Minutes of the Board of
Directors Meeting
The QCS Board of Directors meeting was held at John Ascuaga’s Nugget in Reno, NV. Greg Marrs, Chairman, called the meeting to order at 5:00 pm local time. The directors and guests participating included:
At-Large
Representative....................................................................................
Kevin Steffens
Laboratory
Advisory Committee Representative........................................................
Jere High
National DHIA
Board Representative....................................................................
Greg Marrs
Processing Center
Advisory Committee Representative........................................
Ken Crandall
PDCA
Representative...........................................................................................
Dan Meihak
QCS
President.................................................................................................
Michael Rector
ReQuest, Ltd.......................................................................................................
Jay Mattison
The NAAB Representative, Denny Funk, was absent from the meeting.
Greg reported that the National DHIA Board had addressed the QCS director terms scheduled to expire on December 31st and noted that Ken Crandall and Denny Funk had been re-appointed for second terms. He also noted that the At-Large Position had not been filled yet.
Michael reviewed the status of the auditing schedule. After discussion, the staff was instructed to change the wording for deficiencies in the audit reports from “failed” to “requires follow-up”.
The Minutes from the July 26, 2002 meeting and the December 16, 2002 conference call were approved as written.
Michael reported on the issues of travel and expense associated with new meter technician certification and reviewed the procedure used during recent situations.
Michael reported that Langston DHI laboratory had been notified of impending interruption in their Sample Unknowns supply and confirmed that their certification would be withdrawn if they were not participating routinely.
Michael reported that Vanden Bosch Calibration Center had not responded to the deficiencies noted in their July 16, 2002 meter center audit and that follow up letters had been written. The Board suggested following up with Idaho DHIA to resolve the matter and to notify the meter center if their certification was not renewed.
The Board discussed the Sparkman Dairy / NuPulse meter trial and confirmed that it was now a National DHIA issue.
The Board discussed QCS status as a National DHIA subsidiary and agreed that maintaining the current organizational structure was in their best interest.
Greg reviewed the original mission established for QCS as a for-profit, auditing organization capable of providing additional services. He then noted that National DHIA had proposed to revise the QCS mission and limit it to CDCB auditing activities, moving other activities into the National DHIA work plan. The QCS Board agreed to the change.
Michael presented a list of operational changes intended to reduce expenses or increase income. The Board discussed the list and agreed:
1. To eliminate the copying and mailing of audit reports to the National DHIA office and replace them with CD-R disks containing the audit report files,
2. To request that National DHIA consider rebating part of the initial certification fee to field service providers, and
3. To suggest that the Field Service Advisory Committee recommend biannual, on-site field service audits for organizations passing all CDCB requirements.
David Youngman suggested that additional efficiencies could be gained through the use of common audit forms. The consensus of the Board was to require this change beginning January 1, 2004.
Greg suggested that the CDCB documents be modified to include maintenance of the manuals as one of the auditor functions. The Board concurred.
The Board discussed the CDCB bidding procedure and the issue of QCS staffing. The decisions were made:
1. To review the staffing needs and adjust the CDCB bid to reflect the number of persons required to fulfill the terms of the contract, and
2. To consider the issues of mergers, increasing operating costs, and wage / benefits cost changes during the next bidding process.
A reorganization meeting was held and new officers were elected. The results were as follows:
Chairman........................................................................................................................... Greg Marrs
Vice Chairman............................................................................................................... Kevin Steffens
President...................................................................................................................... Michael Rector
Treasurer........................................................................................................................... Greg Marrs
Secretary..................................................................................................................... Michael Rector
The next meeting was scheduled in conjunction with the summer Advisory Committee meetings and the meeting was adjourned about 9:00 pm.
Respectfully submitted,
QCS President / Secretary