INTERNATIONAL ELECTROTECHNICAL COMMISSION IEC …



INTERNATIONAL ELECTROTECHNICAL COMMISSION IEC SCHEME FOR CERTIFICATION TO STANDARDS RELATING TO EQUIPMENT FOR USE IN EXPLOSIVE ATMOSPHERES (IECEx SCHEME)

ExMC – IECEx Management Committee

Confirmed List of Decisions

Introduction

This document contains the confirmed list of Decisions taken during the Paris 2008 Meeting of the IECEx Management Committee, ExMC, held in Paris 2+3 October 2008 and replaces document ExMC/491/DL.

The Decisions recorded relate to ExMC Agenda items detailed in document ExMC/459B/DA.

We wish to thank all IECEx Members that commented on the draft Decision list.

A detailed set of draft minutes will be issued shortly for your review.

With thanks and kind regards

Chris Agius

Secretary ExMC

|Address: |Tel: +61 2 8206 6940 |

|Level 7 |Fax: +61 2 8206 6272 |

|286 Sussex Street |Email: chris.agius@ |

|Sydney NSW 2000 |Web: |

|Australia | |

Opening Remarks

The Chairman, Dr Klausmeyer declared the meeting open at 9.00 am on 2 October 2008, welcoming all Delegates. He commented on the growing numbers attending at the meetings saying that it was gratifying to see so much interest. He commented that the development of the Scheme is moving well and was pleased to see the increased interest from industry regulators and end users

The Chairman thanked Madame Isabel Heller UTE and the French National Committee for the excellent host facilities and for hosting the very successful Industry Symposium, on Wednesday 1 October 2008.

A special welcome was extended to new member countries Poland and Malaysia as well as Observers from Croatia and Turkey

A special welcome was also extended to Dr Fujisawa, CAB Chairman Nominee

The Chairman further acknowledged the attendance of other Members of the IEC CAB, Mr Collis (AU) and Mr Brenon (FR)

An apology was noted from Mr Thore Andersen (NO)

Agenda Item 2 - Approval of the Agenda

Decision 2008/01

The Meeting approved the Draft Agenda (ExMC/459B/DA) with the addition of the following:

o Agenda Item 6.2 – to include consideration of appointment of Dr Klausmeyer as Immediate Past Chairman

o New Agenda Item 9.4 - Green Paper Document ExMC(Paris/DE) 02 Proposal from Germany

o Agenda Item 12.4 - Green Paper Document ExMC(Paris/WG1 and 5) 03 Report

o Agenda Item 20.3 - Green Paper Document ExMC(Paris/SE) 04 Proposal from SE

Agenda Item 3.1 the Confirmed Minutes of the last meeting held in Denver, USA

Decision 2008/02

In noting that Minutes of the Denver 2007 Meeting were confirmed via correspondence, DE raised the issue of the attendance list, questioning the number of official delegates that can be listed. After some discussion it was determined that no more than three delegates are to sit at the table as delegates but that it is possible that each country may have more than three delegates who may be called upon at different times. The decision was taken that in the future only visitors from non member countries will be called Observers with everyone else will be titled delegate or Head Delegate (only one Head Delegate per country) and that delegates are officially notified to the Secretary by the IECEx Member Body representative, prior to the meeting.

Agenda Item 3.2.1 – Action List

Decision 2008/03

The meeting accepted a report from the Secretary on the 30 actions arising from the Denver 2007 Meeting, detailed in Annex A of ExMC/413A/RM. In addition to noting that a number of items are scheduled for discussion or report at this meeting the following was also noted:

Action Item

5. To be dealt with during the next CAB/ILAC discussions, scheduled for Dec 2008

8. Agreement to carry forward for progression.

12 Retain WG10 for feedback from operation of the Certified Service Facility

Agenda Item 4 - Overview of IECEx Scheme Activities and Current Position

Decision 2008/04

The meeting accepted Document ExMC/461/R as a report from the Secretariat on the progress of the IECEx Scheme, noting the strong and sustainable growth of the Scheme. In addition the meeting supported FR’s appreciation for the clear and detailed report as presented.

Agenda Item 5.2.3 – CAB Report on Report of CAB WG 13, Product Piracy

Decision 2008/05

The Meeting agreed to accept recommendations of the CAB WG13 Report contained in Clause 5 Recommendations to the CAB of CAB/731/R Report of CAB, WG 13 - Policy on product piracy, especially items a) and b), but clarified that item a) may be embedded in ExCB existing forms

Agenda Item 6.2 Election of IECEx Chairman

Decision 2008/06

The Meeting unanimously endorsed the nomination of Mr McManama as Chairman of the ExMC for approval by the CAB, noting his extensive experience in the Ex field at International level. Mr McManama expressed his thanks and sincere appreciation for the confidence of the members and declared his unqualified commitment to the Scheme.

