Minutes of the
North Carolina State Board of Examiners in Optometry Annual Meeting
June 8-11. 2017
Winchester Room, Embassy Suites Hotel at Kingston Plantation
Myrtle Beach, South Carolina
The North Carolina State Board of Examiners in Optometry met in the Winchester Room of the Embassy Suites Hotel at Kingston Plantation in Myrtle Beach, South Carolina on June 8, 2017, for the purposes of approving the applicants to take the Summer 2017 Clinical/Practicum examinations, to finalize the examination schedule based upon the number of approved applicants, to review and adopt the budget for the fiscal year beginning July 1, 2017 and ending June 30, 2018, to receive a legal update, to review complaints, to conduct the Annual Meeting to elect officers for the coming year, to monitor continuing education during the Annual Spring Congress of the North Carolina State Optometric Society, and for other purposes.
Present for the meeting were Dr. Michael Johnson, President; Dr. Andrew Cook, Secretary-Treasurer, Dr. Scott Philippe, Dr. Jerry Ellington, Dr. Michael Haines, Mr. Jim Raynor and Mrs. Susan Watson, members of the Board. Also present were Dr. William Rafferty, Executive Director and by conference phone Mrs. Janice Peterson, Executive Administrator and Mrs. Samantha Hardison, Administrative Coordinator.
Call to Order. At 8:25 a.m. on Thursday, June 8, 2017 the meeting was called to order by the President, Dr. Michael Johnson. Dr. Johnson read the Conflict of Interest reminder, a copy of which was listed in the electronic agenda, and asked if anyone had a conflict or potential conflict with any item on the agenda. Dr. Haines identified his COI regarding the agenda item, “Review of Current Criteria for Approval of Continuing Education Courses”.
Approval of Minutes.
Report of the President. Dr. Johnson commented that this was a very busy time for the Board and Board staff. He reviewed several significant issues facing the Board and the resources that have been used to address these issues. He expressed appreciation to the Board and especially Board staff for all their hard work, dedication and effectiveness. On a motion by Dr, Haines and seconded Dr. Ellington the Board voted unanimously to accept the report of the President.
Report of the Secretary Treasurer. Dr. Cook presented the Budget Report that covered the period 07/01/16 through 06/05/2017. In concluding his report, the Board was reminded to submit any outstanding expenses for the current fiscal year (ending June 30, 2017) to the Board’s Executive Administrator for payment prior to July 1, 2017. Another suggestion was made to arrange either a face to face meeting or video conference with the Board’s investment manager, Stifel Nicolaus Financial Investments. The Board agreed and the staff will make efforts to arrange this meeting at our next scheduled Board meeting in Raleigh on August 3, 2017. On a motion by Dr. Ellington and seconded Dr. Philippe the Board voted unanimously to accept the report of the Secretary-Treasurer.
Report of the Executive Director. Dr. Rafferty’s report followed his “Projects and Initiatives” outline reflecting the Board and staff efforts since he became the Executive Director. His report details several of these projects that had been completed. The following in a list of the important objectives of this outline:
*Separate agenda item
Dr. Rafferty also reported on the Second Annual Occupational Licensing Agencies Best Practice Seminar held on April 25, 2017, attended by Dr. Rafferty and Mr. Loper.
On a motion by Dr, Cook and seconded by Dr. Philippe, the Board voted unanimously to accept the report of the Executive Director.
Legal Update with Board Attorney
At the time certain of 10:00 a.m., the Board met via conference telephone with its attorney, Mr. Johnny M. Loper. On a motion by Dr. Philippe and seconded by Dr. Ellington, the Board voted unanimously to go into closed session in accordance with GS 143-318.11 (1), (3). The purpose of the closed session was for Mr. Loper to provide counsel and advice to the Board on the following matters:
· Proposed settlement by Consent Order of the complaint against Dr. James Harris
· Telemedicine update and discussions nationwide and the possible need for the Board to
establish a policy regarding same
· Proposed legislation and impact on Board should legislation become law
· Discussion on Medicine’s Impaired Physician Program and the possibility to formalize the
same for our profession
On a motion by Dr. Cook and seconded by Dr. Haines, the Board voted unanimously to return to open session, with no vote or other action taken in closed session.
