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Association of Data Processing Managers

Meeting Agenda

Arnold's Restaurant
June 3, 1982
12:00 Noon

  1. Introduction of Guests

  2. * Presentation of Guest Speaker:

    Mr. James Sur is, Director of End User Sales, Artificial Intelligence Corporation

    "User Friendly Software (INTELLECT)"

  3. Approval of Minutes

  4. Treasurers Report

  5. ADPM Board Report

  6. DPA Announcements

  7. Old Business

  8. New Business

  9. Correspondence

  10. Other Comments

  11. Adjourn

*This may be an opportunity to invite your user managers.


ASSOCIATION MINUTES OF

DATA PROCESSING MANAGERS

MAY 6, 1982

  1. Called to order - John Aikin.

  2. Introduction of guests:

    Warren Dawes, Administrator for the Courts

  3. Joe Coogan introduced our guest speaker for the day. The guest speaker was Alayne Mayer. Ms. Mayer is the Acting Director of National Plan Coordinators of Washington. The Nation Plan Coordinators of Washington is the firm that won the contract to provide a deferred compensation plan for state employees. (Washington is the 45th state to implement such a plan.)

    DEFERRED COMPENSATION PLAN

    NPC of Washington is a private company who has contracted with the State of Washington to administer and coordinate Washington's deferred compensation program. Deferred compensation is authorized by Section 457 of the Internal Revenue Code. The State plan is governed by RCW41.04 and regulated by WAC Title 154. The committee for deferred compensation was created to develop and oversee the plan for state employees.

    The purpose of the plan is to provide a convenient method for accumulating money for future use. It will provide an increase of financial independence by providing a supplemental retirement income, and reducing current tax liabilities to the employee. The program works by the state employees setting aside (or deferring) a portion of their income to accumulate money in a tax sheltered basis. No current income taxes are paid on the amounts deferred nor on the earnings on the deferred amount. Deferred compensation is not for those who do not have a regular savings program.

    Technicalities of the plan:

    1. Ownership of Funds

      1. The State owns and controls the funds while an employee participates.

      2. Constructive receipt - a participant cannot redirect old money unless entire fund is moved by committee. New money can be directed by the employee.

        1. Not attachable by creditors.

        2. Cannot be used as collateral.

    2. Monetary Limitations of Contributions (Prospective Dollars Only).

      1. Maximum: 33 1/3 percent of all includable compensation (25 percent of gross salaries and wages) or $7,500, whichever is less.

      2. Minimum: $30.00 per month.

      3. Catch up provision

        1. Last three years prior to the year employee retires.

        2. Only amount eligible for but did not contribute back in 1981.

        3. Cannot exceed $15,000 per year for those three catch up years.

    3. Does not affect Social Security or State retirement.

    4. Sick Leave/Annual Leave Buyout qualifies under the program with the limitations set in B.1. (Cannot buyout Annual Leave after June 30, 1982, which is not being contested.)

    Enrollment:

    Enrollment must be completed the month prior to the beginning of a pay period.

    1. Open Enrollment.

    2. May change amount or change investment area no more than twice in any calendar year - all changes must be made in the month preceding the desired change.

    3. May stop any time - again the month prior.

      1. Six-month waiting period to reinstate enrollment once stopped.

    4. All enrollments, changes or discontinuances must be made directly by and through an NPC representative - not through the payroll offices.

    Receipt of Funds:

    1. Upon retirement

    2. Termination (disability)

    3. Death

    4. Unforeseeable emergency

      1. Don't count on: difficult to prove.

      2. Must go through a committee hearing process.

    5. Note - Cannot withdraw funds while still employed by State.

    6. Upon leaving State must designate how and when payout is to be set up - 60 to 90 days prior to receipt.

    7. May leave funds in the plan when you retire or terminate; must begin withdrawal by age 70 1/2.

    8. Payout option must be designated upon retirement" or termination; dates are irrevocable.

    Fees:

    1. Thirty dollars - one- time setup fee.

    2. Three percent administration deduction on all money entering the plan.

    3. One percent assessment on net asset value computed as of 12/31 each year.

    4. Fifteen-dollar charge if all funds are withdrawn within the first 12 months.

    Funding Vehicles:

    1. Types:

      1. Capital Savings and Loan Association

        1. Pooled funds

        2. Insurance only

      2. Rainier Bank

        1. Money market account

        2. Certificate of Deposit account (CD's)

      3. WSECU

        1. Shares account

      4. GNA (Great Northern Annuity)

        1. This primarily a life insurance account and carries a guarantee of 5 percent to the participants.

      5. Mutual Fund (The carrier to be determined.)

        1. This will be available October 1, 1982.

    The presentation was followed by an extensive question and answer period. If you have any questions, please feel free to contact Alayne C. Mayer, who is the Acting Director of NPC. Her telephone numbers are: SCAN 585-6585 or 206-459-6585.

  4. Approval of minutes - There were no objections or corrections to the minutes. They were approved as distributed.

  5. Treasurer's Report - Starting cash: $1,351.47. We received interest of $7.73 and two subscriptions, which totaled $40, bringing our cash to $1,399.20.

    Expenditures: $6.00 for speaker's lunch, leaving a cash balance of $1,393.20.

  6. ADPM Board report - John Aikin gave the report on the two Board meetings that were held since our last meeting. There were four areas that the Board covered in their two meetings.

    1. The Board discussed possible changes in the CSA testing procedures.

      1. Perhaps one screening test for all CSA levels with different performance criteria required for each classification.

      2. The Board discussed how they felt the tests should be constructed. Perhaps contacting other states to see what they were doing or using parts of existing tests, such as the CDP examination.

