Minutes of 2005 Board Meetings

January 20, 2005
February 17, 2005
February 22, 2005
March 19, 2005 Annual General Meeting

March 20 - 21, 2005
April 14, 2005
April 28, 2005
May 19, 2005
June 15, 2005
July 14, 2005
August 18, 2005
October 11, 2005
December 15, 2005
December 20, 2005

MINUTES - Board of Directors / Full Board Conference Call, January 20, 2005
8:00 PM to 10 PM. Eastern Standard Time

Board and Staff Members Present January 20, 2005 Ann Baier, Luis Brenes, John Foster, Garry Lean, Brian Magaro, Jack Reams, and Margaret Scoles (staff)

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

Agenda Item #1 Agenda
Motion: Luis Second: Garry
Motion wording: The agenda was approved as written above.
Endorse: All

Agenda Item #2 Secretary's Report
a. Approval of Minutes from Dec 16, 2004
Discussion: Ann asked for and received input from BOD on specific content details and formatting of the Training Oversight Plan that is part of the minutes for the December 16, 2004 meeting.
Action Point:
· Every Board member please review the final version of the minutes from December 16, 2004 and respond by email to Ann no later than February 1, 2005 to affirm that appropriate changes have been accurately incorporated in this final version. Approval of these minutes is pending final board review.
Motion: John Second: Luis
Motion wording: The minutes were approved as amended.
Endorse: All

b. Review of Action Points
Please refer to past meeting lists.

Agenda Item #3 Treasurer's Report
a. Financial Report for 2004
b. Budget for 2005
Discussion:
As has been previously done, the BOD should highlight the major reasons for the negative balance in this year's budget. While this year's expenses exceeded income by about ten thousand dollars, next year we will have a new revenue source-the Southern Organic RMA collaborative project with NCAT. Upon completion of the RMA grant anticipated in June 2005, IOIA will receive $49,000. In order to complete the work on this grant, staff will need to maximize their efficiency in accomplishing office work. This has possible implications for scheduling office work staff availability to answer phones.
Action Point:
· Margaret and Jack will, in 4-5 sentences, summarize the differences between anticipated and actual expenses.

Agenda Item #4 Long-range Planning: Continuation of Action Point and Action Plan for 2005
a. Summary Report Update
Discussion:
Luis reported that he is still working on the document, but that he sent out a draft this afternoon. He has reviewed the work of La Veta, as well as member input before the Broadus retreat. These were important in drafting this document. Training is the main product we sell. As is reinforced by the draft business plan that Jack wrote, we need to increase sales of training products.

Luis gave the following review: IOIA has done 170 trainings since 1993. In the last 4 years we reached a plateau of 20-24 trainings per year. Last year there were only 16 trainings, a 25% decrease. Two thirds of the trainings were managed by cosponsors, but these provided only 30% of the revenue. We make about $15 per participant on regional trainings, and $100-150 per participant in IOIA-managed trainings. US trainings comprise half of our trainings. For every training in the US, we provide one elsewhere. For every one in Canada, we do one in Japan, and two in Latin America. Most of the Latin American Trainings have more participants that the US trainings. For every 5 trainings in the US, there are two in Latin America, but there are 3 Latin American participants for every 2 US participants. However, trainings outside the US don't give us members. Of IOIA's trainings, 83% are basic. Advanced trainings represent 14% of trainings, and little percent of our income. We should try to provide more training to our members in order to improve quality of inspector members, not only increase the number of inspectors. We ask why people they take the basic training. Some take courses not because they want to be inspectors but for information on the industry. Others do want to be inspectors, and many of these are fulfilling a Certifier's requirement for IOIA training. Why don't as many people take advanced trainings? The perceived cost-benefit ratio is low. Advanced training is not required to obtain or retain most inspector jobs. IOIA could reduce the cost of advanced trainings by doing web-based or other distance learning programs. Should the IOIA accreditation process require advanced trainings? USDA's NOP standards don't establish inspector qualifications or standards. We need to increase the benefit/cost ratio to get more participation in advanced trainings. We also need to keep upgrading trainings, creating modules and developing products to sell to the industry. We discussed other variations on training programs, prerequisites, and the marketability of our programs. Certifiers must use "sufficiently trained" inspectors, but there is no set of standards to define this.

We will explore possible future relationship with the NOP and USDA to the extent that they fulfill additional elements of our mission. Working with NOP could enhance the future of IOIA if we have a functional working relationship that would strengthen the recognition of IOIA trained inspectors. We need to work to maintain integrity of organics including NOP enforcement. We should go to them and say, "This is how we can help improve the system…" Certifiers need an articulated description of what it means to use "sufficiently trained" inspectors. Addressing the need for this does not appear to be a high priority for NOP staff, given other concerns at this time. Talking points: IOIA is ready to help certifiers and the NOP.

Action Point:
· All BOD members please send Luis comments (3-5 sentences) by next week on what he sent out this afternoon.

We discussed the need for Lisa to have consistent and reliable review of the procedural and training materials she is developing. She reported that Harriet Behar did a wonderful job of editing some of the materials developed to date.

Action Point:
· Margaret will expressing the BOD's appreciation for the work Harriet has done as a volunteer to date. Margaret will explore and facilitate a contract for her future editing work to assist Lisa, as negotiated with approval from the Board Chair and Treasurer.

Agenda Item #5 Guelph Organic Conference
a. CFIA communications:
Discussion: Garry, Dag and Janine will be at the Guelph Organic Conference in Ontario. The Canadian Food Inspection Agency (CFIA) is the body overseeing the development of organic standards for Canada. Garry will try to arrange a meeting, together with Dag and Janine, with Joe Southall. Garry has pertinent IOIA documents, including the newly reformatted policy manual. Thanks are due to Margaret for her excellent work on this document.

Agenda Item #6 Member Request: OTA-IOIA Communications
Discussion: We discussed recent exchanges on the IOIA Forum regarding the Harvey vs Veneman lawsuit that addresses alleged discrepancies between OFPA and the NOP standards. The BOD decided that IOIA should develop an article for the next IOIA newsletter that presents perspectives from both sides of the topic to adequately address the members' concerns. The article will include an exploration of the possible implications of this suit, whether it is successful or not, for processors of organic food and consumer understanding/confidence.

Agenda Item #7 AGM Issues: Nominations Committee Report
Discussion: Ballot will be composed with 8 candidates including 3 incumbents-Ann, Luis and John.

Action Point:
· Brian (Chair) will send thanks on behalf of the Board to the Nominating Committee for their work.

Agenda Item #8 ED/TM Report
Margaret presented the following report:

1. Member Mailing target date is January 29. It will include a letter to the members, 2004 Financial Report, 2004 Training Summary, Ballot for BOD, Nominee Statements, and Membership Directory if applicable. Brian will be writing the Annual Report, with Margaret's help, and Jack will be preparing the 2004 Financial Report, with her help as well. Both documents, plus the 'letter to the members' will go out in the mailing.

2. Insurance: IOIA has only Errors and Omissions Liability Insurance. We have no insurance on any property or any bodily injury liability insurance. This is sometimes a problem with trainings at facilities where we must show proof of insurance. BOD needs to be aware of what insurance IOIA does and does not have. Brian will speak with Margaret about insurance options.

3. Newsletter deadline is February 1. Please, all BOD members, if you owe anything for the newsletter, please get it to Diane by the end of next week.

4. RMA Collaborative Agreement with NCAT is becoming top priority. Margaret asked BOD members if any have time to invest. Brian might have some time in February. We will need to contract for some assistance. Questionnaires from inspectors have all been copied and sent to NCAT for tabulation and analysis. Response was good. Twenty-seven IOIA Inspector Members of the 210 completed the Questionnaire. This represents 12.8% of the total IOIA membership. Respondents included USA: 22 (16% of the 138 US Members); Canada: 4 (7.6% of the 52 Canadian Members); and Other (United Kingdom):1(5% of the 20 non-US/Canada members). Six of those completing the survey indicated some experience in the region and a desire to participate further in the project. IOIA has only 2 Inspector Members in the 5 target states. Next steps are to organize volunteers, interview inspectors with experience in the region by phone, identify producers for interviews, and issue contracts for completing the work.

5. Fifty five members signed up for the $5 subscription to the Organic Standard. This is clearly considered a membership service, with over 1/4 of our Inspector Members signed up. Margaret has contacted Emily Brown Rosen, as per a BOD member's request, about a reduced 'bulk' rate for her The Organic Observer newsletter, managed similarly to The Organic Standard. She responded affirmatively, with details to be worked out before November 1, to be coordinated with the annual IOIA dues billing cycle.

6. Policy Manual is updated and formatted.

Training Manager Report:
Margaret summarized upcoming IOIA-managed trainings, questioned whether a training in the Midwest in the latter part of 2005 (as per our regional rotation schedule for US trainings) will be feasible, reported that OTA and IOIA will be working to develop the Organic Fiber Processing training in the last few months of 2005, and reported that we are working with a consultant from Washington, DC who wants to collaborate with IOIA to take inspector training to the Islamic countries. This discussion began at the Expo East last fall and has developed since then. He displayed IOIA materials at the Dubai expo and has offered to take them to another major trade event in mid-February.

Agenda Item #9 Adjournment
The Chair adjourned the meeting at 10:08pm EDT.

MINUTES - Board of Directors / Full Board Conference Call, February 17, 2005
8:00 PM to 10 PM. Eastern Standard Time

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

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

Agenda Item 1: Agenda

Moved: Ann Second: Jack
Motion: Approve the agenda amended to be written as above.
Endorse: All

Discussion about when to call in an alternate:
Last meeting Luis was unable to participate in the call. Because his communication prior to that meeting indicated that he was uncertain whether or not he would be able to be present at this meeting, Brian did not call for an alternate to serve at that meeting. He asked for the following clarification of procedures for the future.
Action Point: If a Board member is unable to attend a meeting, it is requested that they state clearly that they will not be able to be in attendance.

