of 52 /52
CCIA Board of Directors Meeting March 27, 2015 8:30AM to 2:30PM Emerald A Ballroom Executive Royal Hotel, Calgary 2828 – 23 rd Street NE, Calgary, AB AGENDA 8:30AM 1. Call to Order Welcome and Introductions Approval of Agenda 2. Approval Minutes December 3 and 4, 2014 Board of Directors Meeting Page 2 March 20/23, 2015 (TBD) Board of Directors Conference Call 3. Finance and Audit – John Tilley, Finance Chair Brief Update and Overview 4. Comments/Questions on Action Items Page 14 and Management Team Updates and Action Items 9:00AM 5. Office Move/Lease Update – Brian Caney, General Manager 6. Tag Dealer and Registry Fee Update – Brian Caney, General Manager 9:45AM 7. Canadian Sheep Federation Update – Brian Caney, General Manager 10:00AM REFRESHMENT BREAK and BOARD MEMBER PHOTOS 10:45AM 8. CIP Committee Update – Rick Wright, Brian Caney 11:00AM 9. Committee Recommendations (Resolutions as needed) Committee Chairs to introduce recommendations for motions/resolutions Technical Advisory Committee (TAC); Board Development Committee; HR Committee 12:00PM Lunch 1:00PM 10. Other Discussion Items As needed 2:15PM Resolutions 2:30PM ADJOURN Return Flights Additional Documents CCIA Resolutions – January 2012 to December 31, 2014 Per Diem and Expense Claim Forms 300, 5735 – 7 Street N.E. Calgary, Alberta T2E 8V3 Tel: (403) 275-2083 Fax: (403) 275-2099 Toll-free: 1-877-909-2333 www.canadaid.ca 1 Page 15

CCIA Board of Directors Meeting - support.canadaid.casupport.canadaid.ca › wp-content › uploads › BMD › March-27-CCIA-B… · CCIA Board of Directors Meeting, Calgary, AB

  • Upload
    others

  • View
    4

  • Download
    0

Embed Size (px)

Citation preview

Page 1: CCIA Board of Directors Meeting - support.canadaid.casupport.canadaid.ca › wp-content › uploads › BMD › March-27-CCIA-B… · CCIA Board of Directors Meeting, Calgary, AB

CCIA Board of Directors Meeting March 27, 2015

8:30AM to 2:30PM Emerald A Ballroom

Executive Royal Hotel, Calgary 2828 – 23rd Street NE, Calgary, AB

AGENDA

8:30AM 1. Call to Order• Welcome and Introductions• Approval of Agenda

2. Approval Minutes• December 3 and 4, 2014 Board of Directors Meeting Page 2 • March 20/23, 2015 (TBD) Board of Directors Conference Call

3. Finance and Audit – John Tilley, Finance Chair• Brief Update and Overview

4. Comments/Questions on Action Items Page 14 and Management Team Updates and Action Items

9:00AM 5. Office Move/Lease Update – Brian Caney, General Manager

6. Tag Dealer and Registry Fee Update – Brian Caney, General Manager

9:45AM 7. Canadian Sheep Federation Update – Brian Caney, General Manager

10:00AM REFRESHMENT BREAK and BOARD MEMBER PHOTOS

10:45AM 8. CIP Committee Update – Rick Wright, Brian Caney

11:00AM 9. Committee Recommendations (Resolutions as needed)• Committee Chairs to introduce recommendations for motions/resolutions

Technical Advisory Committee (TAC); Board Development Committee; HR Committee

12:00PM Lunch

1:00PM 10. Other Discussion Items• As needed

2:15PM Resolutions

2:30PM ADJOURN

Return Flights

Additional Documents • CCIA Resolutions – January 2012 to December 31, 2014• Per Diem and Expense Claim Forms

300, 5735 – 7 Street N.E. Calgary, Alberta T2E 8V3 Tel: (403) 275-2083 Fax: (403) 275-2099 Toll-free: 1-877-909-2333 www.canadaid.ca 1

Page 15

Page 2: CCIA Board of Directors Meeting - support.canadaid.casupport.canadaid.ca › wp-content › uploads › BMD › March-27-CCIA-B… · CCIA Board of Directors Meeting, Calgary, AB

Board of Directors Meeting Executive Royal Hotel, Calgary, AB

December 3 and 4, 2014

December 3, 2014 – 8:00am to 5:00pm MST

BOARD OF DIRECTORS ATTENDING Dr. Pat Burrage, CVMA, CCIA Chair Sid Atkinson, DFC James MacLean, CLDA Mark Elford, SSGA, CCIA Vice Chair Howard Bekkering, ABP Lyle Miller, ACFA John Tilley, MBC, CCIA Finance Chair Larry Garrett, BCCA Martin Rossmann, CCA Rick Wright, LMAC, CCIA Director at Large Dan Gillis, CMC Reg Schellenberg, CCA

Terry Kremeniuk, CBA Theresa Zuk, MBP

ADVISORS, GUESTS AND CCIA STAFF Brian Caney, CCIA Paul Laronde, CCIA Hina Thaker, CCIA* Joshua Belinko, CATS Kori Maki-Adair, CCIA Waseem Rehman, CCIA Patt Evans, CCIA Minutes *Attended by Phone

REGRETS Eric Aubin, CFIA Steve Eby, BFO Rick Frederickson, AARD David Cox, AAFC Darcy Eddleston, CCIA Past Chair Bill Gibson, CSF Gib Drury, FPBQ Pat Hayes, CCA, CCIA Dir at Large Dave Kasko, CMC Michael Latimer, CBBC

1. Call to Order - Dr. Pat Burrage, CCIA Chair called the meeting to order at 8:00am• Joshua Belinko, CATS and CCIA Management Team were welcomed to the meeting.• The Agenda was approved as presented.

2. Board Training Session• Eli Mina, Board Effectiveness Consultant and Registered Parliamentarian was introduced and his

session was presented.

3. CCIA Mandate/Strategic Planning/Bylaws Review DiscussionProposed Potential Mission Statement• The Mission Statement should be short, concise (at the most two sentences), direct, specific,

unique and exclusive to CCIA.• Mission statements help the organization focus on what you say YES to and what you say NO to.• CCIA core business – technology and tools to trace animals (cattle, sheep and bison)• CCIA’s does this for whom: Animal health (reactive rather than proactive); consumer safety and

confidence; cattle industry (to strengthen/improve reputation) and regulators (publicprotection/economy)

Proposed Statement (Eli Mina): The mission of CCIA is to develop and implement state of the art technology to help (on behalf) government regulators and the livestock industry in tracing the origins and containing the damage of animal (disease). Comments: - CCIA collects data, houses data, manages data for CFIA to trace animals

300, 5735 – 7 Street N.E. Calgary, Alberta T2E 8V3 Tel: (403) 275-2083 Fax: (403) 275-2099 Toll-free: 1-877-909-2333 www.canadaid.ca 2

Page 3: CCIA Board of Directors Meeting - support.canadaid.casupport.canadaid.ca › wp-content › uploads › BMD › March-27-CCIA-B… · CCIA Board of Directors Meeting, Calgary, AB

CCIA Board of Directors Meeting, Calgary, AB December 3 and 4, 2014

2

- common sense to the mission statement – the word disease was discussed as it indicates a promise to consumers (reaching too far for the scope of the organization)

- fear of paper passport for every movement of animal - inform consumers on the cost of traceability - consumer confidence should be taken on by CCA as consumer confidence is NOT just traceability - the data collected should be accessible so that the data becomes marketable – information CCIA

collects should be open to all

Proposed Statements: • CCIA provides traceability services economically and sustainably to the livestock industry.

• To develop and implement state of the art tools and technology that will allow sustainable multispecies traceability.

• To advance an innovative and sustainable traceability system, to grow, assure and build value for Canada’s livestock industry.

• To provide leadership for a cost-effective traceability system for all livestock in Canada.

• To develop, manage and promote the best technology for a cost effective traceability system for all livestock in Canada.

Comments: - concern about tracing E. coli (and other disease) back to the farms - collecting information (Animal ID, PID, movement) for all species and then selling the service to

other entities (ie: BIXS, CFIA) - important the mission statement should not lean toward more regulation for the industry - animal identification – we do this well - “to ensure animal health” – this could be removed - Does sustainable mean cost-effective? Is sustainable more long term vs. cost effective as being

seen as more immediate? - CCIA represents industry and the board needs to be leaders and provide leadership on the

decision for this statement - CCIA should take the lead on technology and be self-sustaining - traceability will be the next generation’s reality in order to keep livestock into the world market - mission statement needs to include the words data integrity, privacy and security

Action Item: A small committee consisting of Kori Maki-Adair, Joshua Belinko, John Tilley, Paul Laronde and Dr. Pat Burrage to refine statement and circulate to the board.

2015 Strategic Planning and Bylaws Review – Next Steps • Strategic Positioning Assessment document was distributed. The reference was prepared with

the intent of providing information to be considered when discussing the logistics and planning of CCIA’s future.

• It was suggested this document be discussed at the in-camera session. • Strategic Plan should be written by the Board and the Management Team and opportunities as

they come up can be added to the plan.

300, 5735 – 7 Street N.E. Calgary, Alberta T2E 8V3 Tel: (403) 275-2083 Fax: (403) 275-2099 Toll-free: 1-877-909-2333 www.canadaid.ca

3

Page 4: CCIA Board of Directors Meeting - support.canadaid.casupport.canadaid.ca › wp-content › uploads › BMD › March-27-CCIA-B… · CCIA Board of Directors Meeting, Calgary, AB

CCIA Board of Directors Meeting, Calgary, AB December 3 and 4, 2014

3

• The facilitator should come from the livestock sector or be very familiar with the livestockindustry and needs to work from a neutral position.The following names were suggested: Sandy Russell; facilitator from Cattle Summit (Marc Valois,Intersol); Brian Rhiness (he is out of Calgary); Matt Taylor; Dr. Allan Preston; Jason Pollock andChristopher McBean

Action Item: The Strategic Planning timeline to be shortened and accomplished early in 2015. Propose a plan, find a facilitator and determine costs. • At the proposed meeting with the Agriculture Minister in January it would be good to provide a

new mandate and update on the strategic plan.CCIA Mandate and CFIA MOU • CCIA mandate should include what CCIA is required to do under the CFIA MOU and business

outside the scope of the MOU.• CCIA is currently works on projects outside of the mandate and the MOU with CFIA, such as: Tag

Distribution – this is separate and different from the mandate with CFIA.• What do we need to be articulated and communicated to let others know?Action Item: Hina Thaker to review the MOU with CFIA and how the scope of the regulations and proposed amendments impact what CCIA does.

4. BOARD OF DIRECTORS IN-CAMERA SESSIONIt was agreed that the Board of Directors meeting move in-camera at 4:00PM MST.The meeting moved out of camera at 5:15PM MST.Meeting was recessed at 5:15PM MST

December 4, 2014 – 8:30am to 4:00pm ADDITIONAL BOARD OF DIRECTORS Gib Drury, FPBQ

ADDITIONAL ADVISORS, GUESTS AND CCIA STAFF Eric Aubin, CFIA Rick Frederickson, AARD Michael Latimer, CBBC Mark Burgham, CFIA Mélissa Lalonde, DFC Bena Patel, CCIA David Cox, AAFC

1. Call to Order - Dr. Pat Burrage, CCIA Chair called the meeting to order at 8:33am. Welcome andintroductions were made.The confidentiality statement was read. (The statement is provided at the end of this document.)AgendaThe Agenda was approved with addition to item 9 (Other) to revisit Canadian Beef Breeds Council(CBBC) request to become a full member of CCIA. The Agenda was approved with additions.

2. Approval MinutesThe minutes from the September 8 and 9, 2014 Board of Directors meeting were approved.

3. Finance and Audit – John Tilley, Finance ChairThe Financial Statement was reviewed by the committee and concerns were addressed prior to thismeeting. The Financial Statement is the committee’s report to the Board.Review of 3rd Quarter Financials – Bena Patel, CCIA Interim Finance Manager• Revenues exceeded $300,000 more than budgeted in 2014 due to better tag number sales.

300, 5735 – 7 Street N.E. Calgary, Alberta T2E 8V3 Tel: (403) 275-2083 Fax: (403) 275-2099 Toll-free: 1-877-909-2333 www.canadaid.ca

4

Page 5: CCIA Board of Directors Meeting - support.canadaid.casupport.canadaid.ca › wp-content › uploads › BMD › March-27-CCIA-B… · CCIA Board of Directors Meeting, Calgary, AB

CCIA Board of Directors Meeting, Calgary, AB December 3 and 4, 2014

4

• Expenses were lower as TSCOP expenses were less than projected due to reduced bank chargesand CCIA being able to fund the project expenses without using the Scotiabank loan.

• $1 million has been set aside for operations. It was noted that assets such as computers anddatabase are completely depreciated.

Motion “BE IT RESOLVED THAT THE CCIA BOARD OF DIRECTORS APPROVE THE 3rd QUARTER FINANCIAL STATEMENT FOR INFORMATION PURPOSES.” CARRIED

CRA Ruling on CPP and EI Deductions – Bena Patel, CCIA Interim Finance Manager • It was suggested that maybe board members could be set up as providing contract work and it

was clarified that the fees paid to the board members are director’s fees and these are pensionable.

• CPP and EI deductions will be taken prior to per diems and honourarium claims being issued.• Direct Deposit of per diems and honourariums is available to those that submit the direct

deposit form.

4. CCIA Office Relocation Update• The building that CCIA is in was sold as of November 10, 2014.• CCIA has a lease until October 31, 2017.• A tentative date for relocation is end of May or June 2015.• A real estate agent has been engaged and lease properties in the northeast quadrant of the city

with 4500 to 6000 square feet have been visited.• Currently the third floor of the south Deerfoot Atria building is being considered as a possible

location. The rental proposal presented to CCIA at this point is higher per square foot than whatis currently paid but rental savings will occur due to less square footage. This location is offeringa five year lease.

• It is anticipated the incentive negotiated from the new owner for CCIA and the rental andimprovement costs negotiated with the proposed location will offset the costs of moving andbuilding out the new location.

• The new landlord would like a commitment on CCIA’s plans by mid-December.Action Item: A conference call with the CCIA Board of Directors may be needed if more concrete decisions are needed before the end of the year. • A Building Committee was suggested to investigate the feasibility of either buying or building an

office for CCIA.• CCIA could move downstairs however, the new landlord would prefer CCIA move into half of the

second floor (approx. 4500 sq.ft). If CCIA was to remain in the current location it would bebetter to negotiate for the entire floor.

