MINUTES
19 November 2014
Miranda, NSW
Chair	Keith Baldry (SA)		
Members	Ross Bevan (ACT), Brad Cassells (VIC), Simon Critchley (QLD), Roslyn Drummond (other member), Peter Karamoskos (person representing public interests), Andrew Kerans (other member), Carl-Magnus Larsson (ARPANSA), Robert Lyon (NSC representative), Len Potapof (NSW), Russell Robinson (NT), Barbara Shields (TAS), Hazel Upton (WA)	
Secretary	Peter Colgan assisted by Diane Harrison, Alex Kalaiziovski & Selva Kumar	
Apologies	Ray Kemp (Chair, RHSAC)	
Observers	Jack Dillich, Stephen Solomon	
1.	STANDING ITEMS
Item 1.1	Welcome & apologies			Chair	
The meeting opened at 0930. The Chair welcomed those present, particularly Mr Jack Dillich, the new head of Regulatory Services Branch. 
Dr Larsson noted this as the final meeting of the triennium.  An announcement on Committee membership for the next triennium is expected early in December. 
Item 1.2	Previous minutes			Chair	
The minutes from the previous meeting held on 25 June 2014 were confirmed out of session.  There were no further comments.
Item 1.3	Business arising from previous minutes & Action List			Chair	
The Secretary advised the Chair that most of the items in the action list are complete or subject to agenda item papers and discussion.  Additional clarification was provided: Action 19 (seeking a Project Manager for revision of RPS3, formulation of working group and work plan) has been delayed until the next triennium; Action 20 included in Agenda Item 2.3.1b; Actions 21, 24 & 25 included in Agenda Item 2.1c; Action 23 included in Agenda Item 2.1a.

Item 1.4	Correspondence			Chair	
1.4a	To Chair, Radiation Health & Safety Advisory Council – Bonn Call-for-Action
The Committee noted the correspondence to Professor Ray Kemp, Chair, Radiation Health and Safety Advisory Council in response to the Bonn Call-for-Action.

Item 1.5	Public Interest Issues	Peter Karamoskos	
No further nominations have been received for a site for the national radioactive waste management facility following the Northern Land Council’s withdrawal of their nomination for Muckaty Station.  It is now open for anyone to propose a site.
Dr Karamoskos informed the Committee that he has been contacted by the ABC in relation to a story on radiologists alleged to be receiving bonuses to meet financial targets.  The matter has been referred to ARPANSA’s Medical Radiation Services Branch with respect to any unnecessary radiation exposure. 

Item 1.6	Radiation Health and Safety Advisory Council 	Chair	
1.6a	Summary of Council meeting of April & October 2014
The Committee noted the summary report of the August 2014 RHSAC meeting and overview of items of interest from the recent October meeting. 

Item 1.7	Nuclear Safety Committee							Bob Lyon	
1.7a	Summary of NSC meeting of October 2014
The Committee noted the summary report and overview of the October 2014 meeting.  

2.	ITEMS FOR DISCUSSION & DECISION

 Item 2.1	National Uniformity	
2.1a 	Proposed changes to the NDRP							Author: S Kumar
The Committee noted the outcomes of discussions with the Office of Best Practice Regulation (OBPR) regarding proposed amendments to the NDRP.  Concerns were raised about the need for unnecessary regulatory impact statements.  Mr Kumar explained that all decisions made by a national standard setting body (however constituted) require a regulatory impact assessment, unless they are minor or machinery in nature, editorial, or do not introduce any new requirements.  It is important to clearly distinguish the nature of the change and determine whether it will introduce additional regulatory burden as this will determine whether a RIS is required.  

