Management meeting on 17.05.2021

 Meeting Minutes 

1.15pm - 2.00pm

Participants - LZ, RZ, AN, TH, FS & ZJ

Discussed on staff working on

FS -  Preparing service letters to DS, DV, SS  as they requested

         Working on the staff job description - As commented by Dr - Discussing with RZ

         Fwd: ACTION REQUIRED: System Account Pending Expiration in U.S. Government’s System for Award Management (SAM) - worked with ZJ

          Checking the applicants sent to fectcv & hrtropicalclimate.

         helping to fill the gaps of interns leave - Dr suggested let the intern to fill their leaves own

TH -  Responding to the emails

         Updating the Trello Board (OCW/ Instrumentation - Working & not working ) 

         Went through the IT/Digana / Akurana/ Admin boards - Dr suggested keep track on other  boards as well

         Follow up on FS forwarded CV - Internship for IT

RZ-  Doing the finance tasks

        Updating Audit reports

        Updating the finance TB

        Redoing the hours work in Admin/HR/ Legal

        Prepared the weekly reporting

AN - Review the KW/CK/SG weekly reports

        Data Acquisition - Sri Lanka & Dengue

        Dengue OSF - Checke Akurana Entomology

                                Sri Lanka Entomology

        Pending & next steps

ZJ - Exporting & uploading the PPTS to the g drive

Digana Office

NH - Keep monitoring the relations

         Decided to go to Akurana or WFH 

         Take a medical leave

         Provide a laptop as she want to work  - AN pl check

Disinfect the Digana office - Check with Dr. Kusum

Recruitment

   IT intern - TH need to follow

   Accountant  - Applied  from Matale, Willing to come to Akurana

  Geology - AN interview her & give your feedback

Call for the interviews as the lockdown released

Prepare a google map to provide applicants able to find the place easily. 

Shortcoming to sort out

  - Recognize what is not working, Not getting done, make a work planning

  - Trello Board - What board is need, If not updating the boards what is the alternative

  - Suggesting follow up small meetings - Prepare agenda

      TH ( with the team) - IT & BHC

      FS ( TH, RZ) - Admin, HR & Legal

      FECT Tasks - ZJ with Dr

      AN  ( with the team) - Research

Re-Management Update

 Last week, DD left, and there was a hope to finish off the BHC project but it seems that we are struggling here. 

For DD, there is some follow up that ZJ can take on. 

BHC 

I was hoping that there would be some contributions on the BHC from home - but nothing so far. 

I can send   

Climate story board shortly

Disaster Story board as well. 

But there is a struggle on the work on the 

Disaster Brochure - am struggling to get SG to connect whats in the head and whats in the 

Climate Change Brochure - not started 

I was hoping we could get all the infographics done - but those allocated to each infographic did not respond during The Weeknd so far. 

So with that being the circumstances  and the level of commitment  - we shall have to continue the work in the office - until the government tells otherwise. 

WORK MONITORING 

These are also neglected for a while so we need these to come on as well. 

ADMIN

• - HR
• - LEGAL  
• - IT 
• - INSTRUMENTS 
• - COMMUNICATION 
• - FECT TASKS  
• - DATA 

And the 

PROJECTS

• DENGUE 
• NCPP / EFL 
• BHC 
• CCA 

So we shall have to work on these in the office this week and bring them up to speed. 

Please be ready with the updated progress on these topics and projects 

LZ TO DEPART TO NYC 

I shall depart in 3 weeks - and sooner if there is any sign of being unable to travel. 

HIRES 

As discussion Administration requires better Administration. 

I am quite desperate as to why things are not happening - and so we shall have to break the Staffing guidelines that we use if we cannot get this done. 

We should hire 4 people to help take on the work that I am doing 

- FECT Manager

- a personal aide

- Writer - Science 

- Legal / Social Writer 

There is a need for Admin and Accounts Assistants too. 

PAST MEETING MINUTES 

- I don’t see the last meeting minutes uploaded on the blog for mgmt - or anything before that - seems symptomatic of the lack of follow up. 

The focus on each persons output exclusively rather than on themes and projects - is not helping.