Action Item: It was suggested this option be investigated further in tandem with investigating building/buying costs.

5. Comments/Questions on Management Team Updates and Action Items• As follow-up from the presentation by Mr. Keddie at the September meeting the CCIA Bylaws

have been posted on CCIA’s web page.• Waseem Rehman updated the board on the ongoing fixes and updates to the CLTS as well as the

work CCIA has been doing for CCA and BIXS.

300, 5735 – 7 Street N.E. Calgary, Alberta T2E 8V3 Tel: (403) 275-2083 Fax: (403) 275-2099 Toll-free: 1-877-909-2333 www.canadaid.ca

5

Page 6: CCIA Board of Directors Meeting - support.canadaid.casupport.canadaid.ca › wp-content › uploads › BMD › March-27-CCIA-B… · CCIA Board of Directors Meeting, Calgary, AB

CCIA Board of Directors Meeting, Calgary, AB December 3 and 4, 2014

5

6. 2015 Budget Presentation Operational Budget • Projected revenue is the same as 2014 as beef industry predictions are still anticipating

consolidation of the industry. • Sheep and bison projected revenue for 2015 to remain static even though 2014 increased slightly. • Salaries to increase by three and a half percent. It is expected IT will hire a full-time in-house

network administrator as reflected in the reduced consultant expense line. • Rent may be less due to move if that occurs. • Travel budget will cover travel for Communications to attend board and association producer-

focused events, Tag and Technology to continue with the ISO Working Group and for the General Manager to attend CATS meetings, IGAC and CCA semi-annual and annual meetings.

• Projected Board expenses to remain consistent with prior years. • Strategic Planning and Bylaw review may need to be budgeted separately. An additional $30,000

for Bylaw review over the $70,000 allotted was suggested. • Audit fees include the annual audit by PricewaterhouseCoopers and the audit required by CFIA. • Communications budget under operations includes regular education promotion on the CLTS

and tags. This is not budget to promote tag distribution and tag sales. • CLTS is in a holding pattern and the budget includes annual licensing fees. • Closing the Loop budget was approved last year and has been moved to the 2015 budget. • The Research and Development (R & D) Cluster was approved in September and a draft business

plan and preliminary budget was included in the December board meeting package. • The R & D Cluster budget may not be all used in 2015 and the projects listed will look to

government for funding.

7/8. Tag Supply Chain Optimization Project (TSCOP) Update and Budget • TSCOP is not being tracked separately as this is now part of CCIA’s regular business. Direct

expenses are being tracked. • Tag distribution has two revenue channels – 99% of sales is revenue from tag dealers and 1% is

direct from producers. CCIA earns a higher percentage of each sale that is direct from producers. • The proposed CCIA increase to tag retailers (3%) was discussed and it was suggested that the

increase should be for both the tag dealers and the direct to producer tags. • The tag activation and tag promotion strategy was shared and there was support to provide

producer buying opportunities that take advantage of the price difference between retailer and direct purchase such as free tags for activating an account.

Tag Sales Promotional Activities • Early in 2014 the tag dealer channel was emphasized. In the latter part of the year, promotional

activities focused on encouraging web store account activation and direct sales from producers. • The CCIA communications strategy was outlined and board members were encouraged to try

the online tag ordering website and share their experience as word of mouth, one-on-one communication has been very effective as experienced at the Royal Agricultural Winter Fair and Canadian Western 2014 Agribition.

• The price point for tags, the variety of tags available as well as the full range of taggers are important talking points for board members.

300, 5735 – 7 Street N.E. Calgary, Alberta T2E 8V3 Tel: (403) 275-2083 Fax: (403) 275-2099 Toll-free: 1-877-909-2333 www.canadaid.ca

6

Page 7: CCIA Board of Directors Meeting - support.canadaid.casupport.canadaid.ca › wp-content › uploads › BMD › March-27-CCIA-B… · CCIA Board of Directors Meeting, Calgary, AB

CCIA Board of Directors Meeting, Calgary, AB December 3 and 4, 2014

6

• The tag retention best practices and web store account activation reference card was distributed, which will be part of the communications package for calving season 2015.

• It was suggested that CCIA have a presence on industry websites as this audience is already comfortable with the technology and are likely to order tags online.

• It was also suggested that CCIA should continue to take advantage of opportunities to present tag online ordering information at producer annual and regional meetings for 2015.

• CCIA CSRs (Client Support Representatives) provide full livestock traceability and technical support and tag order services. When they help with CLTS queries, they also confirm CLTS account information, ask about PID and provide provincial and territory contact if needed and offer tag ordering services.

Tag Registry Fee and Audit Program • The tag registry fee will be implemented in 2015 and a new fee structure has been developed to

reflect the comments received from industry. The new fee addresses the request from the auction market industry for “casual” dealers or those dealers that may sell the occasional tag.

• Currently there are approximately 790 tag dealers with 20% of those dealers selling 80% of the tags. Approximately 121 tag dealers sell under 500 tags annually. This group represents less than 1% of the total tags sold.

• The following fee schedule was proposed: 0 – 500 tags = $0 501 – 2000 tags = $100 2001 – 10,000 tags = $200 10,001 and greater = $400 The projected revenue is approximately $100,000 and the mandatory licensing fee may reduce the number of retail tag dealers and may also drive producer direct tag sales.

• It is anticipated there will be an expense to buy product back for those tag dealers that do not wish to continue once the registry fee has been implemented.

• The tag dealer audit program will not start until the end of 2015. 2015 Budget (Net Surplus) • Including the recommended additional expense for the Bylaw review the 2015 Budget has a

projected surplus of $139,000. Motion “BE IT RESOLVED THAT THE CCIA BOARD OF DIRECTORS APPROVE THE 2015 BUDGET.” CARRIED

7. Additional Discussion Items Tagging Site Update – Definitions/Status – Brian Caney • Clarification on tagging sites and formal response to CFIA’s consultation process to be developed. Action Item: Eric Aubin requested a letter from CCIA explaining the December 5, 2014 deadline to register as a tagging site with CCIA.

CCIA/CCA response to regulatory amendments – Brian Caney • Brian Caney has been in contact with Rob McNabb, CCA and has proposed a joint response to

the Cost Benefit Analysis (CBA) presentation that was made in the October CFIA consultations. • It was suggested that CCIA and CCA continue to support the Cattle Implementation Plan as

industry’s road map for traceability and that industry’s commitment to the CIP has not wavered.

300, 5735 – 7 Street N.E. Calgary, Alberta T2E 8V3 Tel: (403) 275-2083 Fax: (403) 275-2099 Toll-free: 1-877-909-2333 www.canadaid.ca

7

Page 8: CCIA Board of Directors Meeting - support.canadaid.casupport.canadaid.ca › wp-content › uploads › BMD › March-27-CCIA-B… · CCIA Board of Directors Meeting, Calgary, AB

CCIA Board of Directors Meeting, Calgary, AB December 3 and 4, 2014

7

• It was clarified the CBA for CFIA was a very narrow analysis focused only on the costs and benefits of implementing the regulation and not the entire scope of the costs and benefits to the industry.

• CFIA is evaluating the current strengths and weaknesses of the traceability program and assessing the current traceability program with its ability to mitigate an outbreak. They are testing different models with the current system in place and it was asked how this can be done without putting a cost on the outcome and including the impact on market access in the evaluation of the traceability program.

Action Item: CCIA and CCA’s response to the CFIA October consultation to be circulated to the CCIA Board of Directors prior to submission.

Correspondence “Cattle Industry Falling Behind” – Sid Atkinson, DFC • This article was circulated with the December board meeting package and was brought forward

to the board for discussion as it is relevant to what the CCIA board does. It was asked to be considered as a matter of information even though some of the facts presented were considered inaccurate.

• If retailers experience demand from customers to know gate to plate where their food comes from then retailers will find a way to market the product at a premium.

• CCIA should be looking forward and looking out for future generations. • ATQ concluded a slaughter to consumer study which resulted in it not being feasible at the

current time. • Dairy industry experience was shared and any opportunity to provide a product at premium

(organic, DHT, etc.) to the consumer is seen as opportunity to provide more to the producers. • Promoting Canadian quality is seen as a good thing and that gate to plate programs can be used

to enhance or elevate Canadian grown beef and provide the traceability of these products.

CBBC Associate/Full Membership – Revisited – Dr. Pat Burrage, CCIA Chair • Michael Latimer, Executive Director with Canadian Beef Breeds Council (CBBC) was asked to

leave the room while the CCIA Board revisited the request to become a full member of CCIA. • It was emphasized that the discussion was not about the value that CBBC would add as a full

member just the logistics of full membership within the current Bylaws. • The decision to extend full membership would be decided once the Bylaws were reviewed as

CCIA is limited to 19 board members and either the number of members would need to increase or the structure of the board would need to change in order for CBBC to have a seat.

Action Item: Dr. Pat Burrage will relay the discussion to Michael Latimer and the full membership of CBBC to CCIA will be addressed in the Bylaw review.

8. HR Update – Gib Drury, HR Committee Chair The HR Committee had a conference call on November 28 and the following was discussed: Provincial Field Representatives The contract with Alberta Agriculture for the 11 Mobile Field Representatives worth $1.2 million expires March 2016. As this contract contributes significantly to our budget, a strategy of obtaining support from Alberta Beef Producers and CCA for a continuation of this funding will be developed by staff in conjunction with the ABP and CCA Directors on the CCIA Board. Likewise for Saskatchewan and Ontario with Manitoba to be addressed after the Provincial elections.

300, 5735 – 7 Street N.E. Calgary, Alberta T2E 8V3 Tel: (403) 275-2083 Fax: (403) 275-2099 Toll-free: 1-877-909-2333 www.canadaid.ca

8

Page 9: CCIA Board of Directors Meeting - support.canadaid.casupport.canadaid.ca › wp-content › uploads › BMD › March-27-CCIA-B… · CCIA Board of Directors Meeting, Calgary, AB

CCIA Board of Directors Meeting, Calgary, AB December 3 and 4, 2014

8

Salary Compensations With the 3.5 % increase in salaries budgeted by the finance committee, the GM and management team will allocate this increase to their subordinates on the basis of performance. The labour market in Calgary is very competitive (with a 4.6% unemployment rate) and it is challenging to find competent new employees at CCIA’s salary offerings. Search for new General Manager The HR committee proposed the potential GM interview committee be three members: Dr. Pat Burrage, Mark Elford and Terry Kremeniuk. Gib Drury and Rick Wright are the alternates if needed. Brian Caney has graciously agreed to remain until the new GM is in place. Replacing Operations Manager The financial accountability of CCIA is being fully fulfilled by Bena Patel on a contract basis with the accounting staff doing the data input. A proposal to revamp the internal organizational structure and responsibilities within CCIA was put forward and this will be elaborated during the in camera session.

9. Canadian Agri-Traceability Services (CATS) Update – Terry Kremeniuk and Joshua Belinko Joshua Belinko, CATS Executive Director Update: • Hardware assessment of CCIA and ATQ for what is needed for a state of the art system is being

completed. • Architects with experience developing high level security systems have been contracted. • Vendors are willing to provide government prices for building the system which will be a cost

savings for CATS. • The potential for value added components in CATS is being looked at – security and privacy

issues and regulated data are being investigated. • CATS is building a privacy and consent policy that can be shared throughout the value chain. • They are also building a cost-sharing option for CATS which will provide a fair funding formula

for the users of CATS. • A good team is in place to do the work and currently the project is ahead of schedule.

Terry Kremeniuk, CATS Chair Update: • CATS has worked together with a number of stakeholders and developed a plan with Deloitte. • CATS mission statement was read. This mission statement has not changed since the beginning –

by 2015 CATS would like to be a client focused traceability service. • A fundamental piece is that CATS is to be built on the AgriTrace software and they have worked

collaboratively on this vision. It was understood that MAPAQ provide the use of the software to CATS royalty free and if CATS should dissolve the software would automatically become the federal governments, after which it would then become available to ATQ and CCIA for their use.

• CATS was to be given a copy of the source code and appropriate documentation for AgriTrace and it was also agreed if ATQ wanted to use AgriTrace externally then this would be negotiated.

• It was understood that MAPAQ and ATQ had worked out an agreement that was agreeable to all however, the source code for has not been agreed upon or finalized between MAPAQ and ATQ.

• ATQ wishes to maintain control over all work related to the AgriTrace web software and contracts have needed to go through ATQ which is not an acceptable standard operating practice for CATS.

• A licensing agreement based on the Deloitte vision has been put together to be presented to CATS. The source code issue still is a hurdle and a CATS board meeting is being held December 19 to deal with the proposed agreement.

300, 5735 – 7 Street N.E. Calgary, Alberta T2E 8V3 Tel: (403) 275-2083 Fax: (403) 275-2099 Toll-free: 1-877-909-2333 www.canadaid.ca

9

Page 10: CCIA Board of Directors Meeting - support.canadaid.casupport.canadaid.ca › wp-content › uploads › BMD › March-27-CCIA-B… · CCIA Board of Directors Meeting, Calgary, AB

CCIA Board of Directors Meeting, Calgary, AB December 3 and 4, 2014

9

Questions: - If someone else was to do the enhancements of AgriTrace how much would this cost? - CCIA and ATQ have leveraged their skills and resources for CATS and under the development

process both ATQ and CCIA staff were considered for the development process. - CATS needs flexibility so the consultants are not under the arm of ATQ and CATS needs the

ability to define who, what and how the work will get done. - CFIA was asked if independent people should be working on the CATS database. CFIA is satisfied

that the privacy agreements and standards set out by CFIA have been met.

10. Committee Recommendations Technical Advisory Committee (TAC) – Dr. Pat Burrage, Committee Chair • TAC is looking forward to moving ahead with the R & D Cluster. • The ICAR test lab at SAIT in Calgary has had its initial inspection and the issues found with the

inspection have been addressed. It is expected that the second inspection will take place in January/February 2015. Once complete it will be the first North American tag testing lab.

Communications Committee – Rick Wright, Committee Chair • At the CIP meeting in September a live survey was conducted and as a result a PID strategy plan

is being developed. • Advertising for the CCIA tag web store has been developed in-house and published in various

online and print industry magazines. These have consisted of double-page educational spreads supporting on best tag practices for tag retention, CLTS use and web store account activation.

