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IAF–PL–99-025
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Minutes of the
IAF Thirteenth Plenary Meeting
Held in the United Nations Centre, Vienna, Austria
on 29 and 30, September, 1999
1.
Welcome, Convene Meeting
1.1.1. The Chairman opened the meeting and welcomed all delegates. He thanked
UNIDO and in particular Mr Octavio Maizza-Neto, Director, Quality, Standardization
and Metrology Branch (QSM), Investment Promotion and Institutional CapacityBuilding Division (IPC) of UNIDO, for hosting the meeting. He welcomed the
opportunity to promote co-operation between IAF and UNIDO.
1.1.2. Mr Maizza-Neto welcomed delegates on behalf of the Director-General of
UNIDO. UNIDO was pleased to be able to host the meeting. Accreditation is
important and UNIDO has a program to assist developing nations to achieve
operation of an accreditation body. The work to set up an accreditation body incurs
many difficulties, and UNIDO welcomed assistance from IAF in that work. He wished
IAF a successful meeting.
1.1.3. The Chairman thanked Mr Maizza-Neto. He looked forward to a productive
meeting. He reminded delegates that the meeting should try to reach consensus on
each issue before it. If a vote was necessary only the leader of each member
delegation had the right to vote. All delegation leaders had been given a voting card.
All delegates and guests introduced themselves. There were 116 delegates,
representing 73 organisations from 42 countries in attendance. A list of delegates is
at Attachment 1.
1.1.4. The Chairman pointed out that there were six delegates at the first meeting of
IAF. In six years we had come a long way.
2.
Apologies
2.1.1. Apologies had been received from fifteen people. The list of apologies is
included in Attachment 1.
3.
Approval of Agenda
3.1.1. The following changes were made to the draft Agenda •
the report from the MLA MC would be taken before the MLA signing
ceremony to be held at 1600
•
item 10.4. (WTO) was deleted
Iaf13minutes Printed 19 May, 2000
IAF13. Plenary Meeting
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•
item 10.3. was separated into 10.3.1. – ISO, 10.3.2. - CASCO, 10.3.3.
TC176
3.1.2. The agenda as modified was approved.
4.
Minutes of Twelfth Meeting of IAF - 29th & 30th October 1998
4.1.1. The draft Minutes of the IAF12 meeting were approved.
4.2.
Matters Arising from the Minutes of the Twelfth Meeting
4.2.1. There were no outstanding matters arising from IAF12 other than those on the
agenda.
5.
5.1.
Governance
Report from President
5.1.1. The Chairman reported that the Board had met four times since the previous
Plenary Meeting. The Board had appointed a Chairman, a Treasurer, a Secretary
and a Senior Adviser in accordance with Article IV of the Bylaws. Marcello Tabaoda
who had been elected to represent Developing accreditation bodies had resigned
and the Board had appointed Sean MacCurtain to replace him.
5.1.2. The Board had invited the Chairman of each Working Group and of the
Regional Groups to attend each Board meeting as observers. It had also circulated
the Minutes of each Board meeting to members. Job descriptions for the Secretary
and the Senior Adviser had been approved by the Board and contracts with each of
them signed. The Board had appointed a Quality Manager, but he had resigned due
to pressure of work.
5.1.3. Directors and Officers insurance had been obtained to protect the Board.
5.1.4. As IAF was now an incorporated body it must adhere to its own Bylaws. The
Board had reviewed the membership criteria and rules, to ensure consistency with
the Bylaws. A proposal in relation to the membership rules would be put before
members later in the meeting.
5.1.5. The Board had reviewed policy and administrative procedures, the relationship
between the Board and the members of IAF, and the authority and responsibility of
the Board. It believed that amendment of the Bylaws would be needed, but more
work would be done before a proposal was put to members.
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5.1.6. A first step was to develop formal procedures for the management of Working
Groups and development of IAF documents. A procedures document would be
submitted for approval later in the meeting. The Board had conducted a Scenario
Options Planning review to consider the future of IAF.
5.1.7. The Board had had some difficulty in interpreting the budget approved at
IAF12 as the IAF12 meeting had decided that a CEO should not be appointed but the
costs of a Secretariat were included in the same budget item as the proposed CEO.
The Board believed it had interpreted the approved budget in the spirit of the
intentions of the decisions at last year’s meeting. The Board had monitored
expenditure during the year and managed the operations of IAF accordingly. A
proposal for rules for calculating membership fees would be submitted later in the
meeting.
5.1.8. The Board agenda included an item to monitor complaints received. So far
the Board had not received any complaints.
5.1.9. At the last Plenary meeting members had asked for action to deepen the
operation of the IAF MLA. A report on that subject would be made later in the
meeting.
5.1.10. The Chairman proposed a set of procedures for the management of future
Plenary meetings (see Attachment 2). He recognised that not enough notice was
given to delegates of items for discussion at this meeting. He asked the meeting to
agree on rules for future meetings. IAF was still developing its procedures. The
meeting agreed to adopt the proposals of the Chairman with the length of notice for
papers and resolutions amended from 30 days to 60 days.
5.1.11. The Chairman invited representatives of Developing accreditation bodies to
nominate persons to represent them as a member of the Board to replace Marcello
Tabaoda. There was only one nomination - Mr Sean MacCurtain of SANAS. The
Plenary meeting endorsed the nomination of Mr MacCurtain and he was declared
elected to the Board. Resolution 99-001 was approved unanimously.
Resolution 99-001 - Election of Member of the Board for Developing
Accreditation Body Members: The Plenary meeting appointed Mr Sean
MacCurtain to the Board of Directors as the representative of Developing
Accreditation Body Members, as the only candidate proposed in accordance
with the By Laws, Article V Section 3.
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5.2.
Rules for Membership
5.2.1. The Chairman reminded the meeting that from 1993 until the association was
incorporated the only constitutional document was the Memorandum of
Understanding (MoU). Now that IAF is incorporated it must follow its Bylaws. Article
5 sections 2 and 3 of the Bylaws set out the categories of membership. Section 2
sets out three classes of members - accreditation bodies, regional groups, and
associate members. But Section 3 refers to four classes, the fourth being developing
accreditation bodies.
5.2.2. The Board decided, for legal reasons, to prepare a set of draft declaration to
address both the weakness in existing categories and the disconnect between the
MoU and Bylaws. The draft declarations were submitted to the meeting for approval.
The intention was that once the declarations had been approved by members all
applicants for membership would be asked to sign the declaration as part of their
application, and all members, other than MLA members, would also be asked to sign
it. The signed declaration will replace the signing of the MoU. A revision of the
Bylaws would then be proposed to the next Plenary meeting.
5.2.3. The meeting agreed that, once the new declarations were approved, all
members should be required to sign them.
5.2.4. One issue needing consideration was whether IAF was prepared to welcome
international accreditation bodies. Some of them had applications for membership
outstanding for a long time. It was agreed that international accreditation bodies
should be asked to comment on the draft declarations. There was no intention of
excluding them. The international accreditation bodies were invited to present a
paper explaining what value they expect to get and give IAF.
5.2.5. It was intended that where a body which did not currently comply with IAF
rules was working towards meeting them, it would be accepted as a developing
accreditation body.
5.2.6. After some debate, Jaunin moved and Hulbert seconded Resolution 00-009 Resolution 99-009 - Approval of Declarations for Members in
accordance with By Laws Article 5, Section 1: The Plenary meeting
resolved that the draft Declarations for Members and Applicants for
Membership be forwarded to Members for a 30 day comment period, and on
receipt of comments the Board of Directors would forward an amended
version to Members for a letter ballot of 30 days.
The Resolution was adopted with two abstentions, all other delegates voting in
favour.
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[Note - the draft rules were circulated to members for comment on 5 October
1999, with a closing date for comments of 4 November 1999. As few
comments had been received by 4 November the comment period was
extended to 20 November. Fourteen members responded with comments,
most agreeing with the proposal in principle. The Board considered the
comments and amended the rules to take account of the comments. The
amended draft rules were circulated to members for voting on 9 December
1999, with the last date to return votes 8 January 2000.]
