Minutes TWENTY-FIRST MEETING OF EFSA STAKEHOLDER CONSULTATIVE PLATFORM PARMA (ITALY), MARCH Kinga Adamaszwili.

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1 SHP_Minutes of 21 st meeting SCIENCE STRATEGY AND COORDINATION DIRECTORATE Parma, 26 March 2013 EFSA/SHP/LdL/2013 Minutes TWENTY-FIRST MEETING OF EFSA STAKEHOLDER CONSULTATIVE PLATFORM PARMA (ITALY), MARCH 2013 MEMBERS OF EFSA STAKEHOLDER CONSULTATIVE PLATFORM Chair: Andreas Varlamos AESGP Association of the European Self-Medication Industry AMFEP - Association of Manufacturers and Formulators of Enzyme Products Kinga Adamaszwili Henk Aalten EUROCOOP European Community of Consumer Co-operatives EUROPABIO European Association for Bioindustries Chiara Tomalino Carel du Marchie Sarvaas BEUC - The European Consumer Organisation Gemma Trigueros, Ruth Veale ESA European Seed Association Garlich von Essen CEFIC - Food & Feed Cluster Line Jensen FEFAC European Feed Manufacturers Federation Lea Pallaroni COPA-COGECA - European Farmers-European Agri-Cooperatives ECPA - European Crop Protection Association EFAD - European Federation of the Associations of Dietitans ELC Federation of European Specialty Ingredients EPHA European Public Health Alliance Annette Toft FEFANA EU Association of Specialty Feed Ingredients and their Mixtures Euros Jones Food Drink Europe Confederation of the Food and Drink Industries in the EU Alison Nelson FRESHFEL EUROPE - European Fresh Produce Association Maryse Hervé IFAH - Europe International Federation for Animal Health Doriane Fuchs Didier Jans Beate Kettlitz Sebastian Kruse Declan O Brien European Food Safety Authority, Via Carlo Magno 1 A, I Parma, Italy Tel: (+39) Fax: (+39)

2 APOLOGIES EEB European Environmental Bureau EUROCOMMERCE Els Bedert FoodDrinkEurope Geoff Thompson OBSERVERS PepsiCo Europe Gill George European Commission Marina Marini REPRESENTATIVES OF THE EUROPEAN FOOD SAFETY AUTHORITY Stakeholder Consultative Platform Secretariat: Lucia de Luca, Muriel Pesci Per Bergman via teleconference Bernard Bottex Sue Davies Hubert Deluyker Dirk Detken Jean-Lou Dorne Herman Fontier Anne-Laure Gassin Catherine Geslain-Lanéelle Mary Gilsenan Claudia Heppner Roy Kirby Carla Martino Bernadette Ossendorp Alberto Spagnolli 1 WELCOME AND OPENING OF THE MEETING The Chair Andreas Varlamos opened the meeting and welcomed members and observers to the 21 st meeting of the Platform. 2 ADOPTION OF THE AGENDA (Doc SHP ) A proposal to set up two discussion groups respectively on antibiotics and interface between risk assessment and risk management was raised after the draft agenda had been circulated. It was decided to discuss this proposal under point 6 and the Chair adopted the agenda. 2.1 Follow-up actions from the previous meeting (Doc SHP ) (Doc SHP ) (Doc SHP ) Before going through the pending actions resulting from the previous meeting which took place in November 2012, Andreas Varlamos reminded the members that the minutes of the previous meeting were approved as per written procedure in December 2012 and that a paper copy was available in their packs. The Chair clarified how the six follow-up actions still pending since the previous meeting were going to be tabled for discussion at the current meeting. Action points 2, 3 and 13 were going to be addressed under point 5.2 of the agenda. Regarding the follow-up action 6, referring to a proposal from EFSA to organise a conference with the participation of a wider group of stakeholders as discussed in November 2012, Hubert Deluyker, Director of Science Strategy and Coordination at EFSA, said that the conference will take place on 3 rd October 2013 in Parma. He also suggested discussing the draft programme at the June meeting of the Platform to ensure the contribution of the members and their delegates. Regarding the pending follow-up action 10, related to the draft document Strategic 2 / 7

