State of Idaho Legislative Services Office Management Report A communication to the Joint Finance-Appropriations Committee IDAHO STATE HISTORICAL SOCIETY FY 2012, 2013, AND 2014 Report MR52214 Date Issued: October 29, 2015 Serving Idaho's Citizen Legislature
Idaho Legislative Services Office Legislative Audits Division IDAHO STATE HISTORICAL SOCIETY April Renfro, Manager SUMMARY PURPOSE OF MANAGEMENT REVIEW We conducted a management review of the Idaho State Historical Society (ISHS) covering the fiscal years ended June 30, 2012, 2013, and 2014. Our review covered general administrative procedures and accounting controls to determine that activities are properly recorded and reported. The intent of this review was not to express an opinion but to provide general assurance on internal controls and to raise the awareness of management and others of any conditions and control weaknesses that may exist and offer recommendations for improvement. CONCLUSION We did not identify any significant conditions or weaknesses in the general administrative and accounting controls of the office. FINDINGS AND RECOMMENDATIONS There are no findings and recommendations in this report or the prior report. AGENCY RESPONSE The ISHS has reviewed the report and is in general agreement with the contents. FINANCIAL INFORMATION The following financial data is for informational purposes only. IDAHO STATE HISTORICAL SOCIETY - FISCAL YEAR 2014 Beginning Cash/ Receipts/ Disbursements/ Ending Cash/ Fund No. Fund Title Appropriation Transfers-in Transfers-out Appropriation 0001 General $ 2,355,912 $ 2,355,912 0348 Federal Fund 400,262 $ 820,669 927,339 $ 293,592 0349 M iscellaneous Revenue * 1,380,771 878,215 715,959 1,543,027 0349-16 Lewis & Clark Trail Committee 249,228 21,690 40,691 230,227 0349-41 Hist. Preservation & Cultural Enhancement 47,346 136 47,482 0365 Permanent Building Fund 307,249 307,249 0450-75 Administration and Accounting Services 8,782 215,271 219,324 4,729 0481-09 Income Earnings 34,665 115,350 98,367 51,648 TOTALS $ 4,784,215 $ 2,051,331 $ 4,357,592 $ 2,477,954 * Ending balance includes an encumbrance of $165,000.
OTHER INFORMATION We discussed other issues which, if addressed, would improve internal control, compliance, and efficiency. This report is intended solely for the information and use of the State of Idaho and the Idaho State Historical Society and is not intended to be used by anyone other than these specified parties. A copy of this report is available at http://www.legislature.idaho.gov/audit/auditsummaries.htm or by calling 208-334-4832. We appreciate the cooperation and assistance given to us by the director, Janet Gallimore, and her staff. ASSIGNED STAFF Aimee Hayes, CPA, Managing Auditor Suzie Scrivner, In-Charge Auditor Jesse Cresap, Staff Auditor
TABLE OF CONTENTS Agency Response...1 Appendix...2 Organizational Chart...5
AGENCY RESPONSE 1
APPENDIX HISTORY Eighteen years after the establishment of Idaho Territory and nine years before statehood, a room full of early settlers created the Historical Society of Idaho Pioneers to collect and preserve information connected with the early settlement of the Territory. Their efforts led to the establishment of the Idaho State Historical Society as a state agency in 1907, charged with the responsibility for Idaho s historical resources and related public programs and services. The Idaho State Historical Society became the steward of the array of artifacts gathered by the Pioneer Association and was charged with collecting materials illustrative of the state s history, including procuring pioneer narratives, preserving information on Indian tribes, collecting artifacts, and cataloging books, manuscripts, pamphlets, and newspapers. Today, the Idaho Historical Society is an extraordinary system of cultural and historic resources, and trusted guide through our state s history. It actively engages communities throughout Idaho to share information about Idaho s history and build history literacy. The Idaho State Historical Society illuminates our state s future and helps people of all ages explore and appreciate Idaho s rich past and learn more about themselves. PURPOSE The Idaho State Historical Society preserves and promotes Idaho s cultural heritage, by inspiring, enriching and engaging all Idahoans in preserving and sharing its history. This includes: Identifying, preserving, and protecting Idaho sites, monuments, and points of interest with historic merit Protecting archaeological and vertebrate paleontological sites and resources on public lands Preserving and protecting historical records of the history and culture of Idaho Facilitating the use of records for official reference and historical research Responsibility for records management, storage, and retrieval for state government, and archiving services for other governments Serving as the Geographic Names Board of the state Providing for the creation of an Idaho Archaeological Survey Responsibility for consultation, determination of appropriate actions, and providing for reinterment of human remains that have been disturbed Administration of the National Historic Preservation Act of 1996, as amended (54 U.S.C. Section 300101 et seq.) STATUTORY AUTHORITY Statutory authority for the Idaho State Historical Society is found in Idaho Code, Title 67, Chapters 41 and 46, and Title 33, Chapter 39. 2