• Kori Maki-Adair joined Dr. Pat Burrage and Pat Hayes to meet with Agriculture Minister Ritz in Calgary on October 9 and is now preparing for a follow-up visit with Minister Ritz in at the Beef Industry Conference in Saskatchewan in January.

• CCIA attended the Royal Agricultural Winter Fair in Ontario and Agribition in Regina in November. • Plans for 2015 include custom communication kits to 264 board and beef producer associations,

rural municipal offices, provincial and territory field offices and auction marts; annual report for 2014, re-navigation and design of www.canadaid.ca.

Action Item: Suggestions for events that CCIA should be attending can be forwarded Kori Maki-Adair or Communications Committee. Board Development Committee – Martin Rossmann, Committee Chair • Martin Rossmann will be stepping down as Chair of the Board Development Committee in 2015

He is looking forward to seeing how the Strategic Planning and Bylaw review process turns out.

BOARD OF DIRECTORS IN-CAMERA SESSION

It was agreed that the Board of Directors meeting move in-camera at 2:05PM MST.

The meeting moved out of camera at 3:20PM MST.

Meeting was adjourned at 3:20PM MDT

300, 5735 – 7 Street N.E. Calgary, Alberta T2E 8V3 Tel: (403) 275-2083 Fax: (403) 275-2099 Toll-free: 1-877-909-2333 www.canadaid.ca

10

Page 11: CCIA Board of Directors Meeting - support.canadaid.casupport.canadaid.ca › wp-content › uploads › BMD › March-27-CCIA-B… · CCIA Board of Directors Meeting, Calgary, AB

CCIA Board of Directors Meeting, Calgary, AB December 3 and 4, 2014

10

Action Item Lead Date to be Completed Refine mission statement and circulate to the Board Committee Members: Kori Maki-Adair, Joshua Belinko, John Tilley, Paul Laronde and Dr. Pat Burrage

Dr. Pat Burrage Kori Maki-Adair

As soon as possible – prior to Beef Industry Conference meeting in Saskatchewan

Propose a shorter timeline for the Strategic Planning process, find a facilitator and determine costs

Brian Caney

As soon as possible

Review the MOU with CFIA and how the scope of the regulations and proposed amendments impact what CCIA does – relay to mission statement committee

Hina Thaker As soon as possible

If needed arrange a conference call with the CCIA Board of Directors if more concrete decisions are required for new office location

Brian Caney Before the end of the year if needed

Investigate further option to relocate to second floor of current building in tandem with investigating building/buying an office for CCIA

Brian Caney In tandem with looking at leasing opportunities

Provide a letter to CFIA explaining the CCIA December 5, 2014 deadline to register as a tagging site

Brian Caney Eric Aubin

As soon as possible

Respond to the CFIA October consultation process jointly with CCA Response to be circulated to the CCIA Board of Directors prior to submission

Brian Caney Dr. Pat Burrage

As soon as possible

Relay the discussion regarding full membership to Michael Latimer, CBBC CCIA will be addressed in the Bylaw review

Dr. Pat Burrage As soon as possible

Forward suggestions for events that CCIA should be attending to Kori Maki-Adair and/or CCIA Communications Committee

Board Members As soon as possible

300, 5735 – 7 Street N.E. Calgary, Alberta T2E 8V3 Tel: (403) 275-2083 Fax: (403) 275-2099 Toll-free: 1-877-909-2333 www.canadaid.ca

11

Page 12: CCIA Board of Directors Meeting - support.canadaid.casupport.canadaid.ca › wp-content › uploads › BMD › March-27-CCIA-B… · CCIA Board of Directors Meeting, Calgary, AB

CCIA Board of Directors Meeting, Calgary, AB December 3 and 4, 2014

11

Acronym List

AAFC Agriculture and Agri-Food Canada AARD Alberta Agriculture and Rural Development ABP Alberta Beef Producers ACFA Alberta Cattle Feeders' Association ATQ Agri-Traçabilité Québec BCCA British Columbia Cattlemen’s Association BFO Beef Farmers of Ontario BIXS Beef InfoXchange System CATS Canadian Agri-Traceability Services CBA Canadian Bison Association CBA Cost Benefit Analysis CBBC Canadian Beef Breeds Council CCA Canadian Cattlemen’s Association CCIA Canadian Cattle Identification Agency CFIA Canadian Food Inspection Agency CIP Cattle Implementation Plan CLDA Canadian Livestock Dealers Association CLTS Canadian Livestock Tracking System CMC Canadian Meat Council CPP Canada Pension Plan CSF Canadian Sheep Federation CVMA Canadian Veterinary Medical Association DFC Dairy Farmers of Canada EI Employment Insurance FPBQ Fédération des producteurs de bovins du Québec GM General Manager HR Human Resources ICAR International Committee for Animal Recording IGAC Industry Government Advisory Committee ISO International Standards Organization LMAC Livestock Markets Association of Canada MAPAQ Ministère de l'Agriculture, des Pêcheries et de l'Alimentation

(Ministry of Agriculture, Fisheries and Food) MBC Maritime Beef Council MBP Manitoba Beef Producers PID Premises Identification SSGA Saskatchewan Stock Growers Association TAC Technical Advisory Committee TSCOP Tag Supply Chain Optimization Project CONFIDENTIALITY STATEMENT (from Page 1 of notes) It is important to understand that materials provided for review purposes and discussion during the meeting, including but not limited to the Board meeting materials, are considered privileged information and, consequently, are confidential even though they may not be marked as such. Attached: Canada Tops Overall World Ranking of Food Safety Performance – November 20, 2014 Article from the Conference Board of Canada supplied by Joshua Belinko, Executive Director, CATS.

300, 5735 – 7 Street N.E. Calgary, Alberta T2E 8V3 Tel: (403) 275-2083 Fax: (403) 275-2099 Toll-free: 1-877-909-2333 www.canadaid.ca

12

Page 13: CCIA Board of Directors Meeting - support.canadaid.casupport.canadaid.ca › wp-content › uploads › BMD › March-27-CCIA-B… · CCIA Board of Directors Meeting, Calgary, AB

13

Page 14: CCIA Board of Directors Meeting - support.canadaid.casupport.canadaid.ca › wp-content › uploads › BMD › March-27-CCIA-B… · CCIA Board of Directors Meeting, Calgary, AB

ACTION ITEMS CCIA Board Meetings As of March 18, 2015

Meeting Date Board Action Item Lead Date to be Completed Follow-up Sept 6, 2013 Dec 5, 2013

Carried forward from August 1 Conference Call: Include information on the compressed schedule in the updated and electronic version of the HR Policy Manual Include process of obtaining the security clearance for new employee in HR Policy Manual

Brian Caney Hina Thaker

HR Committee to review prior to distribution and approval by CCIA Board

HR Manual is being updated by Hina Thaker

Dec 5, 2013 Follow-up to make sure the Manitoba producers participating in Tag Retention Study have received their incentive package.

Paul Laronde Brian Caney

Completed

AGM Apr 10, 2014

Add to the notes of the Financial Statements the number of tag number sales for the year

Brian Caney

2014 Financial Statements

Included in Notes of December 31 2014 Financial Statement

AGM Apr 10, 2014

Add to the Annual Report statistics indicating the number of active PIDs for each province

Brian Caney Kori Maki-Adair

2014 Annual Report Completed

Dec 4, 2014 Provide a letter to CFIA explaining the CCIA December 5, 2014 deadline to register as a tagging site

Brian Caney Eric Aubin

Completed Dec 5/14

Dec 4, 2014 Respond to the CFIA October consultation process jointly with CCA

Brian Caney Dr. Pat Burrage

Feb 28/15

300, 5735 - 7th St. NE, Calgary, Alberta T2E 8V3 T 403-275-2083 TF 1-877-909-2333 F 403-275-2099 ~ www.canadaid.ca 14

Page 15: CCIA Board of Directors Meeting - support.canadaid.casupport.canadaid.ca › wp-content › uploads › BMD › March-27-CCIA-B… · CCIA Board of Directors Meeting, Calgary, AB

CCIA Leadership Team Quarterly Report to the Board on Activities – March 2015

General Manager December – March 2015 Update Work Area Description of Activity Completed or

Underway Comments

Tag Distribution Price Increase Feb 2/15 on selected tags Issued Annual Tag License Fee invoices to tag dealers Approximately 150 legacy Tag Dealers have not responded to repeated contact efforts Met with Reyflex Improve Producer Direct Web store Participation Negotiating with Limousin and Gelbvieh to carry breed specific RFID tags

Completed Underway Ongoing Completed Ongoing Ongoing

Allflex/Destron tags adjusted to improve margins. YTEX prices increased due to exchange rate changes $100k budgeted in annual Tag Registry License Fees. These funds will fund an audit process for Tag Dealers that will take place in the back half of 2015. We are still working on closing the last 11 of the unresponsive tag dealers, some of which show tag inventory Provided suggestions to this manufacturer on how to drive sales , suggested new pack size better suited for the Canadian market Developing on going print media as well as producer direct engagement at trade events Trialed a free tag give away on signup at BFO conference Limousin tag approved by CFIA, awaiting official request from Gelbvieh

CATS Project Attended CATS Board Meetings Dec 19/14 and March 16/15

Ongoing

License agreement with ATQ/MAPAQ for access to source code still not completed

Page 1 of 3 Quarterly Report – March 2015

15

Page 16: CCIA Board of Directors Meeting - support.canadaid.casupport.canadaid.ca › wp-content › uploads › BMD › March-27-CCIA-B… · CCIA Board of Directors Meeting, Calgary, AB

CCIA Leadership Team Quarterly Report to the Board on Activities – March 2015

Work Area Description of Activity Completed or Underway

Comments

Discussion with GS1 and CATS on whole chain traceability pilot Dairy Business Requirements meetings Feb 24 & Mar 3

Ongoing Ongoing

GS1 revising project proposal Working with Dairy industry with regard to their business requirements for CATS

PwC “CFIA” Audit PwC has been contracted by CCIA to perform an audit as per our MOU with CFIA

Underway Draft audit completed and CCIA has provided responses. Areas covered included, business controls, risk assessment, information and communication, monitoring of controls, and control activities. Awaiting final report from PwC

Industry/Government Relations

Cattle Movement Study Trace Program

Ongoing Participated in Cattle Movement Study commissioned by CFIA directed by Seracon consultants Review and response required to draft TRACE document issued by CFIA

AARD MFR /CSR conference held in the office

Ongoing Discussed issues of mutual concern and ways to improve overall Customer Service

Centre 5735 Lease Our building was sold to Rideout Investments Ltd effective Nov 10/14 CCIA required to move to new office location

Underway Negotiations completed with new Centre 5735 landlord resulting in termination of our current lease July 31/ 15. Lease for new office space (Centre 810) in final stages of completion

CCA Attended CCA AGM in Ottawa March 9 and 10

Ongoing Dr. P and myself presented a Traceability presentation to CCA Value Creation and Competitiveness Committee

Strategic Planning Initiated RFP for consultant selection

Ongoing Worked with consultant to provide background material and plan

Page 2 of 3 Quarterly Report – March 2015

16

Page 17: CCIA Board of Directors Meeting - support.canadaid.casupport.canadaid.ca › wp-content › uploads › BMD › March-27-CCIA-B… · CCIA Board of Directors Meeting, Calgary, AB

CCIA Leadership Team Quarterly Report to the Board on Activities – March 2015

Work Area Description of Activity Completed or Underway

Comments

Jason Pollock selected to facilitate CCIA Strat planning sessions

upcoming Strat planning sessions with the board Mar 25 and 26

Producer Complaint We received a producer complaint regarding the release of private information

Ongoing Our investigation was completed and we found no proof of the inappropriate access of information. In responding to the complainant with our findings an error occurred in the correspondence that resulted in the release of private account number and address information for approximately 19 account holders. A review or our process for privacy complaints is being undertaken to strengthen our processes to avoid this in the future

Page 3 of 3 Quarterly Report – March 2015

17

Page 18: CCIA Board of Directors Meeting - support.canadaid.casupport.canadaid.ca › wp-content › uploads › BMD › March-27-CCIA-B… · CCIA Board of Directors Meeting, Calgary, AB

CCIA Leadership Team Quarterly Report to the Board on Activities – March 2015

Hina A. Thaker – Legal Counsel

This report has been prepared order to keep the Board of Directors updated on activities completed or underway during the previous three (months) and is provided in summary format. Work Area

Description of Activity Completed or Underway

Comments

Internal New ownership of building - finalize early termination and negotiations - draft all correspondence

Complete Brian Caney

Internal New building - review and negotiate proposal terms - review and negotiate lease terms - finalize lease - draft all correspondence

Complete Brian Caney

Internal External

Develop all privacy documents – internal and external

- Information Privacy policy - Access to Information policy, procedures and

forms - Privacy Breach policy, procedures and forms

Underway Draft docs complete

Brian Caney Patt Evans

Internal Tag Dealer Fee notifications – draft language Complete Brian Caney

Internal Strategic Planning - Assist with RFP - Review proposals - Review contracts- agreement and NDA - Liase with Jason Pollock - EMET

Enterprises Inc re planning requirements

Complete Complete Complete Ongoing

Brian Caney Patt Evans

Internal Board Meeting & AGM planning - Review required documentation for call for

AGM and members confirmations

Complete Patt Evans

Internal NIDMAC correspondence re concerns - AAFC Complete Paul Laronde Brian Caney

External Internal

Concerns re tag transfer of ownership - This concern calls into question the producer

to producer tag transfer ability - Concern raised by CSF to CFIA

Pending Brian Caney Eric Aubin

Internal Grant funding reporting practices - Internal policy

Complete Brian Caney Bena Patel

Page 1 of 6 Quarterly Report – Dated March 2015

LEGAL

18

Page 19: CCIA Board of Directors Meeting - support.canadaid.casupport.canadaid.ca › wp-content › uploads › BMD › March-27-CCIA-B… · CCIA Board of Directors Meeting, Calgary, AB

CCIA Leadership Team Quarterly Report to the Board on Activities – March 2015

Hina A. Thaker – Legal Counsel

Work Area

Description of Activity Completed or Underway

Comments

Internal Review PwC audit report - Provide comments and feedback - Use to update CCIA internal policy and

documents as required (formalizing policy; additions to Employee Handbook)

