Minutes of 2004 Board Meetings
December 16, 2004
September 30, 2004
August 19, 2004
May 20, 2004, and followup June 17, 2004
April 15, 2004
March 14, 2004
March 13, 2004 - Annual General Membership Meeting
February 19, 2004

Board of Directors / Full Board Conference Call, December 16, 2004
8:00 PM to 10 PM. Eastern Standard Time
Board and Staff Members Present: Ann Baier, Luis Brenes, Dag Falck, John Foster, Garry Lean, Brian Magaro, Jack Reams, and Margaret Scoles (staff)
Brian called the meeting to order at 8:08pm EDT

Agenda Item #1 Approve Agenda
Decision:
Motion: Jack Second: John
Motion wording: The agenda was approved as written above.
Endorse: All

Agenda Item #2 Secretary's Report
a. Approval of Minutes from Nov.18
Discussion: Review of the minutes from last meeting was done with less pre-meeting review than is typical. Decision:
Motion: Dag Second: Garry
Motion wording: The minutes were approved as amended.
Endorse: All
b. Review of Action Points
Discussion: Several Board members acknowledged that there are action points pending. Encouragement was given to do the work we have committed to.
Action Points:
· All Board members review and complete pending commitments.

Agenda Item #3 Training Issues
a. Training Oversight
Discussion: Training Oversight has been a topic of discussion in the last several meetings of the BOD. The Training Implementation Plan was approved at the November 2004 meeting with the specific methods of oversight to be decided later. Ann presented proposed procedures for oversight of IOIA's Training Program. Other BOD members offered input. The IOIA Board is ultimately responsible for oversight of all activities carried out by the organization. A membership organization, IOIA values the contributions of volunteer committees. We also value input from other stakeholders insomuch as they further the mission of IOIA. The BOD receives information from different bodies that have distinct roles and responsibilities with respect to the tasks essential to carrying out IOIA Trainings. The Training Oversight Procedures (described in the attached table and diagram) outline the roles and responsibilities for oversight of various individuals and bodies. In summary,

· IOIA BOD is responsible for the business aspects of training. Staff and Training Committee report to BOD, mainly through the Board Liaison for Training.
· IOIA staff are responsible for coordination of trainers in carrying out the training tasks. Staff report directly to the BOD, primarily through the Board Liaison.
· IOIA Training Committee is responsible to oversee and implement feedback on training quality. The Training Committee reports to the Board through goals and annual reports.

This plan was developed with the following objectives:
* Provide appropriate oversight of the IOIA Training Program
* Define Roles and Responsibilities, Reporting and Review Procedures
* Carry out Training work with professional promptness, clarity, and efficiency
* Manage conflicts of interest
* Serve the needs of IOIA clients
* Make appropriate use of IOIA's Human Resources including staff, contractors, and volunteer Board and committee members, according to their interests, expertise and availability.
* Revise the Committee structure to eliminate the two former subcommittees and reinvigorate the Training Committee as a functioning entity.
* Invite all interested members, especially those who had participated on the CAPS and TOC sub-committees members, to become active in the Training Committee. Recommend that the Training Committee develop goals each year that are consistent with IOIA's strategic directions. (For example, invite the Training Committee to offer input into the criteria for Trainer evaluation, including grievance procedures.)
* Develop, as part of the Oversight Plan, written procedures, manuals, job descriptions, guidelines and evaluation criteria for staff, Trainers and Trainings. These components should receive BOD review and approval.

This Training Oversight Plan will be in effect on an interim basis for the next two months until the February 25, 2005 BOD meeting. During that period, we invite input from all interested IOIA members. We are open to all comments and will amend the Oversight Plan (described here and supplemented by the appendices to these minutes. Description, Table, and Diagram) as needed until it is finalized at the February meeting. The BOD noted that several components of this Oversight Plan have already been approved as part of the Training Implementation Plan presented to the BOD by staff at the June meeting and discussed at subsequent meetings.

Decision:
Motion: Ann Second: Garry
Motion wording: Approve the IOIA Training Oversight Plan, including the division of roles and responsibilities as described above and in the attached appendices.
Endorse: All
Action Points:
· All BOD carefully review the above Plan and provide input.

b. Curriculum & Professional Development
This item is only on the agenda because we agreed that it would stay on as part of the live agenda. No further discussion is needed at this time.

Discussion:
Lisa has developed the Guidebook for the IOIA Training Program and the Cosponsor Manual and associated documents. These are already being used in their current form. Lisa sent these to the Board in early November. BOD review is urgently needed, as they need to be formatted into their final form around January 1, 2005.

Action Points:
· Margaret will forward these documents to the Board again by email.
· All Board members will respond to Lisa about these documents as soon as humanly possible.

Agenda Item #4 AGM Issues
a. Implementation of 2004 First/Second Alternate Bylaw Amendment
Discussion:
Brian contacted both the alternates whose terms will be continuing past the next AGM. Both said they would be willing to participate as alternates. Karen Troxell is available to serve. Ann Lameka said she would be spending time in a rural area without reliable access to a phone such that it may be difficult for her to participate in conference calls. For that reason, the BOD will recommend to the membership that Karen will serve as first alternate until the 2006 election. This recommendation for how to fill the positions of first and second alternate positions still needs membership approval.

Action Point:
BOD will ask the membership to approve appointment of Karen Troxell and Ann Lameka respectively as the First and Second Alternates.

b. BOD meeting/retreat for 2005
Discussion:
Margaret needs input regarding in-person BOD meetings. The BOD of IOIA has historically met in person in the Fall, often at Expo East, and other times in La Veta and Broadus. This year we did not meet in person apart from the AGM. Budget was a consideration in this decision. Next year we will need to budget for travel expenses for Karen, as first alternate, and for half the travel expenses of newly elected BOD members. The Board discussed plans to meet for two days following the 2005 AGM. Each Board has decided how to meet. An in-person meeting will be particularly important as there will be a change in Board composition as a result of the upcoming election.

c. Nominations Committee

Discussion:
The nominations committee is making progress on developing a slate of Board candidates.

Agenda Item #5 Long-range Planning: Continuation of Action Point and Action Plan for 2005
a. Summary Report Update

Discussion:
Luis was not able to have a draft prepared before this call, and recommitted to prepare a draft Case by the first of the year for distribution for review by the Board before the next meeting.

Action Points:
· Luis will send a draft case study to the Board by January 1, 2005.

Agenda Item #6 Training Manager's Report
a. Update on Additional Training Fee changes
Margaret discussed the fee structure as written in her report. As requested by the BOD at last meeting, the fee schedule for Cosponsor Managed trainings was simplified and now includes a surcharge on Trainer Fees to be used for professional development.

Agenda Item #7 ED Report
Discussion: The Accreditation Committee is not responding to applications in a timely manner.
Mike Wise is not responding to Margaret's attempts to contact him. We should consider reassigning certain responsibilities for accreditation such that the work can be completed.

Judy is emailing and calling every member that has not yet renewed. The response has been positive, with several renewals having paid dues. She will continue to work on this.

Margaret may be switching conference call services according to the best rates available, and will provide the number to the BOD before each call.

IOIA will receive grant funds (about $4000) from an NRCS project via a subcontract with AERO to do organic training and resource development for NRCS. Working with the NRCS on projects in MT last year and this year helped IOIA get a great letter of support for our grant proposal to CSREES.

Agenda Item #8 Adjournment
The Chair adjourned the meeting at 9:02 pm EDT.

Appendix A
Description of Training Oversight
IOIA Training Manager (staff) and International Training Manager (currently a contractor) are responsible for planning, implementation and evaluation of Trainings, including selection of Trainers and signing of contracts with Trainers and Cosponsors, and development of training materials including but not limited to draft manuals and guidebooks and curricula. ITM, Lisa, manages cosponsor-managed trainings and reports primarily to the TM (Margaret) but also directly to the BOD where appropriate. In some cases, similar oversight is needed for both Lisa and Margaret. Margaret manages IOIA-managed trainings and reports to the Board. Reporting consists of: Training Summaries (summaries of each training), Quarterly Training Reports (include summary and analysis, participant statistics, income and expenses, and summary of quality improvement recommendations), and draft Annual Reports to the Liaison for review and the BOD for reference. In addition Quarterly Contract Reports (Contract information and evaluation--confidential) go to the Liaison for review. Both TM and ITM submit relevant draft training materials for to the Training Committee for comment, and to the BOD for approval.
IOIA BOD Liaison for Training is responsible for facilitating relevant communications to the BOD after reviewing reports and communications from the Training Managers and the Training Committee. (Due to confidentiality of information in reports, active Trainers are not eligible for this Liaison position).
IOIA Training Committee is responsible for feedback on training quality. Volunteer members of this Committee develop committee goals, receive draft materials related to training quality from the TM and ITM, and provide input, ideas and recommendations to the TM, ITM and to the BOD.
IOIA BOD is responsible for oversight of the business aspects of training. IOIA Staff and Training Committee report to BOD, mainly through the Board Liaison for Training. The BOD reports to the membership, presenting the Annual Training Report at the AGM.

Appendix B TRAINING OVERSIGHT PLAN FLOW CHART OF REPORTING PROCEDURES [in .pdf format]

Board of Directors / Full Board Conference Call, September 30, 2005
8:00 PM to 10 PM. Eastern Daylight Time

Board and Staff Members Present Sept 30, 2005 Ann Baier, Dag Falck, John Foster, Garry Lean, Brian Magaro, Jack Reams. Staff: Margaret Scoles.

Agenda Item 1: Approve Agenda
Moved: Jack Second: Ann
Motion: Approve the agenda as written.
Endorse: All

Agenda Item #2 Welcome John Foster's return
John explained that the position he held (the one that raised the possible appearance of a conflict of interest with his service on the Board of IOIA) has been eliminated after its brief existence. He has returned to organic inspection and review work.

