Minutes of the ICOH General Assembly meeting
February 23, 2003 at Hotel Mabu, Iguassu Falls, Brazil

2003-06-02
Bengt Knave

Opening of the meeting

The President, Bengt Knave, declared the last ICOH General Assembly meeting of the Triennium 2000-2002 opened and welcomed the attending ICOH members.

Minutes of the ICOH General Assemblies in Singapore August 27, 2000 and September 1, 2000

The Minutes of the two General Assemblies that were held in connection with the 26th ICOH Congress in Singapore in 2000 had been published on the ICOH Homepage. The Minutes of both General Assemblies, accepted by the Board to be presented for approval by the General Assembly, were approved without comments.

Matters arising from these Minutes to be addressed in the 1st General Assembly in Iguassu on February 23, 2003

Collegium Ramazzini:

Bengt Knave reported that closer contact beetween Collegium Ramazzini and ICOH has been established during the past triennium. At a meeting in Stockholm in October 22, 2002 with participation of Phil Landrigan, Morando Soffritti, Anders Englund, Sverre Langård, Ruddy Facci and Bengt Knave it was agreed that ICOH and Collegium Ramazzini should actively seek possibilities to cooperate, particularly in the areas of Risk assessment and precautionary principles and Export of visible and invisible hazardous material and technology. The agreement was confirmed by formal minutes of the meeting October 22, 2002.

Proposal to inaugurate an Occupational Health Day:

The ICOH member, Ms. Julie George, USA, proposed to the 2nd General Assembly in Singapore 2000 that ICOH should inaugurate an Occupational Health Day. The matter was passed to the Board 2000-2002 to review. The discussion within the Board gave the result that the enhancement of Occupational Health should be made in connection with already existing celebrations by suitable organisations as a special ICOH activity. This conclusion was to be presented to the General Assembly February 23, 2003 for decision. The General Assembly decided to approve the conclusion without comments.

ICOH Scientific Committee management:

At the 1st General Assembly in Singapore 2000 a proposal was presented by some of the ICOH Scientific Committee Officers to allow non-ICOH members to actively participate in the work of the scientific committees as consultant or experts without becoming ICOH members in good standing. This demand had been handled by an ICOH Board Task Group during the past triennium. A proposal to solution was presented in the way that so called "associated experts" could be introduced as part of Scientific Committee Executives in the ICOH Bye-laws (see Annex A). It was decided to present this proposal for decision to the 1st General Assembly on February 23, 2003. The General Assembly decided to approve the proposal without comments.

ICOH and HIV/Aids:

At the 2nd General Assembly Charles Roos of South Africa proposed the establishment of an ICOH Task Group on HIV/Aids. During the past Triennium efforts had been taken in this direction and it was noted that HIV/Aids will be highlighted during the ICOH Congress in Iguassu. Further ICOH activities should be discussed, for example establishment of a scientific committee or Board task group.

Other matters arising from the Singapore Congress General Assemblies:

At the 2nd General Assembly Dr Julietta Rodriguez de Villamil urged the ICOH lead to consider also Spanish as an "ICOH language". See report below under "ICOH Board Task Groups".

At the 2nd General Assembly Dr T.H. Lam urged the ICOH lead to consider increased activities towards tobacco free workplaces. See Ruddy Facci"s Vice President Triennial Report.

At the 2nd General Assembly it was informed about future scientific committee activities, e.g. "position papers". See Malcolm Harrington's Vice President Triennial Report.

President´s Report

Summary of the ICOH Board Task Groups' and Networks' activities

Bengt Knave had prepared a Power Point presentation of the Task Groups' and Networks' activities and the conclusions of their work. Earlier, in connection with the presentation of the individual Task Groups and Networks, related matters had been discussed and necessary decisions taken by the Board as follows:

Task Group (TG) Finance Committee:

An ICOH Board TG, comprising three Board members and the Secretary General, has elaborated on the question of responsibilities of an ICOH finance committe. The members of the Task Group declared that a Finance Committee should not be a control group but assisting the Secretary-General in for example the budgeting, and in decisions of major changes in the budget during the running triennium. The report by this TG had been accepted by the Board meeting in Rome 2002.

