Minutes General Members Meeting 23 October 2018

Minutes

General Members Meeting

Sunday, October 21, 2018, 5:00 pm
Essequibo Room, Pegasus Hotel 
Georgetown, Guyana 

Note: the GMM was moved to October 23, 2018, in the Board Room at the Georgetown Marriott Hotel at 8:00 am 
 
ATTENDANCE:  

MEMBERS: Dr Ali Hamsa, Malaysia; Mr Paul Zahra, Malta; Ms Mary Rodrigues, Cayman Islands; Dr Jeannine Comma, Barbados; Mr KV Eapen, India; Dr Nana Ato Arthur; Mrs Margaret Saner, UK; Ms Kelly Culver, Canada; Mr Stephen Kirogo, Kenya 

STAFF: Ms Gay Hamilton, CEO; Mr Duane Herperger, Communications 
 
AGENDA  

1. Welcome/call to order

2. Adoption of Agenda (Resolution)

3. Adoption of Minutes of the General Members Meeting held Saturday, April 29, 2017, 8:30 am at the Permanent Mission of Malaysia to the United Nations, New York, N.Y., USA (Resolution)

4. Annual Report 2017 (Resolution)

5. Finance
5.1 Presentation and adoption of CAPAM Audited Financial Statements for the fiscal period ending December 31, 2017 (Resolution)
5.2 Nomination of Financial Auditor for fiscal year 2018 (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)

7. Word of thanks

8. Adjournment 


1. Welcome/call to order 
Dr Ali Hamsa, welcomes the assembled members and staff. He explains that the meeting was moved to the current venue, date and time slot to ensure quorum and thanks those present for attending and for their support. 
 
2. Adoption of Agenda (Resolution)  
The agenda was circulated in advance of the meeting and posted on the CAPAM website.
The date and location was amended as explained above. 

Resolution: To adopt the agenda, noting the change of date and venue. 

Moved by: Paul Zahra 
Seconded by: Margaret Saner 

Carried 
 
3. Adoption of Minutes of the General Members Meeting held Saturday, April 29, 2017, 8:30 am at the Permanent Mission of Malaysia to the United Nations, New York, N.Y., USA (Resolution)   
The minutes were circulated in advance of the meeting and posted on the CAPAM website. 

Resolution: To adopt minutes as circulated. 

Moved by: Dr Jeannine Comma 
Seconded by: Ms Kelly Culver 

Carried 
 
4. Annual Report 2017 (Resolution)   
The Annual Report is presented in PowerPoint format. The highlights include: 

  • CAPAM Strategic Planning Exercise 

CAPAM engaged a consultant to work with staff, interview stakeholders, and conduct research in preparation for a strategic planning session with members of the Board of Directors in New York City, April 2017. This frank and fruitful discourse resulted in the updated Mission, Vision, and Principles that guide CAPAM’s work and interactions. 

Building on these consultations and research, the Board of Directors, staff and key advisors mapped out CAPAM’s strategic directions for the next few years along with the elements that are required for the organisation to remain relevant and responsive to its constituency base. Resulting deliberations confirmed the following areas of strategic focus: 

  • Unleash the Power of the Network 
  • Cultivate Broad Access to Shared Knowledge 
  • Foster Organisational Agility with the Capacity for Impact 

A Strategic Plan was developed based on the focused direction for the organisation, while confirming a shared commitment towards public service excellence. It further establishes the key elements of a new business plan designed to revitalise the organisation. 

CAPAM also undertook a complete revision of its governance structure aiming to modernise its policies and procedures and align them with planning future needs. 

