The Twelfth Meeting of the ExMC to be held



The Eighteenth Meeting of the ExMC

held in Umhlanga, South Africa on

8th and 9th September 2016

Confirmed List of Decisions

This documents contains the list of Confirmed Decisions as recorded during the 2016 meeting of the IECEx Management Committee, ExMC, held in Umhlanga, South Africa on 8th and 9th 18 September 2016.

In noting that for the 2016 ExMC meeting, each Decision taken was displayed and agreed by the meeting, prior to considering the next agenda item, therefore the decisions as recorded in this document are listed as Confirmed Decisions.

Members are requested to note these confirmed decisions and the actions arising for these.

A formal set of minutes will be issued in due course seeking confirmation by the membership.

In noting these confirmed Decisions, we wish to thank all Members and Delegates for a most productive meeting and a special note of thanks to the South African Member Body, South African Flameproof Association (on behalf of South African National Committee of the IEC) for their excellent hosting.

|Visiting address: |Contact Details: |

|IECEx Secretariat |Tel: +61 2 4628 4690 |

|Level 33, Australia Square |Fax: +61 2 4627 5285 |

|264 George Street |E-mail: info@ |

|Sydney NSW 2000 | |

|Australia | |

MEETING CHAIRMAN: Dr Thorsten Arnhold, Stahl (Germany), Chairman IECEx

Confirmed Decisions List

1 OPENING AND WELCOME – Meeting to Commence 9.00am Thursday

8th September 2016.

1. Introduction and Address by IECEx Chairman – Dr Arnhold

2. Address by the IEC Vice President - Dr Ulrich Spindler

Decision 2016/01

The meeting appreciated an address from the IEC Vice President, Dr Spindler, and noted thanks for his ongoing support of the IECEx System.

2 APPROVAL OF THE AGENDA

Decision 2016/02

The meeting approved the draft agenda circulated as ExMC/1150A/DA with the following additions/changes:

1) Agenda Item 5.4 – to add discussion on ExMC/1180/Inf also discussion on ExMC(Umhlanga/DE)03 German proposal

2) Agenda item 13.1.4 – is withdrawn along with ExMC(Umhlanga/DE)02 German proposal and referred for further discussion within ExMC WG1

3) Agenda item 13.4 – to add ExMC(Umhlanga/DE)05 German proposal

4) Agenda Item 13.5 - ExMC(Umhlanga/DE)04 German proposal

5) New Agenda Item 11.6 – proposal from BR to consider the situation of CoPC Certificate fees for persons from Developing Countries

6) New Agenda Item 20.2 – proposed revision of IECEx OD 233

7) Agenda Items 16 and 17 – proposal from USA regarding PCIC USA, OSHA and NRTL

8) Additional item under Other Business regarding Electronic Voting at IECEx Meetings

3 MINUTES OF THE LAST ExMC MEETING

3.1 Confirmed Minutes of the last meeting held in Christchurch, New Zealand, September 2015.

Decision 2016/03

The meeting noted the confirmed minutes of the 2015 ExMC meeting in Christchurch as circulated as ExMC/1083A/RM.

3.2 Matters arising from these minutes

3.2.1 Report on Actions arising from the 2015 ExMC Meeting

Decision 2016/04

The Meeting accepted a report from the Secretariat on the actions arising from the 2015 Meeting in Christchurch as circulated as ExMC/1167/R.

4 OVERVIEW OF IECEx SYSTEM ACTIVITIES AND OFFICER POSITIONS

4.1 Annual Report Card

Decision 2016/05

The Meeting accepted the Secretariat’s report (circulated as ExMC/1159/R) containing an overview of the IECEx System activities acknowledging the continued and sustained year-by-year growth of the IECEx System.

4.2 Election of IECEx Chairman

Decision 2016/06

The Meeting noted at time of closing only one nomination was received, this being for the re-appointment of Dr Thorsten Arnhold for a second three year term as provided by the IECEx 01 Basic Rules and agreed on submitting Dr Arnhold as the ExMC nomination for CAB approval.

The IECEx membership acknowledges with thanks the contribution of Dr Arnhold.