Complete Brian Caney

Internal CSR/MFR Training - Provide Q&A period for variety of issues and

concerns -

Complete Amber Moskalyk

Internal Interim Financial Manager contract - Draft and finalize

Complete Brian Caney

Internal Telework - Preliminary research re policy development

re telecommuting

Pending Hina Thaker

External CNGF request re CCIA Administrator services Ongoing Paul Laronde

External Limousin Asso request re inclusion of new tag in Tag Distribution

- Review all relevant agreements – CDMV, Allflex, MOU

- Determine relationship/agreement model

Ongoing Paul Laronde

Internal Access to information request - Privacy Breach - Investigation and Report

Self-reporting

Complete Pending

Brian Caney

Internal CSF and Shearwell - Tag Manufacturer agreement required with Shearwell - in draft - MOU required with CSF - old version reviewed and revised - discussions ongoing - Shearwell agreement updated and distributed

Pending No action

Page 2 of 6 Quarterly Report – Dated March 2015

LEGAL

19

Page 20: CCIA Board of Directors Meeting - support.canadaid.casupport.canadaid.ca › wp-content › uploads › BMD › March-27-CCIA-B… · CCIA Board of Directors Meeting, Calgary, AB

CCIA Leadership Team Quarterly Report to the Board on Activities – March 2015

Hina A. Thaker – Legal Counsel

Work Area

Description of Activity Completed or Underway

Comments

Internal Retirement data submissions - all retirement data must be accepted and submitted by CSRs - concerns re illegible faxed data (esp Mennonite/Hudderite comm) - standardization for submissions recommended

Ongoing Jenn Harder CSR

Internal CLTS account audits and clean up - inactivation of dealer accounts with no contract in place -inactivation of all old tagging facility accounts -updates to all new Dealer Accounts -updates to all new Tagging Site (s 183) accounts

Ongoing Waseem Rehman Francine Potter CSR

Internal Manufacturer Agreement clause re expiry of tag numbers after allocation

pending Brian Caney

Internal Missing and Stolen tags and related data reporting and traceability issues - work with CFIA

Ongoing Brian Caney Paul Laronde CFIA

Internal Unaccountable tag forms and related data reporting and traceability issues

Ongoing CSR

Internal Review all documentation related to Bison tags in order to assess and document steps to move to including Bison into TSCOP

Ongoing Brian Caney

Internal PwC Audit plan - review documentation Underway Brian Caney

Page 3 of 6 Quarterly Report – Dated March 2015

LEGAL

20

Page 21: CCIA Board of Directors Meeting - support.canadaid.casupport.canadaid.ca › wp-content › uploads › BMD › March-27-CCIA-B… · CCIA Board of Directors Meeting, Calgary, AB

CCIA Leadership Team Quarterly Report to the Board on Activities – March 2015

Hina A. Thaker – Legal Counsel

Work Area

Description of Activity Completed or Underway

Comments

Internal Tagging Sites - Developed and implemented new application form and process map as required - Developed literature for Rick Wright - new waiver and release form completed and implemented - suggested data tracking form completed and implemented -Old "Tagging Facility" operation type removed from CLTS -New 'Tagging Site section 183' operation type implemented Discussion/clarification ongoing with CFIA completed Discussions /negotiations with client (Nilsson Brothers) counsel re waiver and release

Ongoing

Overview of legislation and clarification notes developed for circulation Consultations, research and New version of application created and distributed

Internal New Canada Not-for-Profit Act - review and revise all governance documents (articles, bylaws, certificate of continuance)

Ongoing Board Development Committee Patt Evans By Laws revisions on going

Internal Board Development -strategic planning and development

Ongoing Patt Evans

External CFIA concerns re non-regulatory data visible to CFIA inspectors

Pending Jenn Harder

External External use CCIA logo - monitor and control

Ongoing

Page 4 of 6 Quarterly Report – Dated March 2015

LEGAL

21

Page 22: CCIA Board of Directors Meeting - support.canadaid.casupport.canadaid.ca › wp-content › uploads › BMD › March-27-CCIA-B… · CCIA Board of Directors Meeting, Calgary, AB

CCIA Leadership Team Quarterly Report to the Board on Activities – March 2015

Hina A. Thaker – Legal Counsel

Work Area

Description of Activity Completed or Underway

Comments

External CFIA request for information relating to CLTS account - specifically Dealer status for investigation CFIA requests for Tag related data (specific to traceback investigations)

Ongoing Brian Caney Jenn Taplin

External CFIA - access to birth date information in CLTS - Access to information requests

Ongoing as required

Internal Manage and Direct outside Counsel - consultation re new business model - consultation re Distribution Agreement - consultation re Competition Act and TSCOP

Ongoing

Internal CCIA Business Planning Underway Initial meetings and planning underway

Internal Review and revise Employee Handbook - updated all sections

Ongoing Major revisions underway - new review after Angelo Herat departure

Internal Review all Human Resources related policies and procedures

Ongoing Major revisions underway - new review after Angelo Herat departure

Page 5 of 6 Quarterly Report – Dated March 2015

LEGAL

22

Page 23: CCIA Board of Directors Meeting - support.canadaid.casupport.canadaid.ca › wp-content › uploads › BMD › March-27-CCIA-B… · CCIA Board of Directors Meeting, Calgary, AB

CCIA Leadership Team Quarterly Report to the Board on Activities – March 2015

Hina A. Thaker – Legal Counsel

Work Area

Description of Activity Completed or Underway

Comments

Internal • Policy • HR/Employee matters • Employment contracts • Communications • IT • Operations • Internal contracts review

Ongoing - day to day engagement with management team - develop and implement policy

Internal • Research and Review o US Patriot Act o Access to Information o Privacy Act o AB FOIP o PIPEDA

Ongoing

Legal CFIA - MOU - SOPS Ongoing Ongoing Developing SOPs for - access to

information - Contracts - Privacy &

information management

- Security clearance

Page 6 of 6 Quarterly Report – Dated March 2015

LEGAL

23

Page 24: CCIA Board of Directors Meeting - support.canadaid.casupport.canadaid.ca › wp-content › uploads › BMD › March-27-CCIA-B… · CCIA Board of Directors Meeting, Calgary, AB

CCIA Leadership Team Quarterly Report to the Board on Activities – December to April 2015

Communications Manager December – April 2015 Update

This report has been prepared by the CCIA Leadership Team in order to keep the Board of Directors updated on activities completed or underway during the previous three (months) and is provided in summary format.

Work Area Description of Activity Completed or Underway Comments

Corporate project support

Tag web store Complete and underway

CCIA and CDMV web services troubleshooting; tag dealer annual fee notification/update to team/board/CDMV partners

Tag web store Complete Learn to search, set-up, activate and/or update CLTS database accounts; check for valid PID; perform inventory inquiries; activate web store accounts; order using the web store; protocol for account merge/account change/third-party user authorization/tag withdrawal in order to activate web store accounts from remote locations and industry events

PwC audit Complete Key communications information for audit summary Tag retention and web

store promotion communication kits

Underway Develop design files and coordinate manufacture of tag placement reference cards/how to activate web store account; educational tag tip mints; USB key to traceability manufacture and file content updates; banner pens in support of national PID registration, tag retention best practices and web store account activation; rubber cow ear with sample approved CCIA RFID tag placement and web store contact; distribute to ~225 industry and government contacts (auction marts, CCIA board associations, beef breed associations, beef and dairy producer associations, Canadian Food Inspection Agency regional traceability contacts, provincial government field offices and rural municipal offices)

Canadian Agri-Traceability Services

Underway Change management communications planning

Administrative Assistant recruitment

Underway Interviewing and computer-based skills testing

Print and image collateral development

CCIA Board, Management and Call Centre Photos

Underway Professional photo shoots for Call Centre team and management photos for www.canadaid.ca, and CCIA Board members for media, speaking engagements, www.canadaid.ca and CCIA’s annual report 2015

Industry support & raising awareness

Dairy Farmers of Canada: Ultraflex & 840 tags

Complete Cascade of information (fact sheets and reference regarding Ultraflex and 840 tag use in Canada) to all CCIA teams; post online within Resource Centre (in English and French)

Canadian Cattlemen’s Association; Manitoba Beef Producers; Beef Farmers of Ontario

Complete Activity update 2014 for each association’s annual report production

Beef Industry Conference / Ontario Cattle Feeders Association annual general meeting

Complete Coordinate CCIA Tag & Technology Manager P. Laronde to attend and represent CCIA at the Beef Industry Conference/Ontario Cattle Feeders Association annual general meeting in London, ON

Page 1 of 5 Communications Quarterly Report – March 2015

24

Page 25: CCIA Board of Directors Meeting - support.canadaid.casupport.canadaid.ca › wp-content › uploads › BMD › March-27-CCIA-B… · CCIA Board of Directors Meeting, Calgary, AB

CCIA Leadership Team Quarterly Report to the Board on Activities – December to April 2015

Manitoba Beef Producers

annual general meeting Complete Coordinate/register CCIA Director at Large R. Wright to

attend Manitoba Beef Producers annual general meeting in Brandon, MB (with silver sponsorship); provide one board association traceability communications kit for MBP distribution to members. The kit includes RFID tag placement reference cards/how to activate web store account; educational tag tip mints; USB key with the Canadian Livestock Tracking System (CLTS) database user manual, all the spreadsheets necessary to upload data to the database, video tutorials, a tag quality control form, national traceability and PID contact, banner pens with information supporting national PID registration, tag retention best practices and tag web store account activation; and one rubber ear with a sample RFID tag placement.

Beef Farmers of Ontario annual general meeting and tradeshow

Complete Support via event registration and attendance, trade show booth display as well as provide Ontario PID reference and tag web store activation services (NOTE: five tags and applicator promotion) with Tag and Technology Manager in Toronto, ON

Alberta Beef Industry Conference

Complete Coordinate CCIA General Manager B. Caney to attend and represent CCIA at the Alberta Beef Industry Conference in Red Deer, AB

Beef Farmers of Ontario zone meeting

Complete Slide deck and speaker notes for CCIA BFO board member S. Eby to present at BFO zone meeting in February 2015, in support of the Cattle Implementation Plan (Also included within Presentation development and educational communications outreach section)

Canadian Cattlemen’s Association

Complete Slide deck and speaker notes for CCIA CCA board member R. Schellenberg to present at CCA zone meeting in SK in February 2015, in support of the Cattle Implementation Plan (Also included within Presentation development and educational communications outreach section)

Canadian Cattlemen’s Association Annual General Meeting and Value Creation and Competitiveness Committee

Complete Slide deck and speaker notes for CCIA board chairman Dr. P. Burrage to present at CCA VCCC meeting in Ottawa, ON in support of tag distribution, Cattle Implementation Plan activities and Canadian Agri-Traceability Services (Also included within Presentation development and educational communications outreach section)

Reyflex Complete Provide print and online publishing contacts with region and reach data

Cattle Implementation Plan Tagging Sites subcommittee

Complete and underway

Combine submissions and draft industry analysis document regarding pending traceability regulations for in-person presentation to CFIA in Ottawa; update tagging site reference online within www.canadaid.ca in English and French

Dairy Farmers of Canada Complete Provide traceability communications kits for distribution to all 15 regional DFC traceability contacts at DFC Traceability Proaction Training in March 2015 to support cull cow/veal calf tagging NOTE: See kit contents described within MBP’s AGM comments above

Educational communications development

Holiday greetings Complete Holiday greetings, delivery schedule scripts and call centre business hour notifications in English/French (telephone system, www.canadaid.ca and CLTS database, producer and tag dealer web stores)

Page 2 of 5 Communications Quarterly Report – March 2015

25

Page 26: CCIA Board of Directors Meeting - support.canadaid.casupport.canadaid.ca › wp-content › uploads › BMD › March-27-CCIA-B… · CCIA Board of Directors Meeting, Calgary, AB

CCIA Leadership Team Quarterly Report to the Board on Activities – December to April 2015

PPPC Show Complete Coordinate CCIA Tag & Technology Manager P. Laronde

to attend the PPPC promotional products event in Toronto, ON and return with ideas/possibilities for educational tool development for value chain members

Media / External outreach

Chinook Applied Research

Complete Provide key messages regarding CCIA’s role and responsibilities, and refer to Livestock Identification Services for response to questions regarding branding/permanent marking for identification purposes in Alberta

Service Canada’s Information Management/Integrated Content Management team

Complete Annual update of CCIA cattle identification program reference

Medicine Hat News Complete Provide key messages regarding CCIA’s role and responsibilities, and refer to Alberta Agriculture and Rural Development for response to questions regarding premises identification regulations in Alberta, and CFIA for response to questions regarding BSE trace-back proceedings

Real Agriculture Complete Provide key messages regarding CCIA’s role and responsibilities, and refer to Alberta Agriculture and Rural Development for response to questions regarding premises identification regulations in Alberta

Western Producer Complete Provide written clarification in response to inquiry regarding traceability technology concepts/ideas and CCIA’s research and development cluster (post-CCA VCCC presentation in Ottawa, ON)

Alberta Farm & Ranch Directory

Complete Annual update of CCIA contact and services reference

Publishing / advertising / graphic design

Commercial Country magazine/Canadian Simmental Association

Published in January 2015 issue of Commercial Country

One full-page, full-colour design in support of the national tag retention project and the producer-direct tag web store (per Canadian Simmental Association’s request with Agriculture and Agri-Foods Canada’s approval to publish

Alberta Farm Directory Complete One 5.5x2.5 black and white advertisement/contact for tag web store in annual directory

Canadian Cattlemen Magazine

Published January, February and March 2015 online and print issues

Content and design of three, double-page educational spreads in support of age verification, the producer-direct web store, and the top three producer-support requests during calving season (i.e., activating a CLTS account; creating a cost-free email address needed to activate a web store account; how to activate a web store account)

Western Producer Weekly publication

Content and design for ¼ page weekly ad in support of the tag web store within 10 weekly issues (Jan.22-Mar.26/15)

Ontario Beef Magazine/Beef Farmers of Ontario

Published in February 2015 issue

Custom content and design of one full-colour, full-page in support of tag retention and the producer-direct tag web store for Ontario producers (per Beef Farmers of Ontario’s request)

Canadian Gelbvieh Magazine

Published in February 2015

Custom content and design of one full-colour, full-page in support of tag retention and the producer-direct tag web store for Gelbvieh producers (per Canadian Gelbvieh Association’s request)

