Council on Dairy Cattle Breeding
Minutes of the Audit Review Committee Meeting
March 13, 2002
The sixth meeting of the Audit Review Committee
was held at the Renaissance Hotel in St Louis, MO.
Bill VerBoort, Chairman, called the meeting to order
at 6:00 pm. The Committee members
present included:
Bill VerBoort...........................................................................................
California DHIA Representative
Harlan Borman..........................................................................................
National DHIA Representative
Susan Lee.................................................................................................
National DHIA Representative
Mark Witherspoon.....................................................................................
National DHIA Representative
Ryan Starkenburg..................................................................................................
PDCA Representative
Other
persons in attendance at the meeting included:
Paul Miller....................................................................................................................... CDCB
Chairman
Jere High.................................................................................. Laboratory
Advisory Committee Chairman
Ken Crandall.................................................................. Processing
Center Advisory Committee Chairman
Michael Rector................................................................................................................... QCS
President
Following introductions,
Bill VerBoort led a discussion to clarify the ARC appointments and voting
rights. The Committee agreed that the
current participants could vote during this meeting but recognized the need to
readdress this issue and develop a policy for proxy voting.
The Minutes from the
October 30, 2001 meeting were approved with one grammar revision.
Greg Marrs suggested that the Committee reconsider
the FSAC recommendation to suspend the requirement that all electronic meters
be checked for calibration on an annual basis until methods other than water
tests can be developed. A motion was
made and approved to endorse the original FSAC recommendation.
The
Committee reviewed copies of the CDCB auditing manuals that included the
revisions endorsed during the last meeting.
With minor wording changes from time to time, the Committee approved
revisions in the following sections:
1.
CDCB
General Auditing Guidelines manual
A.
Description
of the Audit Review Committee......................................................................... Page
3
B.
Name
of the CDCB chairman.............................................................................................. Page
4
C.
Rewording
of the Audit Review Committee Responsibilities.................................................. Page
5
D.
Names
and addresses of the Audit Review Committee members.......................................... Page 5
E.
Addition
of the Timetable for Handling Advisory Committee Recommendations.................... Page 6
F.
Clarification
in the Service Provider Complaints................................................................... Page
7
G.
Clarification
in the Auditor Responsibilities........................................................................... Page
8
H.
Definition
of the Audit Review Committee.......................................................................... Page
12
2.
CDCB
Auditing Procedures for Field Services manual
Revision in the Use of
Approved Types of scale......................................................................... Page
9
3.
CDCB
Auditing Guidelines for Laboratories manual
A.
Deletion
of item 1 in the Calibration Check Procedure.......................................................... Page
7
B.
Deletion
of item 1 in the Calibration Check Procedure.......................................................... Page
8
C.
Temperature
corrections in the Sample Preparations.......................................................... Page
10
D.
Deletion
of the Sample Handling........................................................................................ Page
10
4.
CDCB
Auditing Guidelines for Meter Centers and Technicians manual
A.
Deletion
of the 1, 2, and 5 lb weight requirements for scales................................................. Page 5
B.
Deletion
of the ½, 1, and 2 kg weight requirements for scales............................................... Page 5
C.
Clarification
of the Acceptable Readings............................................................................ Page
14
D.
Clarification
of the Acceptable Readings............................................................................ Page
17
E.
Clarification
of the Acceptable Readings............................................................................ Page
20
F.
Clarification
of the Acceptable Readings............................................................................ Page
25
However,
concerned that the rewording may have significantly changed the policy content,
the Committee did not endorse changes to the following sections and recommended
that the revisions be submitted to the Field Service Advisory Committee for
review:
1.
CDCB
Auditing Guidelines for Field Services manual
A.
Description
of the Calibration Check Documentation for portable meters.............................. Page 8
B.
Description
of the Calibration Check Documentation for scales............................................ Page 9
C.
Description
of the Calibration Check Documentation for weigh jars.................................... Page 12
2.
CDCB
Auditing Guidelines for Meter Centers and Technicians manual
A.
Description
of the Calibration Check Documentation for portable meters.............................. Page 7
B.
Description
of the Calibration Check Documentation for scales............................................ Page 7
The
Committee also agreed to include an effective date on each page of the CDCB
manuals.
Michael
Rector submitted a proposal with a timetable for handling advisory committee
recommendations on a routine basis.
Acknowledging that issues may arise requiring the timetable to be
overridden from time to time, the Committee approved the motion and agreed to
include the item in the CDCB General Auditing Guidelines manual.
Nominations
were taken for chairman and Bruce Dokkebakken was elected for a one-year term.
The
Committee agreed to meet again in September and the meeting was adjourned at
7:30 pm.
Respectfully
Submitted,
Michael
Rector
QCS President