Quito, Ecuador, September 23 and 24, 1999

ATTENDANCE LIST
SIM Members

AGENDA
1. Accreditation of Delegates
2. Verification of Quorum
3. Approval of the Agenda
4. Approval of the minutes from the previous meeting
5. Report from the SIM President (M. Frota)
6. Report from the Executive Secretary (O. Harasic)
7. Report from the Professional Development Comm. (Y. Mitani)
8. Report from the Technical Committee (S. Carpenter)
9. Report from SIM Representative to JCRB (A. Robertson)
10. Presentation of MRA/Appendix C (I. Castelazo).
11. Report of SIM strategic planning (O. Harasic)
12. Presentation of SIM/OAS project for 2000 (S. Carpenter)
13. Ratification of Council Decisions.
14. Presidency Hand over ceremony (M. Frota- M.A. Lima)
15. Subregions Break out to draft work plans based on SIM/OAS 2000 project.
16. Reports by Subregions.
17. Action plan for 2000 under SIM/OAS project (S. Carpenter)
18. Open space for other organizations participating in the meeting.
19. Presentation by PTB (R. Schroerschwarz)
20. Presentation of NCSL (K. Jaeger, E. Nemeroff)
21. Other bussiness.
22. Next General Assembly meeting.
23. Closing Session (M. A. Lima)

1. Accreditation of Delegates
All delegates present signed the attendee list, which is attached to the minutes.

2. Verification of Quorum
Twenty Members' Delegates were present . Rules of Order, specify quorum with 50% of SIM Members' Delegates present and 25% of each region. Quorum is verified.

3. Approval of the Agenda
NCSL presented the application for admitance as participant of SIM. This application will be treated in point 13. The agenda is approved.

GAR 1/99 To approve the proposed agenda for the meeting.

4. Approval of the minutes from the previous meeting

GAR 2/99 To approve the minutes from the meeting held in Heredia, Costa Rica, September 22nd and 23rd 1999.

5. Report from the SIM President (M. Frota)
M. Frota read the President's Report (annex I)

GAR 3/99 To accept the report presented by the president.

6. Report from the Executive Secretary (O. Harasic)
Oscar Harasic presented the Executive Secretary report (annex I )
The points presented were:
-Y2000 project
-Brief report of Council meetings (Washington, December 1998; Washington, March 1999; Washington - Charlotte, July 1999)
-The Executive Secretary made references to the launching of SIMNET program by NIST, and the benefits that it will bring to SIM.
-The results of the strategic planning and the folder with the results were presented for onsideration of the delegates. The need to continue with this program was stated.
-The need to improve the coordination for Central America and the Caribbean in the Metrological Information System was stated.
- The resolution taken by the council about the equipment donated to SIM was informed.

GAR 4/99 To accept the report presented by the executive secretary

7. Report from the Professional Development Comm. (Y. Mitani)
Yoshito Mitani, chairman of the PDC, presented the report of activities for the period of October 1998 to July 1999. (Annex I)
Y Mitani summarized the actions carried out by his predecessors and compromises given by the council meetings in June 1998 in Montevideo and March 1999 in Washington.
Considering the principal tasks assigned to PDC, some activities and achievments obtained in this period were presented.
In spite of the difficulties to celebrate PDC meetings, most of the programmed courses and workshops have been executed on schedule, and also it was mentioned that the conditions to have better communications among committee members have been prepared through SIM directories, web pages as well as SIM publications.
Finally the results of the first PDC meeting held on September 20th were presented with an eight-point proposal. One of the eight points has been approved on the transfer of USD $5000 of SURAMET activity to "Labeling and prepackaging course" organized by CARIMET/CAMET.

GAR 5/99 To accept the report presented by the PDC chairman

8. Report from the Technical Committee (S. Carpenter)
The Report of the Technical Committee presented by Steve Carpenter, Chairman of the Committee (Annex I).
The following information was presented:
- Status of the SIM comparisons.
- Brief report of the results obtained with SIMNET.
- Status of the measurements capabilities database. All members are encouraged to send their data.
- Courses and comparisons planed for 2000 in chemical metrology.
- Status of SIM directory (update of the information is required to the members)
- Creation of new RMOs, MENAMET. NIST support to MENAMET.