It was recommended by the Board that the new ICOH President should appoint Board members for a Finance Committee to be active 2003-2005.

TG Transparency:

The need for and a form of a Declaration of Interest had been suggested by the TG. The report of this TG had been accepted by the Board, and a Declaration-of-Interest form (see Appendix B) had been agreed upon. However, the Board also found need for explanatory notes, and decided to pass on this work to the new Board.

The General Assembly approved the Declaration-of-Interest form, and the need for explanatory notes.

TG Newsletter:

It was reported - at the Board meeting - that a proposed cooperation between TG Newsletter, TG Website and the Network on Information and Communication Technology had not been activated. The target to collect three articles for a Newsletter in the autumn 2002 was not reached. It was sugggested that the publishing of an ICOH Newsletter on the ICOH homepage, and in hard-copy to those members who did not have access to Internet, was a task for both the ICOH Secretariat and the TG Website. The Board had decided that this Task Group should continue to work under the new President for the triennium 2003-2005.

TG Website:

The report by the Editor-in -Chief Tar Ching Aw had been presented by the Website master, Bruno Hannemann. It contained positive figures on the number of unique visitors and visits. Many links to other useful websites had been erected. The material to be published on the ICOH website is reviewed by an Editing Board.

The website is under development with the aim that it will be easier for especially the Scientific committee Officers to insert information.

The Board recommended that this Task Group could be discontinued, but an Editorial Board would be needed also for 2003-2005. The task of appointing members of the editorial board was forwarded to the new Board.

TG Constitution and Bye-laws:

The Board members agreed at their meeting February 22-23 that the content of the ICOH Constitution and Bye-laws are in need of total revision. The TG had during the past triennium concentrated on the demand of change to accomodate non-members as experts in the executive group of a scientific committee. To comply with this demand changes were found to be required both in the Constitution as well as the Bye-laws. The proposal for such a change was approved by the Board to be presented to the General Assembly for decision. See approval above under "ICOH Scientific Committee management". It was further recommended that the TG continue working 2003-2005.

TG Language matters:

A request to include Spanish as official language in the ICOH Constitution and Bye-laws had been presented by Julietta Rodriguez de Villamil from Colombia already at the 2nd General Assembly in Singapore 2000 (see above under "Other matters arising") . The TG Language matters had dealt with the request and had presented a report proposing English, French and Spanish as official languages for a minor number of official documents like the Constitution and Bye-laws, Code-of-Ethics and Membership registration forms. The proposal was also that English should be the working language for ICOH.

It had turned out to be a difficult task to produce a manageable proposal. It had been clear that the three languages English, French and Spanish were desirable as official ICOH languages. The obstacle was that there should not be any extra costs for ICOH.

A very lively discussion between the Board members resulted in the decision that the General Assembly should be informed about the work of the TG Language matters. The proposal should however not be presented for decision. The task of pursuing the matter of official ICOH languages was forwarded to the new President and Board.

Board member Kazu Kogi had formulated a statement about integrating Spanish in the ICOH documents. The statement was accepted by the Board to be presented to the General Assembly in reply to the request by Ms. Rodrigues de Villamil. The statement reads:

"In view of the legal, financial and other implications of a change in the official languages, the Board has agreed to further analyse the matter.
Recognising the need to enhance communication with the members and potential members in the countries using Spanish as a main language for international exchanges, the Board has agreed to establish a formal mechanism for translating the core documents into Spanish. They may include the Constitution, Bye-laws, Code of Ethics, Membership applications and such documents considered by the Board as essention."

This statement was read for the General Assembly and approved. The new President and Board will pursue the matter during the 2003-2005 Triennium.

