Note: Subcommittee notes may include preliminary discussions regarding substances considered for 

addition to or removal from the National List. They do not represent official NOP policy or regulations. 

Please see the NOP website for official NOP policy, regulations, and status of substances used in organic 

production and handling. 

National Organic Standards Board (NOSB)

Policy Development Subcommittee Meeting Notes 

Tuesday, January 8, 2013, 2pm EDT 

Attendees: Colehour Bondera (CBo) (Chair), Jay Feldman (JFe), John Foster (JFo), Mac Stone (MS), Calvin 

Walker (CW) (Vice Chair), Barry Flamm (BF), Jennifer Taylor (JT), Harold Austin-sitting in

Absent: Nick Maravell (NM), Joe Dickson (JD)

Staff: Michelle Arsenault (MA), Jennifer Tucker (JTu)

Workplan

Project Point 

Person

Status Vote Target Meeting 

Conflict of Interest and 

Ethics Rules Review 

Proposal

CW Subcommittee passed proposal 

7/10/12. Withdrawn before fall 

2012 NOSB vote. NOP will take 

next steps – no NOSB action 

needed at time. 

N/A – memo 

will come from 

NOP

Public Communication 

Proposal

JT Subcommittee is rewriting 

proposal from fall 2012 for 

resubmission at spr 2013 

meeting. 

Spr 2013

Policy and Procedures 

Manual (PPM) Review 

and Updates

JFo/CBo Proposal Spr 2013

Material initiation policy 

or (Substance 

Annotation/Clean-up)

JFe/JT Discussion Document - JOINT

w/Materials. PDS will Lead; 

Materials will support

Spr 2013

New Member Guide 

Updates

CW In progress Spr 2013

Examine and update 

petition and TR review 

process. Includes 

Threshold (two-stage) 

TRs, and Convening of 

technical advisory boards

&/or working group 

policy

MS/JFe 

(from 

Materials)

Materials Subcommittee 

Leading; PDS will support. JFe 

(Materials)/MS (PDS). MS will 

write doc and pass it to PDS.

Spr 2013

“Decisive/Indecisive” 

determination on NOSB 

votes – NOP has 

proposed that this be 

renamed 

JFe Discussion document; in 

progress. NOP will provide a 

memo to the Board on this 

topic.

TBD
Agenda

• Approve Agenda 

• Approve December 19 meeting notes

• Public Communications Proposal (JT) - discussion/vote 

• Material Initiation Discussion Document (JFe) - review/next steps 

• New Member Guide (CW) - update/discussion

• PPM (JFo) - update/discussion

Discussion

• The agenda was approved as is.

• The December 19 meeting notes were approved with no changes.

• Public Communications proposal: JT incorporated the comments from other members and the 

NOP and recirculated the document. The group discussed minor proofreading edits. JFo noted 

that the document was much stronger than the first version and added that the last sentence at 

the end of the background section seemed better suited for the discussion section. “A proposed 

online mechanism...” should be moved to the discussion section. JFe feels that there is a lack of 

detail and background, and this section could be reinforced with more support. JT will make the 

changes and redistribute the document.

• Material Initiation policy (JFe): The group discussed various components of this document, 

including the optics of using the term “streamlined”. The group also discussed adding additional 

questions that focused on the value added rather than the existing elements that will be 

avoided by the approach outlined in the document. JFo will write some language and send it to 

JFe. The members also discussed whether or not they should move forward with this discussion 

document at all. CBo will circulate an email to poll the members about whether or not this is a 

topic they would like to pursue. 

• New member guide: CW made edits and updates and circulated the document to the members 

and the NOP for additional comments. The group discussed various changes which will be 

incorporated and sent to the group again. 

• PPM update (JFo): JFo will summarize the PPM edits and send them around in an email about 

how best to tackle the PPM updates. 

Future Scheduled Subcommittee Calls:

December 19, 2012 2:00 pm EST 

Public Communications Docket (JT)

Material initiation policy or (Substance Annotation/Clean-up) (JFe/JT)

January 8, 2013 2:00 pm EST

New Member Guide Updates (CW)

PPM: Group discussion with revisions from NOP

Vote on Public Communications Docket 

Material Initiation policy (JFe/JT)
January 22, 2013 2:00 pm EST

Continue discussing New Member Guide Updates (CW)

PPM: Group discussion with revisions from NOP 

Vote on Public Communications Docket 

Continue discussing material initiation policy (JFe/JT)

February 12, 2013 2:00 pm EST - proposals due

February 26, 2013 2:00 pm EST

March 12, 2013 2:00 pm EST

March 26, 2013 2:00 pm EST

Spring 2013 Milestones Target date

NOP – Complete tentative agenda February 8, 2013

Spring 2013 proposals due to NOP February 12, 2013

NOP - Post proposals, Publish FRN, Open public comment February 19, 2013

Subcommittees submit tentative workplans to NOP March 1, 2013

Discuss workplans on ES call March 8, 2013

NOP provides written comments on workplans to NOSB March 11, 2013

Public comment closes March 19, 2013

NOP - Send compiled public comments to NOSB March 25, 2013

Workplans finalized on ES call March 29, 2013

Spring 2013 NOSB Meeting – Portland, OR April 8-11, 2013
Note: Subcommittee notes may include preliminary discussions regarding substances considered for 

addition to or removal from the National List. They do not represent official NOP policy or regulations. 

Please see the NOP website for official NOP policy, regulations, and status of substances used in organic 

production and handling. 

National Organic Standards Board (NOSB)

Policy Development Subcommittee Meeting Notes 

Tuesday, January 22, 2013, 2pm EDT 

Attendees: Colehour Bondera (CBo) (Chair), Jay Feldman (JFe), John Foster (JFo), Mac Stone (MS) –

sitting in, Calvin Walker (CW) (Vice Chair), Barry Flamm (BF), Jennifer Taylor (JT)

Absent: Nick Maravell (NM), Joe Dickson (JD)

Staff: Michelle Arsenault (MA), Jennifer Tucker (JTu)

Workplan

Project Point 

Person

Status Vote Target Meeting 

Conflict of Interest and 

Ethics Rules Review 

Proposal

CW Subcommittee passed proposal 

7/10/12. Withdrawn before fall 

2012 NOSB vote. NOP will take 

next steps – no NOSB action 

needed at time. 

N/A – memo 

will come from 

NOP

Public Communication 

Proposal

JT Proposal voted on and passed 

1/22/2013. 

01 22 13 Spr 2013

Policy and Procedures 

Manual (PPM) Review 

and Updates

JFo/CBo Proposal Spr 2013?

Material initiation policy 

or (Substance 

Annotation/Clean-up)

JFe/JT Discussion Document - JOINT

w/Materials. PDS will Lead; 

Materials will support

Spr 2013

New Member Guide 

Updates

CW In progress Spr 2013

Examine and update 

petition and TR review 

process. Includes 

Threshold (two-stage) 

TRs, and Convening of 

technical advisory boards

&/or working group 

policy

MS/JFe 

(from 

Materials)

Materials Subcommittee 

Leading; PDS will support. JFe 

(Materials)/MS (PDS). MS will 

write doc and pass it to PDS.

Spr 2013

“Decisive/Indecisive” 

determination on NOSB 

votes – NOP has 

proposed that this be 

renamed 

JFe Discussion document; in 

progress. NOP will provide a 

memo to the Board on this 

topic.

TBD
Agenda

• Approve Agenda

• Approve January 8 meeting notes

• Public Communications Docket Proposal wrap-up/vote Proposal (JT)

• Material Initiation Discussion Document discussion/vote (JFe)

• New Member Guide (CW) - update/discussion

• PPM (JFo) – initial input and discussion

Discussion

• The agenda was approved as is.

• The January 8 meeting notes were approved with no changes.

• Public Communications proposal: The lead person summarized the current version of the 

document. The NOP supports the proposal in its final form and the group proceeded to a vote:

Motion to adopt the proposal on public communications

Motion by: JFe

Seconded by: JT

Yes: 6 No: 0 Absent: 2 Abstain: 0 Recuse: 0

• Material Initiation discussion document (JFe) - The goal is to solicit public feedback about the

material initiation process. JFe provided background about the paper and noted that it was 

designed to increase the transparency of material evaluations that are introduced outside the 

petition process. The goal is to be clear on the processes that will be taken by each participant, 

such as the NOP and NOSB, in initiating this process. It was noted that the document had 

originally mentioned a process for a streamlined material initiation process, but this was 

removed in the most recent version. JTu provided NOP feedback, noting that the document 

proposes adding procedures that the NOP would follow; this is outside the scope of the PPM, 

and is not a process that requires public input. The work plan function already included in the 

PPM adequately covers the integration of new items as they are raised. BF reminded the group 

that this is a just a discussion document so there is time to mold and reformulate it. The group 

will continue the discussion on the next call. 

• The New Member Guide updates will be discussed on the next call

• The PPM update will be discussed on the next call

Future Scheduled Subcommittee Calls:

January 22, 2013 2:00 pm EST

Continue discussing New Member Guide Updates (CW) -postponed

PPM: Group discussion with revisions from NOP –postponed 

Vote on Public Communications Docket -completed

Continue discussing material initiation policy (JFe/JT)
January 30, 2013 2:00 pm EST extra call

Discuss New Member Guide Updates (CW)

PPM: Group discussion with revisions from NOP 

Continue discussion/vote on material initiation policy? (JFe/JT)

February 12, 2013 2:00 pm EST - proposals due

February 26, 2013 2:00 pm EST

March 12, 2013 2:00 pm EST

March 26, 2013 2:00 pm EST

Spring 2013 Milestones Target date

NOP – Complete tentative agenda February 8, 2013

Spring 2013 proposals due to NOP February 12, 2013

NOP - Post proposals, Publish FRN, Open public comment February 19, 2013

Subcommittees submit tentative workplans to NOP March 1, 2013

Discuss workplans on ES call March 8, 2013

NOP provides written comments on workplans to NOSB March 11, 2013

Public comment closes March 19, 2013

NOP - Send compiled public comments to NOSB March 25, 2013

Workplans finalized on ES call March 29, 2013

Spring 2013 NOSB Meeting – Portland, OR April 8-11, 2013
Note: Subcommittee notes may include preliminary discussions regarding substances considered for 

addition to or removal from the National List. They do not represent official NOP policy or regulations. 

Please see the NOP website for official NOP policy, regulations, and status of substances used in organic 

production and handling. 

National Organic Standards Board (NOSB)

Policy Development Subcommittee Meeting Notes 

Wednesday, January 30, 2013, 2pm EDT 

Attendees: Colehour Bondera (CBo) (Chair), Jay Feldman (JFe), John Foster (JFo), Calvin Walker (CW) (Vice 

Chair), Jennifer Taylor (JT), Nick Maravell (NM), Mac Stone (MS) - sitting in

Absent: none

Staff: Michelle Arsenault (MA), Jennifer Tucker (JTu)

Workplan

Project Point 

Person

Status Vote Target Meeting 

Conflict of Interest and 

Ethics Rules Review 

Proposal

CW Subcommittee passed proposal 

7/10/12. Withdrawn before fall 

2012 NOSB vote. NOP will take 

next steps – no NOSB action 

needed at time. 

N/A – memo 

will come from 

NOP

Public Communication 

Proposal

JT Subcommittee is rewriting 

proposal from fall 2012 for 

resubmission at spr 2013 

meeting. 

01 22 13 Spr 2013

Policy and Procedures 

Manual (PPM) Review 

and Updates

JFo/CBo Proposal Spr 2013?

Material initiation policy 

or (Substance 

Annotation/Clean-up)

JFe/JT Discussion Document - JOINT

w/Materials. PDS will Lead; 

Materials will support

Spr 2013

New Member Guide 

Updates

CW In progress Spr 2013

Examine and update 

petition and TR review 

process. Includes 

Threshold (two-stage) 

TRs, and Convening of 

technical advisory boards

&/or working group 

policy

MS/JFe 

(from 

Materials)

Materials Subcommittee 

Leading; PDS will support. JFe 

(Materials)/MS (PDS). MS will 

write doc and pass it to PDS.

Spr 2013

“Decisive/Indecisive” 

determination on NOSB 

votes – NOP has 

proposed that this be 

renamed 

JFe Discussion document; in 

progress. NOP will provide a 

memo to the Board on this 

topic.

TBD
Agenda

• Approve Agenda 

• Review/approve notes from January 22, 2013

• New Member Guide discussion/questions (CW)

• Review of Two Stage Process for Technical Reviews Discussion Document [JOINT with MS]

• Confidential Business Information Recommendation [JOINT with MS] 

• Material Initiation Discussion Document wrap up/vote 

• PPM overall review/next steps (JFo)

• Next meeting – February 4, 2013 4:00 pm EST

• Adjourn

Discussion

• The agenda was approved with no changes.

• The January 22 meeting notes were approved with no changes.

• New Member Guide discussion/questions - The lead reviewer discussed various comments and 

edits that were incorporated into the document and the group suggested some additional 

changes. CW will complete the edits and the Subcommittee will vote on this during the next call

(Feb 4).

• Joint documents (Two Stage Tech rev/CBI) - The Chair asked for feedback about these specific 

proposals so he could respond to the Materials Subcommittee. The members discussed the CBI 

document and the feedback will be shared with Materials. Two-stage TR process: JFe briefly 

walked through the changes that had been made to the paper based on previous comments. The 

group briefly discussed the process by which something would be brought to the full Board for a 

vote based on the 1st Stage TR. JTu suggested additional language stressing that the questions 

could be determined on a report-by-report basis. . The group also discussed the awkwardness of 

the joint committee process, recommending that a more formal description of how joint projects 

be developed and put in place. 