Consideration by the members on the acceptance of the introduction of the role of Immediate Past Chairman

Decision 2008/07

In noting the work of Dr Klausmeyer with industry and regulators, as IECEx Chairman, the meeting agreed to appoint Dr Klausmeyer as IECEx Immediate Past Chairman, to enable him to continue with his work along with the new incoming IECEx Chairman, nominee Mr McManama. Dr Klausmeyer expressed his great appreciation and commitment to the IECEx.

Agenda Item 6.3 Election for IECEx Vice-Chairman

Nomination for Mr LIU Weijun, of China

Decision 2008/08

The meeting endorsed the nomination of Mr Lui Weijun CN for approval by CAB for a further term as IECEx Vice Chairman in accordance with IECEx Scheme Rules and for approval by CAB, noting his demonstrated commitment and valuable member of the IECEx Officer Team. The Vice Chairman expressed his thanks and sincere appreciation.

Agenda Item 6.4 Election of IECEx Treasurer

Decision 2008/09

In consideration of the three candidate nominees, the meeting endorsed the nomination of Mr Heinz Berger for CAB Approval for a further term as IECEx Treasurer in accordance with IECEx Scheme Rules and for approval by CAB, noting the excellent work to date. The Treasurer expressed his thanks and appreciation and commitment to IECEx.

The meeting thanked both Mr Collis of AU and Mr Schwedt of DE for their nominations which are indicative of their support for the IECEx Scheme and its principles.

Agenda Item 6.5 Board of Appeal

Decision 2008/10

The committee endorsed the current Board of Appeal for CAB Approval in accordance with IECEx Scheme Rules with the replacement of Mr Joe Gryn by Mr Nick Maalouff CA

Board of Appeal

• GB – Mr. Ron Sinclair

• AU – Mr. Jim Birch

• US – Mr. Robert Martell

• DE – Mr. Gerhard Schwarz

Current Deputies:

• GB – Mr. John Allen

• CA – Mr. Nick Maalouff

Agenda Item 8.3.1 Report on WG2 Development of Technical Guidance Documents

Decision 2008/11

The decision was taken to progress and publish draft TGDs currently available and for GB to retain Convenorship.

Agenda Item 8.4.1 New Operational Document OD 003 Part 1 – Appointment of Assessors

Decision 2008/12

In noting the updated appointment of assessors process as detailed in

EMC/451/ DV, the meeting agreed to approve this for publication

Decision 2008/13

The meeting noted DE concerns over providing sufficient information about IECEx Assessors, including the number of assessments they have undertaken which provides clear transparency of experience and agreed for the Secretariat to include provision for this information.

Agenda Item 8.4.2 New Operational Document OD 003 Part 2 – Assessment and Surveillance of ExCBs and ExTLs (Revision of OD 003)

Decision 2008/14

Following detailed discussion on ExMC/460/CD, as presented by Mr Munro the meeting agreed to the following:

• Mandatory Pre-assessment – A clear majority decided not to have mandatory pre-assessment, however noting that at present this is a valuable option for new ExTLs / ExCBs entering the IECEx Scheme

• Terms of re assessment from 5 years to 3 years – A clear majority to keep re assessments to 5 years

• Greater transparency on assessments and assessment results to provide additional information when reporting

• Decision to take into account US comments (ExMC/480/Inf) when revising this document (ExMC/460/CD)

ExMC/460/CD Document to be revised taking into account the above decisions.

Agenda Item 8.4.3 Report from ExMC WG4 Technical Reference Group for Assessment of ExCBs and ExTLs

Decision 2008/15

In noting the report from Mr Munro, ExMC/488/Inf, the meeting agreed to the appointment of Mr Herbert Peters DE appointed as an IECEx Technical assessor

Agenda Item 9.2 Revision of IECEx Basic Rules, IECEx 01

Decision 2008/16

In consideration of the proposed revision of IECEx 01 Basic Rules, ExMC/452/DV the meeting agreed to report to the CAB their support for the publication of this document subject to the following

• A slight change of wording to Clause 9.2.1 to be agreed by FR and the secretary, according to ExMC/477/CD, in order to provide clarification

• Reduce the time from 8 to 6 weeks for the notice of meetings, the issuing of agenda and the documents prior to an ExMC meeting, to align with general practise elsewhere, e.g. CAB.