3 topics for consideration by EFSA SHP, Andreas Varlamos suggested to finalise the draft document in the light of the comments received and use it as Roadmap for the activities of the Platform for the current mandate. The Chair also proposed to share this document with EFSA s Management and EFSA s Management Board. Members agreed with the proposal. Pending Action point 12 will be discussed under point 6. Action 1: EFSA to share with members the draft programme of the conference with stakeholders to take place on 3 rd October 2013 at the latest by the June meeting of the Platform. 3 STANDING ITEMS/INFORMATION SHARED THROUGH THE SHP EXTRANET SPACE 3.1 Exchange of view with EFSA s Management Board Chair Andreas Varlamos welcomed Sue Davies, Chair of EFSA s Management Board, and expressed satisfaction on behalf of all the members for her presence offering the Platform an opportunity for real dialogue and exchange with the Board. Sue Davies started by presenting the recommendations outlined by the Board in December 2012 grouped into four main areas of activities. These were finalised also thanks to the contribution received by the Platform and Advisory Forum. Sue Davies highlighted the importance for the Board to know how these recommendations would fit with the priorities of the Platform in particular with regard to the Transparency initiative. Andreas Varlamos opened the floor to questions and members had the possibility to ask clarifications regarding, among other, the view of the Board in terms of trust and transparency of the Authority, prioritisation of EFSA s work and framing of the scientific questions EFSA deals with and communications of EFSA s work. 3.2 EFSA S PROGRESS REPORT (Doc SHP ) Catherine Geslain-Lanéelle, EFSA s Executive Director, provided highlights of some of the activities carried out by EFSA since the November 2012 meeting. Catherine Geslain- Lanéelle focused in particular on the importance for Non-Governmental Organisations to take part in EFSA s Open Panel meetings and to join the discussion groups the Platform may set up in particular in the area of transparency. 3.3 Planned consultations: Updates from EFSA s Application Desk Carla Martino, Deputy Head of EFSA s APDESK Unit, presented an overview of the requests for support on applications received by APDESK through the EFSA web-form in the period November 2011-February Carla Martino also provided a snapshot of the upcoming EFSA Info Sessions on Applications planned in 2013 and the on-going work on the survey on stakeholders needs EFSA is currently carrying out to shape future development of the services the Unit offers applicants and stakeholders. 3.4 Update on EFSA s Communications activities 3 / 7

4 Anne-Laure Gassin, Communications Director at EFSA, presented some highlights of the new tools implemented by EFSA s Communications Department to improve access to information on EFSA s website and to facilitate understanding of EFSA s work. Anne- Laure Gassin also provided members with an overview of some of EFSA s most recent activities in the area of communications as well as an outline of upcoming activities in key thematic areas. Anne-Laure Gassin reminded members that they will be consulted on the Review of EFSA Communications Strategy in June STRATEGIC TOPICS FOR DISCUSSION 4.1 EFSA s Multi-Annual Plan EFSA s preliminary Management Plan 2014 Alberto Spagnolli, Head of the office of EFSA s Executive Director, illustrated the process which led EFSA to outline its Multi-Annual Plan for the period and some of the most salient trends and initiatives which will mark the period. Alberto Spagnolli also focused on the key activities for 2014, which are detailed in the preliminary Management Plan for 2014 on which members of the Platform will be consulted. Catherine Geslain-Lanéelle highlighted the importance of having a clear view of the financial perspectives on the EU Budget for the seven years to come before EFSA s Multi-Annual Plan can be finalised and that the contribution of the Platform will be sought as soon as the process is over. Action 2: Members to send written comments on EFSA s draft Preliminary Management Plan 2014 to be circulated by the Secretariat. Action 3: Members to comment on EFSA s Multi Annual Plan The Secretariat will circulate it as soon as finalised. 5 STRATEGIC TOPICS FOR DISCUSSION (CONTINUED) 5.1 EFSA s Transparency Initiative: Need for SHP Discussion Group on Information Access Need for SHP Discussion Group on Process Transparency Hubert Deluyker presented the new Transparency Initiative launched by EFSA at the beginning of 2013 aiming at seeking the contribution of its stakeholders to shape the Authority s future policy on openness and transparency and which EFSA intends to submit to the Management Board by end Hubert Deluyker introduced the initiative and outlined its key objectives. To contextualise the initiative Hubert Deluyker took stock of the various activities EFSA has been carrying out so far to ensure the transparency of its decision making process and discussed with the members some possible initiatives to further enhance its transparency. He then proposed that such initiatives as well as other suggestions would be discussed in 4 / 7

