minutes of the 63th 63executive council of irpa ref : irpa ...86daa215-80e3-4745-afb5... · web...

MINUTES OF THE 69TH EXECUTIVE COUNCIL OF IRPA JUNE 2016

EC 69 MINUTESEC 70-03

Author : B. LE GUEN

Date : 13 May 2016

Reference : EC 70-03

Title : MINUTES OF THE 69th EXECUTIVE COUNCIL OF IRPA IN CAPE TOWN South Africa

Participants*Roger Coates (RC) – PresidentEduardo Gallego (EG) – Vice PresidentJong Kyung Kim (JKK) – Vice-President for Congress AffairsBernard Le Guen (BLG ) – Executive OfficerChristopher Clement (CC) – Publications DirectorRichard Toohey (RET) - TreasurerAna Maria Bomben (AMB)Alfred Hefner (AH)Marie-Claire Cantone (MCC)Hiroko Yoshida (HY)Klaus Henrichs (KH)

* In brackets: EC member’s acronym used in the minutes

Excused membersSigurður Magnùsson

In attendance: Renate Czarwinski (Past President):Rich Vetter (past EC member), Katia Gandwerg (Assistant to the Executive Officer), Haruyuki Ogino (Assistant to the Publications Officer)

Distribution: IRPA EC Members

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mailto:[email protected]



MINUTES OF THE 69th EXECUTIVE COUNCIL OF IRPACape Town, South Africa

Friday 13th May, 2016 – 15.00 to 17.00CTICC Room 1.93

1. Welcome from the President

The New President, Roger Coates, opened the 69th Executive Council of IRAP in Cape Town on Friday 13th May at 3pm and gave a warm welcome to the three new EC members, Marie-Claire Cantone, Hiroko Yoshida and Klaus Henrichs, expressing his satisfaction to work with them for the next 4 years. He also gave his appreciation to the two leaving colleagues, Renate Czarwinski and Richard Vetter, for their valuable work with the Executive Council over the preceding four years. He also expressed his appreciation for Thiagan Pather, the outgoing Vice President for Congress Affairs, noting the success of the IRPA14 Congress. As this was a transition, there was no time for deep discussion but the objective of this meeting was to provide a clear time scale for future IRPA activities and to move forward as quickly as possible.

The agenda of the 69th EC meeting was subsequently adopted.

The Executive Council was reminded by the President that they were on the EC for their active engagement. The expectation is for each EC member to lead some of IRPA’s work activities. As not all Executive Council members were present, some decisions had to be left until the whole Executive Council convenes next.

When executive decisions are to be made between meetings, the suggestion is a 4-week window to respond. Under the so-called ‘silent procedure’, no response from an EC member means agreement with the proposal. When an Executive Council member attends a meeting on behalf of IRPA, the minimum expectation is that the presentation and a note for the record are shared. This would be placed on the section with meetings on the EC part of the website, to be communicated by the Publications Director. The section is already present under ‘General Section’.

The EC minutes are to be initially sent to President for comments and afterwards sent to the other EC members, giving it a 4-week window.

BLG had prepared a special gift for the 3 new EC members for the next 4 years, the IRPA rules, which include a detailed description of their future function as EC member.

BLG announced that it was his 2nd and last term as IRPA’s Executive Officer.

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2. Issues arising from ASF, General Assembly and IRPA14 Congress

ü Feedback from the ASF

SFRP proposal on ALARP: the EC decided to proceed with the SRP proposal, initially asking the French society to circulate a more detailed proposal. [

Action 1: BLG to inform the French society to proceed with their ALARA proposal

RP Culture: Following the UK SRP suggestion made during the ASF, there was a discussion as to additional topics to plan for the IRPA series. The next field could be research and industrial gammagraphy. Also, the German-Swiss Association has started an initiative on waste management. Workshop on that topic organized by the FS.

Action 2: KH to circulate the waste management culture draft document.

The proposal for additional work on culture should be submitted to the Associate Societies for views.

Action 3: BLG to ask AS for views on culture priorities.

However, for this type of initiative, which is highly time consuming, it important to have key persons appointed by the Associate Societies before launching a new initiative. The information will be shared, with an opportunity to work with other organisations.

