PRIVATE & CONFIDENTIAL

1st GENERAL ASSEMBLY OF THE AFRICAN ACCREDITATION COOPERATION

Minutes of the 1st General Assembly of the-African Accreditation Cooperation held at the Grand Hyatt Cairo from 29 – 30 September 2010

PRESENT: / Mr / Riundja / Kaakunga / SADCA, Namibia
Ms / Kathrin / Wunderlich / PTB, Germany
Mr / Martin / Kaiser / PTB, Germany
Mrs / Maureen / Mutasa / SADCAS, Botswana
Mr / Victor / Gandy / IAAC Secretariat, Mexico
Mr / Walter / Okoko / NEPAD, South Africa
Mr / Moez / Boughalmi / TUNAC, Tunisia
Ms / Elsabe / Steyn / Department of Trade and Industry, South Africa
Ms / Anna-Marie / Lötter / Department of Trade and Industry, South Africa
Mr / Willy / Musinguzi / EAC Secretariat, Tanzania
Mr / Robin / Gopee / MAURITAS, Mauritius
Ms / Kuena / Molapo / SADCSecretariat, Botswana
Dr / Rubina / Imtiaz / CDC, United States of America
Mr / Marcel / Gbaguidi / WASAC (SOAC), Burkina Faso
Mr / Prags / Govender / SANAS, South Africa - Chairperson
Mr / Lionel / Ngwessy Malaga / CEMAC
Mr / Mensan / Lawson-Hechelli / ECOWAS, Nigeria – Director, Industry and Mines
Mr / Andrew / Maiyo / ARSO,Kenya - Secretary General
Prof. / Ahmed / El Sayed / AFRIMETS, Egypt
Mr / Elham / Wadie Nataj / LNCSM, Libya
Mr / Hasham / Ahmet Burkan / LNCSM, Libya – Head of Accreditation Office
Mr / Khaled / Jbali / LNCSM, Libya
Mr / Hanspeter / Ischi / Representing EA and ILAC (SAS, Switzerland)
Mr / Michael / Fraser / APLAC Secretariat, Australia
Mr / Hassan / Shaarawi / EGAC, Egypt
Mr / Mahmoud / Eltayeb / EGAC, Egypt
Mr / Adel / Shakour / EGAC, Egypt
Mr / Mohamed / Hassan / EGAC, Egypt
INTERIM-SECRETARIAT: / Mr / Ron / Josias / SADCA Regional Coordinator, South Africa
Ms / Nonhlanhla / Halimana / SADCA Project Coordinator, South Africa
APOLOGIES: / Mr / John / Rukaria / KENAS, Kenya
Mr / Sammy / Milgo / KENAS
Dr / Khadijah / Kassachoon / KENAS
Mr / Samuel / Mwambazi / COMESA, Zambia
Mrs / Masego / Marobela / SADCA Chair, Botswana
1. / OPENING AND WELCOME
The meeting appointed Mr Riundja Ali Kaakunga (Othy) as the Chair for the duration of the General Assembly, until such a time that the Chair was appointed. He welcomed and thanked all present for their attendance.
2. / APOLOGIES
Apologies were noted from:
KENAS, Kenya - Mr John Rukaria, Mr Sammy Milgo and Dr Khadijah Kassachoon.
SADCA, Botswana - Mrs Masego Marobela
COMESA, Zambia - Mr Samuel Mwambazi
3. / ADOPTION OF AGENDA
The Chair requested that the previous meeting’s minutes, which are item 4 on the General Assembly’s agenda be discussed as the first item on 30 September 2010, in order to allow for agenda item 5 on the General Assembly’s agenda to be discussed.
The agenda was proposed by SADCAS, and seconded by EGAC.
4. / CONFIRMATION OF THE MINUTES OF THE PREVIOUS MEETING: 14 – 15 APRIL 2010
The minutes of the meeting held from 14 – 15 April 2010 were accepted as a true reflection of the previous meeting.
The minutes were proposed by SADCAS, and seconded by NEPAD.
MATTERS ARISING
Mr Josias discussed the matters arising which are appended in the minutes of the meeting that took place from 14 – 15 April 2010 as Appendix F.
Mrs Mutasa proposed that the AFRAC launch be publicised throughout Africa, and that the Logo and Launch Working Group prepare a press release for all Members to circulate in their respective regions.
Mr Musinguzi informed the meeting that the EAC would be meeting on 8 November 2010 and requested that the press statements and reports from the launch be forwarded to EAC.
Mr Shaarawi informed the meeting that it was important that an official report of the launch be forwarded to ILAC/IAF for inclusion in the agenda papers for the upcoming General Assembly.
