executive officer's report and possible board actionfeb 06, 2014 · date: february 4, 2014...

AGENDA ITEM 6

EXECUTIVE OFFICER'S REpORT AND POSSIBLE BOARD ACTION.

Board Meeting Sacramento, CA February 6, 2014-

Date: February 4, 2014

From:

CBOT Members

~i~, Executive Officer

To:

Subject: Executive Officer Report February 6, 2014 Board Meeting

StaffThe Board currently has 8.2 personnel years (PYs) or positions with a 0.8 PY vacancy due torequired staffing reductions in FY 2012/13. Over the past few months, several staff have beenout of the office due to illness and/or injuries. Those absence coupled with staff participating inBrEZE meetings has resulted in backlogs in workload (e.g., advanced practice applications,course provider approval requests, complaint investigations, etc.).

Due to revenue concerns and conflicting workload estimates, we are unsure if we will be able tojustify additional staff in March when the BCPs are due. (A BCP is short for Budget ChangeProposal. This is the document we use to justify additional staff and/or requesting additionalmoney be added to our annual budget.)

BudgetThe FY 2013/14 revenue projection was estimated at $1.08m; as of the end the end of the 2nd

quarter $685k has been received, which is approximately 63% of the projected annual revenue.The Board has spent $715k of its $1.4m budget; nearly 47% of the budget remains.(Revenue and Expenditure reports follow this report)

Included in the meeting material is a draft letter dated December 16, 2013, requesting a budgetaugmentation of $81,000. This request is to receive additional funding to pay the Office of theAttorney General (AGO) ($54k) and the Office of Administrative Hearings (OAH) ($27k) lineitems. We are projected to overspend our AG budget; if the additional funding isn't approved,once we're close to spending the budgeted amount ($133k), we would request the AG tosuspend all work on any pending cases. We have over-spent our $1,000 OAH budget by$27,000. (We haven't actually 'overspent' the money because we can't do that. However, wehave 'redirected' funds from other areas (that we have underspent) to have the finds available topay those bills.

Following the draft letter is a projection of our expenditures through the end of the year(6/30/2014) based on the Board's expenditures during the period July November 2013.Following the expenditure projections is a Fund Condition, showing that, if the budgetaugmentation is approved, we have sufficient funds available in the budget.

BreEZe Project:The BrEZe project has begun activities for Release 2, which includes the OT Board. Severalstaff starting have been dedicated to this project and started attending meetings in December.Some key activities include:

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• Staff 'configuration' interviews for the licensing functions have started. The configurationinterview process is where staff evaluates the functionality of the system and determineshow/if the system meets our business needs; if there is a disconnect, staff determineswhether our business process can be adjusted so as to meet the existing functionality ofthe system, or worst-case scenario, whether there need to be additional modifications tothe existing system. The interview process is both rigorous and detailed down tomicroscopic levels so as to optimize the most from the development of the system.

• Configuration interviews for the Enforcement functionality will start after the Licensinginterviews are finished; the cashiering interviews will be scheduled sometime after thelicensing interviews are completed.

• All applications and forms currently on the Board's website have been provided; thisserves as back-up documentation so supplement the configuration interview process aswell as helps provide a visual element to the design phase.

• 'Template' correspondence has also been provided as the new system will have a'workflow' component that should help automate some of our manual processes (e.g.,send a deficiency letter to applicants; complaint acknowledgement letter to complainants;cease practice orders to substance abusing probationers who test positive for a bannedsubstance), while maintaining a more complete 'electronic' licensing record.

RegulationsThe status of the various rulemaking files is included under Agenda Item #9.

Performance MeasuresIncluded in the meeting materials are the performance measures for the periods July 1September 30 and October 1 December 31.

Office MoveThe office is scheduled to move from the current suite (2050) down the hall to the former suiteof the Veterinary Medical Board (2250) the week of March 10th

. Staff has been advised theymay not take time off that week or the preceding Friday, March ih

, which will allow us time topack and ready the office for the move. We anticipate that staff will intermittently check emailand process emailed/faxed requests on Friday, 3/7 and Monday, 3/10. Telephones andcomputers will be unavailable most of the week; we plan to resume services Friday, 3/14.Information will be posted on the website and the voicemail message will advise callers of thisfact.

The new suite has recently been painted; the carpets will be cleaned and cleaners will bescheduled in the next couple weeks. In addition to more cubicles, the new suite has anadditional file room which will provide more storage room and also allow us to separate thelicensing and enforcement files (these are currently housed in a single file room).

(Discuss next Board meeting: currently scheduled May 22.)