• Inclusion that IECEx Member Bodies are responsible for the review and endorsement of ExCB and ExTL applications that they submit to the Secretariat

• Expand the list of officers to include ExTAG Chairman, Secretary ExTAG , ExMarkCo Chairman and Immediate Past Chairman of the ExMC.

• To inform CAB of the IECEx concerns for changing the name of Scheme to System and Programs to Schemes given the impact to members of IECEx and the industry / regulators with specific wording of formal documents.

Agenda Item 9.4 New Item Green Paper Document ExMC(Paris/DE)02 Proposal from Germany

Decision 2008/17

In considering the proposal from DE detailed in Green paper Document ExMC(Paris/DE)02, the meeting agreed to the following:

• Terms of Reference of ExMC WG1 to be align with the DE proposal

• Officers to consider restructure/reconstitution of WG1 and the possible future need for an individual WG1 for each program

o Equipment

o Services

o Mark

o Competencies

Agenda Item 12.3 and 12.4 Reports from WG 1 and 5

Decision 2008/18

The meeting considered the report of the Sunday 28 September 2008 joint meeting of WG 1 / WG 5 and agreed to the report presented by the WG1 Convener, Green Paper Document ExMC(Paris/WG1+WG5) 03

Agenda Item 12.5 IECEx WG12 Ex Competencies

Decision 2008/19

The meeting agreed to approve introduction of the new IECEx Certified Persons Program and request CAB Approval to the extension of the IECEx Basic Rules to allow this, based on the report from WG 12 and recommendations of the WG 13 Business Development WG.

In receiving a full and complete report from the WG 12 Convener the meeting noted the specific advice from the Convener that the following documents

• ExMC/465/CD – Draft Rules and Procedures (Draft IECEx 05)

• ExMC/466/CD – Draft Assessment Procedures for issuing and maintaining IECEx Certificates of Personnel Competencies

• ExMC/467/CD – Draft Assessment Procedures for IECEx acceptance of Certification Bodies (ExCBs) for the purpose of issuing and maintaining IECEx Certificates of Personnel Competencies

• ExMC/468/CD - Draft Specification for Units of Competency Assessment Outcome

while reasonably mature, still require further work on their detail, have been presented to assist ExMC make an informed decision on the specific proposal from WG 12 for the introduction of the IECEx Personnel Certification Scheme as outlined in WG12 Report ExMC/470/CD (report of the business case to WG13). The meeting focused on ExMC/470/CD and agreed that a clear business case had been put forward for the introduction of IECEx Personnel Certification Program, noting the following:

• That this proposal has been given full and careful consideration by the WG 12, WG 13 and ExMC, noting that this work commenced with the formation of WG 12 at the 2005 Buxton ExMC meeting

• Of all countries present at the 2008 Paris ExMC meeting, not one objected to the proposed introduction of an IECEx Certified Persons Program

• The positive support from Industry and a regulators, especially the End Users, noting that during the 2008 UTE / IECEx Industry symposium all end users, manufacturers and repair facilities that presented, indicated the need for such

The meeting expressed their appreciation for the immense work done by the Convener and his WG 12 Team Leaders and Members and asked WG 12 to continue with its work on finalising the supporting documentation

Decision 2008/20

The meeting agreed that where IECEx Member bodies have experts from their country sitting as CAB members that IECEx members inform the CAB Members of this ExMC decision and provide them with the back ground information as they will be asked to approve a change to the IECEx Basic Rules IECEx 01.

Decision 2008/21

In line with Decision 2008/19 ExMC agreed on the need to ensure that the work of WG 12 detailed in ExMC/470/CD is included as input into the development of a formal business plan by WG 13.

Agenda Item 12.6 IECEx WG13 Business Development

Decision 2008/22

In consideration of the WG 13 Report, ExMC/469/R and the responses from WG 1, ExMC(Paris/WG1+WG5)03 ExMC agreed to the following:

RECOMMENDATION 1 (of ExMC/469/R – WG13 Report)

Recommend to the ExMC that, whilst a formal 3 – 5 year Business Plan for the IECEx Scheme has value, the IECEx is still in a major development and growth stage and therefore a formal Business Plan would be superseded in a few years. The formulation of a formal Business Plan should be deferred for 3 to 5 years.

ExMC decision to recommendation 1 = Disagree and requests WG13 to establish an AdHoc Group led by Mr Collis AU to have a proposed IECEx Business Plan Specification ready for consideration during the 2009 Melbourne ExMC meeting.