Mr Kaakunga suggested that the said report also be forwarded to the AU.Mr Okoko stressed the importance of the other regional structures in the promotion of the AFRAC launch.
Mr Josias offered to prepare the press release as interim-Secretariat, with the hosts EGAC.
Mr Boughalmi asked if AFRAC would be preparing resolutions of its first General Assembly. In response Mr Josias informed the meeting that the AFRAC Secretariat would prepare resolutions for adoption by the General Assembly towards the end of the meeting.
RESOLUTION 1
AFRAC requested the interim-Secretariat (SANAS) and host (EGAC) to prepare and circulate to Members present a press statement on the launch of AFRAC for publicity purposes.
5. / AFRAC OPERATIONALISATION
5.1 / AFRAC BYLAWS AND ARTICLES OF ASSOCIATION
The Chair informed the meeting that Mr Gandyhad prepared a presentation of the Bylaws which were previously circulated, and would be discussing it and sharing the IAAC’s experiences on the clauses. The comments and changes are contained in the AFRAC Rules 1/01.
CLAUSE 1.1 - ESTABLISHMENT OF AFRAC
Mr Josias commented on the establishment phase clause of AFRAC. He added that a three phase approach to electing the office bearers of AFRAC had been proposed. The various Membership categories required certain criteria in order to vote. From among the members of the GA they could elect the office bearers. This phase would last two years. Full Membership would be open to those bodies who would have been peer evaluated by AFRAC and signed the MRA. This would take at least two terms. Mr Ischi commented on the Chairperson, Vice-Chairperson and Committee members being elected from among the General Assembly. He added that the experience from EA was that the committees were where the various experiences could be shared and that stakeholders brought a lot of technical expertise to meetings and he was of the opinion that they should be included in the General Assembly.
CLAUSE 2 - SCOPE
Mr Gandy referred to clauses 2.1.1 – 2.1.5 and informed the meeting that the IAAC’s Bylaws were applicable to all the members of IAAC and suggested that the same principle be applied in AFRAC. The proposal was accepted.
CLAUSE 3 - OBJECTIVES
Mr Ischi suggested that in Clause 3.1.5, the training of evaluators and assessors be prioritised and that the bullets be separated. Mr Josias agreed with Mr Ischi’s proposal.Mr Kaakunga requested that the General Assembly decide on the use of MRA or MLA in the case of AFRAC and its Bylaws. The meeting agreed to the use of MRA.
CLAUSE 4 - MEMBERSHIP
Clause 4.1 (b) All signatories of the AFRAC MRA are eligible to be Full Members – Mr Gandy suggested that this be revised as a Full Member is automatically a signatory to the MRA. Mr Shaarawi proposed that 4.1 (a) read “All independent accreditation bodies”. Mr Josias requested that the representatives of IAAC, APLAC and ILAC/EA provide their experiences.
Mr Gandy informed the meeting that a Full Member in IAAC does not need to be a signatory to its MLA.
Mr Ischi informed the meeting that in EA Full Members could become signatories to the MRA. There are also bi-lateral agreements for mutual recognition.
Mr Fraser informed the meeting that APLAC requests that members become Full Members first and then signatories to the MRA.
Mr Josias informed the meeting that the understanding was that a Member first becomes an MRA signatory, and thereafter can apply for Full Membership after demonstrating that they are operating in compliance with ISO/IEC 17011. Mr Gandy informed the meeting that the IAAC experience was that there was a clear distinction between Full Members and MLA signatories.
