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SIM Council Meeting
September 15th and 18th, 2003
Panama City- Panama
DRAFT MINUTES
ATTENDANCE LIST
COUNCIL MEMBERS
Felipe Urresta President SIM, INEN
Luis Mussio Chairman SIM TC, CENAM
SIM/JCRB Representative
Yoshito Mitani, Chairman, SIM PDC, CENAM
Oscar Harasic Executive Secretary, OAS
Steve Carpenter Technical Advisor, NIST
José A. Dajes Castro Coordinator ANDIMET,
INDECOPI
Carlos Roberto Ochoa Coordinator CAMET,
CONACYT
Hermon Edmondson Coordinator CARIMET, BSJ
Raul Nunes Coordinator SURAMET, INN
Willie May On behalf of NORAMET Coordinator,
NIST
Paulo Ferracioli SIM Secretariat, INMETRO
On behalf of Past President, INMETRO
Taynah Lopes de Souza SIM Recording
Secretary, INMETRO
OBSERVERS
Dianne Lalla-Rodrigues ABBS, Antigua and
Barbuda
Hratch Semerjian NIST, USA, QSTF Chairman
Juan Castillo IBMETRO, Bolivia
AGENDA
1. Introduction and Welcome / Introdución
y Bienvenida
2. Verification of Quorum / Verificación de
Quórum
3. Approval of Agenda / Aprobación de Agenda
4. Approval of the Minutes from previous
Council Meeting / Aprobación de la Acta de
la Reunión Anterior del Consejo
5. Matters arising from the Minutes /
Asuntos derivados de la Acta
6. OAS Progress on General Assembly
Organization / Progreso en la Organización
de la Asamblea General
7. Other Business / Otros Asuntos
Meeting:
1. Introduction and Welcome /
Introdución y Bienvenida
President Felipe Urresta welcomed the
Council Members.
2. Verification of Quorum /
Verificación de Quórum
The quorum was verified, eleven members of
Council being present.
3. Aproval of Agenda / Aprobación de
la Agenda
The agenda was approved with no amendments.
4. Approval of the minutes from
previous Council Meeting
Comments to the minutes:
1) On item 2, it should say that Hermon
Edmondson is the CARIMET representative and
not CAMET.
With this amendment, the minutes were
approved.
5. Matters arising from the minutes
Pending Issues
Concerning the preparation of a position
paper on SIM Activities to CIPM, Felipe
Urresta commented that it need more
clarification on who should prepare it. He
mentioned that maybe the representative to
the JCRB should prepare it but Luis Mussio
explained that the letter should be sent
after we have knowledge of CIPM's Agenda.
The paper should be sent to those SIM
members who are also members at the CIPM -
Canada, USA, Brazil and Argentina.
It was decided to wait until some more
clarification on the issue from Terry Quinn
to decide what must be done.
Felipe Urresta also commented the
presentation to the NCSLI meeting which was
made by Yoshito Mitani and himself. Luis
Mussio then mentioned the necessity of
having more contact with NCSLI, specially in
what concerns our General Assembly. Steve
Carpenter agrees with Luis Mussio, adding
that the country responsible for organizing
SIM General Assembly should send a
representative to the Board of Directors
Meeting of NCSLI.
Willie May commented that as SIM grows
the General Assembly should not be organized
by the host country but by a SIM committee,
as a permanent group that would be
responsible for the whole organization.
Felipe Urresta suggested that the Executive
Secretary should be responsible for the
Chair of the mentioned committee.
CR09/03: It was resolved to form a
GA Planning Committee to be composed of the
Executive Secretary of SIM as Chair, the TC
Chairman, PDC Chairman and Technical
Adviser. The group is charged with the
planning of General Assembly Meetings for a
three years cycle and to submit their
proposals to the Council, taking into
account potential conflicts with meetings of
other international organizations related to
metrology and standardization. The proposals
will be discussed and approved at the
General Assembly.
Luis Mussio also proposed to establish a
deadline for the host country to confirm the
date of the GA.
Carlos Ochoa then brought up item 10.3 of
last Council Meeting, related to the
convenience of having SIM financial reports,
an issue suggested by Hratch Semerjian.
Luis Mussio then added that what is
missing is a presentation of such reports to
the Council as a permanent issue in the
Agenda of the Meetings, as these reports are
already presented to the OAS.
6. OAS Project Preparation for Fiscal
Year 2004
Steve Carpenter presented two documents
- Workplan 2004 and SIM Expenditures Report
2003 - that were distributed to Council
Members in a CD. Those documents shall be
publicized on the SIM Website.
7. Report from the QSTF and review of
the Document #9
The subject was discussed in Ottawa,
where there was a meeting of the QSTF. The
subject, as Hratch Semerjian mentioned, was
also discussed during NCSLI meeting. The
minutes of the QSTF meeting was still under
comments, that's why it was not included in
the workbook.
