Minutes of the Board of
Directors Meeting
The QCS Board of Directors meeting was held at the Crowne Plaza in Madison, WI. Greg Marrs, Chairman, called the meeting to order at 6:00 pm local time. The directors and guests participating included:
At-Large Representative.....................................................................
Kevin Steffens
NAAB Representative.........................................................................
Denny Funk
National DHIA Board Representative.........................................................
Greg Marrs
Processing Center Advisory Committee Representative.................................. Ken
Crandall
PDCA Representative..........................................................................
Dan Meihak
QCS President................................................................................
Michael Rector
ReQuest, Ltd / National DHIA...............................................................
Jay Mattison
After introductions, the Minutes from the March 14, 2003 meeting were approved as written.
Dan Webb reviewed the Sparkman Dairy / NuPulse electronic meter situation and confirmed that the dairy is planning to update their equipment with electronic identification, thereby meeting one of the options offered by National DHIA for coding their records as certified.
Greg reported that National DHIA is exploring options to offer a North American certification of metering equipment.
Greg also noted that, with the revised focus of QCS on CDCB-related activities only, the Canadian DHI and MUN tolerance issues would be handled as National DHIA functions rather than QCS functions.
Michael Rector reviewed the QCS Progress Report dated June 6, 2003. The Board acknowledged that the time recorded on the DHIA Intranet was intended to determine the personnel requirements for fulfilling the auditing task and was not intended for payroll purposes.
Greg provided a summary of the Audit Evaluation Forms returned from field service, laboratory, meter centers, meter technicians, and processing centers and passed around the actual forms for review.
Michael submitted proposals for revision of the QCS Auditing Procedures and Policies manual. The Board approved name, address, and simple wording changes on the following pages:
QCS Board of Directors............................................................................... Page 3
QCS Auditors, Trainers, and Support Personnel................................................... Page 4
Auditing Procedure for the Sample Unknowns Program......................................... Page 14
The Board discussed other proposed changes regarding initial certification fees, follow up auditing fees, other services fees, and invoicing and payment policies. The decision was made to approve concepts rather than actual values since a budget for 2004 had not been developed yet. Below is a summary of the Board decisions:
1. A non-refundable deposit will be required before an initial certification audit will be scheduled.
2. The total fee for an initial certification audit will be equal to the renewal certification rates plus any actual travel expenses incurred.
3. Service providers failing to meet the CDCB requirements during the initial audit will be charged a per hour fee for time required during the follow up phase of the audit plus any actual travel expenses incurred.
4. Billing procedures should be uniform for all types of service providers with the invoice being generated when an audit report has been provided.
The Board discussed recommendations submitted by the FSAC and LAC and the decisions of the Audit Review Committee pertaining to the FSAC recommendations and expressed interest in having the CDCB act on the recommendations prior to the bidding deadline.
Michael reviewed a call from Chuck Sattler pertaining to the feasibility of having QCS conduct audits for the Mexico Holstein Association. The Board agreed that this would be a QCS function only if the audited records were to become part of the AIPL database.
Michael reviewed the Financial Statement from April 2003.
Greg announced that National DHIA had approved a compilation of the financial records as a package deal, estimating the QCS portion to be about $1200.
The Board discussed a number of issues related to the Request for Proposal being submitted by the CDCB including price, maintenance of the CDCB manuals, personnel requirements, bid strategy, and income changes due to mergers.
The need and function of the QCS Board was discussed and the suggestion was made to include a Board of Directors as a module of the CDCB contract bid that could be subtracted if determined to be unnecessary.
The decision was made to retain the QCS Board as a functioning body since the costs of maintaining it was minimal.
The Board charged the staff with developing the CDCB bid proposal including fees, billing, and expenses and distribute it to the Executive Committee for approval prior to submission. The EC was defined as the Chairman and Vice-chairman.
The Board voiced approval to Michael and David for a job well done.
Michael and Greg reviewed the National DHIA discussion pertaining to initial certification fees charged to San Joaquin DHIA. The Board approved a motion to the renewal certification fee for an organization of their size rather than the initial certification fee.
After a brief discussion of merger issues and the Audit Review Committee Minutes, the Board decided not to set a date for the next meeting but instead, made provisions for a meeting to be called as needed.
The meeting was adjourned at 9:45 PM.
Respectfully submitted,
QCS President / Secretary