Mr Josias informed the meeting that the various categories of membership were explained in the Bylaws. He further added that if IAAC and APLAC both foresaw problems with the wording as it was, then it was plausible that the wording be revised.
Mr Gandy informed the meeting that IAAC had removed the word “demonstrate”.
Mrs Mutasa requested clarity on how accreditation bodies who were signatories to the ILAC/IAF MLA/MRA would be treated in AFRAC, such as EGAC< TUNAC and SANAS. Mr Josias informed the meeting that this was up to the General Assembly to decide. The wording of clause 4.1 (b) was revised as contained in the Bylaws. Mr Josias suggested that AFRAC adopt IAAC’s approach to defining Full Members.
Mr Josias asked how IAAC distinguishes between a signatory and Full Member. Mr Gandy informed the meeting that the IAAC’s General Assembly was not involved in this process. Mr Fraser informed the meeting that APLAC only had two membership categories, Full and Associate and that the process was similar to IAAC.
Mr Shakour requested clarity regarding African accreditation bodies who are also ILAC Members, and if they would still need to apply for AFRAC membership.
It was agreed that clause 4.1 (b) read “All African accreditation bodies that are signatories to ILAC and IAF,may automatically qualify as Full Members”.
Mr Lawson-Hechelli requested clarity regarding clause 4.3, and asked if it was possible for an accreditation body to be recognised by a regional block and not its Member State. It was proposed that the Affiliate Member definition be incorporated into the Associate Membership category to accommodate Mr Lawson-Hechelli question. It was proposed that the Affiliate Member category be deleted and the proposal was adopted.
The Bylaws were adopted on 30 September 2010 by the General Assembly subject to the changes being made.
RESOLUTION 2
AFRAC approved the Bylaws effective 30 September 2010.
5.2 / AFRAC CORPORATE LOGO
The Chair requested that the General Assembly provide their comments on the proposed AFRAC logo and trademark. EGAC proposed for the adoption of the logo, and TUNAC seconded. The General Assembly approved the logo and trademark and requested the Logo and Launch Working Group to explore its registration.
RESOLUTION 3
AFRAC approved the AFRAC trademark (name and logo) and requested the Launch and Logo Working Group to explore its registration.
5.3 / NOMINATION AND ELECTION/APPOINTMENT OF OFFICE BEARERS
Mr Okoko convened the election process and requested the representatives of ILAC/EA, APLAC, PTB and IAAC to assist in the voting process, as they were neutral parties.
The Chair raised the question of the need for the AFRAC Treasurer during the establishment phase of AFRAC, and Mr Maiyo proposed that there was a need for a Treasurer. Mrs Mutasa informed the meeting that she was of the opinion that there was no need for a treasurer at this stage in the development of AFRAC. She further added that whatever funds were available to AFRAC could be managed by the Secretariat. Mr Lawson-Hechelli suggested that if there was a need for a Treasurer that reasons thereof are provided, and that if there wasn’t a need, this would need to be justified.
Mr Shaarawi informed the meeting that there were no financial implications of appointing a Treasurer, therefore the General Assembly should proceed and elect all the positions as they appeared on the agenda.
