Draft Minutes General Members Meeting 17 August 2016

Draft Minutes

General Members Meeting

Wednesday, 17 August 2016, 5:00 PM
Putrajaya International Convention Centre
Putrajaya, MALAYSIA

 

Agenda

1. Welcome/call to order

2. Adoption of Agenda (Resolution)

3. Adoption of Minutes of the General Members Meeting held at Federal Government Administrative Centre, Putrajaya, Malaysia, 11 April 2016 (Resolution)

4, Annual Report 2015 (Resolution)

5. Finance
5.1 Presentation and adoption of CAPAM Audited Financial Statements for the fiscal period ending 31 December 2015 (Resolution)
5.2 Nomination of Financial Auditor for fiscal year 2016 (Resolution)

6. Election of Directors
6.1  Report of Nominations Committee, presentation of proposed slate of Directors
6.2  Election of the CAPAM Board of Directors (Resolution)
6.3  Executive Committee

7. Bylaw change
7.1  Rationale for the amendment to Bylaw 1 (2015) Article 3. (Meetings of Members), Sub-article 3.4 (Quorum of Members Meeting)
7.2  Amendment 
Current: “A quorum for the transaction of business at any Meeting of Members shall be 20 Members.”
Amend to: “A quorum for the transaction of business at any Meeting of Members shall be the minimum number of Directors as provided for in the articles”. (Resolution)

8. Adjournment

 

1. Welcome/call to order

Tan Sri Dr Ali Hamsa calls the meeting to order at 5:15 pm, welcomes the assembled members and guests and makes the following remarks: 

“CAPAM is a small Commonwealth organisation that has an extensive and diverse network. It is fortunate to have a Board of Directors (BOD) whose skills and merits reflect the very nature of the membership served. The staff has remained small while CAPAM worked to improve financial capacity but expert project managers and the strategic communication liaison have shown support and further heightened the team effort. To further enhance growth, a registry of experts was established and may be added to on an ad-hoc basis. CAPAM continued to publish the Commonwealth Innovations Review. Calls for papers were posted for the International Innovations Awards in 2015 and work began thereafter. The theme, Innovation: A Public Service Imperative, was selected for the Biennial Conference. As a result, numerous case studies were received which will be showcased over the course of coming months.

As President, I encouraged member countries to provide greater contribution and participation in the future. CAPAM is upbeat and looks forward to making significant progress in advancing knowledge transfer to a broader audience in coming years. I reiterate my gratitude to CAPAM fellow directors and the team at CAPAM Headquarters in Ottawa, Canada lead by Ms Gay Hamilton, partners and member countries for their prodigious effort in convening the CAPAM Board Meeting successfully today. I appreciate the encouraging presence of dignitaries from both Malaysia and member countries to the CAPAM 2016 Biennial Conference.”

 
The President then passes the floor to Gay Hamilton, CEO, to take the members and guests through the agenda items.  Ms Hamilton thanks the members and supporters from Malaysia for hosting the GMM.
  

2. Adoption of agenda

The agenda was circulated in advance of the meeting at the time notice was given to members and posted on the CAPAM website. 

Moved by: Dato’ Seri Ir. Dr Zaini Ujang, Secretary General, Ministry of Energy, Green Technology and Water
Seconded by: Datuk Dr Chen Chaw Min, Secretary General, Ministry of Health

To adopt the agenda as circulated

Carried

 

3. Adoption of Minutes of the General Members Meeting held at Federal Government Administrative Centre, Putrajaya, Malaysia, 11 April 2016 (Resolution)
Dr John Dzimba from the Kingdom of Lesotho remarks that CAPAM might consider circulating the minutes via email to both individual and institutional members in addition to publishing them on CAPAM’s website.

Moved by: Tan Sri Mohamad Zabidi Zainal, Public Service Director-General, Department of Public Service
Seconded by: Tan Sri Khalid Abu Bakar, Inspector-General of Police

To adopt the Minutes of the General Members Meeting held at Federal Government Administrative Centre, Putrajaya, Malaysia, 11 April 2016. 

Carried

 

4. Annual Report 2015 (Resolution)

The Annual Report was posted on CAPAM’s website and distributed to the members. Members present in person at the GMM and all attendees at the 2016 Biennial Conference received hard copies. 
 
The CEO goes through the Annual Report briefly to underscore activities and the financial statement.
 
Dato’ Sri Dr Sharifah Zarah Syed Ahmad applauds CAPAM for a very comprehensive Annual Report which includes issues on women and sustainable development. 

Moved by: Dato’ Sri Dr Sharifah Zarah Syed Ahmad, Secretary General, Ministry of Communication and Multimedia
Seconded by: Tan Sri Dr Noorul Ainur Mohd Nur, Secretary General, Ministry of Higher Education

To adopt the Annual Report as presented.

Carried

 

5. Finance

5.1 Presentation and adoption of CAPAM 2015 Audited Financial Statements (Resolution)
At the last GMM and following a selection process carried out by the Board and recommendation, the membership appointed a new auditor for fiscal year 2015. The financial statements were audited by the firm of chartered accountants, Craig Kean Despaties and Markell (CKDM) in Canada. They were first presented to the Board of Directors which accepted that they be circulated to members, posted on CAPAM’s website and presented to membership for adoption.
 