4.3 Election of IECEx Executive Secretary

Decision 2016/07

The Meeting noted at time of closing only one nomination was received, this being for the re-appointment of Mr Chris Agius to serve a further five year term as provided by the IECEx 01 Basic Rules and agreed on submitting Mr Agius as the ExMC nomination for CAB approval.

The IECEx membership acknowledges with thanks the contribution of Mr Agius.

5 REPORT ON IEC CAB (Conformity Assessment Board) MATTERS

5.1 Outline of CAB Matters by IEC Vice President and CAB Chairman – Dr Ulrich Spindler

Decision 2016/08

The meeting appreciated an address by the IEC Vice President and CAB Chairman, Dr Ulrich Spindler along with his support of the IECEx System and his attendance at this year’s IECEx meetings in South Africa.

5.2 Review of Conformity Assessment Board (CAB) Decisions from CAB Meetings since the 2015 ExMC Meeting

Decision 2016/09

The meeting accepted the Chairman’s summary report on IEC CAB Decisions since the 2015 ExMC meeting.

3. Specific CAB Matters for noting by ExMC

5.

2.

1. Noting of Specific Decisions, relating to IECEx from CAB Minsk 2015 Meeting (CAB/1464A/DL)

Decision 2016/10

The Meeting accepted the Chairman’s summary report on IEC CAB Decisions from the 2015 Minsk meeting.

2. Noting of Specific Decisions, relating to IECEx from CAB Geneva 2016 Meeting (CAB/1530/DL)

Decision 2016/11

The Meeting accepted the Chairman’s summary report on IEC CAB Decisions from the 2016 Geneva meeting.

Decision 2016/12

The Meeting congratulated the following recipients of the IEC 1906 Award in recognition of their contribution to the work of the IEC and IECEx:

• Mr Guenter Gabriel (Pepperl + Fuchs)

• Mr Garry House (Envirolight)

4. IEC Conformity Assessment System’s Harmonised Basic Rules

Decision 2016/13

The Meeting considered the draft document “CAB/xxxx/Inf” titled “CAB WG 11 – Proposed revision to IEC CA 01 – Draft IEC CA 01 Edition 2.0” provided and displayed as unofficial information only to support Mr Duffy’s verbal report and the proposal detailed in ExMC/1180/INF and agreed that membership may submit comments on ExMC/1180A/INF by the end of October 2016.

Members also agreed that the IECEx Executive compile comments received, review these and then present an IECEx position to IEC CAB WG11 prior to the January 15th 2017.

Decision 2016/14

The Meeting considered the proposal from DE as presented as ExMC(Umhlanga/DE)03 and agreed that this be incorporated into a revised document for circulation as ExMC/988C/CD for vote by correspondence in accordance with IECEx 01.

The Executive will review any comments submitted and prepare a final document for CAB approval

5. Cyber Security

Decision 2016/15

The Meeting accepted the report provided by Mr Duffy as a presentation and CAB/1504A/R as circulated regarding recent IECEE System activity on the matters related to Cyber Security.

Decision 2016/16

The Meeting agreed to nominate Mark Amos to take over as Convenor of the IECEx Cyber Security Working Group and the IECEx Liaison role with IECEE activities following the passing of the late Ron Collis.

6.

6 IECEx MEMBERSHIP

6.1 Current Membership

Decision 2016/17

The Meeting noted and accepted the current IECEx membership as listed at

6.2 New Country Membership and other possible new Countries

6.2.1 Update from the Secretariat

Decision 2016/18

The Meeting noted an update from the Secretariat regarding possible new Countries interested in joining the IECEx (including Belgium).

6.2.2 Increasing the Level of Industry and Stakeholder Input

Decision 2016/19

The Meeting noted that the 2016 ExMarkCo meeting highlighted the requirements of the new Harmonised Basic Rules, in particular the requirement for adequate representation of all stakeholder interests and agreed to consider mechanisms or possible actions to assist Member Bodies facilitate and maintain adequate stakeholder input.

6.3 New ExCBs and ExTLs – According to IECEx 02, Certified Equipment Scheme

6.3.1 New ExCBs and ExTLs accepted, via correspondence, since the 2015 ExMC Meeting.

Decision 2016/20

The Meeting endorsed a report on the acceptance of the listed ExCBs and ExTLs since the last ExMC meeting as presented as ExMC/1166/R

6.4 Applications for Extension of Scope

Decision 2016/21

The Meeting endorsed the report detailing the applications for extension of Scope detailed in ExMC/1169/R according to ExMC/271C/Inf.

