JAMAICA ASSOCIATION OF ADMINISTRATIVE PROFESSIONALS Professional Affiliations 1 Aims and Objectives 1 Code of Ethics 2 Definition of an Administrative Professional 2 Members of the National Executive 3 Chapter Presidents 4 Notice of Annual General Meeting 5 Reports of the National Executive Report of the President 6 Report of the 1st Vice President Report of the 2nd Vice President 14 Report of the Assistant Secretary 17 Report of the Secretary 19 Report of the Legal Counsel 21 Report of the PRO 23 Report of Treasurer 27 Audited Financial Statements 30-42 Reports of the Chapter Presidents Report of the Kingston Chapter 43 Report of the Manchester Chapter 53 Report of the Portland Chapter 59 Report of the St. Ann Chapter 69 Report of the St. James Chapter 78 Report of the St. Mary Chapter 84 Convention Standing Rules 85-86 Notes 87 Agenda & Notes 88 Plenary Session Agenda & Minutes 103 Annual General Meeting CONTENTS
JAMAICA ASSOCIATION OF ADMINISTRATIVE PROFESSIONALS 1 Jamaica Association of Administrative Professionals The Office Complex 78 Slipe Road P.O. Box 364 Kingston 5 Telephone: 926-9742 AUDITOR Mrs. Ouida Nesbeth Dunn 13 Linscot Avenue Kingston 19 PROFESSIONAL AFFILIATIONS Partner International Association of Administrative Professionals (IAAP) Member Caribbean Association of Administrative Professionals (CAAP) Member World Administrators Alliance (WAA) AIMS AND OBJECTIVES The Jamaica Association of Administrative Professionals is organized for the purpose of elevating the standards of Administrative Assistants in Jamaica and maintaining among its members a high standard of proficiency and integrity. The Aims of the Association are: 1. To promote and protect the interest of Administrative Assistants 2. To initiate and develop a programme of continuing education. 3. To cultivate a spirit of professional cooperation among its members. 4. To encourage participation by individual Administrative Assistant or groups of Administrative Assistants in worthwhile civic activities. 5. To establish a respected public image of the Professional Administrative Assistants. 6. To encourage professional levels of competence, character and integrity. 7. To promote the highest standards of ethical conduct among its members. 8. To disseminate information on all matters of interest to Administrative Assistants. 9. To increase contacts and acquaintanceships among its members. 10. To cultivate moral responsibility and general character development among its members.
JAMAICA ASSOCIATION OF ADMINISTRATIVE PROFESSIONALS 2 Recognizing the Administrative Professional’s position of trust, we resolve in all of our activities to be guided by the highest ideals for which the Jamaica Association of Administrative Professionals stands, to establish, practice and promote professional standards, and to be ethical and understanding in all of our business associations. We resolve to promote the interest of the business in which we are employed; to exemplify loyalty and conscientiousness at all times; and to maintain dignity and poise under all circumstances. We further resolve to share knowledge; to encourage ambition and inspire hope; and to sustain faith, knowing that the eternal laws of God are the ultimate laws under which we may truly succeed. Administrative Professionals shall be defined as individuals who are responsible for administrative tasks and coordination of information in support of an office-related environment and who are dedicated to furthering their personal and professional growth in their chosen profession. CODE OF ETHICS DEFINITION OF AN ADMINISTRATIVE PROFESSIONAL
JAMAICA ASSOCIATION OF ADMINISTRATIVE PROFESSIONALS 3 Jennifer Wright 2 nd Vice President Althea Cole-Martin Secretary Keosha Neil Public Relations Officer Tamar Elliott, BSc. CAP President MEMBERS OF THE NATIONAL EXECUTIVE Tanya Pinnock-Thomas, Dip. Mgmt 1 st Vice President Ghandi Bennett-Livingston BSc., CAP Legal Counsel Engrigh Mattison, CAP Treasurer Charmaine McKenzie Life Member/ NE Advisor Sheikera Watson Assistant Secretary
JAMAICA ASSOCIATION OF ADMINISTRATIVE PROFESSIONALS 4 CHAPTER PRESIDENTS Tarsha Campbell, BSc St. James Keron Hall Kingston Joyce Malcolm, ASc, A.A. Manchester Vivia Wilson BSc, ASc Portland Paulette Henry Lynch, CAP St. Ann
JAMAICA ASSOCIATION OF ADMINISTRATIVE PROFESSIONALS 5 NOTICE IS HEREBY GIVEN that the Thirty Sixth Annual General Meeting of the Jamaica Association of Administrative Professionals will be held at the Holiday Haven Resort, Runaway Bay, St Ann on Sunday, October 15, 2023, commencing at 9:30 am to discuss matters as listed on the attached Agenda. Dated: This 25th day of September in the year, Two Thousand and Twenty-Three. By Order of the National Executive Althea Cole-Martin, CAP National Secretary NOTICE OF ANNUAL GENERAL MEETING