Mr Dillich questioned whether there was a defined and agreed ‘model’ for national uniformity. Dr Cassels referred to the original COAG agreement and there was discussion about whether the model should be part of the NDRP.  Dr Cassels and Mr Critchley both commented on the need to assess uniformity and report on progress to the COAG Health Council. Dr Cassels proposed the use of a spreadsheet to compare implementation of the mandatory elements. Dr Larsson suggested this could be supplemented by stakeholder feedback.  
The Committee approved a preliminary re-drafting of the NDRP to: 
a)	Remove the NDRP from the RPS series 
b)	Import the requirements of GSR 1 into the NDRP but as principles with required clarification 
c)	Make editorial changes - e.g. remove unused schedules and transfer content in italics into the work program, while retaining useful information
d)	Accommodate impending publication of Planned Exposure Code and the consequential changes - e.g. incorporating RHS31 requirements into the NDRP as model licence conditions.

ACTION 1:  Redraft the NDRP in accordance with the Committee’s approval with the aim of tabling a preliminary draft in the first, if not, second RHC meeting in 2015 [SK, KB]
2.1b 	RHS 31 Mapping							Author: A Kalaiziovski 
The Committee acknowledged the significant work done by Mr Kalaiziovski in completing the mapping of RHS31 with the draft Planned Exposure Code (PEC) and IAEA Specific Safety Guide SSG-11. Members considered the five proposed options for replacing the Radiation Health Series and Radiation Protection Series publications and agreed on Option 3 - apply the PEC, apply conditions of authorisation and adopt SSG-11 (in its original form) as the appropriate non-mandatory guidance.  

Ms Upton volunteered the services of Mr Leif Dahlskog to assist in drafting the conditions of authorisation.  Mr Robinson suggested that some requirements of ISO2919 may need to be applied in detail as conditions of authorisation. Mr Kalaiziovski suggested that the Australian Institute of Non Destructive Testing (AINDT) be involved early in the process. 

ACTION 2:  Develop model conditions of authorisation in consultation with the AINDT [AK & LD]
Members noted that the comparative exercise is valuable learning experience for the review of the remaining RHS publications.  
2.1c 	Regulatory Expectations							Author: K Baldry
Some jurisdictions are still considering the Regulatory Expectations; none have yet published it on their website. South Australia, Victoria, Northern Territory, Queensland and the Commonwealth indicated their support. Dr Larsson asked the other jurisdictions to confirm their agreement within the next two weeks after which time the Regulatory Expectations will be published. 
It was agreed that the Commonwealth should be included in the scope; the document should refer to ‘jurisdictions’ rather than ‘States and Territories’.
ACTION 3:  Confirm support for Regulatory Expectations by end of November [WA, TAS, NSW & ACT] 
ACTION 4:  Amend scope to refer to all jurisdictions, indicate jurisdictions that support Statement and publish on ARPANSA website [NURS]   

2.1d 	Stakeholder reporting of National Uniformity issues			Author: D Harrison
The Committee noted the revised web content and proposed stakeholder feedback form.  The following amendments to the form were noted: correct the omission of Tasmania and include a clause seeking permission of the stakeholder to share information among jurisdictions.  
The revised form will be published on the National Uniformity page of the ARPANSA website.  The RHC Position Statement on Regulatory Expectations will also be published on the same webpage (see Action 4).
ACTION 5:  Make necessary revisions to Stakeholder Feedback Form and publish on ARPANSA website [DH]
2.1e 	International Best Practice Webpage					Author: D Harrison
The Committee noted the further development of ARPANSA’s IBP webpage which now provides links to the IAEA, ICRP, ICNIRP, WHO and UNSCEAR.  It was noted that UNSCEAR do not produce guidance documents, therefore text needs to be amended. 
Dr Karamoskos welcomed the webpage as a valuable source of international best practice guidance to which he can refer members of the public. 
The Committee also noted the copyright issues associated with the use of IAEA publications. 
ACTION 6: Amend reference to UNSCEAR before publishing [DH] 

 Item 2.2	Bonn Call-for-Action						Anthony Wallace	
	
The Committee noted a report on ARPANSA’s activities that support the Bonn CFA.  It was agreed that the matrix showing ARPANSA’s activities in support of each action be sent to Council (with expanded descriptions) and the structure be used by Medical Radiation Services as a basis for annual review. 
ACTION 7: Expand the descriptions of the activities of ARPANSA and others in support of Bonn CFA [AW] 
ACTION 8: Send the revised matrix to RHSAC via RHC chair [NURS, KB]