The full financial statements with annotations are posted and available on CAPAM’s website. It is noted that the presentation format has changed to provide a clearer report and that 2014 line items were regrouped to correspond to the new format. There is no change to the bottom line for 2014. 
 
The reserves have continued to increase and CAPAM is strategizing about revenue generation. The auditor has found no issues with the bookkeeping procedures or transactions and CAPAM is in a positive financial situation.

Moved by: Tan Sri Dr Noorul Ainur Mohd Nur, Secretary General, Ministry of Higher Education 
Seconded by: Datuk Seri Hj. Saripuddin bin Hj. Kasim, Secretary General, Ministry of Transport

To adopt the audited financial statements for the fiscal period ending 31 December 2015.

Carried


5.2 Nomination of Financial Auditor for fiscal year 2016 (Resolution) 
Dr John Dzimba voices his concern on the practice of appointing the auditor on an annual basis. The President explained that the selection of the auditor is reviewed every 3 to 5 years. The annual appointment is a legal requirement under the articles of incorporation. Provided the auditor is carrying out the mandate to the satisfaction of the Board and members, it is preferable to maintain the services for a period that allows the professional to get to know and understand the organisation. The periodic review is needed to ensure transparency.
 
The Board of Directors has reviewed the audit and is recommending that the services of the firm of CKDM, LLP be retained for the financial audit for fiscal year 2016.  

Moved by: Mrs Margaret Saner, President, UN Committee of Experts on Public Administration
Seconded by: Ms Kelly Culver, President and Principal Consultant, The Culver Group Inc., Canada

 To retain the firm of CKDM, LLP to perform CAPAM’s audit for the fiscal period ending 31 December 2016.

Carried

 

6. Election of Directors

6.1 Report of Nominations Committee, presentation of proposed slate of Directors

The Chair of the Nominations Committee presents the slate of proposed directors which has been considered by the Board of Directors and forms their recommendation for election by the membership for 2016-18.  The nominations are as follows:
 

  • Tan Sri Dr Ali Hamsa, Chief Secretary to the Government, Office of the Prime Minister, Malaysia
  • Margaret Kobia, Chairperson, Public Service Commission, Kenya
  • Jeannine Comma, Chief Executive Officer, Cave Hill School of Business, University of the West Indies, Barbados
  • Bridget Katsriku, Chairman, Public Services Commission, Ghana
  • Deodat Maharaj, Deputy Secretary General (Development), Commonwealth Secretariat
  • Graham Teskey, Principal Global Lead for Governance, AbtJTA, Australia
  • Paul Zahra, Permanent Secretary, European Affairs, Office of the Deputy Prime Minister, Malta
  • Sateeaved Seebaluck, Secretary to Cabinet and Head of the Civil Service, Mauritius
  • Chirruvari Viswaneth, Secretary, Department of Administrative Reforms, Ministry of Personnel, Public Grievances and Pensions, India
  • Bernadette Welch, Permanent Secretary of the Civil Service, Fiji


6.2 Election of the CAPAM Board of Directors (Resolution)

Moved by: Dr John Dzimba, Director General (Head of Institute), Lesotho Institute of Public Administration and Management, Kingdom of Lesotho
Seconded by: His Excellency Benjamin C. Eghan, High Commissioner of the Republic of Ghana  

To elect the slate of directors as presented

Carried
 

6.3 Executive Committee

The Executive Committee is not elected at the General Members Meeting.  Rather, the Board convenes following the General Members Meeting to select from among its directors, a President, Vice-President and Treasurer. The Board has held a discussion and wishes to inform the membership that it has asked Tan Sri Dr Ali Hamsa (Malaysia) to undertake a second term as President of CAPAM. Prof. Margaret Kobia (Kenya) has been asked to take on the role of Vice-President and Mr Paul Zahra will be the Treasurer.  These positions will be made official at the next CAPAM Board Meeting.

 

7. Bylaw change

7.1 Rationale for the amendment to Bylaw 1 (2015) Article 3. (Meetings of Members), Sub-article 3.4 (Quorum of Members Meeting)

The amendment to Bylaw 1(2015) Article 3, (Meetings of Members), Sub-article 3.4 (Quorum of Members Meeting) is proposed in order to ensure that a reasonable quorum may be attained in the years between Biennial Conferences when the General Members Meeting may not be held in conjunction with a large event.


7.2 Amendment 

Moved by: Ms Kelly Culver, President and Principal Consultant, The Culver Group Inc., Canada
Seconded by: Dr John Dzimba, Director General (Head of Institute), Lesotho Institute of Public Administration and Management, Kingdom of Lesotho  

That Bylaw 1 (2015) Article 3. (Meetings of Members), Sub-article 3.4 (Quorum of Members Meetings), which currently reads “A quorum for the transaction of business at any Meeting of Members shall be 20 Members.” shall be amended to: “A quorum for the transaction of business at any Meeting of Members shall be the minimum number of Directors as provided for in the articles”. (Resolution)

Carried

 

8. Adjournment

Moved by:  His Excellency Benjamin C. Eghan, High Commissioner of the Republic of Ghana  
The General Members Meeting adjourns at 6:05 pm

Carried

 

The President thanks the participants for their attendance and continued support to the members of the board. He graciously welcomes newly elected directors. 

Minutes recorded by Gay Hamilton, CEO
With the support of Government of Malaysia volunteers:

Ms. Sujata Muniandy (INTAN)
Mr. Ahmad Faisal Ahmad Ramzi (INTAN)