Meeting Minutes September 21, 2018

WVBOT MINUTES:  September 21, 2018
MEMBERS PRESENT:  Kathy Quesenberry, Bambi Hill, Phil Simpson, Gene Brooks, 
Marty Douglas
ALSO PRESENT: Vonda Malnikoff, Shaun Conway (NBCOT)

Marty motioned to approve April 5, 2018 minutes as written.  Phil seconded.  Vote 5-0.


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. Shaun Conway indicated this item should be closed as survey results indicated most states did not support.   

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.  System went live November 1 as scheduled.  The most common issue was failure to upload supervisory statements.  Modifications to online renewal application have been completed for October 1.

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.  Reviewed agenda, speakers, conference facilities, and Registration info.  Reviewed and approved registration form, agenda, and evaluation form.  Agreed to email CE certificates to attendees after the conference to save money.  A sign-out sheet will have to be added to verify attendance.  CE Certificates were emailed within two weeks of conference; evaluations & final cost of conference summarized. 

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.
ACTION/FOLLOW-UP:  Continue working with WV Interactive to provide online license verification request; have requested a quote from Tekswift for additional digital services.

TOPIC: NBCOT State Regulatory Leadership Forum / State visit
FINDINGS/CONCLUSIONS:  As the NBCOT forum is scheduled for April 6-7, 2018, it conflicts with our CE conference.  The Board agreed it was more important for all board members to attend WVBOT conference in lieu of sending representatives to NBCOT Forum.  With regard to scheduling an NBCOT visit with the Board, it was agreed to schedule visit for September Board meeting if possible.  The Board would prefer to spend Thursday night in Morgantown to start meeting at 9:00 a.m. to accommodate 60-90 minutes requested by NBCOT. Shaun Conway provided an NBCOT update prior to board meeting.

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.
ACTION/FOLLOW-UP:  Finalize speaker contracts, continue conference planning.


The Board reviewed all purchases made on the Purchase Card for April through September 15, 2018. Phil motioned to approve all purchases.  Bambi seconded.  Vote 5-0.


Cash Balance as of August 31, 2018
$ 208,655.32

4/3/18  $ 190              5/15     $ 300               6/25     $180                8/1       $300
4/5           100              5/17        270               6/28       440                8/6         380
4/9           310              5/21        480               7/3         550                8/8         185.40
4/11         230              5/23        240               7/5           60                8/9         150
4/12         380              5/24        120               7/6         460                8/10       100
4/16         330              5/30        300               7/10       210                8/20       100
4/19         130              5/31          30               7/12       160                8/23       350
4/24         560              6/4          130               7/16       270                8/27       400
4/30         280              6/7          300               7/19         60                8/28       250
5/2           250              6/11        180               7/23       310                8/30       280
5/3           150              6/13        150               7/25       450
5/7           150              6/18        330               7/27       350
5/10           60              6/21        610               7/30       180

egov receipts:              May        220

TOTAL DEPOSITS                                                   $ 12,955.40

April                                                                $ 12,101.02
May                                                                    19,560.55
June                                                                      5,910.57
July                                                                       5,392.47
August                                                                 5,827.03


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:  Purchase new desktop computer during fiscal year 2019.

TOPIC: Office lease renewal
FINDINGS/CONCLUSIONS: Lease renewed at same monthly rent for three years.

TOPIC: Purchasing Conference 2019
FINDINGS/CONCLUSIONS: Vonda will be attending conference on October 4th and 5th.

TOPIC: Renewal Newsletter
FINDINGS/CONCLUSIONS:  Draft newsletter reviewed.
ACTION/FOLLOW-UP: Add paragraph regarding NBCOT Navigator as CE option.  Mail in early October with renewal applications.

TOPIC: Legislative Update
FINDINGS/CONCLUSIONS: Reviewed resolutions for various interim studies related to professional licensing and boards.  Reviewed and approved regulatory review reports in response to Executive Order No. 3-18.


1 Press Release - US Dept of Labor 4/17/2018 Announcing grants to help reform licensing rqmts and increase portability
2 Sarah Black 4/9/2018 Information related to WVOTA school based taskforce re: caseloads
3 Purchasing 5/1/2018 The Buyers Network - May 2018
4 NBCOT 5/23/2018 State Regulatory E-newsletter - Spring 2018
5 Aetna 6/11/2018 OT added to list of services requiring an authorization through Magellan/NIA
6 Purchasing 6/4/2018 The Buyers Network-June 2018 *Vendors req'd to receive pmt via EFT or pcard
7 Purchasing 7/5/2018 The Buyers Network - July 2018
8 Gazette Daily Mail Opinion 7/12/2018 article by Sen. Ed Gaunch re: occupational licensing
9 Press Release - US Commission on Civil Rights 7/17/2018 public hearing to examine the negative collateral consequences of a felony record on West Virginians
10 NBCOT 7/16/2018 2018 Certification Databook
11 State Auditors Office 7/19/2018 memo re: paper checks
12 Assistant AG 8/1/2018 contact info for new Asst. AG Keith Fisher
13 Purchasing 8/1/2018 The Buyers Network - August 2018
14 NBCOT 8/2/2018 Survey results - State licensure processing times
15 Real Estate Division 8/6/2018 memo re: HB4236 requiring reporting of real property owned or leased
16 NBCOT 8/7/2018 Summer 2018 State Regulatory E-newsletter
17 AOTA / ACOTE 8/16/2018 Update on the OTD and OTA Mandates
18 Purchasing 9/5/2018 The Buyers Network - Sept 2018
19 Jacob Greenfield / WVOTA 9/5/2018 email invitation to Fall conference Oct 12-13th at WVU
20 State Auditors Office 9/5/2018 memo regarding elimination of travel cash advances

Phil motioned to enter Executive Session at 1:10 p.m. to discuss licensee issues.
Bambi seconded.  Vote 5-0.

Issue 2018#02 – Complaint
Issue 2018#03 – Complaint
Issue 2018#04 – Complaint

Phil motioned to move out of Executive Session at 1:20 p.m.  Bambi seconded.  Vote 5-0.

Issues 2018#02 and 2018#03: Bambi motioned to dismiss.  Gene seconded.  Vote 4-0.

Meeting adjourned at 2:02 pm after the signing of licensure applications.  The next regular Board meeting is scheduled for Friday, November 16, 2018 at 11:00 a.m. at the Running Right Leadership Academy.

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