Back to Basics: 9 month deadline to submit a claim

Members have nine months from when the dispute arose to file a notice of dispute with us.  Unfortunately, it is not uncommon to receive calls about claims that are beyond the nine-month deadline or are quickly approaching it. Having dealt with thousands of calls over the years, we get it, sometimes things can get away from us, especially if we get busy and most other business is going well.

However, the nine-month limitation of claims must be taken seriously as it prevents you to use any other recourse outside of DRC to resolve your dispute.  DRC Mediation and Arbitration Rules, Article 4,  states, “…the Claim is notified to the Corporation by way of a Notice of Dispute within nine (9) months of when the Claim arose or within nine (9) months of when the claimant ought reasonably to have known of its existence.”

The wording “ought reasonably to have known” is intended to address indirect situations where notice of a problem was not explicitly communicated by one party to another.  An example would be when a cheque is returned for not sufficient funds.

Keep in mind that according to our rules, “Failure to file the claim with the Corporation (DRC) within this time shall be deemed and abandonment of the Claim and prevent recovery against another member.” In other words, you may have lost an opportunity to potentially recover some funds.

Our advice is to flag these accounts at the 6 month mark (or sooner) to prevent you from accidentally getting close to the 9 month deadline.  Give our Help Desk a call, and check the DRC website to verify your buyers and suppliers are active members. To help make it easier for our members to monitor the DRC standing of their trading partners, in the coming months DRC will be publishing changes to membership statuses.

When is it valid to request a Private Survey?

We have written many articles about inspection services and DRC’s Good Inspection Guidelines.  We believe we have been able to relay why a government inspection, such as a CFIA inspection or a USDA inspection, has more weight than a private survey. Nevertheless, we understand that sometimes a private survey may be necessary. Here are some instances where a private survey would help a buyer/receiver claim damages:

  • Where government inspection services are not available. To our knowledge, Canada and the USA are the only countries that provide this service.
  • Where government inspection services are available but cannot be performed in a timely manner. When a request for a government inspection is submitted you can ask for an estimated time of performance of the inspection. If inspectors are not available within 24 hours, you should talk to your supplier/seller about it and discuss the possibility of requesting a private survey. Do not cancel the request for a government inspection unless you have secured a written agreement with your vendor for a private survey.
  • When there is a written agreement between buyer and seller to have a private survey performed. We understand the fast pace of our industry and that many deals are done over the phone. However, a verbal agreement is only valid when both parties still have the same recollection of what was discussed and agreed upon, therefore, it is crucial to confirm it in writing.

We would also like to remind you that government inspections are considered “prima facie” evidence. In other words, a government inspection is sufficient to prove damages or the lack thereof. A private survey can always be challenged when the survey report fails to address all of the twelve elements stated in DRC’s Good Inspection Guidelines.

For more information see DRC’s Inspection Guidelines. https://fvdrc.com/by-laws-and-operating-rules/inspection-guidelines/. You can also call our office and request this document be emailed to you.

DRC Help Desk | 613-234-0982 | [email protected]

DRC at CPMA April 24th-26th at the Vancouver Convention Centre

DRC will be participating in this year’s CPMA Convention & Trade Show to be held in Vancouver, BC April 24-26, 2018. Come say hi to Fred Webber, Luc Mougeot, Andrea Bernier, Anne Fowlie and Paola Gonzalez at booth #1259, or schedule a meeting with us in advance. We’ll be on hand to answer any questions you may have regarding the upcoming regulatory changes impacting Canadians.

The proposed Safe Food for Canadians Regulations include key trade and commerce points for buyers and sellers of fresh fruits and vegetables which are expected to come into force in 2018. Membership in the DRC will become a Canadian Food Inspection Agency (CFIA) regulatory requirement for Canadians to buy, sell, import or export fresh fruits or vegetables, unless exempt.