Page 3 of 5 Communications Quarterly Report – March 2015

26

Page 27: CCIA Board of Directors Meeting - support.canadaid.casupport.canadaid.ca › wp-content › uploads › BMD › March-27-CCIA-B… · CCIA Board of Directors Meeting, Calgary, AB

CCIA Leadership Team Quarterly Report to the Board on Activities – December to April 2015

CCIA Annual Report

2014 Complete Content; graphic design; photography; printing, online and

distribution arrangements to ~200 contacts Canadian Cattlemen’s

Association and Verified Beef Production Program

Complete One custom image file illustrating ideal beef cattle tag placement for CCA and VBP’s websites and Twitter

Canadian Food Inspection Agency

Complete Support CFIA inspectors at industry event in Parksville, BC by providing beef tag placement reference cards and online beef cattle tag links/resources for BC producers

Joint communications planning / activity

Manitoba Ag Days Complete Joint communications trade show booth attendance/participation with Manitoba Agriculture and Rural Development representative H. Martens at Manitoba Ag Days in Brandon, MB

Industry-Government Advisory Committee Communications Working Group

Complete and underway

Support development of articles, video scripts and copy for traceability brochure for distribution to industry and government value chain members

Canadian Dairy XPO Complete Joint communications and key message cross-training and trade show booth attendance/participation with Dairy Farmers of Canada representative J. Blais at Canadian Dairy XPO in Stratford, ON

Saskatchewan Ministry of Agriculture

Ongoing Strategic planning sessions to support Saskatchewan’s premises identification system promotion and outreach

Presentation development and educational communications outreach

Canadian Cattlemen’s Association zone meeting

Complete Slide deck and speaker notes for CCIA BFO board member S. Eby to present at BFO zone meeting in February 2015, in support of the Cattle Implementation Plan (Also included within Industry support & raising awareness section)

Canadian Cattlemen’s Association

Complete Slide deck and speaker notes for CCIA CCA board member R. Schellenberg to present at CCA zone meeting in SK in February 2015, in support of the Cattle Implementation Plan (Also included within Industry support & raising awareness section)

Canadian Cattlemen’s Association Annual General Meeting and Value Creation and Competitiveness Committee

Complete Slide deck and speaker notes for CCIA board chairman Dr. P. Burrage to present at CCA VCCC meeting in Ottawa, ON in support of tag distribution, Cattle Implementation Plan activities and Canadian Agri-Traceability Services (Also included within Industry support & raising awareness section)

National Tag Retention Project

Complete Slide deck and speaker notes for National Tag Retention Project Manager R. MacDonald to present at CCIA annual general meeting (Also included within Board of Directors & CCIA team support section)

Mobile Field Representative program support

MFR team training Complete Present MFR team training slide deck and text reference on tag distribution, the Cattle Implementation Plan and Canadian Agri-Traceability Services activities

MFR business cards Complete MFR business card order contact updates

Page 4 of 5 Communications Quarterly Report – March 2015

27

Page 28: CCIA Board of Directors Meeting - support.canadaid.casupport.canadaid.ca › wp-content › uploads › BMD › March-27-CCIA-B… · CCIA Board of Directors Meeting, Calgary, AB

CCIA Leadership Team Quarterly Report to the Board on Activities – December to April 2015

MFR inventory Complete Design 20’ rotating display banner in support of tag

retention best practices; 10’x8’ flat wall display banner in support of MFR program; 52-page calving booklet specific to AB regulations; two 36’x48’ auction mart posters in support of animal identification, cattle production and MFR program support for the value chain (Also included in this report under Publishing / advertising / graphic design section)

Board of Directors & CCIA team support

Post-December 2014 Board Meeting key message highlights

Complete Board meeting key message/highlights in English/French to brief CCIA board members and member associations on CCIA December 2014 board meeting in Calgary, AB

Mission/Mandate Complete and ongoing

Draft of CCIA’s mission/mandate statement using board member feedback for CCIA board review and consideration leading up to CCIA board strategy development sessions in March 2015

Online media services Complete and ongoing

Develop and implement list of search terms for online media news services (including: reportable diseases, board associations, CCIA spokespeople, livestock traceability, peer organizations/associations and governments)

National Tag Retention Project

Complete Slide deck and speaker notes for National Tag Retention Project Manager R. MacDonald to present at CCIA annual general meeting (Also included within Presentation development and educational communications outreach section)

Key message development for CCIA teams

Complete Key message regarding tag superiority/user preference/retention for response to producer and value chain member inquiries

Websites www.canadaid.ca Complete Post updated tagging site declaration and related online content in English/French; refurbish content for About Us pages in English and French

Resource Centre Complete Forms update (i.e., account changes, dealer cease tag sales, tag ownership transfer, third-party user, tag retirement and tag quality control)

Page 5 of 5 Communications Quarterly Report – March 2015

28

Page 29: CCIA Board of Directors Meeting - support.canadaid.casupport.canadaid.ca › wp-content › uploads › BMD › March-27-CCIA-B… · CCIA Board of Directors Meeting, Calgary, AB

CCIA Management Team Report to the Board on Activities – March/2015

This report has been prepared by the CCIA Management Team in order to keep the Board of Directors updated on activities completed or underway during the previous (months) and is provided in summary format. Work Area Description of

Activity Completed or Underway

Comments

Tags and Technology

Tag Testing

Framework Completed Modifications submitted August

2014, but not completed CCIA Tag Retention

Trial Project Underway Provide technical input/support for

committee as required. Tag Complaints Continuing Three producer complaints to date in

Q1. Several commercial complaints received from retail outlets re: missing male studs

TAC Committee Underway Traceability Research and Development cluster. Review data privacy issues and eComm store role.

Committee Work Ongoing - Tag retention committee - Technical Advisory

Committee - ISO TC23/WG 3 Subject

Matter Expert - Project Team meeting in Frankfurt GR April 2015.

Project work Ongoing - Tag Data QA Project – work with SAIT project underway.

- TSCOP - completed - Biometric ID - cancelled - CCIA toll manufactured tag -

under review - slaughter tag proposal -

underway - microchip ID in equine -

underway - cattle movement reporting

app for mobile devices - funding request underway

- auto reporting tag reader - underway

Page 1 of 3 Report – Dated 16/March/2015

29

Page 30: CCIA Board of Directors Meeting - support.canadaid.casupport.canadaid.ca › wp-content › uploads › BMD › March-27-CCIA-B… · CCIA Board of Directors Meeting, Calgary, AB

CCIA Management Team Report to the Board on Activities – March/2015

Work Area Description of

Activity Completed or Underway

Comments

Tag Trial Completed Short term field trial for high retention tag completed successfully.

Technical support Ongoing Provide technical support for funding program to provincial level staff as required.

Tag Distribution Project (TSCOP)

Underway Working with GM and Management team. Review of new product selection. Build tag give-away kits to encourage producers to set up eComm accounts

ICAR approved tag lab Completed SAIT has received certifications required

Meeting attendance ISO WG3 Project Team meeting to

review tag testing standards. BFO AGM - Toronto Q2 Planning Anticipated activities for next

Quarter Tag Approvals Underway High retention tag trial expected to

begin April, 2015. Tag Complaints Ongoing Receive and evaluate complaints

regarding tags and readers from producers. Follow up with producers and manufacturers.

Tag Quality Assurance Project

Underway Working with SAIT to complete lab test. Project expected to expand in May 2015.

Tag Distribution

Project (TSCOP) Ongoing Work with GM to broaden product

lines of products available to producers.

ISO TC23/SC19/WG 3 Subject Matter Expert

Underway Next Project Team Meeting - scheduled for April 2015 in Frankfurt. WG3 meeting in Madrid June 2015

Page 2 of 3 Report – Dated 16/March/2015

30

Page 31: CCIA Board of Directors Meeting - support.canadaid.casupport.canadaid.ca › wp-content › uploads › BMD › March-27-CCIA-B… · CCIA Board of Directors Meeting, Calgary, AB

CCIA Management Team Report to the Board on Activities – March/2015

Work Area Description of

Activity Completed or Underway

Comments

Private traceability data network project

Underway Funding application suspended by AARD until further notice. Will work with manufacturer supplied loaner equipment to demonstrate feasibility

Terminal tag feasibility project

Underway Test feasibility of low cost, temporary tag for use on terminal livestock.

Page 3 of 3 Report – Dated 16/March/2015

31

Page 32: CCIA Board of Directors Meeting - support.canadaid.casupport.canadaid.ca › wp-content › uploads › BMD › March-27-CCIA-B… · CCIA Board of Directors Meeting, Calgary, AB

CCIA RESOLUTIONS from 09/08/2008 to 3/18/2015

2014 RESOLUTIONS DATE OF

RESOLUTION DISPOSITION ACTION ITEMS AS

of Dec 31, 2014

Be it resolved that the CCIA Board of Directors approve the 2015 Budget December 4, 2014 CARRIED No Further Action Required

Be it resolved that the CCIA Board of Directors approve the 3rd Quarter Financial Statement for information purposes

December 4, 2014 CARRIED No Further Action Required

Be it resolved that the CCIA Board of Directors approve to have the CCIA by-law on the CCIA website

September 9, 2014 CARRIED CCIA By-Laws have been posted on the website.

Be it resolved that the CCIA Board of Directors approve CCIA staff to investigate the feasibility of developing a secure system or website portal for providing information such as board and committee meeting minutes and reports to the Board of Directors

September 9, 2014 CARRIED Recommendation from the Board Development Committee Sept. 8, 2014

Portal on Share Point set up – meeting documents uploaded

Be it resolved that the CCIA Board of Directors approve that the Technical Advisory Committee (TAC) proceed to build a business plan, find partners and develop a strategy to develop technological traceability opportunities for the Canadian Cattle Identification Agency and to report back to the Board

September 9, 2014 CARRIED Recommendation from the Technical Advisory Committee Sept. 8, 2014

Business Plan included in Board Package for December 2014 meeting.

Be it resolved that the CCIA Board of Directors accept the recommendation from the technical advisory committee to approve the Allflex HDX inlay as per protocol and procedures

September 9, 2014 CARRIED Recommendation from the Technical Advisory Committee Sept. 8, 2014

No Further Action Required

Be it resolved that the CCIA Board of Directors accept the recommendation from the technical advisory committee to approve the Datamars Z tag FDX inlay as per protocol and procedures

September 9, 2014 CARRIED Recommendation from the Technical Advisory Committee Sept. 8, 2014

No Further Action Required

Be it resolved that the CCIA Board of Directors approve the 2014 CCIA committees as presented

September 9, 2014 No Further Action Required

Be it resolved that the CCIA Board of Directors agree to loan the Canadian Agri-Traceability Services (CATS) $100,000 and no more that will be repaid immediately upon receiving the advance from the Agriculture and Agri-Food Canada or not later than 60 days, whichever comes first

August 29, 2014 CARRIED 1 Opposed 1 Abstained

No Further Action Required

CCIA Resolutions 2014-09-03 Page 1

Page 33: CCIA Board of Directors Meeting - support.canadaid.casupport.canadaid.ca › wp-content › uploads › BMD › March-27-CCIA-B… · CCIA Board of Directors Meeting, Calgary, AB

CCIA RESOLUTIONS from 09/08/2008 to 3/18/2015

2014 RESOLUTIONS DATE OF

RESOLUTION DISPOSITION ACTION ITEMS AS

of Dec 31, 2014

Be it resolved that the CCIA Board of Directors approve to send a CCIA and CCA delegation to meet with the appropriate ministers and government department at their convenience to discuss the Cattle Implementation Plan (CIP), industry’s traceability road map as agreed to at the National Cattle Traceability Summit in September 2011 in Saskatoon

Board Meeting April 11, 2014

CARRIED CCIA and CCA met with the Minister of Agriculture on October 9, 2014 in Calgary

Be it resolved that the CCIA Board of Directors remove its representative on the National Identification Device Methodology Advisory Committee (NIDMAC)

Board Meeting April 11, 2014

CARRIED 1 Opposed

No Further Action Required

Be it resolved that the CCIA Board of Directors approve a facilitated bylaw review session as part of the board training session as planned for later in 2014

Board Meeting April 11, 2014

CARRIED Session was held December 3, 2014

Be it resolved that the CCIA Board of Directors in co-operation with the funding agreements approve the release of the Calf Tag Retention Study data and CCIA staff will communicate directly the results to the tag manufacturers prior to the data being released

Board Meeting April 11, 2014

CARRIED No Further Action Required

Be it resolved that the CCIA Board of Directors Darcy Eddleston and Terry Kremeniuk as the CCIA Board of Directors representatives to the CATS Board for the next year

Board Meeting April 10, 2014

CARRIED No Further Action Required

Be it resolved that the CCIA Board of Directors appoint Brian Caney as General Manager

Board Meeting April 10, 2014

CARRIED No Further Action Required

CCIA Resolutions 2014-09-03 Page 2

Page 34: CCIA Board of Directors Meeting - support.canadaid.casupport.canadaid.ca › wp-content › uploads › BMD › March-27-CCIA-B… · CCIA Board of Directors Meeting, Calgary, AB

CCIA RESOLUTIONS from 09/08/2008 to 3/18/2015

2014 RESOLUTIONS DATE OF

RESOLUTION DISPOSITION ACTION ITEMS AS

of Dec 31, 2014

Director at Large (2 positions) The Nominations Committee brought forward Pat Hayes for Director at Large and he accepted the nomination. The Nominations Committee brought forward Rick Wright for Director at Large and he accepted the nomination. It was asked if there were any other nominations from the floor. BE IT RESOLVED THAT STEVE EBY BE NOMINATED FOR CCIA DIRECTOR AT LARGE Steve Eby declined the nomination. Second call for nominations from the floor. BE IT RESOLVED THAT THERESA ZUK BE NOMINATED FOR CCIA DIRECTOR AT LARGE Theresa Zuk declined the nomination. Third call for nominations from the floor. BE IT RESOLVED THAT PAT HAYES BE NOMINATED FOR CCIA DIRECTOR AT LARGE BE IT RESOLVED THAT RICK WRIGHT BE NOMINATED FOR CCIA DIRECTOR AT LARGE BE IT RESOLVED THAT THE NOMINATIONS FOR CCIA DIRECTOR AT LARGE CEASE

Board Meeting April 10, 2014

CARRIED Pat Hayes and Rick Wright were declared CCIA Directors at Large by acclamation