6.5 IECEx Executive

Decision 2016/22

The Meeting noted the report from the IECEx Chairman on the activities of the IECEx Executive in particular the review of Roles and Responsibilities assigned to the Executive as presented as ExMC/872B/CD and agreed that the details be included in the IECEx Supplement to the HBR

7 IECEx ASSESSMENTS OF ExCBs AND ExTLs

7.1 Status on surveillance of accepted ExCBs and ExTLs

Decision 2016/23

The Meeting accepted a report from the IECEx Secretary on the status of surveillance of accepted ExCBs and ExTLs.

7.2 IECEx 5 year Re-Assessment

Decision 2016/24

The Meeting endorsed the report detailing the re-assessment reports issued since the 2015 ExMC Meeting in Christchurch as detailed in ExMC/1170/R.

8 IECEx CERTIFIED EQUIPMENT SCHEME, IECEx 02

8.1 Listing of Current IECEx 02 Scheme ExCBs and ExTLs

Decision 2016/25

The Meeting noted and accepted the current IECEx 02 Scheme ExCBs and ExTLs as listed at

8.2 Revision of IECEx 02 Rules of Procedures

Decision 2016/26

The Meeting noted the publication of IECEx 02 Edition 5.2 arising from the 2015 ExMC Christchurch meeting.

8.3 Operational Document OD 024 – Follow up consideration by ExMC to discussions from the 2015 ExMC meeting in Christchurch

Decision 2016/27

The Meeting instructed ExTAG WG6 to conduct a full review and prepare a proposed revision of IECEx OD 024 including specific reference to Clause 6.10, the AU comment regarding the clarification of “other locations” and consider the content of other IEC CA System publications particularly IECEE OD 2048 Edition 1.4.

ExTAG WG6 to commence work immediately (noting DK’s intent to submit additional proposals following this meeting) and to meet during the 2017 IECEx Operational Meetings and provide a draft proposal for the 2017 ExMC Meeting.

8.4 Amendment to IECEx 02 Rules of Procedures Clause 11.1.14

Decision 2016/28

The Meeting considered ExMC(Umhlanga/Sec)08 with the addition of noting the likely impact to its associated ExCB to the end of 11.2.10 and agreed that this proceed to publication as amended.

In favour: AU, BR, CA, CN, CZ, DK, FI, FR, GB, IL, IT, JP, KR, MY, NL, NO, NZ, PL, RO, RU, TR, USA, ZA

Objections: Nil

Absent: IN, CH, ESP, HR, HU, SE, SG, SI, UAE

9. IECEx CONFORMITY MARK LICENSE SYSTEM, IECEx 04

1. Report from the IECEx Marks Committee Chairman, Mr Timothy Duffy

Decision 2016/29

The Meeting accepted the ExMarkCo report contained in Document ExMC/1153/R, endorsed the Recommendation and confirmed that there are no current matters that require IEC CAB attention regarding misuse.

1. IECEx Guides

Decision 2016/30

The Meeting noted the publication of Edition 3.0 of IECEx Guide 01B

2.

3.

4. IECEx Mark of Conformity – Raising Awareness and Interest

Decision 2016/31

The Meeting noted the request from the ExMarkCo in ExMC/1153/R regarding the views of the wider IECEx community on the level of take up and use of the Mark Licensing system by manufacturers and agreed on the need for

1. A survey to be conducted

2. Members to provide examples of promotional material

3. Members to document and provide proposals for any changes to the Scheme for consideration by both ExMarkCo and ExMC

10 CERTIFIED SERVICE FACILITIES SCHEME – IECEx 03

10.2 Report from the ExSFC Chairman

Decision 2016/32

The Meeting accepted the ExSFC report contained in Document ExMC/1158/R and endorsed all ExSFC Decisions and associated Recommendations to the ExMC from the first and second meetings of the ExSFC.

11 IECEx CERTIFICATE OF PERSONNEL COMPETENCE SCHEME, IECEx 05

11.1 Report from the ExPCC Chairman

Decision 2016/33

The Meeting accepted the ExPCC report contained in Document ExMC/1155/R and endorsed all ExPCC Decisions and recommendations to this meeting.