5.2.7. Ettarp moved and Hulbert seconded Resolution 99-010 Resolution 99-010 - Consideration of Current Applications for
Membership: The Plenary meeting resolved that decisions relating to
current applications for Membership be deferred until the outcome of the
ballot on the Declarations for Members.
The Resolution was adopted with two abstentions, all other delegations voting in
favour. [Note - action deferred until the outcome of Resolution 99-009]
5.3.
Report from Treasurer
5.3.1. The Treasurer, Joseph Dunbeck referred to the papers circulated. He
explained the balance sheet. IAF’s funds were held in a cheque account and money
market account (the later pays interest). Accounts were prepared on the basis of
accrual accounting, showing the income and expenditure in the time period in which it
occurs. It had taken a great deal of work to set up the accounting system, but in the
end it had worked well. He thanked members for paying their fees quickly after
invoices had been sent out late. He reminded members that legally the Board is
responsible for the financial management of the association.
5.3.2. Dunbeck explained that for the first three years of IAF’s operations ANSI had
provided the secretariat at no cost to the members of IAF. In 1998, INMETRO had
provided the secretariat at no cost to the members of IAF. In 1999 JAS-ANZ had
provided the Senior Adviser at no cost to the members of IAF. In 2000, for the first
time, IAF must pay the actual costs of its operations. The draft budget presented to
members sets out the real needs of IAF. The meeting in 1998 had decided that IAF
should not employ a Chief Executive. The Board had decided that the best way to
meet the needs of IAF for administration and advice was to employ a Secretary and a
Senior Adviser on contract, to limit the continuing liability.
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5.3.3. Dunbeck pointed out that the papers included a proposal for a revised
procedure for calculation of member fees, based upon the strength of the economy in
which a member operates and the number of accreditations it has issued. The intent
was to pick up both the ability to pay and the value of IAF to accreditation bodies.
The rules would require the treasurer to bring a budget to the plenary meeting each
year. The calculations used the co-efficients developed by the UN on the strength of
the various economies. Membership fees would be due when the invoice was
received, with an allowance of three months to pay.
5.3.4. He pointed out that the figures in the paper circulated were indicative only.
The actual fees due from members would be determined once accurate figures of the
number of accreditations issued by members were known. The actual fees for 2000
could not be calculated until the members had approved the rules for calculating fees
and had approved a budget. The meeting indicated that it supported a lower fee for
industry associations to encourage their participation in IAF. The Board was
reminded that at the 12th meeting the members were advised that the Board would
appoint a finance committee.
5.3.5. Jaunin moved and Ettarp seconded Resolution 99-013 Resolution 99-013 - Calculation of Membership Fees: Plenary meeting
approved a 30 day comment period on Draft 2 of the proposed rules for
membership fees (IAF-BD-99-064 refers) and on receipt and review of
comments the BoD would forward an amended version to Members for a
letter ballot of 30 days.
The Resolution was carried 16 in favour, 2 against, 6 abstained.
[Note - the draft rules were circulated to members for comment on 5 October 1999,
with a closing date for comments of 4 November 1999. As few comments had been
received by 4 November the comment period was extended to 20 November. The
Board considered the comments and amended the rules to take account of the
comments. The amended rules were circulated to members for voting on 9
December 1999, with the last date to return votes 8 January 2000]
5.3.6. Jaunin moved and Dunbeck seconded - that if the proposed rules for
calculation of membership fees are rejected by members, the previous rules will
remain in force, with membership fees increased proportionally to the budget for
2000. Carried unanimously.
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5.3.7. Dunbeck explained the make up of the proposed budget for 2000. The work
of IAF was growing quickly. The Board needs flexibility, but the bulk of the work must
be done by paid staff, on whom demands are increasing greatly. Whilst volunteers
can do some work, they need support from paid staff. IAF must accept that it is
growing and the demands on it are increasing. He reminded members that the
Board members carried their own costs to attend meetings of the Board, in addition
to the value of their time.
5.3.8. Dunbeck moved and Brockway seconded - That the draft budget for 2000 as
presented be accepted, conditional on close monitoring of expenditure of the
secretariat and Senior Adviser, and reporting of that expenditure to the membership.
Further that the proposal for the budget for 2001 must include an analysis of what
can be done by the membership and what by staff, with staff payment justified in
those terms. That the Board should show in the budget proposal package for 2001
details of each of the proposed projects in that year.
Voting on the motion was 12 opposed, 13 in favour, 8 abstentions. The Chairman
ruled that the motion was lost.
5.3.9. MacCurtain moved and Brockway seconded Resolution 99-014 Resolution 99-014 - Budget for Year 2000: Plenary meeting resolved to
approve the Budget for 2000 with the exclusion of the provision of $70,000
for the Special Adviser, and that the Board forward details to Members within
one month of projects to be covered with the $70,000, including the costs for
each project, and that the Members should vote for acceptance of each
project.
The Resolution was adopted – 2 against, 28 in favour, 4 abstained.
[Note the details of projects proposed with costings of each were circulated to
members on 25 November 1999, with the last date to return votes as 27 December
1999]
5.3.10. Brockway moved, Day seconded Resolution 99-015 Resolution 99-015 - Budget for Year 2001: Plenary meeting resolved that
the budget for 2001 be prepared in a timely manner, and include details of
the projects proposed for 2001 with details of costs of each project, and to
include an explanation of the totality of all the assumptions being made in
preparing the budget.
The Resolution was adopted 0 opposed, 32 in favour, 0 abstained.
[Note - action for the Board in 2000]
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5.3.11. The Secretary advised that, as a consequence of the above three
Resolutions, he would be unable to send invoices for membership fees for 2000 until
letter ballots on both the rules for calculation of fees and the approval of the
supplementary amounts in the budget were completed. He would be writing to
members soon asking them to advise the number of accreditations they had issued
at 1 September 1999.
5.4.
Report from Secretary
5.4.1. The Secretary drew attention to the listing of the Current membership
circulated in the papers for the meeting, and asked that any corrections needed be
advised to him.
5.4.2. The Secretary advised the meeting that the Board had admitted four new
members and moved Resolution 99-004 Resolution 99-004 - Admission of New Members: Plenary meeting
resolved that BELCERT, CACEB and HKAS be approved as Accreditation
Body Members and PAC be approved as a Regional Group Member in
accordance with Article 5 Section 3 of the Bylaws (Ref IAF-BD-99-002).
The Resolution was adopted, with all delegations but one voting in favour, one
abstained.
[Note the new members have signed the IAF MoU]
5.4.3. The Secretary demonstrated the newly established IAF Web site. He advised
that all the documents circulated for this meeting had been placed in the site and
were available for down loading.
6.
6.1.
Review of Work of Subordinate Groups
Report by MLA MC
6.1.1. Daniel Pierre reported on the activities of both the MLA MC and the MLA
Group. The MLA MC had met twice since last meeting. It had reviewed the
documentation and peer evaluation reports on INMETRO and the PAC MLA Group,
and recommended both be accepted into the MLA. A postal ballot of MLA members
had approved both applicants for acceptance into the MLA.
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6.1.2. As a consequence of the acceptance of the PAC Regional MLA Group into the
IAF MLA, four accreditation bodies signatories to the PAC MLA were now eligible to
sign the IAF MLA. In addition two new members of the EA MLA were also eligible to
sign the IAF MLA. (All six applicants signed the IAF MLA later in the day). At the
end of this meeting there would be 27 signatories to the IAF MLA. He did not expect
any more applicants in the coming year. The first group of re-assessments of
members of the MLA for QMS will be needed in 2001.
6.1.3. Resolution 99-002 was adopted unanimously Resolution 99-002 - MLA Management Committee Recommendation:
The Plenary meeting noted the report of the MLA Management Committee,
advising that INMETRO as an individual member and PAC as a regional MLA
Group member, had been admitted to the MLA. The Plenary meeting also
noted the advice that as a consequence of the EA and PAC MLA
membership, the following organisations had been admitted to the IAF MLA.
