3. Mr. Kevin McKinley, Acting Secretary General of the International Standardization Organization (ISO), delivered a keynote address.

Transcription

1 GS/GA9/Report 24/05/2016 For SMIIC use only CONFIRMED MINUTES OF THE NINTH MEETING OF THE GENERAL ASSEMBLY OF THE STANDARDS AND METROLOGY INSTITUTE FOR ISLAMIC COUNTRIES (SMIIC) (24 MAY 2016, ISTANBUL, REPUBLIC OF TURKEY) ITEM 1 OPENING OF THE MEETING 1. The Ninth Meeting of the SMIIC General Assembly (GA) was held in Istanbul, Republic of Turkey on 24 May SMIIC General Secretariat hosted the meeting. Following the recitation from the Holy Quran, the opening address was made Mr. Sebahittin KORKMAZ, Chairman of BOD of SMIIC. 2. In his message, H.E. Mr. Iyad Ameen Madani, the Secretary General of Organisation of Islamic Cooperation (OIC), expressed the continuous support of the OIC for SMIIC and its activities in its fields of competence. 3. Mr. Kevin McKinley, Acting Secretary General of the International Standardization Organization (ISO), delivered a keynote address. 4. The opening ceremony continued with a welcome speech delivered by H.E. Mr. Hasan Ali ÇELİK, Deputy Minister of Science, Industry and Technology, Republic of Turkey as the host country. ITEM 2 GA MEMBERSHIP LIST AND WELCOME ADDRESS 5. The GA was attended by the representatives of the following Member States who have membership in the SMIIC GA: 1. Islamic Republic of AFGHANISTAN 2. People s Democratic Republic of ALGERIA 3. Republic of BENIN 4. BOSNIA & HERZEGOVINA 5. Republic of CAMEROON 6. Arab Republic of EGYPT 7. Republic of GABON 8. Islamic Republic of GAMBIA Minutes of the 9 th GA Meeting, SMIIC, 24/05/2016 page 1/9

2 9. Republic of GUINEA 10. Islamic Republic of IRAN 11. Hashemite Kingdom of JORDAN 12. KYRGYZ Republic 13. LEBANON 14. MALAYSIA 15. Kingdom of MOROCCO 16. Republic of NIGER 17. Islamic Republic of PAKISTAN 18. Kingdom of SAUDI ARABIA (Represented by SASO and SFDA) 19. Republic of SENEGAL 20. Republic of SUDAN 21. Republic of TUNISIA 22. Republic of TURKEY (Represented by TSE and TÜBİTAK-UME) 23. United Arab EMIRATES 24. Turkish Republic of NORTHERN CYPRUS 6. Representatives of Organization of Islamic Cooperation (OIC), SMIIC Metrology Committee (MC), ISO, ICDT, SESRIC, and COMCEC attended the meeting as observers. The list of participants is attached as Annex I (GS/GA9/SL). ITEM 3 ADOPTION OF THE AGENDA 7. Upon the request of Saudi Arabia, Item 11 and Item 12 in the Draft Agenda are switched with Item 8 and Item 9 and the Members of the GA adopted the Draft Agenda of the Meeting with its amendment. The adopted Agenda of the Meeting is attached as Annex II. (SMIIC/GA N Rev.01) 8. The General Assembly adopted the following resolution: General Assembly Resolution 01/2016 (Adoption of the Agenda) The General Assembly adopts the Agenda (SMIIC/GA N 0001) of the Meeting as amended (GS/GA9/DA). ITEM 4 SMIIC GENERAL SECRETARIAT REPORT 9. The General Secretariat briefed the GA on the latest developments and activities of SMIIC. General Secretariat Report is attached as Annex III (SMIIC/GA N 0003) Minutes of the 9 th GA Meeting, SMIIC, 24/05/2016 page 2/9

