IOIA BOARD OF DIRECTORS CONFERENCE CALL MEETING (Full Board) Sunday December 9, 2001

AGENDA
Present: HB, SE, CKraynyk, BM, CKidwell, Mscoles, J G and J M
1. Approve agenda - Harriet Additions to the agenda. Add item 10.d. and Other Committees under 8(c)
2. Secretary's Report - Janine Motion made to approve the minutes of the Oct. 12 meeting. Stan moved and CK 2nded to approve.
3. Chair's Report - Harriet
4. Vice-Chair's Report - Stanley Stan asks that we add an item to BOD retreat agenda and discuss having dates more strictly scheduled for the year farther in advance, working up a protocol for when dates should be changed. Benefit might be better use of alternates.
5. Treasurer's Report - Brian Summarized Treas. Report. Reminds us that P/L is inflated for income by the invoicing of dues invoiced but not all collected. The Treas. Rep. is longer this time. Discussed one long-standing overdue invoice from a member who attended a training nearly a year ago. Add to BOD retreat a discussion of whether a policy is needed that absolutely does not allow anyone to attend a training if they aren't paid in full prior to the beginning of the training. Also discuss how non-payment of dues impacts membership status. Can members who have outstanding invoices retain membership status? BOD agrees to assign this to the Finance Committee to develop a policy for consideration at the BOD retreat. HB asks to be involved in the work. BM says Finance Committee has not been very active to date but this will be a good issue to stimulate discussion within the committee.
a. Balance Sheet, Profit/Loss Statement, Accounts Receivable Report, Budget vs. Actual
Budget 2002 Discussion Noted that legal fees are much lower than SE and Chip makes motion to offer John Amsden a choice of cap and/or T-shirt to show our appreciation for his free legal assistance. All agree that the budget line item should stay the same or increase, even though this year's experience with legal fees was much lower actual expense than projected. Add to BOD retreat agenda a discussion on payment methods and whether to offer a "cash discount" for members making payments not on credit committee. HB points out that the fact that no trainings lost money this year and our policies put in place to prevent this. We are running our organization in a responsible manner. SE asks if we need to look at a higher salary for ED; he points. HB asks if it is a problem for Budget Preparation if we increase ED salary during retreat. Add Staff Salaries to BOD retreat. In future, will not base starting salary on what the previous ED. Salary. Janine comes on call at 10:05 A.M.
5C.Budget 2002
Discussion in report on what needs to be increased. Harriet's comments include more for the ED and more for promotion, including Austin and other similar events, perhaps Biofach. This should be included in our business plan. Promotion increased to $2000 to cover a banner display and promotional material, as well as travel and expenses. General Agreement.
Membership Directory: sales lower than expected
Donations much lower than they should be. Brian suggests each board member take on the responsibility of raising $1000.00. Stan supports this idea, Harriet suggests we not budget for it but plan for extras we would like once we have it in hand. Harriet says this ties in with the importance of promotion, increased visibility will aid in getting donations, servicing members and increasing membership. Harriet points out that whenever we work with another organization we always put their names first. Why?
Interest: Brian wonders if this should be a budgeted item because it is so variable. Margaret points out that we are making as much in interest as we lose in credit cards charges. To be discussed at the board retreat.
Manuals: Margaret points out a change in that the number is way low, because we need to pay IFOAM for each manual, but will eventually keep a lot of the dollars from their sales and this amount has not been included as an income, only as an expense.
Dues: Brian suggests that dues increase be discussed at the retreat and he will present a rational for such an increase. Harriet discusses a three button shirt for sales as well as an IOIA patch, ACTION: She will fax ordering info and costs to Brian for discussion. Harriet putting together a business plan for a retailer training, OTA supporting the idea that we would be the trainers and organizers when they get requests for such trainings. Harriet projects that this would be a fundraiser for IOIA. Brian expresses some concerns.
Bank service charges: possible change of discount ordered for cash payments. Drew and others have expressed some concerns about this.
Board travel: much lower than expected. Harriet points out that promotion expenses are different than board travel. Margaret discusses details of board travel reinbursements. Harriet raises idea of IOIA having their own credit card. Margaret points out that both banks have offered. ACTION: Stan and Brian will follow up on a business credit card. Margaret will send info received in the office to date. Harriet suggests determining if multiple names on the card is a good idea.
Conference calls: we have been able to find a new service and we are saving money. Brian would like to check into using the internet for our conference call. Diane and Margaret have done some preliminary research with some difficulties. ACTION: Harriet will contact Diane and ask for a presentation at the board retreat. Harriet asks us to fill out inkind donations, and expenses so we can budget well and have historical records. Harriet suggests as board liaisons we should ask our committees to submit inkind time sheets. Committee Expenses: Margaret points out committees have not been submitting many expenses historically so it will be interesting to see if they do in 2002.
Employee Expenses: Increase in salary needed for Executive Directory and support staff. Clarification discussion. Regional Training Expenses understood. Postage increasing due to increase in business. Perhaps more electronic service may be available. Postage may increase domestically. Newsletter mailings increase slightly but international mail has increased greatly.