 Item 2.3	RHC Work Program		
2.3.1	Project Progress
	2.3.1a	Progress Chart
The Committee noted the current status of each RHC Project as charted in the Priorities and Progress Chart – Current Projects (Item 2.3.1a).  
The role of Project Manager for the NIR Fundamentals was transferred to Dr Larsson; Mr Don Macnab was approved as Project Manager for the Radioactive Waste Code.
Progress on the following projects was discussed:
Planned Exposure Code									PM: Mr Baldry
Mr Baldry informed members that the first draft of the Code has been completed and a team is now preparing the consultation RIS. It is hoped that both will be available for the first meeting of the next triennium of the RHC.

Proposed Safety Guide on Radiological Clearance/Closure Criteria 			PM: Mr Baldry
Mr Baldry reported that the project is to be closed and IAEA guidance adopted, and that he is an IAEA Consultant for the development of the IAEA guide (DS459)
Proposed Code on Governmental, Legal and Regulatory Infrastructure			PM: Mr Baldry
Mr Baldry advised the Committee that this project had been rolled into the revision of the NDRP project (see Agenda Item 2.1a above), where it will appear within Part A ‘General Principles’
ELF Guideline										PM: Dr Shields
Dr Shields reported that a combined consultation/decision RIS is being finalised.
Protection of the Environment Code							PM: Dr Cassels
Dr Cassels reported good progress, with the project on target for completion in March 2015. 
Emergency Code									PM: Dr Cassels
Dr Cassels reported that the working group will hold its first meeting later in November. 
Management Systems & Safety Culture							PM: Mr Lyons
Mr Lyon reported that the work plan and working group membership will be put to March 2015 RHC meeting.  Membership is invited from the RHC and NSC.  Mr Lyon proposed options for development of the code and alignment with IAEA GSR Part 2. The Committee agreed that drafting should proceed as planned and the completion date deferred to coincide with completion of the IAEA publication.
Revision of Schedule 13 of the NDRP							PM: Mr Critchley
Mr Critchley reported that Queensland has a backlog of incidents and suggested a triage process be considered.  He proposed the use of a basic spreadsheet to classify incidents and agreed to circulate a copy.  Dr Larsson noted that the scope of the project appears to have drifted away from revision of Schedule 13.  Mr Critchley agreed to revise the criteria for the next meeting.  
ACTION 9: Draft revised criteria for Schedule 13 of the NDRP for the March 2015 meeting [SC]
IPLs and Lasers 										PM: Mr Critchley
Mr Critchley said a third draft of the consultation RIS was in preparation following OBPR rejection of the second draft and suggested that if necessary, permission to release the RIS for consultation should be obtained from COAG Health Council regardless of OBPR’s views.  Mr Kumar informed the Committee that he has substantially rewritten the ‘problems section’ of the RIS and he and Dr John Javorniczky are re-writing the RIS to meet each of OBPR’s comments on the second draft of the RIS.  Should it be rejected again by OBPR, Dr Larsson indicated he may refer the issue to the Australian Health Protection Principal Committee (AHPPC) for consideration.  
PRMS											PM: Mr Critchley
Referring to the previous RHC decision to adopt Chapter 7 of DS453 as interim guidance to providers of PRMS services, Mr Critchley advised the Committee that the final decision would need to await the publication of the IAEA guide on ‘Occupational Radiation Protection’ but that in the meantime, this item can be considered temporarily closed.
Revision of RPS 14									PM: Mr Critchley
Mr Wallace informed the Committee that ARPANSA is considering engaging consultant John LeHeron to map RPS 14 against GSR Part 3. The first consultancy meeting is planned for December

2.3.1d	User Disposal									PM: Dr Shields
The Committee noted the progress on the development of Schedule 14 of the NDRP.  Dr Shields informed the Committee that eight comments were received on the draft. The submissions and responses were noted in Attachment 1.  