• Material Initiation Discussion Document: JFe noted the language on page 25 of the PPM which 

indicates the collaboration between the NOP and NOSB. All agreed that the phrasing currently 

included in the PPM covers the need previously discussed and all are comfortable with the 

language. The group briefly discussed the interpretation of the word “standards,” agreeing that 

materials and the National List in general is considered a subset of the standards. JFe will add a 

reference to this in the current discussion document. NM asked if a “member of the NOSB” and a 

“Subcommittee” are synonymous with regard to submitting a petition. The Chair suggested that 

perhaps they are not synonymous. JFe will make minor revisions to the doc before the 

subcommittee votes on the next call (Feb 4)

• PPM – The group discussed the current draft version and the suggestions for moving forward. The 

lead reviewer (JFo) urged the group to accept the minor administrative changes to spelling and 

syntax so they can move forward with the more substantive changes that will eventually be 

developed into proposals. JFo noted that the current document was color coded so members 

could review it more easily, noting the three different levels of changes: administrative (green), 

substantive changes (yellow), and items that are awaiting guidance documents from the NOP 

(red). If anyone is uncomfortable with any of the changes highlighted in green or yellow, they are 

asked to send those to JFo in an email, and they will potentially be delayed until the fall 2013

meeting. Items highlighted in red will be delayed until that time. The Chair indicated some 

confusion about the deletions and will send some additional comments to JFo before any action is 

taken. 
Future Scheduled Subcommittee Calls:

January 30, 2013 2:00 pm EST extra call

Continue discussion New Member Guide Updates (CW) 

PPM: Group discussion with revisions from NOP 

Continue discussing material initiation policy (JFe/JT)

Discuss Policy Subcommittee co-docs

February 4, 2013 4:00 pm EST

• Vote on New Member Guide updates

• Finalize discussion/Vote on Material Initiation Discussion Document

• Continue discussion/vote on PPM update

February 12, 2013 2:00 pm EST - proposals due

February 26, 2013 2:00 pm EST

March 12, 2013 2:00 pm EST

March 26, 2013 2:00 pm EST

Spring 2013 Milestones Target date

NOP – Complete tentative agenda February 8, 2013

Spring 2013 proposals due to NOP February 12, 2013

NOP - Post proposals, Publish FRN, Open public comment February 19, 2013

Subcommittees submit tentative workplans to NOP March 1, 2013

Discuss workplans on ES call March 8, 2013

NOP provides written comments on workplans to NOSB March 11, 2013

Public comment closes March 19, 2013

NOP - Send compiled public comments to NOSB March 25, 2013

Workplans finalized on ES call March 29, 2013

Spring 2013 NOSB Meeting – Portland, OR April 8-11, 2013
Note: Subcommittee notes may include preliminary discussions regarding substances considered for 

addition to or removal from the National List. They do not represent official NOP policy or regulations. 

Please see the NOP website for official NOP policy, regulations, and status of substances used in organic 

production and handling. 

National Organic Standards Board (NOSB)

Policy Development Subcommittee Meeting Notes 

Wednesday, February 4, 2013, 4pm ET 

Attendees: Colehour Bondera (CBo) (Chair), Jay Feldman (JFe), John Foster (JFo), Jennifer Taylor (JT), Nick 

Maravell (NM), Calvin Walker (CW) (Vice Chair)

Absent: none

Staff: Michelle Arsenault (MA), Jennifer Tucker (JTu)

Workplan

Project Point 

Person

Status Vote Target Meeting 

Public Communication 

Proposal

JT Subcommittee is rewriting 

proposal from fall 2012 for 

resubmission at spr 2013 

meeting. 

01 22 13 Spr 2013

Material initiation policy 

or (Substance 

Annotation/Clean-up)

JFe/JT Discussion Document - JOINT

w/Materials. PDS will Lead; 

Materials will support

02 04 13 Spr 2013

New Member Guide 

Updates

CW In progress 02 04 13 Spr 2013

Examine and update 

petition and TR review 

process. Includes 

Threshold (two-stage) 

TRs, and Convening of 

technical advisory boards

&/or working group 

policy

MS/JFe 

(from 

Materials)

Materials Subcommittee 

Leading; PDS will support. JFe 

(Materials)/MS (PDS). MS will 

write doc and pass it to PDS.

MS due 

to vote 

02 12 13

Spr 2013

Policy and Procedures 

Manual (PPM) Review 

and Updates

JFo/CBo Proposal Fall 2013

“Decisive/Indecisive” 

determination on NOSB 

votes – NOP has 

proposed that this be 

renamed 

JFe Discussion document; in 

progress. NOP will provide a 

memo to the Board on this 

topic.

TBD

Conflict of Interest and 

Ethics Rules Review 

Proposal

CW Subcommittee passed proposal 

7/10/12. Withdrawn before fall 

2012 NOSB vote. NOP will take 

next steps – no NOSB action 

needed at time. 

On hold N/A – memo 

will come from 

NOP
Agenda

• Approve Agenda 

• Review/approve notes from January 30, 2013

• Discuss PPM updates 

• Material Initiation Discussion Document wrap up/vote 

• New Member Guide discussion/questions (CW)

• Adjourn

Discussion

• The agenda was approved as is

• The January 30 meeting notes were approved with no changes

• PPM updates – The group discussed the status of the document with the current suggested 

changes. JFo presented examples of stylistic changes versus substantive changes to help delineate 

the difference, with the hope that the stylistic changes could be accepted and the document 

could move forward. After much discussion, the members chose to delay the vote on this and 

instead continue to review the suggested edits section by section. MA suggested accepting the 

current edits and sending the “cleaned up” version to the members so they could more easily 

compare the original with the marked up version. They could then identify the sections they 

would like to work on. The consensus from the group was to delay the PPM edits until the fall 

2013 meeting. MA will change the table above to reflect this decision. 

• Material Initiation Discussion Document wrap up/vote – The members discussed minor edits 

which will be incorporated into the document. The intention is to present the discussion 

document at the spring 2013 meeting, and then – if public feedback indicates the need - produce 

a proposal for the fall 2013 meeting. JTu noted that the original intent was to focus on new 

processes for substance annotation clean-up; it has since gone in a slightly different direction, 

largely driven by the rotenone discussion. The annotation clean-up topic is still one worth 

pursuing in the future. JFo asked about the downside of not voting yes for this proposal; JFe 

responded that the goal here is to clarify processes that are not currently covered in the PPM, and 

that voting no would simply sustain that lack of clarity. 

 Vote on Material Initiation Discussion Document

 Motion to accept Material Initiation Discussion Document and present it for full board discussion 

at the spring 2013 NOSB meeting

Motion by: JFe

Seconded by: NM

Yes: 6 No: 0 Absent: 0 Recuse: 0 Abstain: 0 (Motion passed)

• New Member Guide discussion/questions. The group discussed a few minor edits to the 

document since the last call and moved the document forward for a vote.

Vote on New Member Guide Updates

Motion to adopt changes to the New Member Guide

Motion by: CW

Seconded by: JT

Yes: 6 No: 0 Absent: 0 Recuse: 0 Abstain: 0 (Motion passed)
Note: MA reorganized the table above to reflect the altered status/target dates for several workplan 

items. 

Future Scheduled Subcommittee Calls:

January 30, 2013 2:00 pm EST extra call

Continue discussion New Member Guide Updates (CW) 

PPM: Group discussion with revisions from NOP 

Continue discussing material initiation policy (JFe/JT)

Discuss Policy Subcommittee co-docs

February 4, 2013 4:00 pm EST

• Vote on New Member Guide updates

• Finalize discussion/Vote on Material Initiation Discussion Document

• Continue discussion/vote on PPM update

February 12, 2013 2:00 pm EST - proposals due

February 26, 2013 2:00 pm EST

March 12, 2013 2:00 pm EST

March 26, 2013 2:00 pm EST

Spring 2013 Milestones Target date

NOP – Complete tentative agenda February 8, 2013

Spring 2013 proposals due to NOP February 12, 2013

NOP - Post proposals, Publish FRN, Open public comment February 19, 2013

Subcommittees submit tentative workplans to NOP March 1, 2013

Discuss workplans on ES call March 8, 2013

NOP provides written comments on workplans to NOSB March 11, 2013

Public comment closes March 19, 2013

NOP - Send compiled public comments to NOSB March 25, 2013

Workplans finalized on ES call March 29, 2013

Spring 2013 NOSB Meeting – Portland, OR April 8-11, 2013
Note: Subcommittee notes may include preliminary discussions regarding substances considered for 

addition to or removal from the National List. They do not represent official NOP policy or regulations. 

Please see the NOP website for official NOP policy, regulations, and status of substances used in organic 

production and handling. 

National Organic Standards Board (NOSB)

Policy Development Subcommittee Meeting Notes 

Wednesday, February 12, 2013, 2pm ET 

Attendees: Colehour Bondera (CBo) (Chair), Jay Feldman (JFe), Jennifer Taylor (JT), Calvin Walker (CW) 

(Vice Chair)

Absent: John Foster (JFo), Nick Maravell (NM)

Staff: Michelle Arsenault (MA), Jennifer Tucker (JTu)

Workplan

Project Point 

Person

Status Vote Target Meeting 

Public Communication 

Proposal

JT Subcommittee is rewriting 

proposal from fall 2012 for 

resubmission at spr 2013 

meeting. 

01 22 13 Spr 2013

Material initiation policy 

or (Substance 

Annotation/Clean-up)

JFe/JT Discussion Document - JOINT

w/Materials. PDS will Lead; 

Materials will support

02 04 13

revoted 

on edited 

doc 02 

13 13

Spr 2013

New Member Guide 

Updates

CW In progress 02 04 13 Spr 2013

Examine and update 

petition and TR review 

process. Includes Process 

for limited scope TRs, 

and Convening of 

technical advisory boards

&/or working group 

policy

MS/JFe 

(from 

Materials)

Materials Subcommittee 

Leading; PDS will support. JFe 

(Materials)/MS (PDS). MS will 

write doc and pass it to PDS.

MS vote 

02 12 13. 

Spr 2013

Policy and Procedures 

Manual (PPM) Review 

and Updates

JFo/CBo Proposal Fall 2013

“Decisive/Indecisive” 

determination on NOSB 

votes – NOP has 

proposed that this be 

renamed 

JFe Discussion document; in 

progress. NOP will provide a 

memo to the Board on this 

topic.

TBD

Conflict of Interest and 

Ethics Rules Review 

Proposal

CW Subcommittee passed proposal 

7/10/12. Withdrawn before fall 

2012 NOSB vote. NOP will take 

next steps – no NOSB action 

needed at time. 

On hold N/A – memo 

will come from 

NOP
Agenda

• Approve Agenda 

• Review/approve notes from February 4, 2013

• Material Initiation Discussion Document discussion/vote 

• Next semester Work Planning: Topics & Responsibilities 

• Wrap up and April 23 meeting input/decision 

Discussion

• Agenda Approved as is

• Notes from February 4, 2013 approved with no changes

• Material Initiation Discussion Document. Although the vote on the Material Initiation Discussion 

Document was completed February 4, the NOP subsequently sent some final suggested edits to 

the group. The Chair felt that the group should discuss the suggested changes, then revote to 

accept the altered document. JTu walked through the NOP’s suggested changes, and the group 

discussed the impact of those changes on the subcommittee’s intent with the document. While 

there were some points of disagreement, the group ultimately reached consensus on the nature 

of acceptable changes. JFe offered to complete the suggested agreed upon edits and recirculate 

for a final vote. 

Vote on Material Initiation Discussion Document via email February 13, 2013:

Motion to accept the Material Initiation Discussion Document as amended on February 

13, 2013 

Motion by: JFe

Seconded by: NM

Yes: 5 No: 0 Absent: 1 Abstain: 0 Recuse: 0

Future Scheduled Subcommittee Calls:

February 12, 2013 2:00 pm EST - proposals due

February 26, 2013 2:00 pm EST

Next semester Work Planning: Topics & Responsibilities

March 12, 2013 2:00 pm EST

March 26, 2013 2:00 pm EST

Spring 2013 Milestones Target date

NOP – Complete tentative agenda February 8, 2013

Spring 2013 proposals due to NOP February 12, 2013

NOP - Post proposals, Publish FRN, Open public comment February 19, 2013
Subcommittees submit tentative workplans to NOP March 1, 2013

Discuss workplans on ES call March 8, 2013

NOP provides written comments on workplans to NOSB March 11, 2013

Public comment closes March 19, 2013

NOP - Send compiled public comments to NOSB March 25, 2013

Workplans finalized on ES call March 29, 2013

Spring 2013 NOSB Meeting – Portland, OR April 8-11, 2013
Note: Subcommittee notes may include preliminary discussions regarding substances considered for 

addition to or removal from the National List. They do not represent official NOP policy or regulations. 

Please see the NOP website for official NOP policy, regulations, and status of substances used in organic 

production and handling. 

National Organic Standards Board (NOSB)

Policy Development Subcommittee Meeting Notes 

Wednesday, February 26, 2013, 2pm ET 

Attendees: Colehour Bondera (CBo) (Chair), Jay Feldman (JFe), Jennifer Taylor (JT), Calvin Walker (CW) 

(Vice Chair), John Foster (JFo), Mac Stone (MS) - sitting in

Absent: Nick Maravell (NM)

Staff: Michelle Arsenault (MA), Jennifer Tucker (JTu)

Workplan

Project Point 

Person

Status Vote Target Meeting 

Public Communication 

Proposal

JT Subcommittee is rewriting 

proposal from fall 2012 for 

resubmission at spr 2013 

meeting. 

01 22 13 Spr 2013

Material initiation policy 

or (Substance 

Annotation/Clean-up)

JFe/JT Discussion Document - PDS will 

Lead for discussion document; 

Materials will take lead if it 

continues on as a proposal

02 04 13

revoted 

on edited 

doc 02 

13 13

Spr 2013

New Member Guide 

Updates

CW In progress 02 04 13 Spr 2013

Examine and update 

petition and TR review 

process. Includes Process 

for limited scope TRs, 

and Convening of 

technical advisory boards

&/or working group 

policy

JFe (from 

Materials)

Will be reviewed only by the 

Materials Subcommittee 

MS vote 

02 12 13. 

Spr 2013

Policy and Procedures 

Manual (PPM) Review 

and Updates

JFo/CBo Proposal Fall 2013

“Decisive/Indecisive” 

determination on NOSB 

votes – NOP has 

proposed that this be 

renamed 

JFe Discussion document; in 

progress. NOP will provide a 

memo to the Board on this 

topic.

TBD

Conflict of Interest and 

Ethics Rules Review 

Proposal

CW Subcommittee passed proposal 

7/10/12. Withdrawn before fall 

2012 NOSB vote. NOP will take 

next steps – no NOSB action 

needed at time. 

On hold N/A – memo 

will come from 

NOP
Agenda

• Finalize Agenda

• Review/approve February 12 meeting notes

• Workplans

• PPM review - responsibilities for "division" of review

Discussion

• The agenda was approved as is.

• Notes from February 12, 2013 call were approved with no changes.