It was suggested to publicize the
document and the minutes on SIM Website.
On the next meeting in February it will have
to be decided which countries are able to
implement the quality system, as the
transition period finishes in the end of
this year. Hratch Semerjian believes that
most countries will request an extra period
for their implementation.
8. TC Proposal for the ICDB and
SIM-MRA
During the TC Meeting in Ottawa, it was
proposed to formalize a Mutual Recognition
Agreement among SIM Members, which would be
voluntary. Hratch Semerjian mentions that it
could be an important step towards the
establishment of FTAA, specially for those
smaller countries.
Luis Mussio proposed to present this
resolution to the General Assembly. Some
modification on the resolution was proposed
and Luis Mussio is going to prepare a new
version to be presented at the General
Assembly.
9. Legal Metrology Training Needs
The documents sent by the Legal Metrology
Working Group Chairman - Cesar Luis - were
included in the workbook.
Steve Carpenter explained to the LMWG
Chairman that the budget could not support
that amount and if the countries are
committed to making progress in the area of
Legal Metrology they would have to provide
most of the funds, as SIM must be seen just
as a facilitator, that could not provide all
funds for travel, honorariums, etc..
He also asked the LMWG to prepare a more
formalized request of funds. Oscar Harasic
agrees with Steve Carpenter mentioning the
necessity that all groups see SIM funds as a
facilitation but not as the only provider.
He also added that OAS offers some regular
courses through the internet, what could be
used to save expenditures with travels.
10. Other Business
- QS Working Group and Documentation Working
Group
Dianne Lalla Rodriguez, the QS Working
Group Chair, was present at the meeting and
she explained that the main subject of the
QS Working Group at the moment concerns the
works of the QSTF, what has already been
discussed. She also added that they will be
willing to help the NMIs within the review
of their quality systems.
Having no more subjects to
be discussed, the meeting was adjourned for
Thursday.
SIM Council Meeting
September 18th, 2003
2nd Day
DRAFT MINUTES
ATTENDANCE LIST
COUNCIL MEMBERS
Felipe Urresta President SIM, INEN
Luis Mussio Chairman SIM TC, CENAM
SIM/JCRB Representative
Yoshito Mitani, Chairman, SIM PDC, CENAM
Oscar Harasic Executive Secretary, OAS
Steve Carpenter Technical Advisor, NIST
José A. Dajes Castro Coordinator ANDIMET,
INDECOPI
Hermon Edmondson Coordinator CARIMET, BSJ
Raul Nunes Coordinator SURAMET, INN
Willie May On behalf of NORAMET Coordinator,
NIST
Paulo Ferracioli SIM Secretariat, INMETRO
On behalf of Past President, INMETRO
Steve Stahley NCSLI President
Taynah Lopes de Souza SIM Recording
Secretary, INMETRO
OBSERVERS
Hratch Semerjian NIST, USA, QSTF Chairman
Juan Forastieri INTI, Argentina
AGENDA
1. Introduction and Welcome / Introdución
y Bienvenida
2. Verification of Quorum / Verificación de
Quórum
3. Approval of Agenda / Aprobación de Agenda
4. Future Activities for 2003/ Atividades
Futuras para 2003
5. Future Activities for 2004 / Atividades
Futuras para 2004
- Council Meetings
- SIM Activities in Costa Rica
- SIM Activities in Mexico
- SIM participation at NCSLI
- Documentation
- GA Program Ccommittee
- Letters to be sent
6. Matters arising from the General Assembly
/ Asuntos derivados de la Asamblea General
- MOU
- QSTF
- Operating Procedures regarding CR an GA
Resolutions
- Budget
7. Other Business / Otros Asuntos
- Preparation for Elections in 2004
- Status of the SIM-PTB Colaboration on
Chemical Metrology
Meeting:
1. Introduction and Welcome /
Introdución y Bienvenida
Felipe Urresta welcomed the Council Members.
2. Verification of Quorum /
Verificación de Quórum
The quorum was verified, twelve members of
Council being present.
3. Approval of Agenda / Aprobación de
la Agenda
An agenda was proposed and then approved by
all members.
4. Future Activities for 2003/
Atividades Futuras para 2003
1) Chemical Metrology Seminar and Chemical
Metrology working Group Meeting in
Venezuela.
2) APMP-SIM QS Workshop in Malasia in
December.
3) Course on Legal Metrology
4) JCRB Meeting
5. Future Activities for 2004/
Atividades Futuras para 2004
Council Meetings
Before establishing the dates for the next
meetings, members discussed whether there
would be financial resources for that or
not. The problem is that the first
disbursement is only in April what means
that there would be no money for a Council
Meeting before that.
Next meetings were established as follows:
1) Council Meeting in February, during Costa
Rica Activities.
