiners’ role.
Ben Ysursa made a motion to recommend approval on the Consent Agenda for numbers 4, 5, and 6. Darrell Manning seconded the motion. Passed unanimously.
7. DEPARTMENT OF HEALTH AND WELFARE/FISCAL POLICY ADVISORY COMMITTEE - Gary Broker; Steve Allison; David Tolman; Merideth Hackney
a) The proposed amendment to the State Moving Policy that reimbursement under $5,000 would not require Board of Examiners approval was discussed at the September 3, 1997 Sub-Committee meeting and held for more information and input from the Fiscal Policy Advisory Committee (FPAC).
b) Proposal to revise Procedures for the Disposal and Sale of State Surplus Personal Property. Department of Administration’s Information Technology Division has agreed to maintain a web site for agency property disposal lists, which would eventually replace the paper forms. Initially agencies would continue to complete the disposal request forms for trade-ins, lost or stolen items, nonstandard requests such as donations, and individual items with an estimated disposal value exceeding $5,000, the four items generally reviewed by the Board of Examiners or Division of Purchasing.
Gary Broker stated the intent of the request is to transfer Board of Examiner’s authorization to agencies in approving moving reimbursement expenses for new hirees up to a $5,000 maximum. It was decided the STARS Accounting System can generate reports, by agency, for all moving expense reimbursements after each fiscal year end closing. These would be available for review by anyone. Colleges and universities would also report their moving reimbursements to the Secretary of the Board of Examiners annually, instead of quarterly, as now is being done. Darrell Manning made a motion to recommend approval on the Consent Agenda, to replace “quarterly” with “annually” for the colleges and universities and adopt wording as recommended by Mr. Broker (i.e…..up to $5,000) . It was decided to make this effective January 1, 1998. Ben Ysursa seconded the motion. Passed unanimously.
c) David High asked for possible Fiscal Policy Advisory Committee (FPAC) recommendation regarding reimbursement of meal expenses for meetings or retreats held at the home station.
Hal stated that Rex Reagan of the State Controller’s Office is the expert on surplus property handling and made a recommendation that any decisions or discussions made today be reviewed by Rex before any final disposition can be forwarded for Board approval. Steve Allison, representative of the Fiscal Policy Advisory Committee (FPAC), reported agencies currently complete forms on every item and submit to the State Controller’s Office. This is a very cumbersome process and he recommended it be put on the website. Hal Turner said there is a mountain of paperwork involved in the present system but it does provide good controls on disposals. David Tolman, DFM, said the four exceptions that are reviewed by the SCO (trade-ins, lost or stolen items, nonstandard requests such as donations, and individual items with an estimated disposal value exceeding $5,000) would still be submitted to the Board. The rest could be put on the website. Hal recommended further discussion be deferred until the next Sub-Committee meeting and that FPAC members meet with Rex Reagan in the meantime and review this proposal in detail. Specific wording changes will be submitted to the Sub-Committee for review and action at the next meeting.
Steve Allison said the FPAC has discussed meal expenses but did not have specific recommendations. The per diem rates were last changed July 1, 1990. It was decided that meal expenses reimbursement at meetings, etc. and per diem rates should be kept as completely separate issues. Hal asked that Vivian Klein be involved with drafting any recommended proposals, since she was intimately involved with the current Travel Policy publication, and that specific meal expenses rate be discussed at the next Sub-Committee Meeting. David High suggested FPAC discuss the per diem issue and if it is felt there are problems with the present rules to make a proposal.