TG Membership Fees:

A proposal of a differential fee system had been presented by Kaj Elgstrand, representing the TG. The proposal was that with the triennium 2003-2005 as a trial period different membership fees should be collected as follows:

• 60 CHF per triennium from members in countries with per capita GDP < 15000 USD
• 270 CHF per triennium from members in countries with per capita GDP >15000 USD

In this connection the Board approved the temporary change of the Bye-laws to make a decision only regarding the membership fees for the current triennium, and leave decision of the membership fees for the triennium 2006-2009 to be proposed by the new Secretary-General and Board.

After a lively discussion of the possible effects of the above differential membership fees the Board agreed that the proposal should be presented to the General Assembly for decision.

The approval was accompanied by a recommendation for close evaluation in 2005 before a proposal of membership fees for 2006-2009 is to be presented.

The General Assembly approved the Board's proposal without any comments.

TG Code-of-Ethics:

The revision of the Code-of-Ethics has been completed and is available at the Internet (www.occuphealth.fi/ttl/osasto/tthos/icoh/coe/ICOH_Code_of_Ethics_2002_11.pdf). Jean-Francois Caillard is responsible for the French translation and Ruddy Facci for a Spanish translation. The Code-of-Ethics will be printed shortly. It was proposed by the Board that this TG could now be closed, decision to be taken by the new Board.

TG National Secretaries:

Vice President Ruddy Facci had led the work of the TG National Secretaries. A number of meetings had been held with the National Secretaries in different parts of the world, mostly in connection with other conferences where National Secretaries were expected to attend. The aim was to increase the number of ICOH members in each country and to promote ICOH activities internationally and in each country. The membership recruitment activities have been successful in some countries.

The Board suggested that the TG could now be closed, but the function should continue in one way or the other within the new Board.

TG Regional Activities:

This TG has been integrated in the ICOH Scientific Committee on Occupational Health and Development. The matter of HIV/Aids will be dealt with separately. It was concluded that this TG could now be discontinued, but the function carried forward within the new Board.

TG Asbestos Matters:

The report by this TG was accepted at the Board meeting in Rome 2002, and it was agreed that the TG now could be closed.

TG Tobacco-free Workplaces:

The TG under Vice President Ruddy Facci has produced a position paper that was decided by the Board to be presented to the General Assembly for decision (see Vice President's Triennial Report).

TGs Co-operation with other organisations - WHO, IEA, ILO, IOHA, ISSA, WWCS, ICNIRP, IARC:

WHO, IEA, ILO, IOHA and ISSA-reports had been accepted by the Board in Rome 2002.

WWCS, formerly WWDU (Work With Computer Systems and Work With Display Units, respectively) - A formal request for collaboration had been presented to ICOH. The Board members had approved this in January 2003 by email.

IOHA - a special presentation of the Joint Declaration by ICOH and IOHA to promote Occupational Hygiene will be presented during the ICOH Congress in Iguassu

IEA (International Ergonomic Association) - A joint project to produce ergonomic guidelines for developing countries is on-going.

ICNIRP (International Commission for Non-Ionizing Radiation Protection) has asked for closer co-operation with ICOH. It had been decided that Bengt Knave and the new President will collaborate in creating suitable forms.

ISSA - It had been recommended by the Board that development of the co-operation continues under the new ICOH-leadership.

IARC - On a request by Sverre Langård the task of creating a formal channel of collaboration with IARC had been handed over to the new ICOH leadership.

IEA (International Epidemiology Association) - Jean-François Caillard had informed about the prospective date of the international epidemiology congress (joint meeting of the International Epidemiology Association and the International Society for Environmental Epidemiology) in the autumn of 2006. IEA asks for ICOH's support. The date of the IEA congress will collide with the ICOH Centennial Congress in Milan, Italy. It had been decided by the Board that the new President and David Wegman collaborate in sorting out this problem soonest possible.

ICOH Networks:

Network on Information and Communication Technology - Max Lum had presented his work on the ICOH information leaflets. The two leaflets (ICOH Information and Performance) had been produced and distributed at the ICOH conference in Baltimore, USA, 2002 together with a poster. The leaflets were further distributed to all ICOH members together with the President's letter of September 2002. 20000 copies of the information leaflet were also distributed by the ICOH 2003 organising committee and 18000 copies were spread to all ICOH national secretaries and ICOH scientific committee officers. Max Lum offered to send the poster by email to anyone who could use it.

