Minutes of 2003 Board Meetings

December 17, 2003
October 18, 2003
August 14, 2003
June 5, 2003
April 10, 2003
February 23, 2003
February 22, 2003 AGM
February 19, 2003

Board of Directors / Executive Committee Conference Call, December 17, 2003
8:00 PM Eastern Standard Time

Present:
Executive Committee: Ann Baier, Dag Falck, John Foster, Brian Magaro, Jack Reams.
IOIA Staff: Margaret Scoles.

Brian called the meeting to order at 8:05 pm EST.

Agenda Item #1 Approve Agenda
Move: Ann Second: Jack
Motion: Approve the Agenda.
Endorse: All

Agenda Item #2 Secretary's Report, Approval of Minutes from Oct. 18-20, 2003
Move: Jack Second: John
Motion wording: Approve minutes from Board Meeting and Retreat held October 18-20, 2003, with corrections discussed during this meeting.
Endorsed: All

a) Review of Action Points
We need to be sure to follow up on action points from previous meetings.

Action Points:
· Ann, Dag and Margaret will draft a message to Committee Chairs and email it to the rest of the Board.
· Each Board member will promptly address and send this message to the Chair of the Committee to which they are a liaison.
· Ann will transfer the list of action points from the Retreat to this month's minutes.
· Each Board member will verify which ones have been completed and which are still pending.

Agenda Item #3 Treasurer's Report

a. Current Balance Sheet
Business Plan Jack and Margaret commented on the financial reports and the proposed 2004 budget sent out ahead of this Board meeting.

b. Projected Year-End Financial Statement for 2003
At this time we anticipate a 2003 Budget Deficit at the end of the year.

c. Draft Budget for 2004
Discussion: The Board would like support of the Membership for their draft budget, and proposes to present different scenarios for balancing the budget at the AGM We are interested in engaging the membership in discussion in order to gain better understanding of their priorities.

Action Points:
· Jack and Margaret will be prepared to present the proposed deficit budget at the AGM. They will also prepare for discussion three fleshed out alternative scenarios for a balanced budget, including: a) Increased membership dues; b) Increased training income; c) Reduced expenses.
· Brian will place this on the agenda and the Board will review these scenarios at the February Board meeting.

Adjustment to proposed budget: Staff Raises
Discussion: The Board discussed an incremental raise each year for the Executive Director. An incremental raise is also planned for Phoebe, and is already reflected in the draft budget.

Moved: Jack Second: John
Motion wording: The salary of the Executive Director shall be increased by $1200 for the year 2004.
Endorse: All

d. Cash Flow Reports, Progress
Discussion: Half of our members have paid their dues as of this date. Year-end projections depend on how many members renew their membership. It is difficult at this time to assess the impact of raising membership dues on renewal.

e. Business Plan
Discussion: Jack reported that the draft business plan is in progress. We will consider this and related questions of fundraising at the next meeting.

Agenda Item #4 Executive Director's Report
Margaret submitted a written report before the meeting. Jack noted that IOIA is doing reasonably well financially thanks to Margaret's judicious management of limited funds.

Agenda Item #5 Training Reports
a. Training Manager's Report
Margaret prepared and distributed a written report before the meeting.

b. Regional Training Manager's Report
Lisa prepared a report that was distributed before the meeting.

Action Point:
· Margaret will thank Lisa on behalf of the Board for her clear and well organized report.

Agenda Item #6 Committees
There were no committee reports available for this meeting. Committee Reports are being published in the December newsletter.
a. Scholarship Committee Chair
Discussion: The Board thanked Rochelle for her long dedicated service and a job well done as chair of the scholarship committee. Nancy Ludwig has been recommended to be the new chair. It was noted that three of the four members are past scholarship members

Moved: Jack Second: John
Motion: Appoint Nancy Ludwig as Chair of the Scholarship Committee.
Endorse: All

b. Canadian Committee
Discussion: Dag is the Liaison to this committee. The current co-chairs, Rochelle and Jim Hudson, are resigning. The Board asked Dag whether he would be willing to serve as interim chair. John encouraged this scenario based on his recent experience of stepping in as interim chair of the Accreditation Committee. He reflected on how useful it was for him to have even interim experience in order to better understand the committee, and also because he was motivated to see things move forward and identify someone (other than a Board member) that would actively fulfill the role of chair so that the committee will function well. Dag agreed to serve as interim chair of the Canadian Committee.

Action Point:
· Dag will contact the outgoing committee chairs for the Canadian Committee and, with the Board's support, offer to serve as the interim chair of this committee.

c. Training Committee
Janine has notified the committee that she will be resigning from her position as chair of the Training Committee. It is not yet clear who will be the replacement.

Agenda Item #7 Certifier Involvement Policy
Discussion: If the Bylaws Committee is to propose a Bylaw to be voted on at the AGM, they must present it at least 45 days before the meeting at which is it to be voted upon.

Action Point:
· Margaret will contact Garry to clarify the timeframe for action related to communicating the Board's recommendations to the Bylaws committee with respect to Certifier Involvement and to Alternates to the IOIA Board of Directors.

Agenda Item #8 2003 Bylaws Amendment Ballot
Discussion: In order to have a quorum, 68 people must vote and the deadline for receiving ballots is December 20, 2003.

Agenda Item #9. 2004 AGM
AGM dates are as follows:
March 11-12: Advanced Training
March 13: AGM
March 14: All day Board of Director's Meeting.

a. Ballot and Nominations Committees
Discussion: As required by IOIA Bylaws, the nominations committee needs to provide a list of candidates for every vacancy on the Board at least 60 days before the election per Article 5 (3) (b) of the Bylaws. (This date is January 11, 2004 in anticipation of the March 13 AGM). The complete list of candidates will be posted on website and sent out by email, including short biographies of the candidates, and then sent out with by mail with the proposed bylaws amendment that must be sent out with the mailing at least 45 days before the AGM. Chris Kidwell has sent out an email to the committee, requesting that we recommend candidates. We would like nominees to be aware that if they are elected as a full Board member (not an Alternate), half their travel expenses to the AGM will be paid by IOIA. They will be expected to participate in the all-day Board meeting that will be held at the location of the AGM on March 14, 2004. A Ballot Committee of three members will be appointed from those attending the AGM in Costa Rica.

Action Points:
· Margaret will work with Chris Kidwell, Chair of the Nominations Committee, to be sure that we meet the deadline for presenting a complete list of candidates to the organization.
· John will send an email to Chris and other members of the nominating committee informing them of IOIA's travel reimbursement policy for newly elected Board members.

c. Cost to Members for the Annual Meeting
The Board approved a nominal registration fee for members attending the AGM. The main purpose of this is to create an accurate list of attenders who will be eating meals. IOIA will pay for lunch and dinner for all members attending (a cost of approximately $25 per person).

d. BOD meeting; Confirm attendance/participants/dates

The EC agreed to support Diane Cooner's attendance and participation in the AGM in the amount of $700. Her participation at the meeting may include such roles as newsletter reporter, photographer, presenter (website orientation refresher, report on the Fundraising Committee, etc.) and Ballot Committee.

Lisa will be at the AGM and Advanced Training as Regional Training Manager. There will not be a formal TC position for this training. She will be invited (not required) to give her RTM report in person to the Board meeting on March 14.

e. Direction for 2004
The Business Plan that Jack is developing will have some suggested directions in it. Further discussion can take place by email and at the next meeting.

f. Bylaws proposals
Discussion: At the retreat, the Board developed recommendations for Bylaws amendments which will be communicated to the Bylaws committee for consideration. The Bylaws Committee may then present proposed amendments as options to be voted upon by the membership.

Action Points:
· Garry will communicate the Board's suggestions regarding two bylaws proposals:
o Alternates to the Board of Directors
o Certifier Involvement

Agenda Item #10 2003 Annual Report
The Chair will prepare the Annual Report prior to publication of the next newsletter and the next BOD meeting.

Agenda Item #11 Set date of next BOD Meeting
Discussion: The Board may also consider a different (earlier) time of day.

Action Point
· Brian will ask Jack and Luis which days they can work for the next Board call, and communicate the selected date to the Board.

Brian adjourned the meeting at 10:56 PM EST.

Commitments to Action as of December 17, 2003
Agenda Item Person Action Timeline*
#2 Ann, Dag, Margaret Ann, Dag and Margaret will draft a message to Committee Chairs and email it to the rest of the Board. ASAP
#2 All BOD Each Board member will promptly address and send this message to the Chair of the Committee to which they are a liaison. ASAP
#2 Ann Transfer the list of action points from the Retreat to this month's minutes. Now
#2 All BOD Each Board member will verify which ones have been completed and which are still pending. ASAP
#3 Jack and Margaret Jack and Margaret will prepare to present the proposed budget with a deficit at the AGM. They will also prepare for discussion three fleshed out alternative scenarios for a balanced budget, including: a) Increased membership dues; b) Increased training income; c) Reduced expenses. BNM
#3 Brian Place budget scenario review on the agenda and the Board will review these scenarios at the February Board meeting. BNM
#5 Margaret Thank Lisa on behalf of the Board for her clear and well organized report. BNM
#6 Dag Contact the outgoing committee chairs for the Canadian Committee and, with the Board's support, offer to serve as the interim chair of this committee. BNM
#7 Margaret Contact Garry to clarify the timeframe for action related to communicating the Board's recommendations to the Bylaws committee with respect to Certifier Involvement and to Alternates to the IOIA Board of Directors. ASAP
#8 Margaret Work with Chris Kidwell, Chair of the Nominations Committee, to be sure that we meet the deadline for presenting a complete list of candidates to the organization. ASAP
#8 John Send an email to Chris and other members of the nominating committee informing them of IOIA's travel reimbursement policy for newly elected Board members. ASAP
#9 Garry Communicate the Board's recommendations regarding two proposed bylaws proposals:o Alternates to the Board of Directorso Certifier Involvement ASAP
#11 Brian Brian will ask Jack and Luis which days they can work for the next Board call, and communicate the selected date to the Board. ASAP
ASAP= As Soon As Possible BNM= Before Next Meeting