The delegate from St. Lucia raised the point of participation in chemical comparisons.
Willie May answered (text provided by W. May):
"We recognize that most countries within SIM do not have one organization (e.g. NIST, CENAM) that has total responsibility for the entire spectrum of chemical measurements services.
The majority of countries/economies must establish a virtual laboratory consisting of many governmental, academic and industrial laboratories to cover the entire chemical measurement universe.
The six comparison exercises planned for the coming year are all pilot studies (vs. Key comparisons) in that they are designed to establish baseline measurement capabilities plus training needs. Data will NOT be entered into the Key comparisons database.
Our requirement for participation in these pilot studies is that the participant laboratories be only those that have or will have responsibility for those type of measurements within each country/economy measurement system.
Once these studies progress to Key comparisons, those participating labs should only be those that have "formal recognition" from the respective governments and having responsibility for those measurements that the study is designed to assess."

GAR 6/99 To accept the report presented by the TC chairman.

9. Report from SIM Representative to JCRB (A. Robertson)
The report of the activities at the JCRB is presented by Alan Robertson, SIM delegate to the JCRB. (Annex I)

GAR 6/99 To accept the report presented by the SIM representative to the JCRB

10. Presentation of MRA/Appendix C (I. Castelazo).
Ismael Castelazo, chairman of the JCRB working group for the definition of Appendix C format presented the format approved for the appendix C of the BIPM MRA (annex II). This format will be used for the presentation of the capabilities of the NMIs. Alan Robertson already sent it to all NMIs of SIM and members are required to update the information using the new format.
The nomenclature for comparisons was presented.
Hector Laiz asked how does this nomenclature apply to the inter-RMO comparisons. I. Castelazo answered that in that case, one RMO must be responsible and use its acronym in the name for the comparison.
M. Frota asked how many comparisons had already been defined. A. Robertson answered that about 80 ~ 100. All the information is at the BIPM web page.

11. Report of SIM strategic planning (O. Harasic)
O. Harasic reported on the activities carried out during the Council Meeting held in Washington, March 1999.
M. Frota presented the results of the strategic planning. (Annex III)
O. Harasic asked Mr. Favio Marinho to present the information systems prepared on web pages for IAAC, SIM and some Standards Institutes of America.

12. Presentation of SIM/OAS project for 2000 (S. Carpenter)
S. Carpenter made a brief report on the procedure used to prepare and present the Y2000 project to OAS. Copies of the project are distributed to all delegates.
It is stated that the names are organizations presented in appendix I of the project were taken from the SIM directory, showing the need to update the information.
O. Harasic stressed the need for the letters of support. A model of the letter will be sent to the delegates by the Executive Secretary.

13. Ratification of Council Decisions.
Council decisions 9/99, 12/99 and 15/99 were presented for ratification of the General Assembly.

GAR 7/99 To ratify Council decisions 9/99, 12/99 and 15/99

CR 9/99 B Considering the letter of resignation submitted by the President Mauricio Frota, the Council resolves to request him to continue serving in his position until next General Assembly.
CR 12/99 B In accordance with article 5.2 of SIM Statute, the council accepts the proposal submitted by the Brazilian authorities designating the President of INMETRO, Dr. Marco Antonio Alquerque de Araujo Lima to serve as President of SIM for the remainder of the 1998-2000 term, to be ratified by the General Assembly.
CR 15/99 B Considering:
a) The CIPM-MRA will be presented for signature at the Directors Meeting on October 14th 1999;
b) the JCRB has indicated that the first draft of appendix C of the CIPM-MRA will be prepared early next year (2000);
c) the importance of this agreement for the international acceptance of SIM members capabilities;

Council resolves: to strongly recommend
a) SIM members to submit their calibration and measurement capabilities to the representative to the JCRB and,
b) Metrology Working Groups to analyze the existing data and prepare SIM submissions to the JCRB.

The National Conference of Standard Laboratories, presented the application for admission as Participant of SIM.

CR 17/99 B In accordance with article 6.4 of SIM Statutes, recommend to the General Assembly the admission of the National Conference of Standards Laboratory (NCSL) as an Associate Participant.

GAR 18/99 Considering: a) the widely recognized importance of NCSL for metrology,b) the fruitfull cooperation that NCSL and SIM can establish, andc) the recommendation of the Council in resolution CR 17/99The General Assembly unanimously resolves to accept the application presented by the National Conference of Standard Laboratories to become an Associate Participant of SIM.