It was decided by the Board that the text should be up-dated and comprehensive information about the 28th ICOH Congress in Milan, Italy in 2006 added.

Furthermore, an introductory package for the national secretaries had been discussed with special emphasis on developing countries. Close collaboration between the scientific committee on OSH and Development and the Board was recommended .

Network on Women and Work - The report had been approved at the Board meeting in Rome, Italy 2002. The Board emphasised the importance of this network

Network on Education and Training in Developing Countries - The network report had been approved by the Board in Rome 2002.

GOMEC/Network for Guidelines on Occupational Medicine Education and Competence - A proposal to form a new network, GOMEC, had been presented by Ragnar Rylander in connection with the ICOH Mid-term meeting in Rome 2002. The proposal had been accepted by the Board members before the ICOH Congress in Iguassu and a first meeting of GOMEC was included in the congress programme.

This concluded the Presidents's Triennial Report, which was approved by the General Assembly without comments.

Malcolm Harrington's Vice President Triennial Report on Scientific Committees' activities

The report by the Vice President Malcolm Harrington, responsible for the contact with the ICOH Scientific committees, was included in the ICOH Triennial Report. The General Assembly approved the Report without comments.

Ruddy Facci's Vice President Report on National Secretaries and Tobacco free workplaces

The Report by the Vice President Ruddy Facci, responsible for the contact with the ICOH National Secretaries, was included in the ICOH Triennial Report. The General Assembly approved the Report without comments.

Kee Seng Chia's Secretary-General Triennial Report

Finacial up-date

The Secretary-General, Kee Sing Chia, informed that due to the early date in the year of the 27th ICOH Congress and General Assembly the audit period of the past triennium ended September 2002 instead of the usual December 31. The financial reports were included in the ICOH Triennial Report together with the Auditor's report. The Auditor had had no objections to the financial reports. The financial reports and the Auditor's report were approved by the General Assembly.

As an effect of the early closing of the books of the past triennium there were economic events left for the Board to approve that had taken place in the period October 1 - December 31, 2002. These matters had been discussed by email and accepted by the Board members before the Board meeting.

No budget proposal for the triennium 2003-2005 had been presented by the Secretary-General. The task of creating a budget for the triennium 2003-2005 was handed over to the new Secretary-General and the new Board.

Information on the election of ICOH Officers and Board members

The Secretary-General Kee Seng Chia reported that there were no contestants to candidates for the positions of President and Secretary-General. The candidates were Jorma Rantanen for President and Sergio Iavicoli for Secretary-General. There were three candidates to the two positions of Vice-Presidents and 26 candidates to 16 positions of ICOH Board members.
The result of the election was to be announced Monday February 24, 2003 in the evening.

Nomination of Auditor

The Secretary General proposed Deloitte & Touch as auditor for the Triennium 2003-2005, which was approved by the General Assembly.

This concluded the Vice President's Triennial Report, which - as a whole - was approved by the General Assembly.

Appointment of honorary member

Former Secretary-General Jerry Jeyaratnam had been proposed for honorary membership by the Board. The General Assembly approved - by acclamation - the proposal.

ICOH 2003 Congress - final update

The ICOH 2003 Congress President Ruddy Facci gave a final review on the main programme parts, and reported that 2010 participants - from 78 countries - were registered for the Congress.

Voting on venue of ICOH 2009 Congress

Representatives of the three candidates to organising the ICOH 2009 Congress - Fukuoka, Japan - Cape Town, South Africa - Seoul, Korea, made each a 10 minute presentation of the places, available conference sites and accommodation possibilities.

The voting procedure had been explained in a letter from the President to every ICOH member. The ballot papers were going to be available to ICOH members in good standing attending the Congress from the 1st General Assembly Sunday February 23, 2003 up to Thursday February 27, 2003 at 4 p.m.