Commitments to Action Pending From the October 2003 Board Retreat
Agenda Item Person Action Timeline*
#3 Margaret, Brian, Jack and Dag Study needs related to accounting and reporting, costs and benefits of changes to the current methods and staff responsibilities and report back to the Board. Before the December meeting.
#4 Margaret Create and sign a written contract for IOIA database development with Sam Welsch. BNM
#4 Lisa Develop and maintain documented procedures to facilitate greater efficiency and consistency in the work of the RTOC committee. BNM
4 Lisa Provide the BOD with a copy of the 2004 TC Pool Agreement that includes the revisions from the previous version. Feb. Mtg.
#5 Brian Finalize and send a letter to Harriet to communicate the Board's decision regarding the copyright for the GORP Power Point Presentation. BNM
#5 Lisa Develop and maintain documented procedures to facilitate greater efficiency and consistency in the work of the RTOC committee. Ongoing
#5 Ann Draft a message to the RTOC and TC to express the Board's concerns about the appearance of the potential conflict of interest presented by having a majority of RTOC members (Janine, Chip, Harriet and Rick) also being TCs, and request that they address this concern. Send draft to Margaret, Lisa and Brian for review. BNM
#6 Margaret Develop an appeals procedure, taking into account input previously given by members.
#7 Brian Communicate with Chip, and rework the previous Certifier Script project into a new Certifier Survey project, bringing a proposed plan back to the Board for approval. BNM
#8 Margaret Make changes to the Policy Manual as discussed with the Board.
#8 Margaret Suggest that Diane include this as a highlight of minutes in the newsletter to inform the membership of this decision: We reaffirm the policy to limit certifier involvement on the Board of Directors even though it was not reflected by the majority of the membership in electing Doug Crabtree as an Alternate to the Board in February of 2003. We respect the membership decision to elect Doug and his participation as an alternate to the Board at this time. We recommend that this policy be proposed as a bylaw amendment, so that there is no potential for a discrepancy between policy and bylaws.
#8 Garry The Liaison to the Bylaws Committee will communicate the Board's recommendations related to Bylaws to that committee.
#8 Brian Place on future agendas: any further changes that need to be made as a result of changing the Certifier Involvement policy. For example:o Need for a new membership status? If an inspector is also in management, do we need a new membership category that has voting rights but not eligibility for election to the Board. o Further clarification of what we understand as the meaning of "Independent" in IOIA's name.
#10 Margaret and Lisa The Training Manager and Regional Training Manager will create appropriate Procedures Manuals and associated forms for Training, Training Coordinators, and Personnel (including a job descriptions for all relevant staff positions, such as Training Manager, Regional Training Manager and office staff positions). One these Manuals are established, staff will include any changes in their reports to the Board. BNM, then ongoing
R3 Margaret Remove the language on international membership fees from the Policy Manual. NM
R4 Garry and Margaret Work with Margaret to merge the new language from the Committee on Committees as amended by the BOD into the policy manual. NM
R5 Brian Contact Bob Howe as chair of the Communications Committee and get input from the membership regarding the following: The Board is proposing a phase out of the Alternate to the Board of Directors position, because it appears that we are not fully utilizing their capacities. The Board believes that the position of alternate is not the best use of human resources, and would like to promote active participation and tap our member resources in a more appropriate and productive manner. BNM
R9 Margaret and BOD Write a letter to CAPS providing BOD input and recommendations. Before November 14.
R9 Lisa Prepare report about CAPS activities after work. After Oregon, before next Board meeting.
R9 Jack Draft a rough draft of a business plan and email it to the Board and to Margaret in time for it to go out before the December Board packet. BNM
R9 Jack Send a draft of the marketing plan to the Communications committee. Jack will send a draft of the marketing plan to the Communications Committee. NM
R9 Brian Call Bob Howe for ideas on the communications committee to explore how we can ensure that the structure is in place to do marketing work. NM
R9 Brian Board liaison to the Communications Committee will communicate to Bob Howe to seek ideas on the Communications Committee's role in developing marketing work and to explore a possible change in the name and description of the committee. The current committee description clearly matches proposed marketing activities to a significant degree. Shall we rename this Committee to the Communications and Marketing Committee? Communicate the changes we propose and ask him to rewrite the description of committee responsibilities so that these can be updated in the policy manual and bylaws. For example, delete objectives 1B and 2D; rewrite 1C.
R9 All BOD Send an email to the Committee Chairs for which they are liaisons to gather information about how they see the work of their committee serving the membership. List these as benefits of membership. The communication should 1) Ask each committee to answer the question asked by the membership, "what have you done for me this year?" This is also to access how we are doing in terms of functioning committees. Opportunity to strengthen ties by going to each of the committees. And 2) ask committee chairs to provide annual budget reports and proposed budgets for 2004 for their committees By year's end.
R10 Margaret Distribute a volunteer log form to help people record their contributions to IOIA.
R10 Brian Take the BOD's suggestions to the fundraising committee for both grant projects and unrestricted donations.
R11 All BOD Review and provide suggestions for revision to Ann and John regarding revisions to the Personnel Policies.
R11 John and Ann Prepare a new draft of Personnel Policies to be reviewed at a future Board meeting.
R11 Brian Place the Personnel Policies on the agenda for a future meeting.
R12 Brian Write an email to the forum and inspector email list regarding the retreat. ASAP
General Brian Place on future agendas: Accreditation, RTOC, Certifier's Advisory Council, Training Cancellation Policy, Procedures (Personnel, Accreditation) and Policy Manuals.

Board of Directors / Full Board Meeting, October 18, 2003 Broadus, Montana
Present Board Members: Dag Falck, John Foster, Ann Baier, Jack Reams, Brian Magaro, Luis Brenes, Garry Lean
Present Staff Members Margaret Scoles (Executive Director) and Lisa Pierce (Regional Training Manager).

Brian called the meeting to order at 9:33AM.

Agenda Item 1. Approve Agenda
Motion made by: Jack Seconded by: John
Motion Wording: To approve the agenda as amended.
Endorse: All Board members present.

Agenda Item #2 Secretary's Report, Approval of Minutes from Aug 14/03
Motion: Luis Seconded by: Jack
Motion wording: Approve minutes for August 14, 2003 executive committee conference call as sent out by email (after incorporation of input from BOD members and staff).
Endorse: All Board members present

Agenda Item #3 Treasurer's Report
a. 3rd Quarter Financial Reports

Margaret presented the accrual basis Balance Sheets as of October 17, 2003, and quarterly summaries of income and expenses with comparisons to the budget.

Discussion: Understanding our financial status will facilitate good planning to carry out activities that support the mission while allowing the organization to maintain adequate cash reserves. With the intention of increasing efficiency and easing staff workload, the Board agreed that:
· It is important to regularly review our cash flow projection.
· The format of the reports must be in a clear and usable, such that they can be readily understood by Board members, and used to make good decisions and govern responsibly;
· Quarterly reports are sufficient (as opposed to up-to the minute for each Board meeting);
· IOIA will use only the Quickbooks accounting program to generate all needed reports and present information (in contrast to transferring information to Excel spreadsheets). To generate desired reporting capacity, the Quickbooks program must be set up with the IOIA budget and chart of accounts. The Board encouraged staff to seek technical assistance as needed to customize and utilize the capacities of this program to maintain the books and prepare all financial reports.

Moved: Luis Second: Garry
Motion: The BOD directs Margaret, Brian, Jack and Dag look into matters related to budgeting and financial reporting, taking into account the needs and capacities of office staff and Board members in order to create the clearest picture possible of IOIA's financial status for the Board to facilitate good planning for IOIA.
Endorse: All present.

Action Point:
· Margaret, Brian, Jack and Dag will form an ad hoc financial records task force to study IOIA's needs related to accounting and reporting, including the costs and benefits of changes to current methods and impact on staff responsibilities. They will report to the rest of the Board before the December conference call meeting.

Agenda Item #4 Executive Director's Report
Margaret presented her report including:
· Changes that have resulted in more efficient and cost effective newsletter printing and mailing;
· Agreement in principle on the elements that will be part of the written contract with Sam Welsh for database development that address the Board's direction from last meeting. Also an update on the database including the capacity to allow people to make changes directly, and access transcripts.
· Update on grant proposals.
· Montana Organic Conference: Margaret will teach a workshop on transition to organic farming on behalf of IOIA at the Montana Organics Conference in Great Falls, MT, for which IOIA will receive an honorarium and acknowledgement. This is being held in conjunction with a two-day training on organics for NRCS staff/Extension agents/Producers.
· Upcoming NOSB meeting in Washington DC. For future meetings, IOIA may wish to send a representative of IOIA and prepare comments that address the interests of our organization (inspection-related issues). If we cannot send someone, we can send written comments and that they be read.
· Canadian standards: Canada is developing national standards. In the interest of consistency and integrity in the certification process, IOIA should watch for appropriate ways to seek any needed changes to make these good standards. We need input from our members in other regions as we recognize that US and Canadian standards affect Latin America, China, and the rest of the world.
· Washington DC: IOIA had good representation and accomplished a lot by attending Expo East and OTA's congressional day in Washington DC in September. We met with Phil Margolis of OTA, Laura Morrison of OMRI, and Richard Mathews of NOP. At the regulatory update meeting, John and Harriet also spoke with Richard Mathews. It is our perception that he is very interested in engaging with IOIA, as he sees inspectors as a resource, with windows on the workings of the industry. We are providing important services (training, continuing education, professional development) that contribute to the certification process. We gained at least one supporting member to IOIA. In summary, there are many potential benefits of attending meetings; among them: new memberships, and donations of money and/or food. We need to have IOIA Board representation at large organic events.
· Bylaws amendment will go out with the membership mailing Nov. 1.
· Oregon Tilth annual meeting will be held in conjunction with IOIA's training in Wilsonville Oregon, Saturday Nov. 15, 2003.
· The next full Board conference call meeting has be rescheduled for Wednesday December 17, at 5PM Pacific Daylight time. (7pm Luis, 8pm Brian, 6pm Margaret, 5pm John, Ann, Dag, and Jack.).