The Vice President noted that in reactivating the task group on security of sources, culture with radiographers could be a topic related to that. It was noted that there is no overlap between medical and other topics.

Follow up on RPO Certification: There was a suggestion during a task group meeting to address RPO (with qualified experts). As not all countries have multiple layers of certification, the Publications Director was hesitant to go ahead with this topic, it is a purely European initiative. The EC decision was to take this topic off the agenda for the moment.

There was a proposal by the Nordic Association to capture the AS posters from the Cape Town Congress, ie a total of 24 posters, which was accepted by the Executive Council. The Publications Director will liaise with Thiagan Pather and post the documents provided to him

Action 4: CC to ensure AS posters are available on the website.

The inclusion of posters on the website is already a tradition in the Regional Congresses, which could be pursued.

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Montreal Funds: The Russian Society asked how the funds are being used. The information is posted on the website. The Treasurer will have his report be posted on the website and will include a list of Montreal Funds recipients.

Action 5: RET to post information on the website.

E&T Database Webinar: the Vice President will lead a webinar in July 2016 on how to use the system.

Action 6: EG to prepare webinar on E&T database.

Closing out work on Eye Dose: the decision was to communicate to all of the Associate Societies: Marie-Claire Cantone will draft a document detailing what IRPA needs from the Associate Societies, asking to provide their written comments by 20th September 2016. BLG will send as a combined letter and the guidance protocol will be circulated.

Action 7: MCC to provide to BLG information on Eye Dose TG to circulate to the AS.

RPE Certification: Current draft will be reviewed after comments are received, and the Vice President will circulate a new draft for comments to be sent back by 20 September, 2016.

Action 8: EG to prepare new draft on RPE certification for AS comment.

Comments by the Associate Societies on Ethics, if any, are due at the end of June, 2016. The Executive Council will debate at its next meeting to see if IRPA will go forward with this initiative.

Action 9: During next EC in Madrid, RET to inform EC on comments by Associate Societies.

System of Protection consultation: The current round of AS comments will close on 30 June, 2016. The President will lead the review of comments and a more focused document will be circulated to the AS for final review in the autumn.

Action 10: RC to prepare a revised consultation document on the system of protection.

All Cape Town presentations for the ASF and General Assembly will be uploaded onto the EC website, with subheading under EC68.

Action 11: All EC members who made a presentation to upload.

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Close out and finalization of the 2012-2016 IRPA Report by mid-June 2016. Paragraphs have been received by international organizations, including congratulations on IRPA’s 50th anniversary. It will be posted on the IRPA 14 website. The Publications Director will liaise with Renate Czarwinski on this topic.

Action 12: BLG to finalise and CC to publish the IRPA term report 2012-16.

ü General Assembly:

The General Assembly Minutes were recently finalized and sent out to the EC for comments.

Action 13: In line with IRPA rules, BLG to send the final version of the General Assembly Minutes to the AS Delegates

Reflection on the electronic voting system: it all worked very well, and was overall a great success. Very good comments were provided by everybody. According to the President, it was a little fast and the delegates did not have enough time to reflect and decided on tactics. Next time, 3 to 5 minutes should be allowed when a candidate is eliminated.

ü IRPA14 Congress:

IRPA will need a report on IRPA14 from Thiagan Pather for the October EC meeting, including a Congress Overview: Outcome, headline views, capturing feedback and lessons..

Action 14: Thiagan Pather to finalise IRPA14 report.

3. Stakeholder interface leads (NB what must we decide now, what can wait until next EC)

Former EC member Richard Vetter was IRPA’s liaison officer with IOMP. The question is how to better engage with the medical community from now on. Following BLG ’s initiative on Radiological Safety Culture in Healthcare and contacts made with these organizations, BLG suggests taking the lead on this topic, such as developing ideas around a small group led by the Executive Officer, with Marie-Claire Cantone and perhaps other interested EC members. This could include invited honorary members, such as Stephen King on behalf of HPS.

Further developments will be considered at the October meeting. However, the names of the leads will not be communicated to IOMP for the moment.