BELCERT (Belgium)
CAI (Czech Republic)
CNAB (China)
DSM (Malaysia)
KAB (Korea)
SAC (Singapore)
[Note - the six members signed the IAF MLA during the Plenary meeting in Vienna]
6.1.4. The MLA MC had discussed the No More – No Less policy, and 10 cases
where there was doubt as to conformity with the policy had been reported to it. In
two cases it had asked the accreditation body concerned for more information.
6.1.5. WG.2. had recommended that the IAF MLA MC should have a formal quality
manual. MLA MC had not agreed to prepare a quality manual, arguing that it is not
necessary as an available set of well classified up-dated documents is sufficient.
6.1.6. Pierre reported that the MLA Group had endorsed all the new signatories to
the MLA, and had begun work on the actions needed to achieve deepening of the
MLA.
6.1.7. Pierre advised that he was stepping down from both the MLA MC and MLA
Group. He would be replaced in both by the newly elected chairman of the EA MLA
Group.
6.1.8. Pierre moved and Hulbert seconded Resolution 99-012 Resolution 99-012 - MLA MC Terms of Reference: Plenary meeting
approved the revision of the first line of the current MLA MC Terms of
Reference (IAF-ML-99-003) to read “to plan and manage”.
The resolution was adopted without dissention.
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6.2.
Report of Ad-hoc Group on Deepening of the MLA
6.2.1. Roger Brockway referred to the Report of the ad-hoc group, which had been
circulated. The objective of deepening was to achieve one accreditation for each
certification body world-wide. The group believed that the processes used by IAF in
the peer evaluation of applicants to the MLA is not yet sufficiently robust to support
the objective. The group recommended that the Working Groups develop better
processes, particularly in the standard of reporting. The aim is to reduce costs to the
users of conformity assessment.
6.2.2. The meeting heard that PAC was also working on deepening its MLA, and had
already moved to allow one member of the PAC MLA to grant accreditation on behalf
of others. PAC had developed a letter explaining the meaning of the MLA, a
common report format, and harmonised training.
6.2.3. Hulbert moved and Day seconded Resolution 99-003 Resolution 99-003 - Board Ad Hoc Group on Deepening: The meeting
noted the report of the Board Ad Hoc Group on Deepening (IAF-MLA-99006), tabled at the meeting, and thanked the Chairman and members of the
group for their work.
The Resolution was adopted without dissention.
6.3.
WG 1
6.3.1. The Chairman of WG.1. Roger Brockway reported that the WG.1. meeting had
been attended by 50 delegates. The WG had prepared 12 resolutions for
consideration by the meeting, 10 of which it recommended be submitted for 60 day
letter ballots.
6.3.2. The Resolutions proposed by WG.1. were Resolution 99-016 - WG1 Terms of Reference: Plenary meeting resolved
that the Terms of Reference of WG1, as tabled at the Plenary meeting,
should be forwarded to Members for approval by a letter ballot of 60 days.
[Note - the draft Terms of Reference were circulated to members for ballot on
22 November 1999, with the last date to return votes as 21 January 2000]
Resolution 99-017 - IAF Guidance on the Application of ISO/IEC Guide
65: The Plenary meeting approved the extension to the trial use of IAF
Guidance on the Application of ISO/IEC Guide 65 for a further year until the
2000 IAF Plenary meeting, to allow accreditation bodies time to gain more
experience in its use.
This Resolution was adopted with all delegations voting in favour.
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[Note - Members to note and act on the Resolution]
Resolution 99-018 - Proposed Migration Plan for Accredited EMS
Certification Bodies from ISO/IEC Guide 62 TO ISO/IEC Guide 66:
Plenary meeting noted WG1’s recommended plan for accredited EMS
certification bodies to transition from ISO/IEC Guide 62 to ISO/IEC Guide 66,
and agreed that it should be forwarded to Members for approval by a letter
ballot of 60 days.
[Note - the draft migration plan was circulated to members for ballot on 22
November 1999, with the last date to return votes as 21 January 2000]
Resolution 99-019 - EMS Certification MLA: Plenary meeting resolved to
extend the IAF MLA to cover the accreditation of certification/registration of
EMS to ISO 14001, following confirmation of market support. Plenary
meeting noted WG1’s concerns to balance the resource implications of
extending the MLA with the demand for deepening the existing ISO 9000
MLA.
[Note - Resolution 99-019 was submitted to members for letter ballot on 14
December 1999, with final day for voting 14 February 2000]
Resolution 99-020 - Product Certification MLA: Plenary meeting noted
WG1’s recommendation to defer extending the IAF MLA to the accreditation
of product certification bodies until governments, and in particular WTO, have
confirmed that they will use the MLA in these activities.
Resolution 99-021 - Reference Materials: Plenary meeting resolved that
WG1’s recommended response to ILAC on the use of accredited certification
in relation to the manufacture of reference materials be forwarded to ILAC as
IAF’s formal response.
Resolution 99-021 was adopted unanimously at the meeting in Vienna.
[Note - the Secretary conveyed the paper prepared by WG.1 to ILAC as the
formal IAF position on 24 November 1999]
Resolution 99-022 - Multi-site Certification / Registration: The Plenary
meeting resolved that WG1 should finalise the current draft IAF guidance on
Multi-site certification / registration under ISO/IEC Guide 62 by
correspondence, and to follow the approval process approved by Members.
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Resolution 99-023 - Revision of Guidance on Assessment Time: The
Plenary meeting approved a new work item for WG1 to revise the IAF
Guidance on Assessment Time in the light of the proposals presented by
IAAR.
Resolution 99-024 - Establishment of Task Force for Alternative Method:
Plenary meeting resolved that WG1 should establish a Task Force to make
recommendation(s) on the implementation of the alternative method of
maintaining accredited certification / registration to ISO 9001, 2, 3.
Resolution 99-025 - Task Force for Clarification on IAF Guidance to
ISO/IEC Guide 62: Plenary meeting resolved that WG1 should establish a
task group to prepare a proposal on the clarifications to the IAF Guidelines
on ISO/IEC Guide 62 (Reference IAF WG-1 Memorandum 1998) in a form to
be presented as an addendum to IAF Guidelines on ISO/IEC Guide 62. On
completion of the proposal it shall be forwarded to members for approval by a
letter ballot of 60 days. The proposal shall include strong alternative
viewpoints on any of the issues.
Resolution 99-026 - Request for Clarification on Guidance Documents of
IAF: Plenary meeting noted the invitation by the Chairman of WG1 to submit
items for resolution to the working group for consideration at its next meeting,
scheduled to be held in May 2000.
[Note - action for WG.1.]
Resolution 99-027 - Task Force for Preparation of Draft Guidelines of
Application of ISO/IEC Guide 61 for Regional Cooperation of
Accreditation Bodies: Plenary meeting noted the formation by WG1 of a
task group to prepare draft Guidelines on the Application of ISO/IEC Guide
61 for Regional Cooperation of Accreditation Bodies.
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6.3.3. Brockway referred to the circulated document, prepared by WG.1., on the “No
More No Less” policy. There had been confusion as to the meaning of the policy.
WG.1. suggested that the essential point of the policy is that club membership
requires obeying the club rules. The objective is consistency, but the meaning of
“should” in the IAF guidance documents is uncertain. He suggested that the policy
could only apply where IAF has issued a policy or guidance. WG.1. recommended
that the meeting debate the policy using the paper it had prepared as a basis.
6.3.4. Brockway reported that the next meeting of WG.1. would be held in London in
May 2000.
6.4.
WG 2
6.4.1. The Chairman of WG.2, Tom Arnold, reported that there had been 41
delegates at the WG.2. meeting earlier in the week. The main work was to complete
the drafting of the revised MLA Policies and Procedures document. Earlier drafts
had been circulated widely, and the WG now recommended acceptance of the
document.
6.4.2. The WG wanted to stabilise its membership to allow more efficient operations.
He invited members to nominate permanent members of the WG.
6.4.3. WG.2 was conscious of the need to harmonise IAF documents with the
relevant ILAC documents, but at this stage ILAC could not adapt its documents. The
WG would co-operate with ILAC in the preparation of the next version.