If you are not able to stop by booth 1259 join us in the learning lounges on the Trade Show Floor on Thursday April 26 from 12:30-1:00 pm.

For more information please call or email the DRC Help Desk at:

DRC Help Desk | 613-234-0982 | [email protected]

Fred Webber
President & CEO
Luc Mougeot
Vice-President
Andrea Bernier Manager, Communications & Membership
Paola Gonzalez Diaz
Trading Assistance Officer
Anne Fowlie
Special projects

For trading assistance questions during CPMA, please wake up Jaime Bustamante at the office. HA HA HA

Reading inspection certificates Part 2: Temperatures and Defects

This is the second of a three-part series on how to properly read a CFIA inspection certificate. The first article described the importance of reviewing all the information contained in the inspection certificate and we focused on the requested and performed dates, information about the applicant, the shipper, and the consignee as well as the location where the inspection is taking place and the product description.

In this article we will review temperatures and defect sections.

The inspector will record pulp temperatures, warehouse, cooler, and vehicle and outside temperatures. In the defects’ section the inspector will list all defects based on the samples taken from the load and in accordance with the Canadian Grade Standard or the US Grade standard for that commodity as applicable.

Defects found will be described in general terms to provide a mental picture of the damaged product. Inspectors will take pictures to identify the type of defect. The pictures taken by the inspectors are not intended to demonstrate the amount of product damaged by that particular defect.

One question DRC’s Trading Assistance Staff is always asked is what does (P), (C), (C/K) or (P/K) mean? “P” stands for permanent defects, also known as quality or grade defects, which are defects that do not change, such as scarring. “C” stands for condition defects which are defects that change over time, like bruises. “C/K” and “P/K” are included when the product is cut to uncover a condition or permanent defect. When possible, the inspector will take photographs of the product.

The columns next to the named defect indicate the average amount of the defects, the range (lowest percentage of defects and highest percentage of defects found on the sampling), and the defect description.  Different from a USDA Inspection report, the CFIA inspection does not include a checksum line at the end of the average percentage of defects. Therefore, to determine if the total average percentage of defects fails or meets DRC Good Arrival Guidelines, Grade, or contract terms, you must add the average percentage of defects per named defect.

On a CFIA inspection, the defect description, while not always filled out by the inspector, could help determine if the damage to the product is considered serious damage as it normally describes in general terms the percentage of the surface damaged by that defect. It is normally the responsibility of the applicant to request the inspector describes the percentage of the surface affected. Click here to see DRC’s Good Arrival Guidelines.

Stay tuned for part 3, where we will review remarks.

Please remember we are here to support and assist our members. Contact the DRC Help Desk with any questions or concerns at:

DRC Help Desk | 613-234-0982 | [email protected]

Fun fact: Variant just means range in French 

Importation of new produce types

Over the last few months we have received a number of questions from new members relating to the importation of new produce types not normally seen in Canada and what to do about it. In one situation the product was refused entry by CFIA and the importer was left trying to find another destination for the product. The first thing we suggest is doing some basic research: finding the latin name for the plant, the genus and species can be extremely helpful; has your supplier exported the product before, if so, what HS code have they applied to the product; does the product have multiple common names, etc.

With this information, you should now be able to use the CFIA’s Automated Import Reference System (AIRS) to find out if it is allowed into Canada from your source country. If you see “Approved” that is great news and you can import the product subject to potential requirements; however, if you see “refuse entry” this means that your product will not be allowed entry into Canada. Regardless, of the AIRS status, take time to read through the conditions, sometimes you may require an import permit, a phytosanitary inspection from the exporting country, or maybe even a Plant Health Risk Assessment.

If you cannot find the product in AIRS, give DRC a call, contact CFIA or contact a broker.

Meet with United Fresh during CPMA, April 24-26

When fresh, healthy and better-for-you products align with the technologies and advancements in a streamlined global supply chain, your company wins!

