Admin meeting - 27.11.2020

 Admin Meeting – 27.11.2020.

Time – 4.30 – 5.25PM

Attendance - LZ, TH, FS

Absent - RZ

-       Organize the office documents in the relevant places since staff are not attending there are particularly things out of order, we had a form of Legal work- so that needs to be arranged (RZ, ZJ, TH to attend to this)

·         Started legal things to get done.

·         Organize the legal cupboard (arrange the files) 

Legal

-       RTI Letters to be revised and posted as soon as possible

·         ETF response came last week (Date ?)

-       Come up with plans on how to organize the Legal cupboards, should we buy another cupboard or filing cabinet?

-       Exclude forwarding mails to AH in emails as she shall be unavailable for 3 weeks

Collaboration Boards

-       Update the Trello boards of Admin/HR/Legal/Re-org as decided in the past meetings (FS,RZ)

-       IT Trello Boards - IT master task list, Instruments, Communication to be updated by TH 

Generate materials for Notice Board + Reference files – Tick if finished

-       Take prints of the updated Staff contact list

-       purchase contacts,

-       service contacts,

-       google calendar,

-       Health, IT and work from Home Guidelines,

-       Akurana & Digana guidelines,

-       Updated rules & regulation guidelines,

-       Updated Handbooks,

-       List of

·         Trello boards - Done

·         Blogs - Done

·         OSF – FS Working on this

·         Websites - Done

-       Dengue project Gantt chart - ZJ 

Operational tasks

-       What is the way in which the Admins team can keep track of operational tasks? RZ,FS,TH to come up with plans – Follow up

Bank details

-       RZ to prepare a list of Bank details with the Account no. and contact details and handover a copy to LZ 

·         RZ prepared a excel sheet –Put it on the NB

Finance

-       How to attend to mails in Digana & Akurana, RZ,FS,TH to update

HR Advertisements

-       Advertisements didn't yield many applications, only 3 direct contacts, HR to follow up via contacts - HR team the next steps to follow up   

Trello Boards

-       Legal

·         Obtain LT case file records

·         Obtain MC record

·         Respond to ETF respond denying our request for the case file

·         Arrange furniture’s/filing system for legal work

·         Prepare the catalogue of legal files

·         Prepare the catalogue of legal electronic  files

·         P13174 case – TH – Take the new letter Ashwini gave.

·         Contact list – add the surveyor  number behind the receipt TH gave

·         Clean out the website  shows ZY neme

TC – SS

DS – AJ

Climate.lk - AM

-       HR

·         Appointment letters  (Oct – Dec 2020), (TH, AN, FS, ZJ, KW, NA)

·         Prepare letter to send out

Legal Aid – Open University /Legal Department of Peradeniya /ask from our lawyers – RZ / Kandy Bar Association

Social Science – Open University of Polgolla /Kaman Wickramagamge / Kareema /SL Press Council – List of Journalists)

Physical Science – KW checked with the junior batch

 

 

x

x