      3. Expand the oral review board by one person, being a Department of Personnel employee.

      4. Discussed the possibilities of having the CSA registers replenished every month.

    2. The Board received a request from Dr. Ruben Marti to identify the time and place of the next forum. Sam Mayo was appointed to work with Dr. Marti and Joe Coogan on this subject.

    3. The Board discussed the functions of the Board.

      1. Goals and Objectives

      2. Meeting Time

      3. Lack of focus and direction

      4. Out of the discussion, there were four areas identified that the Board wanted to work on. They are:

        1. Continue to improve the speakers' program

        2. The Board wants to be proactive versus reactive.

        3. To establish a committee to research problems facing the DP community.

        4. Continue with the work that we have been doing with Personnel.

    4. The Board also developed a questionnaire, which will be accompanying the ballot, for the general offices of the Association. The questionnaire is comprised of three straight forward questions inquiring as to what the body wishes to see the Association accomplish.

      The next Board meeting will be May 24, 1982.

  7. DPA Report:

    1. Jim Michal reported for the DPA.

      It was noted that the CHI Corporation has lodged a protest 1.-egarding the RFP which has been let to Univac for computer terminals. They requested that we withdraw the RFP, but the executive director determined that the State needs the equipment and denied the request. The CHI Corporation has now formally lodged a protest.

    2. There was a report by Mr. Baily of the D. P. Service Center Subcommittee. The primary emphasis of the. meeting was the request by Service Center 4 to withdraw from service center status. The committee requested that the DPA do some staff work in relation to service center identification and data center identification. Based upon the input from the DPA in regard to service centers and data centers, the committee decided that no action should take place other than to confirm the withdrawal of Service Center 4's designation.

    3. As far as risk coverage is concerned, it was reported that the insurance program is now in place by St. Paul Insurance Company.

    4. John Flanagan reported on a statewide communications study and summarized some of the activities that had gone on. There are five tasks that General Administration is embarking upon. They are:

      1. Reconvening Task Force.

      2. Embarking upon some more data collection.

      3. Looking at shared network criteria.

      4. Looking at future growth requirements.

      5. Looking at the feasibility of microwave network. The DPA is in full agreement with the GA strategy.

    5. Acquisitions:

      It was reported that Employment Security's request for distributed processing equipment be postponed because of the Employment Security and Service Center 1 interaction on trying to solve the funding problem for ES.

      DOT had a request before the Board for an upgrade of their 3033. The acquisition was deferred for one month to allow the acquisition subcommittee and Mr. Bratton to get together and review the situation, due to an interest in the potential of off-loading. DOT was authorized to prepare the draft of their RFP, but not to release it until after the meeting next month.

    6. Mr. Taller proposed a motion (attached) to establish an ad hoc planning subcommittee. For information regarding the motion see the attachment.

  8. Old Business:

    1. Don Brown reported for the Personnel Liaison Committee. They are continuing to work with DOP on the CSA examination procedures. There will be more to say on this subject next month.

    2. Tom Bennett reported for the Office Automation Technical Committee. Just a quick update to inform us that the sample procedures for purchasing office automation equipment has slowed down over in GA awaiting some definition of responsibilities having to do with whether it is data processing or office automation equipment. Whenever that gets done, we will be able to see the sample regulations for our comments.

  9. New Business:

    Emory Kramer reported on the nominating committee activity.

    1. There are four Board positions to be filled. Three of these positions are for two years, and the fourth is for one year. The one-year term is to replace Mr. Will Wolf, who retires effective July 1, 1982.

      The three nominees with the greatest number of votes will be elected to two-year terms. The nominee with the fourth highest number of votes will fill Mr. Wolf's position for the remainder of his term (one year). The nominees are:
       
      Phil Coates - Fisheries
      Dennis Jones - OFM
      Bill Lundberg - DNR
      Sam Mayo - DOL
      Bob Payne - WLN
      Twila Perry - GA
      Ron Pierce - DORS
      Don Smith - L & I

      Mr. Aikin then opened up nominations for additional names for Board members. There were no nominations; the nominations were closed.

    2. There are three offices to be filled for next year; That of Secretary/Treasurer, the nominees are: Sunny Schomberg Post Secondary Education and Barry U'Ren - Service Center 3. Program Chairman; Cliff Cotey - Service Center 1 and Patty Palmer Department of Transportation. Newsletter Editor; Don Brown - Department of Transportation and Emory Kramer Service Center 1.

      Nominations were opened for Secretary/Treasurer, no nominations, the nominations were closed. Nominations were opened for Program Chairman, no nominations, the nominations were closed. Nominations were opened for Newsletter Editor; Mr. Galen Schmidtke - Thurston County was nominated. There were no further nominations, the nominations were closed.

  10. Correspondence - There was no correspondence.

  11. Comments - There were no further comments.

  12. Mr. John Aikin adjourned the meeting.


ATTACHMENT --

PROPOSED MOTION TO ESTABLISH AN AD HOC PLANNING SUB-COMMITTEE

IT IS MOVED, that the Data Processing Authority establish an ad hoc planning sub-committee, with five members to be appointed by the chairman, to provide recommendations on the following issues:

  1. DPA Organization
  2. DP Planning - Reevaluation of Planning Approach
  3. Service Centers/Data Centers
  4. System Development
  5. Budget Development Interface
  6. Other Items Deemed Appropriate by the Sub-Committee

The sub-committee will report their findings and recommendations to the Data Processing Authority at the July 1982 Data Processing Authority meeting.