Agenda Item #3: Financial Issues
a. Business Plan
b. 2005 Dues Discussion

Action Point:
a. Jack will circulate the business plan draft within the next 10 days.
Discussion: A decision about dues must be made prior to completion of next year's budget. This year we have been responsive to the expression of need for education heard at the AGM. Funding for some curriculum work in the new year may be covered by grants (see ED report below). Some expense line items will need to increase in 2005, for example, reprinting of the IFOAM Manual.

We considered the possible impact of raising dues on membership last year. Last year we apparently lost a few members because of the dues increase. When questioned, Margaret reassured them the assessment was voluntary. Some paid an assessment in a lump sum; some paid it incrementally; some not at all, and others simply gave donations. Margaret wrote either invoices of the assessment or receipts for donations, as appropriate for individual records.

Margaret presented some options for 2005 dues in her report for this meeting. We discussed costs of inspector membership, and printing of newsletters and directories. Because the per copy cost of printing newsletters increases with smaller numbers, IOIA did not have a net savings this past year. An inspector contact (phone/fax/email/location) list could be printed in one newsletter and included as a benefit of membership. If inspectors want a hard copy of the entire directory, it could be provided for a charge that would cover IOIA costs of printing and mailing. The idea of the assessment is intended to increase ownership and participation in the organization. By lowering the voluntary assessment to $1 per inspection, it may be possible to raise the same amount of money if an increased proportion of membership participates.

Moved: Jack Second: Ann
Motion: Set inspector membership dues for 2005 at $100, including the hardcopy newsletter. Within one issue of the newsletter will be an IOIA membership contact list. Full hardcopy membership directories will be available for $15. The full hardcopy membership directory will continue to be a membership benefit for certifier members. IOIA will request a voluntary assessment of $1/inspection from inspector members.
Endorse: All

Agenda Item #4: Long-range Planning
Continuation of Action Point
Long range planning is an important part of the Board's work; part of every meeting.

Action Point:
· Brian, Dag and Luis will continue efforts to categorize and prioritize goals for long-range planning and will copy the IOIA office in those communications.

Agenda Item #5 Secretary's Report
a. Approval of Minutes from Aug 19

Moved: Jack Second: Garry
Motion: Accept the minutes from the August 19 2004 BOD conference call as revised (9/29/04).
Endorse: All except John, who abstains. (He was not present at the past meeting).

b. Review of Action Points
Encourage attention to action points pending.

Agenda Item #6 Training Manager's Report
a. Training Implementation Plan
Margaret discussed highlights of the written report with respect to upcoming trainings, their enrollment, budget expectations and management requirements. While the ISO training required a large investment of time and effort, it is important as a membership service and a boost to IOIA's credibility and relevance in the eyes of certifiers who are sending people to this training. More than 20 inspector members expressed interest, and 10 are taking it at this first opportunity.

b. Revision of Lisa's contract Margaret asked whether, given the new extended timeline for the Training Upgrade work, whether the BOD wanted Lisa's contract revised. Brian directed her to simply update the hard copy in the file.

c. Curriculum development
CAPS: The status of CAPS is unclear. It is our understanding that this was an ad hoc subcommittee of the Training Committee. CAPS is no longer active and has no Chair. Staff are focusing on improving administrative procedures. Still, curriculum development is a critical part of IOIA's work and development and should remain on upcoming agendas.

Agenda Item #7 Committee Reports
a. Latin American Committee.
The Latin American Committee needs a Chair.

Action Point:
· Ask Luis whether he can lead the search for a new Chair for the Latin America Committee.

b. Canadian Committee
Dag reported that there is a proposal in the organic community to create a coalition-a partnership that acts as a single connection point to serve as a link between the organic sector and government once new Canadian standards and an organic regulation are in place. Many people think the standards themselves should not be law, but referred to in the regulation so that the process of revisions of the standards become less encumbered. Canada is trying to learn from the NOP experience in the US. An independent Canadian OTA is being formed which is expected to replace the existing OTA Canadian Council. Canada OTA will be linked to the North American OTA as a sister organization.

c. Training Committee
Letters went out on behalf of the Board from Ann as BOD liaison to the Training Committee and from Margaret on behalf of the staff to TOC and Trainers regarding changes to the composition of the TOC and the Training Implementation Plan, respectively. The two Trainers who have been on the TOC and provided input into the decision about TOC members of the Board gave feedback on the content of the letter, especially with respect to the decision-making process. The Board recognizes that the process of coming to these administrative decisions has been long, and that delays in feedback after input was provided may have impacted how people felt about these policy drafts.

Action Point:
Ann, as BOD liaison to the Training Committee, will draft three letters in response to the individuals who provided specific input, and to the TOC who was copied in their responses. The Board wishes to recognize the importance of these individuals' contribution to IOIA and respond to their concerns. Also, the Board still is receiving input about the form oversight will take.

d. Training Oversight
Discussion: While the decision has been made to discontinue simultaneous service of Trainers on the Training Oversight Committee in order to resolve potential conflicts of interest, we have not yet established clear procedures for training oversight. The possibilities under discussion are to retain the TOC (without Trainers), change its procedures, or establish a new oversight body.

Action Point:
· The EC will meet to decide how oversight will be configured. They will take into consideration the input they receive from committee members.

The Board recognizes the need to review its role with respect to Committees.

Agenda Item #8 Executive Director's Report
Margaret reported on the following, as outlined in her written report:
a. Hiring- Office Assistant
b. Confirm dates: 2005 AGM, BOD retreat. The Annual meeting will be Saturday March 19, 2005.
Jack and Marlene have invited the BOD to dinner. (Thank you, Jack and Marlene!)
Need to draft a new Bylaw Amendment proposal with respect to the first alternate position, with rationale.
c. Bylaws Issues for AGM
d. Membership Committee work in progress (Letter to ACAs and SCAs)
e. RMA grant report (funded)
f. CSREES grant report (not funded)
Margaret will meet with Tom Brewick of CSREES when she is in Washington regarding a possible future proposal.

Action Point:
· Garry will draft a new Bylaw to be set forth by members' petition with the goal of getting some discussion into the November newsletter.

Agenda Item #9 Adjournment
Brian adjourned the meeting at 10:12 pm EDT.

Board of Directors / Full Board Conference Call, August 19, 2004
8:00 pm to 10 pm Eastern Daylight Time

Board and Staff Members Present May 20, 2005 Ann Baier, Luis Brenes, Dag Falck, Garry Lean, Brian Magaro, Jack Reams. Staff: Margaret Scoles.

Agenda Item 1: Approve Agenda
Moved: Ann Second: Jack
Motion: Approve the agenda.
Endorse: All

Agenda Item #2 Financial Report
Budget vs. Actual 2nd Quarter

Discussion: August and September are months of the year during which IOIA typically experiences lower cash flow. This is due largely to the seasonal schedule of trainings. Our reserves are currently below the desired level of $20,000. The Board is not willing to entertain the idea of a line of credit for operating expenses. In order to plan well for next year's budget, we will need to set membership dues for 2005 in advance of when notices are to be sent out, November 1. Dues will be on the agenda of the September Board meeting.

Motion: Dag Second: Garry
Motion wording: The Board accepts the financial reports.

Action Points:
· The Board decided to change the following meeting dates. We will meet on September 30 instead of September 16, and November 18 rather than October 21. All BOD members please mark your calendars accordingly. The meeting time will remain the same: 8:00PM Eastern Time (standard or daylight savings time, as commonly observed in most states in the United States.)
· Jack will circulate business plan ideas to the Board with respect to IOIA's financial status to be reviewed in preparation for the September 30 BOD meeting.

Agenda Item #3: Secretary's Report
Approval of Minutes from May 20 and June 17, 2004
Review of Action Points

Motion: Garry Second: Jack
Motion wording: Approve the set of minutes that covers BOD conference call meetings held May 20 and June 17, 2004 (the final revised version as sent out via email by the Secretary at 4:42 PM Pacific time August 19, 2004).

Action Points
· Board members are reminded to review action points from all past meetings and complete those that are still pending.

Agenda Item #4: Long-range Planning
Discussion: This is a continuation of Action Point from 14March04 minutes: Summarize and recommend 3 or 4 organizational priorities and specific goals or products that we will have accomplished by next year's AGM.

Priority goals may include:
Financial solvency for IOIA.
Stronger recognition of IOIA's training program by certifiers. Steps toward this include a training upgrade and development of procedures. If funded, the pending grant proposals (CSREES and RMA) would provide support for doing some of the proposed work on training.
Better relationships with certifiers. IOIA has a good relationship with those organizations whose inspectors and staff we have trained in the past.
Organizational development: Creation of an additional 501(c )(6) would provide options for professional membership services not currently provided under our current separating into 501(c)(3), such as group insurance.
International Relevance: Expand IOIA's relevance with respect to EC regulations; maintain activity in IFOAM, as relevant. This may involve connecting with a European organization.
Advisory Council

The Board will decide upon priority goals and first steps or milestones to be accomplished by the next AGM.

Action Points:
Brian will compile and send out a compilation of all BOD members priority recommendations by email in preparation for the next meeting.
Long range planning will be included on the agenda of each Board meeting, after the secretary's report and financial report, with a specified time limit.
Luis requested that we send email to his newly changed email address: luisbrenes (not lbrenes).

