Council on Dairy Cattle Breeding
Minutes of the Audit Review Committee Meeting
June 18, 2003
The eighth meeting of the Audit Review Committee
was held at the Crowne Plaza in Madison, WI.
Bruce Dokkebakken, Chairman,
called the meeting to order at 6:00 pm.
The Committee members present included:
Tom DeMuth................................................
AgSource Cooperative / CRI Representative
Bill VerBoort...............................................................
California DHIA Representative
Bruce Dokkebakken.........................................................
National DHIA Representative
Susan Lee.....................................................................
National DHIA Representative
Mark Witherspoon..........................................................
National DHIA Representative
Dan Meihak............................................................................
PDCA Representative
Jay Mattison...................................................................
ReQuest, Ltd / National DHIA
Ken Crandall.............................................
Processing Center Advisory Committee Chairman
Michael Rector....................................................................................
QCS President
David Youngman..................................................................................
QCS Fieldman
Following introductions,
Minutes from the March 13, 2002 and October 24, 2002 meeting were approved as
written.
Bruce reviewed the CDCB
manual revision process.
The Committee discussed the
FSAC recommendations regarding on-site field service audits and continuing
education for field service managers.
A motion was approved to table both issues until Harlan Borman was
available to participate.
After the conference call
connection was established, the Committee reached the following decisions
pertaining to the FSAC recommendations:
1. CDCB Auditing Procedures for
Field Services....................................................
Page 7
To endorse the FSAC
recommendation to eliminate the Auditing of the Performance of Field
Technicians page.
2. CDCB Auditing Procedures for
Field Services...................................................
Page 10
To endorse the FSAC
recommendation to reword the Calibration Check Documentation section to
provide a better description of the requirements necessary for using statistical
analysis of electronic meters for accuracy verification.
3. CDCB Auditing Procedures for
Field Services...................................................
Page 10
To endorse the FSAC
recommendation to add the option of using manufacturer-approved methods of
calibration to the Auditing of Electronic Meter Calibration Checks
page.
4. CDCB Auditing Procedures for
Field Services...................................................
Page 11
To endorse the FSAC
recommendation to eliminate the Auditing of the Electronic Identification
Compliance page. There was one
dissenting vote.
5. CDCB Auditing Procedures for
Field Services...................................................
Page 12
To endorse the FSAC
recommendation to change the frequency requirement for bulk tank comparison
programs from quarterly to once per auditing period.
6. CDCB Auditing Procedures for
Meter Centers and Technicians............................ Page
22
To revise the FSAC recommendation and reword the Eligible Electronic Meters section to allow any National DHIA or ICAR approved meter capable of providing the required data to use the Statistical Test Method.
7. CDCB Auditing Procedures for
Meter Centers and Technicians............................ Page
22
To endorse the FSAC
recommendation and change the frequency requirement for using the Statistical
Test Method from four times per year to one time per year.
8. CDCB Auditing Procedures for
Meter Centers and Technicians............................ Page
22
To endorse the FSAC
recommendation and revise the Statistical Analysis Procedure section of
the Description of the Statistical Test Method page to make the
spreadsheet more generic.
9. CDCB Auditing Procedures for
Meter Centers and Technicians...................... Pages
16-18
To endorse the FSAC
recommendation and add the necessary specifications for Waikato portable meters
to the Description of the Fast-Flow Water Test Method
page.
Bruce appointed Michael
Rector and Bill VerBoort to rewrite the section and submit it with the LAC and
PCAC recommendations.
10. CDCB Auditing Procedures for
Meter Centers and Technicians............................. Page
6
To endorse the FSAC recommendation to eliminate the Initial Training of Meter Technicians section from the page.
Ken Crandall reported that
four of the five processing centers were present during the Madison meetings and
had an impromptu meeting of the PCAC on June
17th.
The Committee reopened
discussion regarding on-site field service audits and continuing education for
field service managers and reached the following
decisions:
1. CDCB Auditing Procedures for
Field Services....................................................
Page 2
A. By a roll-call vote of five
to four, the Committee overturned the FSAC recommendation to eliminate the
on-site auditing requirement for field services.
B.
A motion was made to require
annual audits with alternating on-site and off-site audits. The Committee approved the motion by a
roll-call vote of seven to one.
C.
A motion was made to allow
the auditor to call on-site audits for field services at their discretion. The Committee approved the motion by a
roll-call vote of five to three.
2. CDCB Auditing Procedures for
Field Services....................................................
Page 4
By a roll-call vote of seven
to one, the Committee endorsed the FSAC recommendation to eliminate the
Auditing of the Continuous Education of Field Service Managers
page.
Nominations were taken for
chairman and Bruce Dokkebakken was unanimously reelected for another one-year
term.
The Committee agreed to
review the recommendations of the LAC and PCAC via email and the meeting was
adjourned at 7:30 pm.
Respectfully
Submitted,
Michael
Rector
QCS
President