Monday, June 1, 2020

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. 

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