Meeting Minutes September 15, 2017

WVBOT MINUTES:  September 15, 2017
MEMBERS PRESENT:  Kathy Quesenberry, Bambi Hill, Phil Simpson, Marty Douglas
ABSENT:  Gene Brooks                  
ALSO PRESENT: Vonda Malnikoff
MEETING CALLED TO ORDER:  11:02 a.m.

Marty motioned to enter Executive Session at 11:02 a.m. to discuss licensee issues.
Phil seconded.  Vote 4-0.

EXECUTIVE SESSION
Issue 2016#03 – Closed
Issue 2017#01 – Complaint
Phil motioned to move out of Executive Session at 11:07 a.m.  Marty seconded.  Vote 4-0.

Bambi motioned to approve April 27, 2017 minutes as written.  Phil seconded.  Vote 4-0.

OLD BUSINESS

TOPIC: NBCOT Primary Source Verification / NPDB Agent
FINDINGS/CONCLUSIONS:  Marty motioned to accept new online NBCOT verification as primary source verification required for licensure.  Phil seconded.  Vote 5-0.  Phil motioned to decline interest at this time to NBCOT request to act as NPDB Agent for the Board.  Board will further discuss purpose / benefits with NBCOT representative at March board meeting.  Marty seconded.  Vote 5-0.  Shaun Conway further clarified NBCOT’s goal of maintaining a nationwide database to collect and disseminate disciplinary action from all states.  They would act as the reporting agency to NPDB.  One remaining question is the impact this will have on meeting current filing deadlines. 
ACTION/FOLLOW-UP:  Keep item open pending further information regarding implementation from NBCOT.

TOPIC:  Renewal of TekSwift contract
FINDINGS/CONCLUSIONS: Website hosting / data backup fee to remain at $63.95/month.  Rob has suggested modifying website to change CMS to WordPress to improve security and aesthetics.  Cost estimate for new template, design fee, and transfer of data is $600.  Vonda to extend contract for website hosting / data backup; review new website templates; discuss ability to provide online services to licensees through existing website as alternative to purchasing licensure management database system.  Contract with Tekswift extended through April 2018.  There is a statewide contract with WV Interactive to provide online services.  See New Business for more detail.  Work with Tekswift to design new website.  New website completed July 6^th.
ACTION/FOLLOW-UP:  None.

TOPIC: WVOTA questions / news
FINDINGS/CONCLUSIONS: At the request of WVOTA, a summary of the mission and roles of WVBOT and WVOTA was created to be distributed at the WVOTA table at the conference on 4/28/17 and future meetings.  Sarah suggested that WVOTA be included when the Board speaks to WVU students to explain the difference between the Board and the Association.  She also requested a representative from WVBOT speak at the WVOTA fall conference in Beckley on Saturday, October 28, 2017.  Information about conference included in Mid-year newsletter.
ACTION/FOLLOW-UP:  Vonda to demo online renewal system at conference on 10/28/17.

TOPIC: WV Interactive proposal for online renewals
FINDINGS/CONCLUSIONS: WV Interactive LLC is the vendor for the statewide contract for web based portal management services.  Reviewed WVI summary of proposal.  Reviewed current renewal applications to simplify and minimize PII.  Discussed the Board absorbing transaction and credit card fees as opposed to passing on to licensees.  Marty motioned to proceed with agreement with WVI in lieu of purchasing a full Licensure Management Database System at this time.  Bambi seconded.  Vote 4-0.  Prototype reviewed at board meeting.
ACTION/FOLLOW-UP:  Work with WVI to test system for Nov. 1 implementation.

PURCHASE CARD TRANSACTIONS

The Board reviewed all purchases made on the Purchase Card for April through August 2017. Bambi motioned to approve all purchases.  Phil seconded.  Vote 4-0.

TREASURER’S REPORT

 Cash Balance as of August 31, 2017
$ 204,887.18

APRIL - AUGUST  DEPOSITS
4/4/17  $ 240               5/18     $240             7/06     $  30             8/25     $ 130
4/6          100               5/23       280               7/11       270                8/28        190
4/10        360               5/25       565                7/13       360                8/30        180
4/12          30               5/31       480                7/17       430                8/31        250
4/17          90               6/5         770                7/20       350
4/24          90               6/6         180                7/24       370
4/26          30               6/8         640                7/26       230
4/27          30               6/13         30                7/31       400
5/2          210               6/19       410                8/02       180
5/4            60               6/22      100                8/03       730
5/8          260               6/26       210                8/14    1,320
5/9          150               7/03       160                8/17         60
5/15        325               7/05       270                8/22         60

Chargeback     6/22/17            (220)

TOTAL DEPOSITS                                                   $  11,850

APRIL – AUGUST  DISBURSEMENTS
April                                                                $ 6,228.38
May                                                                    9,613.56
June                                                                 15,992.98
July                                                                     5,381.74
August                                                               3,635.05

NEW BUSINESS

TOPIC: Safety Policy and Driver Training Review
FINDINGS/CONCLUSIONS:  Reviewed and signed driver safety training.
ACTION/FOLLOW-UP:  Review and sign safety policy at November meeting.

TOPIC: AOTA Telehealth webinar
FINDINGS/CONCLUSIONS:  Reviewed summary of webinar.  No action taken.
ACTION/FOLLOW-UP:  None.

TOPIC: Practice Act duplications
FINDINGS/CONCLUSIONS:  Reviewed Practice Act duplication as a result of SB4 passed in the 2017 Legislative session.  No action taken.
ACTION/FOLLOW-UP: None.

TOPIC: 2018 CE Conference
FINDINGS/CONCLUSIONS:  Contract signed with Stonewall Resort for April 6, 2018.  Discussed potential topics / speakers.  Approved notebook purchase from WVCI.  Agreed to offer 2018 conference at no charge to licensees, but discussed possible need to charge for future conferences due to number of no-shows.
ACTION/FOLLOW-UP:  Contact potential speakers and continue conference preparations.

TOPIC: Review draft newsletter
FINDINGS/CONCLUSIONS:  Agreed to send renewal newsletter to all licensees in late October just prior to go live for online renewal application.
ACTION/FOLLOW-UP:  Mail newsletter in late October.

Correspondence                 date rec'd           issue
1 Purchasing                        5/1/2017             The Buyers Network - May 2017
2 Brickstreet                        5/8/2017            Annual Report
3 Purchasing                        6/1/2017            The Buyers Network - June 2017
4 Purchasing                        7/3/2017            The Buyers Network - July 2017
5 Purchasing                        8/1/2017            The Buyers Network - Aug 2017
6 email from COTA            8/22/2017          email re: Functional Medicine certification
7 AOTA / ACOTE                8/25/2017          Change in entry-level degrees for OT's and                                                                                                                                                   OTA's
8 email from WVU East    8/28/2017          email re: COTA's and Med Reconciliation
9 Purchasing                        9/5/2017            The Buyers Network - Sep 2017
10 State Auditor's Office    9/11/2017          Annual Lic Bd Seminar 11/29/17
11 email from ex-licensee   9/14/2017         request for info re returning to practice

Meeting adjourned at 2:05 pm after the signing of licensure applications.  The next regular Board meeting is scheduled for Friday, November 3, 2017 at 11:00 am at Stonewall Resort.