Action Points:
· Margaret will create a written contract between IOIA and Sam Welsh for database development.
· The Board expresses appreciation to Diane for putting together the folder for the IOIA brochures with inserts.

Agenda Item #5 Training Manager's Report
a) Training Manager's Report
Margaret presented a written report October 8, 2003.
Upcoming trainings:
Oregon, Farm/Livestock/Process/Advanced, with associated CAPS meeting
Costa Rica: Advanced training
The Canadian Seed Institute (a certifier), in Ottawa, Farm training under discussion, not yet developed.
Canada: ACC Assiniboine: This livestock training will parallel the farm course established earlier and adapted to a distance learning format.

Discussion: Distance learning is a great opportunity for IOIA. On all trainings, it is important to have clear expectations, adequate compensation of TCs, and written contracts regarding copyright ownership. IOIA will need to develop standards for quality control and consistency in customized trainings.

1. IOIA's Open Training Policy
Discussion: Current policy states: "Trainings must be open to all qualified applicants. IOIA does not provide in-house, closed trainings." (p. 14. policy manual). The Board reiterated our intention expressed in the minutes from June 5, 2003 to change this policy to allow for customized trainings. The current policy keeps us from some approaches to fulfilling our mission "…to promote consistency and integrity in the certification process." The final decision about IOIA's Open Training Policy will take place after Retreat discussions that impact IOIA's training policy.

2. GORP Final Detail
Backgound: Harriet Behar requested that IOIA return to her the copyright of a PowerPoint presentation that she developed for the GORP training.

Moved: Dag Second: Jack
Motion: Respond in writing to Harriet's request to have the copyright for the GORP PowerPoint presentation returned from IOIA to her by explaining that the copyright in question has never been the property of IOIA. It is further understood that IOIA will not use the presentation without written permission.
Endorse: All

Action Point:
· Brian will send a letter to Harriet communicating the Board's determination regarding ownership copyright for the GORP PowerPoint Presentation.

b) Regional Training Manager's Report
Lisa presented her report and provided updates to her written report of September 30, 2003. The Florida training has now been approved. Wyoming training has been wrapped up. Lisa has spoken to Lidia Gaivironsky about receiving requests for training in Latin America. Lisa may subcontract directly with Lidia to assist in arranging regional trainings in Latin America.

1. TC Pool Agreement
Note: Luis, a TC, requested that it be noted in the minutes that he will not participate in the discussion due to the potential conflict of interest.

Discussion: Lisa described the changes she proposes for a new 2004 TC Pool Agreement form, and asked about IOIA policy regarding such agreements. The Board emphasized that IOIA procedures should allow for contracting only TCs who have a current TC Pool Agreement with all relevant attachments on file at the time of their application. The Board charged Lisa with making needed changes to create the 2004 TC Pool Agreement. The Board also requested that Margaret and Lisa revise the TC manual, develop a TC evaluation process and a flow chart of procedures. They should send these to the Training Committee for input, and finally, for bring them approval by the Board. Procedures must guard against potential conflicts of interest. For example, selection of future members of the RTOC might seek to balance the composition of the RTOC with TCs and non-TCs. The Board also acknowledged that it is important that the Regional Training Manager be closely involved with trainings, either as a TC or an observer, in order to have a clear sense of the work.

Action Points:
· Lisa will develop and maintain documented procedures, including a flow chart, to facilitate efficiency and consistency in the work of the RTOC Committee and the training process.
· Ann will draft a message to the RTOC and Training Coordinators to express the Board's concerns about the appearance of potential conflict of interest presented by having a majority of RTOC members being TCs, and request that they address this concern.
· Lisa will provide the BOD with a copy of the 2004 TC Pool Agreement that includes the revisions from the previous version.

Decision:
Move: Ann Baier Jack Second
Motion: The BOD approves the new wording of the TC Pool agreement. We recognized that a current signed TC Agreement and pertinent attachments must be on file before contracting a TC.
Endorse: All (except John who abstained due to his potential conflict of interest as a TC)

2. Curriculum and Program Subcommittee (CAPS)
Discussion: While subject matter expertise in organics is important, being a good trainer also includes good understanding of educational methodology, good communication and interpersonal skills. Problem: To date, the TC assignment has been such that most TCs tend to focus on preparing the content of the course and speakers, and this leaves them little time for the pursuit of good teaching methods. Solution: Develop IOIA core curriculum modules for each training course. The TCs will then customize the delivery of these modules for different audiences by providing examples appropriate to the context. Because many members of CAPS will already be in Oregon, this subcommittee will meet during three days to develop the core curriculum, beginning with desired learner outcomes and designing goals, then designing core elements and modules to achieve these. Lisa is the current chair of CAPS. Margaret is the recorder. John Foster, Ann Baier, Stanley Edwards, John Burns, Janine Gibson and Harriet Behar are members. Desired Products for the work of CAPS: A Curriculum Guide (mandatory) that outlines learning objectives and core elements; Binder of Resources including participatory exercises, quizzes, tests, etc.; and a TC Training Manual.

Moved: Brian Second: Garry
Motion: Allocate $1500 to the training budget to facilitate the development of CAPS and their work in developing an improved Training Curriculum, to be tracked in the "Training: Other" budget category.
Endorse: All, except John and Ann who abstained because of their participation on that committee.

Agenda Item #6 Committee Reports
a) Training Committtee
The most recent report from the Training Committee appears in the summer issue in the newsletter.

1. Policy on Appeals

Action Point:
· Margaret will develop an appeals procedure, taking into account input previously given by members.

b) Accreditation
1. Accreditation Committee Chair
John reported that he asked Jake Lewin about his interest and availability to serve on IOIA's Accreditation Committee. He is interested and available. He is a full time employee of Quality Assurance International (QAI).

Move: Luis Second: Garry
Motion: Accept Jake as a member of the Accreditation Committee, and appoint him to be chair of that committee.
Endorsed by all.

2. Certifier Representative on ARP
John approached John McKeon, full time certification staff with California Certified Organic Farmers (CCOF) about being the certifier representative on the Accreditation Review Panel. John has expressed interest in serving in that capacity, and has the full support of Brian Leahy, President of CCOF.

Moved: Ann Second: Brian
Motion wording: Accept John McKeon of CCOF as the certifier representative of the ARP.
Endorse: All

Action Point:
· John will communicate that the Board has approved Jakes's appointment to chair of the Accreditation Committee, and John's appointment to be Certifier Representative of the ARP.

The Board expressed their thanks to John for his work.

3. Progress on ARP
The Spring and Fall rounds of applications of IOIA accreditation have not yet been completed. Because the activity of processing these applications has been slower than is IOIA's policy, we anticipate the need for some shifting of roles within the committee to complete its tasks. The Board recommends that the chair of the Accreditation Committee (Jake) facilitate organization of the ARP to fulfill its functions in a timely manner.

Discussion: We need to address the concern about recognition of the value of accreditation (return on investment of effort to become accredited).

c) Bylaws
1. Proposed Amendments
The Bylaws committee is in the process of drafting a proposed Bylaw amendment about requirements to become an IOIA inspector member.

2. Mail Ballot
The proposed Bylaw amendment language will be sent to the membership for a vote in a mail ballot to be sent out with the dues renewal mailing November 1, 2003.

Agenda Item #7 Old Business: Certifier Script
Discussion: This project began before full implementation of the NOP and accreditation of certifiers. Recognizing the changed landscape these developments represent, the Board believes it is necessary to update this project and as a service to our membership. We will take the opportunity to provide supplementary information that is relevant to inspectors, such as criteria for hiring inspectors, and clarifying certifiers' processes from the time they receive the inspection report until the letter is sent to the client. In this way, IOIA can help address the issue of consistency in the certification process by facilitating good communication between inspectors and certifiers.

Action Point:
· Brian will communicate with Chip, and rework the previous Certifier Script project into a new Certifier Survey project, and bring a proposed plan back to the Board for approval.

Agenda Item #8 Certifier Involvement Policy
Discussion: The goal of this discussion is to decide whether to maintain the policy on Certifier Involvement, remove it or modify it. The current policy on certifier involvement reads "Certifier Involvement Policy: Due to potential conflict of interest, IOIA Board members should not hold Board of Directors positions or in-house staff or management positions with organic certification agencies." The Board has sought input from the membership regarding this policy. Based on the many comments received, the concern over conflicts of interest lies primarily with those positions with certifiers in which people make decisions related to selecting, hiring, reviewing and rehiring inspectors. The members who responded indicated little or no concern about in-house or employee inspectors who do not make decisions about inspector employment. The policy would be made clearer by deleting the words "in-house staff". Note: We understand by "management staff" the position with a certifier of one who manages inspectors, such as certification director or inspector coordinator.

Following an in-depth discussion on the nature of IOIA as an organization, the BOD reached consensus that IOIA is an organic inspector's association.

Moved: Luis Second: Jack
Motion: Change the policy on Certifier Involvement by removing the words "in-house staff". The policy will now read "Certifier Involvement Policy: Due to potential conflict of interest, IOIA Board members should not hold Board of Directors positions or management positions with organic certification agencies."

Action Points:
· Margaret will make changes to the Policy Manual as discussed with the Board.
· Margaret will suggest that Diane include this as a highlight of minutes in th newsletter to inform the membership of this decision: We reaffirm the policy to limit certifier involvement on the Board of Directors even though it was not reflected by the majority of the membership in electing Doug Crabtree as an Alternate to the Board in February of 2003. We respect the membership decision to elect Doug and his participation as an alternate to the Board at this time. We recommend that this policy be proposed as a bylaw amendment, so that there is no potential for a discrepancy between policy and bylaws.