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OEPAIITMENT OF CONSUMER AFFAIRS

BUSINESS. CONSUMER SERVICES. AND HOUSING AGENCY • GOVERNOR EDMUND G. BROWN JR

CALIFORNIA BOARD OF OCCUPATIONAL THERAPY2005 Evergreen Street, Suite 2050, Sacramento, CA 95815-3831T: (916) 263-2294 F: (916) 263-2701E-mail: [email protected] Web: www.bot.ca.gov

December 16,2013

VIA:

Jeff Carosone, Principal Program Budget AnalystDepartment of Finance

TO:

Anna Caballero, SecretaryBusiness, Consumer Services, and Housing A

VIA: Denise Brown, DirectorDepartment of Consumer Affairs

FROM: Heather Martin, Executive 0California Board of Occupation

SUBJECT: 2013-14 Budget BilAttorney Gener rings Expenditures

110-402, and based on theober 2013), the California Board of

udget augmentation of $81,000: $54,000o for its Office of Administrative Hearings

Year-to-date,budgeted linebudgeted line of $

end" $65,648 for AG services, or nearly 50% of theexpended $12,074 for OAH services, or 1,207% of the

The Board has made ffort to achieve savings in other areas within their budget tomitigate the overall im of this enforcement-related augmentation, including leavingpositions vacant, Iimitin supplies orders, as well as other savings within the GeneralExpense line items, so that the resources could be redirected to cover the increasedenforcement expenditures.

Enforcement is the foundation of the Board's public protection mandate; therefore, the Boardmust continue to process its enforcement caseload, which primarily deals with licensees whohave violations related to incompetence, gross negligence, substance and alcohol abuse,sexual misconduct, patient harms, and fraudulent billing.

mailto:[email protected]

http://www.bot.ca.gov

The AG augmentation is vital to the Board's enforcement efforts to remove occupationaltherapists and occupational therapy assistants with serious practice act violations and toensure that the utmost protection is afforded to the public and consumers. Failure to ensureprosecution of any incompetent or unsafe occupational therapists and occupational therapyassistants could mean the difference between a patient's life and death.

The following case/oad information will hopefully provide an additional perspective on theBoard's funding needs and the magnitude of its overall enforcement caseload.

Cases Pending CasesTransmitted

Entity Received Cases(awaiting AG(since (as ofand/or OAH7/1/2013) 11/30/2013)

actionBoard

388 249

AG 18 6

OAH 6

per of January 2014throughof $1,502 per day for a total

jected enditure does not account foryet appear on the calendar.)

ct me dir at 916-263-1623, or the DCA Budgetnd consideration of this request.

Attachm1. Bo2. Boar3. AG Lette

cc: Mr. James Goldste ndersecretary, Business, Consumer Services and HousingAgencyMs. Janet Nannini, Manager, Administrative Operations, Business, Consumer Services,and Housing AgencyMs. Sandra Mayorga, Deputy Director, DCA Office of Administrative ServicesMs. Janice Shintaku-Enkoji, DCA Fiscal OfficerMr. Taylor Schick, DCA Budget OfficerMs. Cynthia Dines, DCA Budget Manager

OBJECT DESCRIPTION

I ACTUAL PRIORYEAREXPENDITURE~:XPENDITUREI (MONTH 131 11/30/2012

FY 2012-13 FY 2013-14

OCCUPATIONAL THERAPY 3017BUDGET REPORT

FY 2013-14 EXPENDITURE PROJECTIONNov-2013

PERSONNEL SERVICESSalary & Wages (Staff)

Statutory Exempt (EO)Temp Help Reg (Seasonals):rE!I11p.H.~Ip.(lOxal11p'r9.s:!<:>rs) . .Board Member Per Diem····································································20)f66 ·····················400 2%"

Committee Members (DEC)Overtime

····S1affBeneiiis ··················181:577 '59,600" ····223172

rsis, 604,862 201,364 6511,436

273,09576,69773,493

86,55824,72730,479

329,53281,732

4,000

130,27835,07519,004

40%43%

342,80684,18026,004

(13,274)(2,448)

(22,004)o

3;s60·············16)ii.i6

o.. (~.1.a.l

29,724a.tsc

BUDGETSTONE2013-14

CURRENTYEAREXPENDITURESPERCENT PROJECTIONSINENCUMBERED

11/30/2013 SPENT TO YEAR END BALANCE

318 31880,203m··············36o/~---------;f93-44if

265,278 4U"l. 65U,256

OPERATING EXPENSE AND EQUIPMENTGeneral Expense 12,071 2,879 23,850 4,636 19% 12,000 11,850Fingerprint Reports 20,972 4,018 22,000 7,399 34% 22,000 0Mi~<:>rlOquipl11.~nt 8,910 0 850.... J8.§.QlPnnting 'T2'69 "1,790 ·········8)45 ·················(15014o;~7;060 1,245