RECOMMENDATION 2 (of ExMC/469/R – WG13 Report)

Recommend to the ExMC that the Terms of Reference of WG13 be amended as follows:

As a result of discussions held during the ExMC Denver 2007 this WG was formed to provide a more structured approach to Business Development in considering new programs and services and enhancement of any existing programs and services as assigned by the ExMC. To provide recommendations, which may include dedicated business plans, to the ExMC,

ExMC decision to recommendation 2 = Agree.

RECOMMENDATION 3 (of ExMC/469/R – WG13 Report)

Recommend to the ExMC that even though it was considered that Marketing and promotion was outside the scope of this WG, some group should be reviewing the needs and resources required to continue to promote the IECEx around the world

ExMC decision to recommendation 3 = Agree

RECOMMENDATION 4 (of ExMC/469/R – WG13 Report)

Recommend to the ExMC that non-IEC Standards be used within the IECEx Scheme when no IEC Standard exists.

ExMC decision to recommendation 4 = Agree on the basis that

• Non IEC standards have undergone the normal consensus approach

• That a structured process whereby ExMC approves the use of each Standard be established

• Such Standards cease to be used once an IEC Standard is introduced

RECOMMENDATION 5 (of ExMC/469/R – WG13 Report)

Recommend to the ExMC that inspection services to IEC 60079-17 be included within the Certified Service Facility Program.

RECOMMENDATION 6 (of ExMC/469/R – WG13 Report)

Recommend to the ExMC that installation services to IEC 60079-14 be included within the Certified Service Facility Program.

RECOMMENDATION 7 (of ExMC/469/R – WG13 Report)

Recommend to the ExMC that Area Classification to IEC 60079-10 be included within the Certified Service Facility Program.

ExMC decision to recommendations 5, 6 + 7 = Agree with WG 1 position that these are introduced but treated as separate to the existing IECEx Service Facility Program for Repair and Overhaul.

RECOMMENDATION 8 (of ExMC/469/R – WG13 Report)

Recommend to the ExMC that CENELEC .EN 50495 be referred to IEC TC 31 for consideration as an IEC standard.

ExMC decision to recommendation 8 = Agree. Noting that the IEC TC 31 Chairman, present at the ExMC Paris meeting will take this to TC 31

RECOMMENDATION 9 (of ExMC/469/R – WG13 Report)

Recommend to the ExMC that WG13 undertake a review of the long term outcome with regards to income from CoC fees as part of long term budgeting planning

RECOMMENDATION 10 (of ExMC/469/R – WG13 Report)

Recommend to ExMC acceptance of the increased Certificate Fees.

ExMC decision to recommendation 9 and 10 = Disagree with the matter further discussed under ExMC Agenda Item 20.3

Decision 2008/23

The meeting agreed to value of WG13’s work and expressed their appreciation to the work of the WG 13 Convener and his Members.

Agenda Item 12.7 Proposal received from France

Decision 2008/24

In considering the FR proposal detailed in ExMC/479/CD the meeting did not agree to accept this proposal but did agree with the intent for greater worldwide recognition of IECEx Certificates of Conformity.

Agenda Item 13 Report from the IECEx Conformity Mark Committee, ExMarkCo

Decision 2008/25

The meeting accepted the report from the IECEx Conformity Mark Committee Chairman and the proposals contained in ExMC/463/CD and expressed their appreciation of the work of the Chairman and his Committee Members.

Decisions to note:

Approve the structure, representation and term limits of the ExMarkCo.

Approve the work programme of the ExMarkCo as presented

Approve the ExMarkCo recommendations related to 2007 ExMC Action Item 19 - Retain the current decision of no additional fee for IECEx Conformity Mark awaiting the recommendations from WG13 and the Business Plan.

Agenda Item 14 Report from the IECEx Testing and Assessment Group, ExTAG

Decision 2008/26

The meeting accepted the report from the ExTAG Chairman and arrived at the following decision on a number of items for which ExTAG sought a decision from ExMC:

a) Access to a drawing list on the ExTR Internet Summary page via level 1 ExCB password.

ExMC decision to a) = Disagree

b) That IECEx Quality Assessment Reports (QARs) only be issued and registered on the Internet site where all major nonconformances have been satisfactorily resolved.

ExMC decision to b) = Agreed

c) To request WG 5 to consider the presentation of Annex A + B of OD 005 in a manner that provides a more consistent approach in their application

ExMC decision to c) = Agreed

d) To establish a clear principle that where no National Differences have been reported to the Secretariat that the Scheme determines that none exist. Thereby removing the option to show TBA (To be advised) in the IECEx Bulletin.