Agenda Item 2: Secretary's Report

Moved: John Second: Jack
Motion: Accept the January 2005 meeting minutes as amended on this call.
Endorse: All
Action Point: Ann will send out the final version of the meeting minutes from January 2005 by email.

Agenda Item 3. NOP-OTA Harvey vs Veneman

John presented some highlights from the recent OTA member conference call that discussed the recent ruling on the Harvey vs. Veneman lawsuit by the First Circuit Court. IOIA received an invitation to participate, and Margaret and Dag were also on the call. Barbara Robinson and Keith Jones represented USDA NOP on the call.

· According to Barbara Robinson, the prohibition of synthetics applies to "made with organic" products, post harvest handling materials, and livestock as well as 100% organic and Organic products.
· All non-organic materials must be on 205.606. Section 205.606 will be rewritten to be the universal source list (a closed list, rather than its current open list). Unless a material is included on 205.606, it cannot be used in organic products. Additions of three synthetic materials to original 38 synthetic materials (referenced in the lawsuit) make 41 allowed synthetics allowed that the ruling addresses.
· Synthetics will not be allowed unless mandated by FDA or health regulations. Organic products will continue to include synthetic substances if mandated (not simply permitted). There may be other instances of a performance standard, such as low bacterial count, that does not include a mandate to use a specific material, that is required by another federal regulation.
· No timelines were established for implementation or enforcement of the ruling. It is uncertain at this time whether the Court will consider the economic ramifications.
· The lawsuit has resulted in impacts that apparently went beyond Arthur's intentions. There was no opportunity for Arthur could say "do over"; it is now out of his hands.
· Some statements made on the call by NOP staff will need to be verified, especially with respect to opening the Rule. Organic Farming Research Foundation (OFRF)'s Mark Lipson cautioned against the potential risks of opening the law. The NOSB may be called upon to help interpret this ruling.
· There was no discussion of the problems related to eliminating the 80/20 conversion required by the ruling. OFPA does not authorize anything less than a 12 month 100% conversion. Horizon and Organic Valley asked questions.
· There will be further discussion of these issues at the IOIA AGM. Margaret noted that our newsletter article may have some commonly held inaccuracies in it.

This ruling raises several questions about its implications for IOIA. The deadline for USDA to respond to the court is March 14. The non-allowance of synthetic materials may cause organic food processors to have a very hard time complying with organic standards; in essence, making many products uncertifiable. One possible result is that many processors will choose not to be certified. The decrease in certification could lead to a surplus of organic inspectors; that outcome would impact IOIA and our members. Alternatively, many organic processors have invested in the growth potential of organic food, and may push for some compromise that will allow them to develop their products. IOIA must be poised to provide information to keep inspectors informed and responsive. Inspectors need to know what the rules are, and how to do our jobs. Right now inspectors are advised not to do anything different until we hear from the NOP and are notified by the certifiers for whom we work. IOIA can be a two-way channel of information between inspectors and certifiers. IOIA will to position itself to offer appropriate training as a member service to help inspectors be ready to make changes. Meanwhile we need to stay apprised of this issue. The IOIA website includes the Court's ruling, and provides links to the OTA and NOP websites.
Action Point: Margaret should send a letter to ACAs requesting that IOIA be notified of any procedural changes

Agenda Item 4: ED Report
Margaret submitted a written report.

Agenda Item 5: Annual Report
Thanks to Brian for preparing and presenting the Annual Report. This will be posted on the IOIA website.

Agenda Item 6 Long-range Planning: Continuation of Action Point and Action Plan for 2005
a. Summary Report Update

Agenda Item #7 Treasurer's Report
a. Budget for 2005
Jack presented a 2005 budget overview. It includes funds from the Collaborative agreement with NCAT from the grant from RMA to develop risk management tools for transitional and organic farmers. This additional source of income helps balance the 2005 budget, assuming we are able to accomplish the work of this project with actual expenses that are $10,000 less than payments received. This is a one-year project only. As with any grant source of funding, we should not count on future funding. Nonetheless, our intention is for this project to further our organizations' capacity to develop future work that pays for itself and supports our mission. Training has been and continues to be a possible source of revenue for IOIA, including the potential to develop more customized trainings. Our goal is for 2005 to be a benchmark year in which our trainings cover all expenses and generate sufficient surplus to reinvest in developing IOIA's training program so that it keeps pace with the needs of the time. The BOD noted that a great deal of work was done in 2004 to establish written procedures and manuals whose benefits we will reap increasingly in 2005. Already more inquiries for trainings are coming in. Margaret reported that IOIA's responses are double what we were sending out before. The information is clearer and well organized. The work that Lisa and Margaret have done has enabled us to respond more quickly and completely than before.

Staff Salaries: Brian noted that the budget does not reflect any increase in salary for any staff. The staff have requested that the Board not increase their salary at this time (while the budget is tight). Nonetheless, we note that a nominal stepwise raise each year is easier to defend than a large jump every five years. That was our experience with the membership dues increase. It is appropriate to give staff a Cost of Living increase, and a bonus based on performance. The ED/TM salary is currently $26,400. We can balance the budget by increasing training income or reducing Board travel. Margaret suggested that Lisa and Diane also need raises, and mentioned that the budget only shows $26,400 for ED Salary but reminded Board members that she gets paid an additional amount for each IOIA-managed training, such that her W2s reflect a salary of around $30,000. Lisa is also paid per attendee at Cosponsor-managed trainings, in addition to a monthly contract. Cosponsor-managed trainings should pay for themselves, including paying for Lisa's work. John suggested that this BOD make a commitment to increase the ED's compensation equal to or greater than the standard COL raise. Given the current budget outlook, however, it may make sense to defer the raise until the end of the year based on cash flow and availability of funds. As far as other staff goes, we have to create the availability of funds for Margaret to recommend raises for them. Job description and terms of reference-needs to be written up to include a Cost of Living raise. Budget is to be balanced by reducing BOD travel.

Motion: Jack Second Ann
Motion: Increase the Executive Director's salary with a three percent raise plus a two percent bonus at the end of the year pending the availability of funds.
Endorse: All

Agenda Item 8: AGM Issues

Brian asked John Foster to consider speaking about the Harvey vs. Veneman decision at the AGM.

a. Review AGM Agenda
b. Ballot Committee
c. Keynote, Entertainment, Auction
Mark Winston is proposed, as he would be provocative and controversial speaker for the AGM.
d. BOD Business Meeting

Margaret urged Board members to try to arrange to bring two proxies each to the AGM to ensure that we attain a quorum.

The BOD will meet at Jack's home on Friday evening. Pre-AGM Board meeting will be held at 8:00 AM at the AGM location. Board candidates will be invited. We will meet after the AGM for a full in-person Board meeting all day Sunday and Monday until noon.

Agenda Item 9 Adjournment
Brain adjourned the meeting at 10:20 PM Eastern Standard Time.

MINUTES - Board of Directors / Full Board Conference Call, February 22, 2005
8:00 PM Eastern Standard Time

Brian called the meeting to order at 8:03 pm.

Board and Staff Members Present Ann Baier, Luis Brenes, Dag Falck, John Foster, Garry Lean, Brian Magaro, Jack Reams, and Margaret Scoles (staff)

Agenda Item 1: Agenda

Moved: Brian Jack Second
Motion: Agenda approved as written. The CSREES grant will be addressed at 8:30 PM regardless of where we are in the agenda at that time.
Endorse: All

Agenda Item 2: AGM Details
a) AGM speaker choice

Moved: Ann Second Jack
Motion: Select Mark Winston to be the AGM 2005 speaker.
Endorse: All

b) Diane Cooner's participation

Moved: Jack Second Dag
Motion: Pay travel and lodging expenses for Diane Cooner's participation in the Annual Meeting. It is our expectation that she will arrive Friday night and stay through Saturday night, flying home late afternoon Sunday such that she may be available for some portion of the Board meeting on Sunday. She will not be expected to attend the Board meeting on Monday. The precise timing of travel plans and lodging may be adjusted if it is possible to save money with the arrangements overall.
Endorse: All

Agenda Item 3: NASOP training update, ATO Chicago
Discussion: Some time ago Doug Crabtree, NASOP President, asked IOIA to develop a proposal for certifier training in conjunction with NASOP's annual meeting in Chicago in May 2005. IOIA submitted a proposal for the training. When Doug asked IOIA for a proposal, it was apparently without any intention of seeking competing bids, as he thought that the decision had been made to contract with IOIA. However, NASOP informed IOIA that they have contracted with Source Verified to deliver this training. Gay Timmons and Karen Troxell (IOIA BOD Alternate) are partners in this business. NASOP also formed an independent agreement with Jim Riddle to deliver a portion of the training (NOSB update) for which he will be receiving only support for his travel to the event. Because Jim Riddle was listed as a trainer in the IOIA proposal, NASOP was aware that $1000 of the $1500 proposal would be paid to him. They approached Jim after they made a decision to contract with the other company. We are concerned about the process of negotiation for this training. NASOP asked for a proposal from IOIA. Then they formed an independent agreement or contract with Jim Riddle, who had been listed as a trainer in IOIA's proposal.