Mr Kaakungaadded for clarity’s sake that the country or accreditation body that is elected as Chair, may not be elected as Secretariat and vice versa and opened the floor for comments. Mr Ischi informed the meeting that it was advantageous to have the Chair closer to the Secretariat, on the other hand it would be good to have the new organisation share the responsibilities and spread them across the continent.
A question was raised as to who was eligible from among the members of the General Assembly to vote in the Office-bearers. Mr Kaakunga informed the meeting that the provisions of the Bylaws would not be applicable at this stage of voting in the Office-bearers. Mr Lawson-Hechelli requested clarity regarding who was eligible for voting, and in which membership category they needed to fall under.
Mrs Mutasa suggested that accreditation bodies or Cooperationsthat fall into the various categories of membership identify themselves. Mr Josias read out allthe meeting participants’ organisations in order to identify the potential voting members, and they are listed below.
Organisations eligible to vote
Organisation / Name of representative
SADCA / Mr Kaakunga
SADCAS / Mrs Mutasa
SANAS / Mr Govender
MAURITAS / Mr Gopee
EAC / Mr Musinguzi
TUNAC / Mr Boughalmi
EGAC / Mr Shaarawi
ECCAS / Mr Malaga
ECOWAS / Mr Lawson-Hechelli
LNCSM / Mr Burkan
WASAC (SOAC) / Mr Gbaguidi
KENAS / Dr Kassachoon
Organisations not eligible to vote
Organisation
ARSO
APLAC
ILAC/EA
CDC
IAAC
PTB
The dti
5.3.1 / AFRAC CHAIRPERSON
EGAC was nominated for the position of Chairperson. The nomination was seconded by the representatives of SADCAS, TUNAC, LNCSM and SANAS.
Mr Hassan Shaarawi was elected as Chairperson for a term of office in accordance with the Bylaws.
RESOLUTION 4
AFRAC elected Mr Hassan Shaarawi (EGAC) to the position of Chairperson of AFRAC for a term of office in accordance with the Bylaws.
5.3.2 / AFRAC VICE-CHAIR
SANAS was nominated as Vice-Chairperson, and no votes were received.
ECOWAS was nominated as Vice-Chairperson, and Mr Lawson-Hechellideclined.
CEMAC was nominated as Vice-Chairperson, and Mr Malaga declined.
The General Assembly resolved to defer the position of Vice-Chairperson.
RESOLUTION 5
AFRAC resolved to defer the election of the position of Vice-Chairperson.
5.3.3 / AFRAC SECRETARIAT
SANASwas nominated to host the Secretariat and this was seconded by the representatives of EGAC, CEMAC and MAURITAS.
RESOLUTION 6
AFRAC elected SANAS to host the Secretariat for a term of office in accordance with the Bylaws.
5.3.4 / AFRAC TREASURER
Mr Mensan Lawson-Hechelli (ECOWAS)was nominated to the position of Treasurer, and this was seconded by the representative of CEMAC.
RESOLUTION 7
AFRAC elected Mr Mensan Lawson-Hechelli (ECOWAS) to the position of Treasurer for a term of office in accordance with the Bylaws.
6. / ANY OTHER BUSINESS
6.1 / AFRAC Resolutions
The resolutions were approved and are attached as Appendix A of the minutes.
7. / VENUE AND DATE OF NEXT MEETING
The newly appointed Chair, Mr Hassan Shaarawi requested that AFRAC members who wish to host the next General Assembly do so, and it was agreed that notice of one month be given for all members to consider the offer to host.
8. / CLOSURE
Mr Hassan Shaarawi (EGAC) thanked the General Assembly for their attendance and vote of confidence in him in his new capacity as Chair. He added that he looked forward to fruitful meetings going forward, and also wished all the delegates well in their travel back to their respective countries.
The meeting closed at16h00.
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CHAIRPERSON / ………………………………………………….
DATE