14. Presidency Hand over ceremony (M. Frota- M.A. Lima)
M. Frota explained the reasons to leave the presidency of SIM and presented the President of INMETRO, Dr. Marco Antonio Albuquerque de Araujo Lima.
Dr. Lima is proposed by INMETRO as substitute of M. Frota as SIM president.
The proposal is accepted unanimously.

GAR19/99 To accept Dr. Marco Antonio Albuquerque de Araujo Lima as substitute of M. Frota for the rest of the 1998-2000 term.

15. Subregions break out to draft work plans based on SIM/OAS 2000 project.
Reports by Subregions.
Members were asked to break out into subregional groups to prepare their reports and action plans for 2000.

16. Subregional reports
The five subregions presented reports on their activities during the year, as well as proposals and work plans for the 1999-2000 period. The reports are included as annex VI to these minutes.
The TC and PDC chairmen will coordinate the actions under the OAS project according to the proposals made by the subregions.
The subregional reports are presented in Annex IV.
In the report presented by Carimet, is stated the need for a survey of Metrological needs and offer in the regions.
Ed Nemeroff offered the documentation of the survey carried out by NCSL in USA and Canada.
Raul Nuñez offered the documentation used in Chile for a similar survey. These documents will be sent to the Executive Secretary for distribution.

17. Action plan for 2000 under SIM/OAS project (S. Carpenter)
S. Carpenter thanks for the inputs received from the Subregions.
This information will be analyzed and categorized prior to sending it to the MWG chairs, including the Legal Metrology Working Group, to optimize the actions within the proposed budget.
The PDC chairman takes the information about requests for training. A list will be prepared and sent to the delegates to establish the priorities before taking the final decisions.
It is requested the cooperation of the Institutions, supporting the delegates and technicians expense during comparisons and coordination meetings.
M. Lima proposes to delegate to the Council the final resolution on the Y2000 plan. This will be done during the next meeting in Venezuela, 2nd half of November. Deadline to send the information is October 30th.

GAR 20/99 To delegate to the Council the approval of the final action plan for 2000.Action: To prepare the prioritized list of proposed activities to be sent to the council. (S. Carpenter, Y. Mitani)

17. Open space for other organizations participating in the meeting.
Sven C. Kirschstein, director of SENCAMER, gave a presentation about the new structure in Venezuela for Standardization, Technical regulations, Quality and Metrology.
A copy of the presentation is attached as annex V.

18. Presentation by PTB (R. Schroerschwarz)
R. Schroerschwartz presented a short description of the activities and recent changes in PTB.
A copy of the presentation is attached as annex V.

19. Presentation of NCSL (K. Jaeger, E. Nemeroff)
K. Jaeger and Ed. Nemeroff presented NCSL-SIM a description of the activities of NCSL and the fields for cooperation.
A copy of the presentation is attached as annex V.

20. Other business.
-Sven Kirschstein, raised the point of the need of simultaneous translation for Council Meetings. Care must be taken so that all the participants can understand and participate in the discussions.
- Concerning SIM strategic planning, H. Laiz stated that a 5 year plan for SIM must include the cooperation among institutions in the field of Research in metrology. May be not in the next one or two years but it is a must for a five years plan. His point will be taken in consideration for future actions.
O. Harasic answered that the plan is to involve all the countries in the Strategic Planning. It was not possible to be done this year due to the cuts in the budget.
- R. Schroerschwartz stated that PTB does not receive the SIM information regularly and asked for the improvement of the distribution.
- K. Jaeger, urged SIM to designate a permanent position responsible of keeping the archives and SIM documentation. I. Castelazo supported the idea of creating a Secretary similar to Euromet or APMP, normally provided by the institution holding the residency. The procedures to assure the continuity are needed.

GAR 21/99. To designate I. Castelazo and L. Mussio to write the procedures to define the responsibilities of the Secretary and assure the continuity of SIM actions.

21. Next General Assembly meeting.
The delegate of St. Lucia proposed Jamaica to hold the next General Assembly meeting.
The delegate of Jamaica, R. da Costa, accepts this proposal.
The council in accordance with the JBS will establish the final date.

GAR 22/99 To hold the next General Assembly meeting in Jamaica. September -October 2000.The council considering OAS fiscal year and JBS proposals will decide the date.

GAR 23/99 To commit the Council to prepare a calendar of activities for the year 2000.

22. Closing Session
F. Urresta thanks for the participation of the delegates .
The assembly thanks M. Frota for the services given to SIM during his presidency.