3 10. The General Assembly adopted the following resolution: General Assembly Resolution 02/2016 (SMIIC General Secretariat Report) The General Assembly, (1) notes with appreciation the report of the SMIIC General Secretariat (SMIIC/GA N 0003) taking into consideration of the comments of some Board Members stated in the Minutes of 12 th BOD Meeting, (2) appreciates the efforts of the General Secretariat for the implementation of SMIIC Information System (IS) and the organization of SMIIC IS training on April 2016 in İstanbul, (3) appreciates the initiatives of the General Secretariat to establish cooperation dialogues with other standardization organizations like ISO, IEC and Codex Alimentarius, (4) appreciates the cooperation and support of the Government of the Republic of Turkey extended to SMIIC since its establishment and also for the amendment of the Agreement between the Government of the Republic of Turkey and the Standards and Metrology Institute for Islamic Countries on the Establishment of SMIIC in Turkey that will allow SMIIC to be exempted from all taxes including motor vehicles tax, stamp duty, fees, value added tax, special consumption tax and custom duties and charges in respect of articles imported or exported by the Institute for its official use in Republic of Turkey. ITEM 5 ACTIVITIES OF COMMITTEES 11. General Secretariat briefed the GA on the recent activities of the Technical Committees (TCs) and SMIIC/CCA. Metrology Committee Secretary also briefed the GA on the latest activities of SMIIC MC carried out since the last GA meeting. 12. SMIIC Technical Committees (TCs) Report, SMIIC/CCA Report and SMIIC Metrology Committee (MC) Reports are attached as Annex IV (SMIIC/GA N 0004), Annex V (SMIIC/GA N 0005) and Annex VI (SMIIC/GA N 0006), respectively. 13. Some members thanked the General Secretariat for the committee reports and by stating that Technical Committees have reached their natural course, proposed that each Technical Committee present/explain their plans, projects and activities by reflecting some indicators so that we could follow which of them are realized and doing that would be very beneficial for monitoring. 14. Some members asked if General Secretariat thinks of a way to make up for those who have not participated in the SMIIC Information System Training and General Secretariat informed that videos/webinars and pdf files etc. will be uploaded to show the instructions, guides etc. for the use of the SMIIC IS. Minutes of the 9 th GA Meeting, SMIIC, 24/05/2016 page 3/9

4 15. The General Assembly adopted the following resolution: General Assembly Resolution 03/2016 (Activities of Committees) The General Assembly, (1) notes with appreciation the SMIIC Technical Committees Report (SMIIC/BOD N 0004) submitted by General Secretariat, (2) appreciates the establishment of the SMIIC Technical Committee (TC) 10 on Halal Supply Chain by the proposal of the Department of Standards Malaysia (DSM), (3) notes with appreciation the report of the SMIIC Committee on Standards for Conformity Assessment (SMIIC/CCA) submitted by Secretariat, (SMIIC/BOD N 0005), (4) expresses its appreciation for the organization of the 1 st meeting of SMIIC/CCA on March 2016 in İstanbul, (5) notes with appreciation the report of the SMIIC Metrology Committee (MC) submitted by SMIIC MC Chairmanship (SMIIC/BOD N 0006), (6) welcomes the organization of Legal Metrology Training in Tunisia on November and Scientific Metrology Training on February 2016 in Turkey in coordination with SMIIC MC Chair, SMIIC General Secretariat and the Statistical, Economic and Social Research and Training Centre for Islamic Countries (SESRIC), (7) welcomes with appreciation for the launching of SMIIC Information System (IS) as a project to support the standards development process which will provide an electronic collaborative environment for the work of SMIIC s committees and requests from SMIIC Members to ensure the active participation in the committees and use of this system by the experts for more effective operation of the committees. ITEM 6 REPORT OF FINANCIAL AUDITOR 16. Chairman of the Board briefed the GA Members on the financial auditing process of SMIIC according to the Article 9.4 of the SMIIC Statute (GS/STA/002) and Clause 3.7 of the Financial Regulations (GS/FIN/007). 17. The external independent financial auditor which was appointed by the 8 th General Assembly to conduct the financial audit delivered a presentation on its report (SMIIC/GA N 0007). Independent Auditor Report is attached as Annex VII. Minutes of the 9 th GA Meeting, SMIIC, 24/05/2016 page 4/9