5 detail with EFSA s stakeholders and proposed to set up two discussion groups, one on information (such as data) access and the other on process transparency. Hubert Deluyker clarified that the groups would need at least one year to scoop out the project, clarify the goals of the discussions and the work of the groups. During the discussion which followed, Dirk Detken, Head of Legal at EFSA, clarified the legal framework - including aspects such as confidentiality and data protection - EFSA has to abide to and which regulates the access to information used by EFSA for its scientific work. Roy Kirby, EFSA Quality Manager, provided clarifications on how this initiative intends to build on the current experience of the external quality review of EFSA s outputs which he said, contributed to the improvement of EFSA s work, and look at how to incorporate in the process mechanisms which generate effective customer and stakeholder feedback to drive continuous improvement. Hubert Deluyker then concluded that to ensure a proper discussion within the Platform members, the Secretariat will circulate the draft mandate for the above-mentioned discussion groups and will allow some time for the members to send comments and appoint representatives to the groups. Members welcomed the initiative and exchanged their views. These included positive feedback and the mentioning of aspects to be taken into account by EFSA when setting up such discussion groups. Members agreed that the definition of clear rules and objectives for the work of such groups which would need to be agreed by Platform, is paramount to the success of the initiative. The mandates of the discussion groups should clarify all these aspects and serve as a guide for the work of the groups. The Chair also thanked Per Bergman, Director of Scientific Evaluation of Regulated Products at EFSA, for having joined the meeting via teleconference. The Chair also thanked Per Bergman, Director of Scientific Evaluation of Regulated Products at EFSA, for having joined the meeting via teleconference. Action 4: Members to comment on the draft Mandate for the Discussion Groups on Information Access and Process Transparency to be set up under the framework of EFSA s Transparency Initiative and appoint representatives to the Groups by mid May. 5.2 Discussion group on food chemical occurrence data Before the presentation on the setting up of a discussion group on food chemical occurrence data, the Chair gave the floor to Bernard Url, Director of Risk Assessment & Scientific Assistance at EFSA, who joined the meeting to inform Platform members that EFSA had received a mandate from the European Commission on acrylamide in food and that a consultation with stakeholders would take place at the beginning of the process to gain a better understanding of the concerns surrounding this mandate. The Chair gave then the floor to Mary Gilsenan, Head of EFSA s Dietary and Chemical Monitoring (DCM) Unit, who presented, also on behalf of Claudia Heppener, Head of EFSA s Food Ingredients & Packaging (FIP) Unit, how EFSA collates and gathers chemical occurrence data and how such data are used by EFSA for its scientific work for example in the area of food additives and acrylamide. Mary Gilsenan also highlighted EFSA s urgent needs for scientific data and suggested that a discussion group could benefit the whole process and EFSA s scientific work. Claudia Heppener also joined to 5 / 7