This June in Chicago, the United Fresh Produce Association will host the United FreshMKT Expo, International Floriculture Expo. United FreshTEC Expo, Global Cold Chain Expo and the new SmartFood Expo™ together on one trade show floor allowing your business the opportunity to explore the newest fresh produce, floral, better-for-you products and the tech innovations that support growth, development, promotion, transportation and expansion across the supply chain. Discover more with United Fresh.

This month, look for United Fresh at the CPMA Annual Convention & Trade Show, April 24-26, at the Vancouver Convention Centre.

Visit United Fresh at Booth #460 to learn about the power of these industry segments coming together in June. Discover the opportunities that lie in your business plan, your dashboard models and the board room conversation you’ve been engaging in. If it’s industry advancement you’re looking to leverage or a new product you’re seeing to discover, you will find it with United Fresh.

United Fresh team members, John Toner and Courtney Doby will be on hand to discuss the full range of member benefits you can expect from participating with United Fresh. Make sure you’re taking full advantage of all the education, research, advocacy, networking and event discounts that membership has to offer!

Contact John Toner, Vice President of Convention & Industry Collaboration at +1 202-303-3424 to schedule an appointment during CPMA or simply stop by Booth #460 to meet with John and Courtney directly!

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Reading inspection certificates – Part 1

We often receive questions from DRC members asking about how to properly read a CFIA inspection. In this three part series, we will look at the importance of reviewing the information on the inspection certificate. To begin, let’s focus on the elements in the first section as well as the product description section.

The first section of the certificate contains the “requested and performed date and time” for the inspection. This information is important because it helps to establish if the inspection was requested and performed in a timely manner. For example, truck shipments require the inspection to be requested within 8 working hours after the receiver is given notice of arrival and the produce is made accessible for inspection. Boat and rail shipments however allow the inspection to be requested within 24 working hours after the receiver is given notice of arrival and the product has been placed in a location where the produce is made accessible for inspection.

The field “where inspected” indicates the area the inspection took place such as the applicant’s warehouse, the consignee’s warehouse, or any other location. If the product was still loaded when the inspector arrived on site, that information should be noted under the remarks” section.

An important area to review is the “remarks” section at the bottom of the inspection certificate which will include notes the inspector has made about the location of the load, if it was still loaded on the truck or if it was unloaded. This could help determine if the buyer/receiver still has the right to reject the product. For information on “Acts of Acceptance” please review Section 19.1 of the DRC Trading Standards

Information about the applicant, shipper and consignee

The information in this section identifies the parties involved in the transaction. If there is a name under any of these fields with which you are not familiar, you will want to address this with your customer.

Product description

This section should include detailed information about the load such as product, variety, size, maturity, grade and colour, packages (number of cartons or bags available for inspection), type of count and weight.

This information needs to match your invoice and/or purchase order. For example, if you receive a load of different size mangoes at a different price per unit, a discussion for a request for an inspection by size needs to occur.

Another major issue that we often see is the number of cartons inspected. The entire load should be available for inspection. If not, the buyer/receiver needs to have a valid reason as to why the full load was not available.

As a general rule more than 75% of the load must be available for sampling to be considered representative of the full load.

In part 2 of our series on how to properly read an inspection certificate, we will review temperatures and defects.

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Upcoming changes to By-laws

The proposed Safe Food for Canadians Regulations (SFCR) are expected to come into force late spring or early summer. Once implemented, a DRC membership is mandatory for Canadians to buy, sell, import or export fresh fruits and vegetables. Under the existing Canada Agricultural Products Act (CAP Act), the current requirement is to secure either a CFIA Produce Licence or a DRC membership to be in regulatory compliance. Under the new regulations, there will only be one option: a DRC membership. This change will require some modifications to the way DRC currently conducts business.

We will be proposing housekeeping changes to the DRC By-laws and related in-house administrative procedures at our next Annual General Meeting (AGM) of Members in June 2018. These changes relate primarily to increasing the transparency of our membership application and membership maintenance processes. As we get closer to the AGM and in keeping with current By-laws, we will provide members with the proposed changes along with explanatory notes to help members understand the new By-law changes and how they will work on a day-to-day basis.

