Terms of reference - Western grain standards sub-committees

Sub-Committee names

• Wheat Sub-Committee
• Barley and Other Cereals Sub-Committee
• Oilseeds Sub-Committee
• Pulse Crops Sub-Committee

Objectives

The objectives of each Sub-Committee are to:

1. Bring forward commodity concerns related to the grading system;
2. Facilitate input from all stakeholders;
3. Study and analyze issues in order to provide advice and formulate recommendations to the Western Standards Committee whose main objectives are:
   • Recommending to the Canadian Grain Commission specifications for grades of grain and selecting and recommending primary standard samples and export standard samples of grain
   • Performing such other duties in connection with the determination of grain standards as may be assigned to each sub-committee by the Canadian Grain Commission

Composition

The sub-committees will be formed on the basis of allocation of grains designated in the Canada Grain Act.

Sub-Committees and grains represented

Sub-committees	Grains to be represented
Wheat	wheat
Barley and other cereal grains	barley, mixed grain, oats, rye, triticale
Oilseeds	canola, flaxseed, solin, sunflower seed, rapeseed, safflower seed, oil-bearing mustard seed, soybeans
Pulses	beans, chick peas, fababeans, lentils, peas
Ad hoc basis	confection sunflower seed, condiment mustard seed, buckwheat, corn and others

Membership

Each sub-committee will be comprised of the following:

1. An appointed Chair who will represent the sub-committee at the Western Standards Committee
2. Five to seven producer and industry members selected by the Canadian Grain Commission
3. One Canadian Grain Commission employee
4. One Canadian Grain Commission grain inspector

Membership of the sub-committees will be flexible and linked to commodity issues. Core membership will include 'actual' producers and industry representatives. An 'actual producer' for this purpose, means a producer actually engaged in the production of grain. Additional resource people may be engaged, on an issue-by-issue basis, at the discretion of each sub-committee in collaboration with the Canadian Grain Commission.

Membership application process

Producer organizations and industry companies will be invited to submit a 'notice of interest' letter for membership on the Sub-Committee. Each producer organization and industry company will be asked to nominate potential representatives for inclusion in core groups of Sub-Committees. The Canadian Grain Commission will then review all requests to select representatives best suited to meet the objectives of each Sub-Committee.

Term of membership

The term of office of the sub-committee members will be up to 5 years from the date of original appointment as per the by-laws of the Canadian Grain Commission. Chairs of the sub-committees will be appointed for a term of 3 years.

Alternate members

Should an appointed member be unavailable to attend a sub-committee meeting, the nominating organization may request that an alternate attends on his/her behalf and that his/her right to vote is delegated to the alternate. Producer organizations and industry companies are to submit a written request to the Chair of the sub-committee prior to the meeting indicating the name, address and phone number of the requested alternate.

Roles

Chairperson

1. Attend and chairs sub-committee meetings to which he/she is appointed.
2. Bring forward issues and concerns related to the grading of the sub-committee's commodities in conjunction with the Chief Grain Inspector's office.
3. Facilitate input from all stakeholders.
4. Attend the Western Standards Committee meetings and fairly represent the sub-committees issues, decisions and recommendations at the meeting.
5. Communicate decisions taken at the Western Standards Committee meeting to the members of the sub-committee with respect to that sub-committee's commodity issues.
6. Fairly represent the views of producers in recommending standards of quality that:
   • Enable producers to be paid accordingly to the quality they produce
   • Ensure that domestic and international customers can source the quality they want
   • Facilitate the segregation in the transportation and handling system

Producer members

1. Bring commodity-related issues forward as agenda items.
2. Attend sub-committee meetings.
3. Fairly represent the views of producers in recommending standards of quality that:
   • Enable producers to be paid according to the quality they produce
   • Ensure that domestic and international customers can source the quality they want
   • Facilitate the segregation in the transportation and handling system

Industry members

1. Bring commodity-related issues forward as agenda items.
2. Attend sub-committee meetings.
3. Fairly represent the views of the industry in recommending standards of quality tha
   • Enable producers to be paid according to the quality they produce
   • Ensure that domestic and international customers can source the quality they want
   • Facilitate the segregation in the transportation and handling system

Designated Canadian Grain Commission members

1. In conjunction with the Chief Grain Inspector's office, bring grading issues forward as agenda items to the sub-committee meetings.
2. In conjunction with the administrative staff, ensures the compilation and distribution of agendas and background material for the sub-committee meetings.
3. Ensure that all members thoroughly understand the goals and objectives of the sub-committee and that they are in accordance with the responsibilities associated with being a cub-committee member as described in the Terms of Reference.
4. Recommend standards of quality that:
   • Enable producers to be paid according to the quality they produce
   • Ensure that domestic and international customers can source the quality they want
   • Facilitate the segregation in the transportation and handling system

Canadian Grain Commission administrative staff

1. Lead a team of administrative staff involved in the preparation of each sub-committee meeting.
2. In conjunction with the designated Canadian Grain Commission sub-committee member, ensure the gathering, preparation and distribution of all meeting information.
3. Coordinate meeting facilities, meeting information, travel arrangements, and post-meeting travel claims.
4. Attend sub-committee meetings.
5. Ensure the recording, preparation and distribution of minutes of each sub-committee meeting.

Meeting logistics

Meetings of each sub-committee will occur on a regular but need-be basis. Depending on the agenda, meetings may occur via conference call. Meetings may occur in Winnipeg or in other locations that may be more accessible to sub-committee members.

Remuneration

Each producer sub-committee member, who is not employed in the Public Service of Canada or who is not otherwise paid by the organization they are representing, will be paid an honorarium of $200.00 for every in-person meeting and $100.00 for every conference call meeting. Travel expenses (per diem) as per the Treasury Board Guidelines will also be reimbursed to the member for every in-person meeting. As well, any member who travels in excess of 5 hours (one way) will be paid an additional flat fee of $100.00.

Decision making process

The sub-committee will make every effort to arrive at decisions through consensus. If consensus cannot be reached, the sub-committee will bring the issue for decision to the Western Standards Committee.

Quorum

The quorum of a sub-committee shall be at least half of the number of members in office.

Related information

• How standard samples are used?
• Official Grain Grading Guide