Minutes - Summer 2017 Examinations
North Carolina State Board of Examiners in Optometry
August 3-6, 2017
The North Carolina State Board of Examiners in Optometry met at the Jane McKimmon Center on the campus of North Carolina State University in Raleigh, North Carolina on August 3-6, 2017 for the purposes of conducting the Summer 2017 Clinical/Practicum Examinations, meeting with its Clinical Examiners, to receive a legal update, to review complaints, and for other purposes.
Present were Dr. Michael Johnson, President, Dr. Andy Cook, Secretary-Treasurer, Drs. Scott Philippe, Jerry Ellington, Michael Haines, Mrs. Susan Watson and Mr. James Raynor, members of the Board, William Rafferty, Executive Director, Janice K. Peterson, Executive Administrator and Mrs. Samantha Hardison, Administrative Coordinator. Clinical Examiners were: Drs. Kenny Bumgarner, Ania Hamp, Melanie Denton, David King, Lee McPherson, John Miller, Brett Munn, Sandra Schrader-Moore, Mark Newman, and Samantha Ward. Thirty-two candidates appeared for the Summer 2017 Clinical/Practicum Examination and one Military applicant seeking licensure.
Call to Order.
At 10:00 a.m. on Thursday, August 3, 2017, the meeting was called to order by the President, Dr. Michael Johnson, who read the Conflict of Interest reminder as required by the State Government Ethics Commission of all State Boards and Commissions at the beginning of the meetings, a copy of which was on the intranet of the Board Meeting Agenda. Before addressing the first item on the Agenda for the meeting, Dr. Johnson took a moment to announce he had been reappointed to the Board by the Governor for a second term.
Approval of Minutes.
Dr. Johnson asked if there were any corrections to the Minutes of the Annual Meeting on June 8-11, 2017.
On a motion by Mr. Raynor, seconded by Mrs. Watson, and carried unanimously, the Minutes of the June 8-11, 2017 meeting were approved.
Report of the President.
Dr. Johnson did not have a formal report; instead, he took the opportunity to remind the Board of a number of very serious and complicated issues that, in his opinion, present challenges to the Board and the profession over the term of his Presidency and his time on the Board. Dr. Johnson stated he will reserve his comments as we proceed through the agenda; however, he asked that everyone refrain from individual conversations which are somewhat disruptive, and stated that all will be recognized and given the opportunity to speak so that everyone will be able to hear and participate. On a motion made by Dr. Philippe, seconded by Dr. Cook, and carried unanimously, the report of the President was accepted
Report of the Secretary-Treasurer.
Dr. Cook, Secretary-Treasurer, presented the report that covered the period beginning 07/01/17. Dr. Cook reported that since the Board was slightly less than one month into its fiscal year at the time the report was prepared, there was little for him to review with the Board at this time. He did remind the Members that the Board’s income was derived mainly from licensing fees and that those fees do not arrive in significant amounts until the sixty-day period following the mailing of the license renewal forms in October of each year. There being no questions from the Members of the Board concerning the report, a motion was made by Dr. Ellington, seconded by Mrs. Watson, and carried unanimously that the report of the Secretary-Treasurer was accepted.
Budget 2017 -2018
After discussion and review; on a motion made by Dr. Philippe, seconded by Dr. Ellington, and carried unanimously the Board approved the 2017 -2018 Budget.
Depreciation of Office Computer Equipment
On a motion made by Dr. Ellington, seconded by Dr. Haines, and carried unanimously the Board approved a three-year depreciation schedule.
New Secure Router and Associated Service Fee
On a motion was made by Dr. Ellington, seconded by Dr. Philippe, and carried unanimously, the Board approved expenditures for this item and service.
On a motion was made by Dr. Cook, seconded by Dr. Philippe, and carried unanimously, the Board approved the firm of Shelton Hawley, CPA, P.A. to perform the audit for FY 2016 - 2017 and for the next two years with a three-year agreement.
Audit and Investment Committee
A motion was made by Mr. Raynor and seconded by Dr. Ellington to form an Audit and Investment Committee and that Committee be composed of the Secretary-Treasurer as Chair of the Committee, the Executive Director and one additional member of the Board appointed by the President. The motion passed unanimously and Dr. Johnson immediately appointed Mr. Raynor to the Committee. The Committee should make a report to the Board at each face to face Board meeting.
Report Of the Executive Director
Dr. Rafferty discussed the following issues and topics:
Federation of State Medical Boards - IMLC (The Interstate Medical Licensure Compact) voluntary initiative dealing with physician license mobility
North Carolina Medical Board - Physician license monitoring program using AOC (Administrative Office of the Courts) public records.
Directors and Officers Insurance - has been secured at the same rate as last year
Office lease - a three-year lease was approved by the state has been signed
Other issues for Board consideration will be forthcoming as separate agenda items
On a motion made by Dr. Haines, seconded by Dr. Ellington and carried unanimously, the report of the Executive Director was accepted.