Hopefully you have been able to take part in some of our recent outreach activities. If you haven’t but are interested in learning more about the proposed SFCR, please contact our office we will be happy to help walk you through the draft regulations.

For additional information please contact:

DRC Help Desk | 613-234-0982 | [email protected]

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Regulatory requirement for DRC membership

Implementation of the Safe Food for Canadians Regulations (SFCR) is quickly approaching and with it, the regulatory requirement for a DRC membership for Canadians.

SFCR is expected to come into force late spring or early summer. Once implemented, a DRC membership is mandatory for Canadians who buy, sell, import or export fresh fruits and vegetables with few exceptions (see below for link to determine if you are exempt).

Under the existing Canada Agricultural Products Act (CAP Act), the current requirement is to secure either a CFIA Produce Licence or a DRC membership to be in regulatory compliance. Under the new regulations, there will only be one option: a DRC membership.

When it comes to SFCR, there are important distinctions: the regulations address food safety and traceability (Canadian Food Inspection Agency (CFIA) licence) as well as trade and commerce (a DRC membership is required to engage in the trade of fresh fruits and vegetables). All references to licence in the SFCR pertain to food safety and traceability; reference to a DRC membership pertains to trade and commerce. DRC’s role and responsibility within SFCR relate only to trade and commerce.

What do Canadians need to do?

  1. Be aware of, and understand, the SFCR regulatory requirement for a DRC membership to buy, sell, import or export fresh fruits and vegetables.
  2. Visit the DRC website and refer to the self-assessment tools to determine whether you are subject to the regulatory requirement or are exempt. https://fvdrc.com/sfcr/

If you are exporting to Canada, ensure that you sell to or buy from a DRC member.

For additional information or to schedule a presentation from a DRC team member, please contact:

DRC Help Desk | 613-234-0982 | [email protected]

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Arbitration: Top 3 Reasons Parties Fail to Prevail

Most disputes between members are solved with the help of DRC Staff during the informal consultation process. Some disputes however end up in the formal process where an arbitrator is appointed with the cooperation of the claimant and the respondent. That arbitrator must make a decision based on what is presented to them by the parties. We have seen some arbitration cases where if the claimant or the respondent had made a better presentation to the arbitrator, the arbitrator might have reconsidered their decision.

  1. The informal file handled by DRC staff is closed and the arbitrator does not see it.
    During the informal process many documents and issues are exchanged and explored.  The informality of this process allows the parties to go back and forth several times, review information, and make offers or counter offers. Firms may also discover an error or a new issue during this exchange. For the above reasons the informal file is sealed to avoid misleading the arbitrator. Do not assume that the arbitrator will have access to the information submitted during the informal consultation process. You have to make sure you resubmit all the information favouring your claim or defence.

 

  1. A party refers to a contract or other document but fails to provide it.
    Parties often reference agreements, contracts, emails, market reports, etc. in presenting their case.  A statement without supporting documentation is of limited evidentiary value, especially when the other party has presented documentation in support of their position. If you are referencing a document, ensure it makes it to your exhibits when presenting your case.

 

  1. A party assumes the arbitrator has specific knowledge of a particular issue.
    The arbitrators that are selected for DRC cases are familiar with the industry and DRC rules.   They cannot however be expected to know everything about every commodity or unique steps in the supply chain.  An arbitrator is no different than a judge in court; they are not going to investigate or make your case for you. You are responsible to make and defend your own case.

 

Obviously, no one likes to lose a case. Unfortunately, we do see cases where a party fails to prevail in their case not because of what they presented, but because of what they failed to present. It is unfortunate when a case is lost not on its merits, but rather because essential material was not provided to the arbitrator. Be prepared and avoid these top three pitfalls.

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