Certification Section Procedure Manual

This procedure manual explicitly defines the guidelines and procedures that have been established by the Certification Section Leadership. The policies and procedures are consistent with and in concert with - but do not supersede Article X of the Bylaws of The Potato Association of America. They have been established to assist the section members and headquarter staff in their operation of the section’s affairs. The Section Secretary or designated section leader along with PAA staff will annually review the document for correctness and updating procedures/policies as needed upon approval by the Section’s Leadership.

1.Governance and Administration

1.1 Purpose

The Certification Section works to strengthen the seed potato industry by:

  • Improving certification procedures
  • Exchanging information among seed potato workers
  • Encouraging research directed toward improvements in seed potato performance
  • Encouraging uniformity in regulations and identification of seed quality
  • Encouraging high ethical standards for seed producers, dealers, and certification officials

1.2 Section Membership Types

  • Agency members have an official role within a legally authorized and constituted seed potato certification agency. This group will be subject to Agency fee schedule and will have voting rights.
  • Non-Agency members are individuals who do not hold an official certification agency role and may join the PAA Certification Section as non-voting members and do not pay fees.

1.3 Agency Membership Eligibility

  • Agency Membership in the PAA Certification Section is limited to individuals who have active membership status in PAA and who hold an official role within a legally authorized and constituted seed potato certification agency operating throughout North and South America. For the purposes of this policy, an official role is defined as a position that includes responsibilities directly related to the execution of seed potato certification procedures.

1.4 Seed Certification Agencies

  • Certification Agencies are independent bodies that inspect and certify seed potatoes on behalf of the seed potato grower community. Certification Agencies all have the same goal of providing a national standard of healthy, disease free varietal pure potato planting stock that meets established tolerances.
  • A listing of Seed Certification Agencies is available on the PAA website.

1.5 Non-Agency Membership Eligibility

  • Individuals with active membership status in PAA who do not hold an official certification agency role may join the PAA Certification Section as non-voting members.

1.6 Voting Rights

  • Voting Rights are reserved for one member per agency of the Certification Section.

1.7 Section Agency Fees

Agency fees received are to be used specifically by the Section to further aid in the purpose of the Section as defined in 1.1 Purpose.

  • Agency Fee Schedule: The Treasurer will submit a report to PAA headquarters for annual billing. The amount charged per agency will be based on the acres produced per year and billed after the annual meeting of the Certification Section.
  • Certification Section Annual Meeting Registration Fee: When applicable, an annual Certification Section registration fee will be charged to cover meeting space, refreshments, and equipment for the Section’s standalone annual meeting, which is separate from the PAA Annual Meeting.

2. Section Leadership

  • Composition: Chair, Vice Chair, Secretary-Treasurer, and two Executive Members.
  • Responsibilities: Manage Section affairs and act on matters between Section meetings.
  • Meeting cadence: At least once per year, at a mutually agreed-upon time and location, or virtually.
  • Vacancies: The Chair may appoint members to fill vacancies until the next election.
  • Term continuity: Section Leaders serve consecutive terms until either the successors are elected or the term expires following serving as Chair.

2.1 Quorum (Section Leadership)

  • A quorum is met when a simple majority of the Section Leadership members are present. If less than a majority are present, discussion may proceed, but no formal action may be taken; members may adjourn the meeting.

2.2 Nominations and Election

  • A call for nominations for open Section Leadership positions is sought prior to the election that is held during the annual meeting of the Certification Section or by online vote. The candidate with the highest number of votes is elected; ties will be settled through a random draw conducted by the Chair.

2.3 Leadership Rotation, Terms, & Vacancy

Section Leadership: With exception of the Secretary/Treasurer position, Section Leadership follows a four-year rotational track:

  • Years 1–2: Executive Member (Each of the two members serving staggered terms with one being elected each year)
  • Year 3: Vice Chair
  • Year 4: Chair
  • Secretary-Treasurer serves a three-year term that may be renewed for a consecutive term.

Terms: Section leadership terms begin and end following the close of the annual meeting of the Certification Section.

Vacancy: In the case of vacancy in the leadership position of Chair during the term of the incumbent, the Vice Chair shall act as Chair for the remainder of the term before succeeding with their own term of leadership position. If the Vice Chair cannot serve as Chair, the Section’s Leaders shall make an appointment for the unexpired term.

2.4 Leadership Duties

Chair:

  • Leads the annual Certification Section meeting.
  • Directs the affairs of the Section and appoints subcommittees as appropriate.
  • Serves on the PAA Board of Directors as a voting member until the close of the PAA Annual Meeting (typically held in late July/early August).
  • Ensure effective rotation/appointment and transfer of knowledge from outgoing and incoming leadership positions.
  • Submits an annual report on Section activities and financials to the PAA Board of Directors. Reports are typically due by the end of July/early August of each year.
    • PAA staff will notify the Chair of the annual submission deadline at least 30 days in advance.
    • Reports are submitted via a form on the PAA website.