11.2 Revised Edition of IECEx 05 (new Ed 4.0)

Decision 2016/34

The Meeting considered ExMC/1156/DV as circulated and agreed that the draft of IECEx 05 Edition 4.0 proceed to publication as proposed with the term “Unit for Certification” revised to “Unit of Competence”

In favour: AU, BR, CA, CN, CZ, DE, DK, FI, FR, GB, IL, IT, JP, KR, MY, NL, NO, NZ, PL, RO, RU, TR, USA, ZA

Objections: Nil

Absent: IN, CH, ESP, HR, HU, SE, SG, SI, UAE

11.3 Revised Edition of IECEx OD 501 (new Edition)

Decision 2016/35

The Meeting considered ExMC/1163/DV and agreed that the draft revision of IECEx OD 501 proceed to publication as proposed with the term “Unit for Certification” revised to “Unit of Competence”

In favour: AU, BR, CA, CN, CZ, DE, DK, FI, FR, GB, IL, IT, JP, KR, MY, NL, NO, NZ, PL, RO, RU, TR, USA, ZA

Objections: Nil

Absent: IN, CH, ESP, HR, HU, SE, SG, SI, UAE

11.4 Revised Edition of IECEx OD 502 (new Edition)

Decision 2016/36

The Meeting considered ExMC/1164/DV and agreed that the draft revision of IECEx OD 502 proceed to publication as proposed with the term “Unit for Certification” revised to “Unit of Competence”

In favour: AU, BR, CA, CN, CZ, DE, DK, FI, FR, GB, IL, IT, JP, KR, MY, NL, NO, NZ, PL, RO, RU, TR, USA, ZA

Objections: Nil

Absent: IN, CH, ESP, HR, HU, SE, SG, SI, UAE

11.5 Revised Edition of IECEx OD 503 (new Ed 4.0)

Decision 2016/37

The Meeting considered ExMC/1157/DV and agreed that the draft of IECEx OD 503 Edition 4.0 proceed to publication as proposed with the term “Unit for Certification” revised to “Unit of Competence”

In favour: AU, BR, CA, CN, CZ, DE, DK, FI, FR, GB, IL, IT, JP, KR, MY, NL, NO, NZ, PL, RO, RU, TR, USA, ZA

Objections: Nil

Absent: IN, CH, ESP, HR, HU, SE, SG, SI, UAE

11.6 Proposal from BR regarding CoPC Fees

Decision 2016/38

The Meeting considered a proposal from BR to consider the situation of CoPC Certificate fees for persons residing in Developing Countries and agreed that BR be permitted to submit a written proposal for a review (initially by the IECEx Executive) of IECEx OD 019 noting questions from members regarding how a different fee would be applied, for consideration at the next ExMC Meeting.

13 WORKING GROUP REPORTS

13.1 ExMC WG1 - Rules

Decision 2016/39

The Meeting accepted the ExMC WG1 report contained in Document ExMC/1168/R and endorsed all ExMC WG1 recommendations to this meeting except that relating to Item 13.1.4.

13.1.1 IECEx 01 Update

Decision 2016/40

The Meeting considered ExMC/1151/CD and supported the proposed editorial change to IECEx 01 Edition 7.1

In favour: AU, BR, CA, CN, CZ, DE, DK, FI, FR, GB, IL, IT, JP, KR, MY, NL, NO, NZ, PL, RO, RU, TR, USA, ZA

Objections: Nil

Absent: IN, CH, ESP, HR, HU, SE, SG, SI, UAE

13.1.2 Clarification over Terms Applicant / Manufacturer

Decision 2016/41

The Meeting considered ExMC/1152/CD and supported the proposed revisions of IECEx 02 and related IECEx Operational Documents (in particular OD 009) with inclusion of editorial changes to be submitted to the Secretariat with one month who will consult with the IECEx Chairman and WG1 Convenor

In favour: AU, BR, CA, CN, CZ, DE, DK, FI, FR, GB, IL, IT, JP, KR, MY, NL, NO, NZ, PL, RO, RU, TR, USA, ZA

Objections: Nil

Absent: IN, CH, ESP, HR, HU, SE, SG, SI, UAE

13.1.6 Proposed Revision to IECEx Operational Document OD 009 - IECEx Certified Equipment Scheme, Procedures for the Issuing of IECEx Certificates of Conformity, IECEx Test Reports and IECEx Quality Assessment Reports