  • Activities included: 
    • UN Committee on Public Administration – CAPAM continues to interact and connect with public administration departments and projects through its capacity as an observer at committee and project meetings 
    • SmartGov Discovery – this project aims to bring public service knowledge into a digital stream. CAPAM has consulted and presented the project plan to numerous experts in the field: 
      • Centre for Public Impact 
      • NESTA 
      • Commonwealth Telecommunications Organisation ICT Roundtable 
      • KSP database project, Canada Revenue Agency, Apolitical 
      • Big Innovation Centre 
      • CWi Hub, Commonwealth Secretariat 
    • CAPAM brought experts together to consult on the project business plan, seek new sources of data and understand technical requirements. An advisory committee graciously gave of their time to support the project. The following provided expertise and direction: 
      • Anil Arora, Chief Statistician of Canada, Statistics Canada 
      • Stephane Dufour, Assistant Chief Statistician, Statistics Canada 
      • Nicholas Wise, Chief Information Officer, Public Safety 
      • Annette Butikofer, Assistant Commissioner and Chief Information Officer, Canada Revenue Agency 
      • Marc Butler, DG, Business and Enterprise Solutions Directorate, ITB, Canada Revenue Agency 
      • Sarah Paquet. Sen. Assistant Deputy Minister, Strategy Branch, Shared Services 
      • Marc Brouillard, Chief Technology Officer for Canada, TBS 
      • Chrystia Chudczak, Executive Director, Innovation Science and Economic Development Canada, Innovation Lab 
      • Sandy Kyriakatos, Employment and Social Development Canada, Innovation Lab 
      • Urvashi Dhawan-Biswal, Director, Employment and Social Development Canada 
      • Michael Karlin, Advisor, Treasury Board Secretariat 
      • Gary Devis, Business Intelligence Manager, Global Affairs Canada 
      • Lena Trudeau, Nuage Strategies and Senior Advisor, Canadian Digital Service 
      • Terry Ansari, Digital Strategist, Senior Advisor 
      • Jeremy Depow, Senior Vice President, ICTC 
      • Justin Longo, Cisco Systems Research Chair in Big Data and Open Government, Johnson Shoyama Graduate School of Public Policy, University of Regina Campus 
      • Dan Duguay, Senior Director Business Development, Canada, Thomson Reuters 
      • Dave Telka, Managing Director, Accenture Health & Public Service – Digital, Accenture 
      • Rodney MacDonald, Senior Manager, Global Public Policy, Intuit 
  • Engaging with other Organisations 
    • Commonwealth Associated Organisations (AOs) and Commonwealth Summit 2018 
  • Communications: four editions of the Commonwealth Innovations Review and six electronic newsletters, website and social media activities 

Resolution: To adopt CAPAM 2017 Annual Report as presented. 

Moved by: Dr Nana Arthur Ato 
Seconded by: Mr Stephen Kirogo, Kenya 

Carried 
 
5. Finance 

5.1 Presentation and adoption of CAPAM Audited Financial Statements for the fiscal period ending December 31, 2017 (Resolution) 

Resolution: To adopt CAPAM Audited Financial Statements for the fiscal period ending December 31, 2017, as circulated 

Moved by: Mr KV Eapen, India 
Seconded by: Ms Mary Rodrigues, Cayman Islands 

Carried 

5.2 Nomination of Financial Auditor for fiscal year 2017 (Resolution) 

Resolution: To retain the firm of CKDM, LLP to perform CAPAM’s audit for the fiscal period ending December 31, 2018 

Moved by: Mr Paul Zahra, Malta 
Seconded by: Dr Ali Hamsa, Malaysia 

Carried 

6. Election of Directors 

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

In a resolution duly moved and passed at the April 27-28 Board meeting in New York, The CAPAM Board of Directors nominated the following directors to form the 2018 Nominations Committee in preparation for the election of the Board of Directors at the General Members Meeting in October 2018: 

  • Jeannine Comma 
  • Graham Teskey 
  • Bridget Katsriku 

The committee proposes the following slate of Directors: 

  • Mr. K.V. Eapen, Secretary, Department of Administrative Reforms and Public Grievances (DARPG), India 
  • Dr. Arthur Ato, Head of the Local Government Service, Ghana 
  • Mr Franz Manderson, Deputy-Governor, Cayman Islands 
  • Mr Graham Teskey, Principal Technical Lead – Governance, Abt Associates, Australia 
  • Ms Bernadette Welch PSM, Permanent Secretary, Ministry of Civil Service, Fiji 
  • Dr Jeannine Comma, Organization Development Specialist, Bahamas 
  • Daniel Watson, Deputy Minister, Crown-Indigenous Relations and Northern Affairs, Canada 
  • Paul Zahra, Permanent Secretary, Ministry for European Affairs and Equality, Office of the Deputy-Prime Minister 
  • Dr Ali Hamsa, Pro-Chancellor, Universiti Tun Hussein Onn Malaysia (UTHM) 

No other nominations were received. The selection of the Executive Committee, President, Vice-President and Treasurer, is made from among the Directors at the next CAPAM Board meeting. 

6.2 Election of the CAPAM Board of Directors (Resolution) 

Motion: To elect the slate of nominees proposed by the CAPAM Nominations Committee 

Moved by Ms Jeannine Comma 
Seconded by: Ms Margaret Saner 

Carried 

7. Word of thanks 
Thanks are extended to all those who support CAPAM by signing up for membership, sponsoring and attending events, and participating in programming. The staff are gratefully acknowledged for their consistent, efficient and reliable work, made evident by the organisation of the Biennial Conference that hosts our meeting today. 
 
8. Adjournment 
Moved by: Kelly Culver to adjourn at 9:15 
 
Carried