The series of events raises questions about conflict of interest and the ethics of seeking an independent contract with someone listed as a subcontractor on a proposal submitted by an organization, and that subcontractor accepting it. The confidentiality agreement that Board members sign should preclude using information gained through IOIA Board communications for other purposes. This contract was apparently developed and won without Karen's knowing that IOIA had already submitted a proposal to do this training. Karen spoke with Margaret and said that perhaps she should resign. This offer to has yet been submitted in writing by Karen. If there is any suggestion that Karen resign from the IOIA Board, we recommend not accepting her resignation for that reason.

Action Point: Upon receipt of a letter from Karen offering to resign from the IOIA Board, Brian will initiate contact with Karen in order to clarify the situation.

The experience holds some lessons for IOIA with respect to our practices for presenting ourselves as a potential contractor. We concluded the discussion with the following suggested procedures: When we get requests for training that are not so directly related to membership services, IOIA should:
a) Respond with a bid to provide the highest quality services and a cost that reflects that quality with a good net income for IOIA. If people choose an alternative bid, that is all right.
b) Present only a total budget figure (not a breakdown by line item), and
c) Provide a general agenda with overall topic areas, not disclose a detailed description, or curriculum that is complete with the objectives and content.

Agenda Item 4: Implementation of First Alternate Bylaw
Background: At least 2 decisions need to be made. The first could be deferred to the Nominations Committee, maybe. But the 2nd is clearly a BOD decision. (1) How to handle the Position of First Alternate. Does Ann Lameka automatically become First Alternate, if Karen resigns? Would that mean that we elect only a 2nd Alternate? Or do we elect both positions and let the membership decide which is which? The Bylaws specify staggered terms for the First and Second Alternate, and that only 1 will be elected at each AGM, which prevents the Second Alternate from running as First Alternate. However, either one could readily run for the BOD when their term expires. At the last AGM, he membership supported one year implementation time. Ann Lameka is available to attend the AGM. She plans to attend and would appreciate travel support (driving from Oregon) but is committed to come whether or not her travel is reimbursed.
(2) How much (if any) of the Travel/Lodging Expenses for Alternates will be paid?

Discussion: We don't know yet whether election of the First Alternate is necessary at this point, because Karen has indicated that she plans to resign but hasn't actually done so in writing yet.
If Karen resigns, the First Alternate shall be Ann Lameka for one year, and the 2nd alternate be elected for a 2-year term. Advice: No one should agree to run for the Alternate position unless they have time and willingness to serve as BOD member. The members will be asked to affirm or deny the BOD's recommendation.

Moved: John Second: Luis
Motion: The BOD decided that travel expenses to and from the 2005 AGM and lodging/meals be paid for the person designated as First Alternate. The First Alternate is covered at the same compensation level as all BOD members (refer to Policy Manual), as long as it is the obligation of the First Alternate to participate in all BOD meetings and AGM.
Endorse: All still present on the call (Dag, John, Brian, Garry)

Agenda Item #5: BOD Agenda for Vancouver
Long-range Planning and Training are two key agenda items for the post-AGM agenda.

Action Point: All BOD: Develop post-AGM meeting agenda by Email.

Agenda Item 6: CSREES Grant Proposal
Background: Margaret had a conference call in November 22, 2004 with Tom Bewick. At that time Margaret thought that the funding limit for organizations to receive single-federal- source -funds- for this grant was $300K. The ceiling is actually $500K. Last year IOIA submitted a proposal with NCAT, Iowa State University (Nancy Gruden-Schuck as evaluator), and Jim Riddle, Emily Brown Rosen and Lynn Coody as consultants. It was not funded.

Discussion:
Now we are faced with several questions. The Board's perspective is included after each question below:
· Should IOIA write a proposal to pursue funding from CSREES this year? Yes, if the work is consistent with IOIA's mission and the budget appropriate to support our participation.
· Who should be Principal Investigator? Not the NOP. If the NOP is not interested, we could move ahead anyway. IOIA or NCAT should be PI, depending on several factors including who is poised to provide the best leadership to the project, and which organization may be seen more favorably by the funder. IOIA should carefully consider the extra work that being PI requires, and if we take that on, be sure that the budget provides sufficient funds to cover all costs (direct, and indirect at 15-20%) related to our leadership and participation.
· Who should be the collaborators? IOIA, NCAT, Iowa State University, ACA, NOP (also involves international certifiers). There are many actors in the organic net who are in a period of redefinition. Some are changing and don't know it; some are changing and do know it. We recognize that this funding does not explicitly address Inspector training, although some training materials developed for other audiences would be readily adapted and retooled for inspector training, particularly if we are authors of the materials. NOP saw opportunities to do significant certifier training to include training of ACAs outside the US. ACA should be a resource group. NOP also should be in that category. To review materials perhaps?

Discussion:
If we know what the certifiers need to know, we'll be in a good position to know what inspectors need to know. All training is related to inspector training. IOIA members helped us train government officers and build the organic regulation in Costa Rica. It would be good for the US to realize that the government opens this dance late, and their first steps in interpreting the Regulations have not fulfilled industry expectations. NOP could be a horizontal partner, but not PI. IOIA must seek economic viability if we participate in this project. The work must also be consistent with our mission. Carrying out this project may be an opportunity for IOIA to be more respected in the industry. IOIA is like the other organizations that may need to redefine themselves. If we broaden the scope of who we train, is that a shift in our mission? It is important to consider the international makeup of IOIA. We must have adequate human resources to do the work. It is not realistic to carry out the project with existing staff. We may need someone to administer and carry out the work of the grant. If we contract out all the work to others, IOIA might not actually benefit from having received the grant. We need to make sure we ask for enough money to cover the real costs. Please remember to include in developing the proposal information on how much product used in the US comes from outside the US. Important to include training materials, translation, for outside-US audiences. It will help build the case to do that if we emphasize how much international product is traded and used in the US. Ask for what we need. Don't determine how much you are going to ask for until you determine what we need.

Moved: Brian Second: John
Motion: Pursue the CSREES grant to extent that it stays within our mission, shows a positive contribution to the budget, and that the proposal be modified to include NOP but keep IOIA (or NCAT) as the PI.
Endorse: All on the call at that time: Jack, John, Garry, Luis

Brian adjourned the meeting at 10:05 PM EST.

Final Minutes of the 2005 Annual General Meeting
March 19, 2005 at 10:00 a.m.
Granville Island Hotel, Vancouver, BC, Canada

Agenda Item #1 Call to Order
Brian called the meeting to order at 10:18 a.m. Pacific Time.
He noted that in order to conduct business a Quorum of 33 members is needed. There were 28 voting members present in addition to 17 Proxies, for a total of 45 members represented.

Agenda Item # 2 Approve Agenda
Amendments to the printed agenda were made and the agenda was approved.

Agenda Item #3 Approval of the Minutes
Motion: Marjorie Harris Second: Maarten Samson
Motion: to approve the minutes as circulated.
Passed unanimously

Agenda Item #4 Annual Report from the Chair, Brain Magaro
IOIA attended three major organic events with the IOIA booth in 2004. An electronic member database was initiated. IOIA supports the Organic Trade Association, the International Federation of Organic Agricultural Movements, Organic Materials Review Institute, Co-op America and the Canadian Organic Growers through membership. IOIA continues to support the development of the Canadian organic program through the Canadian Committee budget.

IOIA conducted an ISO lead auditor training in 2004 and is in the process of planning organic fiber training in cooperation with the Organic Trade Association. In 2004 IOIA began a plan to streamline IOIA's administrative training procedures. Lisa, the International Training Manager and Margaret, Executive Director developed a Training Guide and Manual. Regional Trainings are now referred to as co-sponsored trainings. IOIA continued to diversify training opportunities: NASOP, NRCS - outreach programs. The work Lisa has done on manuals has made a huge difference in IOIA's outreach capability.

Although IOIA experienced a second deficit year in 2004, the overall financial situation is sound. There was a shortfall in training income and an investment in the long-term functionality of the organization.

Margaret Scoles remains the IOIA Executive Director. Phoebe Amsden has left the IOIA office and Judy Hessong is the new Office Assistant. Diane Cooner continues to tend the website and produce the newsletter. Lisa Pierce, contractor, is the International Training Manager.

Agenda Item #5 Treasurer's Report
Jack discussed the Revenue and Expense Budget vs. the Actual. He said that the IOIA budget is similar to a church budget. We can estimate our expenses quite well, but we cannot estimate our income. It is a leap of faith to trust that the funds will come in through membership renewal, donations, trainings and other means. More training participants increase the income. There are some variable costs (meals, hotel, etc). However, the fixed costs (meeting rooms, speakers, Training Coordinator etc.) must be covered by a minimum number of participants.

How IOIA arrived at the $10K shortfall in 2005 is that $47K was budgeted to as income, and only #38K came in from membership dues. There were no other significant donations other than member contributions. Sales of resources provided 13K last year.

There was discussion about how dues are paid. Because IOIA reports to the members on a cash basis if membership dues are paid after Jan 1, they go on the next year's budget. Typically, a lot of new members are trainees. We had fewer training participants than in previous years, so fewer new members. There was a brief discussion on the levy assessment fee of $1or $2 per inspection.

It was noted that the actual cost of operating IOIA per year is approximately $177 per member. This means that the $100 yearly fee needs a $77 subsidy. If we need $80,000 to run IOIA every year, it means we need either $400 per member or make money from trainings. Last year there was unusually low training enrollment, but it appears that and applications for trainings for the upcoming year received to date show promise to expand members.

Motion: Maarten Samson and Jack moved; Drew Stuckey seconded
Motion: To accept the financial statements as presented.
Passed unanimously.

