Management Meeting

1.     AGENDA 

1.  Recruitment
2. Trello/ OSF/Re-org
3. Instruments
4. Effort Reporting
5. Admin Operational Tasks
6. Banking & Trust
7. DS

 

1.       RECRUITMENT

-          Emailing letters to NAITA/ICBT/ESOFT

-          In person visit – Hand delivery

-          Figure it out who is going to give

-          Add this on What’s app

-           List of referees – Provide it to TH

SOP

-          Develop procedures for admin

-          Management handbook

 

2.         ADMIN OPERATIONAL TASKS

-          How it happen

-          How we know that task is complete or not

-          How much time it take

-          Monitoring as Admin/IT/ Finance/ Management

-          Daily/Weekly/Monthly – Add the duration

 

3.       INSTRUMENTATION

-          Work plan

-          Maintaining & Monitoring the instruments

-          Fixing the instruments – Wednesday

Maldives Online payment - ?

VSO Reporting

Legal – To get signed the affidavit by Sooryarachchi

Management Meeting - 04.06.2020

On Zoom from 10.30 - 11.15 

Attendance 

RZ, CG, AN and FS 

TH on leave. 

Topics 

Staff Guidelines 

  - IT and IT security - what has been done - TH and CG - to report this pm

  - work from home - where are with this - Did TH attend to this?

  - health guidelines for Office - Did RZ complete this? I had provided feedback. 

Review of Attendance 

According to RZ 

- with a few exceptions - the weekly and monthly reports have been submitted 

- Shortcoming 

- Trello Board Task for Weekly submission for review and another one for planning and Monthly submission MUST include a date and also labels. 

 For  - Weekly Review submission it can be Sunday at 6 pm

         -the Planning Submission ishould be 10 AM by each Monday 

         - Monthly submission should be around the 2nd of the next month. 

- we need to ask for calculations of hours / days worked from the staff - if there is discrepancies then RZ can follow up. 

Review of Recruitment 

Sunday Times Advertisement - did not get much attention 

    - it lacks focus and missed most important item for PA / EA / Writer 

Letters to be sent out as per TH yesterday - needs list 

Applicants

All 3 interviews with SUSL and UoM students not giving a good match 

We have to be careful about whom we take 

According to CG - PE may come to office next week. 

Review of Trello Board for FECT Admin Operational Tasks 

RZ says now we have to email the senior staff - not sure we should consult them first. 

 LZ left with questions

 - what is the connection with the SWOT / RE-ORG work ?

 - Are these tasks or just categories ?

 - Why are we organizing by main person who is responsible. ? 

 - how is this Trello Board separate from the Admin board ? 

 - Is this an Admin Board or Management Board ? 

Work in Office versus Work Offline 

 - RZ, FS, CG - think work in office is going better than work at home 

 - AN is ok. But sees lots of distractions when she comes to office - this is sentiment of DS too 

  -  there is a pent-up need for input in a variety of fronts when in office - esp with new staff  - and this may ease a bit - however we have to 

Grant on Air Quality - URGENT 

 - We have not done anything - unlike other grants we have to get partners and support them - so we need to move ASAP to try to get in on a winning consortium - PE has said she would send contacts last week but not yet. 

——————We did not review minutes from Last Monday below ————

Banking 

 - RZ is advancing the USD accounts for the NDB and HNB banks

 - Trust registration being done. 

 - FS working on TCG US registration

NWP PD Health 

 - AN and LZ working on this 

Kurunegala  

 - got postponed 

Anurhadhapura 

 - got done in Nachchaduwa - waiting for BTO + Next tasks 

Re-Org 

 - TH and CG and RZ - to report back on completion for Admin and IT 

File for Mgmt 

 - FS ? 

OSF Storage 

 - LZ yet to do

Collaboration Boards 

 - Not sure of progress 

Management Meeting

Management Meeting 

At Akurana downstairs 

TH, RZ, FS, AN

1.00 - 2.20

Agenda: 

Minutes and Files: 

  - we need a file with the minutes of the management and other meetings - we need documentation. Followup: FS + Admin Team to report back on Available Files

( NOT IN MEETING BUT 

   - we need lower quality paper for note taking - and a collection of one-sided paper 

  - we need the dot-matrix printer to work (Pl add to IT) along with fixing the VOIP phone. )

Staff Matters 

 - Attendance 

- RZ says everything OK with attendance reporting? LZ asked why there are only a few people sending daily reports ? RZ to check and report back.  

