IAC Intergovernmental Affairs Committee

MINUTES OF IAC Intergovernmental Affairs Committee February 3, 2010, Doubletree Riverside, Boise

Members Present Bob McQuade, Chair, Ada Assessor Barb Fry, Vice Chair, Nez Perce Treas. Sharon Ullman, Ada Commissioner Fred Tilman, Ada Commissioner (A) Radene Barker, Bannock Treasurer Ron Simmons, Bingham Assessor (A) Sara Staub, Bingham Clerk Janice Lawes, Bingham Treasurer Marie Scott, Bonner Clerk (E) Jerry Clemons, Bonner Assessor (A) Cornel Razor, Bonner Commissioner Glenda Poston, Boundary Clerk Jenny Fessler, Boundary Treasurer Lori Beck, Butte Treasurer Gene Kuehn, Canyon Assessor Steve Rule, Canyon Commissioner (A) Marty Holland, Cassia Assessor Larry Mickelsen, Cassia Clerk (A) Gayle Erekson, Cassia Treasurer (A) Lisa Black, Clark Clerk Mellisa Stewart, Clearwater Assessor Jeannie Johnson, Clearwater Treasurer Connie Cruser, Elmore Commissioner Arlie Shaw, Elmore Commissioner (A) Connie Goins, Gem Treasurer Patty Bauscher, Gooding Assessor Helen Edwards, Gooding Commissioner (A) Terrell Williams, Gooding Commissioner Rose Gehring, Idaho Clerk Sharon Cox, Idaho Treasurer Jim Rehder, Idaho Commissioner Mary Childers, Jerome Treasurer (E) Mike McDowell, Kootenai Assessor Todd Tondee, Kootenai Commissioner (A) Susan Peterson, Latah Clerk Tom Stroschein, Latah Commissioner (A) Mary Ann Heiser, Lemhi Treasurer Pauline Malone, Lewis Treasurer Linda Jones, Lincoln Assessor (A) Kimber Ricks, Madison Commissioner (A) Sherry Arnold, Madison Treasurer Max Vaughn, Minidoka Assessor Duane Smith, Minidoka Clerk Laura Twiss, Minidoka Treasurer Dan Stapleman, Minidoka Comm. Dan Anderson, Nez Perce Assessor (A) Brett Endicott, Owyhee Assessor (A) Betty Dressen, Payette Clerk Donna Peterson, Payette Treasurer Larry Young, Teton Commissioner (A) Tom Mikesell, Twin Falls Comm Archie Banbury, Valley Clerk (A) Gerald Winkle, Valley Commissioner Georgia Plischke, Washington Assessor Ann Frei, Washington Treasurer Steve Fiscus, STC Greg Heinrich, STC Ron Craig, STC

Guests Kathy Thompson, Fremont Assessor Valdi Pace, Blaine Assessor Michele Sherrer, Gem Commissioner Brent Adamson, Boise Assessor Louis Rich, Bonner Commissioner Dale Hatch, Bannock Clerk Kerry Haddock, Bear Lake Clerk Sherry Ward, Adams Clerk Carrie Bird, Clearwater Clerk Donavan Harrington, Bingham Comm. Denise Gill, Gooding Clerk Cody Taylor, Jefferson Assessor Marilyn Rasmussen, Madison Clerk Lynn Hunsaker, Minidoka Comm. Betty Thomas, Washington Clerk Patti Nitz, Payette Assessor Joe Daniels, Oneida Comm Cecil Sweeten, Oneida Comm Laurie Thomas, Kootenai Dep. Treas Frank Eld, Valley Comm. Craig Rindlisbaucher, Madison Jack Clark, Ada Anne Clark, Ada

Tony Poinelli, IAC Staff

(A) Absent (E) Excused

Chair Bob McQuade called the meeting to order at 8:00 a.m. Bob commented that his goals are to run the meetings orderly and on time, have discussions where all sides are discussed, and stay within the scope of the committee’s responsibilities which is very broad. Such areas include: financial responsibility, structure, and intergovernmental relations including the private sector.

Barb Fry asked for examples of working with other entities: Tony stated that in dealing with Urban Renewal, the counties, cities, Urban Renewal Agencies, Bond Counsel, Associated Taxpayers Of Idaho (ATI), Business Community, Legislators, State Tax Commission, and others met; Recodification efforts included counties, business people, ATI, State Tax Commission, and others; Election Consolidation included: cities, counties, schools, legislators; many task forces over the years included a variety of people outside of counties.

MOTION: Lori Beck moved, Sharon Cox seconded, to approve the September 2009 minutes. MOTION CARRIED.

RECORDS RETENTION UPDATE – Sara Staub Sara Staub reported that she was unable to have a final draft at this meeting. There will be one in September. Tommy Terrell, Deputy Ada Sheriff has compiled the information from everyone and put it into the right format. Some samples are in everyone’s packet. Tommy has done an excellent job. Nearly all the departments have been accounted for and it is intended to have another meeting to finalize the report. Sara reported that all the meetings have been by conference call and introduced the members of the subcommittee. The intent is to define the length of time records are to be kept and define what records are out in the counties. Gene Petty, Deputy Ada Prosecutor has prepared a draft bill that could be considered next year to codify the recommended time frames in the manual.

