Meeting Minutes April 11, 2019

WVBOT MINUTES:  April 11, 2019

MEMBERS PRESENT:  Kathy Quesenberry, Bambi Hill, Phil Simpson, Gene Brooks, Marty Douglas


 ALSO PRESENT: Vonda Malnikoff, Karthik Mani (NBCOT)


Gene motioned to enter Executive Session at 6:06 p.m. to discuss licensee issues.

Marty seconded.  Vote 5-0.


Issue 2019#01

Bambi motioned to leave Executive Session at 6:11 p.m.  Phil seconded.  Vote 5-0.

Marty motioned to keep information related to Issue 2019#01 in licensee file.  Phil seconded.  Vote 5-0.  

Marty motioned to approve January 18, 2019 minutes as written.  Bambi seconded.  Vote 5-0.


TOPIC: Future online services

FINDINGS/CONCLUSIONS: Discussed possible future online services to be offered through website, including fillable forms, ability to upload documents, and make payments via egov payment system.  Pursue adding additional online services through Tekswift or WV Interactive.  Reviewed quote from TekSwift for additional online services.  Board requested additional detail on what was included in quote.  Marty motioned to request quote from WV Interactive for complete website hosting.  Bambi seconded.  Vote 5-0.    All services must now be approved by WV Office of Technology and State Purchasing.  Per discussion with WV Interactive, they have plans to develop a web based database platform for use by licensing boards in 2020.  This would incorporate further online services and would be priced on a licensee / transaction based model, which is probably the most cost-effective solution for small boards.

ACTION/FOLLOW-UP:  Work with WVI to develop SOW to outline required functionality.

TOPIC: CE Conference 2019

FINDINGS/CONCLUSIONS: Discussed tentative dates and locations.  Reviewed quote from Running Right Leadership Academy.  Agreed to hold 2019 Conference on April 12, 2019 at RRLA.  RRLA has been reserved for 4/12/19 conference and board meetings on 11/16/18 and 4/11/19.   Hotel rooms will be reserved at Hampton Inn Southridge.  Reviewed tentative agenda pending finalization of contracts with speakers.  Agreed to purchase same notebooks, pens, and Board Member ribbons as last year.  Discussed providing OT promotional item for attendees.  Discussed compensation for WV licensees who present at conferences.  Marty motioned to waive their next renewal fee.  Gene seconded.  Vote 5-0.  Toured facility.  Reviewed agenda, evaluation form and RRLA contract.  Menu options to be reviewed at January board mtg.  Reviewed possible promotional items for attendees.  Agreed to purchase 250 Chill’R Sports Bottles.  Agreed to hold 4/11/18 Board meeting at Hampton Inn.  Agreed on lunch menu.

ACTION/FOLLOW-UP:  Summarize evaluation forms and total cost for conference.

TOPIC: FY2019 Budget / FY2020 Appropriation request

FINDINGS/CONCLUSIONS: FY19 Budget and FY20 AR reviewed.  Total spending kept constant, with movement between line items as necessary.  Bambi motioned to purchase new desktop computer this fiscal year.  Marty seconded.  Vote 5-0. 

ACTION/FOLLOW-UP:  Computer received 3/27; complete software purchase and setup.

TOPIC: Renewal of TekSwift contract

FINDINGS/CONCLUSIONS: Website hosting / data backup service contract April 2019-March 2020 at current monthly rate of $73.94.  Gene motioned to renew contract.  Bambi seconded.  Vote 5-0.  Contract renewed through March 2020.


TOPIC: Legislative Session 2019


  • Review Post Audit report regarding Chapter 30 Boards Fund Balance Analysis
  • HB 2038  Amending procedure to determine if a profession should be regulated
  • HB 2204  Prohibiting licensing boards from hiring lobbyists; limits lobbying on behalf of the Board to Director and appointed board members

Marty motioned to submit proposed changes to Legislative Rule regarding fees to reduce renewal fees by $20 for 2020 legislative session.  Gene seconded.  Vote 5-0.

Relevant bills passed include SB396, HB2324, and HB2510.

ACTION/FOLLOW-UP:   Submit Rules to incorporate SB396 and fee reductions to Governor’s office for exemption from regulatory moratorium to allow filing of Rules for 2020 Legislative Session.

TOPIC: NBCOT State Regulatory Leadership Forum

FINDINGS/CONCLUSIONS: Scheduled for May 21-22 in Baltimore, MD.   NBCOT to pay for Administrator and one Board member. 