Out of executive session, on a motion by Dr. Cook and seconded by Mr. Raynor, the Board voted unanimously to accept the proposed Consent Order regarding the complaint against Dr. James Harris that was recommended by the Investigative Committee composed of Drs. Ellington and Rafferty and Mr. Loper.
Election of Board Officers for the 2017-2018 Fiscal Year
A motion was made by Dr. Cook, seconded by Dr. Haines that Dr. Johnson be elected President and Dr. Cook be elected Secretary-Treasurer by acclamation for the 2017-2018 fiscal year.
Review of the Proposed Budget for Fiscal Year 2017-2018
The Secretary-Treasurer reviewed the proposed budget for the upcoming fiscal year. The Board Members had been provided with copies of the budget proposal and detailed evaluations by the President and Secretary-Treasurer of the Board Staff in the performance of their duties. In addition, they had received a copy of the job descriptions for the Executive Director, Executive Administrator, and Administrative Coordinator. Recommendations for salary increases were based upon merit as well as cost of living increases over the past year. The SEPS retirement plan remains at 10% of each of the full time employee’s salary.
Executive Session to Evaluate Staff Performance and to Consider Salary and Benefits Increases for Fiscal Year 2017-2018
On a motion by Dr. Ellington, seconded by Mrs. Watson, and carried unanimously the Board went into Executive Session to consider the review of the Board’s Staff performance over the past year, the recommended salary increases for the upcoming fiscal year, and the draft of the proposed Budget for Fiscal Year 2017-2018. After discussion and completion of their review, Dr. Ellington moved and Dr. Haines seconded a motion that the Board returned to open session. The motion carried unanimously.
Evaluation of Staff
Reconvening the meeting, the President announced that the Board was unanimous in its agreement that the performance of the Board Staff over the past year had been exemplary and that the Members of the Board were deeply appreciative of their dedication and professionalism in the performance of their duties.
Employee Retirement Accounts (SEPS)
In open session and before voting on the adoption of the budget, Dr. Philippe moved and Dr. Cook seconded a motion that the Board approve a 10% contribution by the Board to the SEP’s retirement accounts of the Board’s Executive Administrator and the Administrative Coordinator based upon the salaries approved in the Budget for Fiscal Year 2017-2018. The motion carried unanimously.
Staff Salaries for Fiscal Year 2017-2018
In open session Dr. Cook moved and Mr. Raynor seconded a motion that carried unanimously that the Executive Director be given a $10,000 salary increase, the Executive Administrator and Administrative Coordinator be given a $5000 salary increase for Fiscal Year 2017-2018.
Board Office Lease
On a motion by Dr. Cook, seconded by Dr. Philippe, and carried unanimously, the Board instructed the Executive Director to work with the State Property office to draft the lease for the Board office space in Wallace.
Adoption of the Budget for Fiscal Year 2016-2017
The budget will be further reviewed and adopted at the next meeting of the Board
The laws of the State of North Carolina require that there be an annual audit of the Board’s financial records at the end of each fiscal year. Twelve CPA firms will be contacted to bid on the proposal for performing the Annual Audit of the Board’s financial records for fiscal year beginning July 1, 2016 and ending June 30, 2017. On a motion by Dr. Haines, seconded by Dr. Philippe, and carried unanimously to authorize Board staff to present audit proposals to the Board for approval at its next meeting.
President and President-Elect of North Carolina State Optometric Society (NCOS)
At 3:00 p.m., Dr. Johnson recognized Dr. Jill Bryant, President of the North Carolina Optometric Society and Dr. Brad Hern, President-Elect of the North Carolina Optometric Society. Dr. Bryant thanked the Board for allowing them time to meet and speak briefly about the Society, its current and future initiatives, and indicated keep the Board apprised of all legislative efforts.
Review of Current Criteria for Approval of Continuing Education Courses
On a motion by Dr. Ellington and seconded by Dr. Philippe the Board voted unanimously to extend the exemption for the North Carolina District Society meetings based upon the North Carolina Optometric Society becoming an Accredited Provider of the Council on Optometric Practitioner Education (COPE). The Board’s Executive Director will ask for a status or progress update from the North Carolina Optometric Society’s President and report back to the Board at our next scheduled meeting in August.