ELECTION CONSOLIDATION SUBCOMMITTEE – Mike McDowell Mike reported that the subcommittee had created a White Paper recommending that GIS be utilized for mapping and for establishing boundaries for election consolidation. After introducing the subcommittee members, Mike reported that a model is needed that could work statewide in counties with and without GIS capability. The subcommittee looked at the Idaho Voter Registration System (IVRS). Much of the voter information is already in the system. The county election staff verifies addresses and the taxing districts locations. Information, though, is lacking for school district trustee zones. The upcoming redistricting will likely use the GIS system and ask the Secretary of State to encourage counties to use GIS for voter registration. The subcommittee recommends having an annual quality control audit be done so all records and information could be checked and verified. Who will use the end product? Poll workers. IVRS can print the poll books in each taxing district but they don’t have the capability to print the maps. Annexations are reported for two purposes: elections and taxation. For voting, annexations are effective upon the annexing body’s approval; whereas for taxation, the annexation becomes effective the following January. This means annexation information must be available for voting as early as May; while information for taxation is not needed until the end of the year. It is recommended that the clerks educate the taxing districts about getting annexations and other changes submitted as quickly as possible. It is also recommended to have the State Tax Commission discuss this during the Budget and Levy Workshop. A slide could be created to explain this. It was suggested to create a template as what procedures are necessary and what data is available.

ELECTRONIC RECORDING COMMISSION (ERC) – Duane Smith Duane gave a brief history of the ERC. Members serve 4-year terms. Rod House, State Archives and Diana Lords from Alliance Title are the newest members. Originally the ERC lacked rule making authority and funding. The clerks association had paid for the clerks travel costs. In 2009, SB1161 was passed in the Senate but died in the House. It was suggested to re-run the bill. The next meeting will be April 9.

INTERGOVERNMENTAL AFFAIRS COMMITTEE POLICY STATEMENT Bob McQuade asked if there were any suggested changes to the policy statement. The policies were derived from the various positions adopted by the IAC membership. The policy statement has been e-mailed to the IAC membership and will be up for adoption on Thursday.

MANUAL UPDATES 1. Board of Equalization Manual (BOE): Bob McQuade asked that a subcommittee be formed to meet and update the manual. The question was raised as to who the manual is for; it was said that the manual is for Assessors, Commissioners, Appraisers, Appellants and whoever goes through the BOE process? Having been suggested that the chair be a county commissioner, Tom Mikesell was selected as chair. Other members include, Susan Petersen, Clerk; Ron Craig, State Tax Commission (STC); Greg Heinrich, STC; Patty Bauscher, Assessor; Mark Shigeta, Commissioner; and Donavan Harrington, Commissioner. The scope of work would be to update the manual, define the process and responsibilities from the BOE to the clerk, to the Board of Tax Appeals (BTA), to District Court. It is anticipated to have something ready by the IACC in June and BOE training.

2. County Elected Officials (CEO) Manual: The manual has not been updated since 2006 and is in dire need of updating. It was suggested that a subcommittee be created to review and update chapters needing revision. Lori Beck was named chair. Others include, Sherry Arnold, Donna Peterson and Ann Frei, Treasurers; Marilyn Rasmussen, Clerk; Terrell Williams, Commissioner; Brent Adamson, Assessor; Steve Fiscus, STC; also included will be representatives from the Coroners, Prosecutors and Sheriffs Associations. It is anticipated to have something ready by the ICE Training in November. LEGISLATIVE ISSUES 1. Comprehensive Aquifer Management Plan (CAMP). Barb Fry reported four treasurers have participated with the committee developing the CAMP legislation dealing with the collection of the fee by the county treasurer. They also negotiated a 3% processing fee to be paid up front. The Treasurer’s Association will be discussing this later today.

2. Personal Property. Idaho Association of Commerce And Industry (IACI) had met with a subcommittee of the IAC Legislative Committee to discuss exempting personal property. Some “key elements” were drafted that would need to be met. Tony reported to District 5 that another meeting would be needed to discuss definitional changes since the proposed definitions are very broad. IACI is still drafting a bill for this coming session.

3. Business Tax Exemption. Two years ago HB 550 passed which gave the county commissioners the authority to grant an exemption for a manufacturing business for up to five years. Language stating that commissioners must annually approve all exemptions should have been dealt with prior to the bills passage. This change would address that and some other technical corrections.

4. Urban Renewal. IAC had received a copy of an extensive change in Urban Renewal law. The intended changes are to tie Urban Renewal more closely to economic development. The bill is extremely broad and grants significant authority and responsibility to a board lacking accountability. The draft given to IAC is out of date and is on its 5th or 6th version.

5. Recording Fee Increase. Seth Grigg reported on the progress with the Title Companies in increasing the recording fee for the first page from $3 to $10 and reducing the electronic copy to five cents per image. The Title Companies and counties are carrying this jointly.

6. Sharon Ullman asked if there was any interest in making some changes to the Horse Racing Regulations. She said that live horse racing loses money while simulcast makes money. No one expressed interest at this time.

7. Jim Rehder reported that the Public Lands committee re-established the Tribal Relations Committee. He also asked why IAC wasn’t pushing changes regarding the Frasier decision (Ordinary and Necessary). Tony commented that there will be three constitutional amendments, one for the hospitals, one for power cities and one dealing with revenue generating facilities where property tax is not used.

The meeting was adjourned at 9:27 a.m.

Respectfully submitted by,

Tony Poinelli, IAC Staff