JAMAICA ASSOCIATION OF ADMINISTRATIVE PROFESSIONALS 6 REPORT OF THE PRESIDENT INTRODUCTION Members of the National Executive, Chapter Presidents, Life Member(s), fellow JAAP Members, it has been an honour and privilege to serve in the capacity of National President of this noble association. The following is the President’s report for the period under review: NATIONAL EXECUTIVE A third hybrid Annual General Meeting was held on Saturday, 2022, October 23. The hybrid meeting took the format of an Inperson representation by the National Executive, Chapter Presidents and one (1) other representative from four of the six chapters at the Holiday Haven Resort, in Runaway Bay, St. Ann. while the general membership participated virtually on the Zoom platform. The following members were elected to serve as the governing body for the Administrative Year 2022 - 2023 President Tamar Elliott First Vice President Tanya Pinnock Thomas Second Vice President Jennifer Wright Secretary Althea Cole Martin Assistant Secretary Sheikera Watson Legal Counsel Ghandi Bennett Livingston Treasurer Engrigh Mattison Lecky Public Relations Officer Keosha Neil Life Member Charmaine McKenzie continued in the capacity of Advisor to the National Executive. PARISH / CHAPTER PRESIDENTS Three of the six chapters of the Association held their Annual General Meetings, and the following members were elected to serve as Chapter Presidents for the Chapter’s Administrative Year June 2023 – May 2024 Kingston Keron Hall Portland Vivia Wilson (third term) St. Ann Paulett Henry Lynch (third term) Both the St. James and Manchester Chapters were constrained by a shortage of members who were eligible or available for serving as Chapter Executives and therefore Special General Meetings were held for both. Past President Tarsha again offered her service as Interim Leader and a group of ladies have volunteered to serve alongside her as an
JAMAICA ASSOCIATION OF ADMINISTRATIVE PROFESSIONALS 7 Interim Chapter Executive. IPP Joyce also offered her services as Interim Leader for Manchester Chapter and currently heads a Steering committee comprising of four (4) persons. The St. Mary Chapter is still on the road to recovery and following this Annual General Meeting, the new Executive will focus on its rebuilding and the training and mentorship of a President to be done. The St. Catherine Group has had its first meeting and the current group of seven (7) persons are looking to increase their number and begin the quest for Chapter Status after fulfilling certain preliminary requirements. MEETINGS Meetings of the National Executive except those held January and August 2023, were held virtually on the Zoom platform. These also held true for the meetings of the Joint National Executive and Chapter Presidents’ meetings. The face-to-face meetings were held at the Trelawny Restorative Justice Centre. Special thanks to our Legal Counsel Ghandi who was very instrumental in securing the venue for our use. I presided over all these meetings and ensured they were held in accordance with Parliamentary procedures. MEMBERSHIP Commendations are in order for the chapters that have defied the odds in a climate where professional, social and other charitable organizations are struggling to attract new members. The action of Chapter executives who have also taken the bold decisions to cull their membership lists after numerous attempts to retain some members, is also commended. As with previous years, there is a strong need for equal focus to be placed on both recruitment and retention. It is imperative that members remain engaged through the fulfilment of their need for volunteerism, networking as well as personal and professional development. Engaged members will drive recruitment as recruits are encouraged by witnessing active participation and engagement. LOCAL CONVENTION/ EDUCATION FORUM Through the efforts of the Convention Committee which comprised members of the National Executive and a select group from the Host Chapter Kingston, we were able to have a successful staging of the 2022 Annual Convention and Education forum over the period, 2022, September 30 – October 2, as we returned to St. James at the Hilton Rose Hall, Resort and Spa, under the theme A Whole New World …Connect and Align for Growth. This event was very successful. As with the 2021 staging, the 2022 event was also modified. Feedback from the participants indicated the need for a return to the previous four-day format of the event. At the time of the penning of this report, the final plans would have been in place for the 2023 event. The Convention Committee comprised the National Executive and a select group from the Host Chapter – St. Ann.
