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Minutes - January 19, 2001
Utah Geological Survey Board Meeting
UGS Conference Room

Attendance:

Board Members:
  • Craig Nelson, Chair
  • Robert Robison, Vice Chair
  • William Berge
  • Richard Kennedy
  • Deedee O'Brien
  • Charles Semborski
  • Cary Smith
Staff:
  • Richard Allis
  • Kimm Harty
  • John Kingsley
  • Cheryl Ostlund
  • Dan Kelly
  • Nicole Pickett
  • Jo Lynn Campbell
  • Brian Martin
  • Robert Nielson
  • Kim Nay
  • Tom Dempster
  • Michael Kirschbaum
Chair Craig Nelson called the meeting of the Board of the Utah Geological Survey to order at 8:30 a.m. and welcomed everyone.

APPROVAL OF MINUTES

Richard Kennedy made the motion to approve the minutes of the June 23, 2000, Board of Utah Geological Survey meeting. Robert Robison seconded and the motion carried unanimously.

INTRODUCTION OF NEW STAFF

Director Rick Allis introduced new staff members to the Board. Besides himself, new staff members are: Nicole Pickett, receptionist/secretary, Environmental Sciences; Jo Lynn Campbell, executive secretary, Geologic Extension Service, Applied and Mapping; Tom Dempster, warehouse worker, Economic Geology; Kim Nay, geotechnician, Environmental Sciences; Michael Kirschbaum, geotechnician, Economic Geology; Brian Martin, revenue technician, Bookstore; and Robert Nielson, revenue technician, Bookstore.

ELECTION OF CHAIR AND VICE CHAIR

Richard Kennedy made the motion to nominate Robert Robison as chair and Charles Semborski for vice chair. Craig Nelson seconded, and the motion carried. The terms for chair and vice chair are for one year.

DIRECTOR'S REPORT

Director Allis informed the Board that he has expanded the director's report in an effort to keep the Board better informed. He reported that although there were several new staff members, there have been no new positions created. A couple positions had been left open to offset the budget problems last year, and some of those positions have now been filled, as well as some recent vacancies. Director Allis informed the Board that the Survey is in a good position financially this year. The incentive award program was reinstated this year and this year's nominations have been submitted to DNR for approval. We were generous with the amounts of the awards this year because of not being able to finance these awards last year.

Budget Status
Based on the figures for the first six months of this fiscal year, Director Allis reported that expenditures are currently 5 percent under budget, and mineral lease revenues are up considerably this year. We may not meet projections for billing on contracts and grants, and we are being cautious in that area. If we come up less on billing hours, it should be less than $100,000. UGS management has determined that the amount of carry forward each year should be no more than $300,000. We feel we will have enough funds to allow us to purchase some much needed items. UGS staff have been asked to submit equipment, training, and computer software/hardware needs to John Kingsley. The list will be reviewed at the program managers meeting next week.

Associate Director John Kingsley reported to the Board that mineral lease funds continue to rise, and should come in at almost $200,000 above our projections for this fiscal year.

Legislative Issues
Director Allis reported that the UGS's legislative budget hearing is scheduled for January 24 at 2 p.m. Deputy Director Kimm Harty reported that there are no bills pre-filed that affect the Survey. There is a mineral lease boxcar bill that will be introduced during this session. Mark Walsh, from the Association of Counties, has informed UGS staff that the bill shouldn't affect the UGS. It is to clarify some of the language in the bill revised last year. Geologist registration has been deferred until probably next year. The Governor will appoint three new Board members and they will be confirmed by the Senate before the end of the session.

Friends of the Utah Geological Survey Account
Deputy Director Harty reminded the Board that this fund has been used to purchase refreshments for the monthly UGS staff meeting and luncheons for departing Board members. All of the items that the fund has been used for can be purchased with state funds; therefore, the account will be closed. The funds from the account will be used up and then those items will be purchased with state funds.

Strategic Directions
Director Allis reported to the Board that the Governor has appointed transition teams to conduct reviews of each department in state government. Director Allis, Deputy Director Harty, and Associate Director Kingsley met with the transition team on January 13th to discuss the Survey and its mission. Director Allis felt that the meeting went well.