6.4.4. Arnold moved and Brockway seconded Resolution 99-030 Resolution 99-030 - Final MLA Policies and Procedures: Plenary meeting
resolved that the document tabled at the meeting (IAF-MLA-99-004 refers)
be forwarded to Members for approval by a letter ballot of 60 days.
[Note - the draft document was forwarded to members for voting on 8
October 1999, with the last date to return votes as 7 December 1999. At the
close of voting 26 members had acknowledged receipt of the papers, of
whom 16 voted in favour, 1 negative vote and 9 abstentions. There were 6
comments, which have been referred to WG.2. for consideration during the
preparation of the next version. The document is adopted as a formal IAF
Procedures document.]
6.4.5. Arnold moved and Wloka seconded Resolution 99-031 -
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Resolution 99-031 - IAF/ILAC Cooperation: Plenary meeting resolved that
IAF should invite ILAC to cooperate in the preparation of a single document
for the conduct of peer evaluation by establishing a joint working group, and
agreed that Mr XIAO Jianhua, Ms Monika Wloka and an IAAC representative
be appointed as the IAF members of the joint working group.
6.4.6. Arnold moved and Brockway seconded Resolution 99-032
Resolution 99-032 - Adoption of IAF MLA “Words”: Plenary meeting
resolved that IAF MLA members will be authorised to allow certification /
registration bodies accredited within the scope of the MLA to include the
following wording:
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5HFRJQLWLRQ$UUDQJHPHQW0HPEHU¨
in an agreed typeface, alongside their accredited certification / registration
marks, only as they apply to the accreditation mark, and on the basis of
commitment to the deepening of the MLA as proposed in Section 8.1 of the
Report of the Ad-hoc Group on Deepening, (document IAF-BD-99-009),
following a letter ballot of 60 days.
6.4.7. Arnold moved and Wloka seconded Resolution 99-033 Resolution 99-033 - Future Work Programme of WG2: Plenary meeting
noted and approved the work programme for WG2 tabled at the meeting.
6.5.
WG 3
6.5.1. The Chairman of WG.3. Ian Day, referred to the draft General Procedures for
the Organisation of IAF Working Groups and for the Development of IAF Documents,
which had been circulated. The document was intended to set rules for operation of
WG’s, and for preparation of documents. The draft had been presented to last year’s
meeting and all comments taken into account. He asked the meeting to adopt the
document for immediate use.
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6.5.2. The document provided for postal ballots with 60 days delay for voting to allow
time to translate the documents into other languages. While all IAF documents are
owned by IAF, all members have the right to use them. The intention was to improve
transparency in IAF operations. The draft was still being worked on and some
editorial matters would be fixed after the meeting.
6.5.3. Day moved Resolution 99-005 Resolution 99-005 - Adoption of IAF-PL-99-009 General Procedures for
the Organisation of IAF Working Groups and for the Development of IAF
Documents: Plenary meeting resolved to adopt the document “General
Procedures for the Organisation of IAF Working Groups and for the
Development of IAF Documents” (IAF-PL-99-009) as amended by Working
Group 3, as an interim procedure for the purposes of this meeting. The
document will be forwarded to Members for a letter ballot of 60 days.
The resolution was approved with one abstention.
[Note - the document was forwarded to members for letter ballot on 26 November
1999, with the Last Date to Return Votes as 25 January 2000]
6.5.4. Day advised that WG.3. had prepared draft IAF procedures for investigation
and resolution of complaints. It was a simple procedure, which gave responsibility
and authority to the Chairman of Board. The IAF web site would allow complaints to
be lodged in the site. He moved Resolution 99-007 Resolution 99-007 - Adoption of IAF-W3-99-003 IAF Procedure for the
Investigation and Resolution of Complaints: Plenary meeting resolved to
adopt document “IAF Procedure for the Investigation and Resolution of
Complaints” (IAF-W3-99-003) as amended by Working Group 3, for
immediate use. The document will be forwarded to Members for a letter ballot
of 60 days.
[Note - the document was forwarded to members for letter ballot on 11 October 1999,
and voting closed on 3 December 1999. At the close of voting 22 Members had
acknowledged receipt of the papers, with the following result - Number of positive
votes -17, negative votes - nil, abstentions - 5. The document “IAF Procedure for the
Investigation and Resolution of Complaints” (IAF-W3-99-003) is now issued as an
official IAF Procedure.]
6.6.
WG.4
6.6.1. The Chairman of WG.4. Sean MacCurtain reported that 25 delegates
representing 18 countries had attended the WG.4. meeting this week.
6.6.2. MacCurtain moved Resolution 99-035 -
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Resolution 99-035 - WG4 Terms of Reference: Plenary meeting noted the
proposed Terms of Reference tabled at the meeting and resolved that they
be forwarded to Members for approval by a letter ballot of 60 days.
[Note - the Terms of Reference for WG.4. were circulated to members on 22
November 1999, for voting to end on 21 January 2000]
6.6.3. MacCurtain moved Resolution 99-036 Resolution 99-036 - IAF Mission Statement: Plenary meeting noted the
revised Mission Statement tabled at the meeting and resolved that WG4
should be supported in its resolve to work in keeping with the revised Mission
Statement.
6.6.4. MacCurtain moved Resolution 99-037 Resolution 99-037 - Application Procedure: Plenary meeting noted the
concerns expressed by WG4 regarding the application procedure and
resolved that they’re expressed concerns be considered in a review of the
procedure.
6.6.5. MacCurtain moved Resolution 99-038 Resolution 99-038 - Access to Experience and Training: Plenary meeting
noted WG4’s concern over a lack of resources for training of Developing
Accreditation Body personnel and resolved that all members should
cooperate, within their own resource constraints, to assist Developing
Accreditation Body Members through appropriate means, including, where
applicable, twinning and allowing the local accreditation body auditors to
participate in accreditation audits as a team member or observer.
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Resolution 99-039 - Facilitating Participation of all Attendees in IAF
Meetings: Plenary meeting noted the concern expressed by WG4, and
strongly reinforced by the Chairman of IAF, regarding the difficulties that nonEnglish speaking delegates have in participating in IAF working groups and
the Plenary meeting. The Plenary meeting resolved that a process should be
developed that will facilitate maximum participation by all delegates in
meeting proceedings, and requested WG4 to provide its views on possible
procedures.
6.6.7. MacCurtain moved Resolution 99-040 Resolution 99-040 - Interaction Between UNIDO, ISO/DEVCO and IAF:
Plenary meeting noted the recommendation of WG4 to establish a task group
to investigate ways for the three organisations to cooperate in developing a
strategy to inform governments of the importance of accreditation in
facilitating trade, and resolved that the BoD should take the appropriate
steps, noting the recommended IAF participants.
6.6.8. MacCurtain advised that a survey of surveillance of branch offices showed that
102 certification bodies responded, which had granted 350 QMS and 123 EMS
accreditations. These bodies were accredited by 19 accreditation bodies, 15 of
which were members of IAF and 12 were members of the MLA. Of 100 accredited
certification bodies, 87 branch offices knew of their head office accreditation and only
16 had ever received a surveillance visit. He moved Resolution 99-041 Resolution 99-041 - Utilisation of Local Accreditation Body Staff:
Plenary meeting noted the concerns expressed by WG4 regarding the
reluctance of accreditation bodies to seek the assistance of the local
accreditation body when conducting accreditation audit and surveillance
activity in another economy. Plenary meeting resolved that the BoD should
establish an appropriate task group to develop guidelines to require closer
cooperation with local accreditation bodies under these circumstances.
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Resolution 99-042 - Control of Stand-alone Subcontracted Auditing
Staff: Plenary meeting noted the request of WG4 to establish a task group to
review the appropriate relationship between certification/registration bodies
and subcontracted auditing staff in situations where the certification /
registration body has no local office. Plenary meeting resolved that the BoD
should establish a group, noting the WG4’s recommended membership.
6.6.10. MacCurtain advised that WG.4. had now established a link with UNIDO and
had lodged a request with UNIDO for co-ordination of assistance to developing
accreditation bodies.
6.6.11. He assured the meeting that WG.4. would continue to organise seminars and
workshops in association with plenary meetings.
7.
7.1.