Move: Luis Second: Jack
Motion: Board requests that the Bylaws committee write a proposed Bylaw amendment that raises the revised policy on Certifier Involvement to the level of a Bylaw.
Endorse: All

Action Points:
· The Liaison to the Bylaws Committee will communicate this and other decisions related to Bylaws to that committee.
· Brian will place on future agenda a discussion regarding any further changes that need to be made as a result of changing the Certifier Involvement policy. For example:
o Does IOIA need a new membership status? If an inspector is also in management, do we need a new membership category that has voting rights but not eligibility for election to the Board?
o Further clarification of what we understand as the meaning of "Independent" in IOIA's name.

Discussion: IOIA seeks to maintain better relations with certifiers who are listed as supporting or certifier members of IOIA..

Move: Luis Second: John
Motion: Create a certifiers' advisory council to the BOD that is made up of all supporting IOIA certifier members in good standing.
Endorse: All

Action:
· Brian will place on a future agenda: Inclusion of a list of certifier members on the IOIA website with a link to their website. Ask for Doug's input on this concept.
· Garry will communicate the Board's recommendation to the Bylaws Committee.

Agenda Item #9: 2004 AGM Date and Location, Final Confirmation
The 2004 Annual General Meeting (AGM) will be held on March 13, 2004 near San Jose, Costa Rica.

The proposed schedule is:
March 8, 9 or 10: Travel Day
March 9 or 10: Optional Board team-building day.
March 10 Day-long Board meeting; may be replaced by a shorter meeting the evening of March 12.
March 11 and 12 Advanced training (divide into two separate groups for coffee tour and other field trip) PM-Possible Board meeting in preparation for the AGM.
March 13 AGM
March 14 Board Meeting / Coffee Field Trip for non Board members
March 15 Travel day or other.

Agenda Item #10 Reformatted Policy Manual
Discussion: Margaret described how she reformatted the policy manual and proposed some changes. The Board reviewed the policy manual and identified several portions that should be part of procedures manuals for training, etc. It was also noted that the RTOC oversees all trainings, not just Regional trainings, and should therefore be named the TOC.

Decision: The Board directed Margaret to move highlighted verbiage to appropriate procedures manuals, and to write clear written definitions of "policy" and "procedure". The Board understands that procedures don't need to go into the policy manual, nor go through the document control procedures. They should, however, be available for review and input by the Board.

Action Point:
· The Training Manager (Margaret) and Regional Training Manager (Lisa) will create appropriate Procedures Manuals for Training, Training Coordinators, and Personnel (including job descriptions for all relevant staff positions, such as Training Manager, Regional Training Manager and office staff positions). Once these Manuals are established, staff will include any future changes in their reports to the Board.

The business meeting was not adjourned so that it could remain open for recording of decisions. . We decided to include items for discussion for discussion and decision from the retreat as part of these minutes. The items below are taken from items added to the business meeting from the Retreat Agenda.

Agenda Item #R1 Archives / Review of the Mission Statement and Goals
Discussion: It is the responsibility of the Board to keep the organization relevant and responsive to the changing environment in which we work. The mission statement is expressed and implemented through the organization's goals. We believe the Mission Statement is strong and reflects our current work in the world. We will make changes as needed to the Goals, in the spirit of tuning up an engine, so that they evolve to remain relevant and guide our activities.

Move: Ann Second Garry
Motion: Add to Goal #2: "and continuing education." and "Continue developing high quality training relevant to the organic certification process." #3 can be included in #1.
Endorse: All

Move: Brian Second: John
Motion: Include the Mission Statement, Vision Statement from the La Veta retreat and Goals, as amended above, in the IOIA policy manual.
Endorse: All

Agenda Item R2: Review of Strategic Initiatives
Margaret handed out the La Veta Strategic initiatives paper and a single page of IOIA Interview Highlights. The Board chose to focus on Training as the highest current priority. The Board reviewed these documents, noting that several items have been accomplished; several are in progress (with the work of CAPS being an important element); others need attention in the future (e.g. accreditation); and a few require reassessment to determine whether they should remain as strategies to accomplish IOIA goals (for example, ISO accreditation).

Agenda Item R3: Dues Increase
Discussion: In order for IOIA to be sustained and remain a viable organization, the revenue generated for member services needs to cover the cost of providing those services. The Board reviewed the budget, focusing on income and expenses according to their classification as training or membership services. Presently, IOIA is depending heavily on training to subsidize the organization's membership services-in the amount of $20,000 last year. The last dues increase was when the dues increased from $50 in 1996 to $75 in 1997. In the past six years, expenses have gone up. The increase from $75 to $100 represents a 5% annual increase over the past 6 years. Raising dues and communicating that change to the membership are important steps. The increment of increase is important. Several members have expressed concern about training large numbers of new inspectors for fear that they will create undue competition for inspection work. We recognize that some certifiers require membership in IOIA.

Move: Jack Second Luis
Motion: Raise 2004 Inspector Member dues to $100. Make hardcopies of the Directory and the Newsletter available for an additional charge of $12.50 for the Directory and 12.50 for the Newsletter. Send a communication piece with the invoice to IOIA members that includes the actual cost of membership services, and communicate the need to raise funds to cover the difference between the sum of dues changed and the actual cost of providing membership services. Request donations from members and suggest several options for closing the deficit, such as: 1) Pay an assessment of $2 per inspection; 2) Find a donor; 3) Bring in a new supporting member to IOIA, and accomplish the double benefit of outreach. (Promotional folders available upon request). If the difference is not raised, the dues will be increased next year to a level that covers the costs of current membership services at that time.
Endorse: All

Action Point:
· Ann and John will draft communication to accompany the invoice for membership dues.

Move: Luis Second: Jack
Motion: Remove the following language from the Policy manual: "Membership fees should reflect different postal and other communication costs. Our fee structure must reflect actual costs of international membership."

Action Point:
· Margaret will remove the language on international membership fees noted in the motion above from the Policy Manual.

Agenda Item R4: Committee on Committees Follow-up
Objective: Decide whether the proposals of the Committee on Committees will become part of the policy manual after reviewing these point by point. Each point will be either in, out or in with modification.

Move: Brian Second: Garry
Motion: Accept the work done by the committee on committees as amended by the Board, and implant these policies, as amended, into the policy manual.
Endorse: All

Action:
· Garry will work with Margaret to merge the new language from the Committee on Committees as amended by the BOD into the policy manual.

Agenda Item R5: Role of Alternates on the IOIA Board
Review the current role of Alternates on the Board current status. Decision if there needs to be modification.

Discussion: The BOD agreed to gather further information from the membership and the Bylaws Committee to examine the possibility of phasing out the position of alternates, including gathering information through the forum. We suggest bringing a proposed Bylaw amendment before the membership for a vote. Timeline: The Bylaws Committee would draft a proposed Bylaws amendment to be voted on by the membership at the next AGM. The amendment wording must be circulated to the membership at least 45 days before the vote.

Move: Jack Second: Garry
Motion: Direct the Bylaws Committee to develop a proposed Bylaw amendment which would phase out the position of alternates, to be voted on by the membership at the next AGM.
Endorse: All

Action:
· Brian will contact Bob Howe as chair of the Communications Committee and get input from the membership regarding the following: The Board is proposing a phase out of the Alternate to the Board of Directors position, because it appears that we are not fully utilizing their capacities. The Board believes that the position of alternate is not the best use of human resources, and would like to promote active participation and tap our member resources in a more appropriate and productive manner.
· Subject to findings of the above, direct the Bylaws Committee to draft a proposed amendment to phase out the position of Alternate to the Board.

Agenda Item R6: Policy #11 on Certifier Involvement (Transferred to this section of the notes above).

Agenda Item R7: TC Pool Agreement (Decision in the section above).

Agenda Item R8: Open training policy
Discussion: We are moving forward toward a proposed removal of IOIA's open training policy that is based on input from members, some of which is documented in the Food for Thought paper that Luis prepared for the June 5 Board meeting. The change is intended and expected to improve both the cash flow and relevance of IOIA. It will also address inspector concerns about training competition. The change helps us fulfill our mission. The whole BOD reaffirms the discussion and values expressed in the Executive Committee meeting minutes from June 5, 2003:
"After seeking disagreement or reservations, the EC agreed that we are ready to begin moving from an open training policy to one that considers in-house or customized training opportunities. The EC recognizes the BOD's role in assessing current directions of the organic landscape, and developing policies that keep IOIA relevant and responsive to the current state of that environment. Updating the training policy is consistent with IOIA's mission to provide quality training, and to promote consistency and integrity in the organic certification process. A policy change should be drafted with appropriate detail for consideration by the entire Board. We still recognize the value of open trainings, and will draft the new policy to provide appropriate incentives for open trainings over in-house or customized trainings."

Move: Jack Second: Garry
Motion wording: Remove the following sentence from the policy manual: "Trainings must be open to all qualified applicants; IOIA does not provide in-house, closed trainings."
Endorse: All

Agenda Item R9: Business Plan
Discussion: The Board discussed the elements of a business plan for IOIA. Our assumption is that this business plan is for internal use by the BOD and membership of IOIA, and that it will guide our work in the development and marketing of products and services. We discussed and brainstormed around:
1. Description of the business. Who are we? What are we doing? The answers to these questions are or will be reflected in the:
· Mission statement and Vision

2. Organizational Plan (description of what is in place)
· Organizational chart
· Strategic Initiatives
· List of products and services (trainings, distance education, continuing education, membership directory, website listing, newsletter, forum, technical support, book and product sales, other member services, a voice in the organic community for consistency and integrity, high standards for inspectors)

3. Marketing Plan (things we plan on doing)
· Demonstrate and communicate the value of this organization to the world.
o Financial sustainability through income generation and reinvestment
o Increased visibility
o Recognition of the importance of proper training and the role of inspectors in the industry; the value of IOIA-trained and member inspectors
· Improve training: basic (pre-requisite?) training curriculum in general principles and standards of organic production, processing and certification; basis for further steps toward advanced training.
· Consumer (learner)-centered focus: Training programs meet the needs of several distinct audiences: inspectors and potential inspectors, inspected parties (producers and processors), industry people, retailers, regulatory bodies, government agencies, certifier staff, collaborating organizations, consumer groups, etc.
· The work of CAPS will play an important role in the business plan.
· The Communications Committee may take on a greater function in marketing?