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Regarding other organizations, the Executive Council members are to take the lead, as follows:

Bernard le Guen at ICRP committee 4 and Roger Coates at ICRP main commission;

Roger Coates at the IAEA RASSC; As WNA is based in London, the President is happy to continue as he is the

founding chair of the RP group; Bernard le Guen at NEA CRPPH; WIN Global: Renate Czarwinski will attend the next November meeting in

Dubai with a keynote on IRPA’s behalf, and then IRPA will have to move forward. Renate Czarwinski will inform WIN Global that IRPA is interested and Hiroko Yoshida will then take the lead on this initiative.

4. Arrangements for nominations for committees and TGs

Sievert Award and SADC: The Vice President was appointed as lead EC representative.

Public Understanding TG: It is recognised that public communication is a key issue for IRPA, but there needs to be further discussion to identify how best to take this forward. The existing group will be maintained as is for a decision to be made at the next EC meeting in October. In the meanwhile, Rich Vetter has agreed to continue leading this task group.

Security of Sources TG: The EC has agreed to revamp the TG and is asking the new nominated lead to come up with ideas as to what could be done and reconstitute the group. Klaus Henrichs accepted to take the lead.

Action 15: KH to liaise with the nominated TG lead to develop proposals for a work programme for discussion at the next EC meeting.

YP Network: Progress is to be made with this network, with Alfred Hefner as the lead, after being involved for 8 years. The idea is for Alfred Hefner to gradually hand over to Hiroko Yoshida, including sharing of experience.

Action 16: AH and HY to bring developed proposals for a YP network to the next EC meeting.

E&T TG: the Vice President would like to continue with the TG for at least for a couple of years. Marie-Claire Cantone will work with the Vice President to eventually take that burden off him.

Action 16: EG and MCC to bring developed proposals for further development of the E&T TG to the next EC meeting].

Publications Commission continues to be led by the Publications Director.

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Montreal Fund led by the Treasurer. Composition of the Committee as follows: President, Vice President, Executive Officer, and Treasurer who is not a voting member.

Medical Culture led by the Executive Officer: good progress to be continued. The next workshop will take place during the first week of November 2016 in Cape Town in Stellenboesch, focused on paediatric imaging in African countries.

RP Strategy and Practice: This initiative will be put on hold until discussion and decision at the next EC meeting.

Action 17: BLG to communicate with the AS. NB See Annex 1 attached.

5. Forthcoming IRPA and regional and international congresses

ü International Congresses

Jong Kim gave a brief update on preparation of IRPA15 South Korea in 2020. The EC congratulated Jong and his team, noting that the General Assembly made a good choice.

The prerogative for the Vice President for Congress Affairs to propose the Progam Leader, Don Cool, officially to chair the ICPC was endorsed by the EC. The Vice President for Congress Affairs explained how Don Cool will proceed. There will be a first meeting in March next year. Don Cool will send a formal request to the Executive Officer, asking each EC member to suggest high profile representatives prepared to take a leadership role in the program committee. Once that is done, there will be a request to nominate to the wider ICPC. The need to consider a wide regional base is recognised. The President is confident to leave this organisation into Korea’s capable hands.

The EC noted that the preferred venue chosen by the General Assembly for IRPA15 is Orlando, USA, for 2024.

ü Regional Congresses

IRPA needs to appoint the main EC liaison members as follows:

5th IRPA European Congress on Radiation Protection from 4 to 8 June 2018 (The Hague) by the Dutch Society (NVS – Nederlandse Vereniging voor Stralings-hygiëne) – The MOU is signed, and Klaus Henrichs was nominated to coordinate as the EC liaison.

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5th IRPA Asian & Oceanic Congress on Radiation Protection (20-24 May 2018), Melbourne, Australia by the Australian Society (ARPA). Hiroko Yoshida is to liaise with the organising committee, and to ensure that an MOU is agreed.

Action 18: BLG to send latest MOU version to HY, and HY to arrange discussion with the Australian Society.

9th IRPA Regional Latin American Congress in Cuba in April 2018. Ana Maria Bomben was nominated as the EC liaison.

Action 19: AMB to arrange for an MoU to be agreed with the Cuban Society.

African Regional Congress, 6 to 9th September 2018 in Tunisia: The Vice President, Eduardo Gallego, is to be liaison officer.

Action 20: BLG to support EG with finalizing the MOU.

6. Upcoming meetings

WiN Global (November 2016 in Dubai): Renate Czarwinski to attend for IRPA.