International Liaison
ISO
7.1.1. Thomas Facklam reported on the work of the Joint Working Party between
IAF, CASCO and ISO/TC176, which had met the Sunday before this meeting. The
JWG had agreed to recommend that there be a transition period of three years from
the date of publication of the 2000 versions of ISO9000 during which both the 1994
and 2000 versions would be valid. IAF would issue guidance to accreditation bodies
and certification / registration bodies to indicate how the transitional arrangements
are to be managed. The guidance would cover the competencies required, and
items which would be checked during normal surveillance and modifications of the
assessment procedures.
7.1.2. The JWG would issue a public document covering all the recommendations in
regard to the transition from ISO9000:1994 to ISO90000:2000, and it would be put on
the web sites of both IAF and TC176.
7.1.3. The meeting agreed that Resolution 99-034 should be put to a letter ballot
immediately.
Resolution 99-034 - Report on Transition of ISO 9001 2000: Plenary
meeting noted the report on the meeting on the transition of ISO 9001 2000,
and resolved that the recommendations in the report be forwarded to
Members for approval by a letter ballot of 28 days.
[Note - the report on transition was circulated to members for ballot on 15 October
1999, with the last date to return votes as 12 November 1999. The result of the
ballot was - number of members acknowledging receipt 28, number of positive votes
Draft
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24, abstentions 4. Members were advised on 26 November 1999 that the report had
been adopted.]
7.1.4. The Communiqué issued by the JWG and the minutes of the JWG meeting
are available on the IAF web site.
7.2.
ISO/CASCO
7.2.1. John Donaldson, Chairman of CASCO, referred to the CASCO report, which
had been circulated. He felt that CASCO had recently shown that it can be
responsive. He referred to work going on, and the new work item to begin merging
Guides 62 and 66. It was important that IAF make a substantive input to the first
meeting of the CASCO Ad-hoc Group on Guidance Documentation, to be held in
January. CASCO needs to understand what IAF needs in documentation.
7.3.
UNIDO
7.3.1. Mr Octavio Maizza-Neto, Director, Quality, Standardization and Metrology
Branch (QSM), Investment Promotion and Institutional Capacity-Building Division
(IPC) of UNIDO addressed the meeting. He congratulated IAF on the work it was
doing. He pointed out that UNIDO is an agency of the UN, but with its own Board of
member states. The UN has 200 members, whilst UNIDO has 168 member states,
and has 30 offices around the world.
7.3.2. UNIDO’s objective is to reduce poverty and improve the quality of life for
people in less developed countries. Currently its emphasis is on Africa. (A copy of
Mr Maizza-Net’s presentation is available on the IAF web site.)
7.4.
Telecommunications Industry QuEST (QL 9000)
7.4.1. A representative of the Telecommunications Industry had been invited to
speak to the meeting but had been unable to come.
7.5.
Aeronautical Industry (AS 9000)
7.5.1. Mr Greg Swan, representing the American Aerospace Quality Group of
American Aerospace industry was invited to speak to the meeting. His presentation
was copied to members through the IAF web site. He reported that the aerospace
industry proposed to make use of the IAF MLA to extend the application of AS9100 /
EN9100 world wide. That concept had now been accepted by the FAA.
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7.5.2. The Chairman thanked Swan for the presentation. Swan indicated that AAQC
was committed to the philosophy of IAF, and would initially concentrate on meeting
the requirements of FAA. The aerospace standard was now available, and the first
certificates to it should be issued in October. He asked IAF to talk to AAQG about
how to move forward.
7.5.3. Day moved and Hulbert seconded Resolution 99-008 Resolution 99-008 - Relationship with American Aerospace Quality
Group: Plenary meeting, noting the development of American Aerospace
Quality Group (AAQG), resolved that IAF present to AAQG details of the
activities of IAF, including the IAF MLA process, and explore ways to open up
the accreditation and certification / registration process beyond North
America.
The resolution was adopted unanimously
[Note - the Secretary wrote to AAQG in the terms of this resolution on 30 November
1999. Correspondence with AAQG is continuing.]
8.
8.1.
Other Business
Confirmation of Resolutions
8.1.1. John Hulbert advised the meeting that the Drafting Group had prepared final
drafts of the Resolutions put to the meeting (all included in these minutes at the
appropriate place). He recommended that all the draft Resolutions be put in the IAF
web site (Note – done).
8.1.2. The meeting agreed that all resolutions shall be put to members for a voting
period of 60 days, unless another period had been specifically agreed to. Should a
Resolution be subjected to substantial comments which would change it significantly
the relevant document should be re-submitted to the WG which prepared it for further
consideration. A summary of all resolutions of the IAF.13 Plenary Meeting is at
Attachment 3.
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8.2.
9.
9.1.
Other
Future Plenary Meetings
2000 Plenary Meeting, Washington DC - 3 to 10 November.
9.1.1. John Donaldson on behalf of ANSI, the hosts for the 2000 meeting, circulated
a letter of invitation to the meeting to be held in Washington DC. He asked that
delegates not contact the hotels directly. The secretariat will send information and
arrange registration. He invited delegates to look at the Washington DC web site.
He urged them to register early.
9.2.
10.
2001 Plenary Meeting, Kyoto, Japan - October 28 to November 2.
Close
10.1.1. The meeting agreed that matters on the agenda not dealt with be deleted.
10.1.2. The Chairman thanked the Secretary, Belinda Mort and UNIDO staff the for
the hard work done to make this meeting a success. He also thanked the Drafting
Group of John Hulbert, Elva Nilsen and Katarina Wennell for their hard work.
10.1.3. He wished all delegates safe travel home.
10.1.4. He closed the meeting.
Attachment 1
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Delegates attending the IAF.13 Plenary Meeting
Title
Name
Organisation
Country
Mr
Carlos LEYBA
OAA
Argentina
Ms
Alicia ELOLA
OAA
Argentina
Mr
John HULBERT
JAS-ANZ
Australia & New Zealand
Mr
Noel MATTHEWS
IAF Secretary
Australia
Ms
Belinda MORT
PAC Secretary
Australia
Dr
Octavio MAIZZA-NETO
UNIDO
Austria
Mr
Norbert CARTEUS
BELCERT
Belgium
Mr
Reinaldo B FIGUEIREDO
INMETRO
Brazil
Mr
Ricardo NOBREGA
INMETRO
Brazil
Ms
Joan BROUGH-KERREBYN
SCC
Canada
Mr
Robert MAIN
Industry Canada
Canada
Ms
Elva NILSEN
SCC
Canada
Mr
Antonio PINHO
CEA
Canada
Ms
Ana Maria CORO
INN
Chile
Mr
CHEN Yanping
CACEB
China
Mr
HE Zhaowei
CNACP
China
Mr
LIU Zhaobin
CSBTS
China
Mr
WANG Weidong
CNACR
China
Mr
XIAO Jianhua
CNACR
China
Mr
XU Yougang
CNACR
China
Mrs
ZHANG Su
CACEB
China
Mr
ZHU Xing Xiang
CACEB
China
Dr
Milan KOUTNIK
CAI
Czech Republic
Mr
Jiri RUZICKA
CAI
Czech Republic
Mr
Vagn ANDERSEN
DANAK
Denmark
Ms
Karen JENSEN
DANAK
Denmark
Mr
Hassan SAFWAT
EGAC
Egypt
Dr
Tuulikki HATTULA
FINAS
Finland
Mr
Bernard ATHANE
OIML
France
Dr.
Gilles DUPRIEZ
COFRAC
France
Attachment 1
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Page 23 of 36
Mr
Alister DALRYMPLE
IQNet
France
M.
Lucien TRONEL
UN/ECE & CASCO
France
Mr
Daniel PIERRE
COFRAC
France
Mr
Guenther BEER
BDI
Germany
Dr
Thomas FACKLAM
DAR / TGA
Germany
Dr
Peter HERRMANN
IIOC
Germany
Dr
Monika WLOKA
DAR
Germany
Prof.
