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PDF Format, Minutes-Calgary, 27 Kb

Multi-stakeholder Consultation Meeting
October 23 to 24, 2002
Sheraton Cavalier Hotel - Calgary

Table of Contents

Meeting Participants
Welcome
Alternate Service Delivery
Physical Measurement Standards
Measuring Devices
Device Service Providers
Commodities
Dispute Resolution
Monitoring and Reporting
Next Steps

Meeting Participants:

Producers:

Gerd Andres, Alberta Milk
Bruce Beattie, Alberta Milk
Doug Miller, Saskatchewan Milk Control Board
Brian Johnson, Dairy Farmers of Ontario
Bill Swan, Manitoba Milk Producers

Processors:

Ken Churchward, Saputo Cheese Division
Mike Stewart, Saputo Milk Division
Brian Miller, Lucerne Milk
Rodney Worobo, Dairy Manufacturers of Manitoba

Transporters:

Myron Glatt, Agri-Foods International

Milk Testing Laboratories:

Deb Haupstein, Regina Milk Testing Laboratory

Device Manufacturers & Service/Repair Companies:

Russell Browne, International Dairy Calibrations Ltd.
Mark Wehr, Paul Mueller Tank Manufacturers
Carroll Rocha, Accurate Metering Systems
Chris Hood, Pacific Industrial Scale Co. Ltd.
Wade Sidor, Accurate -Western Scale

Measurement Canada (MC):

Gilles Vinet, Vice President, Program Development Directorate
Bill Palidwor, Regional Director, Prairie & Northern Region
John Phieffer, District Manager, Manitoba
Mike Klepatz, Acting Volumetric Specialist, Prairie & Northern Region
Randy Latta, Upstream and Retail Petroleum Sector Review Team Leader
Lance Robertson, Dairy Trade Sector Review Team Leader
Roger Alarie, Dairy Trade Sector Review Team Member

Wednesday, October 23, 2002
10:30 to 16:50

1. Words of welcome by Gilles Vinet

2. Lance Robertson outlined the objectives of the meeting, the format of the meeting, reviewed the agenda and reviewed the expectations of Measurement Canada’s participants and industry participants. He also indicated that the results of the meeting in Montreal would be displayed.

3. Alternate Service Delivery (ASD)

Lance Robertson delivered a presentation on what are alternate service delivery mechanisms, how they fit in with Measurement Canada’s strategic direction and gave examples of ASDs that could be used to deliver Measurement Canada (MC) services that are deemed necessary by the stakeholders.

Gilles Vinet and Bill Palidwor explained the current MC enforcement process for both inspections and for ASDs.

4. Physical Measurement Standards (provers, 20L/19L measures, test weights)

Lance Robertson delivered a presentation outlining examples of measurement standards, the requirements for maintaining accurate standards, the importance of traceability, calibrations and certification of standards and the hierarchy of measuring standards from field working standards back to the 1 kg Measurement Canada standard MR-1 and the 1 kg universal standard held in Sèvres, France.

Mr. Robertson, outlined the current requirement for the standards used for calibrating different measuring devices and facilitated a discussion of the proposed requirements based on the consultation meetings between MC’s Dairy Trade Sector Review team and stakeholders.

The decisions adopted after discussion were:

a) Measurement standards used for calibration of dairy farm tanks (provers, 20L or 19L measures) for calibration of milk meters (provers), and for calibration of scales used for direct sales and pre-pack scales used for determining quantity and monitoring packing devices (test weights)

must be certified and traceable to either MC standards or to another recognized organization such as NRC, NIST etc.
- certification by an organization other than MC requires a change in the Weights & Measures Act
must meet rules for mandatory approval of design, initial certification, periodic re-certification, proper selection and use of physical standards
national or international standards used for traceability or certification must not be lower than Measurement Canada’s standards.

Brian Johnson of the DFO cautioned that MC and industry must not presume that all measurement standards that are calibrated by organizations other than MC are traceable to national standards such as NRC and NIST.

b) Measurement standards used for calibration of packing devices and pre-pack scales used for dispensing a predetermined amount of product (test weights)

No intervention required by MC
No requirements for test standards needed

The vulnerable parties, the wholesale/bulk consumers were not adequately represented at the meeting it was decided that this recommendation would not be adopted until it was accepted by the vulnerable parties.

c) Measurement standards used for certification of laboratory scales used for milk components determination (test weight kits)

must be traceable to either MC standards or to another recognized organization such as NRC, NIST etc.
the standards do not need to be certified but must meet the requirements of the ISO 17025 standard

This recommendation applies as long as the laboratories are part of the Canadian Laboratory Accreditation Program using the ISO 17025 Standard.

5. Measuring Devices (Farm tanks, meters, scales)

Lance Robertson delivered a presentation discussing the different types of measuring devices used in the industry and the different programs currently used by Measurement Canada to ensure measurement accuracy and equity.