Agenda Item #5 Training Manager's Report
a. Report from TOC re: COI issues
b. CAPS and Training Implementation Plan

a. As liaison to the Training Committee, Ann requested input from current TOC members with respect to the potential Conflict of Interest represented by the membership of Trainers on the Training Oversight Committee after the May BOD meeting. She received input from two members.

b. CAPS, the ad-hoc committee of the training committee, is currently without a chair effective as of Lisa's resignation. Committee members are Ann, Harriet, Janine, Stanley, John O'Malley Burns, Margaret, and possibly Lisa. This subcommittee and the training committee are not active at this time.

Discussion:
The Training Manager submitted a written Implementation Plan for procedures Lisa and Margaret have developed. The Board recognizes that a) upgrading the quality and consistency of IOIA's training programs, b) improving efficiency of management procedures, and c) managing the appearance of conflict of interest are three critical elements for IOIA to maintain/improve the relevance of our organization in a changing environment. By approving the Implementation Plan, the BOD recognizes Lisa and Margaret's authority to manage trainings efficiently, including making arrangements with cosponsors and decisions about Trainer selection. The Training Implementation Plan significantly changes the methods of oversight of training. Most notably, the Plan proposes an alternative to the TOC system used to date, and recommends that the training approval and Trainer selection process be a staff function not overseen by Trainers (those on IOIA's list of potential contractors). The Board acknowledges and appreciates the dedication and service that has been provided by members of the TOC who are also Trainers. Trainers currently on the TOC will be thanked for their service and informed of the Board's decision to approve the Implementation Plan. The Board will review plans for oversight of these tasks, to include monthly written reports by the TM and ITM and reporting of highlights to the Board by a Board liaison.

We discussed the need for an IOIA curriculum that includes not only an agenda and manual (as we have currently) but also lectures and presentations. The questions of ownership, copyright, rights to use curriculum, and compensation for its development and presentation need further clarification. The Board recognizes the importance of using appropriate adult education methods.

Moved: Luis Second: Dag
Motion wording: Approve the Training Implementation Plan prepared and presented by the TM and ITM effective October 1, 2004.
Endorse: All

Action Point:
· The Board Liaison to the Training Committee will send a letter to the TOC summarizing the above discussion and decision.

Agenda Item #6 ED Report (with Training Notes)
Margaret gave a summary of her written ED report, with TM information imbedded. To save time, she addressed only those issues requiring BOD action. She reported that due to a computer glitch, the entire IOIA Email Inbox emptied, apparently irretrievably. She is preparing a message for the entire IOIA address list, asking them to re-send any unanswered messages.

The BOD approved Margaret's recommendation to spend $208 to support Lisa Pierce's participation at the IFOAM Summit on Sept 17 in Washington State.

Committees:
The Accreditation process is still not functioning smoothly. Spring ARP decisions are still pending.

The Ethics Committee supported keeping the $50 fee for Inspector Complaints in response to the BOD's request for a recommendation on the fee. The Board agreed to accept their recommendation and make no changes to the fee structure at this time.

Membership: Margaret and Garry will continue to work with Chris Kidwell to prepare a mailing to all NOP Accredited Certification Agencies to increase awareness of IOIA, its work and trainings, and invite their membership.

Bylaws: In order to meet the timeline for developing a proposed Bylaw amendment that reflects the Board's intentions with respect to Alternates, a decision about this is needed at the next BOD meeting.

Margaret reported that the dates IOIA chose for the 2005 AGM conflict with Natural Foods Expo West in Anaheim. The Board expressed their support for sticking with the chosen dates. The BOD supported keeping the date of the weekend of March 19-20, 2005.

Action Point:
· Include on the Agenda for the next meeting: 1) decisions about Bylaws Amendments (implementation timeline of the First Alternate Bylaw or whether an alternative Bylaws amendment should be proposed by the BOD, 2) the length of the BOD retreat, 3) the exact dates of the 2005 AGM, and 4) Training issues including potential collaboration to provide IPM training for experienced inspectors.

Agenda Item #7 Adjournment
Brian adjourned the meeting at 10:20pm EDT.

Board of Directors / Full Board Conference Call, May 20, 2004
8:00 pm to 10 pm Eastern Daylight Time

Board and Staff Members Present May 20, 2005 Ann Baier, Luis Brenes, Garry Lean, Brian Magaro, Jack ReamsMargaret Scoles
Board and Staff Members Present June 17, 2004 Ann Baier, Dag Falck, Garry Lean, Brian Magaro, Jack ReamsMargaret Scoles

Agenda Item 1: Agenda
May 20, 2004:
Moved: Ann Second: Garry
Motion: Approve the agenda as written.
Endorse: All

**The June 17 BOD meeting is a continuation of the May 20 meeting, with a few additions / modifications to the agenda.

June 17, 2004:
Moved: Jack Second: Garry
Motion: Approve agenda as amended.
Endorse: All

Agenda Item #2: Secretary's Report
a. Approval of Minutes from April 15. Ann reviewed a summary of what was in the minutes from the first half of this meeting held on May. The Board offered some corrections.

Moved: Jack Second: Garry
Motion: Accept the draft minutes as amended.
Endorse: All

b. Review of Action Points (all minutes)
The Board updated the list of action points, noting those that had been completed and those that were urgent (i.e.#5 from the retreat, which was modified from its original form to meet current needs).

Action Point:
· Ann will send an email to all TOC members and request their individual input so that the Board can resolve the conflict of interest created by having a majority of the TOC being TCs. (It is our understanding that it is a Board responsibility to appoint committee members. The BOD commits to addressing this problem as part of the August Board meeting in the broader context of training procedures). Ann will collect their input and pass this on to Lisa and Margaret and the Board.

Agenda Item #3: Resignation of BOD member and filling vacancy on the BOD and Executive Committee
Brian read a letter from John Foster to the IOIA Board, informing us that he has taken the position of Director of Technical services at NSF/QAI, acknowledging that his position with a certifier may have the appearance of a conflict of interest, and offering to resign. He is willing to serve on the proposed IOIA Certifier's Advisory Council, or even remain as a non-voting member of the IOIA Board.

Discussion: The Board discussed the questions of conflict of interest and filling a vacancy on the IOIA Board. Brian described his conversations with the three alternates. Ann Lameka is not interested; she will not be inspecting this year. (Per the new Bylaws change, Board candidates must be actively inspecting). Karen Troxell said that she has positioned herself professionally (the nature of which is confidential at this time) such that her service on the Board would also be a conflict of interest. Doug is willing to fill the vacancy if requested by the Board; he does not perceive John's new position with a certifier to necessitate John's resignation. The Board's belief at this time is that holding a position with a certifier that includes decision-making about inspectors may create the appearance of a conflict of interest; the same reason for John to resign is reason not to appoint Doug as a full Board member. Both John and Doug will be invited and their integral involvement welcomed in the proposed IOIA Advisory Council. IOIA Bylaws require that we have no less than 5 Board members. Because we still have six members, it is not imperative that we fill the vacancy at this time.

Moved: Luis Second: Jack
Motion: The Board accepts John Foster's offer of resignation from the IOIA Board of Directors.
Endorse: All

Action Points:
· Brian will forward John Foster's letter to the Board.
· Margaret and Brian will, with Board input, draft and send a letter to John Foster, thanking John for his excellent service to the Board during his term to date, regretfully accepting his resignation, and accepting his offer to serve on the newly forming IOIA Advisory Council.

We discussed the need to fill the position of Vice-Chair of the IOIA Board, considering the leadership roles each Board member currently plays. While the vice-chair traditionally moves into the position of Chair, Garry clarified that this decision does not carry that assumption.

Move: Luis Second: Jack
Motion: Elect Garry as Vice-chair of the Board.
Endorse: All

Agenda Item #4 Old Business: Organic 9000
May 20: Margaret reported on what she learned about offering an accredited ISO 9001 Lead Auditor Training. She reviewed the costs for different training options. Costs vary depending on the number of participants. Inspectors need to know that there is clear added value to their professional capacities and credentials when they invest in this kind of training, as it may be required to get work wither certification agencies who want organic inspectors who can also do other kinds of inspections. This course would provide CEU (continuing education) units). Course structure includes a pre-course assignment, 4 days of training, and an open book exam on the 5th day. A manual is part of the materials provided. Another option would be a blended learning course with three days on line followed by a two-day in-person course. Participants would earn two certificates-ISO and IOIA advanced training. There are a few options for working with different vendors (AQS, QSI, QCB from Edmonton, SGS from Toronto), some of which have the capacity to offer parallel courses in Spanish in Latin America and in English in North America. By offering this training, IOIA can facilitate organic inspectors' broader professional development, and show the industry that organic inspectors are really at the same level of professionalism as lead auditors. Addition of this course to the IOIA portfolio of training opportunities will be in conjunction with anticipated upgrades in IOIA training and the accreditation program. (For example, ISO training could become a requirement of IOIA accreditation).

June 17: Margaret reported that she is planning for an ISO 9001 Lead Auditor training to be held in New Jersey in October, in conjunction with an IOIA processor training course and Expo East. Depending on survey feedback from potential participants, IOIA will likely proceed with the standard 5-day course. Investment in the full, equivalent course is worthwhile. Criteria for choosing an accredited vendor will include the trainer being able to offer the same course in Spanish and English in different geographic locations (Latin America, US, and elsewhere), award successful completion of the course with a standard ISO 9001 Lead Auditor Certificate, and offer Continuing Education credits. Margaret anticipates being able to run the course with the vendor's trainers, without the need for an additional IOIA trainer.

IOIA needs to position itself to provide the training that will enable existing organic inspectors to do the work and provide the services that industry may require. Organic inspectors need to seek out and complete additional training that may be needed to secure their livelihood in a changing environment.
Possible implications: IOIA may need to collaborate with other organizations and work with different sets of standards. In doing so, we recognize that IOIA will be in a better position to negotiate through collaboration with equals, including other voluntary programs. We may want to dialog further with such organizations as ACCP and AIB, and build on past work and relationships.

