Meeting Minutes September 20, 2019

WVBOT MINUTES:  September 20, 2019

MEMBERS PRESENT:  Bambi Hill, Phil Simpson, Gene Brooks, Marty Douglas
Kathy Quesenberry (via phone)

ALSO PRESENT: Vonda Malnikoff


Bambi motioned to enter Executive Session at 12:12 p.m. to discuss licensee issues.
Marty seconded.  Vote 5-0.


Bambi recused herself from the discussion of Issue 2019#02 and left the room.

Issue 2019#02  Complaint
Issue 2019#03  Complaint
Issue 2019#04  Complaint
Issue 2019#05  Anonymous letter

Marty motioned to leave Executive Session at 12:30 p.m.  Phil seconded.  Vote 5-0.

Issue 2019#02  Phil motioned to dismiss case due to lack of direct evidence to find probable cause.  Gene seconded.  Vote 3-0.

Issue 2019#05  Kathy motioned to forward anonymous letter to Administration of subject facility.  Phil seconded.  Vote 5-0.

Bambi motioned to approve April 11, 2019 minutes as written.  Phil 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.  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.
ACTION/FOLLOW-UP:  Gene motioned to give Vonda authority to obtain quotes and go forward with purchase of licensing database system.  Kathy seconded.  Vote 5-0.

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.  Presented summary of total cost and evaluation forms at 9/20/19 meeting.

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.  Computer received 3/27/19.

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.   See New Business under 2020 Legislative Rule filings.

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.  Bambi and Vonda attended.  Reviewed notes from forum at 9/20/19 meeting.

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.
ACTION/FOLLOW-UP: Discuss menu for conference at November meeting.  Continue to contact 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: Postcards to be mailed September 30th; online and paper renewal applications to be available on website by October 1st.

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.  Heat laminator purchased.  One renewal card per licensee laminated.  New license cards will be laminated beginning in January 2020.


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


Cash Balance as of August 31, 2019
$ 220,131.16
4/2/19              $  270.00         6/4/19              $  150.00         8/1/19              $ 100.00
4/9                       160.00         6/10                     180.00         8/5                      560.00
4/15                     510.00         6/12                     150.00         8/6                      220.00
4/18                       30.00         6/17                     210.00         8/8                      310.00
4/22                     300.00         6/19                     100.00         8/10                    130.00
4/23                     150.00         6/24                     510.00         8/19                    360.00
4/29                     160.00         6/25                     250.00         8/22                      60.00
5/1                         60.00         6/27                     160.00         8/27                      60.00
5/2                         30.00         7/1                       370.00
5/6                       200.00         7/2                       360.00
5/9                       150.00         7/3                       150.00
5/13                     520.00         7/8                       210.00
5/14                     150.00         7/11                       90.00
5/24                     400.00         7/15                     400.00
5/28                     910.00         7/18                     100.00
5/30                     150.00         7/23                     210.00
7/25                     210.00
7/30                     150.00

egov receipts:                                                      330.00
TOTAL DEPOSITS                                   $ 10,240.00

April                            $10,163.39                  July                  $  6,113.65
May                                16,280.81                  August                4,942.35
June                                 6,596.24

Beginning cash balance 7/1/18                        $214,319.42
FY2019 Revenue                                                   101,385.40
FY2019 Expenditures                                            88,897.66
Ending cash balance     6/30/19                     $226,807.16

FY2020 Revenue                                                    4,380.00
FY2020 Expenditures                                           11,056.00
Ending cash balance     8/31/19                      $220,131.16


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.
ACTION/FOLLOW-UP: Upon approval by Committee, file modified rules for consideration during 2020 Regular Session of the Legislature.

TOPIC: Review of Doctoral Capstone Requirements / Update on entry level degree rqmts
FINDINGS/CONCLUSIONS: Reviewed ACOTE-AOTA Joint Statement regarding dual entry programs for OT and OTA degrees.  AOTA looking at how to incorporate Doctoral Experiential Component into Model Practice Act per Chuck Willmarth at NBCOT Forum.
ACTION/FOLLOW-UP:  Marty motioned to table this item pending AOTA action.  Gene seconded.  Vote 5-0.

TOPIC: Review updated Model Continuing Competence Guidelines from AOTA
FINDINGS/CONCLUSIONS: Updated guidelines emphasize CPD (continuing professional development).  Some items conflict with or are not included in our current Legislative Rule.
ACTION/FOLLOW-UP:  Hold for consideration during next Sunset review of Rules.

TOPIC: Annual State Auditor’s Licensing Board Seminar
FINDINGS/CONCLUSIONS: Scheduled for Tuesday, October 29, 2019 at the Marriott in Charleston.  Registration deadline October 14th.
ACTION/FOLLOW-UP:  Register Vonda and Gene.

TOPIC: Annual Report
FINDINGS/CONCLUSIONS: FY 2018-19 Annual Report filed 7/17/19.

TOPIC: FY2021 Appropriation Request
FINDINGS/CONCLUSIONS: FY 2021 Appropriation Request filed 8/21/19.

TOPIC: Renewal Date Survey
FINDINGS/CONCLUSIONS: As of 9/9/19, there have been 28 responses, 25 choosing to leave renewal date at 12/31.   Remaining 3 chose 10/31.


Correspondence         Date rec'd    Issue
AOTA                                  4/24/2019   Council of State Govt's webinar: Navigating the Anti-regulatory environment
Acote-AOTA                      5/13/2019    Joint statement regarding dual entry educational programs for both OT & OTA
NBCOT                               5/28/2019   OT Action Exchange - to share disciplinary actions
AOTA                                  6/13/2019    Number of Licensed OT's and OTA's by state
AOTA                                  6/17/2019    State Affairs Update - June 2019; 2020 Annual Conf March 26-29 in Boston
NBCOT                               6/18/2019    State Regulatory e-newsletter June 2019
NBCOT                               5/21/2019    2019 Certification Databook
Sarah Black                       6/27/2019    WVOTA annual conference vendor letter
AOTA                                  7/26/2019    updated Telehealth position paper and state chart on telehealth laws, rules,etc
NBCOT                               7/29/2019    State information available on the State Regulatory Portal
NBCOT                                8/1/2019     Change in exam retake policy after 3rd attempt
email from licensee         7/30/2019    request to reconsider dry needling in OT scope of practice; see response
Home For Life                    8/6/2019    August newsletter
Rondalyn Whitney             7/8/2019   WVBOT participation in WVOTA conf 10/11-12?
NBCOT                                 9/9/2019   State Regulatory e-newsletter September 2019
AOTA                                   9/11/2019   Webinar for OT Interstate Licensure Compact Initiative - Tues 9/24 8:00 PM

 Meeting adjourned at 2:20 pm after the signing of licensure applications.  The next regular Board meeting is scheduled for Friday, November 15, 2019 at the Morgantown office.

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