2Ndgeneral ASSEMBLY of the AFRICAN ACCREDITATION COOPERATION

2ndGENERAL ASSEMBLY OF THE AFRICAN ACCREDITATION COOPERATION

Minutes of the 2nd General Assembly of the-African Accreditation Cooperation held at the InterContinental Resort, Mauritius on 7 October 2011

PRESENT: / Eng. / Hassan / Shaarawi / EGAC, Egypt
Mrs / Masego / Marobela / SADCA Chair, Botswana
Ms / Kathrin / Wunderlich / PTB, Germany
Mr / Martin / Kaiser / PTB, Germany
Mrs / Maureen / Mutasa / SADCAS, Botswana
Mr / Victor / Gandy / IAAC Secretariat, Mexico
Mr / Sammy / Milgo / KENAS, Kenya
Mr / Araya / Fesseha / ENAO, Ethiopia
Mr / Walter / Okoko / NEPAD, South Africa
Mr / Moez / Boughalmi / TUNAC, Tunisia
Dr / Elsabe / Steyn / Department of Trade and Industry, South Africa
Mr / Robin / Gopee / MAURITAS, Mauritius
Ms / Kuena / Molapo / SADCSecretariat, Botswana
Mr / Marcel / Gbaguidi / SOAC, Burkina Faso
Mr / Prags / Govender / SANAS, South Africa - Chairperson
Mr / Mensan / Lawson-Hechelli / ECOWAS, Nigeria – Director, Industry and Mines
Mr / Andrew / Maiyo / ARSO,Kenya - Secretary General
Dr / Mang’eli / Kioko / ARSO, Kenya - President
Mr / Graham / Talbot / EA (Chair) and also representing ILAC
Ms / Tarana / Loumabeka / AUC, Ethiopia
Mr / Joel / Kioko / AFRIMETS, Kenya
Mr / Chankar / Bheekhun / MAURITAS, Mauritius
Mr / Mahesh / Koolwont / MAURITAS, Mauritius
Ms / Nishi / Muthoorah / MAURITAS, Mauritius
Ms / Cheshta / Matadeen / MAURITAS, Mauritius
SECRETARIAT: / Mr / Ron / Josias / South African National Accreditation System (SANAS)
Ms / Nonhlanhla / Halimana / South African National Accreditation System (SANAS)
APOLOGIES: / Mr / Tersoo / Orngudwem / SON, Nigeria
Dr / Justin / Nickaf / SON, Nigeria
Mr / Andrew / Ngone / COMESA, Zambia
Mr / Michael / Fraser / APLAC, Australia
Mr / Peter / O’Brien / EU
Mr / Paul / Johnson / AFSEC Secretariat, South Africa
Mr / Nadir / Merah / AUC, Ethiopia
Mr / Willy / Musinguzi / EAC
1. / OPENING AND WELCOME
The Chair opened the meeting and welcomed all delegates present and extended a special welcome to delegates from NEPAD, AUC, AFRIMETS, ARSO, PTB, EA, ILAC and IAAC. He also thanked the government of Mauritius and MAURITAS for hosting the 2nd General Assembly of AFRAC.
2. / APOLOGIES
Apologies were noted from:
AUC, Mr Nadir Merah.
AFSEC, Mr Paul Johnson.
APLAC, Mr Michael Fraser.
COMESA, Zambia - Mr Andrew Ngone.
EU, Mr Peter O’Brien.
EAC, Mr Willy Musinguzi.
RESOLUTION 1 WAS ACCEPTED.
3. / ADOPTION OF AGENDA
The Chair informed the meeting that the agenda had been circulated, andrequested additional items for the agenda.
The meeting adopted the agenda with no additional items.
RESOLUTION 2 WAS ACCEPTED.
4. / CONFIRMATION OF THE MINUTES OF THE PREVIOUS MEETING: 29 – 30 SEPTEMBER 2010
The minutes were circulated to members prior to the meeting and all comments were incorporated. The minutes of the previous meeting were approved as a true reflection of the previous meeting.
RESOLUTION 3 WAS ACCEPTED.
5. / MATTERS ARISING
Mr Josias took the meeting though the matters arising which are:

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.
Press statement was drafted and an article was made available to IAF and ILAC Members.

AFRAC GA RESOLUTION 2/2010

AFRAC approved the Bylaws effective 30 September 2010.

Agenda 9.1.

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.
Agenda 5.1.

AFRAC GA RESOLUTION 5/2010

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

Agenda 10.2.