These ideas should feed into the Business Plan for IOIA, as well as the discussion about an IOIA accreditation program that includes crop, livestock, and handler areas, including accreditation relevant to international inspections.

Action Point:
Margaret will continue to work toward IOIA's offering an ISO 9001 Lead Auditor Training.

Agenda Item #5 Committee Reports:
a. Canadian Committee: Recommendation on Guelph Organic Conference
Margaret requested a recommendation from the Board to decide between IOIA's sponsorship of the Guelph Conference (cost: $475) or a table (cost: $175). Input from Janine and Garry, both familiar with this conference, indicates that while sponsorship is not critical, IOIA presence would be useful. The Board recommended to Margaret that IOIA requests a table, with the condition that it be center pavilion and not in the balcony.

b. Accreditation Committee
May 20 Discussion: Allocation of funds for conference calls for the Accreditation Review Panel (ARP) could help facilitate committee meetings to review October and March-deadline applicants for IOIA accreditation.

Move: Jack Second: Ann
Motion: Allocate funds as needed for conference calls for the Accreditation Review Panel and the Accreditation Committee to meet.
Endorse: All

The Board agreed to appoint Garry, as the new Vice-chair, to be the Board liaison to the Accreditation Committee and ARP.

Action Point:
· Garry, as Board liaison to the Accreditation Committee and ARP, and Margaret will notify Mike Wise, Chair of the ARP, and Jake Lewin, Chair of the Accreditation Committee, that the Board has allocated funds for their committee to meet via conference call and encourages them to utilize this resource.

June 17 update: The Accreditation Committee's ARP has met and letters have been mailed out to October applicants advising them of their IOIA accreditation status. An ARP meeting is planned for June 22 to make decisions on the spring round of applicants. The committee reported that they are pleased to be able to meet via conference call.

c. Ethics Committee
Background: Several years ago IOIA spent about $1000 dealing with a complaint related to a violation of the Code of Ethics. A nominal filing fee of $50 was instituted. In reality, $50 would not be nearly enough to cover the cost of addressing a complaint. The rationale was to discourage trivial complaints, and offset the costs to IOIA of dealing with a compliant. Since that time we have not had a single ethics complaint. An IOIA member recently brought up the concern that a fee of $50 could be a deterrent to someone bringing forward a legitimate complaint. It is in IOIA's interest to address any unethical conduct of its members.

Action Point:
· Margaret will express this concern to Ethics Committee, and ask them to develop a recommendation regarding the $50 fee. She will then respond to the person concerned about this matter.

Agenda Item #6 New Business: IOIA Forum and Website Job Board
Request from Members: Three inspectors have requested that IOIA not post inspector job announcements on the Forum because they felt that this procedure placed them in competition with other inspectors for work. Brian requested a moratorium on posting certifiers' position announcements on the Forum until this matter could be discussed.
The Board considered various questions related to this request during the May 20 call. Posting of job announcements has generally been considered an inspector service. Announcements are also posted to the IOIA website job board. They can be sent out on the inspector's Listserve. We considered a requirement that certifiers wishing to post job announcements include IOIA membership and/or IOIA accreditation in their list of qualifications. We discussed a requirement for supporting membership of IOIA by certifiers who wish to post inspector job announcements.

[In]Action Point May 20:
· The moratorium on posting certifier job announcements to the Forum will remain in place until the June meeting when we anticipate a decision.

June 17: The Board continued discussion of the job posting issue, weighing the value of the membership service of posting job offerings against three members' concerns about posting notices from a particular certifier on the Forum.

Moved: Dag Second: Ann
Motion: The IOIA office will post all relevant job opportunities to the IOIA website. Staff will send out a notice on the inspector listserve (not on the Forum) about the notices that is posted on the website.
Criteria for posting:
· The Certifier requesting the posting is an IOIA supporting member.
· If the job is an inspector job, it is recommended that the certifier hire IOIA members.

Action Point June 17:
Brian will contact the people who were concerned about this and inform them of the Board's decision.

Agenda Item #7 Long-range Planning: Action Point from 14 March 04 minutes: Summarize and recommend 3 or 4 organizational priorities and specific goals or products that we will have accomplished by next year's AGM. Circulate these ideas by email to all BOD.
The Board decided to move this item to the agenda of the August Board meeting. The input gained from the AGM is interconnected; the Board's task is to develop an integrated action plan based on what we heard as priorities from the membership (training, accreditation program, needs of inspector members, certifiers' needs for inspectors, and IOIA's organizational development).

Action Points:
· Garry will send the Board an article written by Donella Meadows on systems thinking.
· All BOD: Do the Action Point from 14 March 04 meeting minutes: Summarize and recommend 3 or 4 organizational priorities and specific goals or products that we will have accomplished by next year's AGM. Circulate these ideas by email to all BOD members.
· Brian will contact Board members from whom we have not received notes about priorities, and will compile all responses.

Agenda Item #8 Executive Director's Report
a. CSREES Grant Proposal
In the May portion of this meeting, Margaret and Ann reported that they are working on developing a collaborative proposal with the National Center for Appropriate Technology (NCAT) for submission to CSREES. The deadline to apply is June 10. The Board gave their blessings to the process of developing such a proposal that includes assessment of training, adapting and testing a training curriculum for producer and technical service provider audiences.
In the June portion of the meeting, Margaret reported that she has submitted a proposal to CSREES with IOIA as the Principal Investigator (PI). In addition to being a tremendous effort and an education in the process of seeking funds, the process of applying for this grant has affirmed that IOIA has built relationships and is recognized as a viable player in this work. The letters of support were encouraging, both in number and content. We expect to be notified in the Fall whether it has been funded. There is a possibility that IOIA may rework this proposal for submission to USDA's Risk Management Agency (RMA) due July 8, 2004. The Board acknowledged Margaret's hard work in the valuable and difficult learning process of developing and submitting such a collaborative grant proposal.

Agenda #9 Training Manager Report
a. CAPS progress
See also Item 4 in Margaret's report. CAPS began as an ambitious project. While it has accomplished sharing of sharing curriculum ideas, it has not yet resulted in the development of a standardized IOIA curriculum for all topic areas. At least part of the difficulty has been reliance on volunteers, especially when they are being asked to contribute to the development of curriculum and teaching materials over which IOIA hopes to retain the copyright. On a separate note, funding of a grant proposal could provide IOIA with some funding for curriculum development.

In the meantime, Lisa has informed us in her report of her decision to resign as Chair of CAPS. While the idea of CAPS was sound and the efforts to date commendable, the committee and its work plan may need to be redesigned.

In the meantime, Lisa and Margaret have begun to create a Master Training Procedures Manual, and have created spreadsheets for organizing trainings and programmed these into checklists with key tasks and crucial deadlines. In draft are Co-sponsor and Trainer contracts for work on individual trainings (in addition to pool agreement) with specific tasks. Procedures will be enhanced by creating consistent contract templates, standardizing co-sponsor fees, Trainer payment procedures, and changing terminology to increase clarity. For example, offering cosponsor-managed trainings (which Lisa manages) and IOIA-managed trainings (which Margaret manages). "TCs" will be called simply "Trainers". The composition and procedures of the Training Oversight Committee (TOC) will be refined to address potential conflicts of interest and procedural inefficiencies (to be addressed in greater detail in the August Board meeting, with input gathered from current TOC members). The training managers propose to increase efficiency in IOIA's responsiveness to training opportunities. Past procedures have been to seek approval for individual trainings (which may result in delay of processing or loss of potential clients). Proposed is development of approved procedures and criteria for the Training Managers to follow. Oversight will occur through regular reporting about decisions and rationale. Procedures will be developed for annual evaluation of Trainers. IOIA will develop a regular annual rotation of IOIA trainings.

Action Point:
· Margaret will send out the summary of the work with Lisa to the Board.
· All BOD will comment by email and adopt the Implementation Plan by next meeting.

Agenda Item #10 Regional Training Manager Report
It is important to consider Lisa's time in planning and implementing trainings, development of training materials, analysis of training audience profiles, design of training as a product, and marketing of IOIA's trainings in the context of IOIA's business plan. The second contract offered to Lisa addresses some of this work.

Action Item:
· Future Agenda Items:
o 1) JOIA
o 2) Training procedures, including the TOC.

Agenda Item #11 Adjournment
The May 20 portion of the meeting was adjourned at 10:16 pm EST.
The June 17 meeting was adjourned at 10:30 pm EST.

Respectfully Submitted, Ann Baier
Secretary, IOIA Board of Directors

Board of Directors / Full Board Conference Call, April 15, 2004
8:00 PM to 10 PM Eastern Daylight Time

Board Members Present: Ann Baier, Dag Falck, John Foster, Garry Lean, Brian Magaro and Jack Reams
IOIA Staff: Margaret Scoles

Agenda Item #1 Approve Agenda
Brian called the meeting to order at 8:04 p.m.

Move: Jack Second: Ann
Motion Wording: Approve the Agenda as corrected.
Endorse: All

Agenda Item #2 Secretary's Report
a. Approval of Minutes from Feb 19, 2004, March 13, 2004 and March 14, 2004

Motion: John Second: Jack
Motion: Approve Board meeting minutes from Feb 19, March 13 and March 14, 2004 as corrected.
Endorse: All

b. Review of Action Points (all minutes)
The Board reviewed the Action Points listed in the minutes from the February 19, 2004 and March Meetings.

c. Review of AGM Minutes (no decision required)
The Board reviewed AGM minutes for accuracy. These will be approved at next year's AGM.

