Meeting Minutes January 31, 2020

WVBOT MINUTES:  January 31, 2020

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

ABSENT:    Kathy Quesenberry                   

ALSO PRESENT: Vonda Malnikoff


Phil motioned to enter Executive Session at 11:04 a.m. to discuss licensee issues.  Bambi seconded.  Vote 4-0.


Issue 2019#03  Complaint
Issue 2019#04  Complaint
Issue 2020#01   Potential applicant correspondence

Gene motioned to leave Executive Session at 11:12 a.m.  Bambi seconded.  Vote 4-0.

Gene motioned to approve Nov 15 and Dec 12, 2019 minutes as written.  Bambi seconded.  Vote 4-0.


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.  Worked with STO to develop payment page to accept credit card payments for initial applications.  Received information from inLumon about their web based licensing framework offered on a monthly subscription basis.  Several other licensing boards have signed contracts with inLumon.   Gene motioned to give Vonda authority to obtain quotes and go forward with purchase of licensing database system.  Kathy seconded.  Vote 5-0.
ACTION/FOLLOW-UP:  Proceed with purchasing process.

TOPIC: CE Conference 2020
FINDINGS/CONCLUSIONS: Reviewed quote from Bridgeport Conference Center.  Agreed on April 3, 2020 as date for conference.  Discussed potential speakers.  Signed contract with BCC. Received quote from Wingate for room blocks.  Agreed to purchase 225 Drawstring bags for promotional giveaway and notebooks from WVCI.  Discussed suggestions for additional speaker. Reviewed agenda, speakers, evaluation form; discussed lunch menu.  Registration information mailed 1/23/20.  NBCOT representative to attend.  Agreed to make hard copies of presentations if available from speakers, as well as provide link on website.  Also discussed providing link to free CE course from Adaptive Mobility Services to attendees via email.
ACTION/FOLLOW-UP: Continue conference preparation.

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. Reminder postcards mailed 9/30/19; online and paper renewal applications available on website.  Renewals completed with 82% online renewal.  Discussed need to send newsletter, rather than postcard, with more detailed instructions next year over misunderstanding that online renewal results in immediate renewal.
TOPIC: 2020 Legislative Rule Filings
FINDINGS/CONCLUSIONS: Amended 13-03 to reduce renewal fees and remove unnecessary fees; New Rule 13-07 to incorporate SB396, Application for Waiver of Initial Licensing Fees for Certain Individuals.  Filed rules for comment 5/13/19; comment period ended 7/1/19 (two comments received); Filed Agency approved rules 7/3/19.  To be on the 9/25 agenda of the Rule Making Review Committee with minor modifications made by Legislative counsel.  Filed additional Rule, 13-08, as required by passage of HB118 during First Extraordinary Session.  Comment period through 11/30/19.  Discussed various introduced bills, specifically HB 4121 that would require transfer of funds to general fund, which conflicts with our proposed legislation to reduce renewal fees.
ACTION/FOLLOW-UP: Continue to follow proposed legislation affecting licensing boards.

TOPIC: Interstate Licensure Compact Webinar
FINDINGS/CONCLUSIONS: AOTA and NBCOT have announced collaboration to support development of an Interstate Licensure Compact for OT.  The Council of State Governments’ National Center for Interstate Compacts will lead the process of developing the licensure compact language.  Viewed webinar hosted by the CSG on 9/24/19. Reviewed updates from AOTA / NBCOT.  The Advisory Group met in October and came to consensus on a number of key points, one of which is that participating states must implement FBI fingerprint-based criminal background checks.  The Drafting Team is expected to complete a draft compact in early May to be distributed to stakeholders for comment in the summer of 2020.  The plan is to have a draft ready for consideration by state legislatures in 2021. 
ACTION/FOLLOW-UP:  Participate and review as necessary.


The Board reviewed all purchases made on the Purchase Card for October 16, 2019 through January 15, 2020.  Gene motioned to approve all purchases.  Bambi seconded.  Vote 4-0.


Cash Balance as of December 31, 2019
$ 276,948.71

11/4/19                        $ 200             12/2/19                        $300
11/5                                240               12/3                               680
11/7                                200               12/5                               640
11/12                              390               12/9                            1,550
11/13                              390               12/10                             410
11/14                              820               12/11                          1,420
11/18                              400               12/13                             260
11/19                              370               12/16                             770
11/21                              150               12/17                             360
11/25                              330               12/19                          1,040
11/26                              410               12/23                             530
11/27                              150               12/26                          1,000
12/30                             280

egov receipts:
November                   $12,720
December                      47,340

TOTAL DEPOSITS               $73,350.00

November                               $  4,962.05
December                                     9,293.64


TOPIC: Election of Officers
FINDINGS/CONCLUSIONS: Phil motioned to keep existing officers for 2020.  Bambi seconded.  Vote 4-0.

TOPIC: Renewal of TekSwift contract
FINDINGS/CONCLUSIONS: Website hosting / data backup service contract April 2020-March 2021 at current monthly rate of $73.94.  Gene motioned to renew contract.  Phil seconded. Vote 4-0.
ACTION/FOLLOW-UP:   Complete contract agreement.

TOPIC: Safety Policy and Driver Training
FINDINGS/CONCLUSIONS: Safety Policy and Defensive Driver Tips reviewed. Vehicle/Driver Saftey Acknowledgements signed.

TOPIC: NBCOT State Regulatory Leadership Forum
FINDINGS/CONCLUSIONS: Scheduled for May 12-13 in Atlanta.   NBCOT to pay for Administrator and Board Chair.
ACTION/FOLLOW-UP: Complete registration and travel plans for Kathy and Vonda.

TOPIC: AOTA State Regulatory Forum
FINDINGS/CONCLUSIONS: Scheduled for March 27th from 2-5 pm in Boston as part of 2020 AOTA Annual Conference.  Free conference registration to Board members who are also AOTA members.  Travel not covered.  Board will not be attending.


AOTA           11/21/19          Request to accept AOTA Benchmark hours for CE requirements

NBCOT        12/12/19         State Regulatory E-newsletter

R. Butler      12/21/19         email

AOTA            1/2/20           State Affairs Update

NBCOT         1/8/20           Orientation for new OT Regulators

IRS                1/16/20          Invoice for unpaid taxes, penalties, & interest; sent ltr & corrected Form 941 for Q2 2016 based on wvOASIS implementation

Adaptive Mobility Svcs      1/26/20          offer for free 1.5 hr CE course

OT                  1/23/20         email question


Meeting adjourned at 1:30 pm after the signing of licensure applications.  The next regular Board meeting is scheduled for Thursday, April 2nd at 6:00 p.m. at the Bridgeport Conference Center.  Remaining 2020 meeting dates tentatively scheduled for September 25th (moved from 9/18) and November 20th.

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