• Workplans: The members discussed workplan items, and in particular, talked about joint 

workplan items and how to proceed. Currently, the process by which “joint” projects are shared 

by different subcommittees is not well defined. As discussed during the Materials Subcommittee 

call, the Executive Subcommittee will need to discuss this further to determine how best to 

organize this process. Until the joint review process is in place, MS noted that perhaps the 

Executive Subcommittee could make a recommendation about which Subcommittees should 

work jointly. In instances where the topic is more complex, the Chair could choose to constitute 

an ad hoc Subcommittee. A member noted that the formation of a new joint Subcommittee 

should be considered carefully and done sparingly. JTu noted that any new workplan items will 

need to have a summary overview prepared for the Executive Subcommittee addressing the

problem that is trying to be solved and what the desired outcome is. The Executive 

Subcommittee will then evaluate what to add to the workplan. A member asked about criteria 

for determining a workplan item; another noted that that could be helpful in prioritization. Until 

the joint process is better defined, workplan items that were scheduled to be reviewed jointly will 

be placed with the Lead Subcommittee only. For example, the item “Examine and update petition 

and TR review process, etc.” will be under the purview of the Materials Subcommittee and will be 

removed from the PDS workplan for now. JTu noted that NOP recommends that any follow-up on 

the Material Initiation discussion document should be done in the Materials Subcommittee, given 

the linkages to the “Update Petition Process” item. (Intended changes are noted in table above, 

and item will be removed from next set of notes). 

• PPM review: MA and JFe will meet to go over the current iteration of the PPM, specifically the 

proofreading and copy editing suggestions. Going forward the group decided to review the PPM 

section by section and tackle the more substantive issues as a group.

 

Future Scheduled Subcommittee Calls:

February 26, 2013 2:00 pm EST

Work Planning: Topics & Responsibilities

March 12, 2013 2:00 pm EST

March 26, 2013 2:00 pm EST

Spring 2013 Milestones Target date

NOP – Complete tentative agenda February 8, 2013

Spring 2013 proposals due to NOP February 12, 2013

NOP - Post proposals, Publish FRN, Open public comment February 19, 2013
Subcommittees submit tentative workplans to NOP March 1, 2013

Discuss workplans on ES call March 8, 2013

NOP provides written comments on workplans to NOSB March 11, 2013

Public comment closes March 19, 2013

NOP - Send compiled public comments to NOSB March 25, 2013

Workplans finalized on ES call March 29, 2013

Spring 2013 NOSB Meeting – Portland, OR April 8-11, 2013
Note: Subcommittee notes may include preliminary discussions regarding substances considered for 

addition to or removal from the National List. They do not represent official NOP policy or regulations. 

Please see the NOP website for official NOP policy, regulations, and status of substances used in organic 

production and handling. 

National Organic Standards Board (NOSB)

Policy Development Subcommittee Meeting Notes 

Wednesday, March 12, 2013, 2pm ET 

Attendees: Colehour Bondera (CBo) (Chair), Jay Feldman (JFe), Calvin Walker (CW) (Vice Chair), John 

Foster (JFo), Mac Stone (MS) - sitting in

Absent: Jennifer Taylor (JT), Nick Maravell (NM)

Staff: Michelle Arsenault (MA), Jennifer Tucker (JTu)

Workplan

Project Point 

Person

Status Vote Target Meeting 

Public Communication 

Proposal

JT Proposal being voted on at 

Spring 2013 meeting 

01 22 13 Spr 2013

Material initiation policy 

or (Substance 

Annotation/Clean-up)

JFe/JT Discussion Document - PDS will 

Lead for discussion document; 

NOP has proposed that 

Materials should take lead if it 

continues on as a proposal – ES

will decide. 

02 04 13

revoted 

on edited 

doc 02 

13 13

Spr 2013

New Member Guide 

Updates

CW In progress 02 04 13 Spr 2013

Examine and update 

petition and TR review 

process. Includes Process 

for limited scope TRs, 

and Convening of 

technical advisory boards

&/or working group 

policy

JFe (from 

Materials)

Will be reviewed by the 

Materials Subcommittee

MS vote 

02 12 13

Spr 2013

Policy and Procedures 

Manual (PPM) Review 

and Updates

JFo/CBo Proposal Fall 2013

“Decisive/Indecisive” 

determination on NOSB 

votes – NOP has 

proposed that this be 

renamed 

JFe Discussion document; in 

progress. NOP will provide a 

memo to the Board on this 

topic.

TBD

Conflict of Interest and 

Ethics Rules Review 

Proposal

CW Subcommittee passed proposal 

7/10/12. Withdrawn before fall 

2012 NOSB vote. NOP will take 

next steps – no NOSB action 

needed at time. 

On hold N/A – memo 

will come from 

NOP
Agenda

• Finalize Agenda

• Review/approve February 26 meeting notes

• Review Public Communication (Jennifer), New Member Guide (Calvin) and Material Initiation (Jay)

• PPM review & divisions

• March 26 call planning

Discussion

• Agenda was approved as is

• February 26 meeting notes approved with no changes

• Comments for Public Communication (JT). The Chair noted that there were no comments about 

this proposal and that the NOP continues to support it. The group discussed the potential that a 

member or members may change their votes between Subcommittee and the full Board meeting, 

as happened before the last meeting. A few members noted that for transparency sake, 

members who change their minds should disclose their thought process and the reason for the 

change, preferably before the meeting. A member noted that sometimes a member chooses to 

vote for something in Subcommittee that he or she doesn’t strongly support to allow the work to 

move forward, but then chooses to vote against it at the meeting when it is officially voted on by 

the full Board. It was noted that if someone votes for something in Subcommittee but doesn’t

agree with it, they should be sure that the group knows why so that they can consider addressing 

the concern. Another suggestion is that this could be rectified in Subcommittee by issuing a 

minority opinion. 

• New Member Guide (Calvin) - no comments have come in yet about this proposal. 

• Material Initiation (Jay) – only one comment has been received so far

• PPM review & divisions – MA and JFe met and agreed upon minor edits, which MA will make and 

forward. The members discussed parsing out the more substantive sections for editing and 

review.

• March 26 call planning –JFo will be out of country and not on call. CBo may not be on call.

 

Future Scheduled Subcommittee Calls:

March 12, 2013 2:00 pm ET

March 26, 2013 2:00 pm ET

Prioritize PPM work projects 

Spring 2013 Milestones Target date

NOP – Complete tentative agenda February 8, 2013

Spring 2013 proposals due to NOP February 12, 2013

NOP - Post proposals, Publish FRN, Open public comment February 19, 2013

Subcommittees submit tentative workplans to NOP March 1, 2013

Discuss workplans on ES call March 8, 2013
NOP provides written comments on workplans to NOSB March 11, 2013

Public comment closes March 19, 2013

NOP - Send compiled public comments to NOSB March 25, 2013

Workplans finalized on ES call March 29, 2013

Spring 2013 NOSB Meeting – Portland, OR April 8-11, 2013
Note: Subcommittee notes may include preliminary discussions regarding substances considered for 

addition to or removal from the National List. They do not represent official NOP policy or regulations. 

Please see the NOP website for official NOP policy, regulations, and status of substances used in organic 

production and handling. 

National Organic Standards Board (NOSB)

Policy Development Subcommittee Meeting Notes 

Wednesday, March 26, 2013 2pm ET 

Attendees: Colehour Bondera (CBo) (Chair), Calvin Walker (CW) (Vice Chair), Mac Stone (MS) - sitting in

Absent: John Foster (JFo), Jay Feldman (JFe), Jennifer Taylor (JT), Nick Maravell (NM)

Staff: Michelle Arsenault (MA), Jennifer Tucker (JTu)

Workplan

Project Point 

Person

Status Vote Target Meeting 

Public Communication 

Proposal

JT Proposal being voted on at 

Spring 2013 meeting 

01 22 13 Spr 2013

Material initiation policy 

or (Substance 

Annotation/Clean-up)

JFe/JT Discussion Document - PDS will 

Lead for discussion document; 

NOP has proposed that 

Materials should take lead if it 

continues on as a proposal – ES

will decide. 

02 04 13

revoted 

on edited 

doc 02 

13 13

Spr 2013

New Member Guide 

Updates

CW In progress 02 04 13 Spr 2013

Examine and update 

petition and TR review 

process. Includes Process 

for limited scope TRs, 

and Convening of 

technical advisory boards

&/or working group 

policy

JFe (from 

Materials)

Will be reviewed by the 

Materials Subcommittee

MS vote 

02 12 13

Spr 2013

Policy and Procedures 

Manual (PPM) Review 

and Updates

JFo/CBo Proposal Fall 2013

“Decisive/Indecisive” 

determination on NOSB 

votes – NOP has 

proposed that this be 

renamed 

JFe Discussion document; in 

progress. NOP will provide a 

memo to the Board on this 

topic.

TBD

Conflict of Interest and 

Ethics Rules Review 

Proposal

CW Subcommittee passed proposal 

7/10/12. Withdrawn before fall 

2012 NOSB vote. NOP will take 

next steps – no NOSB action 

needed at time. 

On hold N/A – memo 

will come from 

NOP
Agenda

• Finalize Agenda

• Review/approve March 12 Meeting Notes

• Leader review of public written testimony & discussion of pre-meeting review

o Public Communication (Jennifer)

o New Member Guide (Calvin)

o Material Initiation (Jay)

• Workplan (see the beginning of the Notes to review) updates/considerations 

• PPM review - responsibilities/timing for "division" of review

Discussion

• Agenda was approved as is

• March 12 meeting notes not approved due to lack of quorum.

• New Member Guide (Calvin) - There were no public comments to review. 

• There were some negative public comments related to Material Initiation; we should hold 

discussion on this until more members are present. 

• Members discussed some of the comments that mentioned conflicts of interest. 

• PPM review – The Chair would like to gather input from the members about dividing up the 

sections/topics in the PPM for review and potential proposal development for the fall 2013 

meeting. This will be discussed further on the next Executive call.

Future Scheduled Subcommittee Calls:

March 12, 2013 2:00 pm ET

March 26, 2013 2:00 pm ET

Prioritize PPM work projects 

April 23, 2013 pm ET

Spring 2013 Milestones Target date

NOP – Complete tentative agenda February 8, 2013

Spring 2013 proposals due to NOP February 12, 2013

NOP - Post proposals, Publish FRN, Open public comment February 19, 2013

Subcommittees submit tentative workplans to NOP March 1, 2013

Discuss workplans on ES call March 8, 2013

NOP provides written comments on workplans to NOSB March 11, 2013

Public comment closes March 19, 2013

NOP - Send compiled public comments to NOSB March 25, 2013

Workplans finalized on ES call March 29, 2013

Spring 2013 NOSB Meeting – Portland, OR April 8-11, 2013
Note: Subcommittee notes may include preliminary discussions regarding substances considered for 

addition to or removal from the National List. They do not represent official NOP policy or regulations. 

Please see the NOP website for official NOP policy, regulations, and status of substances used in organic 

production and handling. 

National Organic Standards Board (NOSB)

Policy Development Subcommittee Meeting Notes 

Wednesday, April 23, 2013 2pm ET 

Attendees: Colehour Bondera (CBo) (Chair), Calvin Walker (CW) (Vice Chair), John Foster (JFo), Jay 

Feldman (JFe)

Absent: Jennifer Taylor (JT), Nick Maravell (NM)

Staff: Michelle Arsenault (MA), Jennifer Tucker (JTu)

Workplan

Project Contact Status Vote Target Meeting

Material initiation policy or 

(Substance 

Annotation/Clean-up)

JFe/JT Group discussed readdressing within 

PPM updates process. 

Fall 2013 

Policy and Procedures 

Manual (PPM) Review and 

Updates

JFo/CBo Proposal Fall 2013

Use of Joint Subcomm or ad 

hoc Subcommittees

TBD

“Decisive/Indecisive” 

determination on NOSB 

votes – NOP has proposed 

that this be renamed 

JFe Discussion document; in progress. 

NOP will provide a memo to the 

Board on this topic.

TBD

Conflict of Interest and Ethics 

Rules Review Proposal

CW Memo from NOP released April 2013. TBD

Agenda

• Finalize Agenda

• Review/approve March 12 and 26 notes 

• Thanks for the work that we managed with our leaders on: 

o Public Communication (JT)

o New Member Guide (CW)

• Review of public testimony & discussion doc 

o Material Initiation (JFe)

• PPM review – responsibilities/timing for "division" of review 

• Workplan updates/considerations 

Discussion

• Agenda was approved as is

• March 12 and March 26 notes approved with no changes.

• The Chair thanked the members for their effort prior to and at the spring NOSB meeting
• Public Communications – Since the Board recommended the NOP institute a Public 

Communications forum, JTu will now take the lead, and will discuss possible implementation 

scenarios with a USDA contact. JTu noted that a pilot will be very important to the success of this 

project, and that she will work closely with PDS to review the proposed pilot approach before 

moving forward. A reasonable goal would be to report on the pilot and be able to launch a 

broader roll-out at the next NOSB meeting. 

• Material Initiation proposal. Since there was no industry support, and little public support, the

group discussed whether or not there was a need to continue with this. The NOP asked that if the 

PDS is going to continue with this workplan item, they should submit a proposal indicating the

desired outcomes. JFo and JFe feel it would be procedural and could be appropriate for the PPM 

and not the Materials Subcommittee. 

• PPM review – responsibilities/timing for "division" of review. MA will make the changes that were 

agreed upon and send that version to the group for review by May 3. MA will also compile a list 

of the substantive issues for which the Subcommittee will have to write proposals so the 

workload can be dispersed among members.

• Workplan updates/considerations- The group discussed the COI document and how to move 

forward. The lead reviewer highlighted the differences among the various versions that have been 

proposed by the NOSB and the NOP/Office of Ethics memo. Members discussed including a 

reference to the memo in the PPM, since varying from the procedures outlined in the memo that 

has already been vetted by OGC and the Office of Ethics could create problems. 

Future Scheduled Subcommittee Calls:

April 23, 2013 2:00 pm ET

May 14, 2013 2:00 pm ET

May 28, 2013 2:00 pm ET

June 11, 2013 2:00 pm ET

June 25, 2013 2:00 pm ET

July 9, 2013 2:00 pm ET

July 23, 2013 2:00 pm ET

August 13, 2013 2:00 pm ET

August 27, 2013 2:00 pm ET

September 10, 2013 2:00 pm ET

September 24, 2013 2:00 pm ET

Fall 2013 Milestones Target date

NOP – Complete tentative agenda August 9, 2013

Fall 2013 proposals due to NOP August 27, 2013

NOP - Post proposals, Publish FRN, Open public comment September 3, 2013

Subcommittees submit tentative workplans to NOP

Discuss workplans on ES call

NOP provides written comments on workplans to NOSB

Public comment closes October 1, 2013
NOP - Send compiled public comments to NOSB ~October 7, 2013

Workplans finalized on ES call October 11, 2013

Fall 2013 NOSB Meeting – Louisville, KY October 21-24, 2013
Note: Subcommittee notes may include preliminary discussions regarding substances considered for 

addition to or removal from the National List. They do not represent official NOP policy or regulations. 