5.1 / AFRAC Trademark Registration
Mr Gopee informed the meeting that the Working Group that had been tasked at the last General Assembly to investigate AFRAC’s trademark and logo registration, and the group had contacted organisations involved more or less in the same type of business as AFRAC. The following organisations were contacted:
-European Cooperation for Accreditation (EA);
-Inter-American Accreditation Cooperation (IAAC);
-Asia Pacific Laboratory Accreditation Cooperation (APLAC);
-African Organisation for Standardisation (ARSO);
-Intra-Africa Metrology System (AFRIMETS);
-New Partnership for Africa’s Developments (NEPAD); and
-Southern African Development Community (SADC).
It was found that the following trademarks are not registered: ARSO, AFRIMETS and IAAC. No confirmation was received for the other trademarks.
The recommendations of the group are:
Option 1: If a country is a signatory of the Madrid Agreement concerning the International Registration of Marks, then we can have it registered once and it is recognised by all signatories.
African States which are partyto the Madrid Agreement include:Algeria, Botswana, Egypt, Ghana, Kenya Lesotho, Liberia, Madagascar, Morocco,Mozambique, Namibia, Sierra Leone,Sudan, Swaziland, Zambia (15).
Implications:Registration will have to be done for the other African countries. (To be done by alegal representative of AU and hire private law firm).
Option 2: To register the trademark in the country where the Secretariat is located. (To be done by the South African National Agency for Intellectual Property).
Option 3: It might be more sensible at this stage to defer the registration of the AFRAC trademark and to ask NEPAD to come up with a common policy for ARSO, AFRIMETS and AFRAC.
Ms Loumabeka suggested that should the trademark registration matter be pursued, that they be submitted together with ARSO, AFSEC and AFRIMETS.
Dr Mang’eli informed the meeting that once the recognition of AFRAC through the AU was complete, it was as good as having the logo registered.
Mr Kaiser informed the meeting that AU recognition and trademark registration were two separate activities. Trademark registration was a costly exercise. The Chair highlighted that AU recognition was an important step towards the international recognition of AFRAC.
Mrs Mutasa highlighted that if the AFRAC trademark would be used as the MRA Mark then discussions would need to be focused around this as well as misuse of the logo.Mrs Mutasa informed the meeting that the registration of the SADCAS trademark in 7 SADC Member States that are signatory to the Banjul Protocol had been done cost effectively done through ARIPO and had cost US$1800.00. The costs of registering the SADCAS trademark in the other SADC countries varied.
Mr Gandy informed the meeting that IAAC had investigated registering the logo and found that this was a time consuming and costly activity. He added that the IAAC MLA Mark was not discussed as the IAF MLA and ILAC MRA marks would be the ones registered.
Dr Kioko informed the meeting that the logo registration was not important, as the IAF MLA and ILAC MRA marks would need to be registered.
Dr Steyn informed the meeting that the procedure on the Use of the Logo needed to be strengthened until such time the logo was registered.
It was agreed that AUC recognition be pursued as a priority.
It was agreed that the working group investigate more options available to AFRAC with regard to the registration of the trademark.
It was agreed that the registration be deferred until such time more options were available to AFRAC.

• The Working Group is to investigate more options available to AFRAC with regard to the registration of the trademark.
• The AFRAC trademark registration would be deferred until such time more options were available to AFRAC.