ACTION/FOLLOW-UP: Bambi and Vonda to attend.


The Board reviewed all purchases made on the Purchase Card for January 16, 2019 through March 15, 2019. Gene motioned to approve all purchases.  Bambi seconded.  Vote 5-0. 


Cash Balance as of March 31, 2019

$ 253,987.60


1/2/19              $1,420             2/5/19              $ 300

1/3                        150             2/11                    330

1/8                        490             2/13                    125

1/10                      240             2/19                    220

1/14                      330             2/21                    150

1/17                      100             2/25                    350

1/22                      340             2/26                    450

1/24                      125             2/28                    300

1/28                      250             3/5                      240

1/31                      400             3/7                      320

                                                3/14                    480

                                                3/18                    150

                                                3/20                      90

                                                3/26                    430

                                                3/28                      30

egov receipts:              January                    $  1,620

                                    March                              460                   

TOTAL DEPOSITS                                               $   9,890


January                                                               $10,336.51  

February                                                                 5,123.68

March                                                                     6,846.47

Beginning cash balance 7/1/18                          $214,319.42

FY2019 Revenue                                                  95,525.40                 

FY2019 Expenditures                                           55,857.22

Ending cash balance     3/31/19                        $253,987.60


TOPIC: Safety Policy and Driver Training

FINDINGS/CONCLUSIONS: Safety Policy and Defensive Driver Tips reviewed. 


TOPIC: CE Conference 2020

FINDINGS/CONCLUSIONS: Reviewed quote from Bridgeport Conference Center.  Agreed on April 3, 2020 as date for conference.  Discussed potential speakers. 

ACTION/FOLLOW-UP: Finalize date and contract with BCC.  Start contacting potential speakers.

TOPIC: License renewal 2020

FINDINGS/CONCLUSIONS: Agreed to send postcard reminders for renewal, in lieu of mailing paper applications.  Include note that OT’s are required to sign a new Supervisory Statement for all COTA’s they supervise and COTA’s must upload a new Supervisory Statement with their online renewal.  Make paper applications available on website.     

ACTION/FOLLOW-UP: Create postcard for review at September meeting.

TOPIC: AOTA State Regulatory Forum

FINDINGS/CONCLUSIONS: Vonda attended forum on 4/5/19 at AOTA Annual Conference in New Orleans.  Gave summary of presentations.


TOPIC: Request to add email addresses to public mailing list

FINDINGS/CONCLUSIONS: WVOTA has requested the Board create an email list for mass emails by Association and Board.  Currently, email address is optional and a complete list is not maintained.   If such a list exists, we are required to make it available to the public.  See example of the type of request we frequently receive for list of email addresses.  Privacy Policy would need to be reviewed and modified.  It would be difficult and time consuming to review & update email addresses during renewal.  Bambi made a motion that we do not create an email list at this time.  Phil seconded.  Vote 5-0.


TOPIC: Lamination of license cards

FINDINGS/CONCLUSIONS: The Board received a suggestion to consider laminating license cards to improve durability.  Reviewed cost estimate & time involved.  Renewal cards would have to be laminated in advance, which would result in wasted materials (approximately 100 non-renewals at 2 cards/licensee).  Marty motioned to begin laminating a minimum of one license card per licensee with next renewal.  Bambi seconded.  Vote 5-0.

ACTION/FOLLOW-UP: Vonda to determine quickest way to laminate (self-laminating pouches vs. heat laminator) and begin laminating no later than 2020 renewals.

TOPIC: Across the Board increase

FINDINGS/CONCLUSIONS: Gene made a motion to participate in across the board increase as included in 2020 approved budget.  Marty seconded.  Vote 5-0.



1 Purchasing 2/4/2019 The Buyers Network-Feb 2019
2 PT Board 3/8/2019 response to request for info re PT Licensure Compact bill passed in 2018
3 American Hippotherapy Assoc 3/20/2019 Clarification about hippotherapy as a treatment tool/strategy
4 NBCOT 3/21/2019 NBCOT e-newsletter March 2019
5 Purchasing 4/1/2019 The Buyers Network-April 2019  ***Purch conf dates conflict with Sep bd mtg

Meeting adjourned at 7:50 pm after the signing of licensure applications.  The next regular Board meeting is scheduled for Friday September 20, 2019 at the Morgantown office.  Tentative date for remaining 2019 Board meeting is November 15th.

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