Please see the NOP website for official NOP policy, regulations, and status of substances used in organic 

production and handling. 

National Organic Standards Board (NOSB)

Policy Development Subcommittee Meeting Notes 

Wednesday, May 14, 2013 2pm ET 

Attendees: Colehour Bondera (CBo) (Chair), Jay Feldman (JFe), Jennifer Taylor (JT), Calvin Walker (CW) 

(Vice Chair)

Absent: Michelle Arsenault (MA), Nick Maravell (NM), John Foster (JFo)

Staff: Jennifer Tucker (JTu)

Workplan

Project Contact Status Vote Target 

Meeting

Material initiation policy or 

(Substance Annotation/Clean-up)

JFe/JT Group discussed 

readdressing within PPM 

updates process. 

Fall 2013 

Policy and Procedures Manual 

(PPM) Review and Updates

JFo/CBo Proposal Fall 2013

Use of Joint Subcomm or ad hoc 

Subcommittees

TBD

“Decisive/Indecisive” 

determination on NOSB votes –

NOP has proposed that this be 

renamed 

JFe Discussion document; in 

progress. NOP will provide a 

memo to the Board on this 

topic.

TBD

Conflict of Interest and Ethics 

Rules Review Proposal

CW Memo from NOP released 

April 2013. 

TBD

Agenda

• Review/approval of Agenda

• Review/approval of April 23, 2013 Meeting Notes

• Material Initiation update (Jay)

• COI update (Calvin)

• PPM "substantive" updates brainstorm

Discussion

• Review/approval of Agenda – Agenda was approved as is. 

• Review/approval of April 23, 2013 Meeting Notes – Accepted by the group. 

• Material Initiation update (JFe) – On the last call the group discussed the fact that there was not a lot 

of support from industry for this proposal; there was interest from the public interest side to make 

sure that whatever the process is, it needs to be clear and documented. JFe proposed that we may be 

able to use the “NOP-NOSB Collaboration” language in the PPM may serve as a possible template or

model for laying out how the Board initiates materials. JFe also noted that there is already language in 

the PPM about how Board members can raise issues in representing the organic community’s 

perspectives during the workplan process, based on external communication. The existing authority 
and spirit of the Material Initiation proposal is already in the PPM and may simply need to be 

amplified during the PPM update process (Section 8, page 33). 

• COI Update (CW) – CW was delayed in joining the call, so this topic was deferred. 

• PPM "substantive" updates brainstorm – CBo noted that it was appropriate that JFo is leading this 

effort given his role as Vice Chair – that his role is consistent with driving this project. CBo reminded 

the group that past practice has been that all changes to the PPM are disclosed to the public and 

voted upon, even those that some may consider non-substantive. 

o The key challenge at this point is to determine how to proceed through the sections given the 

volume of edits that have been proposed to date. Are there areas of the PPM that need 

particular review or updates that people are interested in leading? (Examples: Material 

initiation, Conflict of Interest) Are there brand new areas that need to be added? 

o JT noted that she would like to see the introductory material about the Board and its 

functions remain there and the same – people need that context and foundation and it should 

not go away or replaced with simplified bullets (e.g., fiduciary responsibilities). 

o JFe noted that there is a lot of history in this document, and the editing process needs to be 

done in a way that does not lose that richness of historical context. The best example is in the 

rewrites of the Advisory Board Specialist – there may be a difference in how the role is being 

implemented now, versus what the Board’s intention may have been for the position in the 

past. JFe noted that as you go through the document, there is a very fine line between 

clerical and substantive – a clerical change may erase historical context. 

o The group continued to discuss the Advisory Board Specialist’s role as an example of the kinds 

of changes that are being considered in these edits. JTu noted that it is important to balance 

practice with concept – the person in that role plays a critical role as a liaison between the 

Board and the program, but it can also be very difficult to serve two masters. The group 

discussed this a bit further. 

o CW noted that the PPM has always been seen as a “Bible,” and it may be difficult for the 

Board to feel comfortable voting positively on a document that has been too significantly 

changed – may want to think about how the rest of the Board would respond to a significantly 

modified document. He does agree with changing the location of content if it helps the 

document flow better, and agreed with making simple typographic changes. 

o CBo returned the group to the question of owners for different topics in the PPM. JFe noted 

the importance of updating certain sections, such as annotations as sunset. This is addressed 

in the PPM, but doesn’t address the mechanics of how this is achieved. Classification of 

materials is another example, as the policy is a little different than what the program has 

developed. The Board and program need to continue to communicate to determine how to 

proceed when the Board and program have different views on policies – e.g., if the program 

issues a policy that appears to conflict with the existing PPM.

Future Scheduled Subcommittee Calls:

May 14, 2013 2:00 pm ET

May 28, 2013 2:00 pm ET

June 11, 2013 2:00 pm ET

June 25, 2013 2:00 pm ET

July 9, 2013 2:00 pm ET

July 23, 2013 2:00 pm ET

August 13, 2013 2:00 pm ET

August 27, 2013 2:00 pm ET

September 10, 2013 2:00 pm ET
September 24, 2013 2:00 pm ET

Fall 2013 Milestones Target date

NOP – Complete tentative agenda August 9, 2013

Fall 2013 proposals due to NOP August 27, 2013

NOP - Post proposals, Publish FRN, Open public comment September 3, 2013

Subcommittees submit tentative workplans to NOP

Discuss workplans on ES call

NOP provides written comments on workplans to NOSB

Public comment closes October 1, 2013

NOP - Send compiled public comments to NOSB ~October 7, 2013

Workplans finalized on ES call October 11, 2013

Fall 2013 NOSB Meeting – Louisville, KY October 21-24, 2013
Note: Subcommittee notes may include preliminary discussions regarding substances considered for 

addition to or removal from the National List. They do not represent official NOP policy or regulations. 

Please see the NOP website for official NOP policy, regulations, and status of substances used in organic 

production and handling. 

National Organic Standards Board (NOSB)

Policy Development Subcommittee Meeting Notes 

Wednesday, May 28, 2013 2pm ET 

Attendees: Colehour Bondera (CBo) (Chair), John Foster (JFo) (Vice Chair), Jay Feldman (JFe), Jennifer 

Taylor (JT), Calvin Walker (CW), Mac Stone (MS) - sitting in

Absent: Nick Maravell (NM)

Staff: Jennifer Tucker (JTu), Michelle Arsenault (MA)

Workplan

Project Contact Status Vote Target 

Meeting

Material initiation policy or 

(Substance Annotation/Clean-up)

JFe/JT May become integrated 

within PPM edits. 

Fall 2013 

Policy and Procedures Manual 

(PPM) Review and Updates

JFo/CBo Proposal Fall 2013

Use of Joint Subcomm or ad hoc 

Subcommittees

TBD

“Decisive/Indecisive” 

determination on NOSB votes –

NOP has proposed that this be 

renamed 

JFe Discussion document; in 

progress. NOP will provide a 

memo to the Board on this 

topic.

TBD

Conflict of Interest and Ethics 

Rules Review Proposal

CW Memo from NOP released 

April 2013. 

TBD

Agenda

• Finalize Agenda 

• Review/approval of May 14, 2013 Meeting Notes

• Review/Status of COI

• "Administrative" updates to PPM

• Next round of PPM updates – define and assign (including call schedules and work planning)

Discussion

• Review/approval of Agenda - Agenda was approved as is. 

• Review/approval of May 14, 2013 Meeting Notes - Notes were approved as is

• Review/Status of Conflict of Interest (COI) - The group discussed how to move forward with the COI 

project now that the NOP released its memo with guidelines from the USDA Ethics Office. CW, who 

shepherded the previous COI proposal, suggested writing a new proposal incorporating aspects of 

both (the memo and previous proposal), as members felt that both documents have their merits. As 

for the NOP memo, the group discussed putting it forth for public comment and based on the 

outcome, including it in the PPM. The NOP discouraged this approach, as the memo is USDA/NOP 

policy; and public comment has already been received and considered on this matter through the 

previous proposals. The NOP noted that there are and will be occasional policy changes to the PPM 

that do not require voting or public comment because they are defined by entities outside the Board. 
For example, the PPM includes the policy that the Board holds two meetings a year. While this is in 

the PPM, this policy is prescribed in the Board charter, and therefore is not subject to the voting

process. JFo offered the following options: The PDS could move to adopt the NOP COI memo as an 

appendix, the PDS could present a new proposal, or the NOP could clarify the portions of the NOP COI

memo that the NOSB is not comfortable with. A member asked if two of the scenarios (adoption of 

the NOP memo and request for clarification) could be combined into one proposal. The NOP 

suggested separating the two, so that the program can answer any questions ahead of time to 

prevent unnecessary work. The NOP reiterated a point one of the Board members made earlier: it is 

inherently difficult to write a prescribed business process for something that is situational like COI. 

• "Administrative" updates to PPM (JFo). There are several policies and procedures in the PPM that 

need to be updated: Confidential Business Information (CBI), board meeting process, transition 

procedure for Chairs, Vice Chairs and members, workplan development and approval procedure, 

materials review procedure, and submission process for recommendations to NOP. There is also a list 

of miscellaneous items that need to be addressed including Advisory Board Specialist (ABS) job duties, 

election of officers and why two consecutive terms are not recommended, the use of the terms Chair 

and Vice Chair as opposed to Co-chairs, task force appointments, procedures for completing 

Subcommittee proposals, and Section VII-misc procedures, which contains various comments that 

may need to be addressed. JFo delineated the policies from the procedures and noted that the 

challenge lies in the fact that this distinction hasn’t been made until now, even though policies and 

procedures are typically not combined in one document as they are in the PPM. JFo proposed a path 

forward for the group and suggested that members volunteer to tackle individual items and that the 

miscellaneous items are addressed as a single project. The Chair asked if the group had any additional 

items. He added that the subject area of Material Initiation Policy be added as a workplan project, and 

also the NOP-NOSB collaboration procedures (Section V). JFo asked that CBo clarify the aspects of the

NOP-NOSB collaboration section that need updating. A member asked about the sunset review 

process which the NOP is currently proposing to update, and a member added that this probably falls 

under the materials review section. Another member asked about the annotation section, which the 

group felt was appropriate for addition to the PPM. The members asked that the NOP provide them 

with better guidance on completing the recommendations so they are more uniform. The Chair asked 

that members identify topics they might like to work on and email him so they can be parsed out on 

the next call. 

• The meeting was adjourned

Future Scheduled Subcommittee Calls:

May 28, 2013 2:00 pm ET

June 11, 2013 2:00 pm ET

June 25, 2013 2:00 pm ET

July 9, 2013 2:00 pm ET

July 23, 2013 2:00 pm ET

August 13, 2013 2:00 pm ET

August 27, 2013 2:00 pm ET

September 10, 2013 2:00 pm ET

September 24, 2013 2:00 pm ET

Fall 2013 Milestones Target date

NOP – Complete tentative agenda August 9, 2013
Fall 2013 proposals due to NOP August 27, 2013

NOP - Post proposals, Publish FRN, Open public comment September 3, 2013

Subcommittees submit tentative workplans to NOP

Discuss workplans on ES call

NOP provides written comments on workplans to NOSB

Public comment closes October 1, 2013

NOP - Send compiled public comments to NOSB ~October 7, 2013

Workplans finalized on ES call October 11, 2013

Fall 2013 NOSB Meeting – Louisville, KY October 21-24, 2013
Note: Subcommittee notes may include preliminary discussions regarding substances considered for 

addition to or removal from the National List. They do not represent official NOP policy or regulations. 

Please see the NOP website for official NOP policy, regulations, and status of substances used in organic 

production and handling. 

National Organic Standards Board (NOSB)

Policy Development Subcommittee Meeting Notes 

Wednesday, June 11, 2013 2pm ET 

Attendees: Colehour Bondera (CBo) (Chair), John Foster (JFo) Jay Feldman (JFe), Calvin Walker (CW) (Vice 

Chair), Jennifer Taylor (JT)

Absent: Nick Maravell (NM)

Staff: Jennifer Tucker (JTu), Michelle Arsenault (MA)

Workplan

Project Contact Status Vote Target 

Meeting

Policy and Procedures Manual 

(PPM) Review and Updates

CW COI Fall 2013

TF CBI- Working on this within the Materials 

Subcomm

Fall 2013

JFo? Board Meeting process-not assigned-JFo? TBD

CBo Section V: Transition of Subcomm Chairs, 

VCs and members/NOSB-NOP 

collaboration

Fall 2013

JT/NM Work Plans TBD

JFo Material Review Procedure TBD

JFe/JT Material Initiation - was listed as a separate 

workplan item 

TBD

NM/(JFo) Recommendation submission procedure TBD

JFo Misc changes Fall 2013

Use of Joint or ad hoc 

Subcommittees

? TBD

“Decisive/Indecisive” 

determination on NOSB votes 

– NOP has proposed that this 

be renamed 

JFe Discussion document; in progress. NOP will 

provide a memo to the Board on this topic.

TBD

Agenda

• Approve Agenda

• Approve meeting notes from May 28, 2013

• Administrative updates to PPM 

• COI (CW)
• PPM topic chart division/leads/timing (All)

• Other business 

Discussion

• Review/approval of Agenda - Agenda was accepted as is

• Review/approval of May 28, 2013 meeting notes - Notes were approved with no changes

• Administrative updates to PPM – The members discussed the various administrative updates that 

were made to the PPM and will review examples that were distributed and provide feedback. JFo

asked that the group consider accepting all the administrative changes as presented and identify any 

specific issues that they would like to discuss further. 

• Review/Status of Conflict of Interest (COI) – CW circulated a preliminary document to the group and 

asked for feedback. The Vice Chair suggested that it would be wise to insert the NOP COI memo in the 

appendix of the PPM as a reference. The group discussed the possibility of developing its own 

statement on COI that does not conflict with NOP’s, but that shares the Board’s perspective, if 

consensus on that can be reached. CW will speak with JFe and together they may write some new

language to propose to the group. 

• PPM topic chart division/leads/timing. Members volunteered to review various PPM sections/topics 

identified as needing revision. Details for each of these items were added to table above. 