RESOLUTION 4 WAS ACCEPTED.
6. / FEEDBACK ON AFRAC PROGRESS
6.1 / Progress Report
6.1.1 / Outcome of Stakeholder Meeting on Pan-African Quality Infrastructure
The Chair requested that Mr Okoko (NEPAD) provide feedback on the AUC recognition matter. Mr Okoko requested that once he had provided feedback, that Dr Mang’eli (ARSO) and Mr Kioko (AFRIMETS) also provide feedback on ARSO and AFRIMETS’ experiences with regard to the AUC recognition. He discussed the importance of regional integration. He highlighted the importance of the AUC recognition of the Pan-African Quality Institutions, and added that these institutions together with national and regional SQAM regimes should be able to deliver confidence, competence and the basic credibility and trust needed for the quality infrastructure.
He informed the meeting that he had a meeting with Mr Merah who is the Head of the Trade Division at AUC. The outcome of the meeting was that the document drafted in Nairobi in April 2011 would need to be re-drafted by the AUC, and that the RECs would need to get more involved in the Pan-African Quality Infrastructure. The NEPAD CEO had also drafted a letter to the AUC CEO, and a response was awaited.
A copy of Mr Okoko’s presentation is attached as Appendix B.
Dr Mang’eli (ARSO) reiterated that the document which was a consolidation of ARSO, AFRAC, AFRIMETS and AFSEC’s positions was in fact submitted to the AUC. A meeting between AUC, UNECA and the QI institutions needed to take place and would be scheduled in the near future.
A copy of Dr Mang’eli’s presentation is attached as Appendix C.
The Chair thanked Dr Mang’eli for his presentation explaining the linkages of the Pan-African QI.
Mr Kioko (AFRIMETS)gave a presentation on AFRIMETS.
A copy of Mr Kioko’s presentation is attached as Appendix D.
Mrs Mutasa thanked the three presenters for their progress reports. She enquired about the issues raised regarding the Administrative structure, and requested clarity on this. She asked about the meeting between AUC, UNECA and the QI institutions, that is, when it would take place and what would happen after that.
Mr Okoko informed the meeting that a few issues were raised, namely:
i. A Directorate (QI) in the Chairperson’s office is to be created.
ii. An administrative structure with 5 officers within the Directorate.
Dr Mang’eli informed the meeting that UNECA needed to be brought up to speed with regard to the QI pillars. The Chair asked Mrs Loumabeka for additional comments on the next step to be followed. She added that AU was committed to the work of the QI pillars but more coordination was required. Funding of the structures was currently not available.
RESOLUTION 5 WAS ACCEPTED.
.
6.1.2 / Training of Peer Evaluators
Mr Josias informed the meeting that the first AFRAC Peer Evaluator course had taken place from 6 – 8 June 2011 in South Africa. The Asia Pacific Laboratory Accreditation Cooperation (APLAC) provided the training of the peer evaluators and Mr Barry Ashcroft and Ms Roxanne Robinson were the two experts identified by APLAC to provide the training. PTB had funded the training course, and 12 peer evaluators were trained. The second part of the training was to expose the trained peer evaluators to pre-peer evaluations. The Secretariat is currently exploring such opportunities. Discussions were in progress with ILAC and other regions to expose AFRAC’s peer evaluators to actual peer evaluations.
Mrs Mutasa mentioned the request to ABs to allow peer evaluators to be exposed to pre-peer evaluations, and asked if this request could not also be extended to other regions and ILAC.
Mr Josias requested that all the African ABs provide feedback on the Secretariat’s request. Mr Milgo informed the meeting that KENAS would be having its peer evaluation by ILAC and there would be an opportunity for peer evaluators to be exposed to a pre-evaluation. Mrs Marobela asked if the same opportunities for pre-peer evaluations would be extended to trained peer evaluators from other regions such as SADCA. Mr Josias informed the meeting that it was important that this be kept in mind as they would all ultimately represent AFRAC.
RESOLUTION 7 WAS ACCEPTED.
6.1.3 / Application to ILAC for Regional Cooperation Body Status
The Secretariat informed the meeting that they had applied for Regional Cooperation Status to ILAC. The requirements for this status are that the Bylaws are submitted and that a minimum of four economies are represented. AFRAC’s application was submitted to ILAC’s Executive Committee for review, and then circulated to its Members for a 30 day ballot. AFRAC has now been accepted as a Regional Cooperation Body.
The Secretariat is in the process of applying to IAF for similar recognition.
RESOLUTION 8 WAS ACCEPTED.
6.1.4 / AFRAC Website
Mr Josias informed the meeting that the website had been created by a web developer approached by the Secretariat. He added that afrac.com, afrac.net, afrac.org had all been taken. The domain name intra-afrac.com and intra-afrac.org had been registered. The AFRAC website was launched, and the link would be circulated by the Secretariat once the website was completed.
6.1.5 / AFRAC Membership and costs
Mr Lawson-Hechelli presented the Membership costs.The cost breakdown is attached as Appendix E.
The Chair thanked Mr Lawson-Hechelli for the budget as presented and thanked PTB and the dti for the funding provided, and stressed the importance of AFRAC becoming financially sustainable. He added that the General Assembly needed to consider other ways of financial sustainability such as paying fees, donations or service in kind.
The Treasurer is to consider Membership costs and propose some options at the next General Assembly.
RESOLUTION 9, 10 AND 11 WERE ACCEPTED.
6.1.6 / APLAC Technical Cooperation
The Chair informed the meeting about AFRAC’s Technical Cooperation initiative with APLAC. He added that he had been invited to the APLAC GA and funded his attendance, and APLAC have committed to the following:

• APLAC Secretariat is to draft the Closer Cooperation Agreement using APLAC’s formal template and circulate it to the APLAC General Assembly for comments and approval;
• Thereafter the agreement will be presented to AFRAC for approval;
• The areas of cooperation could possibly include:
• MRA Council Chair Training;
• Provision of a Team Leader for the first peer evaluation to be conducted by AFRAC;
• Invitation to AFRAC to participate in APLAC Training Courses;
• Invitation to AFRAC to participate in APLAC Proficiency Testing Programs.