Dr
Hans Ulrich MITTMANN
DAR
Germany
Mr
Tommy FUNG
HKAS
Hong Kong, China
Mr
Zsigmond MATOLCSI
Hungarian Accreditation Board
Hungary
Mr
Vijay K MEDIRATTA
NABCB
India
Mr
SUPRATO
KAN
Indonesia
Mr
Tom DEMPSEY
NAB
Ireland
Ms
Catherine McENRI
NAB
Ireland
Mr
Nachum GRANOT
ISRAC
Israel
Prof.
Amos NOTEA
Technion
Israel
Mr
Roberto PERISSI
SINCERT
Italy
Mr
Takashi HAMASAKA
JASC
Japan
Mr
Yuichiru ISO
JAB
Japan
Mr
Tetsuro KAWABERI
JAB
Japan
Mr
Juichi NAGANO
JASC
Japan
Mr
Masao NAGAO
JAB
Japan
Dr
Takashi OHTSUBO
JAB
Japan
Mr
CHEON, Jung-Kee
BSI Quality Service
Korea
Mr
JUNG Hae Jin
KAB
Korea
Mr
JUNG Soo-Youl
KAB
Korea
Mr
KO Jung-Heui
ATS
Korea
Mr
KWON Soon-Youb
KQA
Korea
Mr
KWON Sun Kack
ATS
Korea
Mr
SHIM In-Bo
KMA-QA
Korea
Mag
Jean-Marie REIFF
Ministere de l’Economie,
Luxembourg
Luxembourg
Mr
CHIN Miew-Lim
DSM
Malaysia
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Ms
Veronica de SOLORZANO
EMA
Mexico
Mr
Rafael RODRIGUEZ
EMA
Mexico
Prof
Harry GUNDLACH
RVA
Netherlands
Dr
Helge KILDAL
NMAS
Norway
Mrs
Cirila S. BOTOR
BPS
Philippines
Mr
Michal KOTLINSKI
PCBC
Poland
Mrs
Krystyna URBAN
PCBC
Poland
Mr
Stanislaw WALENTA
PCBC
Poland
Mrs
Kim Swee TAN
SAC
Singapore
Dr.
Marian WEIDLICH
SNAS
Slovakia
Mr
Sean MacCURTAIN
SANAS
South Africa
Mr
Kobus MALAN
SANAS
South Africa
Mr
Sean PETERS
SANAS
South Africa
Ms
Elsabe STEYN
DTI
South Africa
Mr
Jeronimo FERRER
ENAC
Spain
Mr
Antonio MUNOZ
ENAC
Spain
Mr
Lars ETTARP
SWEDAC
Sweden
Mr
Leif STRAND
SWEDAC
Sweden
Ms
Katarina WENNELL
EA / SWEDAC
Sweden
Me
Anwar EL-TAWIL
ISO program for developing
countries
Switzerland
Mr
Yasukazu FUKUDA
ISO
Switzerland
Mr
Hanspeter ISCHI
SAS
Switzerland
Mr
Jean-Pierre JAUNIN
SAS
Switzerland
Ms
Dana KISSINGER-MATRAY
ISO
Switzerland
Ms
JIN Yuh-guang
CNAB
Chinese Taipei
Mrs
Ratanaporn
CHUENGSANGUANSIT
ONAC
Thailand
Mrs
Chatchanee KUNAKORNKASEM
ONAC
Thailand
Mr
Ekanit ROMYANON
ONAC
Thailand
Mr
Roger BENNETT
ABCB
United Kingdom
Mr
Roger BROCKWAY
UKAS
United Kingdom
Ms
Linda CAMPBELL
UKAS
United Kingdom
Mr
Brian DAVIES
ABCB
United Kingdom
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Page 25 of 36
Mr
Ian DAY
IIOC
United Kingdom
Mr
Tim INMAN
ABCB
United Kingdom
Mr
Nigel OVERTON
IIOC
United Kingdom
Mr
Jim SPEIRS
ABCB
United Kingdom
Mr
Sandy SUTHERLAND
IIOC
United Kingdom
Ing.
Leonardo CIZMIC
OUA
Uruguay
Mr
Tom ARNOLD
TRA Certification
U.S.A.
Ms
Maureen BREITENBERG
NIST
USA
Mr
John L. DONALDSON
ANSI-RAB NAP
USA
Mr
Joseph DUNBECK
ANSI-RAB NAP
USA
Mr
John HENDERSON
IIIOC / SGS
USA
Mr
Bob LEVINE
IAAR
USA
Mr
George LOFGREN
RAB
USA
Mr
Paul MOLISKI
ANSI
USA
Mr
Keith MOWRY
ANSI / RAB
USA
Mr
Scott RICHTER
RAB
USA
Mr
Michael ROSS
RAB
USA
Mr
Greg SWAN
AAQC
USA
Ms
Alice TEPPER-MARLIN
CEPAA
USA
Mr
Bo Van ELZAKKER
IOAS
USA
Mr
Octavio Maizza-Neto
UNIDO
UN
Ms
Claudia LINKE
UNIDO
UN
116 delegates
representing 73 organisations (different bits of ISO counted separately)
from 42 countries (Hong Kong & Taiwan counted as countries)
APOLOGIES
Ms
Margarethe LAFIN
INMETRO
Brazil
Mr
Victor BRADLEY
SCC
Canada
Mrs
Mrs. Wang Fengqing
CNAB
China
Mr
SHENG Fei
CNAB
China
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Page 26 of 36
Mrs
SONG Qunli
CNAB
China
Mr
LIU Qing Xian
CNAB
China
Mr
LIU Xiande
CNAB
China
Mr
Hovsep HOVSEPSARKISSIAN
Iran Accreditation System
(IAS)
Iran
Mr
Poorna Prasad
MANANDHAR
Nepal Bureau of
Standards & Metrology
Nepal
Mrs
Izabela SKALSA
PCBC
Poland
Mr
Gregory RAMENDIK
Kurnakov Institute of
General & Inorganic
Chemistry
RUSSIA
Dr
Jeff HORNER
IIIOC / SGS
UK
Dr
Belinda COLLINS
NIST - ILAC
USA
Mr
David LING
AEA (proxy to Guenther
Beer)
USA
Mr
Dale MISCZYNSKI
Motorola
USA
Attachment 2
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IAF Plenary Meetings – Procedures for Discussions and Decisions
In order to achieve Informed Decisions for the Progress of IAF the following
procedures shall apply to all IAF Plenary Meetings (approved at IAF Plenary
September 1999 - Vienna)
Draft Documents for Approval:
shall be circulated for consideration by members, with clear indications of the
intent of the final approval by the Plenary - 60 days before the meeting.;
Draft Resolutions of a binding nature:
shall be circulated for consideration by members, with clear indications of the
intent of the final approval by the Plenary - 60 days before the meeting.;
Discussion at the Plenary Meeting
Delegates will be asked to keep in mind that: English is not mother languages
of the majority of members;
Speakers whose mother tongue is English are requested to speak slowly,
clearly and briefly; (Volunteers for an English facilitator is sought.)
Presentations at the Plenary Meeting
Visual presentation, rather than oral, is recommended.
Written material is also recommended for recording purpose; with clear
indication of the aim of the presentation; e.g., for the Plenary to note, to
review, to discuss or to approve.
Resolutions of the Plenary Meeting
Draft resolutions will be:
•
prepared by a Drafting group;
•
submitted for discussion at the last session of the Plenary with visual
presentation; and
•
finalized for members’ accessibility at the time of closure.
Attachment 3
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IAF–PL–99-025
Page 28 of 36
RESOLUTIONS APPROVED BY THE 13TH PLENARY MEETING
Resolution 99-001 - Election of Member of the Board for Developing
Accreditation Body Members: The Plenary meeting appointed Mr Sean
MacCurtain to the Board of Directors as the representative of Developing
Accreditation Body Members, as the only candidate proposed in accordance with the
By Laws, Article V Section 3.
[Note - no further action required]
Resolution 99-002 - MLA Management Committee Recommendation: The
Plenary meeting noted the report of the MLA Management Committee, advising that
INMETRO as an individual member and PAC as a regional MLA Group member, had
been admitted to the MLA. The Plenary meeting also noted the advice that as a
consequence of the EA and PAC MLA membership, the following organisations had
been admitted to the IAF MLA.