Action Points:
· Jack will send a draft of the marketing plan to the Communications Committee.

Move: John Second: Jack
Motion wording: Enhance the scope of the Communications Committee to include marketing as reflected in the IOIA business plan that is being developed.
Endorse: All

Action:
· Brian, as Board liaison to the Communications Committee, will communicate to Bob Howe to seek ideas on the Communications Committee's role in developing marketing work and to explore a possible change in the name and description of the committee. The current committee description clearly matches proposed marketing activities to a significant degree. Shall we rename this Committee to the Communications and Marketing Committee? Communicate the changes we propose and ask him to rewrite the description of committee responsibilities so that these can be updated in the policy manual and bylaws. For example, delete objectives 1B and 2D; rewrite 1C.

4. Financial Plan
· Projection/Timeframe (3-5 years)
· How much money do we need to support our desired level and quality of services IOIA provides to inspectors and to others?

Action Points:
· Brian will place review of the draft business plan on the December Board meeting agenda with the goal of developing a time frame and first steps.
· Jack will draft a rough draft of a business plan and email it to the Board and to Margaret in time for it to go out before the December Board packet.
· Each BOD member will send an email to the Committee Chairs for which they are liaisons to gather information about how they see the work of their committee serving the membership. List these as benefits of membership. The communication should: 1) Ask each committee to report on activities and how this work has supported the membership this year. This is also to access how we are doing in terms of functioning committees. Opportunity to strengthen ties by going to each of the committees. And 2) request that committee chairs provide annual budget reports for 2003 and proposed budgets for 2004 for their committees.

Agenda Item R10: Fundraising
We have a fundraising committee, with Diane Cooner as chair. Grantseeking is part of that committee's work. When we submit grants it is important to list matching and in-kind support. The Board acknowledged that it is important to keep records of the economic value of volunteer time, in-kind services, and other financial contributions (such as expenses for which reimbursment is not requested) that can help IOIA leverage additional funds in the future. Quantify and put a value to volunteer time and effort.

Action Point:
· Margaret will distribute a volunteer log form to help people record their contributions to IOIA.

The Board brainstormed fundraising ideas.

Action:
· Brian will take the BOD's suggestions to the fundraising committee for both grant projects and unrestricted donations.

Agenda Item R11: Personnel Policies (Employee Handbook)
Discussion: The Board shared comments based on their review of the draft employee handbook. They noted some sections that are not relevant to IOIA and other changes to be made.

Action point:
· All BOD members will review and provide suggestions for revision to Ann and John regarding revisions to the Personnel Policies.
· John and Ann will prepare a new draft of Personnel Policies to be reviewed at a future Board meeting.
· Brian will place this item on the agenda for a future meeting.

Agenda Item R12: Human Resources
Discussion: In order to use our human resources well and maintain mutual satisfaction, it is important to configure jobs to take into account employees skills and desires. The Board reviewed an inventory of current staff and contractors of IOIA. They currently include:
· Margaret Scoles, Executive Director and Training Manager, full time employee
· Lisa Pierce: Regional Training Coordinator, part time contractor, maintains own home office
· Phoebe Amsden, Support Staff for Training and Office Management, part-time employee.
· Dicee Harrison, Office Assistant, part time employee, minimal hours as needed for filing.
· Diane Cooner, Website Designer and Newsletter Editor, contractor.
· Dave Gardners, CPA, contractor to prepare IRS returns and payroll.

Action point:
· . Write an email to the forum and inspector email list regarding the retreat.

Debriefing Discussion
In this retreat we have assessed the current environment in the world related to organics, reviewed that work done at La Veta, linked current work to that. We reviewed the mission statement, and reviewed and updated goals. We developed a framework for a business plan, with some ideas for marketing and training. We examined IOIA's resources, policies and structures, including our financial status, human resources, Policy Manual and Procedures Manual. We have addresses every item on the list of agenda items given to us by the previous Board. We made a plan to create a vehicle for expanding relationships, addressed the Committee on Committees proposal, Certifier involvement on BOD and established the basic idea framework for a Certifier's Advisory Council to IOIA. We addressed the role of alternates to the Board, generated ideas for fundraising, made a decision about IOIA dues, addressed a key international membership concern, and developed a certifier involvement policy. We planned the AGM based on a membership decision to hold the 2004 meeting in Costa Rica, recognizing that 40% of our membership is outside the US. And of course, we covered the routine items of approving minutes, receiving and reviewing the financial report, ED and TM report, RTM reports.

We addressed and responded to all the membership concerns and issues that were brought to the attention of the Board by the membership up to one day before the meeting. Thank you to all of you for your time and thoughtfulness in providing input prior to the Board retreat. We discussed matters in great depth, taking into account the interests and concerns of the membership. We are honored to be working together in the service of the membership of this organization.

Adjourn: Brian adjourned the meeting at 8:15AM on October 21, 2003.

Commitments to Action
Agenda Item Person Action Timeline*
#3 Margaret, Brian, Jack and Dag Study needs related to accounting and reporting, costs and benefits of changes to the current methods and staff responsibilities and report back to the Board. Before the December meeting.
#4 Margaret Create and sign a written contract for IOIA database development with Sam Welsch. BNM
#4 Lisa Develop and maintain documented procedures to facilitate greater efficiency and consistency in the work of the RTOC committee. BNM
4 Lisa Provide the BOD with a copy of the 2004 TC Pool Agreement that includes the revisions from the previous version.
#5 Brian Finalize and send a letter to Harriet to communicate the Board's decision regarding the copyright for the GORP Power Point Presentation. BNM
#5 Lisa Develop and maintain documented procedures to facilitate greater efficiency and consistency in the work of the RTOC committee. Ongoing
#5 Ann Draft a message to the RTOC and TC to express the Board's concerns about the appearance of the potential conflict of interest presented by having a majority of RTOC members (Janine, Chip, Harriet and Rick) also being TCs, and request that they address this concern. Send draft to Margaret, Lisa and Brian for review. BNM
#6 Margaret Develop an appeals procedure, taking into account input previously given by members.
#6 John Communicate that the Board has approved Jakes's appointment to chair of the Accreditation Committee, and John's appointment to be Certifier Rep of the ARP. Soon
#7 Brian Communicate with Chip, and rework the previous Certifier Script project into a new Certifier Survey project, bringing a proposed plan back to the Board for approval. BNM
#8 Margaret Make changes to the Policy Manual as discussed with the Board.
#8 Margaret Suggest that Diane include this as a highlight of minutes in th newsletter to inform the membership of this decision: We reaffirm the policy to limit certifier involvement on the Board of Directors even though it was not reflected by the majority of the membership in electing Doug Crabtree as an Alternate to the Board in February of 2003. We respect the membership decision to elect Doug and his participation as an alternate to the Board at this time. We recommend that this policy be proposed as a bylaw amendment, so that there is no potential for a discrepancy between policy and bylaws.
#8 Garry The Liaison to the Bylaws Committee will communicate the Board's recommendations related to Bylaws to that committee.
#8 Brian Place on future agendas: any further changes that need to be made as a result of changing the Certifier Involvement policy. For example:o Need for a new membership status? If an inspector is also in management, do we need a new membership category that has voting rights but not eligibility for election to the Board. o Further clarification of what we understand as the meaning of "Independent" in IOIA's name.
#10 Margaret and Lisa The Training Manager and Regional Training Manager will create appropriate Procedures Manuals and associated forms for Training, Training Coordinators, and Personnel (including a job descriptions for all relevant staff positions, such as Training Manager, Regional Training Manager and office staff positions). One these Manuals are established, staff will include any changes in their reports to the Board. BNM, then ongoing
R3 Margaret Remove the language on international membership fees from the Policy Manual. NM
R4 Garry and Margaret Work with Margaret to merge the new language from the Committee on Committees as amended by the BOD into the policy manual. NM
R3 Ann and John Draft a letter to accompany the mailing to the membership mailing with notice of dues increase. ASAP for review and finalization by November 1
R5 Brian Contact Bob Howe as chair of the Communications Committee and get input from the membership regarding the following: The Board is proposing a phase out of the Alternate to the Board of Directors position, because it appears that we are not fully utilizing their capacities. The Board believes that the position of alternate is not the best use of human resources, and would like to promote active participation and tap our member resources in a more appropriate and productive manner. BNM
R5 Brian Subject to findings of the above action, direct the Bylaws Committee to draft a proposed amendment to phase out the position of Alternate to the Board. Dec.
R9 Margaret and BOD Write a letter to CAPS providing BOD input and recommendations. Before November 14.
R9 Lisa Prepare report about CAPS activities after work. After Oregon, before next Board meeting.
R9 Jack Draft a rough draft of a business plan and email it to the Board and to Margaret in time for it to go out before the December Board packet. BNM
R9 Jack Send a draft of the marketing plan to the Communications committee. Jack will send a draft of the marketing plan to the Communications Committee. NM
R9 Brian Call Bob Howe for ideas on the communications committee to explore how we can ensure that the structure is in place to do marketing work. NM
R9 Brian Board liaison to the Communications Committee will communicate to Bob Howe to seek ideas on the Communications Committee's role in developing marketing work and to explore a possible change in the name and description of the committee. The current committee description clearly matches proposed marketing activities to a significant degree. Shall we rename this Committee to the Communications and Marketing Committee? Communicate the changes we propose and ask him to rewrite the description of committee responsibilities so that these can be updated in the policy manual and bylaws. For example, delete objectives 1B and 2D; rewrite 1C.
R9 All BOD Send an email to the Committee Chairs for which they are liaisons to gather information about how they see the work of their committee serving the membership. List these as benefits of membership. The communication should 1) Ask each committee to answer the question asked by the membership, "what have you done for me this year?" This is also to access how we are doing in terms of functioning committees. Opportunity to strengthen ties by going to each of the committees. And 2) ask committee chairs to provide annual budget reports and proposed budgets for 2004 for their committees By year's end.
R10 Margaret Distribute a volunteer log form to help people record their contributions to IOIA.
R10 Brian Take the BOD's suggestions to the fundraising committee for both grant projects and unrestricted donations.
R11 All BOD Review and provide suggestions for revision to Ann and John regarding revisions to the Personnel Policies.
R11 John and Ann Prepare a new draft of Personnel Policies to be reviewed at a future Board meeting.
R11 Brian Place the Personnel Policies on the agenda for a future meeting.
R12 Brian Write an email to the forum and inspector email list regarding the retreat. ASAP
General Brian Place on future agendas: Accreditation, RTOC, Certifier's Advisory Council, Training Cancellation Policy, Procedures (Personnel, Accreditation) and Policy Manuals.
* At least two weeks before the next Board meeting=BNM
At the next meeting=NM

Board of Directors / Full Board Conference Call, August 14, 2003
Present Board Members: Dag Falck, John Foster, Ann Baier, Jack Reams, Brian Magaro, Luis Brenes, Garry Lean
Present Staff Members Margaret Scoles (Executive Director)

Brian called the meeting to order at 8:11 PM EDT.