The Committee was asked to vote on the revised wording of the NDRP amendment and approve its progress to AHMAC.  Dr Cassels abstained as the Victorian government is currently in caretaker mode. The remaining 11 members voted unanimously in favour of the amendment proceeding.

The Committee thanked Dr Shields for her work as Project Manager in guiding this project to completion, and also Mr Dessent as Technical Support Officer.
ACTION 10: Prepare NDRP Amendment 7 (User Disposal) for submission to AHMAC [KD, NURS]

 Item 2.3.2	Project Proposals	
2.3.2a	Proposed Work Plan – NIR Fundamentals 				Author: Rick Tinker
Mr Baldry noted that he was stepping down as Project Manager in favour of Dr Larsson (see 2.3.1a above). The Committee noted the proposed work plan:  A working draft, to be completed by June 2015, will be submitted to a WG for comment, editing and review. The WG members will be established from the experts identified in the project proposal.

2.3.2b	Proposed Work Plan – Emergency Situations Code			Author: Marcus Grzechnik
Good progress on the code is expected now that GSR Part 7 has been approved. 

2.3.2c	Proposed Addendum to Schedule 5 of RPS 3				Author: Ken Karipidis
Dr Karipidis outlined the limitation of Schedule 5 in RPS3 and informed the Committee that the Australian Communications and Media Authority has requested it be amended to increase the frequency range.  
In response to a question about consequences of the proposed change, Dr Karipidis confirmed that the change is a compliance issue rather than a health issue.  Dr Larsson questioned the consequences of the changes.  ARPANSA is to undertake an assessment and produce a report for the RHC.

ACTION 11: Investigate the consequences of the proposed changes in Schedule 5 of RPS3 and produce a report for the RHC [RHS]  

 Item 2.3.3	RPS Annex 2	

2.3.3a	Withdrawal/Replacement of Annex 2 in RPS documents
The Committee agreed to the removal of Annex 2 in all RPS publications, to be replaced by a reference to the Fundamentals RPS F-1. 
ACTION 12: Withdraw Annex 2 from all RPS publications and replace with F-1 reference [NURS]

 Item 2.3.4	Program Priorities	
2.3.4a	Harmonised RPS Priorities for next triennium
The Committee noted the priorities for the development of the harmonised Radiation Protection Series which will form part of the NSC and RHC work plan for the next triennium. Mr Baldry volunteered to be the Project Manager for the Existing Exposure Code, which was endorsed by Members.  No other priority publications were nominated for consideration.
3.	INFORMATION ITEMS

 Item 3.1	Radiation Protection in Medical Imaging			Anthony Wallace		
The Committee was updated on CT Diagnostic Reference Levels and the Radiation Protection of the Patient Project.  

 Item 3.2	International Liaison		
The Committee noted reports on meetings of the IAEA Radiation Safety Standards Committee, Waste Safety Standards Committee and Transport Safety Standards Committee in June 2014.  The Committee also noted a report by Dr Larsson on communicating UNSCEAR’s Fukushima assessment, the Third International Symposium in Fukushima and related meetings in Tokyo in September 2014.  

 Item 3.3	Public Interest in RPS Publications		
The Committee noted the download statistics for RPS and RHS publications from Nov 2013 – Nov 2014. 
4.	OTHER BUSINESS

Item 4.1	Any other business		
Dr Larsson informed the Committee of a CASA ruling allowing Qantas and Virgin to destroy air personnel exposure data after 1 year post retirement and queried if the Committee thought it appropriate to include the data in the ANRDR.  Members supported this initiative. 

 Item 4.2	Next meeting		
Meeting dates for 2015 were proposed, taking into account the meeting schedules of the Council and NSC as well as relevant school and public holidays.  There was no further discussion. Dates and venues to be confirmed.
Close	1450 	
Next meeting	25 March 2015  	Venue: TBC