Agenda Item #2 Action Points:
· Ann: Ask Lidia Gavironsky if she would translate the AGM meeting minutes into Spanish.
· Ann or Luis: review translated minutes before having them posted to the website.
· Margaret will remind Diane to provide a written report on the fundraising workshop.
· Ann will make the action points more visible, and will receive Board feedback on the method.
· Ann, Luis, Dag, John, Garry, Brian, Jack: Take action on your action points in the minutes from February 19 , 2004 and March 14, 2004 minutes.
· Ann, Luis, Dag, John, Garry, Brian, Jack: Review discussion and highlights of the AGM; summarize and recommend three or four organizational priorities and specific goals or products that we will have accomplished by next year's AGM. Circulate these ideas by email to all BOD.

Agenda Item #3 Bylaws Amendments: Proposed Procedure for Bylaws Amendments
Discussion: Discussion at the AGM, March 14 Board meeting, and Karen Troxell's email after the AGM/Board meetings suggested ideas about procedures for how Bylaws are changed. To date, Bylaws Amendments have been voted upon either by mail ballots only, or at the time of the AGM through a combination of in-person and mail-in ballots. In the past two years, the majority vote on some Bylaws Amendments has been different among those voting in person from the votes cast through mail-in ballots. Discussion that took place at the AGMs may have prompted participating members to vote differently than they might have before hearing that exchange of ideas. It is our sense that decisions made by more informed members will provide better direction for the organization. The Board decided to establish the following procedures for annual meeting agendas and decision-making. Our intent is to facilitate opportunities for the membership to consider the impacts and implications of Bylaws decisions.
· In the pre-AGM mailing, send out proposed wording of proposals. Include relevant information about the history and possible implications of proposed Bylaw changes or other decisions.
· Provide time for discussion of issues at the AGM.
· After the AGM, mail out a ballot to members. Provide a summary of points raised (pro/con) in the AGM discussion with respect to decisions to be made.

Agenda Item #4 IOIA Forum
Discussion: There has been some confusion about eligibility to participate on the Forum, whether it is an open or closed forum, and expectations about confidentiality of postings. Participation on the forum is a benefit of Inspector Membership, not of Supporting Membership. Clarification of these are related to the question of who the organization exists to serve, tiers of membership, and means of communication.

Agenda Item #4 Action Points:
· Margaret will list the benefits of different types of membership (inspector and supporting) on the application form or in other materials provided to people taking trainings.
· Brian, as Liaison to the Communications and Membership committees, will draft a memo to begin a dialog among the Board, Bob Howe and Chris Kidwell regarding participation on the Forum. He invited other BOD to provide input on this as they so desire.

b. Post forum rules: Draft ethics for forum participation will be developed based on what emerges from the dialog mentioned above, and these "Forum Ethics" will be posted on the Forum.

c. "Level Playing Field" initiative. The Board understands the Level Playing Field to be an initiative to provide an opportunity for inspectors to express their experiences and opinions about consistency in the certification process. The Board position is that as long as this project has neutral impact on our members, it remains outside the realm of IOIA and the Board.

Agenda Item #5 Organic 9000
In response to AGM discussion, the membership's expressed need for ISO training, and the desire to keep IOIA relevant to the changing needs and demands of inspection services, John suggested the possibility of developing an ISO 9001 Lead Auditor training that is tailored to an organic context. John will explore the possibility that NSF, the company that recently purchased QAI, and IOIA cosponsor such a training. One option would be for this to serve as IOIA's advanced training course scheduled for the Fall of 2004 in the eastern US. This course will likely be longer and cost more than typical IOIA courses. Margaret recently sent out an email to the IOIA inspector list, and received 20 responses expressing interest in such a course. Apparently ISO accreditation is increasingly important for manufacturers. Brian received a call just before the Board meeting from a former IOIA member, saying that the company from whom she received ISO 9001 Lead Auditor training has a strong background in agriculture and could be considered for training.

Agenda Item #5 Action Point:
· John will report back to the Board regarding his investigation of developing an ISO 9000 training for inspectors.

Agenda Item #6 Canadian Committee
Discussion: Dag recommends that the Board appoint Janine Gibson as chair of the Canadian Committee to replace outgoing co-chairs Rochelle Eisen and Jim Hudson. He offered to serve as liaison to that committee to facilitate the budget decision-making process for that committee.

Motion: Garry Second: Jack
Motion wording: Appoint Janine Gibson as Chair of the Canadian Committee
Endorse: All

Agenda Item #7 Treasurer's Report
a. First Quarter Financial Reports
Jack provided a written narrative report.
b. Current Balance Sheet
A current balance sheet and budget vs. actual expense report for the first Quarter of 2004 were provided as part of the Board packet.

The Board thanked Jack for his reports. The Board agreed they would review financial reports in greater detail periodically throughout the year, and also rely on Margaret and Jack to monitor IOIA's financial situation and report to the Board when additional advice or input is needed for decision-making.

Moved: Ann Second: Jack
Motion: The Board Approve up to $5000 for an additional contract for Lisa Pierce for training development work.
Endorse: All

Agenda Item #8
Margaret presented a written report before the meeting. We referred to this with respect to the decision about Lisa's contract. There was no further discussion on other items.

Agenda Item #9 Adjournment
Brian adjourned the meeting at 10:10 p.m.

Review of action points. See Agenda Item #2.

Commitments to Action from February 19, 2004 Meeting
Agenda Item Person Action Timeline
#2 All BOD Please let Ann know when you complete each commitment to action. Ongoing
#5c Margaret and Lisa Staff will develop a written TC contract with input from TCs and present this to the Board for review as soon as possible. ASAP
#7 Brian Brian will thank Doug for his participation in this discussion. ASAP
#7 Margaret Margaret will explain IOIA's vision for the IOIA Advisory Council, to the extent that it is clear at that time, in her presentation to NASOP in Chicago in May. May NASOP meeting
#11 Brian Send out an email explaining Agenda Item #11, tabled

Commitments to Action Pending From the October 2003 Board Retreat
Agenda Item Person Action Timeline*
#4 Lisa Develop and maintain documented procedures to facilitate greater efficiency and consistency in the work of the TOC committee. Ongoing
#5 Ann Draft a message to the TOC 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. ASAP
#6 Margaret Develop an appeals procedure, taking into account input previously given by members.
#8 Margaret Make changes to the Policy Manual as discussed with the Board.
#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. Ongoing
#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
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
R10 Margaret and Brian 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. Ongoing
R11 All BOD Review and provide suggestions for revision to Ann and John regarding revisions to the Personnel Policies. Redraft Action Point: Send to Margaret, then bring to the Board for approval.
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.
General Brian Place on future agendas: Accreditation, TOC, Certifier's Advisory Council, Training Cancellation Policy, Procedures (Personnel, Accreditation) and Policy Manuals.

Board of Directors, Central Standard Time, 10:00 a.m. March 14, 2004
Hotel Villa Zurqui, Costa Rica

Brian called to Order at 10:10 am

Agenda Item #1
Margaret welcomed the newly re-elected Board.

Agenda Item #2 Election of Officers
Discussion: The Board expressed the quality of process and procedures we seek as a Board: harmonious and functional. Each person spoke to their experience and perspective on officers on the Board.

Dag said he is fulfilled in his role as at-large member and facilitator.

John is willing to remain as vice chair.

Garry stated that having Executive Committee meetings alternate with Full Board meetings has been sub-optimal There may be a place for tasks to be delegated to the Chair, Secretary, and Treasurer-focusing on operational issues, but a subgroup of the Board should not be doing strategic planning. Everyone on the Board carries similar weight. He suggested an alternative to how we worked in the past year would be having one less phone call, but have everyone participate equally in all meetings. Conference calls should be no more than three hours long.

Margaret noted that the IOIA Bylaws set up the structure of the Executive Committee. They also specify that the Board must meet four times per year.

Luis spoke to how effective and efficient our work is together, and how much more it could be. We need follow up to Montana decisions where we established the foundations for our future directions. If John's sense is correct, we have two years for IOIA to shift its course to adapt and remain relevant. We are currently moving more slowly than the world is moving and changing. There are new circumstances now. With respect to election of officers, in order to facilitate greater continuity, it would be good to anticipate a transition in roles a year before the anticipated end of a Board member's service.

By next year's AGM, we will need to work out the implications of the Bylaws change that requires Board members to be actively inspecting. Dag got another job after he was elected last year. How does his input change now that he is doing many fewer inspections due to issues of time and avoiding all possible conflicts of interest? Any one of us might change life/work circumstances that change our eligibility to serve on the Board according to this new Bylaw.

We need to look at the types of decisions we make as a Board and the tasks in which we engage. We are taking Board time for issues that may fall under staff decision-making purview and responsibilities. The Board's role is not management or operational issues, but organizational direction. We have had good discussions about our direction, but now the horse is at the gate. We need to adapt our Board Meeting agendas accordingly. We need to move more toward being a Policy or Governance Board than a Management Board. Listening to membership concerns at the AGM indicates that we have the pulse of the membership, as 90% of the ideas that came from the membership are topics we have talked about. We have not yet acted on these. Coming back to Garry's point, a sub group may do management; policy should come from the whole Board.

Brian said it was his privilege to serve as Chair, and is willing to continue. He noted that what really happened was that the position of authority was distributed among all of us, where everyone is respected and honored. Luis said Brian's your leadership is the best he has worked with--not directive. We were like a baseball game-saying, "Keep running!" The membership has re-elected the same Board. Let us keep the same officers for this coming year. Next year, we may need to prepare for transitions in the positions of Chair and Treasurer.