Legal Update with Board Attorney
Mr. Johnny Loper, attorney for the Board, met to provide counsel and advice to the Board on the following matters:
Monitoring of Licensees Program
Rules and Law Review conducted with Dr. Rafferty on July 25, 2017
Forms of recording Board minutes
On a motion by Dr. Philippe, seconded by Mrs. Watson, and carried unanimously the Board went into Executive Session pursuant to N.C.G.S. 143-318.11 (1), (3), and (6). During Executive Session, Mr. Loper provided a Legal and Legislative Update to the Board.
On a motion by Dr. Philippe, seconded by Dr. Haines, and carried unanimously the Board returned to open session. There were no motions coming from Mr. Loper’s report.
Workmans Compensation Insurance
On a motion was made by Dr. Ellington, seconded by Dr. Philippe, and carried unanimously the Board approved the Workers Compensation Insurance Plan presented to the Board.
Update of New Database and Website
Mrs. Peterson and Mrs. Hardison indicated the system is working well and provides much greater versatility than the old system. Additionally, the new website is now operational and invite feedback from the Board for suggested tweaks to the format.
Report of ARBO Annual Meeting
Drs. Haines, Ellington, and Rafferty reported on their attendance at the ARBO Annual Meeting held in Washington, DC in June, and updated the Board members on many of the issues addressed during that meeting, some of which will be discussed later on the agenda. Drs. Ellington and Haines agreed the information shared between the State Boards along with the meeting agenda was very valuable and strongly recommended that each new Board member would greatly benefit in attending the ARBO Annual Meeting.
Exam Development Committee
The Exam Development Committee is planning to meet on September 22 and 23 in Durham, NC. The purpose of the meeting is to follow up on the initiatives approved by the Board at its June 8, 2017, for implementation at the winter 2018 License Examinations. On a motion made by Dr. Ellington, seconded by Mrs. Watson, and carried unanimously the Board approved travel, subsistence, two days per diem and one hotel night for the Committee members.
Report of the Continuing Education Committee
Dr. Rafferty updated the Board on the COPE approval process. Dr. Haines recused himself from this discussion due to a conflict of interest he has serving on the Executive Committee of the North Carolina Optometric Society.
Board Policy Updates
The following Board Policies were updated by the Board staff and reviewed by the Board:
Office and Employment Policy
On a motion was made by Dr. Phillippe, seconded by Dr. Cook, and carried unanimously the Board approved the updates to the above Policies.
Monitoring - Contract with ISS Agency
On a motion was made by Dr. Philippe, seconded by Dr. Haines, and carried unanimously, the Board approves moving forward with the nightly monitoring by ISS located in Charlotte including set-up fees with the monthly fees not to exceed $1,500 per month. The Board authorized Dr. Rafferty the Executive Director to make an arrangement with ISS consistent with the parameters above.This is the same company the Medical Board used in its monitoring.
Meeting Dates to Determine the Summer 2017 Examination Results
The meeting to determine the results of the Summer 2017 Clinical/Practicum Examinations will be held via video conference beginning at 7:00 p.m. on Tuesday, August 22, 2017.
Clinical Examiners Honorarium & Travel Expenses
On a motion by Mr. Raynor, seconded by Dr. Ellington, and carried unanimously the Board approved 5 days per-diem/honorarium, travel, and meal expenses for the Clinical Examiners.
Without objection, the President declared that the Board Members receive 4 days per-diem, travel, and meal expenses for their attendance at this meeting.
Meeting Date for Candidates to Review their Results of the Summer 2017 Examination
The date for any candidates who fail the Summer 2017 examination to review their results will be decided when the Board meets on August 22, 2017. Any candidates failing the examination will have the date of the review announced in the letter they receive announcing their results, along with instructions as to what they must do to schedule a time for the review.
Dr. Johnson appointed Drs. Rafferty and Philippe to serve as the Committee to review the results of the examination with candidates who fail the examination and who notify the Board office in a timely manner that they desire to do so.
Meeting with Clinical Examiners
The Board Members and Clinical Examiners met and Dr. Rafferty reviewed the examination format and the use of the software developed by Topsail Technologies.
Each Board Member and Clinical Examiner signed the appropriate “Guidelines” document, all of which will become part of the official Summer 2017 examination records.
Summer 2017 Clinical/Practicum Examinations
For the remainder of the time in Raleigh at the McKimmon Center, the Board and the Clinical Examiners conducted the Summer 2017 Clinical/Practicum Examinations for 32 candidates whose applications had been approved, and for 1 military applicant. Drs. Rafferty, Miller, and King served as the Committee assigned to represent the Board to review the credentials and question the military applicant’s knowledge and clinical skills, following which they will make recommendations to the Board as to whether this applicant should be licensed in this state.
There being no further business, on a motion by Mr. Raynor, seconded by Dr. Philippe, and carried unanimously it was announced that the Board would officially adjourn at noon on Sunday, August 6, 2017. The next regularly scheduled meeting of the Board will be by video conference call beginning at 7:00 p.m. on Tuesday, August 22, 2017.