Professional fees: Harriet asks why we are not having an audit. Margaret points out this will include time back to 1997 so this will not be a simple task and our $1000.00 budgeted amount is about 1/3 of what it will actually cost. Harriet asks that we plan to have this done in the new year, as this may well assist grant applications. Margaret is proud of how well organized our financial records are.
Janine moves, seconded by Chris that an audit from 1997 - 2001 be included in our 2002 budget. Unanimously Carried Discussions of possible need for the Treasurer to be in attendance. Most likely that staff responsible.
Promotion: Harriet to get Brian a proposed budget by Friday.
Support staff: Margaret liked how it worked and recommends we continue as she outlined in her report. General discussion on details. Discussion of structuring of Retailer training, to protect Margaret's time yet direct funds to IOIA. As in our training plan, we want to meet the need without exceeding the need. Brian clarifies a concern expressed by Chip about promotional plans.
Telephone and Travel- discussed and general agreement. Margaret expresses appreciation for the time in addressing the details of the budget. Brian concurs. Margaret points out that if we ever start spending all that we have budgeted for we will not be in as healthy a position as we are now. We have done well but we can not continue to increase our expense items as we have in this budget.

Executive Directors Report: IFOAM reps need to be chosen at the BOD Retreat. Margaret uncertain that we have the resources to get it done. Harriet and Janine offer support to Diane & Margaret to get done what needs to occur to meet FSMPdeadlines.
Margaret discusses applicants and process. Robin's last day will be December 13th, .and we wish to offer her a parting gift. Moved Stan/Chip to give Robin parting gift as per Margaret's recommendation! THANK YOU ROBIN! GOOD LUCK in your studies.
IFOAM Meeting: Chip presents an observation on how we choose to be represented at such events. To be discussed at BOD retreat.
Training Managers Report accepted as presented. Harriet expresses appreciation for prompt completion of work.
Training Committee Report: Moved by Janine/Chip-Training Attendance 35 students maximum for credit with up to 5 to audit, maximum of 10 per small group, with a preference for 8. Carried. The board thanks the training committee for the speedy agreement on this new policy.
Progress on Training Coordinator draft contract and agreements: ACTION: Margaret to send TC Manuals to Brian, Chris and Joe as well as list of TC duties for both regional and IOIA trainings to all BOD members. ACTION: Janine to inform Training Committee that the BOD wants to finalize the draft TC contracts/agreements and so would like final feedback by beginning of January for board completion.
Improve wording for #5 & # 6. Chip comments that adding the word "inspector" jobs is more clear. Further discussion for clarity about competitive aspects with which he agrees. Chip expresses concerns about possibly micromanaging our training coordinators in terms of workload. Discussion around the preventative intent of this wording, designed to ensure quality in IOIA trainings. Joe raises peer review points. Discussion. Margaret offers additional wording to the TC agreement, that if TC's are approached to do a training they will recommend it be conducted through IOIA. Discussion of the parallels between this agreement as an IOIA approved TC, and the certifiers conflict of interest agreements. The TC will not perform….second sentence out. Suggested Lack of adherence to the contractual agreement, could lead to a reprimand placed in their file or probational status as a TC. Further word smithing to occur online. Stanley leaves and we thank him for his fine support of our efforts todate. Discussion of rational for spirit of agreement, to have TC's vet training requests through IOIA prior to any acceptance. Discussion of need to develop new materials for training that are copywritten by IOIA. Discussion of need for cosponsor TC evaluation format to change in order to increase incidence of evaluations being completed, including evaluation form for the training manager, co sponser and peer review as well. The actual documents will be clean and legal, we will also develop supporting rational documents as well. Brian suggests any promotional materials to be used for NON IOIA trainings our TC's conduct, should be vetted through IOIA prior to use. Discussion will continue.