The Board’s representation at the ARBO Annual Meeting was approved previously. Attached to this agenda is the Annual Report submitted to ARBO on behalf of this Board. On a motion by Mr. Raynor and seconded Dr. Ellington, the Board voted unanimously to approve Dr. Rafferty to also attend the AOA Annual Meeting House of Delegates, including registration fees, hotel, and subsistence. (Dr. Rafferty will be attending the ARBO Meeting as a member of the ARBO Board of Directors)
Applicants for the Summer 2017 Clinical/Practicum Examinations
On a motion by Dr. Ellington, seconded by Dr. Philippe and carried unanimously those applicants whose applications for the Summer 2017 Clinical/Practicum were timely filed with the Board were approved subject to each applicant’s file containing correct and verifiable information; and, further that all documents required by the Board are received and in the applicants’ files prior to their appearing for examination.
Summer 2017 Clinical/Practicum Examination Dates
The Board Members, Staff and the Clinical Examiners are scheduled to arrive in Raleigh on Thursday afternoon, August 3, 2017. The Board will hold its meeting at the McKimmon Center beginning at 10:00 a.m., then meet with the Clinical Examiners and if needed representatives of the examination construction software firm, Topsail Technologies, at 3:00 p.m. The Holiday Inn Express Hotel, just off Gorman Street near the McKimmon Center, will once again be the Board’s headquarters hotel while in Raleigh. Reservations have been made for the Board Members, Clinical Examiners/Observers and Staff The first examination session will start at the McKimmon Center promptly at 7:45 a.m.. on Friday, August 4th with the last session ending no later than noon. on Sunday, August 6, 2017. Breakfast and lunch will be served in the Board’s meeting room in the Center.
Based upon the number of 37 applicants for examination, there will be three sessions on Friday and Saturday and one session on Sunday morning. At 11:00 a.m. on Sunday, The Military Interview Committee composed of Drs. King, Miller and Rafferty will meet to interview and give oral examinations to one military applicant.
Clinical Examiners for the Summer 2017 Clinical/Practicum Examinations
On a motion by Dr. Haines, seconded by Mrs. Watson, and carried unanimously, the Board approved the ten Clinical Examiners who have committed to the upcoming Summer 2017 clinical/practicum examinations. They are: Drs. Kenny Bumgarner, Melanie Denton, Ania Hamp, David King, Lee McPherson, Samantha Ward-McPherson, John Miller, Brett Munn, Mark Newman, and Sandra Schrader-Moore.
Upcoming Important Dates
The meeting to determine the results of the Summer 2017 Clinical/Practicum Examinations is scheduled to be held by video conference via Google Hangout on August 22, 2017 at 7:00 p.m. Should additional agenda items develop, the Board will transition this meeting to a face to face meeting at a time and place to be determined. In either case, an agenda will be finalized and distributed to the members of the Board prior to the meeting.
The candidates will be informed of this date when they check in to take the Summer 2017 Examination.
The date for candidates to individually review their results of the Summer 2017 examination will be determined when the Board meets to determine the Summer 2017 Examination results. Drs. Philippe and Rafferty were appointed to the Candidate Examination Review Committee.
Presentation of Certificates to New Licensees
Board members were reminded that on Saturday, June 10th at 6:00 p.m. in the Pembroke Room, the Board would present the Certificates of Licensure to those individuals present at the meeting who were licensed as a result of the Winter 2017 Clinical/Practicum examination.
There being no further business, on a motion by Mr. Raynor, seconded by Mrs. Watson, and carried unanimously Dr. Johnson announced that, unless called back into session prior to noon on Sunday, June 11th, the meeting of the Board would officially adjourn at noon on Sunday, June 11, 2017. The next regularly scheduled meeting of the Board will be at the Jane McKimmon Center on the campus of North Carolina State University in Raleigh, NC beginning at 10:00 p.m. on Thursday, August 3, 2017. The Board’s Summer 2017 Clinical/Practicum examinations will begin on Friday morning, August 4, 2017 with breakfast at 7:00 a.m.