6 explain how the terms of reference of the group could be structured and what could be the expected outcome of the work. It was clarified that members of the Group would need to be data managers with hands-on experience on data submission. An indicative timeline for the work of the discussion group was also proposed. Action 5: Members to appoint their representatives to the Discussion Group on Food Chemical Occurrence Data by mid April. 5.3 Endocrine Active Substances: report on dedicated meeting Bernard Bottex, Scientific Officer in EFSA s Scientific Committee Unit, presented the key conclusions resulting from the scientific Opinion finalised by EFSA s Scientific Committee on the hazard assessment of endocrine disruptors (EDs) published on 20 th March. Bernard Bottex clarified in particular the scientific criteria to be used to identify EDs, what is an adverse effect and the availability and appropriateness of tests methods. Bernard Bottex illustrated some of the recommendations contained in the Opinion and reported on the outcome of the meeting with stakeholders EFSA organised to present the Opinion on the same day in Brussels. 5.4 EFSA s work in the area of Pesticides Andreas Varlamos gave the floor to Bernadette Ossendorp, Chair of EFSA s PPR Panel and Herman Fontier, Head of EFSA s Pesticides Unit, who presented the work of the Panel. They explained the way scientific work is organised in the PPR Panel and the kind of internal scientific expertise and support provided by the Unit. The presentation focused on the cooperation in the area of pesticides which is ensured by the specific networks and public consultations, workshops, technical meetings and scientific colloquia with stakeholders and third parties. Andreas Varlamos thanked the Chair of the Panel for allocating time in her busy agenda to meet and discuss with the members of the Platform. 5.5 EFSA s work on chemical mixtures Jean- Lou Dorne, Senior Scientific Officer in the Emerging Risk Unit presented EFSA s planned work on chemical mixtures, highlighting various aspects of the methodologies which have to be taken into account when dealing with multiple chemicals as well as the recommendations for future activities and the next steps in the process. 6. ANY OTHER BUSINESS (Doc SHP ) Andreas Varlamos gave the floor to one of the member who explained his proposals for setting up two discussion groups to discuss respectively (a) antibiotics and (b) clarify the interface between Risk Assessment and Risk Management. Following discussions with the other members it was decided that the best way forward would be to discuss the proposals on the occasion of the 22 nd meeting of the Platform on 12 June To this end, it was decided that the member will prepare a presentation on Antibiotics to be discussed at the next meeting. It was also decided that the same member, probably with the support of other members who expressed interest, will finalise another presentation 6 / 7

7 and/or arrange for a brief discussion about the interface between Risk Assessment and Risk Management to be discussed in June. Andreas Varlamos informed the members that the Rolling Work Plan of EFSA s activities with its stakeholders was updated and that a printout is available in their packs. The date of the 22 nd meeting of the Platform, which will take place on 12 June 2013 in Brussels, will be updated in the plan. Regarding action point 12, still pending from the previous meeting and referring to the suggestion to organise phone conferences among some of the members of the Platform to prepare the discussion on specific topics ahead of the meeting, it was decided to accept this proposal and implement it when most appropriate. Action 6: Member to give a presentation on Antibiotics. Action 7: Member to arrange for presentation/discussion about interface between Risk Assessment and Risk Management. 7. CLOSURE OF THE MEETING The Chair reminded the members that the next meeting will take place in Brussels (Belgium) on 12 June with two sessions, one in the morning and one in the afternoon. Members were invited to propose agenda topics for the forthcoming meeting. The Chair thanked the members for their presence and active contribution, the observers for their interest in the activities of the Platform and the Secretariat for its support. As no other points were raised, the Chair closed the meeting. 7 / 7

Records of the views expressed in the

SHP DG T_Records of 1st meeting 13.06.2013 SCIENCE STRATEGY AND COORDINATION DIRECTORATE Records of the views expressed in the 1 ST MEETING OF THE Brussels, 13 June 2013 EFSA/SHP/LdL/2013 EFSA STAKEHOLDER