LIST OF APPENDICES

APPENDIX A – AFRAC GENERAL ASSEMBLY RESOLUTIONS

APPENDIX B –PRESENTATION ON BEHALF OF ILAC – MR H. ISCHI

APPENDIX C – PRESENTATION ON BAHELF OF EA – MR H. ISCHI

APPENDIX D – PRESENTATION ON BEHALF OF NEPAD – MR W. OKOKO

APPENDIX E – MESSAGE FROM APLAC – MR M. FRASER

APPENDIX F – MESSAGE FROM IAAC – MR V. GANDY

APPENDIX G – MESSAGE FROM ARSO – MR A. MAIYO

APPENDIX H – MESSAGE FROM PTB – MR M. KAISER

APPENDIX G – ATTENDANCE REGISTER

APPENDIX A

AFRAC RESOLUTIONS

AFRAC GA RESOLUTION 1/2010

AFRAC requested the interim-Secretariat (SANAS) and host (EGAC) to prepare and circulate to Members present a press statement on the launch of AFRAC for publicity purposes.

AFRAC GA RESOLUTION 2/2010
AFRAC approved the Bylaws effective 30 September 2010.
AFRAC GA RESOLUTION 3/2010

AFRAC approved the AFRAC trademark (name and logo) and requested the Launch and Logo Working Group to explore its registration.

AFRAC GA RESOLUTION 4/2010

AFRAC elected Mr Hassan Shaarawi (EGAC) to the position of Chairperson of AFRAC for a term of office in accordance with the Bylaws.

AFRAC GA RESOLUTION 5/2010

AFRAC resolved to defer the election of the position of Vice-Chairperson.

AFRAC GA RESOLUTION 6/2010

AFRAC elected SANAS to host the Secretariat for a term of office in accordance with the Bylaws.

AFRAC GA RESOLUTION 7/2010

AFRAC elected Mr Mensan Lawson-Hechelli (ECOWAS) to the position of Treasurer for a term of office in accordance with the Bylaws.

AFRAC GA RESOLUTION 8/2010

AFRAC wishes to express its appreciation to PTB of Germany for its support in the establishment and launch of AFRAC and looks forward to their continued support.

AFRAC GA RESOLUTION 9/2010

AFRAC wishes to express its appreciation to the South African Department of Trade and Industry (thedti) for the support given to SANAS for having been the interim-AFRAC Secretariat.

AFRAC GA RESOLUTION 10/2010

AFRAC wishes to express its appreciation to IAAC for its support and contribution during the establishment and launch of AFRAC and looks forward to their continued support.

AFRAC GA RESOLUTION 11/2010

AFRAC wishes to express its appreciation to APLAC for its contribution during the Launch and General Assembly Meeting of AFRAC and looks forward to their continued support.

AFRAC GA RESOLUTION 12/2010

AFRAC wishes to express its appreciation to ILAC for its contribution during the Launch and General Assembly Meeting of AFRAC and looks forward to their continued support.

AFRAC GA RESOLUTION 13/2010

AFRAC wishes to express its appreciation to EA for its contribution during the Launch and General Assembly Meeting of AFRAC and looks forward to their continued support.

AFRAC GA RESOLUTION 14/2010

AFRAC wishes to express its appreciation to ARSO for its contribution during the Launch and General Assembly Meeting of AFRAC and looks forward to their continued support.

AFRAC GA RESOLUTION 15/2010

AFRAC wishes to express its appreciation to CDC USA for its contribution during the Launch and General Assembly Meeting of AFRAC and looks forward to their continued support.

AFRAC GA RESOLUTION 16/2010

AFRAC wishes to express its appreciation to EGAC (Egypt) for hosting the launch and first General Assembly of AFRAC, for the excellent arrangements, hospitality.

AFRAC GA RESOLUTION 17/2010

AFRAC notes with appreciation the support of the Egyptian government during the establishment and launch of AFRAC by H.E Dr Ahmed Darwish, Minister of Administrative Development, on behalf of H.E Rachid Mohamed Rachid, Minister of Trade and Industry.

APPENDIX B

PRESENTATION ON BEHALF OF ILAC

MR H. ISCHI

COMMENTS ON ATTACHED PRESENTATION:

-Mr Shaarawi raised the question of how AFRAC could obtain ILAC recognition. Mr Ischi informed him that AFRAC would need to apply for ILAC membership and develop its own MRA as soon as possible, in order to be evaluated by ILAC as a region. He added that it was possible that AFRAC could obtain ILAC membership as a region and that there was no need for a minimum number of accredited bodies.