Move: Ann Second: Dag
Motion: Re-elect all Board of Directors officers such that they remain as currently configured.
Endorse: All

The officers are as follows:
Chair, Brian Magaro
Vice-Chair: John Foster
Treasurer: Jack Reams
Secretary: Ann Baier
At-Large Executive Committee Member: Dag Falck
Regular Board members: Luis Brenes and Garry Lean

Conference call line item in the budget is $2500. A conference call that lasts five hours costs approximately $500.

The Board needs to spend more of our time developing our agendas. It has required a great deal of Margaret's time to prepare for Board meetings. On future calls it should not be necessary to discuss the ED report unless there are concerns or questions We as Board members need to spend more time reviewing the agenda and paring them down to what is truly Board business, rather than discussing everything under the sun. At the end of each meeting, we should assess our meeting-which topics were really valid for us to spend out time on, and what we need to address in future meetings. We need criteria for what fits in the agenda and what doesn't. We should be heavy on receiving information and light on decisions about it. We should have more emphasis on strategic development, policy, and clear delegation of tasks. We are used to making the best decision, but that takes a lot of time. We must be careful about retracting our delegation of procedural tasks. We need to empower people and trust them with procedures and methodology decisions once we have established very clear parameters for the task that is delegated. This process may require more Board liaison contact with Committees.

The Board needs to review how the Committees are formed and how they function. The Board should define term limits and the procedures for how members are chosen. No committee can be above the Board. This work has been initiated already. We should review the report on committee on committees, and determine what further steps are needed, such as a survey all committees. IOIA must have clear, consistent policies on Committees: goals, objectives, membership and selection criteria, what constitutes a quorum, decision-making process, terms, monitoring procedures including frequency. Review Bylaws and how they speak to required committees and ad-hoc. Need rules of order by which all committees work -consistency across all of them. Include checks and balances.

As a Board we need consistent policy, procedures, criteria, and rules for delegation (what/to whom) and less emphasis on day-to-day decisions and management. If we borrow the concept from the business world, committees may be analogous to departments, and their work must be consistent with the IOIA business plan.

Agenda Item #2 Action Points:
· Dag will draft criteria for developing Board agendas
· Garry will develop an outline of committee structure and function: Which ones are mandated by the bylaws; what are the current procedures. Garry will ask for assistance as needed. Ann offered to help.
· Develop a board procedures manual?

Go into this with the understanding that we will spend more time on developing policy, and
If you make a point, it needs to be really important.
Be as direct with each other. Rank from one to five how important this is to you. We make do more

Agenda Item #3 Report on Fundraising
Diane Cooner, chair of the Fundraising Committee reported on a fundraising workshop she attended at the Bioneers conference in California in October. She said the emphasis of the workshop was not on grant writing but on how to approach potential donors one-on-one. In the workshop they demonstrated the technique, using the case of Percy Schmeiser. After presenting the story and case for the importance of the lawsuit he is engaged with respect to GMO seed, the audience of 150 people raised $28,000. How we were raised has affected our attitudes about money. When we present ourselves as small and struggling, it gives potential donors the impression that we can never be given enough. We need to change our tune and how we present ourselves. One of the strongest messages we can present is that we work on behalf of farmers, and the work we do also is of great benefit to consumers. We also need to take advantage of the international character of IOIA-how we support the development of local certification agency and local inspectors. The certification that farmers need and consumers rely on depends on the capacity to get certified for NOP, EU, euro gap, ISO, bioterrorism, and other relevant standards.

We need unrestricted funding for operational expenses. Grant funding is for projects. Is one step to delegate more things to Phoebe so that Margaret can play the role of ED more? Our mission should be driving our fundraising. We need to look at our mission again. Is our mission too broad? Too narrow? Do we need a Vision Statement (the Stars) in addition to the Mission Statement (Practical action). Do we need a byline? Is that the same as the mission statement? We need to have something clear to sell; a consistent message and approach. Who is the important person? Consumers and producers. Our mission statement needs to clearly show that our work supports farmers and consumers; we support agricultural production as a viable economic endeavor for producers, and also address concerns about fraud, integrity and quality for consumers.

Diane emphasized the advice given at the workshop: Be unattached to the outcome personally. Meditate before going out to ask. Give the donor the honor of your respect.

Diane will send out her notes from this fundraising workshop she attended. She made the analogy of creating a building front vs. seeing the stem wall inside. We may have a fundraising brochure. However, be before we go out to fundraise, we need to identify our customer and product; then how to package and sell (communicate) it. We need substance to our vision; not song and dance. Dag reflected on the example of the Schmeiser court case; that he has been involved with it as well. He says that the case or message is: "If he wins, that means everyone wins. If he loses, we all lose." That is the Board's job: to develop the case for IOIA that is clear and compelling to merit and gain support.

Diane thanked the Board for their support in going to this workshop. She also noted that her own fundraising activities this past year was to sell 800 bulbs (most of which she planted herself).

Action Point: Margaret will remind Diane to provide her notes to the Board.

Agenda Item #4 Executive Director's New Board
This item was eliminated, as the Board was all re-elected, and no new alternates were able to attend.

Agenda Item #5 Setting meeting dates
The Board decided that all Board calls will be full Board calls. The Bylaws require quarterly meetings; there is no requirement for executive committee meetings. Last year we had 6 meetings. Our goal is to hold more frequent, shorter, and more focused meetings. In an effort to reduce staff workload, we will not have financial reports at every call. The ED, Margaret, does not necessarily need to be present at each call, nor throughout the entirety of any given meeting. The Board agreed that evening meetings are better than weekends; and may be all right if they are shorter. Garry thinks that a three hour meeting may be more realistic than two hours. We could accomplish a lot if we used email more. The Board would prefer to receive one e-mail with all materials, even if that means getting the materials closer to the meeting day (when we must look at them immediately).

Schedule for Board Conference Calls in 2004/2005.
Day of the Week: Third Thursday of each month, skipping July and November. We may opt to skip other months, as agreed upon by the Board.
Time of day: 8:00pm Eastern time.
Duration: No more than 2.5 hours. Rationale: If we meet once a month, it will be easier to postpone an item until the next meeting.
Priorities: what do we need to accomplish before the next meeting. Work plan with timeline and sequence of events.
Specific dates: April 15, May 20, June 17, August 19, September 16, October 21, and December 16, 2004; January 21 and February 18, 2005.
In future years, we should plan to have a 2-day retreat right after the AGM. Historically, the Board has held two in-person meetings per year. If we were to hold a retreat this year, what month would it be? If there is a physical meeting, it might be in September, and that is the cutoff time to prepare items for the next AGM. Possible locations: Pennsylvania, California.

Next AGM will probably be held in Vancouver (Western Canada). Meals and lodging will cost $100/day at the proposed facility. Date proposed by this year's AGM was the third weekend in March: March 19-20, 2005.

We received a great deal of good input from this diverse AGM. We need to consider this at our next meeting and design goals and work plans around these. These items will also become part of the framework in future meeting agendas in the near future. What will keep IOIA relevant, vibrant and sustainable? We will want to set goals with milestones along the way. As soon as we set our goals, those become criteria for action; we should act on anything that enhances progress toward that goal, and refrain from spending Board time on anything that does not contribute to that goal. The budget should follow the work plan.

Brian suggested that each Board member adopt a project this year, so that each one of us has something to say at the next AGM, beyond the ordinary duties of the Board. We are, in fact, individual members with a passion, in addition to Board members. However, the project should be consistent with the IOIA business plan and priorities.

Agenda Item #5 Action Points:
· All BOD members: Review discussion and highlights of the AGM; summarize and recommend three or four organizational priorities and specific goals or products that we will have accomplished by next year's AGM. Circulate these ideas by email to all BOD.
· Review the strategic initiatives--products and work plans from La Veta and Broadus.

Note: While we accomplished something, the Board and staff regret that due to family illness and previously unanticipated travel necessities, this meeting will not be a full day. It does not make sense to the remainder of the Board to proceed with a discussion about the Business plan, as noted on the agenda, without Jack and John (as this discussion could lead to shape-shifting). We need to not lose the momentum that we have right now. We hope to address that by having more frequent meetings in the coming months. Luis noted that our most productive moments as a Board were in Vermont and Montana (in-person meetings), and that most of the conference calls last year were follow up and management. Let us see what we can do to improve the work we can do, even at a distance.

The meeting was adjourned 12:14PM.

Agenda Item #2 Action Points:
· Dag will draft criteria for developing Board agendas
· Garry will develop an outline of committee structure and function: Which ones are mandated by the bylaws; what are the current procedures. Garry will ask for assistance as needed. Ann offered to help.
· Develop a board procedures manual?

Agenda Item #5 Action Points:
· All BOD members: Review discussion and highlights of the AGM; summarize and recommend three or four organizational priorities and specific goals or products that we will have accomplished by next year's AGM. Circulate these ideas by email to all BOD.
· Review the strategic initiatives--products and work plans from La Veta and Broadus.

Annual General Membership Meeting, 8:00 PM 10:00 AM Central Standard Time, March 13, 2004
Hotel Villa Zurqui, Costa Rica

Call to Order
Board of Directors Chair, Brian Magaro, called the meeting to order at 10:10 AM and welcomed participants.

Note on this being a Bilingual Meeting: Mindful that the meeting is being translated between English and Spanish, everyone is kindly requested to be concise in their remarks.

Ballot Committee: Brian announced that the Board of Directors has appointed a ballot committee for this meeting: Diane Cooner, Chair; Arthur Harvey, and Joyce Ford.

Quorum: A quorum is defined by the IOIA Bylaws as 25% for Bylaws changes and 15% for other AGM business. There are currently 200 members in good standing; we need at least 50 participating members for a quorum for Bylaws changes and 30 for the other business. A quorum was declared with 59 mail-in ballots, 25 members in attendance representing themselves and 16 proxies represented by red proxy vote paddles.