Communication 4,290 753 5,449 1,473 27% 4,000 1,449....f'<:>~.t':i.9.e ?~,.a.!j~.....1.0,.1.~7 1..~.!.6..!j.~ 9,??~ ..............~~~....2.2.l.o.g.O'...J?,~~?l

Insurance 0 0Travel In State 9,639 1,277 16,146 3,607 22% 10,000 6,146Travel, Out-ol-State 0 0Training ·············1:200 ·······1;499 ·············6% "f,49'il"

Facilities Operations 56,495 46,133 44,894 56,304 125% 66,392 (21,498)

Utilities 0. 0C & P Services Interdepl. 0 "0'"C & P Services External 511 7,507 13,000 0DEPARTMENTAL SERVICES: 0Oepartmenial Pro Rata ········································99:899···············55,278'119;542(4)'00 ··s4oX119;s42····6

Admin/Exec 77,353 43,150 79,134 38,904 49% 79,134 0Interagency Services 105 0% 0 105IAw/OER 0DOI-ProRata Internal 3,428 1,732 2,532 1,250 49% 2,532 0Public Affairs Office 4,191 2,418 3,554 1,754 49% 3,554 0CCED 5,845 3,134 4,536 2,226 49% 4,536 0INTERAGENCY SERVICES: 0ConsoiidiliedOataCenie,'159 37 "'75 "'256"(256)

DP Maintenance & Supply 5,142 5,098 3,817 2,717 71% 5,000 (1,183)Central Admin Svc-ProRata 76,575 19,144 62,114 31,057 50% 62,114 0EXAM EXPENSES: 0

ExamSuppiies 0Exam Freight 0Exam Site Rental 0C/P Svcs-External Expert Administrative 0C/P Svcs-External Expert Examiners 0C/P Svcs-External Subject Matter 7,209 5,742 7,000 (7,000)

ENFORCEMENT: 0············AiiorneyGenerai ············104:330···············30,225········133;243·············65:64ij·········49% ··············182;610···..··········(49;367) tI:--

()!fic:e~d.rnin ..f:leari~9s .. 10,202 712 1,000 12,074 1207% 2.8,000 .J??,.O.Q.QlE:--Court Reporters ····'[103 ..····160 '529 . 1;560 (1,500)

Evidence/Witness Fees 7,900 1,575 3,131 7,000 (7,000)..........[)()I~lnvE!sti9ations ..............................~g!3.,a.~!j ...........§~,.5.?O.2.~3,~a..7 1..~.~,.a..~O ~~~o 2.~~.,~.a..! 0Major Equipment 7,862 0 0..

Special Items 01Expense 0Other (Vehicle Operations) 0

660,749 291,737 f1lU,3U2 441,240 07%1,265,611 493,101 1,438,738 zos.srs 'd7"/o

(17,150) (4,753) (22,000) (8,379) 38%(9,206) (2,801) (2,135)

(981 (98)1,239,157 485,449 1,416,738 696,004 49%

SURPLUS/ DEFICIT): -5.0%

1/10/201411:42AM

-

--

·

3017 Board of Occupational Therapy Prepared11712014

Analysis of Fund Condition(Dollars in Thousands)

Note: $2 Million Dollar General Fund Loan Oustanding Budgetwlloan repayment scheduled Actand AG/OAHAugmentation ACTUAL CY BY BY+1

2012-13 2013-14 2014-15 2015-16

BEGINNING BALANCE $ 608 $ 1,154 $ 700 $ 2,490Prior Year Adjustment $ 3 $ $ $

Adjusted Beginning Balance $ 611 $ 1,154 $ 700 $ 2,490

REVENUES AND TRANSFERSRevenues:

125600 Other regulatory fees $ 34 $ 30 $ 34 $ 34125700 Other regulatory licenses and permits $ 135 $ 145 $ 150 $ 150125800 Renewal fees $ 854 $ 841 $ 867 $ 867125900 Delinquent fees $ 15 $ 16 $ 16 $ 16141200 Sales of documents $ $ $ $142500 Miscellaneous services to the public $ 8 $ 8 $ 8 $ 8150300 Income from surplus money investments $ 2 $ 2 $ 1 $ 7150500 Interest income from interfund loans $ 89 $ $ $160400 Sale of fixed assets $ $ $ $161000 Escheat of unclaimed checks and warrants $ $ $ $161400 Miscellaneous revenues $ $ $ $164300 Penalty Assessments $ 7 $ 8 $ 8 $ 8Totals, Revenues $ 1,144 $ 1,050 $ 1,084 $ 1,090