Agenda Item #1: Approve Agenda
Motion made by: Ann Seconded by: Dag
Motion Wording: To approve the agenda as amended.
Endorse: All Board members present
Decision Summary: The Board approved the agenda as amended.

Discussion: Board members reported that they found the hardcopy Board packet helpful, and thanked the staff for preparing and sending it out. Board members will receive both electronic and hardcopies of the packet, except Luis who will receive it only electronically. Staff (Diane Cooner and Lisa Pierce) and Board Alternates will receive only an electronic copy unless they request a hardcopy.

Agenda Item 2: Secretary's Report, Approval of Minutes from June 5, 2003.
Ann requested that Board members respond with approval or suggested edits to the minutes within two weeks of them being sent out. Those present at the meeting/call are responsible to comment on, and approve the minutes.

Action:
· Ann will flag the email as high priority by typing BOD PRIORITY in the subject line.

Moved: John Second: Jack
Motion wording: Approve minutes for June 5, 2003 conference call as sent out by email (after incorporation of input and corrections from BOD members and staff).
Endorse: All Board Members Present
Decision Summary: The Board approved the minutes from Executive Committee Conference Call of June 5, 2003.

Agenda Item 3: Treasurer's Report
Discussion: Jack presented current financial reports including a projected net income/expense for the rest of the year. These reports anticipate a probable deficit, which will need to be met from existing reserves. Jack commented on the budget vs. actual to-date, and emphasized the need for the Board to look at the work of IOIA and keep the organization strong. The Board retreat will provide an opportunity to look at strategies with respect to organizational mission, program activities and budget. Board members expressed their sentiments with respect to the role of Board members in fundraising, and agreed that each member brings talents to support the work of the organization in a variety of ways. In order to facilitate a flow of ideas for the retreat, Brian encouraged the Board to begin sharing ideas by email, and offered to collect, compile and categorize them.
Move: Jack Second: Ann
Motion wording: Accept the Treasurer's report (including and the Profit and Loss Statement) as presented.
Endorse: All
Decision Summary: The Board accepted the Treasurer's report as presented.

Agenda Item 4: Executive Director's Report
Margaret provided a written report before the call. She reported that the IRS tax return has been completed as required, dividing expenditures into primary work (education) and secondary (administrative expenses).

Montana Organic Conference. In response to ED report item 5, the Board gave approval for IOIA to assist in coordinating the Montana Organic Conference and receive compensation for facilitation work and a transitions workshop. Compensation of $1000 plus expenses will be paid to IOIA through AERO (Alternative Energy Resources Organization). The Board approves this, with the expectation that Margaret will do this work during regular IOIA office hours. AERO will also hold a separate training event in Great Falls for NRCS personnel and extension agents on Dec. 3-4, funded by an OFRF grant.

Move: Jack Second: Dag
Motion wording: Approve IOIA's participation in the Montana Organic Conference, with compensation of $1000 plus expenses.
Endorse: All
Decision Summary: The Board approved IOIA's participation in the Montana Organic Conference to be held this fall.

OTA QAC. Clarification on ED Report item 10: QAC stands for Quality Assurance Council. A correction was noted in line 4. The sentence should read "non-voting member of OTA's QAC" (not IOIA). Margaret suggested that IOIA staff and members of the Board discuss this in Washington D.C. with Phil Margolis, new president of OTA.

Actions:
· Margaret will set up an appointment with Phil Margolis to talk about the QAC Inspector Subcommittee when we are in Washington D.C.
· Margaret will ask Arthur if a mission statement exists for this committee. If it exists, Margaret will send it to the Board members (Brian, John and Ann) who will be in Washington D.C.
· Margaret will send the OCC consensus project document to the Board. Those who have time are encouraged to respond to the OCC Consensus Project.

Membership Database. ED report item 11: IOIA's goal is to develop a database that meets all of IOIA's needs. For further details see item #3 in the June 5 ED report referring back to April's ED report. The Board stressed that the contract with Sam Welsch must be written carefully to include pertinent details of compensation/access to IOIA training, acknowledgement, database design, access and IOIA's ability to manage it, even if that means we need to change our server to create that capacity.

Actions:
· Margaret and IOIA staff will proceed with database development in a manner that enables the database server to be in IOIA's possession and control.

The Board thanked Margaret for her report.
Training Committee. Board Liaison Ann reported on the August 11, 2003 conference call of the Training Upgrade Steering Committee and their proposal to form the Curriculum and Program Subcommittee (CAPS), whose objective is to develop a uniform curriculum and program materials for IOIA trainings. Margaret wrote and distributed minutes to those participating in that meeting.

Moved: John Second: Jack
Motion wording: The Board endorsed the development of the CAPS committee, a subcommittee of the training committee.
Endorse: All

Action:
· Training Committee Board Liaison Ann will request a report from the Training Committee that includes CAPS conference call and activities by October 9, 2003, to include content from their next conference call (anticipated in early October).

RTOC (Regional Training Oversight Committee). There are now six members on the RTOC, including the recent (Spring 2003) additions of Billy Hunter and Ann Baier. The decision to include new members was timely for a decision on TCs for the Oregon Training to be held in November 2003, as many of the other members of the ROTC had applied to be TCs and could not vote on the selection due to their interests.

Agenda Item 5: Training
a) Training Manager's Report
Margaret submitted a written report and made a few verbal comments. Lisa's first evaluation will occur in September. IOIA will keep her on as a contractor.

1. The Board will address IOIA's open training policy on our next meeting's agenda. This will include a discussion of custom trainings, and may encompass groups beyond inspectors and certifiers. Margaret reported that she contacted the folks in New Hampshire to explore a pilot custom training project. She has not received a response from them to date.

2. GORP
The BOD reviewed the attorney's opinion on the GORP contract: Based on the original contract for this work, IOIA is not bound to pay, nor would it be legal for IOIA to pay contractors for the work they did that was not described in the contract. The Board directed Margaret and Brian to draft a letter to GORP contractors resolving contract issue.

Action:
· Margaret and Brian will draft a letter to the GORP contractors to clarify the situation, and will circulate the letter to the Board.

b) Regional Training Manager's Report
Lisa Pierce submitted a written report on her work.

Item 6: Committee Reports

a. Training Committee Report
There was not Training Committee report for this meeting. As noted above, Ann will request the Training Committee's report from the committee chair for the next meeting.

b. Accreditation Committee Report
John reported that he is still working on finding a chair of the Accreditation Committee. He reported back that Drew Stuckey declined to serve at this time. The next step is to approach Arthur Harvey to serve as Accreditation Committee Chair. Jake Lewin is interested but needs to know more about the responsibilities. John will notify the BOD regarding identification of the certifier representative and other Accreditation Committee and ARP members. The certifier representative on the ARP should preferably not be an inspector.

Actions:
· Margaret will contact Arthur to see if he will be chair of the Accreditation Committee.
· If Arthur declines, John as interim chair of the Accreditation Committee will continue his efforts as listed above.
· John will call Linda Kaner and ask her what he can do to encourage her to move forward on the current set of accreditations, and inquire about her intentions about her role as chair.

Future Agenda Item: Appointment of a chair of the Accreditation Committee (to replace John as interim chair).

Discussion: The accreditation process is currently slower than we would prefer. People in the fall of 2003 round of accreditation applications have received their certificates, but have not yet received their letters.
c. Membership Committee Issues: Margaret wrote an article that appeared on the front page of the June newsletter to discuss issues of membership in IOIA. The Membership Committee has communicated their concern that our current requirements for Inspector Membership are unrealistically demanding, such that they are inhibiting would-be new inspector members from joining IOIA. Inspector membership requirements need to be revisited and revised as soon as possible. Revision of bylaws requires written notification to the membership at least 45 days in advance of a vote. Notice of a proposed bylaws change could be sent with the dues mailing in November.

Decision: The Board supports the Membership Committee's proposal to the Bylaws Committee for a bylaws change to soften the requirements for inspector membership to facilitate experienced inspectors becoming members. The Board encourages prompt action by the Bylaws Committee to address the suggestions of the Membership Committee as soon as possible, and to develop a proposed Bylaws amendment.

Action:
· Board Liaisons to the Membership (Brian) and Bylaws (Garry) Committees will communicate the Board's position to their respective committees.

Future Agenda Item: We will address items on both agendas, and integrate them as appropriate. For example, we may incorporate IOIA's open training policy into the agenda item on Training Upgrade. The retreat will focus on developing a Business Plan.

Old Business
Item #7: Certifier Script
This item is on the agenda for the October business meeting.