Committee Reports: Chip gives the board a pat on the back for conducting the revote and how the results came in affirming our work. Chip reports that Merilee Irwin is now on the Accreditation Committee. Welcome Merilee and thank you. Janine mentions she recently met with Linda Kaner in Minneapolis at the Acres Conference and expressed the Board's appreciation for her time & work on this committee. We are hoping to provide her with increased supports to improve turn around time for communication on decisions. Accreditation Committee discussing whether an inspection season equals a year. Opinions?
Compensation Committee Report: Chip-Discussion and request that the training committee please consider incorporating into the curriculum discussion of fee guidelines and contract use in a consistent manner. The Compensation Committee plans to develop the material numbers.
Margaret raises issue of member being denied accreditation in one category, requesting contact to explain rational. Margaret presents her response to keep us informed. Janine suggests Margaret clarify with the member that Accreditation denial does not prohibit an inspector from conducting inspections in that category. ACTION: Margaret will connect (new support staff) and Linda to enable more prompt completion of the communication in the accreditation process.
Scholarship Committee: 2001 process reformatted, discussion of proposal development to promote a second scholarship for encouragement of international student applications. Margaret wishes to express her appreciation for the excellent work of the scholarship Committee. THANK YOU Rochelle Eisen, Chair, Robert Howe, Aaron Brin and Board Liaison Chris Kidwell! Harriet asks if the committee has considered approaching IFOAM to co-sponsor an International Scholarship. Margaret points out the international applicants demonstrate a different need for the scholarship, other than strictly becoming inspectors, more to develop the certification process in their communities.
Membership Committee Report- Chris: An online membership survey is being developed. Discussion of process and Margaret's work with what is being developed. Discussion of percentage of members on email. Directive from the board to the Membership Committee to strive to be as inclusive as possible. Chip expresses concern that the results will be squewed by only online member responses. Discussion that this could be a preliminary poll and we will look at the number of responses when giving weight to the issues and actions raised.
Re Certifier Liaison- ask all certifiers that if they wish to have a representative on the IOIA Accreditation Review Panel, please contact Marty Mesh with names. Chip follows up on his Liaison with OCIA, has conducted a positive meeting. Increased number of surprise inspections, good timing for training of sample collection, discussion of peer mentoring as a tool for improving inspector

Janine leaves meeting at 12:05 P.M. Quorum of 5 remaining,

Long Range Planning: Margaret will get copies of all booklets out to all BOD members.

Ethics Committee: Chris, JM 2nd to appoint Patti Bursten to Ethics Committee. Approved.

Financial Audit: BM notes that our SI shows having an audit in 2003 so we are ahead of schedule.
Items for Agenda: ChrisK asks to add changing Bylaws votes to mail out ballot only.
Policy Manual (may only be Emailed…will see how it goes.
BOD term limit discussion.

Alliance with other organizations: ChipK brings to suggestion whether it would be beneficial to ally ourselves with another organization (health insurance, travel benefits, etc. options). Refer to Membership Committee for research.

MS asks how to handle alternates at AGM ( decision made that IOIA will pay meals during the BOD retreat for any alternates who attend). She expresses her appreciation to the BOD for support during recent high-stress periods in the office. BOD members express desire to continue support in what ever way they can. She should ask BOD to share work whenever needed. She reports that she will notify Phoebe Amsden that she has been hired as Office Assistant.

Adjournment: Peace and Season's Greetings to All!
Respectfully Submitted.

Janine Gibson
Margaret Scoles