No Further Action Required

Finance Chair The Nominations Committee brought forward John Tilley for CCIA Finance Chair and he accepted the nomination. Nominations were called for three (3) times. BE IT RESOLVED THAT JOHN TILLEY BE NOMINATED FOR CCIA FINANCE CHAIR BE IT RESOLVED THAT THE NOMINATIONS FOR CCIA FINANCE CHAIR CEASE

Board Meeting April 10, 2014

CARRIED John Tilley was declared CCIA Finance Chair by acclamation

No Further Action Required

Vice Chair The Nominations Committee brought forward Mark Elford for CCIA Vice Chair and he accepted the nomination. Nominations were called for three (3) times. BE IT RESOLVED THAT MARK ELFORD BE NOMINATED FOR CCIA VICE CHAIR BE IT RESOLVED THAT THE NOMINATIONS FOR CCIA VICE CHAIR CEASE

Board Meeting April 10, 2014

CARRIED Mark Elford was declared CCIA Vice Chair by acclamation

No Further Action Required

Chair The Nominations Committee brought forward Dr. Pat Burrage for CCIA Chair and he accepted the nomination. Nominations were called for three (3) times. BE IT RESOLVED THAT DR. PAT BURRAGE BE NOMINATED FOR CCIA CHAIR BE IT RESOLVED THAT THE NOMINATIONS FOR CCIA CHAIR CEASE

Board Meeting April 10, 2014

CARRIED Dr. Pat Burrage was declared CCIA Chair by acclamation

No Further Action Required

CCIA Resolutions 2014-09-03 Page 3

Page 35: CCIA Board of Directors Meeting - support.canadaid.casupport.canadaid.ca › wp-content › uploads › BMD › March-27-CCIA-B… · CCIA Board of Directors Meeting, Calgary, AB

CCIA RESOLUTIONS from 09/08/2008 to 3/18/2015

2014 RESOLUTIONS DATE OF

RESOLUTION DISPOSITION ACTION ITEMS AS

of Dec 31, 2014

Be it resolved that the CCIA Board of Directors appoint Paul Laronde, CCIA and John Brown, AARD, scrutineers for the election of the Executive Committee

Board Meeting April 10, 2014

CARRIED No Further Action Required

Be it resolved the Annual General Meeting of the Canadian Cattle Identification Agency be adjourned

AGM – April 10, 2014

CARRIED No Further Action Required

Be it resolved the CCIA membership set the annual membership fee to zero dollars AGM – April 10, 2014

CARRIED No Further Action Required

Be it resolved the CCIA membership appoint PricewaterhouseCoopers as auditor for 2014

AGM – April 10, 2014

CARRIED No Further Action Required

Be it resolved the members of the Canadian Cattle Identification Agency accept the adjusted 2013 Audited Financial Statements

AGM – April 10, 2014

CARRIED No Further Action Required

Be it resolved that the CCIA membership accept the appointed member organization representatives to CCIA Board of Directors for the coming year

AGM – April 10, 2014

CARRIED No Further Action Required

Be it resolved that the CCIA member organizations approve the minutes from the 2013 Annual General Meeting held on April 11, 2013

AGM – April 10, 2014

CARRIED No Further Action Required

Be it resolved the members of the Canadian Cattle Identification Agency authorize the CCIA Board of Directors to apply for a Certificate of Continuance under the new Canada Not-for-profit Corporations Act

SGM – April 10, 2014

CARRIED No Further Action Required

Be it resolved that the CCIA Board of Directors accept the Technical Advisory Committee recommendation to complete a Tag Manufacturing Licence with Shearwell

Board Conf Call March 19, 2014

CARRIED CCIA Management to complete Tag Manufacturing Licence with Shearwell

Be it resolved that the CCIA Board of Directors recommend at the Annual General Meeting that PricewaterhouseCoopers be appointed auditor for 2014

Board Conf Call March 19, 2014

CARRIED No Further Action Required

Be it resolved that the CCIA Board of Directors approve the audited Financial Statements as presented for presentation at the Annual General Meeting

Board Conf Call March 19, 2014

CARRIED No Further Action Required

Be it resolved that the CCIA Board of Directors agree to increase the loan to the Canadian Agri-traceability Services (CATS) to $75,000 with the understanding this amount will be repaid as per the loan agreement

Board Conf Call March 10, 2014

CARRIED No Further Action Required

Be it resolved that a Special General Meeting of the Canadian Cattle Identification Agency will be held April 10, 2014 in Calgary, Alberta to authorize the directors to apply for a Certificate of Continuance under the new Canada Not-for-Profit Act

Board Conf Call March 10, 2014

CARRIED No Further Action Required

CCIA Resolutions 2014-09-03 Page 4

Page 36: CCIA Board of Directors Meeting - support.canadaid.casupport.canadaid.ca › wp-content › uploads › BMD › March-27-CCIA-B… · CCIA Board of Directors Meeting, Calgary, AB

CCIA RESOLUTIONS from 09/08/2008 to 3/18/2015

2014 RESOLUTIONS DATE OF

RESOLUTION DISPOSITION ACTION ITEMS AS

of Dec 31, 2014

Be it resolved that the CCIA Board of Directors recommend to the member organizations that the members of the Canadian Cattle Identification Agency authorize the directors to apply for a Certificate of Continuance under the new Canada Not-for-Profit Act

Board Conf Call March 10, 2014

CARRIED No Further Action Required

Be it resolved that the Annual General Meeting of the Canadian Cattle Identification Agency be held April 10, 2014 in Calgary, Alberta

Board Conf Call March 10, 2014

CARRIED No Further Action Required

CCIA Resolutions 2014-09-03 Page 5

Page 37: CCIA Board of Directors Meeting - support.canadaid.casupport.canadaid.ca › wp-content › uploads › BMD › March-27-CCIA-B… · CCIA Board of Directors Meeting, Calgary, AB

CCIA RESOLUTIONS from 09/08/2008 to 3/18/2015

2013 RESOLUTIONS DATE OF

RESOLUTION DISPOSITION ACTION ITEMS AS

December 19, 2013

Be it resolved that the CCIA Board of Directors approve funding to cover contract services until the Growing Forward 2 funding for Tag Retention Project has been awarded. These funds are to be reimbursed from the grant.

Board Meeting December 5, 2013

CARRIED No Further Action Required

Be it resolved that the CCIA Board of Directors accept the recommendation from the Technical Advisory Committee to approve the Aleis ISO FFW-9060-EXP-CLK Reader as per protocol and procedures and to add this reader to the approved CCIA RFID Reader List

Board Meeting December 5, 2013

CARRIED Recommendation from the Technical Advisory Committee Dec 4, 2013

No Further Action Required

Be it resolved that the CCIA Board of Directors accept the recommendation from the Board Development Committee to engage in the services of Eli Mina for a board development training session in 2014

Board Meeting December 5, 2013

CARRIED Recommendation from the Board Development Committee Dec 4, 2013

No Further Action Required

Be it resolved that the CCIA Board of Directors agree to loan $15,000 to the Canadian Agri-Traceability Services (CATS) with the understanding this amount will be repaid as per the loan agreement and contingent upon Agri-Traçabilité Québec (ATQ) lending the equivalent amount to CATS at the same time

Board Meeting December 5, 2013

CARRIED 1 Abstained: Terry Kremeniuk, CCIA Finance Chair 1 Opposed: Theresa Zuk, MBP

No Further Action Required

Be it resolved that the CCIA Board of Directors approve the 2014 Tag Dealer Registry Budget as presented

Board Meeting December 5, 2013

CARRIED No Further Action Required

Be it resolved that the CCIA Board of Directors approve the 2014 Tag Supply Chain Optimization Project (TSCOP) Budget as presented

Board Meeting December 5, 2013

CARRIED No Further Action Required

Be it resolved that the CCIA Board of Directors approve the 2014 CCIA Budget as presented

Board Meeting December 5, 2013

CARRIED No Further Action Required

Be it resolved the CCIA Board of Directors formally recognize Steve Primrose for his contribution to moving traceability forward

Board Meeting September 6, 2013

CARRIED

Letter from Ag Minister Ritz pending

Be it resolved that the CCIA Board of Directors accept the technical advisory committee recommendation to approve the • Gallagher HR4 Mobile Reader; • Gallagher HR5 Mobile Reader; as per protocol and procedures and these readers will be added to the Approved CCIA RFID Reader List

Board Meeting September 6, 2013

CARRIED Recommendation from the Technical Advisory Committee Sept 4, 2013

No Further Action Required

CCIA Resolutions 2014-09-03 Page 6

Page 38: CCIA Board of Directors Meeting - support.canadaid.casupport.canadaid.ca › wp-content › uploads › BMD › March-27-CCIA-B… · CCIA Board of Directors Meeting, Calgary, AB

CCIA RESOLUTIONS from 09/08/2008 to 3/18/2015

2013 RESOLUTIONS DATE OF

RESOLUTION DISPOSITION ACTION ITEMS AS

December 19, 2013

Be it resolved the CCIA Board of Directors accept the HR Committee recommendation to include the compressed schedule option in the HR Policy

Board Meeting September 6, 2013

CARRIED

Include Compressed Schedule information in HR Policy

Be it resolved the Board Development Committee recommend to the CCIA Board of Directors to adopt the policy that all meeting minutes, even after they are approved, are not for distribution beyond the Board of Directors. A document that provides highlights of the meeting will be provided for public distribution.

Board Meeting September 6, 2013

DEFEATED

No Further Action Required

Be it resolved that the CCIA Board of Directors to transfer $1,040,000 into the operating reserve fund

Board Meeting September 6, 2013

CARRIED

Transfer is pending

Be it resolved that the CCIA Board of Directors accept the Finance and Audit Committee recommendation to approve the Investment Policy Statement and Guidelines as written

Board Meeting September 6, 2013

CARRIED

No Further Action Required

Be it resolved the CCIA Board of Directors approve the Management Team to proceed with the tag supply chain optimization project (TSCOP) pending the successful negotiation of the supply/service agreement with the turn key vendor

Board Meeting September 5, 2013

CARRIED

No Further Action Required

Be it resolved that the CCIA Board of Directors approve John Stevenson as the Canadian Agri-Traceability Services (CATS) fifth Board Member.

Board Conf. Call May 13, 2013

CARRIED No Further Action Required

Be it resolved that the CCIA Board of Directors accept the Technical Advisory Committee recommendation to approve the

• Destron DTR 5-45 Mobile Reader; • Destron DTR 5-60 Mobile Reader; • Allflex RS420-45 Mobile Reader and the • Allflex RS420-60 Mobile Reader

readers as per protocol and procedures and these readers will be added to the Approved CCIA RFID Reader List.

Board Meeting April 12, 2013

CARRIED Recommendation from the Technical Advisory Committee April 10, 2013

No Further Action Required

Be it resolved the CCIA Board of Directors approve the Allflex Ultraflex tag (SKU CE22U23U22U23 AND SKU RE22U23000000 ) to CFIA for inclusion in the livestock identification and traceability program, tags approved for the bovine sector, for use in dairy animals.

Board Meeting April 12, 2013

CARRIED Recommendation from the Technical Advisory Committee April 10, 2013

No Further Action Required

Be it resolved the CCIA Board of Directors add head-gate readers and the associated technical specification standards as a reader classification in the CCIA RFID Reader Standards, Procedures and Testing Document Version 8.

Board Meeting April 12, 2013

CARRIED Recommendation from the Technical Advisory Committee April 10, 2013

No Further Action Required

CCIA Resolutions 2014-09-03 Page 7

Page 39: CCIA Board of Directors Meeting - support.canadaid.casupport.canadaid.ca › wp-content › uploads › BMD › March-27-CCIA-B… · CCIA Board of Directors Meeting, Calgary, AB

CCIA RESOLUTIONS from 09/08/2008 to 3/18/2015

2013 RESOLUTIONS DATE OF

RESOLUTION DISPOSITION ACTION ITEMS AS

December 19, 2013

Be it resolved that the CCIA Board of Directors accept the 2013 CCIA committees, members and committee chairs with additions and as amended.

Board Meeting April 12, 2013

CARRIED

No Further Action Required

Be it resolved that the CCIA Board of Directors supports the incorporation of the Canadian Agri-Traceability Service (CATS) as the provider of a national database for traceability, if in the event that CATS does not meet CCIA's requirements or if CATS ceases to exist, CCIA will recover the source code and all related rights.

Board Meeting April 12, 2013

CARRIED Unanimously

No Further Action Required

Be it resolved that the CCIA Board of Directors tabled resolution where CATS ceases to operate or dissolve, or CCIA terminates its relationship with CATS then CCIA will get a copy of the up to date software was re-opened.

Board Meeting April 12, 2013

CARRIED

No Further Action Required

Be it resolved that the CCIA Board of Directors accept the 1st quarter draft preliminary financial statements for information purposes.

Board Meeting April 12, 2013

CARRIED

No Further Action Required

Be it resolved that if CATS ceases to operate or dissolve, or CCIA terminates its relationship with CATS then CCIA will get a copy of the up to date software The wording of this resolution was discussed and it was suggested it would be reworked and presented at the meeting the next day. Be it resolved that the CCIA Board of Directors table the resolution that if CATS ceases to operate or dissolve, or CCIA terminates its relationship with CATS then CCIA will get a copy of the up to date software.

Board Meeting April 11, 2013

CARRIED

No Further Action Required

Darcy Eddleston and Terry Kremeniuk both accepted their nominations as CCIA's representatives to CATS Board. It was asked if there were any other nominations from the floor. Second call for nominations. Third call for nominations. Be it resolved that the nominations for CCIA Representatives to the CATS Board cease.

Board Meeting April 11, 2013

CARRIED Darcy Eddleston and Terry Kremeniuk were declared CCIA's representatives on the CATS Board

No Further Action Required

Be it resolved that the CCIA Board of Directors representatives to the CATS Board serve staggered terms with one representative serving one year and the other representative serving two years.

Board Meeting April 11, 2013

CARRIED 1 Opposed

No Further Action Required

Be it resolved that the CCIA Board of Directors appoint Brian Caney as General Manager.