Agenda Item #8: BOD retreat
a. Agenda. The Chair is developing an agenda and encourages the Board to comment. Certifier Involvement Policy #11 will be on the October 18 business meeting agenda. Margaret will solicit input from IOIA members who hold in-house management or Board of Directors positions with certification agencies regarding IOIA's policy of certifier staff membership and eligibility to serve on the IOIA Board.

b. Attendance
Discussion: The Board discussed the possibility of inviting alternates to the meeting and/or retreat and decided to invite their input in advance of the meeting instead. We also discussed Lisa's role and the Board's desire for her input with respect to training, as training policy development is a major topic for the retreat.

Moved: Jack Second: Garry
Motion: Invite Lisa to attend and participate in the Board retreat in October 2003.
Endorse: All
Decision: The Board agreed to invite Lisa Pierce to participate in the retreat.

c. Confirm travel details
All air tickets have been purchased. The Board expressed appreciation to Margaret for her diligent work in making economical travel arrangements to bring the Board to Broadus.

d. Preplanning
The Board agreed to share relevant thoughts by email in preparation for the Board meeting and retreat.

Agenda Item 9: 2004 AGM Location
The presence of in-country members and capacity to assist in organizing the IOIA annual general membership meeting indicate that Costa Rica will be the best location for next year's AGM.

Item 10: Presentation of Operational Flow Chart
Kudos to Garry for developing this excellent chart!

Item 11: Fundraising
The Board agreed to bring together ideas for IOIA's longer term fundraising strategy.

Action:
· Margaret will send ideas out by email.
· Board members brainstorm ideas for fundraising strategy components.
· Brian will compile information he receives, as noted above in Agenda Item #3.

Item 12: Reformatted Policy Manual
Margaret sent out a reformatted policy manual. The Board recognizes the need to develop a procedures manual, separate from the policy manual (whose policies require a Board vote).

Actions:
· Margaret will send out a hardcopy of the reformatted policy manual before the retreat.
· Board members will review their commitments to action from all Board meetings since February 2003, follow up and prepare to report, and advise Brian to add items to the next meeting's agenda, as appropriate.

Future agenda items:
· Policy manual and procedures manual; distinguishing items suited to each.
· Follow up on Actions from previous meetings. Review of action points from the Board's previous meeting(s) will routinely be addressed on the agenda of the next meeting. This will include review of draft personnel policies and other relevant items.

Item 13: Adjournment
Brian adjourned the meeting at 12:11 AM Eastern Time.

Commitments to Action
Agenda Item Reference Person Action Timeline*
#2 Ann Flag the email as high priority by typing BOD PRIORITY in the subject line. ongoing
#2 All BOD BOD members present at that meeting respond within two weeks ongoing
#4 Margaret Set up an appointment with Phil Margolis to talk about the QAC Inspector Subcommittee when we are in Washington D.C. at Expo East. Sept. 1
#4 Margaret Ask Arthur if a mission statement exists for this committee. If it exists, Margaret will send it to the Board members (Brian, John and Ann) who will be in Washington D.C. Sept. 1
#4 Margaret Send the OCC consensus project document to the Board. Those who have time are encouraged to respond to the OCC Consensus Project. ASAP
#4 Margaret and IOIA staff Proceed with database development in a manner that enables the database server to be in IOIA's possession and control. Ongoing
#4 Ann Request a report from the Training Committee that includes CAPS conference call and activities by October 9, 2003, to include content from their next conference call (anticipated to be held in early October). September
#4 Brian and Garry Board Liaisons to the Membership Committee (Brian) and Bylaws Committees (Garry) will communicate the Board's position to their respective committees. ASAP
#5 Margaret and Brian Draft a letter to the GORP contractors clarifying the situation, and will circulate the letter to the Board. ASAP, BNM
#6 Margaret Contact Arthur to see if he will be chair of the Accreditation Committee. If Arthur declines, John will contact Mike Wise to see if he would like to serve. BNM
#6 John Call Linda Caner regarding timeliness of progress on accreditation applications and inquire about her intentions about her role as chair. ASAP
#6 Liaisons Communicate with your respective committees. ASAP
#8 Margaret Solicit input from our members who hold in-house management or Board of Directors positions with certification agencies. BNM
#11 Margaret Send fundraising ideas out by email. BNM
#11 All BOD Brainstorm ideas for fundraising strategy components. BNM
#11 Brian Compile information he receives regarding fundraising. BNM
#12 Margaret Send out a hardcopy of the reformatted policy manual to Board members. BNM
#12 All BOD Each Board member will review their commitments to action from all Board meetings since February 2003. Follow up, prepare to report, and advise Brian to add relevant items to the next meeting's agenda. BNM

Future Agenda Items
Item# Meeting. Item Sponsor Introduce/Discuss/Decide
#6 October business meeting Accreditation Committee Chair position. John Discuss/Decide if appropriate
6. #6 Retreat IOIA's Training Policy, in conjunction with the Training Upgrade. Margaret, Ann Discuss
7. # Retreat IOIA Business Plan. Jack Introduce, Discuss
8. Business Meeting or Retreat Review the policy manual, and discern which items should become part of the new procedures manual. Margaret Introduce, Discuss, Decide
9. October Business Meeting Follow up on Commitments to Action from previous meetings. All BOD, Brian As appropriate to each topic.
10. October Business Meeting Review draft personnel policies. John, Ann Discuss, Decide

Board of Directors / Executive Committee Conference Call, June 5, 2003
Present Board Members: Dag Falck, John Foster, Ann Baier, Jack Reams, Brian Magaro, (all executive committee members)
Present Staff Members Margaret Scoles (Executive Director)

Brian called the meeting to order at 8:00 PM EDT.

Agenda Item #1: Approve Agenda and Second List
Motion made by: Jack Seconded by: Dag
Motion Wording: To approve the agenda and second list as amended.
Endorse: All Board members present

Discussion: It will save time on the calls if BOD members give feedback about the agenda by email ahead of time. Margaret will continue to send out the second list along with the draft agenda. For this meeting, Second list item #6 is incorporated into the Regional Training Manager's report.

Agenda Item 2: Secretary's Report, Approval of Minutes from April 10, 2003, Decision on format of minutes.
Secretary's report: The secretary listed to the CDs of our last meeting and offered these observations: The discussion was very thorough, thoughtful and respectful. Decisions were made carefully after consideration of all discussion points. The BOD may be able to work through topics with greater clarity and efficiency if the person named for that item leads the discussion by first stating the topic, explaining the main issues, describing the decision to be made, if any (including any circumstances that may influence the timing of that decision), and reminding the group of the estimated timeframe for the discussion. Because many of the BOD are new, it will be helpful to ask Margaret or another appropriate member to give a brief historical synopsis of the issue or project and the work done to date. Such background information can provide valuable perspective, including issues that may be sensitive or controversial. When faced with a complex decision (one with policy implications or far-reaching impacts of the future of IOIA), it may be helpful to explore different scenarios. When an immediate decision is not imperative, we may ultimately save time by deciding sooner to let a topic season until the next meeting, or until we have further information.

Action:
· The Executive Committee (EC) suggested that Ann put make this an action point for all BOD members.

Discussion: The EC acknowledged Margaret for getting information out to the Board two weeks ahead of this meeting. Having it arrive at the same time in advance of the meeting helped us come prepared for this call. Thank you, Margaret! Having information early has several layers of benefit. Being able to read things ahead of time affords time for mental digestion. If there is something in the written material that causes one to feel so motivated as to respond earlier, they have the opportunity and are encouraged to do so. We need a common expectation about what it means to come prepared. Is it to work on the issue to the point of making a final decision? To come to the meeting prepared to discuss the issues? This will depend on the topic and timeframe for decision-making. It would be helpful for us to develop a format for information going out by email. We can look at Garry's and Luis' work to date as models, and continue to refine a format to include background information, recommendations for further action or decision.

Margaret noted that Diane Cooner will no longer print the entire minutes in the newsletter, but will post them on the members only section of the website, and will pull out highlights for the newsletter.

Move: Ann: Second: John
Motion wording: Approve minutes for April 10, 2003 conference call as sent out by email (after incorporation of input from BOD members and staff).
Endorse: All

Decision Summary: Approve the minutes from the full Board Conference Call of April 10, 2003.

Motion: Jack. Second: Dag
Motion wording: Move that we accept the format as developed and presented by Ann.
Endorse: All

Decision Summary: Accept the meeting minutes format as developed by the Secretary.

Item 3: Treasurer's Report
Jack presented his report. No outstanding issues were noted. No decision was needed at this time. Jack stated that we are fairly well on track for our budget, and Margaret reported net income to be positive at this time, due to most of the Maine training income received but very few expenses paid for that training. At the retreat, we will look at trends in IOIA's budget, momentum for positive cash flow into the future, and the implications for our organizational direction.

Item 4: Executive Director's Report
Margaret provided a written report, and offered to answer any questions.

Discussion:
Personnel Policies: IOIA does not currently have, and needs to establish clear, written personnel policies that address all relevant aspects of employment.
Action:
· Ann and John will draft personnel policies for IOIA to be approved by the Board.
· Margaret will send an example of wording to Ann and John.

Taxes: The accountant filed an extension for IOIA's taxes. This may be due to the accountant's interest in spreading his workload over time. Margaret will ask why.

Newsletter: Diane will be putting the newsletter out. Deadlines are stated to be Feb. 1, May 1, August 1, and Nov. 1, but have actually been more flexible. This one will be a summer solstice issue.

Meetings attended: Margaret reported that going to Austin for the NOSB meeting and OTA tradeshow was worthwhile, both in terms of networking and financially for IOIA. She also commented on the value of having BOD members present to share the work. John reflected on his experience in Austin and offered the observation that attending such meetings will be especially useful as we move toward broadening IOIA's training opportunities. IOIA can market training opportunities for private industry representatives at trade shows such as Washington this September and OTA next spring in Chicago. It was noted that the NOSB meeting is in the third week of October, not scheduled in conjunction with the trade show.