Director Allis has been spending his first few months getting an understanding of the Survey and its programs. He doesn't see any major issues coming up in the next few months. Director Allis recently attended a strategic leadership retreat with DNR Administration and Division Directors. The main focus of this meeting was to work towards improved communication between divisions and to reassess the Department's goals. DNR Executive Director Kathleen Clarke feels that communication and cooperation among divisions has improved.

ACTION ITEMS

Director Allis informed the Board that since he's been here he has felt that the level for review for requests for authorization should be raised so it doesn't bog down Board members with review of numerous pre-proposals. We also discovered that UGS staff had been interpreting the policy incorrectly. We have been sending the pre-proposals to the Board when the project totaled $10,000 or more, not when just the UGS's share was $10,000. Cary Smith felt that the level of funding for review was good because it gave the Board a better understanding of what staff is working on. He feels that by increasing the amount it would take away some of the knowledge the Board members have on projects the Survey will be working on. Mr. Smith made the motion to reaffirm the existing policy and add a component to send an information packet to Board members for any pre-proposal over $50,000, regardless of the cost-share, be sent to the Board. Mr. Kennedy seconded, and the motion was approved unanimously.

Review and Approval of 2001 Professional Development Plan
Director Allis reminded the Board that we have a few memberships the Survey purchases for individuals. This is mainly done to have the journals from the organizations be donated to the library. There is limited funding to acquire items for the library and this is one way to get these journals at a lower cost. Mr. Smith made the motion to approve the list and amend the title to Yearly Professional Memberships. Mr. Robison seconded. Motion carried unanimously.

DISCUSSION ITEMS

UGS Staff Participation in Professional Organizations
Chair Nelson asked this item to be added to the agenda. He has said that there seem to be unclear guidelines for UGS staff on what level their participation is with professional organizations. He would like to have a discussion with the Board members and not necessarily make a decision at this time. Director Allis informed the Board that the UGS does have a policy regarding professional development. He also reported that AAPG's annual meeting will return to SLC in 2003. Tom Chidsey has been asked by AAPG's director to be the general chair for the meeting. Director Allis discussed this with DNR. Director Allis was concerned that the last time AAPG held it's annual meeting in Salt Lake City, considerable staff time was spent on the conference, and he did not want as much UGS staff time expended on the 2003 meeting. He said that he suggested to Tom that the committee chairs be given to more Utah Geological Association members and not as many UGS staff. Mr. Smith felt that it is an internal management issue and suggested amending the current UGS policy to state that any significant staff commitment needs to be approved by the director. Mr. Smith feels that if the Survey plays a significant role in the publication of an outside project the UGS should be clearly credited as a sponsor on the project. If UGS time is involved, then UGS staff should also be credited. All the Board members concurred with Mr. Smith.

Several Board members stated that their organizations provide membership to one association per year and that the employee pays for any additional memberships. Chair Nelson asked UGS staff to report to the Board at their next meeting an estimated cost (one per employee) for membership. He would also like the Board to receive a copy of the state policy and DNR policy on professional memberships at the next meeting.

2001 BOARD MEETING SCHEDULE

The schedule for the Board meetings for this year are: April 6, June 15, and September 14, 2001 and January 11, 2002.

ANNOUNCEMENTS/MISCELLANEOUS

Deedee O'Brien reported that she was in the Bookstore prior to the Board meeting and really liked how it was looking. Mr. Kennedy stated that he appreciated his service on the Board and to offer any future assistance if needed. Deputy Director Harty thanked the departing Board members for their service and appreciated their input and guidance. Mr. Smith also expressed his appreciation to the other members of the Board and staff. William Berge also expressed his thanks. Chair Nelson, on behalf of the members of the Board, recognized Deputy Director Harty's service as acting director and for her leadership during the difficult financial situation the Survey was in last year.

ADJOURNMENT

Mr. Kennedy made the motion to adjourn the meeting of the Board of the UGS. Ms. O'Brien seconded, and the motion was approved unanimously.

Meeting adjourned at 11:15 a.m.

 
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