Transfers from Other FundsFOOO01 GF loan per item 1475-011-3017 BA of 2003 (repay) $ 640 $ $ $FOOO02 GF loan per BA of 2009 (repay) $ $ $ 2,000 $

Transfers to Other FundsTOOO01 GF loan per 1475-011-3017 BA of 2003 $ $ $ $TOOO02 GF loan per BA of 2009 $ $ $TOOO01 GF loan repayment per Ch 697/00

Totals, Revenues and Transfers $ 1,784 $ 1,050 $ 3,084 $ 1,090

Totals, Resources $ 2,395 $ 2,204 $ 3,784 $ 3,580

EXPENDITURESDisbursements:

8880 FSCU (State Operations) $ $ $ $0840 SCO (State Operations) $ 1 $ $ $

1110 Program Expenditures (State Operations) $ 1,240 $ 1,417 $ 1,294 $ 1,320FISCAL $ 6AG and OAH Augmentation $ 81

$ 1,241 $ 1,504 $ 1,294 $ 1,320

FUND BALANCEReserve for economic uncertainties $ 1,154 $ 700 $ 2,490 $ 2,260

Months in Reserve 9.2 6.5 22.6 20.1

NOTES:

A. ASSUMES WORKLOAD AND REVENUE PROJECTIONS ARE REALIZED IN BY+1 AND ONGOINGB. ASSUME APPROPRIATION GROWTH OF 2% IN BY+1 AND ONGOINGC. INTEREST ON FUND ESTIMATE AT .3%

-

Department of Consumer Affairs

Board of OccupationalTherapy

Performance MeasuresQ1 Report (July September 2013)

To ensure stakeholders can review the Board's progress toward meeting its enforcement goalsand targets, we have developed a transparent system of performance measurement. Thesemeasures will be posted publicly on a quarterly basis.

PM11 VolumeNumber of complaints and convictions received.

PMl

_Actual

August

47September

132

Total Received: 242 Monthly Average: 81

Complaints: 206 I Convictions: 36

PM211ntakeAverage cycle time from complaint receipt, to the date the

complaint was assigned to an investigator.

September21

Target Average: 2 Days I Actual Average: 1 Day

-

PM3 I Intake & InvestigationAverage cycle time from complaint receipt to closure of the

investigation process. Does not include cases sent to the Attorney Generalor other forms of formal discipline.

September

270

68

Target Average: 270 Days I Actual Average: 90 Days

PM4 I Formal DisciplineAverage number of days to complete the entire enforcement process for cases resultinin formal discipline. (Includes intake and investigation by the Board and prosecution by

the AG).

September

540521


PM7 IProbation IntakeAverage number of days from monitor assignment, to the date the monitor makes first

contact with the probationer.

The Board did not contact any new probationersthis quarter.

Target Average: 10 Days I Actual Average: N/ A

PM8 IProbation Violation ResponseAverage number of days from the date a violation of probation is reported, to the date the

assigned monitor initiates appropriate action.

September

102


Department of Consumer Affairs

Board of OccupationalTherapy

Performance MeasuresQ2 Report (October December 2013)

To ensure stakeholders can review the Board's progress toward meeting its enforcement goalsand targets, we have developed a transparent system of performance measurement. Thesemeasures will be posted publicly on a quarterly basis.

PM11 VolumeNumber of complaints and convictions received.

150 PM1

I100 _Actual

50 • •0

October November December

Actual 105 41 42

Total Received: 188 Monthly Average: 63

Complaints: 159 I Convictions: 19

PM211ntakeAverage cycle time from complaint receipt, to the date the

complaint was assigned to an investigator.

3PM2

2

10

October November December

we Target 2 2 2

---Actual 1 1 1


-

~

PM3 I Intake & InvestigationAverage cycle time from complaint receipt to closure of the

investigation process. Does not include cases sent to the Attorney Generalor other forms of formal discipline.

PM3C>P ,"..- G

200100 ••

• •0October November December

Target 270 270 270Actual 54 52 101


PM4 I Formal DisciplineAverage number of days to complete the entire enforcement process for cases •.acllitincni

in formal discipline. (Includes intake and investigation by the Board and prosecution bythe AG).

600


____

PM7 IProbation IntakeAverage number of days from monitor assignment, to the date the monitor makes first

contact with the probationer.

12


PM8 IProbation Violation ResponseAverage number of days from the date a violation of probation is reported, to the date the

assigned monitor initiates appropriate action.

The Board did not report any probation violationsthis quarter.

Target Average: 10 Days I Actual Average: N/A

executive officer's report and possible board actionfeb 06, 2014 · date: february 4, 2014...

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