Agenda Item # 6 Committee Reports:
Membership Committee: Chris reported on the committee's goals and accomplishments.
1) Certifier Letter jointly developed by BOD, staff and committee was sent to all accredited Certifiers to encourage participation and membership in IOIA and to raise the profile of IOIA membership
2) Accept membership applications electronically
3) Explore ways to retain and increase membership
Chis will be stepping down as chair of the membership committee. Thanks to Chris and to Sandra Conway for their efforts in the nomination process.
Goals for the coming year included continuing with 3 (above) and
" Consider another membership survey as recommended in the La Veta strategic initiatives.
" Develop an outstanding inspector award.
Margaret said IOIA is seeing a resurgence of returning members who had been absent for a few years. The supporting individual membership category increased from 30 to 62 members.

Latin America Committee
Lidia Girón has translated most of the Spanish materials that are posted on the IOIA website; a big thanks to her. Most of the products certified in Latin America are being grown and sold and certified by US and European agencies. The major issue the committee would like to have addressed is working conditions. There is more competition amongst inspectors and fees are being reduced. Certifiers are not following a local law that allows only agronomists to conduct inspections.

Canadian Committee: Janine said she is getting calls about complaints. There are some situations of Canadian Organic Initiative that might need to be addressed to the Ethics Committee. It is important to maintain our credibility as an ethical professional association. Currently only one Canadian Province, British Columbia, requires inspectors to have IOIA training and membership. Janine continues to represent IOIA on the organic standards committee, and as chair of the editorial committee working toward a workable Canadian organic standard and regulatory process.

Agenda Item # 7 Board of Director Candidate Presentations
Board candidates in attendance made brief presentations. These included Marina Buchan from Alberta, Canada, Luis Brenes from Costa Rica, John Foster from Oregon, USA and Wendy Lee Clark from Manitoba, Canada.

Agenda Item # 8 Election of Board of Directors
Attendees included: Ann Baier, Luis Brenes, Margaret Scoles, Drew Stuckey, Maarten Samsom, Garth Kahl, Richard Carr, David Dahmen, Chris Kidwell, Marjorie Harris, Fred Ehlert, Priscilla Reimer, Anne Macey, Dawn Fleming, Helene Bouvier, Kirk Northrup, Lisa Pierce, Gene Prochaska, Marina Sexty Buchan, Elaine Spearing, Margaret A. Weigelt, Cheryl Laxton, Garry Lean, Jack Reams, John Foster, Dag Falck, Brian Magaro, Jana Thomas, Danielle Rizhanovsky, Jayne Priest, Greg Awai, Janine Gibson.

The election results:
Ann Baier: elected
Luis Brenes: elected
Marina Buchan: elected
John Foster: elected
Wendy Clark
Carlos Escobar
Bob Howe
Sylvia Welke

9. Executive Director's Report
Margaret said there have been major changes in the office and that IOIA is more sustainable because of changes in administration and increased support staff. The membership database was a real time saver and has already paid for itself. Lisa has been involved in the much needed Training and Co-sponsor Guides and setting up procedures for selecting trainers.

The Inspector Directory is now on line and available in hard copy and IOIA published the first mini directory. The fees for basic training have increased but the fees for advanced trainings have not. Subscriptions to the Organic Standard and the non-GMO Source are offered to members at a reduced rate. Some services that have been requested by members but IOIA has not been able to offer include: liability insurance, a union lobbying for better working conditions, being more politically active, working to strengthen the Rule, consistency in inspection, ensuring organic integrity. Because IOIA is International in scope, it has been difficult to get involved with these kinds of issues in just one country.

IOIA received a $50,000 contract from NCAT in a cooperative agreement with the USDA Risk Assessment Agency to develop decision-making tools and training to assist farmers in the Southern US.

Margaret acknowledged the support of the IOIA Board of Directors, especially the Chair.

Agenda Item # 10 New Business
a.Open Discussion on IOIA's role in the industry; setting priorities and b. Membership Issues

• John Foster gave a brief overview of the Harvey vs. Veneman case. John stressed the importance of maintaining unity in the organic community. Arthur Harvey initiated a lawsuit against the then current Secretary of the US Dept of Agriculture regarding nine specific inconsistencies between the (US) Organic Foods Production Act and the (US) National Organic Program. He lost his case in the state of Maine. He appealed seven of his nine counts and won three. There was discussion regarding what the possible outcomes of the case could be. It was noted that there are diverse opinions within the organic sector regarding the case.
• There was some discussion regarding the risks and benefits of opening sub IOIA offices in Latin America and Canada. If IOIA does not quickly move forward and be prepared to deliver training with Canadian content the Canadian Food Inspection Agency may do it
• It was suggested that IOIA needs more consistency in their trainings / need to put more money into redesigning curriculum
• Need to have a distinct partnership with a recognized educational institution; Assiniboine Community College is too localized to serve all IOIA's needs
• IOIA should have direct input into ingredients / materials and direct interaction with NOP
• Develop the strategic plan & it should go on the IOIA web so members can respon
• Need a business plan and what audience and what products we are marketing
• Inspector photo ID card
• Communication-committee agendas on the website
• Focus on international
• Limit the AGM to 2 hours so members can brainstorm
• Increased professionalism / a professional association is made up of professionals
• Move towards becoming a professional association
• Standardized curriculum is the cornerstone
• Consider staff time required to do the stuff being proposed

Motion Chris Kidwell Second: Greg Awai
Motion: that each attendee write down three ideas that they feel the BOD should consider for action in the next year.
Passed unanimously
Chris Kidwell agreed to record, tabulate and present the list of the outcomes to the Board at their post-AGM meeting in Vancouver.

c. Setting of date and location of the next AGM
There was brief discussion on where the 2006 AGM should be held. Most attendees agreed that it should be held in the interior U.S.

Agenda Item # 11 Adjournment
Brian thanked everyone for their input and adjourned the meeting at 4:37 p.m. Pacific Time

MINUTES - Board of Directors / Full Board, Granville Island Hotel, British Columbia
March 20-21, 2005

Board Members present: Jack Reams, John Foster, Garry Lean, Ann Baier, Luis Brenes, Brian Magaro, Marina Buchan
Others present: Chris Kidwell a.m., Ann Lameka, Margaret Scoles (staff), Lisa Pierce (staff), Diane Cooner (staff)

Brian called the meeting to order at 10:22 a.m. PST

Agenda Item # 1. Approve Agenda
The Board of Directors (BOD) discussed that Training (agenda # 5) would start after lunch and Long Range Planning (agenda # 6) as it flows. Some agenda items may be juggled to accommodate presenters. It was noted that the BOD also should discuss committees, AGM list, and the trade show display.
MOTION: Jack Second: Luis
Motion wording: The agenda was approved as amended verbally.
Endorse: All

Dag Falk, former Board member popped into the meeting to say, "Farewell." Luis reminded us that Dag previously gave the Board a copy of the paper, "Consensus and Agenda Building."

Agenda Item #2. Define Board Structure
a. Elect Executive
Discussion: Brian expressed his wish not to continue as Chair but would stay on if it was in the best interest of IOIA. John suggested we agree on a slate. Instead of electing executive positions the BOD empower an executive as a group where individuals have particular roles. The various roles of the Chair were discussed and that they might be shared so that the Chair would not become over worked. Ann encouraged us to think about what we want to accomplish in the next one or two years making sure that our functions support our goals. Jack strongly suggests that IOIA must raise dues to cover the cost of services to members and convey to the certifiers and IOIA members that we as inspectors are professionals.
John suggested there was a lot of room for spreading out roles more formally to make the position of Chair more sustainable. Luis suggested that face to face meetings were more effective than conference call meetings and that the BOD trust the executive with the small decisions; sometimes the best decisions are not made by the whole group.

Motion: Ann Baier Second: Luis
Wording: The Board elects the following: Brian Magaro remain as Chair, Garry Lean remain as Vice Chair, Jack Reams remain as Treasurer, Marina Buchan as Secretary and John Foster as the Executive Committee Member at Large.
Endorse: All

John agrees to be timekeeper.

b. Determine the Role of First Alternate
Discussion: The BOD discussed whether or not alternates are needed as it was felt that the board is large enough. There was concern that alternates offer their skills but are seldom called upon and become discouraged. The BOD had previously agreed to eliminate the positions of alternates but has so far been unsuccessful in efforts to effect this bylaw change.

Action Points: The BOD agreed that it will have a first and second alternate this year. The first alternate participates in all board meetings but does not vote and does not serve on the executive.
Motion: John Second: Ann Baier
Motion Wording: The BOD appoints Ann Lameka as First Alternate, and Karen Troxell as Second Alternate.
Endorse: All

c. Board Process for 2005
The BOD discussed how often board meetings should occur. Some thought that the Board dealt with too much business and not enough planning in 2004 and that not all Board members were sufficiently prepared for meetings. Brian read from bylaws that the Executive Committee consists of the Chair, Vice Chair, Treasurer, Secretary, and one member at large.
Action points: The BOD agreed that all BOD members will attend all board meetings.