Agenda Item #1 Approve 2004 Annual Meeting Agenda
A few changes were presented and made to the written agenda sent out previously.

Motion: Bob Howe Second: Joyce
Motion: Approve the agenda as amended
Vote: Unanimous
Motion carried.

The amended agenda appears above and reflects the following changes: Bylaws discussion amendment and vote will be after the election of Directors and alternates. Presentation of the candidates will take place before lunch. Committee reports are posted outside. Chairs of committees will have the opportunity to present at this meeting as desired. Minutes from the previous AGM will be summarized rather than read.

Meeting Procedures: Formal rules of conduct have not been established for the IOIA annual meetings. The manner in which we conduct this meeting will approximate Robert's Rules of Order. The Chair will recognize when discussion is exhausted, and will call the question. The time allowed for discussion may reflect the time limitations for this meeting.

Agenda Item # 2 Summarization and Approval of Minutes from the 2003 IOIA Annual Meeting
Moved: John O'Malley Burns Second: Rick Martinez
Motion: Approve the Minutes of the 2003 Annual Meeting as amended.
Vote in favor: All except one
Opposed: 0
Abstentions: 1
Motion carried.

Agenda Item #3 Presentation of the 2003 Annual Report
Brian Magaro highlighted some of the points in the written Annual Report:
· Last year we had the largest change in the IOIA Board in the history of the organization. The Board that moved on had 29 years plus of experience. The new Board had 5 years of IOIA Board experience at that time. The Board that went out last year was strong; the new Board took their ideas, and has worked hard and built upon the work that had been done.
· Training: 433 people participated in IOIA trainings in 2003. The Board appointed the Curriculum and Program Subcommittee that will review the IOIA curriculum.
· The IOIA website has been updated, including development of a real-time on-line membership directory. Thanks to the IOIA staff!
· Accreditation Committee: The role of this committee is to provide a formalize assessment of the continuing education and experience of inspectors that goes beyond membership in IOIA. The challenge and opportunity before us now with respect to this work is to achieve greater industry recognition of accredited IOIA inspector members.
· The Board acknowledged the staff for their excellent service, and recognized them for going above and beyond their job descriptions.
· Committees have shown a resurgence of activity and responsiveness this year. We acknowledge that all committee members are volunteers, and appreciate their efforts.
· Thank you to the Latin American Committee for their efforts in making this meeting and the diverse presence of participation possible!

Discussion: The suggestion was given that the IOIA mission statement has three components; its annual report should cover those points in that order, such that inspector concerns would be addressed first.

Moved: Joyce Ford Seconded: Rick Martinez
In favor: All; unanimous.
Motion carried. The membership accepted the Annual Report with applause.

Agenda Item #4 Treasurer's Report
a) Review of the 2003 Balance Sheet
Treasurer Jack Reams presented the Balance Sheet for 2003. ;There was a difference of 3.5% between the estimated budget and the actual income and expenses. On the expense side, differences were attributable to website development, switching to a certified public accountant, hiring a regional training manager and the Board retreat held in Broadus, Montana, USA. On the income side: Membership dropped somewhat (not every inspector in the world belongs to IOIA); lower participation than expected in IOIA trainings; some membership fees arrived after the first of the year such that they do not appear in the financial statement for 2003. Jack noted that he thought that IOIA inspector members would send in the suggested $2/inspection self-assessment in addition to the membership dues. While many did not, we did generate $3000 more than the base inspector fee through donations and self-assessments. In the future we will need to discern how to increase revenue to cover IOIA expenses to match the increasing costs of providing membership services. Jack concluded his report and offered to respond to questions.

b) Presentation of the 2004 Budget
IOIA staff and Board noted that budget matters will also be discussed in New Business agenda item below. Development of the budget is a Board responsibility according to IOIA Bylaws, not a membership responsibility. The Board is presenting the actual budget for 2003 and proposed budget for 2004 not for approval but to inform the membership.

Margaret Scoles handed out a summary of the trainings done in 2003 and 2002 with their net income.

Does IOIA conduct an audit? The CPA retained by IOIA advised us that we do not need a formal audit; our plan is to conduct periodic internal audits.

Move: Jack Reams Second: Joyce Ford
Motion: Accept the financial report for 2003 as presented.
In favor: All except one
Opposed: 0
Abstain: 1
Motion carried.

Agenda Item #5 Committee Reports
Committee reports are posted in the area outside the meeting room and can be reviewed during breaks. Brian offered the opportunity for Committee Chairs to present.

Bylaws Committee: Arthur Harvey noted the long institutional experience of the Bylaws committee. He acknowledged that the Committee drafted very different Bylaws proposals than were recommended by the Board. He suggests that term limits be applied to committee members, similar to those set for the Board. He noted that the current Board is developing a very strong sense of its mission and responsibilities.

Communications and Marketing Committee: Bob Howe presented. The searchable membership database has been on the agenda for a very long time, and was completed this year. This is a substantive accomplishment, thanks to Margaret, Phoebe and Diane and Lisa, and an outside consultant who went beyond the call of duty. This helps IOIA do outreach to the consuming public. He described magnetic signs he has placed on his car as an idea that may hold interest for IOIA members. He said that many people have asked him "What is organic?" and "What is an organic inspector?" The proposed design for such a sign will be posted on the IOIA website.

Canadian Committee: Dag Falck reported that co-chairs Rochelle Eisen and Jim Hudson have stepped down. Dag is serving as interim chair until new leadership assumes this position. Janine Gibson is a strong possibility. The committee will be developing priorities and plans for the coming year.

Latin American Committee: Lidia Gavironsky thanked IOIA for establishing a scholarship fund to help enable more Latin American inspectors to come to this annual meeting. $1000 was used entirely for scholarships. Carlos Escobar reported that the Latin America committee met last night, and will be reporting their work in about three months.

Ethics Committee: Joyce Ford, Chair, reported that the function of the committee is to address complaints; we are glad to be a very inactive committee. Qualifications for serving on this committee are to be a past IOIA Board or accreditation committee member.

Fundraising Committee: Diane Cooner, Chair, reported that selling garden bulbs has been a fundraiser over the last year. We may explore grants (e.g. international development) when there appears to be an appropriate fit. A membership drive would be a way to improve both support and participation in IOIA. Members are all encouraged to promote IOIA and bring in new members. Other inspectors are benefiting from our work without being members. The larger the organization, the lower the cost will be per member.

Discussion:
Questions from the membership included: How many committees do we have? What is the mechanism for eliminating a committee if it is no longer needed? It was clarified that some committees are established in the Bylaws; others are established by the Board. Ad hoc committees may be formed to accomplish a particular task. All committee members are appointed by the Board. Chair and committee name, goals are posted on the website. Reports go out in the newsletters, which are posted on the website. The Bylaws Committee presented a report a year ago. Garry put together an organizational chart last year. John O'Malley Burns stated that greater transparency is needed with respect to the policies and procedures used in each committee.

Agenda Item #6 Board of Directors Candidate Presentations
The candidates present at the meeting incumbent candidates presented themselves. For those candidates not present in person, the bios they submitted in writing were read out loud in Spanish.

Agenda Item #7 Election of Board of Directors
Jack Reams, Brian Magaro and Garry Lean were re-elected to the Board of Directors.

Agenda Item #8 Election of Alternates to the Board of Directors
Nominations were taken from the floor, such that candidates for Alternate included:
Ann Lameka
Karen Troxell
Priscilla Reimer
Wendy Clark
Carlos Escobar

All members present cast a written ballot.
Results: Ann Lameka and Karen Troxell were elected as new Alternates.

Agenda Item #9 Bylaws Amendment Discussion and Vote
Bylaws Amendment Proposal #1: (Change in the Role/Election of Alternates on the IOIA Board)

Article 3.1. Election of Directors and/or Alternates; Terms of Office: Any Inspector or Apprentice member may serve as a Director if elected by plurality vote of membership. Each Director shall be elected at the annual membership meeting, including ballots cast in person and by mail. Terms of office are two (2) years. Each Director and/or Alternate can be elected for no more than three (3) consecutive terms; (Directors and/or Alternates may be elected to additional terms following an interruption of a minimum of one [1] year). One half of the presiding membership of the Board of Directors, including alternates, shall be re-elected each year. Additionally, one (1) or two (2) Alternates will be elected at the same time to bring the total to three (3) alternates for terms of two (2) years. Additionally, a First Alternate and a Second Alternate shall be elected for two-year terms, staggered so that each year at least one will be elected at the annual meeting. The First Alternate shall participate in all Board meetings, and vote in the absence or recusal of a Board member. If the First Alternate is appointed to replace a vacancy on the Board, the Second Alternate shall assume the position of First Alternate.

Article 3.3. Filling Vacancies on the Board of Directors: A vacancy as determined by a majority of the entire Board of Directors, shall be filled by the appointment of an elected Alternate the First Alternate by the Board. If no Alternates are available, the next annual membership meeting shall choose a replacement. The person so appointed or elected shall hold office for the balance of the term for which the Director had been elected.
a. Alternates may fill any seat on the Board of Directors at any Board meeting in the absence of a Board member.
b. Alternates will be chosen by the Board using these criteria:
· Proximity to the meeting
· Pertinent skills
· Rotation
· Seniority and
· Eagerness to participate.

Note from Bylaws Committee: It is understood that as the First Alternate participates in all board meetings, there will be some additional cost to IOIA. The bylaws committee feels that having an alternate is important. Also, the alternates are the only board members who can be nominated on the floor of the annual meeting, and this may provide some extra incentive for members to attend. Fiscal Note from IOIA Office: Estimated fiscal impact of this proposal is $800-$1000/yr.