JAMAICA ASSOCIATION OF ADMINISTRATIVE PROFESSIONALS 8 The 2023 event would be held over the period, 2023, September 28 – October 1, in St. James at the Hilton Rose Hall, Resort and Spa, under the theme Leadership in a Diverse Work Environment. This full format event will include the customary seminar on the theme with presenter Marcia Woon Choy and the following concurrent workshops: • Workshop A – Emotional Intelligence with presenter Mrs. Makeba Bennett-Easy. • Workshop B – Communication with presenter Mr. Dervan Malcolm In addition to these the following were added to the four-day event: • Optional Workshop on Retirement Planning – Thursday afternoon • Networking Cocktail – Thursday evening • Social Option – Friday Evening • Awards Banquet – Saturday evening (Chapter Awards to be presented) Based on the registrations received to date, we are on track for another successful event! ADMINISTRATIVE PROFESSIONALS WEEK ® Administrative Professionals Week 2023 was celebrated 2023, April 23 - 29, under the theme “Administrative Professionals … Portraits of Excellence”. The pre-cursor event, the staging of the annual All Island Administrative Professional and Boss of the Year competitions was hosted by the Kingston Chapter. On Sunday, 2023, April 2, the event was held at the Alhambra Inn with a total of sixty-eight (68) persons in attendance. Our guest speaker was Dr. Sasha Shim Shue of the HEART Trust NSTA. Following her spirited speech, the competitions were held with the following participants: Chapter Administrative Professional Boss Kingston Sabrina McDonald Dr. Philippa Campbell Francis Portland Jamila Harry Green Marlon Palmer St. Ann Yanvanie Martin Lorraine Fross The Administrative Professionals were tasked with making a three-minute impromptu speech on the topic, "The Administrative Professional should utilize available options in technology and innovations to improve efficiency and effectiveness". Discuss. They were also each given with a typical office scenario, for which they were to provide a solution/ defence. The Bosses were tasked with speaking extemporaneously for five minutes on the topic, “With the trial and adoption of the four (4) days’ work week gaining momentum in Europe and the 'Rest of the World', Jamaica should also take this into consideration''. Discuss Following the deliberations history was made as the first male participant in the person of Yanvanie Martin was adjudged All Island Administrative Professional of the Year. Runner up position was copped again by the participant from the Portland Chapter. The adjudged Boss of the Year was Dr. Phillipa
JAMAICA ASSOCIATION OF ADMINISTRATIVE PROFESSIONALS 9 Campbell Francis, providing Kingston Chapter with its second consecutive title and the Runner Up position was also copped again by the participant from the Portland Chapter. Both the AIAPOTY and AIBOTY were interviewed on Power 106 on April 24. All chapters hosted and participated in activities, both virtual and face-face to celebrate Administrative Professionals Week. Some of these activities were: CHAPTER APW Activities Kingston - Church Service & Brunch - Courtesy Call on Commissioner of Police - Sitting at the House of Representatives - APD Luncheon - Tour of International Biscuit Company - Civic Treat at Mt. Faith Basic School Manchester Church Service Portland - Church Service - Courtesy call on BOTY - Visits to offices to introduce the chapter - APD Luncheon - Civic donation and presentation to Portland Women’s Centre - Karaoke Night St. Ann - Church Service - Courtesy Call on the Mayor & Custos - Webinar - APD Luncheon - Civic donation to Edgehill School of Special Education St. James - Church Service & Brunch - Lunch time virtual presentation on APD - Daily puzzles/ trivia - Donation to a needy family - Lyme St. Mary Virtual Presentation on Professional Certification with LM Elaine CIVIC/WAYS & MEANS NATIONAL FUNDRAISER & NATIONAL CIVIC ACTIVITY The National Civic Activity 2023 was the painting and addition of covered walkway from the Kitchen to the classroom areas of the Edgehill School of Special Education, located in St. Ann’s Bay, St. Ann. As in the previous years, the activity chosen was that of the All Island Administrative Professional of the Year®. The National Fundraiser took the form of the sale of Bumper Stickers as well as the sale of plastic drinking bottles and wine tumblers. Special commendations to the Kingston Chapter that sold the most bumper stickers. On May 23, 2023, a team comprising some members of the National Executive and St.