Agenda Item #3 IOIA Summary Report
Luis began his presentation with information about what services the members have requested. Some of these were better pay, better working conditions, insurance, ability to have questions answered without always going to the certifier. He pointed out the problem that the total world of inspectors is still small, estimating maybe 1000 in the world and of the approximately 500 in North America only 40 are full time. This severely limits what members are willing to pay in membership fees. Government wants us to advise them on standards etc. for free. The more we effect (help) industry the more we irritate our members. Brian stated the answer to the problem is to put pressure on the NOP to define qualification of inspectors. Luis continued, stating that there is conflict when the Inspector takes the Basic Training and gets a job. We complain that we need good inspectors but the certifiers are satisfied with the lower cost of 'new' inspectors.
Many inspectors don't want to pay for advanced training because it does not translate to extra dollars for them. We need to create demand for the advanced trainings. We need to have a list of well-trained, qualified inspectors. Will IOIA take the risk of spending resources to take on the job of training qualified inspectors? There is no guarantee that IOIA will be the organization that 'gets' the job of training qualified inspectors. But if we offer relevant services / training, we might. IOIA should consider emphasizing accreditation and increase training the other organizations. He suggested that basic training have 5 days with only fewer taking the test; split the trainings into modules with fewer taking the last module and the test. Splitting the audience to make more money but not necessarily make more inspectors. If the modules cost too much, the certifiers might not buy in, but rather do in-house trainings. Luis suggested that IOIA should consider changing its name to International Organic Inspectors to be more inclusive of all inspectors.
Discussion: The Board thanked Luis for an insightful presentation. It was noted that IOIA could go to Organic Consumers Association and other organizations to rally support for IOIA qualified inspectors. The BOD noted that possibly within 5 years we may see 80% staff inspectors. If IOIA gives the sector consistently well trained inspectors, then IOIA gets the opportunity to be the trainer of choice. IOIA may consider approaching Mark Bradley after the strategic planning. The Board considered fixing the 'old car' approach for the basic training and using the 'new car' approach for the advanced trainings designing modules appropriately.

Agenda Item # 4. Staff
a. Review Job Descriptions, Contracts, Evaluations
Action Point: Brian will e-mail the Board the ED job description.

Lisa Pierce presented information about her job as International Training Manager. She provided us with a document describing her responsibilities and a flow chart of procedures. She felt that her position is misunderstood because some skills that she was hired for are not in her job description. As administrator of trainings managed by a co-sponsor and also chair of the Training CAPS (Curriculum and Program Subcommittee) committee (a volunteer position) Lisa became aware that IOIA needed a procedures manual. This additional work was a separate contract. She did develop the manual but it was considerably more work than she anticipated.
Lisa's ITM contract has not been renewed yet.
Lisa handed out information about her job description and said that some corrections were needed. She does have contracts with the trainers and produced a Trainer Directory. She handles general enquiries and coordinates the co-sponsor managed trainings. She found that the usual procedures did not work for the JOIA trainings, especially. New procedures were needed with JOIA and she reported that JOIA is willing to collaborate with IOIA to develop these procedures.

b. International Training Manager, Canadian Office:
The only Canadian office is currently at Lisa's home in British Columbia. Lisa is interested in international Community Development work. This would include inspector training as part of Community Development. She would like the BOD to expand her mandate in this direction. Lisa's view of the IOIA training program strategy is that the procedures be developed first, then develop the curriculum. She expects to have the procedures completed by the end of April and she is willing to renew her current ITM contract for another year.
Discussion: The BOD recognized that any Community Development initiatives must be treated as a business and that IOIA must realize economic benefits of this work.

Agenda Item #5 Training Presentations
a. ITM Training
b. TM Training Program
Lisa and Margaret presented information about the difference between IOIA managed and IOIA co-sponsored trainings. The IOIA managed trainings are completely handled in the IOIA office and the co-sponsored trainings are managed by the International Training Manager, currently Lisa Pierce whose home office on Denman Island, British Columbia, Canada. The primary differences between the IOIA managed trainings and co sponsored managed training are who does most of the logistical work and how much profit is realized for IOIA. The IOIA managed trainings are managed completely out of the IOIA office without a cosponsor. There is little work done by other organizations involved.

Margaret said the implementation of the new procedures and the development of the business model is stretching out over time and she and Lisa are not really comfortable with them yet. The new training procedures not yet finished or implemented, with the exception of the Co-sponsor Training Guide and the Training Program. Margaret has tried to rotate the trainings from the East Coast, West Coast, and Midwest in the US with one training in the early months and one in the fall. She reminds the BOD that IOIA policy is to have an advanced training in conjunction with the AGM.

Lisa discussed the tools she uses for training protocols. Some of these include written trainer agreements, a guide to IOIA inspector training program, inquiry package for interested organizations, Training Request Forms with checklist and timelines. Some Inquiry packages have gone out. The Guidebook is a public document.

Discussion: Luis requested a copy of the IOIA managed training manual as well as a copy of the Co-sponsored Training Manual. Lisa said that she never does logistics such as meals and accommodation. She said the trainers don't organize the food anymore but they used to be in charge of almost everything. Luis suggested that the BOD will need to have a sense of flexibility during upcoming changes. He also said as a Trainer he would like to have input into quality of the learning process and the right to reject an applicant. Janine said she has been trying to play a mediating role in this time of change. Lisa suggested that the transition process is taking longer than expected.

c. Training Committee Report
Janine Gibson explained that the Assiniboine College inspector-training curriculum uses primarily IOIA developed materials. She stated that the Training Committee imploded after the last CAPS meting. The committee is in a rebuilding phase. Ten members signed onto the Training Committee sign up sheet at the AGM. She has been "Canadianizing" the training materials but the information she has developed has not flowed back to IOIA. Janine mentioned the importance of communication and interview skills for inspectors. She sees the need for bio-safety protocols to be included in the inspector-training program. Trainers typically use basic materials but put their own spin on them. In the past many Trainers have developed training materials collegially and donated them to IOIA.

Discussion: Margaret acknowledged that the ACC materials have been received at the IOIA office and reviewed, but so far that has not actually occurred until after the course has been delivered. John mentioned that he reviewed the Assiniboine College inspector training manual and he believes that 70% of the needed core materials for the basic crops course has already been developed. Margaret suggested that she contact trainers to ask if they have materials they want to have included in the current curriculum work. Janine said she is willing work with the Trainers and would like to continue to train but would like someone else to take the chair or co-chair position. She expressed the importance of open communication, and that all Trainers should have the opportunity for input. The group discussed the idea of developing learning objectives, teaching delivery style, the place of college advisory groups, the idea that universities teach theory whereas the community colleges typically have a more practical or applied approach with their vocational programs. It was suggested that there be an advisory committee rather than a training committee and the trainers need to know about the probability of changes and be invited to share their ideas and materials. Margaret noted that the IOIA programs do not have stated objectives. Ted Eastley suggested developing objectives up front of no more than three pages. He also said that it is common for a committee to stand down when its mandate is over and the objectives have been completed. Janine offers to share her ideas about curriculum, training etc. She said that she would have no problem if the committee decided to stand down.

d. Distance Learning, Assiniboine Community College
Ted Eastley, PAg. provided an overview of the organic agriculture programs at the College. He gave us a copy of the Manual (binder) of materials used in the College's organic Inspector Training Program. He explained that the College has been offering two certificate programs (organic agriculture certificate and organic inspector certificate) in organic agriculture for over5 years. He described the delivery model along with a handout. The college has tried to take the programs to the community for greater accessibility. As well they collaborate with other institutions to develop programs for regional relativity. The organic agriculture programs consist of a six-week home study component with access to the instructor by phone and e-mail, and 2.5 days of on site instruction at the College and a farm visit.

Ted proposed as food for thought a model that would include single point registration through Assiniboine College, subcontract a regional farm visit, farm out coordination of meals etc., use cooperative regional colleges with a minimum of 11 to a maximum of 15 students per inspector training course. He also presented a Strength, Weakness, Opportunities and Threats (SWOT) analysis for the model. He explained that he had previously completed a 4-year program to teach development of curriculum in Africa.

Luis asked the question whether or not Ted could develop Latin American distance delivery of the two organic certificate programs. He said that "yes, it was doable but not probable". When asked why the College uses printed materials as opposed to electronic delivery he explained that the primary issues were that many students need the paper in their hand, people like to use highlighters etc. and copyright issues.
Ted suggested that the College and IOIA might offer one-stop training and possibly work together to develop domestic and international training units. He said that the college reviews its programs every 5 years. The college has trained over 100 inspectors over 6 years and a large number of the inspector certificate holders are IOIA members. The College has paid Janine Gibson to update curriculum.
Discussion: There was brief discussion on copyright issues and the possibility of tendering the Trainer positions to other Trainers.

e. Oversight of Training
Margaret Scoles presented her report. She said that IOIA training program is in transition. She does work as Assistant Trainer occasionally and sometimes she does work for Lisa and Lisa works under Margaret sometimes. It will be important to train the Trainers as changes occur. She said that the IOIA managed trainings with or without a co-sponsor make the greatest profit. The co-sponsor managed trainings break even if we include Lisa's contract as a direct expense for those trainings. She is not sure yet if there will be an advanced fibre training and is not sure if she would do the ISO 9000 trainings again.
Discussion: The BOD discussed the possibility of the separation of the roles of Executive Director and Training Manager.

f. Professional Development
Margaret reminded the BOD that a 10% surcharge on Trainer Fees had been incorporated into fees for Co-sponsor Managed Trainings and that this money was earmarked for professional development for training programs.

g. Curriculum
Margaret and Lisa plan to proceed with curriculum development for three core courses of farm, livestock and processing. They perceive that this needs to be completed as soon as possible. This is not currently part of Lisa's contract but she is willing to work with Margaret to have them developed by September or October. She suggested that the core curriculum be copyrighted. The curriculum should include Power Point presentations as a base and the trainers could add their own regionally appropriate examples and pertinent information. The plan should be to develop objectives and create lesson plans so trainers don't have to repeatedly create their own curriculum. Lisa said that it has been difficult to institute needed changes.
Discussion: The BOD recognized that they should assist with the transition to the business structure and fully support strengthening Lisa's role as she implements the needed changes. The Board needs to develop a professional business structure and then work with appropriate trainers to deliver the training programs. Lisa felt that she was dealing fairly well with most of the issues facing her but would like to develop the curriculum that would be good enough for the short term. Then she would feel confident in marketing the program, and then later redesign the curriculum with customized courses. It was suggested that some trainers might prefer to be on a guest speakers list rather than be actual trainers. It was suggested that basic trainings in North America decrease (but increase offshore) and advanced trainings in North America increase. Lisa would like a speakers list developed, her contract and her job description updated, support for the concept of lead trainers and 'officially' have an office (not a committee) in Canada. There was discussion about the Training Committee's role. Should the Training Committee be made up of Trainers? Should the Training Committee have an advisory capacity to staff? There was consensus that a new structure would ultimately benefit the trainers. Luis would like to see Lisa's contract address getting the 'new car' as well. Margaret responded, "Lisa and I will work together." Margaret asked Janine to send the ACC learning objectives to Lisa and Lisa will forward objectives to the trainers for comment as first phase of fixing the 'old car'. But the BOD all agreed that we really want the 'new car'.
Action Points: Lisa will submit a proposal for contracted work on curriculum by the end of April. The Board intends to establish new objectives and goals for a new (advisory) Training Committee with the details to be dealt with later. Margaret will begin advising trainers and the Training Committee that changes are forthcoming.