Three scrutineers of the votes had been appointed by the Board:

Sergio Iavicoli, Italy - Barbara McPhee, Australia - Edoardo Santino, Brazil

The Board task of recommending one of the candidates for the ICOH Congress 2009 had been thoroughly discussed at the Board meeting. The result was that the Board could not decide to make a recommendation as it found that the three candidates were equally adept at organising a successful congress. This decision by the Board was announced at the General Assembly meeting.

Any other business

There were no other business items on the agenda.

Closing of the General Assembly meeting

The President, Bengt Knave, concluded the General Assembly meeting of February 23, 2003 by thanking his colleagues ICOH Officers, the Board members and Scientific Committee members for stimulating co-operation during the triennium 2000-2003. Especially Bengt Knave thanked Bruno Hannemann, Saadiah Awek, Gunborg Jungeteg and Raja Gabaglia for excellent assistance to the ICOH work in the same period.

Annex A to the ICOH GA Minutes February 23 2003

Changes in the Constitution

a) Article 2 Membership - Section 3:

Only members in good standing shall be entitled to vote, to sponsor applications for membership, and to serve on the Board or as Scientific Committee Chairperson, Secretary or Treasurer (presently: or on a Scientific Committee.)

b) Article 7 - Scientific Committees - Section 1:

In order to facilitate the purpose of the ICOH, Scientific Committees operate to provide a forum for ICOH members and associated experts (presently: forum for members good standing)
to meet in order to promote, share and discuss progress relating to the speciality of the committee, and to publish documentation relating to the Committee's speciality.
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ICOH members and associated experts
(presently: Members in good standing)
may join a Scientific committee in which they have an active interest.

Article 7 - Scientific Committees - Section 2:

Each Scientific Committee shall be managed by a Chairperson and a Secretary,
(presently: by an Executive consisting of a Chairman, a Secretary)
and , if required by the members of a Scientific Committee, a Treasurer -
and other officers, in accordance with the Bye-laws.

Changes in the Bye-laws

a) Bye-law 1 - Individual membership

Addition:
(f) associated experts
The Chairperson of a Scientific Committee has the right to appoint associated experts of the scientific field covered by the Scientific Committee. Associated experts are appointed on their scientific expertise only and are defined as members solely of the relevant Scientific Committee and are not registered as ICOH members. Associated experts do not have the right to vote at the General Assembly or officially represent ICOH. Associated experts may serve as executive consultants to the Committee concerned.

b) Bye-law 11 - Scientific Committees - Section 4:

Each Scientific Committee shall establish rules for its management. In addition to what is stated in the Constitution and Bye-Laws, the rules should define the scope of the Committee, its mode of action, whether it will have other officers than
(presently Executives other than)
the Chairperson and the Secretary, the mechanism by which new Chairpersons and Secretaries are proposed to the President, the procedure for deciding future conference venues, the mechanism for changing the rules, and other administrative matters.

c) Bye-law 11 - Scientific Committees - Section 5:

A Scientific Committee may entrust its administration to a Management group comprising, in addition to the Chairperson and the Secretary, other officers and associated experts
(presently: a Board of Executives comprising, in addition to the Chairman and the Secretary, other executives)
elected by registered members of the Committee, either by postal ballot or at a business meeting organised in connection with a conference.

d) Bye-law 11 - Scientific Committees - Section 8:

A Scientific committee shall organise special meetings and conduct other activities. The Scientific Committees shall plan their programme of work for each triennium.
The Management Group (presently: The Executives)
shall keep the Editor of the Quarterly Newsletter informed of the Committee's activities, and at the end of each triennium they shall submit a written report on the activities and the accomplishments of the Scientific Committee to the appropriate Vice President.

Appendix B to Minutes of the ICOH GA Meeting February 23 2003

ICOH DECLARATION-OF-INTERESTS FORM

To be completed by all ICOH Officers, Members of the ICOH Board and ICOH Scientific Committee and Network Officers.

Is there any affiliation that could affect your objectivity and independent participation in ICOH activity?



I hereby declare that the disclosed information is correct.



I undertake to inform you of any change in these circumstance.



Signature


Name


Position in ICOH


Date

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