ExMC decision to d) = Agreed

e) Move the current ExTAG Working Group on “Good Working Practice” to an ExMC Working Group under the Convenership of Mr Evans Massey of US

ExMC decision to e) = Agreed

f) In light of the ExTAG Chairman, Mr McManama now appointed for nomination to CAB as the new IECEx Chairman, the meeting approved the ExTAG nomination of Mr Ron Sinclair of UK as the new ExTAG Chairman, noting that there was a close decision between Mr Sinclair and the other candidate Mr. Dave Adams of CA.

ExMC decision to f) = Agreed

g) ExMC noted with appreciation additional items for information including the work of ExTAG in areas of

- ExTR development and Maintenance

- Ongoing work of Testing at other locations

- Workshop Training and development

- Overall cooperation among the ExCBs and ExTLs

Agenda Item 18.4 Report from the IECEx WG8 Regulatory Recognition

Decision 2008/27

In noting the report from the Convener ExMC/472/R the meeting noted the work of the Chairman in relation to the UNECE initiative and agreed to the on-going work with UNECE.

Agenda Item 18.5 Links to manufacturers’ websites

Decision 2008/28

The meeting noted the requests received by the Secretariat and agreed to proceed to provide a structured method for linking to manufacturers’ websites that hold IECEx certificates, noting this should also extend to repair facilities holding IECEx Certification.

Agenda Item 18.6 Update on IMO and TC 18 Matters

Decision 2008/29

The meeting considered the report from Thore Andersen detailed in ExMC/478/R and agreed to all recommendations listed under item 5.2, especially noting the recommendation that ALL IECEx Member Bodies contact their responsible Government Marine Technical Department / authority to inform them about IECEx and to report by the 2009 IECEx meetings.

The meeting expressed their appreciation for the work by Mr Andersen.

Agenda Item 20.3 IECEx 2010 + 2011 Forecasted Draft Budget Guide

Decision 2008/30

In noting that the 2007 Accounts and 2009 Budget have been approved according to the procedures detailed in CAB/727/INF the meeting considered the Draft budget Forecast 2010 + 2011 and agreed to the forecast with the following changes and/or further action:

a) As part of the WG 13 Business Planning, WG 13 considers the general policy matters such as

i. What level of general reserves would be considered acceptable,

ii. What % level of total revenue should come from Annual Fees, e.g. 30%

iii. Other possible items that may be covered by Scheme finances for the future as additional funds are generated

b) Annual Fees to be adjusted to show

Member Body Fee = CHF 3’000 (reduction by CHF 500)

c) Certificate Fees to be adjusted to show

New Certificate CHF 350 (increase by CHF 100)

Additional Issue of a Certificate – No change.

The meeting expressed appreciation to the Treasurer for his work in preparing this forecast

Agenda Item 21 Review of IECEx Working Groups

Decision 2008/31

In reviewing the list of ExMC Working Groups the following changes were agreed

a) Disband WG 11 - Certificates of Conformity issued to distributors, Convener = Mr Ron Sinclair

b) Create new WG 14 – Good Working Practise, Convener Mr Evans Massey

Agenda Item 22 Other Business

Decision 2008/32

In noting the AU request to consider a Proposed User Group Forum, ExMC agreed to consider a proposal, to be prepared by AU, for the 2009 ExMC meeting that would address:

• Constitution – Manufacturers, End Users, Regulators, Service Facilities

• Membership arrangements

• Possible participation fees

Decision 2008/33

The meeting noted the AU request to consider possible funding assistance for future IECEx meetings as the meetings increase in size each year with new members. AU to prepare a proposal for consideration at the Melbourne 2009 meeting

Agenda Item 24 Next Meetings

Decision 2008/34

In noting the next meeting for 2009 is planned for Melbourne AU, the meeting noted with appreciation the future offering by the US to host the 2017 IECEx meetings, with Members to consider the hosting of 2010 and beyond and inform the Secretariat.

Agenda Item 25 Close of Meeting

In closing the meeting the following was noted

a) Dr Klausmeyer extended the members sincere appreciation to the FR National Committee and supporting organisations for the hosting of a most successful 2008 IECEx meetings

b) This was the last meeting for Dr Klausmeyer as IECEx Chairman, with the Secretary expressing the sincere thanks from IECEx Members and the global Ex industries for the excellent stewardship by Dr Klausmeyer and the way in which he has brought together all stakeholders in a manner where jointly they have moved IECEx to where it is today.

c) The Secretary was pleased to announce advice from Turkey that given their attendance at this meeting, their decision to now formally apply to become a new Member Country of the IECEx

d) The meeting was declared close at 1550 on Friday 3 October 2008.

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