5:45 p.m. Break until the next morning at 8:30 a.m.

IOIA Board of Directors Meeting continued Monday, March 21, 2005
Board and Staff members present: Brian Magaro, Ann Baier, John Foster, Garry Lean, Luis Brenes, Jack Reams, Marina Buchan, Ann Lameka and staff Margaret Scoles, Lisa Pierce, Diane Cooner.
8:35 a.m. Brian called the meeting to resume.

Additions to Agenda: IOIA Display
Discussion: Margaret suggested that two people are needed at the Trade Show table.

Several Comments were made regarding the IOIA Trade Show display as follows:
Need smaller photo frames
New pictures and colour scheming
Enlarge the words "You expect…"
Pay attention to how the eye moves across the display
The colour scheme be consistent
Side bar of supporting members and certifiers
Photo of audit trail review
Catch attention with 3 ideas
Global map where we influence or have members
May look at other type of display (smaller, more portable, simpler and less expensive to ship)
Action Point: Garry will be responsible to 'revamp' the display by the end of April (for Chicago) with a budget of up to $250.00. The Board is invited to support Garry with photos etc.

Agenda Item #6 Long Range Planning
a. Review of the Strategic Initiatives from the 2000 BOD retreat and 2003 Broadus Retreat
Discussion: The BOD briefly reviewed 2000 and 2003 strategic initiatives and having the IOIA accreditation program reviewed by an outside party in the future.

Action Point: The Board needs to approve February Board minutes by e-mail. Ann will have them out by next Monday and the Board needs to respond in two weeks. Reminders to the Board: Please reinstate BOD at the beginning of the subject line of the email. Everyone should reply to Secretary when they receive the email so she knows that everyone received it and if they approve or not. Please choose High Priority when you send. Thanks!

Motion: Luis Second: John seconds
Motion Wording: The BOD appointed a governance subcommittee of the Executive Committee, to usually include the Chair, Secretary and Treasurer. This committee will always constitute a quorum of the Executive Committee and will deal with governance or administrative items
Endorse: All

Action Point: It was agreed that the BOD meeting agendas will be set prior to the meeting and be sent to the whole Board so members can participate if they wish. The governance meeting will occur ½ hour prior to the whole Board meeting.

d. Planning for the Future
Discussion: The BOD discussed possible locations for the next AGM. The Upper Midwest Organic Farming Conference will be from Thursday through Saturday, February 23-25, 2006 in Lacrosse, Wisconsin. The OCIA AGMM is in Lacrosse on February 20, 21,22. Jack expressed concerns that this date might be too early and put too much pressure on staff for year-end tasks. Margaret says she will have the year-end statement prepared by February 23.
We discussed the logistics of having a two-day advanced training around the same time as the AGM, probably before.
Action point: The next AGM will be held around the UMOFC / OCIA AGM, details to be decided at the next Board Meeting.

Discussion: The BOD noted that they need to have a strategic planning meeting every 5 years, as laid down in the foundation of the LaVeta retreat in 2000. Jack noted that financial support for a retreat would have to come from reserves.
Action Points: The Board will meet on June 3, 4, and 5 near Santa Cruz. Ann will research accommodation and location. Luis will contact Dag to request he facilitate the meeting. The next Board meetings will be by phone conference on April 14, 28 and May 5, 19 at 9 p.m. Eastern Day Light Savings Time. Luis will invite Dag to participate in the upcoming Board meeting conference calls. Ann will assist Luis in planning agendas. The Board may invite others to attend the planning meetings as appropriate.

Additions to Agenda Items: Committees
Action Points: Margaret will contact all committees to review committee budgets and annual reports by the end of March. She will get feedback to Board. Stephen Grealy was appointed as the Accreditation Review Program Chair. The BOD discussed Bill Kazokas as prospective Membership Committee Chair. Garry will phone Bill and John will phone Stephen.

Canadian Committee
Discussion: The progress of the Canadian regulatory process was discussed and how IOIA was being represented to the Canadian government. It was noted that the Board has not given the Canadian Committee much direction.
Action Point: The Canadian Board members, Garry, Marina, Jack, possibly former BOD member, Dag Falk and staff member Lisa Pierce will meet and prepare a report for the next Board meeting.

b. Review of Policy Manual
Discussion of this item was postponed.

End Notes: Brian suggests that each Board member pick a pet project.
Action Items: Luis chose planning and will work the items on the AGM members' response sheet into the planning of the strategic plan. Jack chose to create a pro forma of IOIA financial conditions. Ann will work with Luis. Brian will keep updated with individual projects. Garry will keep the Board apprised on the Canadian situation. Marina will have plenty to do typing and distributing the minutes.

Brian moves to adjourn. At 12:15 p.m. PDT

Board of Directors Full Conference Call, Date April 15, 2005
Executive Committee Time: 8:30 p.m. Eastern Daylight Time
Full Board (Planning Meeting): Time: 9:00 p.m. Eastern Daylight Time

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

Agenda Item #2 Secretary's Report
a. Approval of Minutes from February 17 and 22 of 2005
Discussion: There was discussion regarding some changes to the minutes of the February 17 and 22, 2005 BOD meetings.
Action Points: Margaret will make the changes and send the revised minutes to Marina and Ann Baier.
Motion: Jack Second: Garry
Motion wording: The minutes of February 17, 2005 BOD meeting be accepted as amended.
Endorse: All

b. Approval of minutes of March 20,21
Discussion: There was discussion regarding the minutes of the March 21 and 22, 2005 BOD meeting in Vancouver.
Motion: Jack Second: Brian
Motion wording: The minutes of the March 20 and 21 BOD meeting be accepted as amended.
Endorse: All

Agenda Item # 3 Committees
a. Membership Committee Chair
Discussion: It was noted that Chris Kidwell recommended accepting David Dahmen as the new membership Committee Chair.
Endorsement by the BOD was unanimous.

b. Canadian Committee
Garry reported that in 2004 / 2005 the Canadian Food Inspection Agency (CFIA) and Agriculture Canada sent a task force across Canada to gather information and inform stakeholders of the progress of the proposed Canadian Organic regulatory program. Garry said the new regime would have an emphasis on consistency in inspections and certification. The CFIA hopes to be ready with a Canadian regulatory program by the Fall of 2005. Dag emailed the BOD a list of his priorities for the emerging Canadian system.
Action Points: Garry will continue the conversation with the task force members and update the BOD during the next meeting.

Agenda Item #4 Executive Director Report
Margaret was delighted to report the New Mexico training was financially very successful. The next newsletter deadline is May 1. Margaret plans to attend All Things Organic in Chicago and will leave April 29 and return May 3. Intercot, the Organic Textile conference, is being held in conjunction with ATO and Margaret hopes to have an Advanced Fiber training put together in time to advertise it at that event. Estimated Expenses: $400 travel + $400 for hotel + $260 for booth furnishings= $1000+. Grant Funding (RMA Collaborative Agreement with NCAT): Paul Dutter, Elaine Ferry, and Gene Prochaska have all agreed to subcontract with IOIA to provide most of the people power for this project. We have identified a Southern Organic Resource Guide as a primary product for IOIA to produce. It will include Grower Profiles. The IRS Return and Financial Reports are due by May 15.
Discussion: Brian thanked Margaret for the exceptional training and good management.

Brian closes the pre-Board portion of the meeting at 9:15 p.m.

Full Board Planning Meeting - Board and Staff Members Present, Date April 14, 05 Ann Baier, Luis Brenes, Garry Lean, Ann Lameka (Alternate) Brian Magaro, Jack Reams, Marina S. Buchan, Margaret Scoles (staff), Dag Falck (facilitator)

Agenda Item #5
At 9:15 Brian welcomed the BOD members and facilitator, Dag Falck, to the meeting and then handed the meeting over to Dag to facilitate the Planning of the Strategic Plan. Dag reviewed his plan and suggested that there be three BOD phone meetings, one face to face meeting and at least one follow up phone meeting. Dag noted that he as the facilitator was in charge of the process and the participants were responsible for the content.
Garry agreed to be the timekeeper.

Action Points: The BOD agreed that Margaret and Ann Lameka are invited to fully participate in the planning sessions.

Dag briefly described the consensus model that he would use for the planning sessions. He stressed the importance of delegation and trust. The BOD noted that they were headed into uncharted ground in planning the direction for IOIA. The BOD was asked to give a definition of what strategic planning is. There was discussion about planning the planning.

Action Points: Dag will e-mail his summary of the planning session to the participants.
The participants will think about the journey of planning and what it is that the BOD needs to know. The BOD should also review the La Veta plan and identify what worked in the plan and what did not work.