Decision 2016/42

The Meeting considered ExMC/1154/DV and supported the proposed revisions to IECEx OD 009 with inclusion of editorial changes to be submitted to the Secretariat with one month who will consult with the IECEx Chairman and WG1 Convenor

In favour: AU, BR, CA, CN, CZ, DE, DK, FI, FR, GB, IL, IT, JP, KR, MY, NL, NO, NZ, PL, RO, RU, TR, USA, ZA

Objections: Nil

Absent: IN, CH, ESP, HR, HU, SE, SG, SI, UAE

13.2 ExMC WG5 - Management of Quality System Assessments of Manufacturers

Decision 2016/43

The Meeting accepted the ExMC WG5 report contained in Document ExMC/1168/R and endorsed all ExMC WG5 recommendations to this meeting.

Decision 2016/44

The Meeting supported the nomination of Mr Roy Teather to replace Mr Olson as ExMC WG5 Convenor and recorded our thanks to Mr Olson for his work over many years.

13.3 Proposal from AU to discuss Audit frequency

Decision 2016/45

The Meeting noted an AU proposal (as presented as ExMC/1149/CD) that ExMC review/discuss audit frequency of manufacturers seeking and maintaining an IECEx CoC and agreed that this be referred to ExMC WG5 for consideration.

13.4 ExMC WG2 - Development of Technical Guidance Documents

Decision 2016/46

The Meeting accepted the report from the ExMC WG2 Interim Convenor, Ms Katy Holdredge (Mr Bentham being unable to attend) and appreciate the progress of their work.

Decision 2016/47

The Meeting considered the DE proposal detailed in ExMC(Umhlanga/DE)05 and agreed that ExMC WG2 be tasked with consideration of this proposal.

13.5 ExMC WG4 - Technical Reference Group for Assessment of ExCBs and ExTLs

Decision 2016/48

The meeting noted the report from ExMC WG4 Convenor and agreed that Comments (generally of an editorial nature) received by the Secretariat and those raised during the meeting on the documents presented be reviewed by the Chairman, Secretariat and ExMC WG4 Convenor and wherever possible included in the revisions as proposed (with other comments referred back to ExMC WG4 for consideration in future editions of the relevant documents). The final drafts prepared by this process to be circulated to Member Bodies for voting by correspondence.

The meeting agreed to incorporate the DE proposal detailed in ExMC(Umhlanga/DE)04 into the revised drafts.

Decision 2016/49

The Meeting agreed that Working Groups’ Terms of Reference be displayed on the IECEx website

Decision 2016/50

The Meeting accepted the report from the ExMC WG4 Convenor, Mr Munro (as presented as ExMC/1141/R) and endorsed ExMC WG4 Recommendation #1

Decision 2016/51

Regarding ExMC WG4 Recommendation #2 the meeting agreed that the status, role and structure of ExMC WG4 be reviewed by the IECEx Executive with a view of forming a more permanent group. The Executive is to provide a report to the next ExMC Meeting.

Decision 2016/52

The Meeting accepted the report from the ExMC WG4 Convenor, Mr Munro (as presented as ExMC/1141/R) and endorsed Recommendations 3, 4, 5 and 6

13.6 ExMC WG 13 - Business Development

Decision 2016/53

The Meeting accepted the report from the Secretariat on behalf of ExMC WG13 Convenor, Mr Maalouf (as presented as ExMC/1161/R) and endorsed all ExMC WG13 recommendations to this meeting regarding the updated IECEx Business Plan (as presented as ExMC/1162/CD).

Decision 2016/54

Regarding ExMC WG13 Recommendation #2, the Meeting agreed that we should not amend current IECEx Rules and retain the policy of non-advertisement of ExTLs and ATLs.

Decision 2016/55

The Meeting agreed to the amendment of Item 11(d) of ExMC/1162/CD to add “and indicate the relationship between budget and Business Plan”.