He facilitated a discussion on the proposed level of intervention for MC and the programs needed for each measuring device based on the consultation meetings between Measurement Canada’s Dairy Trade Sector Review team and stakeholders.

a) Farm tanks

No approval, initial inspection or periodic inspection required
Industry to develop guidelines for installation and use with help from MC

Brian Johnson of the Dairy Farmers of Ontario, felt that due to the large numbers of farm tanks and the small number of calibrators that at this point it was not feasible to legislate initial and periodic inspections. He felt that industry would be better served by starting with guidelines for installation, use and calibrations which would be sustainable both for MC and for industry.

Mike Stewart of Saputo Milk Division was concerned that the guidelines would not have as much “teeth” as MC legislation and may not provide adequate protection for the processors who are mandated to pay for milk based on the farm tank readings.

After further discussion he felt that the processors would accept this provided MC monitors the service providers and the industry to ensure that the tanks were properly calibrated.

The producers felt that they could negotiate with the processors to address some of their concerns.

b) Milk meters, scales used for direct sales and pre-pack scales (used for determining quantity and monitoring packing devices)

Approval by MC
Initial and periodic inspections to be delivered by service companies under an ASD program
- A frequency of 1 year for the periodic inspections of meters
- A frequency of 2 years for the periodic inspection of scales
MC’s existing written standards continue to be used
Industry to develop guidelines for installation, maintenance and use with help from MC

After discussions and clarification on MC’s future role it was agreed that the inspections could be done by a third party such as the service providers on MC’s behalf provided:

MC monitors the work of the service providers through the use of audits or product audits to ensure competency and to ensure the inspections are done properly and in accordance with MC’s procedures.

c) Pre-pack scales and packing devices (used for dispensing a predetermined amount of product i.e. 20L boxes of milk or 20kg blocks of cheese)

No intervention required by MC
No approval, initial or periodic inspections or industry guidelines required
MC’s existing tolerances for devices of the same class can be used for comparison

The vulnerable parties, the wholesale/bulk consumers, were not adequately represented at the meeting so it was decided that this recommendation would not be adopted until it was accepted by the vulnerable parties.

d) Laboratory scales (used for milk components determination)

No approval, initial or periodic inspections required
Existing MC written standards for devices of the same class to be used for comparison
MC to officially recognize the Canadian Laboratory Accreditation Program based on ISO 17025

This recommendation applies as long as the laboratories are part of the Canadian Laboratory Accreditation Program using the ISO 17025 Standard.

6. Device Service Providers (service/repair companies)

Lance Robertson delivered a presentation on the roles and responsibilities of device manufacturers and device service and repair companies. He outlined the current requirements for the service/repair providers under the Weights and Measures Act as well as the proposed requirements based on the consultation meetings between Measurement Canada’s Dairy Trade Sector Review team and stakeholders across the country.

All stakeholders agreed that MC should have better control of the service providers but a consensus could not be reached on service providers being granted the authority to do work on Measurement Canada’s behalf.

The decisions finally adopted after further discussion and clarification were that device service providers whether they are providing any metrological (measurement) services on any trade device or providing service on MC’s behalf must:

be registered or licensed by Measurement Canada
- The program should be voluntary initially, but should become mandatory in 2 - 5 years when the Weights and Measures Act can be changed.
- The program would be mandatory for companies providing services on MC’s behalf
use certified or traceable standards for device calibrations
use documented test procedures
be trained by MC
be periodically checked for competency by Measurement Canada.

Day 2 Thursday, October 24, 2002
8:30 to13:30

Lance Robertson recapped the decisions from day 1

7. Commodities - bulk or prepackaged dairy products sold by measure for wholesale consumption (cheese, cream, processed milk etc.)

Lance Robertson made a brief presentation on the different types of commodities and the current MC programs used to monitor and ensure the accuracy of the measurement. He also facilitated a discussion on the future role of MC in this part of the industry.

After a brief discussion all the participants agreed that:

MC would conduct net quantity inspections in response to complaints
There would be no periodic inspections
Existing MC written standards will continue to be used for net quantity verification
Industry to develop and use guidelines such as ISO and HAACP programs to maintain quality assurance.

It was suggested that plants that do not have any quality control system in place should be subject to more frequent monitoring by MC.

The vulnerable parties, the wholesale/bulk consumers were not adequately represented at the meeting it was decided that this recommendation would not be adopted until it was accepted by the vulnerable parties.

8. Dispute Resolution

Lance Robertson delivered a presentation explaining MC’s current role and policies in resolving disputes and the methodology used to find resolutions.

All participants agreed that the current dispute resolution mechanisms used in the industry were working well and after a brief discussion decided that MC would:

remain the last resort for complaints that cannot be resolved between trading partners
investigate device or commodity complaints and report the results to the complainant.
investigate the transaction records and if necessary conduct device or commodity inspections.
not provide binding compensation

The vulnerable parties, the wholesale/bulk consumers were not adequately represented at the meeting therefore it was decided that this recommendation would not be adopted until it was accepted by the vulnerable parties.

