Minutes Deputy Governor and Chief Officers’ Meeting 2nd December 2013

Attendees: Deputy Governor; Ms. Jennifer Ahearn; Mr. Stran Bodden; Ms. Dorine Whittaker; Mr. Alan Jones; Mrs. Mary Rodrigues; Mr. Kenneth Jefferson; Mr. Kevin McCormac; Mrs. Kathryn Dinspel- Powell; Mrs. Gloria McField-Nixon; Ms. Jacqueline Wilson; Dr. Dax Basdeo

Apologies: Mr. Eric Bush; Mr. Samuel Rose; Ms. Cheryl Richards; Mrs. Sonia McLaughlin

1.   Welcome

The Deputy Governor welcomed everyone and prayer was offered.

2.   Formal Approval of Minutes

The November 4 meeting minutes were approved by all attendees for circulation.

3.   Matters Arising from the Minutes

There were no matters arising.

4.   Communication Award

As a part of the Deputy Governor’s Award Program, the Deputy Governor would like to introduce a Communication Award. This award will go to one outstanding Ministry/Portfolio and will focus on a number of criteria, including:

. Media Relations Excellence

. Internal communications

. Change Communications

. Crisis Communications Excellence

. PR Stunt of the Year

. External Communications

. Publication, leaflet or flyer

. Campaign of the Year

. Communications of the Year

It is intended that this award will promote excellent communication across the Civil Service. Chief Officers will review the proposed award scheme and will discuss at the next CO Meeting. This award scheme will commence in the 2014/15 Financial Year.

5.   Guidance on Pay Allocation within Salary Grades

Chief Officers considered the pay policy which has been in place since 2008, with a view to addressing some of the anomalies and concerns which have arisen since its inception. It was agreed that further consideration is required. The policy will be brought back for discussion at the CO Meeting on 16 December, 2013.

6.   Action Plan for Chief Officer following 360o Feedback

The Deputy Governor discussed the overall results of CO’s 360o assessments which were conducted as a part of the Performance Assessments for Chief Officers. These assessments should complement the standard Performance Assessments. It was recommended that 360o assessments also be conducted for HoD’s and Managers.

7.   Any Other Business

. The Deputy Governor will be on leave from the 6-13 December. During his absence CO Ahearn will be the Acting Deputy Governor.

. Twenty-three young Caymanians became the latest graduates of Passport2Success this afternoon. Already 3 have secured full-time employment, 2 have secured part-time employment, 2 have been offered paid internships, 2 will be continuing with their internships in a voluntary capacity and 6 are headed off to UCCI in January.

. Tomorrow marks the International Day for Persons with Disabilities.

. There will be an open house at the Lighthouse school tomorrow starting at 9am.

. The Cayman Islands Chamber of Commerce, in partnership with the Ministry of

Education, has re-introduced the Golden Apple Awards. The ceremony was held on 30 November.

. Performance Management – 83% of all Performance Assessments have been completed,

81% of all Performance Agreements have been completed.

. Good Governance Training for Board Members took place from 25-29 November – the training was very well received and many attendees have voiced their appreciation for such training. Statics from the training will be shared.

. There will be a professional development training conducted this week by the Audit Office.

. The Department of Children and Family Services has relocated to Commerce House.

. The Young Parents Programme graduation is tomorrow.

. On 29 November the Portfolio of Legal Affairs conducted a “Year in Review” which focused on the cases that were heard in the Grand Court since the Bill of Rights came into effect.  Feedback has been very positive and it is proposed that further sessions would be conducted on a quarterly basis..

. VSP decisions are to be made this week. Meeting adjourned at 4:00pm

Minutes Deputy Governor and Chief Officers’  Meeting 16th December 2013

Attendees: Deputy Governor; Ms. Jennifer Ahearn; Mr. Kenneth Jefferson; Mr. Kevin McCormac; Mrs. Gloria McField-Nixon; Ms. Jacqueline Wilson; Mr. Dalton Watler; Dr. Tasha Ebanks-Garcia; Mrs. Leyda Nicholson-Makasare; Ms. Tamara Ebanks; Ms. Anne Owens; Ms. Cheryl Richards; Mr. Eric Bush

Apologies: Mr. Samuel Rose; Mrs. Sonia McLaughlin; Mr. Stran Bodden; Mrs. Mary Rodrigues; Mr. Alan Jones; Dr. Dax Basdeo; Ms. Dorine Whittaker

1.    Welcome

The Deputy Governor welcomed everyone and prayer was offered.

2.    Formal Approval of Minutes

The December 2 meeting minutes were approved by all attendees for circulation.

3.    Matters Arising from the Minutes

There were no matters arising.

4.    Communication Award

The proposed award scheme was reviewed and approved. It was agreed that the award scheme would be launched at the end of the 2013/14 Financial Year. The Deputy Governor confirmed that persons would be chosen from the Private Sector to serve as Judges. Further information will be circulated.

5.    Update on the Voluntary Separation Programme

CO McField-Nixon thanked the members of the Voluntary Separation (VS) Committee, and all Chief Officers for their assistance. Of those applications reviewed by the VS Committee, 16 were approved. Only those applications with the strongest underlying business case could be approved.  Should all successful applicants accept their offers, the Programme will yield savings of approximately CI$550,000 per year. All applicants have been informed of the outcome of their application.

6.   Any Other Business

. The deadline for submission of Succession Plans is the end of December, 2013.

. IRIS Upgrade – staff will be in during the Christmas holidays to ensure that the system is ready to go live in January.

. Staff Motivation Survey – a pilot survey has been sent to 150 members of staff. The results of this survey will be sent to a third-party for analysis.

. The Department of Tourism has nearly completed its move into GAB.

. Today’s meeting is the last for 2013. The next CO Meeting will be held on 6 January,

2014. Meeting adjourned at 3:30pm