5 18. The General Assembly adopted the following resolution: General Assembly Resolution 04/2016 (Report of Financial Auditor) The General Assembly, (1) thanks the presentation of the financial auditor, (2) following the BOD Resolution 03/2016, approves the report (SMIIC/GA N 0007) providing information on the audited financial statements of SMIIC General Secretariat for the year ended -31 December in accordance with Article 9.4 of the SMIIC Statute (GS/STA/002) and Clause 3.7 of the Financial Regulations (GS/FIN/007). ITEM 7 APPROVAL OF 2015 SMIIC POST CLOSING TRIAL BALANCE 19. The Chairman briefed the Board regarding the 2015 SMIIC Budget Post Closing Trial Balance SMIIC Budget Post Closing Trial Balance is attached as Annex VIII. (SMIIC/GA N 0008) 20. Some countries requested that the 3 years balance for the payment of mandatory contributions of Member States to be reflected in the projection. General Secretariat shared the document with the Member States who are requesting to see the overall picture of the payment last three years. 21. The General Assembly adopted the following resolution: General Assembly Resolution 05/2016 (Approval of 2015 SMIIC Post Closing Trial Balance) The General Assembly, following the BOD Resolution 04/2016, (1) approves 2015 SMIIC Budget Post Closing Trial Balance (SMIIC/GA N 0008), (2) thanks General Secretariat for the successful deployment of budget resources. ITEM 8 ESTABLISHMENT OF MANAGERIAL BOARD 22. The Chairman of Board shared his views on the necessity of establishing a Managerial Board to consult on the important issues with regards to policy of SMIIC and to monitor and advise Board of Directors on the implementation of General Assembly decisions while ensuring effective communication and coordination among committees of SMIIC. The amended draft ToR is attached as Annex IX. (SMIIC/GA N Rev.01) Minutes of the 9 th GA Meeting, SMIIC, 24/05/2016 page 5/9

6 23. Some members supported the proposal to establish an Advisory/Managerial Board especially to help and guide General Secretariat not only during meeting times but also throughout the year for creating a platform for dialogue and consultation. 24. However some members were not in favour of this proposal since they believe it is too early to form such a board especially when SMIIC has Board of Directors. 25. Since there was no consensus on this proposal, it was decided not to establish such a Board and instead, Chairman, Vice-Chairmen and General Secretariat were invited to convene for consultation during the year if needed. 26. The General Assembly adopted the following resolution: General Assembly Resolution 06/2016 (Establishment of Advisory Board) The General Assembly, following the BOD Resolution 07/2016, (1) decides not to establish an Advisory Board, (2) recommends the Chairman, Vice-Chairmen and General Secretariat to convene for consultation if deemed necessary. ITEM 9 APPROVAL OF REVISION OF INTERNAL REGULATIONS OF SMIIC 27. The Chairman briefed the GA on the discussions and decisions of the 12 th BOD meeting regarding the revision of internal regulations of SMIIC. Upon the request of members for extra time to get approval of their respective governments, amendment proposals were withdrawn for this meeting and Member States were invited to make contribution to the proposed revisions which will be submitted to consideration of the next General Assembly meeting. The List of Draft Proposals for the Revision of SMIIC Internal Regulations is attached as Annex X. (SMIIC/GA N 0013) 28. The General Assembly adopted the following resolution: General Assembly Resolution 07/2016 (Approval of Revision of Internal Regulations of SMIIC) The General Assembly, following the BOD Resolution 08/2016 and in line with the Article 15 of the SMIIC Statute, (1) notes the amendment proposals (SMIIC/GA N 0013) submitted by the General Secretariat, (2) invites SMIIC Member States to contribute to the proposed amendments, if any, Minutes of the 9 th GA Meeting, SMIIC, 24/05/2016 page 6/9