Board Meeting April 11, 2013

CARRIED

No Further Action Required

CCIA Resolutions 2014-09-03 Page 8

Page 40: CCIA Board of Directors Meeting - support.canadaid.casupport.canadaid.ca › wp-content › uploads › BMD › March-27-CCIA-B… · CCIA Board of Directors Meeting, Calgary, AB

CCIA RESOLUTIONS from 09/08/2008 to 3/18/2015

2013 RESOLUTIONS DATE OF

RESOLUTION DISPOSITION ACTION ITEMS AS

December 19, 2013

Director at Large (2 positions) The Nominations Committee brought forward Mark Elford and Rick Wright for Director at Large Be it resolved that Mark Elford be nominated for CCIA Director at Large Be it resolved that Rick Wright be nominated for CCIA Director at Large Mark Elford and Rick Wright accepted the nominations. It was asked if there were any other nominations from the floor. Second call for nominations. Third call for nominations. Be it resolved that the nominations for CCIA Director at Large cease.

Board Meeting April 11, 2013

CARRIED Mark Elford and Rick Wright were declared CCIA Directors at Large

No Further Action Required

Finance Chair The Nominations Committee brought forward Terry Kremeniuk for CCIA Finance Chair Be it resolved that Terry Kremeniuk be nominated for CCIA Finance Chair Terry Kremeniuk accepted the nomination. It was asked if there were any other nominations from the floor. Second call for nominations. Third call for nominations. Be it resolved that the nominations for CCIA Finance Chair cease.

Board Meeting April 11, 2013

CARRIED Terry Kremeniuk was declared CCIA Finance Chair

No Further Action Required

Vice Chair The Nominations Committee brought forward Ron Versteeg for CCIA Vice Chair Be it resolved that Ron Versteeg be nominated for CCIA Vice Chair Ron Versteeg accepted the nomination. It was asked if there were any other nominations from the floor. Second call for nominations. Third call for nominations. Be it resolved that the nominations for CCIA Vice Chair cease.

Board Meeting April 11, 2013

CARRIED Ron Versteeg was declared CCIA Vice Chair

No Further Action Required

Chair The Nominations Committee brought forward Dr. Pat Burrage for CCIA Chair Be it resolved that Dr. Pat Burrage be nominated for CCIA Chair Dr. Pat Burrage accepted the nomination. It was asked if there were any other nominations from the floor. Second call for nominations. Third call for nominations. Be it resolved that the nominations for CCIA Chair cease.

Board Meeting April 11, 2013

CARRIED Dr. Pat Burrage was declared CCIA Chair

No Further Action Required

Be it resolved that the CCIA Board of Directors appoint Wendy Belcher, CBBC and Melissa Laronde, DFC scrutineers for the election of the Executive Committee.

Board Meeting April 11, 2013

CARRIED

No Further Action Required

Be it resolved that the Annual General Meeting of the Canadian Cattle Identification Agency be adjourned.

AGM April 11, 2013

CARRIED

No Further Action Required

Be it resolved that the CCIA membership appoint PricewaterhouseCoopers as auditor for 2013.

AGM April 11, 2013

CARRIED

No Further Action Required

CCIA Resolutions 2014-09-03 Page 9

Page 41: CCIA Board of Directors Meeting - support.canadaid.casupport.canadaid.ca › wp-content › uploads › BMD › March-27-CCIA-B… · CCIA Board of Directors Meeting, Calgary, AB

CCIA RESOLUTIONS from 09/08/2008 to 3/18/2015

2013 RESOLUTIONS DATE OF

RESOLUTION DISPOSITION ACTION ITEMS AS

December 19, 2013

Be it resolved that the CCIA membership accept the 2012 Audited Financial Statements.

AGM April 11, 2013

CARRIED

No Further Action Required

Be it resolved that the CCIA membership accept the appointed member organization representatives and alternates to CCIA Board of Directors for the coming year.

AGM April 11, 2013

CARRIED

No Further Action Required

Be it resolved that the CCIA member organizations approved the minutes from 2012 Annual General Meeting held on April 12, 2012.

AGM April 11, 2013

CARRIED

No Further Action Required

Be it resolved that the CCIA Board of Directors recommend at the Annual General Meeting that PricewaterhouseCoopers be appointed auditor for 2013.

Board Conf. Call March 27, 2013

CARRIED Unanimously

No Further Action Required

Be it resolved that the CCIA Board of Directors approve the Audited Financial Statements for 2012.

Board Conf. Call March 27, 2013

CARRIED Unanimously

No Further Action Required

Be it resolved that the CCIA Board of Directors continue to work in partnership with ATQ (Agri-Traçabilité Québec) for a single national multi-species database (CATS: Canadian Agri-Traceability Services) and the CCIA Steering Committee members continue to negotiate a financial deal in the best interest of CCIA.

Board Meeting March 19, 2013

CARRIED 11 in Favour 2 Opposed as noted: T. Zuk, MBP; B. Lowe, ABP

No Further Action Required

CCIA Resolutions 2014-09-03 Page 10

Page 42: CCIA Board of Directors Meeting - support.canadaid.casupport.canadaid.ca › wp-content › uploads › BMD › March-27-CCIA-B… · CCIA Board of Directors Meeting, Calgary, AB

CCIA RESOLUTIONS from 09/08/2008 to 3/18/2015

2012 RESOLUTIONS DATE OF RESOLUTION

DISPOSITION ACTION ITEMS AS October 2, 2013

Be it resolved that the CCIA annual general meeting will be held in Calgary, Alberta on April 11, 2013 with a CCIA Board Meeting to follow in the evening of April 11, 2013 and April 12, 2013.

Board Meeting December 7, 2012

CARRIED No Further Action Required

Be it resolved that the CCIA Board of Directors accept the Technical Advisory Committee recommendation to approve the Nedap VP 1007 stationary reader as per protocol and procedures. This reader to be added to the approved Approved CCIA RFID Reader List conditional to a successful field test.

Board Meeting December 7, 2012

CARRIED No Further Action Required

Be it resolved that the CCIA Board of Directors accept the Technical Advisory Committee recommendation to approve the Tru-test XRS-2 mobile stick reader as per protocol and procedures and this reader will be added to the Approved CCIA RFID Reader List.

Board Meeting December 7, 2012

CARRIED No Further Action Required

Be it resolved that the CCIA Board of Directors accept the Technical Advisory Committee recommendation to approve the • Bio Control HHR3000LT with integrated antenna; • Bio Control HHR3000 Pro v2 with short rod antenna; • Bio Control HHR3000 Pro v2 with short loop antenna; • Bio Control HHR3000 Pro v2 with long loop antenna and the • Bio Control HHR3000 Pro v2 with long rod antenna Readers as per protocol and procedures and these readers will be added to the Approved CCIA RFID Reader List.

Board Meeting December 7, 2012

CARRIED No Further Action Required

Be it resolved the CCIA Board of Directors approve an allowance of $50.00 per year per board member for technology updates.

Board Meeting December 7, 2012

CARRIED No Further Action Required

Be it resolved that the CCIA Board of Directors approve the 2013 CCIA budget to include a 5% reduction in revenue and the appropriate adjustment to expenses as discussed.

Board Meeting December 6, 2012

CARRIED No Further Action Required

Be it resolved that the CCIA Board of Directors approve the Radio Frequency Identification (RFID) Reader Standards, Procedures And Testing Document, Version 7, October 2012 as presented.

Board Conf. Call October 11, 2012

CARRIED No Further Action Required

Be it resolved the CCIA Board of Directors approve $75,000 to be used as a contribution to access funding for the Tag Quality Assurance/Closing the Loop Project.

Board Meeting August 24, 2012

CARRIED Funding is being pursued.

CCIA Resolutions 2014-09-03 Page 11

Page 43: CCIA Board of Directors Meeting - support.canadaid.casupport.canadaid.ca › wp-content › uploads › BMD › March-27-CCIA-B… · CCIA Board of Directors Meeting, Calgary, AB

CCIA RESOLUTIONS from 09/08/2008 to 3/18/2015

2012 RESOLUTIONS DATE OF

RESOLUTION DISPOSITION ACTION ITEMS AS

October 2, 2013

As a result of the 2010 and 2011 CCIA Board self evaluation survey the Board Development Committee recommends the CCIA Communications Committee examine potential solutions and develop and implement a strategy to improve communications to Member Organizations.

Board Meeting August 24, 2012

CARRIED CCIA Communications to follow-up with this recommendation

Be it resolved the CCIA Board of Directors to approve the brief overview document that will be updated annually and distributed to the CCIA Board of Directors and Member Organizations.

Board Meeting August 24, 2012

CARRIED No Further Action Required

Be it resolved the Board Development Committee recommend to the CCIA Board of Directors to approve the CCIA mandate, vision and mission statement as presented.

Board Meeting August 24, 2012

CARRIED No Further Action Required

Be it resolved the CCIA Board of Directors to approve the electronic board manual. This is a living document that will be updated annually and distributed to the Board of Directors.

Board Meeting August 24, 2012

CARRIED No Further Action Required

Be it resolved that the CCIA Board of Directors agree with the Alberta Agriculture and Rural Development Master Agreement.

Board Meeting August 24, 2012

CARRIED No Further Action Required

Be it resolved the CCIA Board of Directors appoint ScotiaBank as our banker and agree to the terms set out in the ScotiaBank financial services agreement, or where applicable, the ScotiaBank financial services agreement section of the business banking services agreement.

Board Meeting August 23, 2012

CARRIED No Further Action Required

Be it resolved that the CCIA Board of Directors accept the Technical Advisory Committee recommendation to support CCIA representing Canada at ISO-TC23/SC19/WG3 (electronic animal identification) and to pursue funding to support attendance at the meetings.

Board Conf. Call June 22, 2012

CARRIED No Further Action Required

Be it resolved that the CCIA Board of Directors accept the Technical Advisory Committee recommendation to approve the Tru-Test XRP-1 stationary reader and the Tru-Test XRP-1s synchronized stationary reader as per protocol and procedures.

Board Conf. Call June 22, 2012

CARRIED No Further Action Required

Be it resolved that the Fall Board Meeting of the CCIA Board of Directors be the week of August 20, 2012.

Board Meeting April 13, 2012

CARRIED No Further Action Required

Be it resolved that the CCIA Board of Directors approve management to move forward with the hybrid model which pursues government funding and bank financing for the Tag Supply Chain Optimization Project.

Board Meeting April 13, 2012

CARRIED No Further Action Required

Be it resolved that the CCIA Board of Directors accept the 2012 CCIA Committees, Members and Committee Chairs with additions and as amended.

Board Meeting April 13, 2012

CARRIED No Further Action Required

CCIA Resolutions 2014-09-03 Page 12

Page 44: CCIA Board of Directors Meeting - support.canadaid.casupport.canadaid.ca › wp-content › uploads › BMD › March-27-CCIA-B… · CCIA Board of Directors Meeting, Calgary, AB

CCIA RESOLUTIONS from 09/08/2008 to 3/18/2015

2012 RESOLUTIONS DATE OF

RESOLUTION DISPOSITION ACTION ITEMS AS

October 2, 2013

Be it resolved that the CCIA Board of Directors agree in principle with the Canadian Food Inspection Agency (CFIA) Agreement.

Board Meeting April 13, 2012

CARRIED No Further Action Required

Be it resolved that the CCIA Board of Directors support in principle the CATS governance model as presented.

Board Meeting April 13, 2012

CARRIED UNANIMOUSLY

No Further Action Required

Be it resolved that the CCIA Board of Directors amend the resolution to support the cats governance model as presented to “support in principle”.

Board Meeting April 13, 2012

PASSED No Further Action Required

Be it resolved that the CCIA Board of Directors tabled resolution to support the CATS governance model was re-opened.

Board Meeting April 13, 2012

CARRIED No Further Action Required

Be it resolved that the CCIA Board of Directors approve CCIA management to examine all options for leasing/purchasing office space.

Board Meeting April 13, 2012

CARRIED Lease signed October 2012

Be it resolved that the CCIA Board of Directors accept the 1st quarter preliminary Financial Statements for information purposes.

Board Meeting April 13, 2012

CARRIED No Further Action Required

Be it resolved that the CCIA Board of Directors table the resolution to support the CATS governance model as presented.

Board Meeting April 12, 2012

CARRIED Resolution tabled until April 13, 2012 Board Meeting

Resolution #3 – Support for the Cattle Industry Traceability Plan WHEREAS the outbreak of a contagious disease, natural disasters and contaminated feed poses a real and significant risk to the national herd; WHEREAS the National Cattle Traceability Summit identified the completion of the Cattle Industry Traceability Plan, as a key action item; AND WHEREAS as the Cattle Industry Traceability Plan is industry’s road map for traceability, BE IT RESOLVED the CCIA Board of Directors supports the adoption of the Cattle Industry Traceability Plan dated April 2, 2012 to facilitate a fully-functional, national traceability system.

Board Meeting April 12, 2012

CARRIED Resolution was forwarded to the CIP Committee and Cattle Movement Reporting Working Group

Be it resolved the CCIA Board of Directors supports Resolution #2 if in the pre-amble that ‘at this time’ is removed.

Board Meeting April 12, 2012

3 in Favour; Balance opposed Amendment Dies

No Further Action Required

CCIA Resolutions 2014-09-03 Page 13

Page 45: CCIA Board of Directors Meeting - support.canadaid.casupport.canadaid.ca › wp-content › uploads › BMD › March-27-CCIA-B… · CCIA Board of Directors Meeting, Calgary, AB

CCIA RESOLUTIONS from 09/08/2008 to 3/18/2015

2012 RESOLUTIONS DATE OF

RESOLUTION DISPOSITION ACTION ITEMS AS

October 2, 2013

Resolution #2 – Support the use of a movement document as an alternative to individual scanning at co-mingling sites WHEREAS traceability is recognized as a vital component of the future viability of the livestock industry and current research has determined that individual scanning of livestock at all co-mingling sites is not feasible at this time; Part 1 WHEREAS livestock being delivered to an intermediate site such as an auction market, buying station, assembly yard, packing house, community pasture, vet clinic, exhibition, feedlot or any identified co-mingling site be accompanied by an approved movement document; this document would contain a nationally approved data set which would include a Premises ID number, from where the livestock were last housed. The responsibility of providing the document with the Premises ID number would be that of the owner of the livestock and would be a requirement for delivery to the aforementioned sites. If ownership of the livestock changes at the intermediate site it would be the new owners’ responsibility to ensure that an approved movement document with the intermediate site’s Premises ID number accompany said livestock to their new destination; BE IT RESOLVED that the CCIA Board of Directors in support of moving livestock traceability forward in Canada supports requirement of an approved movement document with a Premises ID Number for deliveries to the aforementioned locations and the reporting of movement information from the movement documents to the CLTS. Part 2 WHEREAS Government will be able to use this movement information as an emergency management resource in the event of a contagious disease outbreak; BE IT RESOLVED the CCIA Board of Directors supports having government supply these movement documents to industry at no charge WHEREAS Government will be able to use this movement information as an emergency management resource in the event of a contagious disease outbreak; BE IT RESOLVED the CCIA Board of Directors supports having government supply these movement documents to industry at no charge.