ORGANIZATION The agency is organized within the Department of Self-Governing Agencies and is overseen by a seven member board of trustees appointed by the Governor. The Board of Trustees is empowered to appoint a director to serve as the administrative officer of the ISHS. The ISHS is supported by the Foundation for Idaho History, the Friends of the Historical Museum and Old Idaho Pen, the Idaho Genealogical Society, the Friends of Stricker Ranch, the Franklin Pioneer Association, and the State Historic Records Advisory Board, among other partners. The Agency employs 49 FTE and has 150 volunteers. The agency s organizational chart is on the following page. Activities State Historical Museum: National History Day, programs for school children, adults, and tourists; comprehensive educational exhibition experiences on Idaho s history; special and traveling exhibitions; community events; educational trunks; Pioneer Village exhibitions; facility rentals; research & reference; museum store; lecture series; workshops/mentoring/training opportunities for Idaho museums staff & volunteers. Idaho State Archives and State Records Center: Research and reference services; photographic services; government records management services for city, state, and county records of fiscal, administrative, legal, and long term value; records management services for all state agencies; preservation, storage, and access services for state collections; training; genealogical services. Old Idaho Penitentiary and Historic Sites: Preservation of state historic structures; programs for school children, adults, and tourists; interpretive exhibits; technical assistance; property management and licensing; community events; and facility rental. Operates state historic sites in Franklin, Hansen, and Pierce. State Historic Preservation Office: National Register of Historic Places program management; maintains Idaho s inventory (90,000 properties) of records for archaeological sites and historic buildings and structures; manages Certified Local Government grant program; assists developers in obtaining federal tax incentives for appropriate rehabilitation of historic buildings; consults with cities and counties on local preservation policies and projects; oversees the Archeological Survey of Idaho and its western repository; performs Section 106 Review and Compliance; and conducts and oversees archaeological investigations in Idaho. Agency Administration: Liaison to Governor and Legislature, provides executive support to Board of Trustees, budget and internal control, fundraising and marketing, grants administration and compliance, accounts receivable and payable, capital asset management, real property lease management, fleet management, strategic planning, human resource management, information technology, governmental relations, Office of the State Historian. Capital Preservation Program: Interpretive and changing exhibitions at the Idaho Statehouse Inventory and restoration of Capitol collections, records management and retrieval, interpretive exhibits, staffs committees of and provides technical assistance to Capitol Commission. 3
FUNDING The Idaho State Historical Society receives approximately 50 percent of its operating budget from the State of Idaho General Fund; it enhances its budget through grants, fees, and donations. Archaeological Survey Act (0318) This fund consists of appropriations, gifts, grants, bequests or moneys from any other source. Funds are used by the state archaeological survey to implement and carry out the provisions of Idaho Code Sections 33-3901 and 33-3905. Federal Fund (0348) Most moneys received in this fund come from a federal grant authorized by the National Historic Preservation Act of 1966 to support the State Historic Preservation Office (SHPO). Additional federal funding is received from other grant programs under the National Endowment for the Humanities, the National Archives and Records Administration, and the Department of Interior, Bureau of Land Management. Miscellaneous Revenue Fund (0349) This fund consists of moneys donated by private individuals and groups, admission fees to the Old Penitentiary and State Historical Museum, fees for membership in the Idaho State Historical Society, proceeds from the sales of publications and other items, revenues derived from license agreements and facility rentals, invested income from restricted funds such as History Day endowment, and interagency billing funds. Funds are used to support personnel and operating costs of the agency, Old Penitentiary, and State Historical Museum. Lewis and Clark Trial Committee (0349-16) Collections include donations, ticket sales, contributions, appropriations, grants, gifts, bequests or other sources to support the efforts of the advisory board to preserve the Lewis and Clark trail. Historical Preservation and Cultural Enhancement (0349-41) Money from the sale of Idaho Historic Preservation license plates, grants, donations, and other sources are deposited into this fund to be used exclusively for the protection and preservation of the state s cultural resources, historic buildings, structures, artifacts, and records; enhancement of statewide cultural and historic education opportunities; and historical research. Records Management Service (0450-75) The State Records Center and State Archives were consolidated under the Idaho State Historical Society. State agencies pay record management fees. The funds are appropriated to support the personnel and operating expenses of the Idaho State Records Center. Capital Commission Operating (0481-09) The permanent endowment fund receives income from a number of sections of unappropriated public land, also referred to as endowment lands, within the state of Idaho. Income is collected from proceeds and interest on the sale of land and timber, mineral royalties, land rentals, grazing rentals and cottage site rentals. The Endowment Fund Investment Board then transfers funds from the permanent endowment fund into this fund. Funds are utilized to pay personnel and operating costs of the Capital Curation Program. 4
ORGANIZATIONAL CHART 5