Item 5: Training
a) Training Report and Update
Margaret submitted a written report as Training Manager. She reported on her proposed involvement in the organic conference in Montana in October. IOIA may put on a workshop in the afternoon to cover transitioning to organic agriculture for Extension and NRCS personnel with respect to the use of EQIP funds for organic farming practices. It does not seem that IOIA will be running this training. Instead, IOIA will bill the project and will be reimbursed at the rate specified in the grant.

With respect to IOIA trainings, Margaret noted that contracting training coordinator positions can be more or less efficient and cost-effective, depending on who is hired.

Grant Proposal Opportunity: Margaret reported that Deborah Brister of ISEES, who has been the presenter for IOIA/ISEES aquaculture training, has approached IOIA to be a collaborator in a proposal to OFRF for an Organic Aquaculture Inspection Manual/Curriculum. The deadline for grant proposal submission is July 15, 2003. ISEES will write the proposal and send it out for our review. We will hold a brief conference call to approve submission of a joint grant proposal on behalf of IOIA and ISEES. ISEES focuses on lower food chain species. If successful, the project will provide training materials and materials to sell.

b) Regional Training Manager Report
IOIA's new Regional Training Manager, Lisa Pierce, submitted a written report. The EC noted that the report was dated for the meeting at which it will be presented, rather than when it was actually prepared. IOIA has not yet received an invoice for Lisa's services. While she began working regular hours in June, she has been doing some work since the beginning of the year. The first invoice is anticipated to cover all work to date.

c) IOIA's open training policy
The Board expressed deep appreciation to Luis for putting together the paper and discussion on IOIA's Open Training Policy, and thanks to Doug and Harriet for their input.

After seeking disagreement or reservations, the EC agreed that we are ready to begin moving from an open training policy to one that considers in-house or customized training opportunities. The EC recognizes the BOD's role in assessing current directions of the organic landscape, and developing policies that keep IOIA relevant and responsive to the current state of that environment. Updating the training policy is consistent with IOIA's mission to provide quality training, and to promote consistency and integrity in the organic certification process. A policy change should be drafted with appropriate detail for consideration by the entire Board. We still recognize the value of open trainings, and will draft the new policy to provide appropriate incentives for open trainings over in-house or customized trainings.

Customized training opportunity: Margaret reported that she was recently contacted by the New Hampshire Department of Agriculture regarding their need for a processor inspector training by early-mid fall. The EC expressed their support for Margaret to explore the opportunity to provide in-house processor training for New Hampshire DAMF as a pilot for this type of training. It is understood that this training is experimental, and will inform our efforts to develop a new training policy that broadens IOIA offerings beyond open trainings.

Motion: Ann Second: John
Motion wording: The EC authorizes Margaret to explore The New Hampshire DAMF processor training for early fall 2003 as a pilot in-house training. The Board recognizes that this approach to training differs from IOIA's current open training policy. We are proposing amendments to expand the Open Training policy, and will look to the experience with this pilot training to inform the process of policy revision. A decision should be made regarding the policy at the next full BOD meeting in August.
Endorse: All

Decision Summary: The Board authorizes Margaret to explore an opportunity to provide an in-house training as a pilot project to inform IOIA's future training policy.

Actions:
· In preparation for a discussion on developing a broader training policy, all BOD should review IOIA's current Regional Training Policy on page 16 of the Policy Manual.
· Create a steering committee to develop draft policy for discussion and consideration by the BOD. Brian will draft an email, send it to the EC for review, and then post it to the BOD to explain the proposed policy direction and ask for volunteers to a Steering Committee to draft an expanded policy for review and approval by the full Board. Brian will first contact Luis first to see if he is willing to be Chair of this steering committee based on his initial work on the subject.

RTOC: We briefly reviewed the role of the RTOC to oversee all trainings. The committee currently consists of Chip, Harriet, Janine, and Rick. Ann is applying to join this committee. The RTOC reviews training requests, including number of people, location, sponsor, and timing, and reviews the TM or RTM's recommendation of TCs, taking into account trainee requests, if any.

d). GORP Training
The Board discussed the issue as outlined in Margaret's report regarding the contract between Harriet / Joyce / IOIA and the OTA for development of GORP curriculum, and considered whether any further action by IOIA was warranted. After discussion about the lack of clarity about contractual agreements and the fiscal impact of the relative lack of demand for GORP training, the EC decided to seek a legal opinion regarding IOIA's obligation, if any, to pay an invoice for additional hours spend in developing GORP curriculum that do not appear in the contract. The BOD needs more information in order to make a decision at the next meeting.

Action:
· Margaret will get a legal opinion regarding IOIA's obligation to compensate of work done on the GORP curriculum that was not specified in the contract.

Item 6: Committee Reports
Margaret is writing an article that will appear on the front page of the newsletter to discuss issues of membership in IOIA. She will invite an opinion or include a quote from Doug on the topic.

a. Training Committee Report
Ann acknowledged receipt of draft report and emails through which the Training committee is refining their training policies.

Action:
· Ann will talk with Janine to verify that we have the final version of the Training Committee's report by July 30 (before the Board call to be held in August).

b. Accreditation Committee Report
The Board accepts Chip's resignation from his position as chair of the Accreditation Committee. Per IOIA Bylaws, it is the duty of the BOD to elect a new chair and AC members and to approve members of the Accreditation Review Panel (ARP). The EC reviewed responsibilities of the Accreditation Committee and ARP. Accreditation applications are accepted with two deadlines per year. ARP members then receive a packet of applications and scoring sheets. They review materials and issue a numerical score based on the program. The chair of the ARP totals all scores, and inspectors who receive at least 500 points are eligible for IOIA accreditation. There are occasional conference calls. Time commitment consists of 1-2 hours per file. There may be 1 and 10 files to review at a time.

The EC agreed to seek two candidates so that we can vote on a certifier representative to the ARP. The EC encourages broader participation of the IOIA membership on committees, and seeks members who will serve with efficiency and promptness. Accreditation may assist certifiers in finding more broadly qualified inspectors.

Action:
· John will ask Arthur if he is willing to serve as chair of the Accreditation Committee. (John will serve as interim chair until another chair is identified.); approach Drew Stuckey to determine his interest in serving as chair of the ARP; talk to a certifier candidate and get in touch with Brain or Margaret within a week; and coordinate the recruitment of other candidates for this committee.
· Margaret will thank committee chairs for their reports.

Future Agenda Item:
· Election of members and chairs to the Accreditation Committee and Accreditation Review Panel (ARP).

Old Business
Item #7: Certifier Script

Discussion: Chip sent a letter to the Board. The Board will respond by Dec 4, 2003. The Board needs to review materials related to this topic.

Action: Thank Chip for his input.
The original script out to BOD members, as decided at last meeting.

Moved: Ann Second: John
Motion wording: Form a steering committee to address the certifier script project and come to a decision by December 4. This committee will include Dag, Ann, and Brian, with Dag taking the lead.
Endorse: All

Action:
· Ann will thank Chip for his input and ask him for a copy of what he proposes to publish regarding the certifier script.

Item 8: Role of Alternates on IOIA BOD
Item 9: Policy #11 on Certifier Involvement

The EC decided to move Agenda items 8 and 9 to the Board retreat agenda.

Item 10: Confirm 2003 BOD retreat dates/format
Meet 18-20th: One day of Board meeting and two days of retreat. Margaret suggests adding a recreational day on the end of that. Coordinate airports! Margaret recommended the Billings, MT airport for the BOD retreat, but also suggested that folks check out Rapid City, SD. Travel to Broadus will be worked out accordingly, either by picking up BOD members or having them rent a car. Brian has outlined a proposed format for the Retreat: conduct a Board meeting the first day and keep the meeting open throughout the retreat in case there are further issues to act upon.

Action:
· BOD members please give Margaret an update on their proposed travel plans by July 1, 2003 so that she can help coordinate transportation to Broadus from the airport(s).

Item 11: Membership Dues Increase
Discussion: The EC acknowledged that it is the role of the Board to set membership dues, and agreed that an increase in dues is in order. We need to decide the amount of that increase and when it should take effect. It will be useful to look back at any feedback on this topic in the membership survey. The Board will come to a decision no later than the Retreat. Margaret will provide background information including a list of membership services that have been added over the past few years, even as the dues have not increased. Supporting member dues should be lower than inspector member rates.

Action:
· Margaret will prepare a list of membership services as background information to inform the Board's decision on membership dues.

Item 12: Inspector Liability Insurance
Margaret explained the research she has done regarding provision of liability insurance for IOIA members, and her conclusion that it is not possible for IOIA to provide this service at a reasonable cost to its membership at this time. The EC agreed not to pursue this topic further, and that it would be appropriate to include an article in the newsletter to a) inform the membership of the research done on this topic; b) list alternative options we are aware; and c) outline risk management strategies that inspectors can follow to reduce the possibility of legal action related to the inspection work they do.

Action:
· Margaret will ask Diane to include a lead-in note in the next newsletter, "Coming soon: an article on Inspector Liability and Risk Management Strategies.

Item 13: Forms Project
Discussion: Margaret requested direction from the EC regarding the forms project. Margaret sent out Montana's forms that have been developed with input from a variety of sources. The EC concluded that the forms project is of little utility at this time in history. Accredited certifiers have their own forms now, and inspectors must use the forms provided by each certifier. Some certifiers may have benefited from IOIA's efforts in the past year or so. Contracts to help certifiers develop forms may be part of future in-house trainings by IOIA, or may provide inspectors with work opportunities for which they can draw from their experience. In conclusion, the Board does not endorse further efforts on the forms project. We have some interest in IOIA staff spending a limited amount of time in cleaning up the forms templates.

Alternatively, there may be a role for IOIA to produce an updated Inspection Guide that will provide a useful tool to increase the consistency of inspector trainings, and produce a saleable product. We should discuss the possible benefits (IFOAM name recognition, investment in developing the project) and limitations (less control over editing and use of material with a shared copyright, profit sharing, coordinatio