BELCERT (Belgium)
CAI (Czech Republic)
CNAB (China)
DSM (Malaysia)
KAB (Korea)
SAC (Singapore)
[Note - the six members signed the IAF MLA during the Plenary meeting in
Vienna]
Resolution 99-003 - Board Ad Hoc Group on Deepening: The meeting noted the
report of the Board Ad Hoc Group on Deepening (IAF-MLA-99-006), tabled at the
meeting, and thanked the Chairman and members of the group for their work.
[Note - no further action required]
Resolution 99-004 - Admission of New Members: Plenary meeting resolved that
BELCERT, CACEB and HKAS be approved as Accreditation Body Members and
PAC be approved as a Regional Group Member in accordance with Article 5 Section
3 of the Bylaws (Ref IAF-BD-99-002).
[Note the three new members have signed the IAF MoU]
Resolution 99-005 - Adoption of IAF-PL-99-009 General Procedures for the
Organisation of IAF Working Groups and for the Development of IAF
Documents: Plenary meeting resolved to adopt the document “General Procedures
for the Organisation of IAF Working Groups and for the Development of IAF
Documents” (IAF-PL-99-009) as amended by Working Group 3, as an interim
procedure for the purposes of this meeting. The document will be forwarded to
Members for a letter ballot of 60 days.
[Note - the document was forwarded to members for letter ballot on 26
November 1999, with the Last Date to Return Votes as 25 January 2000]
Attachment 3
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IAF–PL–99-025
Page 29 of 36
Resolution 99-006 - Procedure for Approval of Documents Presented to This
Plenary meeting: The Plenary meeting resolved that for documents presented to
this Plenary meeting, and for which the Plenary meeting agrees approval should be
by letter ballot, if an affirmative ballot is accompanied by comments, and the
collected comments change the nature or intent of the document, they will be
forwarded to the responsible working group of committee chairman to determine
whether they should be incorporated into a new version to be voted on. The rules for
voting will be in accordance with Article II, Section 3 of the Bylaws.
[Note - the Plenary meeting procedures have been amended in accordance
with this resolution]
Resolution 99-007 - Adoption of IAF-W3-99-003 IAF Procedure for the
Investigation and Resolution of Complaints: Plenary meeting resolved to adopt
document “IAF Procedure for the Investigation and Resolution of Complaints” (IAFW3-99-003) as amended by Working Group 3, for immediate use. The document will
be forwarded to Members for a letter ballot of 60 days.
[Note - the document was forwarded to members for letter ballot on 11
October 1999, and voting closed on 3 December 1999. At the close of voting
22 Members had acknowledged receipt of the papers, with the following result
- Number of positive votes -17, negative votes - nil, abstentions - 5. The
document “IAF Procedure for the Investigation and Resolution of Complaints”
(IAF-W3-99-003) is now issued as an official IAF Procedure.]
Resolution 99-008 - Relationship with American Aerospace Quality Group:
Plenary meeting, noting the development of American Aerospace Quality Group
(AAQG), resolved that IAF present to AAQG details of the activities of IAF, including
the IAF MLA process, and explore ways to open up the accreditation and certification
/ registration process beyond North America.
[Note - the Secretary wrote to AAQG in the terms of this resolution on 30
November 1999. Correspondence with AAQG is continuing.]]
Resolution 99-009 - Approval of Declarations for Members in accordance with
By Laws Article 5, Section 1: The Plenary meeting resolved that the draft
Declarations for Members and Applicants for Membership be forwarded to Members
for a 30 day comment period, and on receipt of comments the Board of Directors
would forward an amended version to Members for a letter ballot of 30 days.
[Draft Members Declarations were circulated to all members and applicants for
membership on18 November 1999, with a closing date for comments of 24
December 1999.
At the closing date receipt of papers had been
acknowledged by 25 members and two applicants for membership. Of those,
five responses were “No Comment”, and seven members submitted
substantive comments. The comments received were submitted to the Board
for consideration.]
Attachment 3
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Page 30 of 36
Resolution 99-010 - Consideration of Current Applications for Membership:
The Plenary meeting resolved that decisions relating to current applications for
Membership be deferred until the outcome of the ballot on the Declarations for
Members.
[Note - action deferred until the outcome of Resolution 99-009]
Resolution 99-011 - IAF Procedures for Plenary Meeting: The Plenary meeting
resolved to revise the time period for circulation of draft documents for approval at
Plenary Meetings, as noted on page 1 of IAF-PL-99-001, from 30 days to 60 days, to
allow time for translation of documents by members as necessary, and for
consideration by all.
[Note - the Plenary meeting procedures have been amended in accordance
with this resolution]
Resolution 99-012 - MLA MC Terms of Reference: Plenary meeting approved the
revision of the first line of the current MLA MC Terms of Reference (IAF-ML-99-003)
to read “to plan and manage”.
[Note - the Terms of Reference of the MLA MC have been amended in
accordance with this resolution]
Resolution 99-013 - Calculation of Membership Fees: Plenary meeting approved
a 30 day comment period on Draft 2 of the proposed rules for membership fees (IAFBD-99-064 refers) and on receipt and review of comments the Board would forward
an amended version to Members for a letter ballot of 30 days.
[Note - the draft rules were circulated to members for comment on 5 October
1999, with a closing date for comments of 4 November 1999. As few
comments had been received by 4 November the comment period was
extended to 20 November. Fourteen members responded with comments,
most agreeing with the proposal in principle. The Board considered the
comments and amended the rules to take account of the comments. The
amended draft rules were circulated to members for voting on 9 December
1999, with the last date to return votes 8 January 2000.]
Resolution 99-014 - Budget for Year 2000: Plenary meeting resolved to approve
the Budget for 2000 with the exclusion of the provision of $70,000 for the Special
Adviser, and that the Board forward details to Members within one month of projects
to be covered with the $70,000, including the costs for each project, and that the
Members should vote for acceptance of each project.
[Note the details of projects proposed with costings of each were circulated to
members on 25 November 1999, with the last date to return votes as 27
December 1999]
Attachment 3
Minutes
IAF–PL–99-025
Page 31 of 36
Resolution 99-015 - Budget for Year 2001: Plenary meeting resolved that the
budget for 2001 be prepared in a timely manner, and include details of the projects
proposed for 2001 with details of costs of each project, and to include an explanation
of the totality of all the assumptions being made in preparing the budget.
[Note - action for the Board in 2000]
Resolution 99-016 - WG1 Terms of Reference: Plenary meeting resolved that the
Terms of Reference of WG1, as tabled at the Plenary meeting, should be forwarded
to Members for approval by a letter ballot of 60 days.
[Note - the draft Terms of Reference were circulated to members for ballot on
22 November 1999, with the last date to return votes as 21 January 2000]
Resolution 99-017 - IAF Guidance on the Application of ISO/IEC Guide 65: The
Plenary meeting approved the extension to the trial use of IAF Guidance on the
Application of ISO/IEC Guide 65 for a further year until the 2000 IAF Plenary
meeting, to allow accreditation bodies time to gain more experience in its use.
This Resolution was adopted with all delegations voting in favour.
[Note - Members to note and act on the Resolution]
Resolution 99-018 - Proposed Migration Plan for Accredited EMS Certification
Bodies from ISO/IEC Guide 62 TO ISO/IEC Guide 66: Plenary meeting noted
WG1’s recommended plan for accredited EMS certification bodies to transition from
ISO/IEC Guide 62 to ISO/IEC Guide 66, and agreed that it should be forwarded to
Members for approval by a letter ballot of 60 days.
[Note - the draft migration plan was circulated to members for ballot on 22
November 1999, with the last date to return votes as 21 January 2000]
Resolution 99-019 - EMS Certification MLA: Plenary meeting resolved to extend
the IAF MLA to cover the accreditation of certification/registration of EMS to ISO
14001, following confirmation of market support. Plenary meeting noted WG1’s
concerns to balance the resource implications of extending the MLA with the demand
for deepening the existing ISO 9000 MLA.