1. COI-CW

2. CBI-TF is working on this within the Materials Subcommittee and it does not need to be a 

separate item within the PDS. Once the document is completed and approved, it will be 

incorporated as part of the PPM 

3. Board Meeting process-align with current process-not assigned

4. Transition of Subcommittees Chairs, Vice Chairs and members Procedures, and NOSB-NOP 

collaboration (Section V) - CBo

5. Work Plans (Section V or VI or VIII?) –JT and NM-volunteered in absentia

6. Material Review Procedure (Section VIII +)-JFo

a. Material Initiation-JFe [listed as a separate workplan item in the table above, but will 

incorporate it into the PPM updates]

7. Recommendation submission procedure - not assigned

8. Miscellaneous changes [Section III- ABS job duties, Section III-Election of Officers: why aren’t 2 

consecutive terms recommended?, Section IV- Co chairs vs Chair and Vice, Section IV- Task force 

appointments, Section V – Procedures for completing Subcommittee proposals, and Section VII –

Misc procedures]-JFo

• Other business – no other business was noted

• Meeting was adjourned

Future Scheduled Subcommittee Calls:

June 25, 2013 2:00 pm ET

July 9, 2013 2:00 pm ET

July 23, 2013 2:00 pm ET

August 13, 2013 2:00 pm ET

August 27, 2013 2:00 pm ET

September 10, 2013 2:00 pm ET
September 24, 2013 2:00 pm ET

Fall 2013 Milestones Target date

NOP – Complete tentative agenda August 9, 2013

Fall 2013 proposals due to NOP August 27, 2013

NOP - Post proposals, Publish FRN, Open public comment September 3, 2013

Subcommittees submit tentative workplans to NOP

Discuss workplans on ES call

NOP provides written comments on workplans to NOSB

Public comment closes October 1, 2013

NOP - Send compiled public comments to NOSB ~October 7, 2013

Workplans finalized on ES call October 11, 2013

Fall 2013 NOSB Meeting – Louisville, KY October 21-24, 2013
Note: Subcommittee notes may include preliminary discussions regarding substances considered for 

addition to or removal from the National List. They do not represent official NOP policy or regulations. 

Please see the NOP website for official NOP policy, regulations, and status of substances used in organic 

production and handling. 

National Organic Standards Board (NOSB)

Policy Development Subcommittee Meeting Notes 

Wednesday, June 25, 2013 2pm ET 

Attendees: Colehour Bondera (CBo) (Chair), John Foster (JFo) (Vice Chair), Jay Feldman (JFe), Calvin 

Walker (CW), Jennifer Taylor (JT)

Absent: Nick Maravell (NM)

Staff: Miles McEvoy (MM), Michelle Arsenault (MA)

Workplan

Project Contact Status Vote Target 

Meeting

Policy and Procedures Manual 

(PPM) Review and Updates

CW COI Fall 2013

TF CBI- Working on this within the Materials 

Subcomm

NA

JFo? Board Meeting process-not assigned-JFo? TBD

CBo Section V: Transition of Subcomm Chairs, 

VCs and members/NOSB-NOP 

collaboration

Fall 2013

JT/NM Work Plans TBD

JFo Material Review Procedure TBD

JFe/JT Material Initiation TBD

NM/(JFo) Recommendation submission procedure TBD

JFo Misc changes Fall 2013

Use of Joint or ad hoc 

Subcommittees

? TBD

“Decisive/Indecisive” 

determination on NOSB votes 

– NOP has proposed that this 

be renamed 

JFe Discussion document; in progress. NOP will 

provide a memo to the Board on this topic.

TBD

Agenda

• Approve Agenda

• Approve meeting notes from June 11, 2013

• Review PDS Workplan (in Notes)

• PPM Administrative updates (MA)
• PPM misc. changes (JFo), Workplan (JT), Section V- Transition of Subcomm Chairs, VCs and 

members/NOSB-NOP collaboration-CBo (CBo), COI (CW)

Discussion

• Review/approval of Agenda – Agenda approved with the addition of the Sunset Guidance comments

• Review/approval of June 11, 2013 meeting notes – Notes not approved yet. MA will circulate an 

edited version and the group will review them next time. 

• Review PDS Workplan: Members discussed the workplan items, assigned leaders (reflected in above 

table), and discussed the timeline for the completion of proposals.

o Section V: Transition of Subcomm Chairs, VCs and members/NOSB-NOP collaboration: CBo

will prepare a discussion document for the next meeting; 

o Material Review Procedure: JFo) noted that the Material Review procedure is distinct from 

the Material Initiation Procedure; 

o Material Initiation (JFe/JT) – incorporated into PPM updates in the table above. JFe indicated 

that there didn’t seem to be a high degree of interest in this topic and there was not much 

support from the public so for now they will suspend work on it, and perhaps the NOP will

make it part of the petition revision process.

o Recommendation submission procedure- NM is the lead, but it is uncertain whether or not 

this will be done for the fall;

o Misc changes (JFo) - will be completed and presented as a group of items for fall meeting

• PPM Administrative Updates – The group discussed the administrative changes made thus far and 

agreed that they could accept the changes wholesale and move forward with the proposals.

Vote:

Motion to accept the edits to the PPM as presented in the May 12 version

Motion by: JFo

Seconded by: CW

Additional discussion: JFe asked about changes to the ABS job duties and it was noted that those 

changes were made on the next iteration of the document and not the May 12 version.

 Yes: 5 No: 0 Abstain: 0 Absent: 1 Recuse: 0

• PPM misc. changes - The group reviewed two changes that were made to the PPM; the ABS job duties 

description and the language about members serving more than one term in an officer position; and 

accepted them as presented. The Subcommittee will vote on these miscellaneous changes as a block 

when they are all complete. 

• The chair asked that JT email information about Workplans and that CW send any COI information to 

the members prior to the next call for review. 

• The meeting was adjourned

Future Scheduled Subcommittee Calls:

June 25, 2013 2:00 pm ET

July 9, 2013 2:00 pm ET

July 23, 2013 2:00 pm ET

August 13, 2013 2:00 pm ET

August 27, 2013 2:00 pm ET

September 10, 2013 2:00 pm ET
September 24, 2013 2:00 pm ET

Fall 2013 Milestones Target date

NOP – Complete tentative agenda August 9, 2013

Fall 2013 proposals due to NOP August 27, 2013

NOP - Post proposals, Publish FRN, Open public comment September 3, 2013

Subcommittees submit tentative workplans to NOP

Discuss workplans on ES call

NOP provides written comments on workplans to NOSB

Public comment closes October 1, 2013

NOP - Send compiled public comments to NOSB ~October 7, 2013

Workplans finalized on ES call October 11, 2013

Fall 2013 NOSB Meeting – Louisville, KY October 21-24, 2013
Note: Subcommittee notes may include preliminary discussions regarding substances considered for 

addition to or removal from the National List. They do not represent official NOP policy or regulations. 

Please see the NOP website for official NOP policy, regulations, and status of substances used in organic 

production and handling. 

National Organic Standards Board (NOSB)

Policy Development Subcommittee Meeting Notes 

Wednesday, July 9, 2013 2pm ET 

Attendees: Colehour Bondera (CBo) (Chair), John Foster (JFo) (Vice Chair), Jay Feldman (JFe), Calvin 

Walker (CW), Mac Stone (MS) - Sitting in

Absent: Jennifer Taylor (JT), Nick Maravell (NM)

Staff: Jenny Tucker (JT), Michelle Arsenault (MA)

Workplan

Project Contact Status Vote Target 

Meeting

Policy and Procedures Manual 

(PPM) Review and UpdatesAdmin updates

JFo 06 25 13 Fall 2013

PPM - COI CW Fall 2013

PPM - CBI TF Materials Subcomm proposal NA

PPM - Board Meeting process JFo? Not assigned TBD

PPM - Transition of Subcomm 

Chairs, VCs and members, & 

NOSB-NOP collaboration

CBo Fall 2013

PPM - Work Plans JT/NM TBD

PPM - Material Review 

Procedure

JFo TBD

PPM - Material Initiation JFe/JT TBD

PPM - Recommendation 

submission procedure

NM/(JFo) TBD

PPM - Misc changes JFo Fall 2013

Use of Joint or ad hoc 

Subcommittees

? TBD

“Decisive/Indecisive” 

determination on NOSB votes 

– NOP has proposed that this 

be renamed 

JFe Discussion document; in progress. NOP will 

provide a memo to the Board on this topic.

TBD

Agenda

• Approve Agenda
• PPM updates

• Approve/Finalize Agenda 

• Approve meeting notes from June 11, and June 25, 2013

• Sunset guidance (JFe)

• PPM - Misc. changes (JFo)

• PPM - Work Plans (JT)

• PPM - Transition of Subcomm Chairs, VCs and members, & NOSB-NOP collaboration (CBo)

• PPM - COI (CW)

Discussion

• Review/approval of Agenda - The agenda was approved as is

• Review/approval of June 11, 2013 meeting notes. Notes were revised at last meeting and were 

accepted as is.

• Review/approval of June 25, 2013 meeting notes. Approved with minor revisions made prior to the 

call. 

• Sunset guidance (JFe) – The Subcommittee is not clear about how to proceed with regard to the 

materials the NOP shared about modifying the Sunset review process. The NOP indicated that the 

program is interested in the NOSBs informal feedback about this, but that if the Subcommittee wants 

to work on it as a Discussion Document, the Executive Subcommittee would first need to approve it 

for addition to the workplan. Members feel that any amendments to NOSB procedures should be 

developed collaboratively and must be vetted through the Subcommittee, Board and public. A 

member noted that there appears to be a departure from the collaborative process with regard to 

changing Board policies and the intended discussion document was a way to begin those 

conversations. Opinions about this were mixed; one member noted that his preference would be to 

wait until any NOP policy is released and respond then, while another member added that it would be 

advantageous for the NOSB to weigh in prior to the release of anything. With regard to the Sunset 

process, the member felt that it would have been useful to have a group conversation so the NOSB 

could have provided input. The NOP indicated that both the NOP and NOSB have responsibilities 

under OFPA, and that some NOP policies are independent of NOSB procedures. A member felt that 

the sunset process was initially built collaboratively and they would like to have further discussions 

about this before it is implemented. The Chair noted that the topic will be revisited on the Executive

call on Friday. 

• PPM - CBI will be removed from the PDS workplan table as this is being worked on in Materials 

Subcommittee. 

• PPM - Work Plans (JT) - JT was unable to join the call due to technical difficulties so the larger 

discussion of this topic was postponed until the next call. There were two items in the draft document 

that the Chair noted and would like to discuss further. The current process is use for developing 

Workplans is not reflected in the PPM. The process has changed but did not change based on Board 

deliberation. Instead, it evolved spontaneously. A member noted that the PPM should align with our 

current practice, no matter which part gets revised. He also noted that many of the current changes 

seem to be predicated on the practices of past Boards, who seemed to have less oversight by the 

NOP, and that perhaps having more NOP involvement is warranted. Three participants emphasized 

that the NOP be direct about changes and reasons for changes, and work collaboratively with the 

NOSB. 

• PPM - Transition of Subcomm Chairs, VCs and members, & NOSB-NOP collaboration (CBo) –

postponed due to time constraints. 
• PPM - COI (CW) - CW circulated two draft documents that contained language about Conflicts of 

Interest (COI). The Chair asked the members to send any comments via email. 

Future Scheduled Subcommittee Calls:

July 9, 2013 2:00 pm ET

July 23, 2013 2:00 pm ET

PPM - Work Plans (JT)

PPM - Transition of Subcomm Chairs, VCs and members, & NOSB-NOP collaboration (CBo)

 PPM - COI (CW)

August 13, 2013 2:00 pm ET

PPM - Misc. changes (JFo)

August 27, 2013 2:00 pm ET

September 10, 2013 2:00 pm ET

September 24, 2013 2:00 pm ET

Fall 2013 Milestones Target date

NOP – Complete tentative agenda August 9, 2013

Fall 2013 proposals due to NOP August 27, 2013

NOP - Post proposals, Publish FRN, Open public comment September 3, 2013

Subcommittees submit tentative workplans to NOP

Discuss workplans on ES call

NOP provides written comments on workplans to NOSB

Public comment closes October 1, 2013

NOP - Send compiled public comments to NOSB ~October 7, 2013

Workplans finalized on ES call October 11, 2013

Fall 2013 NOSB Meeting – Louisville, KY October 21-24, 2013
Note: Subcommittee notes may include preliminary discussions regarding substances considered for 

addition to or removal from the National List. They do not represent official NOP policy or regulations. 

Please see the NOP website for official NOP policy, regulations, and status of substances used in organic 

production and handling. 

National Organic Standards Board (NOSB)

Policy Development Subcommittee Meeting Notes 

Wednesday, July 23, 2013 2pm ET 

Attendees: Colehour Bondera (CBo) (Chair), John Foster (JFo) (Vice Chair), Calvin Walker (CW), Jennifer 

Taylor (JT), Nick Maravell (NM)

Absent: Jay Feldman (JFe)

Staff: Jenny Tucker (JT), Michelle Arsenault (MA)

Workplan

Project Contact Status Vote Target 

Meeting

Policy and Procedures Manual 

(PPM) Review and UpdatesAdmin updates

JFo 06 25 13 Fall 2013

PPM - COI CW Fall 2013

PPM - Transition of Subcomm 

Chairs, VCs and members, & 

NOSB-NOP collaboration

CBo Fall 2013

PPM - Misc changes JFo Fall 2013

PPM - Board Meeting process JFo? Not assigned TBD

PPM - Work Plans JT/NM TBD

PPM - Material Review 

Procedure

JFo Material’s Subcommittee is working on this 

section and it will be removed from the PDS 

workplan.

TBD

PPM - Material Initiation JFe/JT TBD

PPM - Recommendation 

submission procedure

NM/(JFo) TBD

Use of joint or ad hoc 

Subcommittees

? TBD

“Decisive/Indecisive” 

determination on NOSB votes 

– NOP has proposed that this 

be renamed 

JFe Discussion document; in progress. NOP will 

provide a memo to the Board on this topic.

TBD

Agenda

• Approve agenda

• Approve meeting notes from July 9, 2013
• COI - CW

• Work Plans – JT/NM

• Transitions & Collaboration - CBo

Discussion

• Approve agenda. The agenda was approved as is.

• Approve meeting notes from July 9, 2013. Notes were approved with no changes.