The next meeting is scheduled for April 28, 8:30 p.m. Eastern Daylight Savings Time
Agenda Item #6 Adjournment
Brian adjourns the meeting at 11:15 p.m. EDST

April 28, 2005 Minutes

Brian opened the meeting at 8:30 p.m. EDT.

Agenda Item #1: Approve Agenda
There was consensus to accept the agenda as written.

Agenda Item #2: Secretary's Report
Discussion: There was brief discussion regarding the draft minutes of the April 14 BOD meeting.
Motion: Brian Second: Jack
Motion wording: To accept the minutes with corrections.
Endorse: All

Agenda Item #3: Treasurer's Report
The first quarter financial report was circulated prior to the meeting. Jack suggested that we are not able to predict how much income IOIA will generate annually especially because the training income is so unpredictable. Currently, we are on track with the budget and could add $10,000 to reserves by the end of 2005. However, if the BOD goes ahead with the curriculum development and the full BOD retreat (approximately $8,000.00 - $10,000.00), of which both projects are unbudgeted, IOIA could fall short in the later half of the 2006-year. Generally there needs to be $15, 000.00 - $20,000 in reserve for IOIA to operate annually.
Discussion: There was brief discussion about the details of the report.

Agenda Item # 4: Committee Chairs
Brian requested that this item be postponed until the next meeting.
Discussion: Garry brought forward issues regarding the Canadian Committee and the Training Committee and their implications for IOIA potentially positioning itself to participate in the quickly emerging Canadian regulatory program
Motion: Jack Second Garry
Motion wording: That the BOD supports the reorganization of the Training Committee to create a new structure that allows for involvement of trainers and others in the training program review.
Endorse: All

Action: Margaret, Lisa, Janine and Ann Baier will be involved in restructuring..

Ann Baier and Ann Lameka (alternate) join the meeting at 9:00 p.m. EDT

Brian noted that Ann Lameka would participate fully in this BOD meeting since John Foster was not available for this meeting. Lius was also not available and neither was alternate Karen Troxell.

Agenda Item #5: Training Manager's report
Margaret said she has been exploring special trainings such as an organic dairy workshop and a possible Morocco training.
a. Lisa's Curriculum proposal was sent to the BOD prior to the meeting.
Discussion: Jack suggests that the Canadian Curriculum be completed first so that it would be ready for use in the Canadian / Canadian Food Inspection Agency (CFIA) training programs, then adjust the curriculum for the US and other countries as needed. He also suggested that we need to establish a Canadian office and a person in that office doing Canadian curriculum. It was noted that we need BOD involvement in these matters.
Motion: Ann Second Jack
Motion wording: That the BOD approve Lisa's curriculum proposal with funding for phase 1 and 2 and endorse in principle phases 3, 4 and 5.

Lisa joins the meeting

b. Training Procedures Contract Completed
Action: Lisa will send a draft of her training procedures contract next week.

Agenda Item #6: 2006 AGM
Discussion: There was discussion about possible dates for BOD meetings, BOD retreat and advanced training.
Motion: Jack Second Marina
Motion Wording: That the 2006 AGM will be on February 23 2006 in La Crosse, Wisconsin.
Endorse: All

Dag joins the meeting

Agenda Item #7: Canadian Issues
Garry reported that he had spoken with Janine and Leanne McCormick about co-chairing the Canadian Committee and updated the BOD on the progress of the task force.
Motion Jack Second Ann Lameka
Motion wording: That the BOD appoint Leanne McCormick as co-chair of the Canadian Committee.
Endorse: All

Brian thanked Garry for his effort on the Canadian situation.
Discussion: It was noted that there needs to be a list of Canadian inspectors to facilitate communication and professionalism and that IOIA should move ahead with strategic alignment with other Canadian Committees.
Motion: Jack Second Garry
Motion wording: That the BOD support Lisa's participation on the Inspector Training sub-committee of the Canadian Organic Task Force.
Endorse: All

Discussion: It was noted that there were others interested in wanting to do Canadian inspector training.
Motion: Jack
Motion Wording: That the BOD establish an IOIA Canadian contact point (or office).
Motion Withdrawn: by Jack because he realized that the BOD needed more information especially on whether the Canadian IOIA entity would be an affiliate of IOIA or registered Canadian society, and what the costs of an office would be.

Action: Next week Garry and Jack will bring back more information about setting up an IOIA office in Canada.

Agenda Item #8: Planning
Brian led a round table on our feeling about timing of a full board retreat given the financial situation.
Action: The BOD decided that the full BOD retreat that was planned for June of 2005 be postponed but the BOD will continue with the planning meetings and reset the retreat date when economically feasible and members are available.
Discussion: It was noted that an agenda from the Planning Committee would be helpful. The BOD decided that the agenda for the May 5th 9:00 p.m. EDT meeting will be to continue with the planning and the Canadian office situation. It was noted that some time should be set aside for thinking about the Big Picture. Brian thanked Dag for his commitment to IOIA and the strategic planning process.

Action: Brian will let Dag know what time he should join the next BOD meeting to lead the planning session.

Agenda Item #9: ED Report
The ED report was circulated to BOD prior to the meeting. Margaret noted that Arthur Harvey plans to be among those who will tend the IOIA booth in Chicago. A specific time will be posted for conference attendees to chat with Arthur at the IOIA table.

Brian moved the meeting adjourned at 11:06 p.m. EDT.

May 19, 2005 Minutes

Garry opens the meeting at 9:10 p.m. Eastern Daylight Time

Agenda Item #1 Approve Agenda
Decision: The agenda was discussed and approved as written above.

Agenda Item #2 Planning
Discussion: Dag led the Planning session with a recap of the previous sessions and a round table about how the participants felt about the process to date. The participants discussed who is IOIA, what IOIA does, its values, ethics, areas of expertise. There was general agreement in the value of the process and the need to avoid crisis management. Dag draws together this summary from the participants' comments: IOIA needs to increase professionalism, to change with a changing world, and to be more regulatory driven. We need to communicate that IOIA is changing.

Action Point: Dag will write 2-3 questions for certifiers about how IOIA is perceived (past, present, future). He will send them to the BOD members. They will go to the certifiers that they liaison with. Questions will be focused on, "What does IOIA have to do or provide to make us irreplaceable?"

Action Point: Ann Baier will forward information to the BOD identifying the IOIA / certifier liaisons.

Agenda Item #3 Canadian Update
Garry had previously emailed the BOD the Organic Task Force (OTF) April / May newsletter along with the meeting agenda. Lisa has been able to get on the Government of Canada's Organic Production System Task Force (Organic Task Force) Training Subcommittee. Other IOIA members on the Training Subcommittee include: Garry Lean, Janine Gibson and Monique Scholz. Information about the establishment of a legal IOIA Canadian entity was brought forward but no decision will be made until after the June 8 and 9 OTF Training subcommittee meeting in Winnipeg, Canada.

Agenda Item #4 ED Report
Margaret emailed her report to the BOD prior to the meeting.
Highlights of the ED Report
Thanks to OTA, IOIA received a complimentary booth space again. Over 10% of IOIA inspector members stopped by the booth this year! A big thank-you! to Maarten Samsom, George Danner, Arthur Harvey, and Billy Hunter who helped with staffing, as well as toting in and shipping out.
On April 30, Margaret attended the NASOP meeting. Jim Riddle updated us on NOSB activity, including comments on Good Guidance documents. Rules for honey, greenhouse, and mushrooms are likely to be posted for public comment this year. He reminded the group of the unresolved confusion in the marketplace over labeling personal body care products, that the court's Summary Judgment might impact the use of DL-Methionine as an ingredient in livestock feeds, and concern about the time frame for implementing Harvey vs. Veneman in regard to reviews of non-organic agricultural ingredients.
On May 1, Margaret attended NOP training for ACAs by Mark Bradley and Arthur Neal. A few tidbits from that training were: future AMS audits of ACAs will be process-based and ACAs who accredit internationally can expect to have their NOP audits include trips to other sites outside the US where they operate, although not all sites will be visited.

Discussion: none

Agenda Item #5 Adjournment
Discussion: There was discussion regarding the next BOD meeting.

Decision: The next BOD meeting will be on Tuesday, June 14th, 9:00p.m. Eastern Daylight Time. The Governance Committee will meet if needed after the regular BOD meeting which is to include a Planning session.

Garry adjourned the meeting at 10:40 EDT.

June 14, 2005 Minutes

Brian opened the meeting at 9:14 p.m. EDT

Agenda Item #1 Approve Agenda
Discussion: It was suggested that the governance portion of the meeting would occur after the planning and should include the entire BOD because of the importance of the agenda items.
Decision: The BOD approved the agenda as written above.

Agenda Item #2 Planning
Brian noted that the reason for the planning meeting was to establish the foundation for and the foster the momentum for the BOD retreat and he invited Dag to facilitate the planning. Dag began the discussion in a review of the previous planning session with regards to who is IOIA, what does IOIA do and how can IOIA become indispensable not only to the certifiers but also to the IOIA membership. What can IOIA provide that cannot be obtained anywhere else? The idea of a formalized questionnaire to the certifiers requesting information about specific items was discussed. It was pointed out that ultimately what certifiers want is for inspectors to know what certifiers want! One idea was that IOIA could train inspectors to interview certifiers to obtain the specifics from the certifiers. It was noted that some of the qualities that the certifiers want might be mutually exclusive. Margaret mentioned that she found the list of IOIA certifier liaisons.

Action Point: John Foster agreed to pose 10 'questions to the certifiers' as a starting point for the BOD certifier questionnaire discussion by June 22nd. All BOD members are expected to participate in the on line discussion of questions to the certifier.