Vice Chair:

  • In the absence of the Chair, the Vice Chair shall preside at meetings.
  • Leads the annual business meeting of the Certification Section.
  • Serves as a voting member of the PAA Board of Directors beginning in September following the summer PAA Annual Meeting, prior to assuming the role of Certification Section Chair.
  • Leads the section’s program planning, in consultation with the Section Leadership.

Secretary-Treasurer:

  • Records minutes for all Section meetings and circulates them the Section’s Leadership for approval.
  • Following approval by the Section Leadership, shall submit approved minutes and related documents to PAA headquarters for filing.
    • Submits acreage reports to PAA headquarters for seed agency invoicing.
  • Supports the Chair with the nominations and election process.
  • Promotes the interests of the Section.
  • Assist the Chair in preparing the section’s annual report to the PAA Board of Directors.

2.5 Section Subcommittees

The Chair may appoint at their discretion subcommittees to help better serve the needs of the Certification Section.

Subcommittees will report annually or as requested by the Leadership of the Section on their committee’s activities. See Appendix for listing of current subcommittee members.

  • Website: charged with working with appropriate PAA Staff to ensure the certification and seed webpages on the PAA website are up to date and accurate.
  • DTT: charged with dedicating time, research, and collaboration to attempt to incorporate direct tuber testing into the certification system.
  • 2027 Workshop: charged with organizing a PAA workshop in 2027 focused on in-person training for Certification, including many other types of testing e.g. PLRV, PMTV, BRR, and others.
  • NAHC: charged with helping to standardize language in the NAHC.
  • Variety Description List: charged with compiling a variety description list for the PAA website.

3. Meetings of the Section Members

3.1 Meeting Formats

  • One regularly scheduled business meeting of the section shall be held annually either by in-person, hybrid, or virtual. Additional meetings may be called by the Chair or Vice Chair as needed.
  • Individual PAA members who are currently not Certification Section members are welcome to attend section meetings as non-voting members.

3.2 Agendas

  • Agenda items may be submitted by any Section member to the Chair no later than 10 business days before the meeting.
  • The Chair circulates the agenda and materials to section members at least 5 business days in advance.

3.3 Section Meeting Quorum

  • A quorum for the transaction of business shall consist of nine (9) agency members present, i.e., one vote per agency member.

3.4 Decision-Making

  • Business may proceed when quorum is met as noted in Section 2.3 of this procedure manual.
  • Motions are passed by a simple majority of voting section members present at the meeting.
  • Electronic voting is authorized as a valid decision-making mechanism within the Section Leadership. Electronic voting may be initiated:
    • When decisions are needed between annual or special meetings.
    • When timely action is required and convening a meeting is impractical.
    • For approval of meeting minutes, procedural approvals, or other deemed appropriate by Section Leadership.
    • The Secretary/Treasurer may seek assistance from PAA Staff to coordinate sending out an electronic vote.
      • Electronic vote to include the motion or decision to be considered, background information or documentation, voting instructions, deadline for response (voting to be open for a minimum of five (5) business days, unless urgent circumstances warrant a shorter timeframe as approved by the Chair).
      • For an electronic vote to be valid, a 100% response rate is required from the Section Leaders. Approval of the vote passes by a simple majority of the Section Leaders voting in favor.
      • The Secretary/Treasurer will record the outcomes of electronic votes in the meeting minutes. Example: “The Section Leaders approved [state motion] via electronic vote on [date]".

3.5 Minutes & Records

  • Minutes include date, time, attendees, quorum confirmation, key discussion points, motions/actions, and follow-ups.
  • Draft minutes should be circulated amongst the Section Leaders within 10 business days for review and approval by electronic vote.
  • Upon approval by the Executive Committee, the Secretary-Treasurer submits meeting minutes to PAA headquarters to archive.
  • Approved meeting minutes are shared with the Section members.

3.6 Document Management and Retention

  • All Section related files (agendas, minutes, reports, and relevant documents) are to be sent to PAA headquarters for filing.
  • Retention: Permanent for approved minutes and annual reports; other records per PAA policies.

3. Use of The Potato Association of America name and/or logo

  • Any product, program, or service that bears The Potato Association of America (PAA) name or logo must meet the Association’s high standards.
  • Section leaders must seek advance Board approval for any major events held, awards presented, articles published, alliances formed, or on-going programs created by the Section in the name of PAA that utilize the PAA logo.
  • Use is granted only when there is direct participation by PAA Staff or members and when standards are met.

4. Dissolution of Section

As noted in the PAA Bylaws, Article X Section 3; any section seeking dissolution must:

  • Seek a majority vote of its Agency Members as referenced in Section 2.4.
  • Petition to the PAA Board of Directors for dissolution.