• COI (CW). The group discussed the various options for the COI discussion doc which includes the 

following: Option 1: Add NOP’s memo entitled, “Conflict of Interest Guidelines” to the PPM appendix 

and reference in the text of the PPM under COI; Option 2: Replace existing PPM language on COI with 

NOP’s language on COI from memo entitled, “Conflict of Interest Guidelines; or Option 3: Use the 

language suggested for the recommendations numbered 1-12 in the draft document. The NOP 

indicated that some of the text regarding voluntary disclosure conflicts with the language in the NOP 

memo (e.g., notifying the Board Chair should be voluntary and not mandatory). The group discussed 

various components in the Option 3 recommendations surrounding disclosure of interests. The NOP 

feels it is responsible for protecting the privacy of the Board members by not requiring anyone to 

disclose specifics about possible conflicts of interests. Instead, discussions would be had between that 

member and the NOP about the extent of their participation in discussions, and/or the need to recuse 

themself from the vote. Several members supported placing the NOP memo in the PPM appendix, 

and if the Board has specific issues with any of the pieces in the memo, include only those items in the 

body of the PPM that the Board does not find satisfying. The group also discussed the use of the term 

“Conflict-of-Interest” when it seems that a better term would be “Disclosure-of-Interest”. The two 

main issues revolve around when to disclose to whom, and the broadening of the definition of what 

constitutes a conflict. JTu will review the 12 recommendations in the draft proposal to see which ones

align with the NOP memo, in an effort to shorten the list. A member recommended separating Option 

1 from Option 3 as stand-alone recommendations, so we can move forward with one if the other one 

does not pass the full Board. The Chair asked that the members provide feedback to CW to 

incorporate into the next draft, so they can discuss it on the next call. 

• The NOP updated the group about a request for author information on technical advisory panels

(TAPS)/Technical reports (TRs). In the past TAPS were contracted directly with a person, but currently 

we are using TRs, for which the NOP contracts with companies. While the NOP can request that the 

contractor include names of specific authors, there are risks to this. In the past, some public 

comments and website postings have publically condemned specific Technical Report writers (when 

names were available), and the firms that the NOP contracts with. If authors feel they will be unfairly 

represented on the web, they may choose not to work on future reports. This could constrain the 

availability of highly qualified people to do the work because they do not want to open themselves to 

what many would consider unfair attacks. The NOP asked that the Board to consider this when 

thinking about this issue.

Additional Post-call Clarification about conflicts of interest with contractors: All Federal contracts, 

including those issued by USDA/NOP to our Technical Report contractors and consultants, are 

governed by the Federal Acquisition Regulations (FAR). The FAR includes a "Subpart 3.11-Preventing 

Personal Conflicts of Interest for Contractor Employees Performing Acquisition Functions." This 

requires contractors to identify and prevent personal conflicts of interest for their covered employees. 
"Personal conflict of interest" means a situation in which a covered employee has a financial interest, 

personal activity, or relationship that could impair the employee's ability to act impartially and in the 

best interest of the Government when performing under the contract. 

Future Scheduled Subcommittee Calls:

July 23, 2013 2:00 pm ET

PPM - Work Plans (JT)

PPM - Transition of Subcomm Chairs, VCs and members, & NOSB-NOP collaboration (CBo)

 PPM - COI (CW)

August 13, 2013 2:00 pm ET

PPM - COI (CW) – Discuss proposal/vote(?)

PPM - Work Plans (JT) – Discuss draft proposal

PPM - Transition of Subcomm Chairs, etc, & NOSB-NOP collaboration (CBo) – Discuss draft 

proposal

 PPM - Misc. changes (JFo)

August 27, 2013 2:00 pm ET

September 10, 2013 2:00 pm ET

September 24, 2013 2:00 pm ET

Fall 2013 Milestones Target date

NOP – Complete tentative agenda August 9, 2013

Fall 2013 proposals due to NOP August 27, 2013

NOP - Post proposals, Publish FRN, Open public comment September 3, 2013

Subcommittees submit tentative workplans to NOP September 11, 2013

Discuss workplans on ES call September 13, 2013

NOP provides written comments on workplans to NOSB September 23, 2013

Public comment closes October 1, 2013

NOP - Send compiled public comments to NOSB ~October 7, 2013

Workplans finalized on ES call October 11, 2013

Fall 2013 NOSB Meeting – Louisville, KY October 22-24, 2013
Note: Subcommittee notes may include preliminary discussions regarding substances considered for 

addition to or removal from the National List. They do not represent official NOP policy or regulations. 

Please see the NOP website for official NOP policy, regulations, and status of substances used in organic 

production and handling. 

National Organic Standards Board (NOSB)

Policy Development Subcommittee Meeting Notes 

Wednesday, August 13, 2013 2pm ET 

Attendees: Colehour Bondera (CBo) (Chair), John Foster (JFo) (Vice Chair), Jay Feldman (JFe), Jennifer 

Taylor (JT), Calvin Walker (CW), Mac Stone-sitting in

Absent: Nick Maravell (NM)

Staff: Jenny Tucker (JT), Michelle Arsenault (MA)

Workplan

Project Contact Status Vote Target 

Meeting

Policy and Procedures Manual 

(PPM) Review and UpdatesAdmin updates

JFo 06 25 13

Revote 08 

13 13

Fall 2013

PPM – COI CW Fall 2013

PPM - Transition of Subcomm 

Chairs, VCs and members, & 

NOSB-NOP collaboration

CBo Spring 

2014

PPM - Misc changes JFo 08 13 13 Fall 2013

PPM - Board Meeting process JFo? Not assigned TBD

PPM - Work Plans JT/NM TBD

PPM - Material Review 

Procedure

JFo Material’s Subcommittee is working on this 

section and it will be removed from the PDS 

workplan.

TBD

PPM - Material Initiation JFe/JT TBD

PPM - Recommendation 

submission procedure

NM/(JFo) Would propose rolling this into the admin 

updates.

Spring 

2014

Use of joint or ad hoc 

Subcommittees

? TBD

“Decisive/Indecisive” 

determination on NOSB votes 

– NOP has proposed that this 

be renamed 

JFe Discussion document; in progress. NOP will 

provide a memo to the Board on this topic.

TBD

Agenda

• Approve agenda

• Approve meeting notes from July 23, 2013
• Discuss/vote PPM - COI - CW

• Discuss/vote PPM-admin updates (JFo)

• Discuss/vote PPM-misc updates (JFo)

Discussion

• The agenda was approved as is.

• Meeting notes from July 23, 2013 were approved with no changes.

• Discuss/vote PPM - Administrative Updates (JFo). Members discussed the various administrative

changes to the PPM. The Subcommittee is being asked to revote on this item; the only change from 

the previous version is that the NOP COI memo has been removed from the appendix. 

Vote on PPM-Administrative updates

Motion to accept the revised PPM - administrative updates, as presented on the call August 

13, 2013: 

Motion by: JFo

Seconded by: JFe

Discussion: no further discussion

Yes: 4 No: 1 Abstain: Absent: 1 Recuse: 0 The document will be forwarded via email to 

the three members (NM, CW, and JT) who were either absent or had to leave the call, so they 

may vote. NOTE: CW - Y (Aug 18 via email), JT-N (August 21 via email), 

• Discuss/vote PPM - Miscellaneous Updates (JFo)

Members discussed the various miscellaneous changes to the PPM that were circulated to the 

Subcommittee prior to the call. These changes were a bit more substantive than the basic

administrative changes, and therefore were listed individually in the proposal. A member wanted to 

confirm that the changes being made are an effort to align the PPM to current NOSB practices and

have been considered carefully and thoughtfully, rather than added simply because the procedures 

had evolved. . In other words, the PPM shouldn’t just capture habits, but choices. The lead reviewer 

confirmed that the additions and changes were constructed deliberately and with much thought. 

ABS Note: The Chair asked that the following language be added to the notes: Prior to voting, it was 

agreed that all of the changes considered would be clearly listed and shown within the proposal 

itself. This was asked, discussed and agreed to (by committee members before I called the vote.)

Vote on PPM - Miscellaneous updates

Motion to accept the miscellaneous amendments to the PPM as presented on the call August 

13, 2013: 

Motion by: JFo

Seconded by: CW

Discussion: no additional discussion

Yes: 4 No: 1 Abstain: Absent: 1 Recuse: 0 The document will be forwarded via email to 

the two members (NM, and JT) who were either absent or had to leave the call, so they may 

vote. NOTE: JT-N (August 21 via email)

• Conflict of Interest (COI) (CW). JTu will send an email to the PDS after the call with responses to JFe’s 

question about the legal basis for the NOP COI memo, and comments about JFe’s most recent 

proposal redlines that conflict with the NOP memo. JFe noted that he thought it was important that 
where possible, everything in the PPM have a statutory foundation, so people can trace them to the 

sources of the policies. 

Future Scheduled Subcommittee Calls:

August 13, 2013 2:00 pm ET

PPM - COI (CW) – Discuss proposal/vote(?)

 PPM - Misc. changes (JFo) –vote

PPM – Admin changes (JFo) -vote

August 27, 2013 2:00 pm ET

PPM - COI (CW) – Discuss final proposal/vote

September 10, 2013 2:00 pm ET

September 24, 2013 2:00 pm ET

Fall 2013 Milestones Target date

NOP – Complete tentative agenda August 9, 2013

Fall 2013 proposals due to NOP August 27, 2013

NOP - Post proposals, Publish FRN, Open public comment September 3, 2013

Subcommittees submit tentative workplans to NOP September 11, 2013

Discuss workplans on ES call September 13, 2013

NOP provides written comments on workplans to NOSB September 23, 2013

Public comment closes October 1, 2013

NOP - Send compiled public comments to NOSB ~October 7, 2013

Workplans finalized on ES call October 11, 2013

Fall 2013 NOSB Meeting – Louisville, KY October 22-24, 2013
Note: Subcommittee notes may include preliminary discussions regarding substances considered for 

addition to or removal from the National List. They do not represent official NOP policy or regulations. 

Please see the NOP website for official NOP policy, regulations, and status of substances used in organic 

production and handling. 

National Organic Standards Board (NOSB)

Policy Development Subcommittee Meeting Notes 

Tuesday, August 27, 2013 2pm ET 

Attendees: Colehour Bondera (CBo) (Chair), Jay Feldman (JFe), Calvin Walker (CW), Nick Maravell (NM), 

Mac Stone-sitting in

Absent: John Foster (JFo) (Vice Chair), Jennifer Taylor (JT)

Staff: Jenny Tucker (JT), Michelle Arsenault (MA)

Workplan

Project Contact Status Vote Target 

Meeting

Policy and Procedures Manual 

(PPM) Review and UpdatesAdmin updates

JFo 06 25 13

Revote 08 

13 13

Fall 2013

PPM – COI CW 08 27 13 Fall 2013

PPM - Transition of Subcomm 

Chairs, VCs and members, & 

NOSB-NOP collaboration

CBo Spring 

2014

PPM - Misc changes JFo 08 13 13 Fall 2013

PPM - Board Meeting process JFo? Not assigned TBD

PPM - Work Plans JT/NM TBD

PPM - Material Review 

Procedure

JFo Material’s Subcommittee is working on this 

section and it will be removed from the PDS 

workplan.

TBD

PPM - Material Initiation JFe/JT TBD

PPM - Recommendation 

submission procedure

NM/(JFo) Would propose rolling this into the admin 

updates.

Fall 2013

Use of joint or ad hoc 

Subcommittees

? TBD

“Decisive/Indecisive” 

determination on NOSB votes 

– NOP has proposed that this 

be renamed 

JFe Discussion document; in progress. NOP will

provide a memo to the Board on this topic.

TBD

Agenda

• Approve agenda

• Approve meeting notes from August 13, 2013

• Discuss/vote on PPM - COI (CW)
Discussion

• The agenda was approved as is. 

• Meeting notes from August 13, 2013 were approved with minor changes the Chair suggested prior to 

the call. 

Conflict of Interest (COI) - CW. Members discussed three options included in the proposal, which was 

circulated prior to the meeting. One member expressed concern via email about the definition of COI, 

which he felt did not align with the definition included in the USDA Ethics Office memo. A member 

suggested adding some specific language describing the various options that the Subcommittee 

considered but did not choose, along with a reference to the NOP memo in the appendix. He also 

indicated his preference for Option 1. Another member expressed his view that the Board has always 

managed well with the existing policy, and does not understand why we need to change it. With that, 

he indicated his preference for Option 1. Another member submitted via email his support for Option 

1 Recommendation 1 only (now Option 3). The NOP prefers the simplicity of Option 3 but would also 

support Option 2 as it does not conflict with the Ethics memo. Members discussed the language about 

household vs. family members (under entities) and will add some minor edits to clarify. The majority 

of those in attendance preferred Option 1; the NOP would not allow this option to proceed, because 

it is inconsistent with the NOP policy memo on COI. In the interest of moving the process forward and 

because of the NOP’s position on this matter members unanimously supported Option 2.

Vote on COI Proposal

Motion to accept Option 2 with the following changes: Minor language edits, and the 

reformatting of the document to have keep Options 1 and 3 in the background information, so as 

to retain the information about the various options the Subcommittee considered. 

Motion by: CW

Seconded by: JFe

Discussion: The group discussed and chose to incorporate the two other options (1 and 3) in the 

background section of the proposal. 

Yes: 5 No: 0 Abstain: 0 Absent: 1 Recuse: 0 

The Chair asked that the vote remain open to the end of the day so the two absent members have 

the opportunity to vote if they wished. JT voted via phone 08 28 13 – Y which was added to the 

tally above. 

Future Scheduled Subcommittee Calls:

August 13, 2013 2:00 pm ET

PPM - COI (CW) – Discuss proposal/vote (?)

 PPM - Misc. changes (JFo) –vote

PPM – Admin changes (JFo) -vote

August 27, 2013 2:00 pm ET

PPM - COI (CW) – Discuss final proposal/vote -completed

September 10, 2013 2:00 pm ET

September 24, 2013 2:00 pm ET
Fall 2013 Milestones Target date

NOP – Complete tentative agenda August 9, 2013

Fall 2013 proposals due to NOP August 27, 2013

NOP - Post proposals, Publish FRN, Open public comment September 3, 2013

Subcommittees submit tentative workplans to NOP September 11, 2013

Discuss workplans on ES call September 13, 2013

NOP provides written comments on workplans to NOSB September 23, 2013

Public comment closes October 1, 2013

NOP - Send compiled public comments to NOSB ~October 7, 2013

Workplans finalized on ES call October 11, 2013

Fall 2013 NOSB Meeting – Louisville, KY October 22-24, 2013
Note: Subcommittee notes may include preliminary discussions regarding substances considered for 

addition to or removal from the National List. They do not represent official NOP policy or regulations. 