9. Monitoring and Reporting

Lance Robertson facilitated a discussion of the monitoring and the reporting mechanisms needed for MC and industry to determine if there is adequate measurement accuracy and equity in the dairy industry.

a) The following performance indicators were deemed necessary to determine the level of measurement accuracy and equity:

Compliance rates based on “as found” results, i.e. before any adjustments or calibrations.
Number of complaints (both resolved and unresolved)
A qualitative and quantitative stakeholder survey.
- Suggestion that a direct contact survey be used as opposed to a paper survey. The response for paper surveys are usually poor.

b) Stakeholders decided that the service providers should be monitored by MC through:

Mandatory audits for companies doing work on MC’s behalf through ASDs
Mandatory product audits for companies doing work on MC’s behalf through ASDs
Mandatory assessment of the competencies of service providers involved in ASD programs by MC

Gilles Vinet mentioned that MC’s Senior Management Committee (SMC) had limited the registration program proposed by the Downstream Petroleum sector to only include companies doing work on MC’s behalf and would only evaluate the service companies competency to perform work normally done by MC inspectors. He also questioned whether MC needed to monitor the accuracy of farm tanks and the work of farm tank calibrators since the industry guidelines imply that industry would themselves police the calibration of farm tanks.

After heated debate and clarification of the SMC’s position and their rationale, the stakeholders requested that:

The licensing/registration program should include farm tanks and the service providers who calibrate the tanks. The scope of the program should be limited to:
- calibration and inspection of measuring devices
- training and evaluation of service providers by MC should be limited to areas of MC expertise such as test procedures, MC legislation and policies
MC should monitor to ensure the farm tanks are accurate and that the service providers are calibrating them properly.

The processors, who are the vulnerable parties, indicated that if the farm tanks will not be monitored by MC then they are requesting that the farm tanks be subject to initial and periodic inspections.

c) Plants that offer bulk or pre-packaged commodities for sale based on measure should be monitored through:

Product audits or spot-checks of the commodities by MC
The level of monitoring should depend on whether the plant has a QA program for measurement assurance.

d) Stakeholders decided that service providers should provide the following reports on device performance to MC:

Test reports
- The service providers preferred to submit the reports in electronic format.
“As found” test results
All devices found non-compliant with Weights & Measures legislation

e) Stakeholders decided that MC should disseminate the following information:

Compliance Rates
- Should be in aggregate form, i.e. should not contain information on specific manufacturers etc. but should be classified by device type or class, especially for external distribution
- Possibly by province
- Detailed information about organizations, manufacturers or service providers should be available only to MC personnel or to the company involved.
Service Providers Performance
- General information only i.e. which companies are accredited or registered by MC - no specific information about service providers that could be misinterpreted
The information should not be published on MC’s website where it is available to everyone who may or may not be stakeholders in the industry. This information could be misinterpreted and lead to complaints.

Brian Johnson suggested that the information could be posted on the website but could be restricted by password or PIN numbers to stakeholders in the dairy industry. The parameters for access would have to be determined.

Stakeholders will need to see what kind of information is going to be published before consenting to have it published.

f) After a discussion about the appropriate length of the review period the stakeholders decided

a review period of 5 years was adequate
- the period would start after the implementation of the recommendations
an earlier review could be triggered by factors such as
- a major change in the stakeholders, i.e. if one of the major stakeholder groups no longer exists or if one or more of the service providers no longer provide service in the dairy industry
- an increase in the number of unresolved complaints
changes in technology
- decrease in industry performance, i.e. drop in compliance rates, more complaints etc.

Stakeholders felt that the above listed factors should not automatically trigger a review. They felt that the impact on the industry should also be considered.

g) Stakeholders were asked how should measurement concerns in the industry be addressed to MC? The response was:

MC should be telling industry how to report measurement concerns since industry does not know the internal structure of MC
The current method of reporting problems through the regional specialists, the district offices or regional offices seems to be acceptable
There is a section on the MC website where issues or concerns could be raised.

10. Lance Robertson summarized the decisions that were made at the meeting. The participants agreed.

11. Lance Robertson gave an overview of the next steps in the process

Minutes will be written for the meeting and would be distributed to all participants
- Participants will verify the contents of the minutes.
A list of recommendations will be developed based on the results from the meetings in Montreal and Calgary.
- Stakeholders will receive a copy of these recommendations and will have an opportunity to determine if this is what was decided at the meetings.
The recommendations will be presented to Measurement Canada’s senior management committee for approval.
A final report will be prepared and sent out to all stakeholders


		Created: 2005-08-04 Updated: 2005-12-02	Top of Page	Important Notices