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.