Please see the NOP website for official NOP policy, regulations, and status of substances used in organic 

production and handling. 

National Organic Standards Board (NOSB)

Policy Development Subcommittee Meeting Notes 

Tuesday, September 10, 2013 2pm ET 

Attendees: Colehour Bondera (CBo) (Chair), Jay Feldman (JFe), Calvin Walker (CW), John Foster (JFo) (Vice 

Chair), Jennifer Taylor (JT), Mac Stone-sitting in

Absent: Nick Maravell (NM)

Staff: Jenny Tucker (JT), Michelle Arsenault (MA)

Workplan

Project Contact Status Vote Target 

Meeting

Policy and Procedures Manual 

(PPM) Review and UpdatesAdmin updates

JFo 06 25 13

Revote 08 

13 13

Fall 2013

PPM – COI CW 08 27 13 Fall 2013

PPM - Transition of Subcomm 

Chairs, VCs and members, & 

NOSB-NOP collaboration

CBo Spring 

2014

PPM - Misc changes JFo 08 13 13 Fall 2013

PPM - Board Meeting process JFo? Not assigned TBD

PPM - Work Plans JT/NM NOP criteria for allowing proposals to go 

forth. (Required process established by the 

NOP)

TBD

PPM - Material Review 

Procedure

JFo Material’s Subcommittee is working on this 

section and it will be removed from the PDS 

workplan.

TBD

PPM - Material Initiation JFe/JT TBD

PPM - Recommendation 

submission procedure

NM/(JFo) Would propose rolling this into the misc

updates.

Fall 2013

Use of joint or ad hoc 

Subcommittees

? TBD

“Decisive/Indecisive” 

determination on NOSB votes 

– NOP has proposed that this 

be renamed 

JFe Discussion document; in progress. NOP will 

provide a memo to the Board on this topic.

TBD

Communication strategies for 

submitting advice to Secretary

JT/CBo? Placeholder for workplan item. Title TBD

“New” Member guide review 

and update

TBD
Agenda

• Approve agenda

• Approve meeting notes from August 27, 2013

• Workplan

Discussion

• The agenda was approved as is.

• Meeting notes from August 27, 2013 were approved with minor edits that were sent by the Chair to 

MA prior to the call.

• Workplan: The Chair asked that the PPM Recommendation Submission Procedure not be rolled into 

the admin updates but instead be passed to NM since he was the one assigned to this topic. MA 

clarified that the procedure, which consisted of only two sentences, was already written and it should 

be rolled into the future miscellaneous topics, not admin updates. MA will contact NM and let him 

know. 

o Members discussed the updates to the PPM and explored the idea of a document that 

contains guidance that doesn’t necessarily come from the Board but perhaps from the NOP. 

The vision for this document would be as a member guide, rather than what we currently 

have titled as “New” member guide and would contain all aspects that affect the Board, even 

if the Board doesn’t generate the documents. 

o A member suggested adding a workplan item regarding a process for communicating with and 

advising the Secretary. Members discussed the possible content of this document, which 

could include a description of what constitutes useful advice, what types of advice can be 

implemented, and how that advice is viewed by the Secretary’s office. 

o The group discussed the content of the proposals and how the NOP determines what can and 

cannot go forward. The members feel it’s important to document some of the decision 

criteria that inform the NOP’s decision about whether to post a document or not so the NOSB 

doesn’t spend time working on projects that cannot be implemented. The group discussed 

some of these criteria, and agreed that direct and upfront communication early in the process 

about the possible content of a proposal is critical to ensure that any areas of concern are 

raised. This is a collaborative process - NOP should be clear with any concerns, and the Board 

should take these comments seriously when drafting the proposals. 

o The group also discussed how this fits within the overall role of the NOSB as an advisory 

board, generally agreeing that the NOSB was established to give voice to the organic 

community and contributes a unique viewpoint. The question is then how those viewpoints 

feed into USDA processes and structures. A member reiterated the importance of 

documenting procedures and known constraints, so the members have a better sense of how 

to write recommendations that have the best chance of success to move forward. The group 

discussed how to capture an item for the work plan in this topic, and agreed that it would 

need input from both NOSB and NOP. JT and CBo will work on a preliminary title and 

description for the WP item and send to MA for addition to the table.

o The Board Chair noted that each of the Subcommittees has a different workflow depending 

on the topics on the workplan, and perhaps the PDS can work on a document that informs the

process. The NOP suggested adding an annotated outline stage to the proposal development 

process, which would be useful in making sure key ideas are reviewed and considered early in 
the process. A member noted that other bodies typically use briefs as a tool to get early 

feedback from key stakeholders. 

Future Scheduled Subcommittee Calls:

August 27, 2013 2:00 pm ET

PPM - COI (CW) – Discuss final proposal/vote -completed

September 10, 2013 2:00 pm ET

Workplans

September 24, 2013 2:00 pm ET

October 8, 2013 2:00 pm ET

November 12, 2013 2:00 pm ET

November 26, 2013 2:00 pm ET

Fall 2013 Milestones Target date

NOP – Complete tentative agenda August 9, 2013

Fall 2013 proposals due to NOP August 27, 2013

NOP - Post proposals, Publish FRN, Open public comment September 3, 2013

Subcommittees submit tentative workplans to NOP September 11, 2013

Discuss workplans on ES call September 13, 2013

NOP provides written comments on workplans to NOSB September 23, 2013

Public comment closes October 1, 2013

NOP - Send compiled public comments to NOSB ~October 7, 2013

Workplans finalized on ES call October 11, 2013

Fall 2013 NOSB Meeting – Louisville, KY October 22-24, 2013
Note: Subcommittee notes may include preliminary discussions regarding substances considered for 

addition to or removal from the National List. They do not represent official NOP policy or regulations. 

Please see the NOP website for official NOP policy, regulations, and status of substances used in organic 

production and handling. 

National Organic Standards Board (NOSB)

Policy Development Subcommittee Meeting Notes 

Tuesday, September 24, 2013 2pm ET 

Attendees: Colehour Bondera (CBo) (Chair), Jay Feldman (JFe), John Foster (JFo) (Vice Chair), Calvin 

Walker (CW), Jennifer Taylor (JT), Mac Stone-sitting in

Absent: Nick Maravell (NM)

Staff: Jenny Tucker (JT), Michelle Arsenault (MA)

Workplan

Project Contact Status Vote Target 

Meeting

Policy and Procedures Manual 

(PPM) Review and UpdatesAdmin updates

JFo 06 25 13

Revote 08 

13 13

Fall 2013

PPM – COI CW 08 27 13 Fall 2013

PPM - Transition of Subcomm 

Chairs, VCs and members, & 

NOSB-NOP collaboration

CBo Spring 

2014

PPM - Misc changes JFo 08 13 13 Fall 2013

PPM - Board Meeting process JFo? Not assigned TBD

PPM - Work Plans JT/NM NOP criteria for allowing proposals to go 

forth. (Required process established by the 

NOP)

TBD

PPM - Material Review 

Procedure

JFo Material’s Subcommittee is working on this 

section and it will be removed from the PDS 

workplan.

TBD

PPM - Material Initiation JFe/JT TBD

PPM - Recommendation 

submission procedure

NM/(JFo) Would propose rolling this into the misc

updates.

Fall 2013

Use of joint or ad hoc 

Subcommittees

? TBD

“Decisive/Indecisive” 

determination on NOSB votes 

– NOP has proposed that this 

be renamed 

JFe Discussion document; in progress. NOP will 

provide a memo to the Board on this topic.

TBD

Communication strategies for 

submitting advice to Secretary

JT/CBo? Placeholder for workplan item. Title TBD

“New” Member guide review 

and update

TBD
Agenda

• Approve agenda

• Approve meeting notes from September 10, 2013

• Proposal Contact check-ins

• Workplan

Discussion

• The agenda was approved as is.

• Meeting notes from September 10, 2013 were approved with no changes. 

• Proposal Contact check-ins. JFo noted that there haven’t been many comments on the two PPM 

(Administrative and Miscellaneous Updates) proposals and had no updates at this time. CW noted 

the same about the Conflict of Interest (COI) proposal and indicated his desire to complete the COI 

project at the fall meeting. CW will send an email to JTu asking that the NOP express support for the 

proposal that the NOSB has before them, as he feels this would help move the proposal forward. 

• Workplan. The group discussed the current workplan. In an effort to complete one of the items on 

the table above to be incorporated into the next round of PPM updates (PPM - recommendation 

submission procedure) the NOSB Vice Chair called for a vote: 

Vote on PPM - recommendation submission procedure.

Motion to incorporate the language regarding the procedures for the NOSB to submit to the NOP 

their final recommendations into the administrative changes of the PPM

Motion by: JFo 

Seconded: CW

Y: 2

N: 2

Abstain: 1

Absent: 1

Motion failed. 

A member suggested the group discuss the broader issue of revising the PPM and questioned the 

process of codifying a procedure as an administrative update without having justification. The 

member also discussed the NOP removing a document from the agenda without informing the NOSB 

or the public, as well as eliminating items from the workplan. The NOP noted that from this point 

forward the program will provide more feedback early in the process and will share criteria with the 

Board. A member noted that since the PDS did not pass the motion, the ability of the NOSB to create 

and maintain their own PPM might well be compromised as a result.

• The Chair asked that the recommendation submission procedure item remain on the workplan for 

now so they can discuss it at a later date. 

Future Scheduled Subcommittee Calls

October 8, 2013 2:00 pm ET

November 12, 2013 2:00 pm ET

November 26, 2013 2:00 pm ET

December 10, 2013 2:00 ET
Fall 2013 Milestones Target date

NOP – Complete tentative agenda August 9, 2013

Fall 2013 proposals due to NOP August 27, 2013

NOP - Post proposals, Publish FRN, Open public comment September 3, 2013

Subcommittees submit tentative workplans to NOP September 11, 2013

Discuss workplans on ES call September 13, 2013

NOP provides written comments on workplans to NOSB September 23, 2013

Public comment closes October 1, 2013

NOP - Send compiled public comments to NOSB ~October 7, 2013

Workplans finalized on ES call October 11, 2013

Fall 2013 NOSB Meeting – Louisville, KY October 22-24, 2013
Note: Subcommittee notes may include preliminary discussions regarding substances considered for 

addition to or removal from the National List. They do not represent official NOP policy or regulations. 

Please see the NOP website for official NOP policy, regulations, and status of substances used in organic 

production and handling. 

National Organic Standards Board (NOSB)

Policy Development Subcommittee Meeting Notes 

Tuesday, November 12, 2013 2pm ET 

Attendees: Colehour Bondera (CBo) (Chair), Jay Feldman (JFe), John Foster (JFo), Calvin Walker (CW) (Vice 

Chair), Mac Stone-sitting in

Absent: Jennifer Taylor (JT), Nick Maravell (NM)

Staff: Jenny Tucker (JT), Michelle Arsenault (MA)

Workplan (Will be replaced with updated version after November Executive Call)

Project Contact Status Vote Target 

Meeting

Policy and Procedures Manual 

(PPM) Review and UpdatesAdmin updates

JFo 06 25 13

Revote 08 

13 13

Fall 2013

Meeting 

cancelled

PPM – COI CW 08 27 13 Fall 2013

Meeting 

cancelled

PPM - Transition of Subcomm 

Chairs, VCs and members, & 

NOSB-NOP collaboration

CBo Spring 

2014

PPM - Misc changes JFo 08 13 13 Fall 2013

Meeting 

cancelled

PPM - Board Meeting process JFo? Not assigned TBD

PPM - Work Plans JT/NM NOP criteria for allowing proposals to go 

forth. (Required process established by the 

NOP)

TBD

PPM - Material Review 

Procedure

JFo Material’s Subcommittee is working on this 

section and it will be removed from the PDS 

workplan.

TBD

PPM - Material Initiation JFe/JT TBD

PPM - Recommendation 

submission procedure

NM/(JFo) Would propose rolling this into the misc

updates.

Fall 2013?

Use of joint or ad hoc 

Subcommittees

? TBD

“Decisive/Indecisive” 

determination on NOSB votes 

– NOP has proposed that this 

be renamed 

JFe Discussion document; in progress. NOP will 

provide a memo to the Board on this topic.

TBD

Communication strategies for 

submitting advice to Secretary

JT/CBo? Placeholder for workplan item. Title TBD

“New” Member guide review TBD
and update

Agenda

• Approve agenda

• Approve meeting notes from September 24, 2013

Discussion

• The agenda was approved as is.

• Meeting notes from September 24, 2013 were approved with minor changes sent by the PDS chair

• Review of PDS workplan: 

o The group discussed the changes to the workplan sent to the Board by the NOP; some items were 

retained from the subcommittee’s proposal; some items were altered; and some items were 

removed with an explanation provided. The new workplan includes the need to align various NOP

policies with the PPM. The NOP-provided workplan only lists items for 2014; it does not include 

placeholder items; only those that are proposed for active work during 2014. One member noted 

support of separating PPM elements that the Board drives and defines from PPM elements that 

the program defines. The argument for this is that it doesn’t make sense for the Subcommittee to 

work and vote on items that have already been decided by the USDA/NOP, and that the Board 

doesn’t necessarily agree with. 

o It was noted that one of the workplan items is to identify possible elements for a “Member 

Guide,” which would include elements defined by NOP, but that do not require Board vote or 

public comment. This document could include such things as the origins and underlying 

authorities of decisions, the basics of Board business (e.g. travel) as well as info about the NOSB 

mandate, COI policy, etc. The NOP asked how the group felt about a third category of content: 

content that the Board would and should weigh in on, but that doesn’t require public comment 

(e.g., internal working procedures of the Board, such as Subcommittee transitions). One member 

felt strongly that anything involving Board practices or procedures should receive public 

comment. 

o A member emphasized that the Board needs to have further discussions to clarify the criteria that 

the NOP is using to make decisions, how the Board operates, how the NOP and NOSB interfaces

with the public, and how policy and procedures are being established. Transparency and 

collaboration between the NOP, NOSB, and the public are important components in these 

discussions. A member recommended that a workplan item that was removed (communicating 

with the secretary) be reinstated because it helps the Board facilitate its mandate of advising the 

secretary. He added that although the NOSB is the vehicle _through which_ the community 

communicates with the USDA, there isn’t a clear framework for _how_ the Board communicates

with the Secretary. The NOP agreed that the need for transparency is very clear, and that it 

supports this principle and goal. The NOP noted that transparency doesn’t mean acceptance 

and/or agreement, and there are some policies that the program will enact based on its 

authorities that the Board may not agree with. 