JAMAICA ASSOCIATION OF ADMINISTRATIVE PROFESSIONALS 10 Ann Chapter visited the school and did a very superb job of paining the classroom walls. The St. Ann team also included AIAPOTY Yanvanie Martin and the St. Ann Boss of the Year, Mrs. Lorraine Fross. A few parents and three teachers also participated. The services of skilled personnel were also procured to complete the building of the covered walkway. The following were suggested as National Fundraisers: • 5K Walk/ Run • Charity Concert • Benefit Performance (Play) • Fun Day All members were encouraged to register their votes for a selection to be made at the Annual General Meeting. The forms link circulated for voting was https://forms.gle/d5F9bAAEfMVZUcCX8 CHAPTER ACTIVITIES Our chapters continue in their commitment to the varied Civic Projects and in their own way did donations, presentations, treats and time. May they continue to be inspiration to all whom they serve. The following are currently all projects on record for the chapters: CHAPTER CIVIC PROJECTS Kingston Jamaica National Children’s Home, Lincoln Early Childhood Education Centre, Sponsored child at SOS Children’s Village & Street Feeding Programme Manchester Cedar Grove Basic School, Dunrobin Basic School & New Hope Children’s Home, Portland Women’s Centre Foundation – Port Antonio, Muirton’s Boys Home , Randolph Lopez School of Hope & Jamaica Association for the Deaf - Portland St. Ann Women’s Centre Foundation – St. Ann’s Bay, St. Ann Infirmary, St. Christopher’s School for the Deaf , Chester Primary & Infant School and Edgehill School of Special Education St. Mary Pringle’s Home for Girls NATIONAL RETREAT The Annual Retreat of the Association under the theme “Administrative Professionals … Reaffirming Our Values” was held 2023, June 25, in a face-to-face format at the Holiday Haven Resort, Runaway Bay, St. Ann The Portland Chapter set the tone for a very rewarding day with their interpretation of the story of the Prodigal Son as per JAAP. This was followed by an inspiring presentation by our All Island Boss of the Year Dr. Philippa Campbell Francis on the theme and a feature on Parliamentary Procedures by National Legal Counsel Ghandi and Conflict Resolution by LM Charmaine.