Eurados (30 June 2016 in Munich, Germany): Renate Czarwinski strongly encouraged the new EC to continue. Klaus Henrichs will go, as he was a Eurados member for a long time.

Action 21: All EC members to advise Klaus Henrichs on IRPA’s input to this meeting by 20 June.

BLG will receive the EURADOS document from Renate Czarwinski to be sent to EURADOS and will announce Klaus Henrichs’ presence.

With the IAEA General Conference (26-30th September 2016), there is an opportunity for an IRPA booth. IRPA should have somebody present and Alfred Hefner will try to have one of IRPA’s young professionals.

Action 22: BLG to liaise with IAEA on our requirement for a stand.

ICRP Liaison (Vienna, 24 November 2016) immediately after the RASCC meeting: The President will represent IRPA at the Main Commission. Bernard le Guen will act as IRPA’s Liaison Officer at Committee 4. The next Committee 4 meeting will take place in August 2016 in Saskatoon, Canada.

EU BSS Working Group: Renate Czarwinski will continue participating in this work group and keep the European Associate Societies informed.

HERCA: IRPA was invited at a multistakeholder workshop in May 2016, but we are unable to attend. There will be another interesting workshop in October 2016

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in Paris. Renate Czarwinski will forward the relevant email to The Executive Officer. Participation will be discussed during the first EC meeting or before. Sigurður Magnùsson being the HERCA Chair, IRPA will ask him for his feedback from the May meeting and if any topic could be of interest to IRPA.

There will be an RP week in Oxford, Concert project (Melodi, NERIS, Eurados) mid-September 2016. The President will seek to arrange an invitation for the final 3 days.

EC Article 31 in Luxemburg: 31 May-2nd June 2016: Renate Czarwinski has sent apologies for IRPA’s absence and informed that IRPA has just changed its EC. The President will represent IRPA in November 2016.

7. Treasurer overview for term 2016-2020

The Treasurer presented a very brief overview of finances and gave a full description of IRPA reimbursement policy to new EC members.

8. Miscellaneous items:

IRPA Leaflet: prepared by BLG 8 years ago, who will continue to have a new one for the new term. BLG will circulate to EC members and to the Publications Committee a draft document which should include dates for future Regional Congresses as well as IRPA15. He will work with the Publications Director on publication and come up with a proposal.

Action 23: BLG and CC to prepare a draft IRPA leaflet.

EC member profiles on website: The Publications Director has sent a message to all new and existing EC members asking for a 3-paragraph bio with photograph.

Action 24: All EC members to update their profile on the website.

Business cards: Additionally, business cards will be made up as well as the provision of a login into EC website.

It is important to use the IRPA layout provided by the Publications Director on the website. BLG has uploaded the template section in EC70 section.

Alfred Hefner will invite the nominated young person lead, Christoph Stettner, to work with him and Hiroko Yoshida to develop a proposal on how the network will work. Each Associate Society will be asked to nominate their representative for that network. Christoph Stettner was invited to attend one day of the EC in Madrid. This should set an incentive. The Vice President was also asked to invite a Spanish young professional from the network to attend the October EC meeting in Madrid.

Action 25: AH / EG to invite their YP leads to one day of the next EC meeting.

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9. Next EC meeting

Madrid, Thursday 10th November, 2016 (11:00 hr) to Saturday 12th November (16:00 hr). The Publications Director will not be able to attend.

Preparation of the meeting: The EC members are asked to provide their views on IRPA priorities by mid September 2016.

Action 26: All EC members to notify their IRPA priorities to the President by mid September.

The clear aim is to have the IRPA Strategy 2016-20 determined by the end of the meeting in Madrid.

Renate Czarwinski also offered Berlin as a potential EC venue for the future.

10. Closing

The Executive Council has been elected for the next 4 years. The EC must be sensitive as potentially being viewed as a European centered EC: no EC member comes from the African continent and there is an historically low representation from other continents. The Executive Council will have to look at how to react, for example potentially by having one member from each region attending EC meetings or by having strong EC presence during Regional Congresses. This will be discussed at the next EC meeting.

The President closed the meeting, noting that IRPA14 had been a great success, and thanking all those who contributed to this.

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Annex 1 : Copy of the letter to the AS

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