Resolution 99-020 - Product Certification MLA: Plenary meeting noted WG1’s
recommendation to defer extending the IAF MLA to the accreditation of product
certification bodies until governments, and in particular WTO, have confirmed that
they will use the MLA in these activities.
Attachment 3
Minutes
IAF–PL–99-025
Page 32 of 36
Resolution 99-021 - Reference Materials: Plenary meeting resolved that WG1’s
recommended response to ILAC on the use of accredited certification in relation to
the manufacture of reference materials be forwarded to ILAC as IAF’s formal
response.
[Note - the Secretary conveyed the paper prepared by WG.1 to ILAC as the
formal IAF position on 24 November 1999]
Resolution 99-022 - Multisite Certification / Registration: The Plenary meeting
resolved that WG1 should finalise the current draft IAF guidance on Multisite
certification / registration under ISO/IEC Guide 62 by correspondence, and to follow
the approval process approved by Members.
Resolution 99-023 - Revision of Guidance on Assessment Time: The Plenary
meeting approved a new work item for WG1 to revise the IAF Guidance on
Assessment Time in the light of the proposals presented by IAAR.
Resolution 99-024 - Establishment of Task Force for Alternative Method:
Plenary meeting resolved that WG1 should establish a Task Force to make
recommendation(s) on the implementation of the alternative method of maintaining
accredited certification / registration to ISO 9001, 2, 3.
Resolution 99-025 - Task Force for Clarification on IAF Guidance to ISO/IEC
Guide 62: Plenary meeting resolved that WG1 should establish a task group to
prepare a proposal on the clarifications to the IAF Guidelines on ISO/IEC Guide 62
(Reference IAF WG-1 Memorandum 1998) in a form to be presented as an
addendum to IAF Guidelines on ISO/IEC Guide 62. On completion of the proposal it
shall be forwarded to members for approval by a letter ballot of 60 days. The
proposal shall include strong alternative viewpoints on any of the issues.
Resolution 99-026 - Request for Clarification on Guidance Documents of IAF:
Plenary meeting noted the invitation by the Chairman of WG1 to submit items for
resolution to the working group for consideration at its next meeting, scheduled to be
held in May 2000.
Attachment 3
Minutes
IAF–PL–99-025
Page 33 of 36
[Note - action for WG.1.]
Resolution 99-027 - Task Force for Preparation of Draft Guidelines of
Application of ISO/IEC Guide 61 for Regional Cooperation of Accreditation
Bodies: Plenary meeting noted the formation by WG1 of a task group to prepare
draft Guidelines on the Application of ISO/IEC Guide 61 for Regional Cooperation of
Accreditation Bodies.
Resolution 99-028 - WG2 Terms of Reference: Plenary meeting approved the
editorial change to Item 5 of the Terms of Reference of WG2 to read “To identify
criteria and procedures …”, in lieu of “to develop criteria and procedures …”.
[Note - the Terms of Reference of WG.2. have been amended accordingly]
Resolution 99-029 - Organisation Chart: Plenary meeting noted the request by
WG2 to review the Organisation Chart to reflect the functional lines of responsibility,
and requested the Board to take note for future revisions.
Resolution 99-030 - Final MLA Policies and Procedures: Plenary meeting
resolved that the document tabled at the meeting (IAF-MLA-99-004 refers) be
forwarded to Members for approval by a letter ballot of 60 days.
[Note - the draft document was forwarded to members for voting on 8 October
1999, with the last date to return votes as 7 December 1999. At the close of
voting 26 members had acknowledged receipt of the papers, of whom 16
voted in favour, 1 negative vote and 9 abstentions. There were 6 comments,
which have been referred to WG.2. for consideration during the preparation of
the next version. The document is adopted as a formal IAF Procedures
document.]
Resolution 99-031 - IAF/ILAC Cooperation: Plenary meeting resolved that IAF
should invite ILAC to cooperate in the preparation of a single document for the
conduct of peer evaluation by establishing a joint working group, and agreed that Mr
XIAO Jianhua, Ms Monika Wloka and an IAAC representative be appointed as the
IAF members of the joint working group.
Attachment 3
Minutes
IAF–PL–99-025
Page 34 of 36
Resolution 99-032 - Adoption of IAF MLA “Words”: Plenary meeting resolved that
IAF MLA members will be authorised to allow certification / registration bodies
accredited within the scope of the MLA to include the following wording:
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in an agreed typeface alongside their accredited certification / registration marks, only
as they apply to the accreditation mark, and on the basis of commitment to the
deepening of the MLA as proposed in Section 8.1 of the Report of the Ad-hoc Group
on Deepening, (document IAF-BD-99-009), following a letter ballot of 60 days.
Resolution 99-033 - Future Work Programme of WG2: Plenary meeting noted and
approved the work programme for WG2 tabled at the meeting.
Resolution 99-034 - Report on Transition of ISO 9001 2000: Plenary meeting
noted the report on the meeting on the transition of ISO 9001 2000, and resolved that
the recommendations in the report be forwarded to Members for approval by a letter
ballot of 28 days.
[Note - the report on transition was circulated to members for ballot on 15
October 1999, with the last date to return votes as 12 November 1999. The
result of the ballot was - number of members acknowledging receipt 28,
number of positive votes 24, abstentions 4. Members were advised on 26
November 1999 that the report had been adopted.]
Resolution 99-035 - WG4 Terms of Reference: Plenary meeting noted the
proposed Terms of Reference tabled at the meeting and resolved that they be
forwarded to Members for approval by a letter ballot of 60 days.
[Note - the Terms of Reference for WG.4. were circulated to members on 22
November 1999, for voting to end on 21 January 2000]
Resolution 99-036 - IAF WG.4. Mission Statement: Plenary meeting noted the
revised Mission Statement tabled at the meeting and resolved that WG4 should be
supported in its resolve to work in keeping with the revised Mission Statement.
Resolution 99-037 - Application Procedure: Plenary meeting noted the concerns
expressed by WG4 regarding the application procedure and resolved that they’re
expressed concerns be considered in a review of the procedure.
Attachment 3
Minutes
IAF–PL–99-025
Page 35 of 36
Resolution 99-038 - Access to Experience and Training: Plenary meeting noted
WG4’s concern over a lack of resources for training of Developing Accreditation Body
personnel and resolved that all members should cooperate, within their own resource
constraints, to assist Developing Accreditation Body Members through appropriate
means, including, where applicable, twinning and allowing the local accreditation
body auditors to participate in accreditation audits as a team member or observer.
Resolution 99-039 - Facilitating Participation of all Attendees in IAF Meetings:
Plenary meeting noted the concern expressed by WG4, and strongly reinforced by
the Chairman of IAF, regarding the difficulties that non-English speaking delegates
have in participating in IAF working groups and the Plenary meeting. The Plenary
meeting resolved that a process should be developed that will facilitate maximum
participation by all delegates in meeting proceedings, and requested WG4 to provide
its views on possible procedures.
Resolution 99-040 - Interaction Between UNIDO, ISO/DEVCO and IAF: Plenary
meeting noted the recommendation of WG4 to establish a task group to investigate
ways for the three organisations to cooperate in developing a strategy to inform
governments of the importance of accreditation in facilitating trade, and resolved that
the Board should take the appropriate steps, noting the recommended IAF
participants.
Resolution 99-041 - Utilisation of Local Accreditation Body Staff: Plenary
meeting noted the concerns expressed by WG4 regarding the reluctance of
accreditation bodies to seek the assistance of the local accreditation body when
conducting accreditation audit and surveillance activity in another economy. Plenary
meeting resolved that the Board should establish an appropriate task group to
develop guidelines to require closer cooperation with local accreditation bodies under
these circumstances.
Attachment 3
Minutes
IAF–PL–99-025
Page 36 of 36
Resolution 99-042 - Control of Stand-alone Subcontracted Auditing Staff:
Plenary meeting noted the request of WG4 to establish a task group to review the
appropriate relationship between certification/registration bodies and subcontracted
auditing staff in situations where the certification/registration body has no local office.
Plenary meeting resolved that the Board should establish a group, noting the WG4’s
recommended membership.

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