2) Council Meeting on April 30th, in Mexico
(during CENAM 10th Anniversary).
3) Council Meeting in October, during GA in
Venezuela.
SIM Activities in Costa Rica (February)
1) Council Meeting
2) Chemical Metrology
3) QSTF Meeting
SIM Activities in Mexico (April/May)
1) Council Meeting (April, 30th)
2) TC and PDC Meetings
3) QSTF Meeting (April, 27th)
4) Celebration of CENAM 10th Anniversary
(April, 29th)
SIM participation at NCSLI
NCSLI Conference - July, 11th to 15th, 2004.
Steve Stahley stressed the importance of
having a presentation of SIM during the
meeting, what the members agreed to be of
great importance for SIM, to have more
visibility. Felipe Urresta will contact
Seton Bennett to propose a session on
Metrology in the Americas.
Steve Stahley also raised the issue of SIM
participation at the Board of Directors. SIM
Representative to NCSLI, Joao Jornada will
continue with his work on that, for what
Luis Mussio asked for some more
clarification of the activities involved on
that and the President of NCSLI explained
that it was mainly supposed to give more
information on recent SIM activities.
It was suggested that SIM President
participated in the next NCSLI Board of
Directors, scheduled for next October in
Mexico to get more information what he
explained that should be based on a
coordination with Joao Jornada, SIM
Representative to NCSLI.
Documentation
Concerning the translation of some NCSLI
documents, Steve Stahley explained that they
already have pland for the translation of
one document and regarding other documents,
there shall be more information on that
after the next NCSLI Board of Directors that
shall take place in Mexico, in October.
GA Program Committee
In accordance to Resolution GA04/03, the
Program Committee should be composed of: SIM
President, SIM Representative to NCSLI, the
Representative of the hosat organization and
two other names to provide subregional
representation.
For the next GA the Program Committee
Members shall be following: Felipe Urresta,
Joao Jornada, Haygas Kalustian, Jose Dajes
and Luis Mussio.
Letters to be sent
Letters of thanks will be sent to the
Secretary of SENACYT, to CENAMEP and other
groups involved in the orgaanization of the
SIM Week in Panama. Letters of appreciation
shall also be sent to all invited speakers.
Aa letter will be sent to NCSLI notifying
them of the next SIM General Assembly to be
held in Venezuela, during October/November
2004, to ensure expanded participation by
NCSLI members.
A letter of appreciation shall be sent to
CENAM to thank for the long standing
services of Dr. Ismael Castelazo.
A letter of appreciation shall be sent to
NCSLI to thank for the long standing
services of Mr. Ed Nemeroff.
6. Matters arising from the General
Assembly / Asuntos derivados de la Asamblea
General
SIM MOU
In accordance to GA Resolution 08/03, the
Council decided to ask Luis Mussio to
prepare a draft document on the matter to be
discussed by the Council in a future Council
Meeting. Raul Nuņes and Hratch Semerjian
have volunteered to help Luis Mussio.
QSTF
The Council has asked the SIM QSTF Chaiman
to send a copy of the SIM Document#9 to all
members, and to notify them of the schedule
of the review meetings. Those NMIs that want
to have their QS reviewed should contact the
Chair of the SIM QSTF (Hratch Semerjian).
Jose Dajes volunteered to translate SIM
Document#9 to Spanish in two weeks time.
Operating Procedures regarding CR an GA
Resolutions
The Council has requested NCSLI to share
with SIM their administrative guidelines to
be used as an example to develop a more
efficient SIM operating procedures. Felipe
Urresta has assumed responsibility for
follow-up.
Budget
The Council has requested the submission of
a summary financial report for discussion at
all future Council Meetings.
Steve presented the proposal for the budget
of 2004 under two scenarios - one
considering a budget of US$ 250,000.00 and
another one in case the reduction on the
budget remains, considering it as
US$180,000.00. The report shall be annexed
to the minutes.
The Council expressed their interest of
having SIM Metrology Working Groups to put
more emphasis on training activities.
7. Other Business / Otros Asuntos
Preparation for Elections in 2004
The Executive Secretary will send out
letters to the member organizations to
notify them of the upcoming election for the
President of SIM at next General Assembly
and encourage nominations from the members.
Status of the SIM-PTB Colaboration on
Chemical Metrology
The MOU has not been signed yet but some
activities have already been developed under
PTB funds, as Jamaica participation on
Chemical Metrology Working Group Meeting for
example.
The Council then expressed their interest in
having information concerning the activities
and the budget for the region under SIM-PTB
Project.
Felipe Urresta is going to prepare a letter
for PTB asking for information on these
issues.
Willie May volunteered to supply information
on SIM-PTB colaboration in Chemical
Matrology.
Having no more subjects to be discussed,
the meeting was closed.
 
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