JAMAICA ASSOCIATION OF ADMINISTRATIVE PROFESSIONALS 11 The retreat also featured a Breakout session wherein the respective Officers/ Chairpersons and members present were placed in groups as follows, to discuss and return with recommendations and guidelines for the new Administrative Year, while Chapter Presidents and Vice Presidents participated in a Training Session whereby 2 nd VP Jennifer shared lessons learnt and planning tips from her tenure as Chapter Presidents to assist the leaders on their new journey. GROUP RECOMMENDATIONS/ GUIDELINES Civic National Civic Activity – Assist a chosen school to improve some aspect of their security National Fundraiser – select any of the following: • 5K Walk/ Run • Charity Concert • Benefit Performance (Play) • Fun Day All members were encouraged to register their votes for a selection to be made at the Annual General Meeting. The forms link circulated for voting is https://forms.gle/d5F9bAAEf MVZUcCX8 Educatio n • Chapter Educational Seminar to be completed by April o Suggested duration 8:30 am to 4:00pm o Suggested Speakers – 2 Paid Presenters o Certificates signed by President and presenters. • Development Workshops o Suggested duration – 4 hours maximum or what works best for Chapter o Suggested Speakers – Lower budget/ Free (must be expert in topic. • Future Office Professionals o Resume visits and/ or presentations at schools starting September. • Educational Presentations at Meetings o Present on topics to include hosting online meetings and presentations, New Road Code, Money Management, Understanding Diversity & Inclusion, Sexual Harassment law etc. Member ship Recruitment Drive for new members as follows: • Kingston – 10 • Portland - 5 • St. Ann – 10 • St. James – 6 • Manchester – undecided (but more than 1) Chapters would also focus on the top two areas for improvement internally. • Resolution of issues causing conflict
JAMAICA ASSOCIATION OF ADMINISTRATIVE PROFESSIONALS 12 • Effective Membership and Leadership Publicity • NE PRO with assistance of NE Secretary Althea to be provided with content from Chapter PROs for the revision of website. • PROs will collaborate and share ideas for improving Social Media presence on all platforms. • Greater focus to be placed on publicizing the association and its chapters The retreat was closed by me with a presentation on Synergy and a charge for the coming year. Special commendations to 1st VP Tanya for not only coordinating the event but also raising the bar with the provision of Retreat kits for all participants! Kudos to the presenters who all shared their knowledge and special BIG UP to all members who attended especially the first timers! BUILDING FUND / JAAP APARTMENT As was promised at AGM 2022, following Convention 2022 and the collection of all outstanding sums, the following were completed: 1. Surplus earned from Convention 2022 was used to open investment accounts at Barita Investments, which comprises the new JAAP Building Fund account. 2. Estimated amount of $9M to fund Convention 2023 was on placed on a fixed deposit. An interest of $130,000 was earned on this amount and this total was used to pay the deposit for Convention 2023. Following the conclusion and collection of monies from Convention 2023, the cycle will continue wherein the estimated deposit will be placed on a Fixed deposit and any surplus gained added to the Building Fund. We were advised that Scotiabank no longer offered the previous investment type account in which there was over J$1.4 million. This amount has since been moved to Barita Investments and will form a new US$ Deposit account. The Chapter Presidents were advised at our meeting held in August that the National Executive has removed the requirement for Chapters to continue contributing to the Building Fund and utilize these funds in the respective chapters. The Executive would also in consultation with all members refocus on the original purpose for the establishment of the Building Fund. The apartment is still being rented to the expatriate employee of Dolphin Cove. Due to its continued occupancy, a full refurbishment cannot take place, thus where possible repairs will be conducted as we upgrade the facilities and enhance his stay. AD HOC COMMITTEES At AGM 2022, it was noted that there were two areas that required focus and as such Ad hoc committees were to be formed to focus on these. 1. Constitutional Review – Through the efforts of National Legal Counsel
JAMAICA ASSOCIATION OF ADMINISTRATIVE PROFESSIONALS 13 Ghandi and the select members from the Kingston, St. Ann, Manchester, Portland and St. James Chapters, meetings were held each Thursday starting in May and a revised document has been circulated for review and adoption at the AGM. 2. JAAP Branding & Standards – Unfortunately due to my personal challenges this committee had not convened a meeting. I have however pledged my commitment to working on this area for the new period in my capacity as IPP. CAAP, IAAP & WAA The Caribbean Association of Administrative Professionals while still led figuratively by President Charles of Barbados, has been dormant. Apart from having received greetings from President Charles for the Newspaper Supplement; our interaction has mostly been through some mostly one-sided WhatsApp communication. Efforts