Discussion: Dag pointed out that a questionnaire could be useful in not only in gathering information but also in informing or educating the person answering the questionnaire. Hosting a certifier conference(s) was suggested. There was discussion about changing the way IOIA does business in that training would become more of an ongoing process rather than a one-time event.

Dag closed the planning session at 10:18 p.m.

Agenda Item #3 Secretary's Report
a. Approval of Minutes
Motion: Jack Second: Garry
Motion wording: The minutes were approved as previously circulated.
Endorse: All

Agenda Item #4 Canadian Update
Garry reported on the June 14th Canadian Food Inspection Agency Organic Task Force Training subcommittee meeting took place in Winnipeg. Manitoba. In attendance was Garry Lean, Lisa Pierce, Janine Gibson, Monique Scholtz, Byron Hamm, Brian Ives, … Garry said that Lisa did an excellent presentation on who the IOIA is and what the IOIA does; and Janine offered support of IOIA and its training programs. He also said that there was no decision on what entity or entities would deliver the inspector or VO (verification officer) training program(s). Committee members are drawing up an outline of inspector or VO qualifications. There was no answer to the question of 'who would accredit the VO training program(s)?'. There was no further discussion of the need for an incorporated IOIA office in Canada during the meeting, but the IOIA will certainly need a Canadian office if the IOIA applies for government grant funding. There was no subsequent subcommittee meeting scheduled.

Agenda Item #5 BOD Retreat
Brian said that he felt that a BOD retreat was important and would ask Ann Baier if she was still willing to organize a BOD retreat in California.
Discussion: There was brief discussion and agreement that it should be scheduled sometime after September.

Agenda Item #6 Next BOD Meeting
The next meeting was scheduled for Thursday, July 14 at 9:00 p.m. EDT

Agenda Item #7 Adjournment
Brian adjourned the meeting at 10:46 p.m. EDT

July 14, 2005 Minutes

Agenda Item # 1 Planning
Dag opened the Planning portion of the meeting at 9:10 p.m. with the check in round the table question, "What else [besides Planning] is on your mind this evening?" Dag had previously emailed the board the document, "Item Planning" as a guide for the Planning session. Luis agreed to assist the BOD in organizing our Brainstorm ideas by entering them as data into an Excel document to be emailed to the BOD later. The BOD agreed that prioritizing and evaluation of our ideas would occur later.
The BOD agreed to work by phone conference on portions of Dag's Item Planning Document that would include:
1. What has IOIA done in the past in this area?
2. What are IOIA's values around this item?
3. What does IOIA want to do on this topic?
Brainstorm ideas
The remaining items [that follow] are to be addressed later, hopefully at an in person BOD retreat.

With respect to each item in order of priority:
3. b. Evaluate brainstorm
4. a. Develop practical time goals for implementation of each idea.
b. Develop practical strategies for implementation of each idea.
c. Identify structural and other changes needed to be made to IOIA in order to successfully implement each idea. (If any changes are needed.)

The BOD proceeded to brainstorm IOIA's opportunities, challenges and other ideas.

Dag closed the Planning Session at 11:12 p.m.

Brian opened the full Board Governance meeting at 11:12 p.m.

Agenda Item #2 Approve agenda
Motion: by Luis, Second: by Garry
Motion wording: To approve the agenda as written above.
Endorse: All

Agenda Item #3 BOD retreat
Discussion: There was discussion regarding date, location, facilitator, funding and length of a possible BOD retreat. Luis said he felt that the retreat would be the second part of the Montana retreat.

Decision: The decision was to go ahead with the retreat that will be separate from the AGM.
Motion: by Marina Second: by Jack
Motion wording: To have a BOD retreat in California on November 2,3,4,5 of 2005 and that Dag will facilitate the group meetings.
Endorse: All

Action Points:
1. Ann will confirm if the Quaker Centre will be available November 2nd through 5th.
2. Dag will confirm his daily fee.

Agenda Item #4 Treasurer's Report
Jack forwarded his financial report to the BOD prior to the meeting. He reported that IOIA operated better than expected at the end of the 2nd quarter primarily due to better than expected training income for IOIA-managed trainings to date. Operational expenses are running about as expected.

Agenda Item #5 Secretary's Report
a. Approval of Minutes from June 14
Motion: by Jack Second: by Ann
Motion wording: That the June 14 meeting minutes by accepted as circulated.
Endorse: All

Action Point from June 14th meeting
· John forwarded 10 'questions to the certifiers' for the board to respond to, but so far the BOD has not responded and still needs to do so.

Agenda Item #6 Response to Jayne Priest's letter to the BOD
Decision: The BOD appreciated receiving Jayne's letter and agreed that it should be responded to.
Action Point:
· Margaret will draft a letter and circulate it to the BOD for response / approval.

Agenda Item #7 ED / TM Reports
Margaret forwarded her report to the Board prior to the meeting. The highlights are listed below.
The project completion date for the RMA Collaborative Agreement with NCAT is September 30.
The Vegetable Record keeping Forms, Farm Documentation Forms, Budgeting Tools, and Pocket Notebook are all being completed by NCAT. IOIA members and subcontractors have contributed and are available for ongoing review. These tools are expected to be finalized by end of July.
The Southern Organic Resource Guide is in the final stages of review for formatting by NCAT in late July.
The IOIA AGM date and training configuration are not confirmed. Tentatively, the AGM is scheduled in the Radisson Hotel, in LaCrosse, WI on February 23.
IOIA sent letters of support for Miles McEvoy (certifier rep) and Emily Brown Rosen (consumer rep).

Discussion: The BOD briefly discussed the clarification of the lines of responsibility and communication for BOD,staff, and ED and also the four-day Red Deer staff curriculum work trip.

Motion: by Jack Second: Garry
Motion wording: To allocate $1300.00 for Margaret and Lisa to work on the curriculum in Red Deer, Alberta August 28-31. [Note: These funds are to be for travel expenses.]
Endorse: All

Action Point:
· Margaret will create a tentative table of events to be held concurrently with the IOIA AGM.

The next BOD and Planning meeting will be on August 18, at 9:00 p.m. Eastern Daylight Time.

Agenda Item #8 Adjournment
The Chair adjourned the meeting at 12:05 a.m. EDT.

August 18, 2005

PLANNING MEETING

Agenda Item #1 Planning Meeting
Dag led the BOD in a planning meeting in preparation for the upcoming BOD Strategic Planning Retreat scheduled for November 2, 3, 4, 5, 2005 near Santa Cruz, California.

The next Board Governance meeting was set for October 11, 2005 next 8:00 EDT, followed by Planning if it is needed.

Brian adjourned the Planning meeting at 10:15 p.m. EDT by thanking Dag for his efforts on the Planning Meetings to date.

GOVERNANCE MEETING

Brian opened the BOD Governance Meeting at 10:20 p.m. EDT.

Agenda Item #2 Approve Agenda
The BOD accepted the agenda as written above.

Agenda Item #3 BOD Retreat-Update
a. Logistics
Ann reported her findings regarding the possibility of the Quaker Centre and the Redwood Lodge accommodation for the Strategic Planning Retreat.

Action Point: Ann will continue to search for the best accommodation and contact the BOD with final arrangements.

b. Confirm who will attend, in addition to full BOD members and ED
The BOD agreed that Lisa should be invited to attend all four days. Ann Lameka will be invited to attend with all her expenses paid. Others to be invited will be announced.

Action Points:
· Margaret will make travel arrangements for the BOD or the BOD members can make their own arrangements.

Agenda Item #4 Treasurer's Report
a. 2005 2nd Quarter Reports
Jack circulated by email prior to the BOD meeting a current Balance sheet and a 2nd quarter financial report the BOD. He reported that IOIA is already $5,000.00 ahead of the projected annual budget. This is primarily due to well-managed and well-attended trainings in British Columbia, Idaho and particularly in New Mexico.

The BOD accepted the Treasurer's Report as circulated.

Agenda Item # 5 Secretary's Report
a. Approval of July 14 Minutes
The July minutes were emailed to the BOD prior to the meeting.
Discussion: Brian requested more detail in future minutes. Marina acknowledges.

Motion: Jack Second: Garry
Motion wording: The minutes be approved as circulated.
Endorse: All

Agenda Item #6 Response to Jayne Priest's letter to the BOD
Margaret had drafted a response from the BOD to Jayne Priest's letter. The BOD approved the letter.

Action Point: Margaret will mail the letter on behalf of the BOD to to Jayne Priest.

Agenda Item #7 ED/TM Report
Margaret had circulated by email the ED/TM reports prior to the meeting.

a. Highlights of the ED report follow.
1. 2006 AGM: Date is now confirmed: February 23. We will avoid extra hotel costs and meals by combining our Advanced Training and Train the Trainer events with the OCIA AGM at the Radisson Hotel and we'll avoid the same costs for the AGM by combining our AGM with the UMOFC's Organic University Day at LaCrosse Center.

Locations for events:
1. ISO 9001:2000, downtown LaCrosse, at Peoples Coop. People will arrange their own lodging and purchase their own lunches at the Coop.
2. BOD retreat: IOIA can use the Minnesota Room at the Radisson, or we can decide to meet elsewhere, such as at the hotel where we're lodging.
3. Advanced Training and Train the Trainer: Minnesota Room at the Radisson can be split into 2 smaller classrooms, which should suffice for these two events.
4. IOIA AGM: Still tentative. The meeting could be at the LaCrosse Center, rather than meeting in the Radisson. An evening celebration is planned on the evening of Feb. 23,
IOIA and UMOFC will work together on that evening celebration. The UMOFC has invited Wendell Berry as a keynote speaker.

Schedule for Events in Wisconsin, 2006 with IOIA AGM