• Public Comments & Status: PPM administrative and miscellaneous updates (JFo). None of the 

commenters were supportive of the comprehensive changes the Subcommittee put forth. Some 

expressed support of some elements of the proposals if the Subcommittee were to rewrite or modify 

them. JFo suggested reviewing the comments in more depth to see if some subsections might need 

reworking, or if the comments justified revisions and resubmissions. Further discussions are 

scheduled for December 10.
• Public Comments & Status: COI (CW). Commenters were not supportive of the proposal that the 

Subcommittee submitted. The lead writer does not feel that they will ever get agreement about this 

issue, and although he would support further conversation, feels that the Subcommittee should not 

continue to work on this particular topic. 

• Next Meeting, Nov 26. A member asked if it was possible for the PDS Chair to reach out to the Deputy 

Administrator and ask if he would be willing to participate in the call to help define the collaboration 

and communication aspects that the group is discussing. CBo will contact him and the NOSB Chair and 

try to arrange this. (Note: The Deputy Administrator is on leave on November 26, and will not be 

available for the call.)

• Updated Workplan. The workplan table has been updated with the 2014 workplan items and will 

replace the one above in the next set of notes. Additionally, a 2014 milestone timeline has been 

added below and will replace the fall 2013 milestones.

Future Scheduled Subcommittee Calls

October 8, 2013 2:00 pm ET (CANCELLED)

November 12, 2013 2:00 pm ET

November 26, 2013 2:00 pm ET

December 10, 2013 2:00 ET

Review comments on PPM edits and changes

January 14, 2013 2:00 ET

January 28, 2013 2:00 ET

Fall 2013 Milestones Target date

NOP – Complete tentative agenda August 9, 2013

Fall 2013 proposals due to NOP August 27, 2013

NOP - Post proposals, Publish FRN, Open public comment September 3, 2013

Subcommittees submit tentative workplans to NOP September 11, 2013

Discuss workplans on ES call September 13, 2013

NOP provides written comments on workplans to NOSB September 23, 2013

Public comment closes October 1, 2013

NOP - Send compiled public comments to NOSB ~October 7, 2013

Workplans finalized on ES call CANCELLED

Fall 2013 NOSB Meeting – Louisville, KY CANCELLED

Spring 2014 Milestones Target date

Subcommittee requests technical reports for Sunset 2016 substances Jan 15, 2014

NOSB Training meeting Feb 4 - 5, 2014
NOP – Complete tentative agenda Feb 7, 2014

Fall 2013 proposals due to NOP Feb 26, 2014

NOP - Post proposals, Publish FRN, Open public comment Mar 10, 2014

Subcommittees submit tentative workplans to NOP Mar 12, 2014

Discuss workplans on ES call Mar 14, 2014

NOP provides written comments on workplans to NOSB Mar 28, 2014

Public comment closes Apr 8, 2014

Workplans finalized on ES call Apr 11, 2014

NOP - Send compiled public comments to NOSB Apr 14, 2014

Spring 2014 NOSB Meeting – San Antonio, TX ~Apr 28- May 1, 2014
Note: Subcommittee notes may include preliminary discussions regarding substances considered for 

addition to or removal from the National List. They do not represent official NOP policy or regulations. 

Please see the NOP website for official NOP policy, regulations, and status of substances used in organic 

production and handling. 

National Organic Standards Board (NOSB)

Policy Development Subcommittee Meeting Notes 

Tuesday, November 26, 2013 2pm ET 

Attendees: Colehour Bondera, 2013 Chair (CBo), Jean Richardson, 2014 Chair (JR), Jay Feldman (JFe), John 

Foster (JFo), Mac Stone (MS), Calvin Walker, 2013 Vice Chair (CW)

Absent: Nick Maravell (NM)

Staff: Jenny Tucker (JT), Michelle Arsenault (MA)

Workplan

Project Contact Status Vote Target 

Meeting

Policy and Procedures Manual 

(PPM) Updates –

Administrative 

JFo/MA Several changes already completed and in 

progress.

Fall 2014

PPM - Transition of Subcomm 

Chairs, VCs and members, & 

NOSB-NOP collaboration

CBo Fall 2014

PPM – Revise/Update Sunset 

procedures

Revise PPM based on NOP Sunset Procedure 

change.

Fall 2014

Use of joint or ad hoc 

Subcommittees

? TBD

“New” Member guide review 

and update

The NOP supports this item as a way to 

capture processes that impact the Board, 

but that are defined by NOP. This could be a 

useful collection of materials that support 

the Board, but that are not driven by the 

Board’s work, and that do not require public 

comment. 

TBD

Agenda

• Approve agenda

• Approve meeting notes from November 12, 2013

• Review of PDS workplan items, both approved and possible future 

• COI – proposed recommendation changes (CW)

• Review/reflections of past year of PDS and what history and future planning hold 

• Next meeting (Dec 10) planning (JR)

Discussion

• The agenda was approved as is.

• Meeting notes from November 12, 2013 were approved as is. The PDS Chair noted that there were 

some unclear attributions in past notes to the NOSB Vice Chair vs. the PDS Vice Chair. MA will correct 

all instances of this. 
• Review of PDS workplan items: 

o A member emphasized the Board’s need for clear criteria and justification from NOP 

regarding workplan items and whether they will be allowed to be added to the workplan or 

not. Historically, the workplan is the vehicle by which the Board represents the stakeholder 

groups and public; as such, the member feels that a quick resolution is essential. The NOP 

noted that although there is some disagreement about responsibilities and decision authority, 

on the whole, the Board and the program are in agreement about the need for clarity and 

transparency with regard to the decision making process and workflow. The group discussed 

the criteria that the NOP put forth for determining workplan items, which some Board 

members feel are not specific enough. The NOP asked that the members provide examples of 

specific criteria, so everyone is using the same definition and language. Additionally, the 

group emphasized the need for clarity about the process for petitioning annotations. 

o A member requested that two workplan items, Revision of the Workplan Procedure and 

Procedures for Completing Proposals and Discussion Documents, which were removed until 

the NOP can provide additional feedback, be added back onto the workplan so the deadlines 

are definitive and the projects are not allowed to linger or disappear. The NOP asked that the 

group provide a purpose and goal for the documents, which a member noted were meant to 

update and codify the decision making process and procedures. Another member expressed 

her concern about workplan items that were removed and suggested that for purposes of 

public transparency they could perhaps post a list of items that the group worked on but were 

not brought to the Secretary as recommendations. 

o A member emphasized the need for communication and disclosure between the Board and 

the Program and added that it is critical to the functioning of the Board in preparation for the 

semi-annual meetings. The Board feels that information pertaining to them should be 

disclosed in advance, and it should not be announced at the meetings without their prior 

knowledge. 

• Conflict of Interest (COI) (CW). The group discussed next steps, which they also discussed on the last 

call. The lead reviewer feels that the overwhelming majority of public comment did not support the 

COI proposal and that this item should not be put forth. Additionally, since the program has issued a 

memo with the current policy, the proposal should not be brought to the spring 2014 meeting and 

feels that the group should not pursue it further. 

• Review/reflections of past year of PDS. The outgoing PDS Chair thanked the group for the 

monumental effort and work that the Subcommittee members undertook this past year. He added 

that the PPM is a critical component of Board operations and emphasized the need for the group to 

continue to maintain and improve the document as the central tool for managing the Board. The 

group briefly discussed the time commitment required of Board members, and that this should be 

considered in deciding what the Board is going to take on. 

• Next meeting (Dec 10) planning (JR). The incoming PDS Chair also acknowledged the quality and 

quantity of work the group has done, as well as the frustrations that come along with such tasks. She 

also noted that she would like to have a more in-depth conversation about the COI proposal before 

they make a decision about removing it from consideration. She also indicated that it was important 

for the PDS and the NOP to have conversations about the PPM to determine what is important to the 

Board and what is important to the NOP and where the overlap lies. 

Future Scheduled Subcommittee Calls

November 26, 2013 2:00 pm ET

December 10, 2013 2:00 ET

Review comments on PPM edits and changes
January 14, 2013 2:00 ET

January 28, 2013 2:00 ET

Spring 2014 Milestones Target date

Subcommittee requests technical reports for Sunset 2016 substances Jan 15, 2014

NOSB Training meeting Feb 4 - 5, 2014

NOP – Complete tentative agenda Feb 7, 2014

Fall 2013 proposals due to NOP Feb 26, 2014

NOP - Post proposals, Publish FRN, Open public comment Mar 10, 2014

Subcommittees submit tentative workplans to NOP Mar 12, 2014

Discuss workplans on ES call Mar 14, 2014

NOP provides written comments on workplans to NOSB Mar 28, 2014

Public comment closes Apr 8, 2014

Workplans finalized on ES call Apr 11, 2014

NOP - Send compiled public comments to NOSB Apr 14, 2014

Spring 2014 NOSB Meeting – San Antonio, TX ~Apr 28- May 1, 2014
Note: Subcommittee notes may include preliminary discussions regarding substances considered for 

addition to or removal from the National List. They do not represent official NOP policy or regulations. 

Please see the NOP website for official NOP policy, regulations, and status of substances used in organic 

production and handling. 

National Organic Standards Board (NOSB)

Policy Development Subcommittee Meeting Notes draft

Tuesday, December 10, 2013 2pm ET 

Attendees: Jean Richardson, Chair (JR), Jay Feldman (JFe), Mac Stone (MS), Nick Maravell (NM), John 

Foster (JFo), Colehour Bondera (CB) - sitting in

Absent: none

Staff: Jenny Tucker (JT), Michelle Arsenault, Advisory Board Specialist (ABS) (MA)

Workplan

Project Contact Status Vote Target 

Meeting

Policy and Procedures Manual 

(PPM) Updates -

Administrative 

PDS/ABS Several changes already completed and in 

progress.

Fall 2014

Member guide review and 

update

ABS/PDS Processes defined by NOP that impact the 

Board. but that are defined by NOP. This 

could be a useful collection of materials that 

support the Board, but that are not driven 

by the Board’s work, and that do not require 

public comment. 

Fall 2014

PPM - Transition of Subcomm 

Chairs, VCs and members, & 

NOSB - NOP collaboration

CBo Fall 2014

PPM - Revise/Update Sunset 

procedures

Align PPM based on NOP Sunset Procedure 

change.

Fall 2014

Use of joint or ad hoc 

Subcommittees

? TBD

Agenda

• Approve agenda

• Approve meeting notes from November 26, 2013

• Vice Chair position announcement

• Status of Proposals carried forward from cancelled fall 2013 Public Meeting: 

• Work Plan for possible proposals for fall 2014 

• Work between conference calls 

• PDS meeting while in DC - Feb 5 immediately following NOP workshop 

• Other business.

Discussion

• The agenda was approved as is

• Meeting notes from November 26, 2013 were approved without changes
• Vice Chair position announcement: The PDS Chair appointed JFe as Vice Chair, noting that this will 

provide continuity for the Subcommittee.

• Status of Proposals carried forward from cancelled fall 2013 Public Meeting:

o The PDS Chair proposed that they not carry forward any of the fall 2013 proposals until the 

group has had a chance to discuss the direction of the PPM. Instead, she proposed building on 

past work and bringing two documents to the fall 2014 NOSB meeting: (1) A member guide 

containing policy and administrative materials driven by NOP; and (2) a manual containing

policy and procedures under the purview of the NOSB that would be subject to public 

comment and voting. The group discussed these ideas. One member agreed that it was 

important to take a comprehensive look at these documents and noted that the NOSB will be 

adopting new procedures between now and the spring 2014 meeting without having vetted 

those procedures in the public first. The NOP indicated that there are certain policies and 

processes that are driven by USDA and for which public comment is not needed. The group 

discussed the importance of differentiating those policies and processes. 

o The members discussed having a verbal update or a short discussion document at the spring 

2014 public meeting to describe the two documents proposed above. The NOP noted that the 

division of the PPM into two documents (one for NOSB policy and procedures, and one with 

NOP policy that would not require public comment) would be very useful. In terms of 

informing the public of these thoughts, the group discussed three possible approaches: The 

NOSB could produce a discussion document or report; and/or the NOP could produce a memo 

or notice about what is under their authority; and/or there could be a public presentation at 

the spring Board meeting. JFe supported the creation of a discussion document and will meet 

with JTu to talk about content. A member emphasized that the discussion document should 

be focused on specific processes and procedures as opposed to a discussion of a “breakdown 

in process” as this is too amorphous and would not result in a useful document. 

o The PDS Chair asked that the NOP write a document as well, which will help describe the 

differences between the NOP-driven part of the manual, and the NOSB-driven component. 

MA and JT will work towards this goal. 

• Work plan for possible proposals for fall 2014. The workplan table above was adjusted to reflect the 

decision to proceed with the two items: a member guide and an NOSB policy guide. JFo, who led the 

effort for the prior PPM updates, noted that there were subsequent changes to the PPM that did not 

get submitted before the last proposal deadline that included the separation of the aforementioned 

components. This will help inform the work going forward.

• Work between conference calls. The group agreed to cancel the January 14 call in order to gather 

preliminary data for the documents. 

• The Chair asked that the PDS meet February 5, immediately following the NOP-NOSB training

workshop to discuss the workplan. 

• No other business was noted.

Future Scheduled Subcommittee Calls

November 26, 2013 2:00 pm ET

December 10, 2013 2:00 ET

Review comments on PPM edits and changes

January 14, 2014 2:00 ET - cancelled 

January 28, 2014 2:00 ET

February 11, 2014 2:00 ET

February 25, 2014 2:00 ET

March 11, 2014 2:00 ET
March 25, 2014 2:00 ET

April 8, 2014 2:00 ET

Spring 2014 Milestones Target date

Subcommittee requests technical reports for Sunset 2016 substances Jan 15, 2014

NOSB Training meeting Feb 4 - 5, 2014

NOP – Complete tentative agenda Feb 7, 2014

Fall 2013 proposals due to NOP Feb 26, 2014

NOP - Post proposals, Publish FRN, Open public comment Mar 10, 2014

Subcommittees submit tentative workplans to NOP Mar 12, 2014

Discuss workplans on ES call Mar 14, 2014

NOP provides written comments on workplans to NOSB Mar 28, 2014

Public comment closes Apr 8, 2014

Workplans finalized on ES call Apr 11, 2014

NOP - Send compiled public comments to NOSB Apr 14, 2014

Spring 2014 NOSB Meeting – San Antonio, TX ~Apr 28- May 1, 2014