The proposal was read in Spanish, and English speakers followed along with the written proposal.

Discussion: What was the motivation for this proposal? Background: the Board had proposed to phase out the position of alternate altogether in order to better utilize human resources; noting that persons who step forward to participate in the organization often stagnate and remain inactive in the three positions of Alternate. The Bylaws Committee considered this and wrote a different new proposed Bylaw, as presented, to engage one alternate more actively. The metaphor was offered to explain the situation: "The Board asked the Bylaws committee for a mango and they got a coconut."
The proposed Bylaw may present a disadvantage to the Board, in that they cannot choose among the alternates. The Board asked for a mango, but did not get it. The Board decided not to take a position on the coconut. It was noted that part of the problem was that there was not sufficient time for the Board to meet to discuss the issue, request that the Bylaws Committee rework the proposal, and/or make a decision about what recommendation to make to the membership. There was not time to do so before the mailing was to go out, according to the required days of notification of a proposed Bylaw amendment, if this issue was to be voted upon at this AGM. Rick Martinez expressed concern about the procedures. The Board should have time to do the review before the proposal goes out. It became a ballot issue based on lack of time; it would be better to put it off until the next voting opportunity.

Vote among those present at the meeting: Mail-in ballot: Totals:
For: 1 44 45
Against: 23 9 32
Abstentions: 3 0 3
The Proposed Amendment passed.

An informal survey indicated that 11 people were planning to vote for this amendment before they heard this discussion, and then changed their vote to no. This shows the value of in-person discussion at the AGM.

Margaret clarified that the Board cannot change the Bylaws; it is not their role to reject proposals that the Bylaws puts forward. However, the Board may state whether they recommend passage of the proposal or not, and provide an explanation of their reasoning for the membership to consider.

Bylaws Amendment Proposal #2 (Modify Eligibility for the IOIA Board of Directors)

Article 3.0 Number of Directors: The corporate powers, management and control shall be exercised by a Board of Directors consisting of no less than five (5) nor more than twelve (12) members who are actively inspecting each year. The annual membership meeting shall determine the authorized number of Directors for the following year(s).

Discussion: There is a concern that we may be limiting ourselves with this proposed change. The Membership should have the right to make this decision with each election. There may be some skill sets and human resources that we need on the Board that we would eliminate by passing this Bylaw Amendment. The meaning of the word "actively" is ambiguous. We need to broaden the net of Board eligibility to include people who work in a variety of positions; include human resources, if such persons would support the mission and directions of the organization.

Arthur Harvey explained, using another metaphor that this was a case in which the Board asked for a large loaf of bread and the Bylaws Committee gave them a small loaf of bread. The Board wanted to remove the words "certifier management" from those that would be eligible for membership and therefore election to the Board. The Bylaws committee decided to propose this instead.

Vote among those present: Mail-ins: Totals:
In favor: 5 42 47
Against: 14 12 26
Abstentions: 8 0 8

The proposed amendment passed.

Agenda Item #10 New Business
a) Open Discussion on IOIA's Role in the industry; setting priorities

The Treasurer requested to begin with some comments about the 2004 budget. It is the best prediction of the future that we can put together. However, there are many things we cannot foresee. It would take only low enrollment or cancellation of one training to throw the numbers off. We are assuming 225 members. In the budget, there are 83,000 in organization expenses; a portion of Staff salaries are actually dedicated to training. Jack asked the membership for input regarding increasing membership dues or increasing fees for training.
He explained that he was personally anticipating 20,000 in assessment donations; IOIA received $3500, or 1750 inspection's worth of $2/inspection donations, rather than the 10,000 inspections he thought might be self-assessed by members.

Gerardo Medina suggested that the Business plan might include an increase in total membership income by increasing membership, rather than an increase in membership income by raising fees per member.
What is the real potential for new members? Is that part of the business plan? The business plan will be guided generally by the input and ideas that are generated by this group. One possible approach is to talk with certifiers and suggest that they use inspectors who are members and accredited members of IOIA. IOIA has a certain level of presence in the organic world. IOIA is important politically, we could have influence, even among governments. Training may not be limited to inspectors, but reach other audiences. It was suggested that we offer training for internal control systems for grower group managers.

b) Membership Issues: What Membership Services do you want? What services should IOIA sell?
Suggestions for how to proceed with this discussion:
Each person speaks once for a maximum of two minutes; speak only once until everyone has had a chance to speak. The purpose of this meeting, given that we have just one day together, is idea generation; not comprehensive discussion of each topic. The Board would also welcome input from the membership at any time in the future; not just at this meeting.

We need to improve the quality of training IOIA offers. Training needs to be relevant. Inspectors need audit skills, knowledge and experience with ISO standards and Eurogap standards. Focus value of activities on inspector members as opposed to a general voice in the broader organic community (Inspector advocate). Include more process inspectors? Offer members discounts for training; charge more to non-members; generate more funds.

Lidia Girón: The Latin American committee met last night. They will refine their ideas further and present a written report. General feedback: a membership fee of $100 seems like a lot for Latin Americans. If we each paid $50 and committed to get five new members, we would gain income. Distance Education is an opportunity and need in Latin America. Many people cannot afford to travel, but might be able to take a distance course. Could IOIA become an Inspection Body, and organization with who a certifier would contract to provide inspection services? Gabi Soto said that they do this in Ecológica. The arrangement reduces the work that the certifier needs to do in finding inspectors and assigning operations. ISO 62 has a description how to design and inspection body.

Jim Riddle: The word "Independent"; does it modify association or inspectors? IOIA was formed to mean an independent association. Suggestion to the Board: Change Independent to International. He also encouraged IOIA to pursue new funds coming available for organic projects. In the past, IOIA got grants from the US and Finland to write the current manuals.

Outreach: There are many new certifiers that may not know about IOIA. They need to be contacted and informed about whom IOIA is, what services are available, training opportunities, and advantages of hiring IOIA-trained and IOIA member and accredited inspectors. New certifiers include seed certification agencies, state and national government, private for-profit and nonprofit certifiers. There are many other structures of certifier businesses.

Stature of the Association: Incorporate ISO services. Consider ISO accreditation of the training program, or affiliation with accredited institutions in strategic locations.

Jim Riddle noted that IOIA Inspector Accreditation is very optional at this time. Some members think it should be a mandatory track, and that IOIA should sell this concept to certifiers; recommending that certifiers to use IOIA accredited, member, and trained inspectors. Other members present stated their view that the accreditation program should be voluntary, but supported by a necessity or requirement from the industry. The key issue is how to promote the concept of accreditation as a value to the certifiers.

John Foster: The only way that certifiers will choose IOIA members of accredited members is if they can be assured of a high degree of competence and professionalism. The window for improving IOIA trainings is short. We need to consider the collective vs. individual benefit of accreditation. There needs to be a critical mass of accredited inspectors in order for IOIA to make a stronger case for the value of this accreditation status to certifiers. Many who would be eligible to become accredited have not done so. October 1 is the next deadline for application. He encouraged those who can to become accredited; do it to give value to this program.

Gerardo Medina: We need a diagnosis. What are the new areas of inspection? How is the organic movement changing? Where is the organic industry going? Where is the food processing industry in general moving? We need to analyze this. Where is the advocate for the inspector? How do we market ourselves? We need to be members of a professional association-such as the agronomist's association. Maybe it is time to review the mission of IOIA. Funds: we need to use our imagination.

Brian Magaro, commenting on behalf of the Board: A number of the ideas being offered here are in process. We have begun to explore alignment of training activities with institutions of higher education, where participants would receive college credit for IOIA trainings. We are hearing you, and it affirms that the Board is on the right track. To pursue these ideas is also an amazing amount of work. For the past year the Board is discussing the fact that there is a tremendous shift happening in the organic industry. We are having a hard time exactly defining, describing this, and knowing what implications it has for our activities and how we should be positioning ourselves to take advantage of changing circumstances. We need ongoing input from the membership in this respect.

Maarten Samsom: Contacting 120 new certifiers is easier said than done. We must move out of theory into action. We need to explore many creative ideas about how to get more money coming in from the membership. He said he didn't feel spoken to with the $2/inspection proposal. How about guidance to contribute a percentage of one's inspection income? Perhaps we need to rethink the fixed minimum contribution to something that is more of a sliding scale, proportional to time spent and income generated from inspection activities.

What is the principal identity of IOIA? Work in as auditors or working in organic agriculture? There are auditors who will get into the organic business. Is it easier for them to get into organics than it will be for us to learn to be lead auditors? No organization should exist for its own sake. IOIA has a reason for being: its membership. Inspectors in the future need good service--help in meeting new obligations and requirements. IOIA needs to provide ISO audit training.

Let's not focus in pursuing small amounts of money, but pursue substantive funding. It takes the same amount of effort to write a small grant as a large one.

A professional organization needs to support itself in developing its own professional materials. $40,000 of IOIA's income was generated from training, yet only $1000 is allocated to the Training Committee for curriculum development. There is disparity here. The Board needs to look at this.

Margaret: Speaking as Training Manager, explored ideas related to generating income through IOIA trainings. Possible approaches to supporting IOIA's work include seeking outside funds to improve trainings, or raising the cost of training, and reinvesting funds in ongoing improvements to training programs. Currently, training subsidizes membership, and funds raised through training are not reinvested. An informal survey of those present indicated support for the the idea of obtaining outside funding for training upgrades. Other members expressed their conviction that if inspection work is our livelihood, we need to be prepared to invest in our own professional training and education.

Non-member input:
Carolyn: The health of a plant dictates the capacity of it to deal with adversity. Build the soil
Phil Hale: Has not been a member of IOIA f