13.7 ExMC WG 15 – Non Electrical Equipment

Decision 2016/56

The Meeting accepted the report from the ExMC WG15 Convenor, Mr Munro (as presented as ExMC/1173/R) and endorsed the ExMC WG15 recommendation to this meeting that the following proceed to publication:

• ExMC/1031A/DV – Revised Draft new OD “Guide to certification of non-electrical equipment”

• ExMC/1032A/CD – Revised Draft OD 005-3 “Quality System requirements for manufacturers – Part 3: Supplementary requirements for non-electrical equipment to ISO/IEC 80079-34”

In favour: AU, BR, CA, CN, CZ, DE, DK, FI, FR, GB, IL, IT, JP, KR, MY, NL, NO, NZ, PL, RO, RU, TR, USA, ZA

Objections: Nil

Absent: IN, CH, ESP, HR, HU, SE, SG, SI, UAE

14 ExTAG MATTERS

14.1 Report from 2016 ExTAG Meeting

Decision 2016/57

The Meeting accepted a report from Prof Xu Jianping, ExTAG Chairman on the 2016 ExTAG (Ex Testing and Assessment Group) Meeting and associated ExTAG Training Workshop as circulated as Document ExTAG(Umhlanga/ExTAGChairman)06.

Decision 2016/58

The Meeting agreed to vote by correspondence on updated IECEx Operational Documents endorsed by the ExTAG.

Decision 2016/59

The Meeting agreed to appoint PTB as the IECEx Proficiency Testing Program Provider noting the need to establish a contract in accordance with IECEx OD 202.

Decision 2016/60

The Meeting agreed with the proposal that we prepare an immediate revision of IECEx OD 233 to (i) to remove the role of the IECEx Executive, and (ii) to review the conflict of competencies as proposed by AU, for vote by ExMC by correspondence, by a new ad hoc Working Group convened by Mr Munro with experts from DE, FR, USA and GB.

The ad hoc Working Group will conduct a further full revision of OD 233 taking into account comments from ExTAG and other items raised in discussion and report to the next ExMC.

15 REPORT FROM IEC TC 31

Decision 2016/61

The Meeting accepted the IEC TC 31 report on IEC TC 31 activities and work since the last ExMC Meeting contained in Document ExMC(Umhlanga/TC31 Chairman)07 as presented by the IEC TC 31 Chairman, Mr Mark Coppler.

16 ExNB GROUP REPORT

Decision 2016/62

The Meeting accepted a report from, Mr Thierry Houeix, the Vice Chairman of the European Notified Bodies Group for ATEX, ExNB to be provided as ExMC(Umhlanga/ExNB)09

Decision 2016/63

The Meeting accepted a proposal from US NC to change the title of this standing agenda item to “Regional Reports” and be expanded to add sub-items for reports from other regions and from PCIC, OSHA etc.

17 REPORT FROM PCIC EUROPE

Decision 2016/64

The Meeting accepted and appreciated a verbal report from Ms Holdredge, US NC on the activities of OSHA.

18 FINANCE

18.1 Accounts and Budgets

18.1.1 Approval of the 2015 Audited Accounts

Decision 2016/65

The Meeting, in noting the 2015 audited accounts in Document ExMC/1115/DV, approved that they be referred to CAB for acceptance.

In favour: AU, BR, CA, CN, CZ, DE, DK, FI, FR, GB, IL, IT, JP, KR, MY, NL, NO, NZ, PL, RO, RU, TR, USA, ZA

Objections: Nil

Absent: IN, CH, ESP, HR, HU, SE, SG, SI, UAE

18.1.2 Approved 2017 Budget

Decision 2016/66

The Meeting noted the previously approved (by both ExMC and CAB earlier in 2016) the 2017 IECEx Budget (refer CAB/1499/DV)

18.2 IECEx 2018 + 2019 Forecasted Draft Budget Guide

Decision 2016/67

Members, in noting the 2018 / 2019 Forecasted Draft Budget Guide contained in Document ExMC/1172/CD, agreed that it can be used as guidance when preparing the draft formal budget for 2018 for approval by ExMC and IEC CAB.

Future budget forecasts to include the

- Previous year’s actuals

- Details for line Item 47300 and 48000

- Line item on status of General Reserve

18.3 IECEx System Participation Fees

Decision 2016/68

The Meeting noted and endorsed the publication of Edition 7.2 of IECEx OD 019, IECEx Participation and System Fees.

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