Board Meeting April 12, 2012

CARRIED Resolution was forwarded to the CIP Committee and Cattle Movement Reporting Working Group

CCIA Resolutions 2014-09-03 Page 14

Page 46: CCIA Board of Directors Meeting - support.canadaid.casupport.canadaid.ca › wp-content › uploads › BMD › March-27-CCIA-B… · CCIA Board of Directors Meeting, Calgary, AB

CCIA RESOLUTIONS from 09/08/2008 to 3/18/2015

2012 RESOLUTIONS DATE OF

RESOLUTION DISPOSITION ACTION ITEMS AS

October 2, 2013

Resolution #1 – Support for a National Commerce-Based Movement Reporting System WHEREAS the outbreak of a contagious disease poses a real and significant risk to the national herd; WHEREAS the National Cattle Traceability Summit identified the development of a national movement reporting document, as a key action item; AND WHEREAS existing commerce-based movement data-set has proven to contain critical information for the assistance in reportable disease investigations, BE IT RESOLVED the CCIA Board of Directors supports the adoption, at the provincial level, of a standardized movement data set, agreed to by the national Cattle Movement Working Group and drawn from commerce-based data existing today, to facilitate the reporting of critical movement information as part of a fully-functional, national traceability system.

Board Meeting April 12, 2012

CARRIED Resolution was forwarded to the CIP Committee and Cattle Movement Reporting Working Group

Be it resolved that the CCIA Board of Directors accept the recommendation of the Board Development Committee to move the Enforcement and Compliance Committee from an Internal CCIA Committee to an External Committee.

Board Meeting April 12, 2012

CARRIED No Further Action Required

Be it resolved that the CCIA Board of Directors appoint Brian Caney as General Manager.

Board Meeting April 12, 2012

CARRIED No Further Action Required

Director at Large (2 positions) The Nominations Committee brought forward Rick Wright, Mark Elford and Ron Versteeg for Director at Large. It was asked if there were any other nominations from the floor. It was asked if there were any other nominations. Be it resolved that the nominations for CCIA Directors at Large cease.

Board Meeting April 12, 2012

CARRIED A secret ballot was conducted for these positions.

No Further Action Required Mark Elford and Ron Versteeg elected as Directors at Large

Finance Chair The Nominations Committee brought forward Terry Kremeniuk for Finance Chair. It was asked if there were any other nominations from the floor. It was asked if there were any other nominations. Be it resolved that the nominations for CCIA Finance Chair cease.

Board Meeting April 12, 2012

CARRIED This position was filled by acclamation.

No Further Action Required Terry Kremeniuk, CCIA Finance Chair

Vice Chair The Nominations Committee brought forward Pat Burrage for CCIA Vice Chair. It was asked if there were any other nominations from the floor. It was asked if there were any other nominations. Be it resolved that the nominations for CCIA Vice Chair cease.

Board Meeting April 12, 2012

CARRIED This position was filled by acclamation.

No Further Action Required Pat Burrage, CCIA Vice Chair

CCIA Resolutions 2014-09-03 Page 15

Page 47: CCIA Board of Directors Meeting - support.canadaid.casupport.canadaid.ca › wp-content › uploads › BMD › March-27-CCIA-B… · CCIA Board of Directors Meeting, Calgary, AB

CCIA RESOLUTIONS from 09/08/2008 to 3/18/2015

2012 RESOLUTIONS DATE OF

RESOLUTION DISPOSITION ACTION ITEMS AS

October 2, 2013

Chair The Nominations Committee brought forward Darcy Eddleston for CCIA Chair. It was asked if there were any other nominations from the floor. It was asked if there were any other nominations. Be it resolved that the nominations for CCIA Chair cease.

Board Meeting April 12, 2012

CARRIED This position was filled by acclamation.

No Further Action Required Darcy Eddleston, CCIA Chair

Be it resolved that the CCIA board of directors appoint Paul Laronde, CCIA Tag and Technology Manager and Rick Frederickson, AARD scrutineers for the election of the Executive Committee.

Board Meeting April 12, 2012

CARRIED No Further Action Required

Be it resolved that the CCIA membership appoint PricewaterhouseCoopers as auditor for 2012.

Annual General Meeting April 12, 2012

CARRIED No Further Action Required

Be it resolved that the CCIA membership accept the 2011 audited financial statements. Annual General Meeting April 12, 2012

CARRIED No Further Action Required

Be it resolved that the CCIA membership accept the appointed member organization representatives from the Alberta Cattle Feeders Association (ACFA), the Canadian Sheep Federation (CSF) and the Fédération des Producteurs de Bovins du Québec (FPBQ) to CCIA Board of Directors when the appointment documentation has been received.

Annual General Meeting April 12, 2012

CARRIED No Further Action Required

Be it resolved that the CCIA membership accept the appointed member organization representatives to CCIA Board of Directors for the coming year (see 2012 AGM minutes for list)

Annual General Meeting April 12, 2012

CARRIED No Further Action Required

Be it resolved that the CCIA member organizations approved the minutes from Special General Meeting held on December 12, 2011

Annual General Meeting April 12, 2012

CARRIED No Further Action Required

Be it resolved that the CCIA member organizations approved the minutes from 2011 Annual General Meeting held on April 7, 2011

Annual General Meeting April 12, 2012

CARRIED No Further Action Required

Be it resolved that the CCIA Board of Directors vote on the three resolutions that support the use of a cattle movement document and support the Cattle Implementation Plan (CIP) at the CCIA board meeting in Calgary, April 12 and 13, 2012.

Board Conference Call March 20, 2012

CARRIED No Further Action Required

CCIA Resolutions 2014-09-03 Page 16

Page 48: CCIA Board of Directors Meeting - support.canadaid.casupport.canadaid.ca › wp-content › uploads › BMD › March-27-CCIA-B… · CCIA Board of Directors Meeting, Calgary, AB

CCIA RESOLUTIONS from 09/08/2008 to 3/18/2015

2012 RESOLUTIONS DATE OF

RESOLUTION DISPOSITION ACTION ITEMS AS

October 2, 2013

Be it resolved that the CCIA Board of Directors accept the Auction Mart Project Phase II and Phase IIB reports as presented.

Board Conference Call March 13, 2012

CARRIED No Further Action Required

Be it resolved that the CCIA Board of Directors accept the Technical Advisory Committee recommendation to approve the Allflex Holstein Canada combo tag MAXIEID BOV-01-12, BOV-01-13, BOV-01-14 AND BOV-01-15 with the new HDX inlay as per protocol and procedures.

Board Conference Call March 13, 2012

CARRIED No Further Action Required

Be it resolved that the annual general meeting of the Canadian Cattle Identification Agency be held April 12, 2012 in Calgary, Alberta.

Board Conference Call March 13, 2012

CARRIED Notice sent to member orgs Mar 13/12

Be it resolved that the CCIA Board of Directors recommend at the Annual General Meeting that Price Waterhouse Coopers be appointed auditor for 2012.

Board Conference Call March 13, 2012

CARRIED No Further Action Required

Be it resolved that the CCIA Board of Directors accept the 2011 Audited Financial Statements subject to changes in presentation for the Annual Report.

Board Conference Call March 13, 2012

CARRIED No Further Action Required

CCIA Resolutions 2014-09-03 Page 17

Page 49: CCIA Board of Directors Meeting - support.canadaid.casupport.canadaid.ca › wp-content › uploads › BMD › March-27-CCIA-B… · CCIA Board of Directors Meeting, Calgary, AB

300, 5735 - 7th St. NE, Calgary, Alberta T2E 8V3 T 403-275-2083 F 403-275-2099

TF 1-877-909-BEEF (2333) ~ www.canadaid.ca

February 20, 2013 Board of Directors Per Diems, Honorariums, Expenses and Reporting Amended December 7, 2012

1. Board members are paid a per diem to attend board meetings and participate in committee meetings. (See Chart Below)

2. Travel time is prorated (ONLY claimed if travel expenses are NOT claimed as an expense) based on $200 per day.

3. Travel expenses to attend board meetings and committee meetings are paid by CCIA unless the committee has arrangements from an outside source to pay travel expenses. (ie: Tag Retention Committee; CIP Committee)

4. Travel expenses are expected to be submitted soon after the expenses have occurred. Original receipts are required. Notification of outside reimbursement percentages are also required. Adherence to this request helps in tracking these expenses against budget objectives. In order to satisfy accounting audit requirements Expenses must be claimed no later than 30 days following the end of the calendar year.

5. Board members are expected to report per diems on a quarterly basis. Adherence to this request helps in tracking these expenses against budget objectives. In order to satisfy accounting audit requirements per diems must be claimed no later that 30 days following the end of the calendar year.

6. An annual allowance of $50.00 is available for technology updates. If this claim is being made it should be made in the first quarter and added to the Per Diem Form. The technology update claim is optional and the onus is on the director to make this claim.

7. Per Diems, Honorariums and expenses are to be paid in a timely manner that coordinates with accounting activities.

Honorariums per Quarter Chair $1875 Vice Chair $975 Finance and Audit Chair $975 Board and Committee Meetings Per Diems Executive Committee $225/day Committee Chairs $225/day Board Members $200/day Travel Time $200/day

Conference Calls – Per Diems Executive Committee First hour or portion of: $125 Each additional hour $50 (MAX $225)

Committee Chairs First hour or portion of: $125 Each additional hour $50 (MAX $225)

Board Members First hour or portion of: $100 Each additional hour $50 (MAX $200)

Page 50: CCIA Board of Directors Meeting - support.canadaid.casupport.canadaid.ca › wp-content › uploads › BMD › March-27-CCIA-B… · CCIA Board of Directors Meeting, Calgary, AB

M:\CCIA BOARD\Board Per Diems and Honourariums\Forms\Expense Forms\2015-Per-Diem-Cover-Sheet]

NAME:

FROM: TO:

DATE AND TIME IN include any travel time

DATE AND TIME OUT include any travel time # HRS # DAYS AMOUNT TOTAL GL ACCT

Signature: ___________________________________________

PLEASE SEND IN WITH YOUR EXPENSE FORMS MONTHLY! PER DIEMS WILL BE PAID OUT QUARTERLY

BOARD PER DIEM COVER SHEET

TRIP OR MEETING PURPOSE

Page 51: CCIA Board of Directors Meeting - support.canadaid.casupport.canadaid.ca › wp-content › uploads › BMD › March-27-CCIA-B… · CCIA Board of Directors Meeting, Calgary, AB

M:\CCIA BOARD\Board Per Diems and Honourariums\Forms\Expense Forms\2015-Expense-Forms-updated-mileageExpense Form

PV No.

Vendor No.

GL ACCT AMOUNT

NAME:

DESTINATION:

FROM: TO:BUSINESS PURPOSE: DD/MM/YY

GST TOTALAMOUNT

12. Add'l Business Expense** (Pg 2)

$

4.a.* Complete Private Automobile MileageSection on Page 2

12.** Complete Additional Business Expenses General Manager or Designate Section on Page 2

Accounts Payable Department Use Only

PLEASE SUBMIT ONE EXPENSE FORM PER TRIP OR MEETING

DD/MM AMOUNT

FUND

DD/MM/YY

(NET of GST)TRANSPORTATION COSTS EXCLUDING GST BELOW

1. Airplane Fare2. Railroad Fare3. Public Ground Transportation

4. a. Private Auto Mileage* (Pg 2)

6. Breakfast (incl. Tax & Tip)

b. Agency-Owned Vehiclec. Rental Vehicled. Other (Tolls, Parking, etc.)

RELATED TRAVEL EXPENSE EXCLUDING GST BELOW5. Hotel/Motel Room & Tax

13. Other ( Note Details Below)

7. Lunch (incl. Tax & Tip)8. Dinner (incl. Tax & Tip)9. Phone & Communications10.Tips (Other Than Meals)11. Meeting Registration Fees

CERTIFICATION APPROVAL

Total this page

TOTAL EXPENSEBALANCE DUE TO

OR FROM CCIA

I certify that I have paid out these amounts for CCIA-related activities in support of the business purpose listed and in accordance with CCIA

policies and procedures.

I certify that these expenses were incurred for CCIA-related activities and approve them as proper charges to CCIA accounts.

Traveler Signature Date (DD/MM/YY) Date (DD/MM/YY)

Print Name Print Name

Page 52: CCIA Board of Directors Meeting - support.canadaid.casupport.canadaid.ca › wp-content › uploads › BMD › March-27-CCIA-B… · CCIA Board of Directors Meeting, Calgary, AB

Page 2 M:\CCIA BOARD\Board Per Diems and Honourariums\Forms\Expense Forms\2015-Expense-Forms-updated-mileage

EXPENSE DETAILS - INSTRUCTIONS

PLEASE SUBMIT EXPENSES MONTHLY AT A MINIMUM

Date (DD/MM/YY)

FROM (Location)

TO (Location) KILOMETERS Current

RateTOTAL

(includes GST)0.550.550.550.550.550.55

Mileage (enter on Page 1 - line 4.a.)

Date: Amount:Name of place: Location:

Date: Amount:Name of place: Location:

Date: Amount:Name of place: Location:

Total all expenses (enter on Page 1 - line 12.) $

The occupation, or other information relative to the person or persons hosted, including name, title, sufficient to establish relationship to you:

Business Purpose:

Business Purpose:

The occupation, or other information relative to the person or persons hosted, including name, title, sufficient to establish relationship to you:

Mileage from home to the regular assigned work location is not a reimbursable expense. However, if you go directly from home to another work assignment other than

PLEASE READ: Original receipts must be submitted for all claimed expenses. If you received an advance, attach refund cheque if necessary. Reimbursement will be made via a cheque or, if you have set this up, direct deposit.

the regular work location, and the distance is greater than the distance to the regular work location, you can expense the difference.

The occupation, or other information relative to the person or persons hosted, including name, title, sufficient to establish relationship to you:

According to CRA Regulations -- you must provide the following:

PRIVATE AUTOMOBILE MILEAGE

Business Purpose:

ADDITIONAL BUSINESS EXPENSES