Minutes of the NIH Intramural Administrative Officer's Meeting October 5, 2000 NIH Principal Administrative Officers: Alternates: Robert Dennis, NIMH, Chair Lyn Eyre, NIAMS Carroll Hanson, NHLBI Debbie Breedlove, NCI Carol Smith, NINDS Carrie Watkins, NCI Ana Ferreira, NINR Ron Boardley, Clinical Ctr Brenda Sandler, NIAAA Linda Adams, NHGRI Evelyn Burrell, NICHD Corrine Abbott, NIDCD Rene Smither, NIDCR Susan Harrelson, NIDDK Olive Childers, NEI Edie Smith, CIT John Savannah, ORS Karen Sikes, OD, OIR I. Meeting of Principal Administrative Officers: Administrative Survey Mr. Dennis reported that Mary Salzman had requested changes or updates to the Administrative Survey be returned to her by October 10. If you have changes or updates but will be unable to send them to her by that date, please let her know when you expect to send them. Property Management Carroll Hansen told the group that Bob Reinsel of INTE-GREAT had suggested his group make a presentation at a future meeting of the IAO. Property Manager is INTE-GREAT's program, which provides historical data. Currently, NIEHS, NHLBI, and the NHGRI use INTE-GREAT's Property Manager program, and Carroll said that NHLBI plans to renew their contract. They have found that the Property Manager program allows for easier and faster reconciliation of inventory. It is possible that if several ICs are interested in this program, they may receive a better price. INTE-GREAT's telephone number is 301 654-9100, ext. 14, and Mr. Reinsel's e-mail is bob@integreat.com. End-of-Year Closeout Problems related to end-of-year closeouts were discussed. Carol Smith mentioned the late obligation of funds by the NIH relocation office and how these obligation amounts seem excessively high. Carroll Hanson indicated that his institute has had excellent results with the new NIH relocation contractor. Bob Dennis reported that their end-of-year personnel projections were distorted by summer hires. Carroll Hansen mentioned that NHLBI went to Data Warehouse to get accurate figures on their summer hires and then removed these figures so that their projections were not distorted. Bob Dennis reported a finding that may be helpful for end-of-year fiscal management. He learned from ORS that while leases cannot be prepaid, renovations related to these leases may be prepaid. Miscellaneous Issues Based on requests for copies, Bob Dennis asked that the IAOs make certain that the agendas and minutes of the IAO meetings are distributed to AOs within their ICs. Brenda Sandler suggested that the NEDS program could best be maintained at a level lower than the Administrative Offices. In November or December, Edie Smith will pilot the portion of NEDS that provides ID badges. Credit card use for maintenance contracts has been prohibited in the past. However, if these contracts are written in a way that requires monthly or bimonthly receiving, credit cards may be used. Bob Dennis asked if other institutes were having PIs pay for their animal holding charges. He said his incentive in having PIs pay their holding charges would be to encourage these investigators to be more careful regarding the number of animals they used. Carroll Hansen said that with the present system, there is no incentive to sacrifice animals. NIMH hopes to inform PIs of their current holding costs and ask if they want these charges accessed against their next year's budget. Open Session John Price talked about the various queries and reports available from Data Warehouse and provided handouts. Judy Mahaffy discussed the new ADB credit card purchase log, which will be used for reconciliation of credit card purchases. Carroll Hansen's institute has agreed to pilot this program. It is believed that about 80% of credit card orders will be reconcilable with this program Don Bordine spoke to the group regarding the "Friends of the Clinical Center." He told us that this group was made up entirely of volunteers and explained the process for being approved for assistance. Don said that a person must be on a protocol at the Clinical Center to be eligible to receive assistance from this group.