He added that within two or three months the AFRAC/APLAC Technical Cooperation Agreement would hopefully be signed. He added that a similar request to conclude a Technical Cooperation Agreement with IAAC had also been received, and would be reviewed and drafted.
RESOLUTION 6 WAS ACCEPTED.
7. / AFRAC PROJECT
7.1 / Project Plan
The Chair requested that Mr Josias provide feedback on the progress on the Project Plan. Mr Josias informed the meeting that a terms of reference had been drafted, and two consultants had submitted quotations to draft the project plan. A discussion on whether PTB could fund this activity was scheduled to take place, and hopefully this activity would be underway by the next quarter.
8 / REPORTS FROM OTHER REGIONS
8.1 / Report from APLAC
The General Assembly noted the report from APLAC.
RESOLUTION 19 WAS ACCEPTED.
8.2 / Report from IAAC
The General Assembly noted the report from IAAC.
RESOLUTION 18 WAS ACCEPTED.
8.3 / Report from ILAC
The General Assembly noted the report from ILAC.
RESOLUTION 20 WAS ACCEPTED.
8.4 / Report from SADCA
The General Assembly noted the report from SADCA.
9. / APPROVAL OF PROCEDURES
Mr Josias requested that the General Assembly approve the documents discussed during the workshops held from 5 – 6 October 2011. He added that the following documents would be updated by the Secretariat and circulated for electronic approval:

• AFRAC Bylaws;
• Admission Procedure;
• Complaints and Appeals Procedure;
• Quality Manual;
• General Assembly Hosting Guidelines;
• Use of the AFRAC Logo procedure;
• AFRAC Code of Ethics;
• Checklist for the Selection of Trainee Evaluators;
• Selection Criteria for the Training of Peer Evaluators.

The General Assembly agreed to the proposed way forward and requested the Secretariat to effect the agreed changes and circulate the amended drafts for approval within 60 days.
RESOLUTION 12 AND 13 WERE ACCEPTED.
10. / AFRAC Committees
10.1 / Nomination and Election of Committee Chairs
The Chair highlighted that the two most important Committees that needed to be constituted were the MRA and Technical Committees.The elected Committee Chairs are to put together their teams, and forward the names to the Secretariat who would circulate to all.
The Technical Committee is to include representatives of all African Accreditation Bodies.
10.1.1 / MRA Committee Chair
The Chair requested nominations for the MRA Committee Chair, and they were from:
TUNAC- Mr Moez Boughalmi.
EGAC-Eng. Mahmoud Eltayeb.
The various technical competencies of both candidates were highlighted, and the General Assembly voted by ballot.
The General Assembly elected Mr Boughalmi (TUNAC) as MRA Committee Chair for a term of office in accordance with the AFRAC Bylaws.
RESOLUTION 14 WAS ACCEPTED.
10.1.2 / Technical Committee Chair
The Chair requested nominations for the Technical Committee Chair, and only one was received from:
KENAS - Mr Sammy Milgo.
Mr Milgo was given the opportunity to highlight his technical competencies, and the General Assembly voted by ballot.
The General Assembly elected Mr Milgo (KENAS) as Technical Committee Chair for a term of office in accordance with the AFRAC Bylaws.
RESOLUTION 15 WAS ACCEPTED.
10.1.3 / Administration Committee Chair
Deferred until a later stage.
10.1.4 / Project Committee Chair
Deferred until a later stage.
10.2 / Nomination and Election of Vice-Chair
The Chair informed the meeting that Mr Robin Gopee was nominated as Vice-Chair, and the floor was open for other nominations. As there were no other nominations, the General Assembly elected Mr Gopee as Vice-Chair for a term of office in accordance with the Bylaws.
RESOLUTION 16 WAS ACCEPTED.
11. / ANY OTHER BUSINESS
No other business.
12. / ADOPTION OF RESOLUTIONS
A total of 28 resolutions were adopted by the General Assembly.
13. / VENUE AND DATE FOR 2012 MEETING
The Chair opened the floor for offers to host the 2012 General Assembly.
The Secretariat informed the meeting that the offers for hosting the 2012 General Assembly had been received from:
ECOWAS-withdrew in favour of Tunisia
Kenya – Indicated its availability for the 2013 General Assembly.
Tunisia – Still to confirm for 2012.
Ethiopia – Indicated its availability for 2012, should Tunisia not be able to host.
Mr Josias informed the meeting that should both Ethiopia and Tunisia not be in a position to host the 2012 General Assembly, the South Africa was prepared to host.
Formal offers to host are to be submitted to the EXCO, who would then provide feedback to the General Assembly.
14. / CLOSURE
Mr Gopee thanked all for attending the meeting, as well as the government of Mauritius for hosting the meeting.
The Chair thanked Mauritius for hosting the meeting and for the excellent venue conducive to fruitful deliberations. He also thanked the Secretariat for all their effort in preparing for the meeting and the Members for attending the General Assembly and workshops and for their positive contributions throughout the meeting.
He also extended his thanks to PTB, EA, APLAC, IAAC, ILAC, ARSO, AUC, AFRIMETS and AFSEC for their continuous support.
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CHAIRPERSON / ………………………………………………….
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LIST OF APPENDICES