7 (3) decides to submit the proposed amendments to the consideration of the upcoming General Assembly for further evaluation. ITEM 10 APPROVAL OF 2017 SMIIC BUDGET PROPOSAL 29. The Chairman of Board informed the GA on the 2017 Draft SMIIC Budget and explained in the details the increase in the 2017 draft budget with regards to the 2016 budget in the subitem of personnel expenses and recruitment of new staff SMIIC Approved Budget is attached as Annex XI. (SMIIC/GA N 0009). 30. The General Assembly adopted the following resolution: General Assembly Resolution 08/2016 (Approval of 2017 SMIIC Budget Proposal) The General Assembly, following the BOD Resolution 05/2016, (1) approves the SMIIC Budget for the year 2017, submitted by the SMIIC General Secretariat, (2) encourages SMIIC Members to find additional funds in order to support SMIIC initiatives and to assist developing countries. ITEM 11 DISCUSSION AND APPROVAL OF THE CALCULATION METHOD OF MANDATORY CONTRIBUTIONS GET 31. The Chairman briefed the GA regarding the calculation method of mandatory contributions and decision of the Board on the mentioned issue to request new proposals from SMIIC Member States on the mentioned issue to be evaluated in the GA Meeting. 32. In this regard, representative from Lebanon delivered a presentation introducing their method for calculation and UAE who has another method, withdrew their proposal and expressed their support for the method of Lebanon. 33. In line with the comments of the Member States, General Assembly approved the Lebanon s proposal as the new method for the calculation of mandatory contribution starting from Calculation Method of Mandatory Contributions is attached as Annex XII. (SMIIC/GA N 0016). 34. The General Assembly adopted the following resolution: Minutes of the 9 th GA Meeting, SMIIC, 24/05/2016 page 7/9

8 General Assembly Resolution 09/2016 (Discussion and Approval of the Calculation Method of Mandatory Contributions) The General Assembly, (1) welcomes the presentation of the LIBNOR on their proposal for the calculation method of mandatory contributions, (2) approves the LIBNOR s method as the new method for the calculation of mandatory contributions of SMIIC starting from ITEM 12 APPROVAL OF MEMBER S MANDATORY CONTRIBUTION TO 2017 SMIIC BUDGET 35. The Chairman briefed the GA regarding the scale of Member s Mandatory Contribution to 2017 SMIIC Budget. Scale of Member s Mandatory Contribution to 2017 SMIIC Budget is attached as Annex XIII. (SMIIC/GA N 0017) 36. The General Assembly adopted the following resolution: General Assembly Resolution 10/2016 (Approval of Member s Mandatory Contribution to 2017 SMIIC Budget) The General Assembly, in line with the decision of the General Assembly Resolution 09/2016 on the calculation method, (1) approves the revised Mandatory Contributions of SMIIC Member States to 2017 SMIIC Budget in accordance with the new calculation method, (2) requests from SMIIC Members, who have not done so yet, to pay their annual contributions at the earliest convenience. ITEM 13 DATE AND VENUE OF THE NEXT GA MEETING (10TH GA) 37. The General Assembly adopted the following resolution: General Assembly Resolution 11/2016 (Date and venue of the next GA Meeting, 10 th GA) The General Assembly decides to hold the 10 th General Assembly Meeting in November/December 2016 in conjunction with the 13 th Board of Directors meeting and also decides to invite all Members to inform SMIIC General Secretariat for the possible host candidates. Exact date will be determined by SMIIC General Secretariat accordingly. Minutes of the 9 th GA Meeting, SMIIC, 24/05/2016 page 8/9

9 ITEM 14 CLOSING OF THE MEETING 38. The Chairman, noting that there was no further business to discuss, thanked the General Assembly members for their constructive input and, wishing them a pleasant return to their respective homes, closed the meeting Special General Assembly Resolution 01/2016 The General Assembly; (1) thanks Mr. Kevin McKinley, Acting Secretary-General of ISO, for his keynote address on the Overview of ISO and its current strategy and action plan for developing countries and possible outcomes of cooperation between ISO and SMIIC, (2) expresses its sincere gratitude to the staff of General Secretariat for their cooperation during the meeting and for the excellent meeting arrangements, (3) thanks the representatives of the OIC, SESRIC, ICDT, and COMCEC for their participation in the General Assembly, (4) thanks H.E. Mr. Hasan Ali ÇELİK, Deputy Minister of the Science, Industry and Technology of the Republic of Turkey for his keynote speech. Minutes of the 9 th GA Meeting, SMIIC, 24/05/2016 page 9/9