 - Recruitment - 

  To keep proper social distancing, we can only add two more persons to Akurana and Digana offices. 

- IT interns from SUSL want webwork - so may not work out. Also bioscience candidate may not be ideal. Given policies on relative hiring - we need to define what is the extent of the relationship. 

- UoM IT grad recruitment is a question - probably shall not work.  

- Our advertisement that was slated for the HitAds - should be checked this week.

 - Reporting 

- We shall request all staff to enter on the Trello Board when they send their daily, weekly and monthly reports

- in the monthly report, we shall ask for total # of daily reports sent and the dates of sending in the weekly reports.  

Office Matters 

    -maintaining a safe office 

- there are several shortcomings identified - particularly wiping commonly handled equipment such as taps, phones, keys - RZ to figure out how to attend to this

- we shall seal of the house portion from the office by moving the bookshelf

- since staff are not reading our guidelines - these matters should be written up and pasted on the walls - RZ to revise the Health Guidelines - pl provide LZ with printout. 

    - If Misriya is not cleaning hidden places 

- then lets either get a new person to do this or stop her from doing other tasks that distracts her such as making tea or sweeping the floor. There is a risk anyway with her coming into the office and staff can make their own tea - also there should be much less dirt with shoes being left downstairs. 

Banking and Regulatory 

 - NDB bank requested VSO certificate to complete bank account that has been sent by RZ 

 - SDA account for TCG can be done once we have registered TCG overseas. This can be done from here. 

 - Trust to be formed this week - lets advance - RZ and LZ - FS provide printout of Trust document and file.

Re-Org 

 - Admin Re-Org to be checked by TH and reported on soon 

- IT Re-org - not clear where things are - TH can check 

- Communication should get started. 

Legal 

 - Dates - Jun 29 - LT, July 30 - DC and Aug 18 - MC

RZ to find out date for Writ from Faisza Mustapha 

We may have to prepare for July 30. 

Instruments 

  - visit Kurunegala to fix the instruments 

  - get permissions from 

  

NWP Permissions 

  - send document to Geethika Amarasinghe as per phone conversations. - AN needs to check

  - PD is away tomorrow 

  - Plan to visit on Wednesday - who is going apart from TH - maybe CG or AN? 

 

Grants - URGENT 

  - Need to circulate to possible applicants for the US State Dept call on AQ for 4 South Asian Countries / get contacts from PE BTO 

 

OSF File Storage

  - set up for Admin, IT, Communication etc. 

Set up OSF - LZ 

Follow up on Trust - LZ -> RZ 

Set up US TCG - LZ and FS 

Grants - FS and AN - 

Collaboration Boards 

   - Frequency of Checking of Trello Boards by Staff and the boards they are responsible for needs to be identified 

   - someone / some system needs to check off on this - see it gets done. 

   - TH to circulate in paper form the the list of Trello Boards (FS can put up in the NB) 

—————————————

After the management meeting - had two meetings and a garage visit. 

- With FS and ZJ on DSC 

They need to finish up a bunch of documents and ship these out - these are the RR translations, the Peraketiya Thero documents  (FS - to pull together maps - whats there is no good, photos) and the the various KJ translations 

- next RR article on legal is pending - and I shall outline these. - hard to make progress without printed versions. 

- with MR, AN and KW on Climate Data Collection 

- MR should spend his time on the road - we have about 20 days of his time - Out of this we should have him on the road for at least 10 days -  but this is the 2nd day he spent in office without ending up with a plan.  

- We don’t seem to have properly updated the inventory  of what is the climate data that we have for the NRMC 

 - Maybe KW can help sort this out. 

Is it necessary for MR to come tomorrow?  Specially with AN being uncertain? I think its best not that he comes till we sort out the data needs. 

 - he can look into the Irrigation Dept / CEB / MASL / NWSDB data. 

Kurunegala Visit on Wednesday 

 - think I shall stay back in Akurana to prepare for the Kurunegala visit 

 - the Ethics Form needs to be checked. 

 - Instruments / Routers need to be taken

 - I have to visit Census Dept and Provincial Environment authority as well - so need to make appointments. 

- Checked LZ car - seems brakes issue sorted - but not the door / window locks. 

- it should go to Kurunegala fine 

DS Request 

- DS requests to work 3 days a week in the office. He is willing to work extra hour at home.  

- he has organized a 3 wheeler to drop and pick him up for Rs. 300 per trip. 

- given his health condition, we shall permit - but he shall have to attend on other days.