were made through a coalition of member Presidents to invite her, and the other members of the team chosen in 2018 to attend a meeting to no avail. Each member President is now being encouraged to write a letter requesting the official dissolution of the executive and to arrange for a meeting to decide on the way forward. The IAAP (International Association of Administrative Professionals) has joined the World Administrators Alliance and has reiterated its focus on learning opportunities for the Administrative Professional. For information on the different learning opportunities available through IAAP, members are encouraged to visit the below website: https://www.iaap-hq.org/page/learn Through its new CEO and Board of Directors, the association has made a number of changes which will have lasting impact on its role as a leader in the profession. Contact has been made to CEO Melissa Mahoney in relation to the forging of a new partnership and we will continue to follow up on this matter. I am pleased to announce that the JAAP is now a member of the World Administrators Alliance, and we are listed among the many administrative associations/groups on its website. All members of the JAAP are eligible for subscription to the newsletter and I encourage all to subscribe as the articles provided are great learning tools. For ease of reference, please see the link below https://wa-summit.com/ Our Caribbean Liaison Officer is Ms. Charon Maxime and has been in contact with Caribbean members throughout. The JAAP participated in a special meeting and presentation by the WAA Chair Helen Monument, and we look forward to continued partnership. A face-to-face Summit is being held in New Zealand in March 2024, however for the purpose of those who cannot attend physically there will be a Discussion Session held online in February. We await further instructions from Ms. Maxime on this matter.
JAMAICA ASSOCIATION OF ADMINISTRATIVE PROFESSIONALS 14 MEETINGS, FUNCTIONS & REPRESENTATION During the period under review, I was very pleased to have attended a number of meetings of my home chapter, St. Ann. I was also pleased to have presided over the Election and Installation processes at the Annual General Meeting. In addition, I was able, through the use of technology to participate in virtual meetings of each chapter, albeit some more than others. This for me was a very rewarding experience as I was able to gain more insights on each group, benefit from the educational activities and to put more faces to the names of Chapter members, thereby enriching the moments of our eventual face to face interactions. I hosted two Special General Meetings (Manchester & St. James); and served as presenter at the August Meeting of Manchester. In addition, I was able to participate in APW Church Service and Brunch with St. James Chapter, Education Seminar for St. Ann Chapter, and host the Special Meeting of the St. Mary Chapter during APW. ACKNOWLEDGEMENT To the Life Members of the Association, a group from whom I have gotten insights, encouragement and support throughout the year. To all the members who have called or sent messages of encouragement or given a warm hug or greeting throughout the year. To the very hardworking Chapter executives who continue to defy the odds and being resilient. A very special BIG UP to Interim Leader Tarsha who chose to return to the helm of St. James Chapter, when we thought there was no hope. To Interim Leader Joyce and both Presidents Paulett and Vivia, who also chose to serve as leaders for a third consecutive year. These ladies through their commitment ensured there was continuity and stability in the respective chapters. To the dedicated members of the Kington Chapter Executive for continuing to be the JAAP standard bearers. To Life Member Charmaine who stepped in and was appointed as Advisor to the National Executive, thank you for your counsel over the period and “standing in the gap” at those times that you were not only called upon but just showed up for myself and other members of the National Executive when we needed you most even without realizing it. To the dedicated members of the National Executive, you ladies have worked tirelessly, have made some personal sacrifices, endured much but through it all remain steadfast in your commitment to this noble institution. Special thanks to Sandra at the Secretariat for her resilience and steadfastness; and though he will not read this report, I would also love to acknowledge the assistance of my bearer at work, Dwayne, who has done so many courier duties between the Secretariat, Coordinator Sheila’s place of residence, businesses and my office, that you would believe he is a JAAP representative. All the persons mentioned whether by name or not, provided that little nudge or inspiration to continue forging ahead in a year when I have personally felt as if I was operating on “fumes”. Each interaction reminded me of my “why” for JAAP and to “push through”.
JAMAICA ASSOCIATION OF ADMINISTRATIVE PROFESSIONALS 15 CONCLUSION In conclusion, I give my commitment to continue to serve in whatever capacity required by the new National Executive and to the Chapters, I also will avail myself where I can in the execution of projects etc. “When success becomes non-negotiable; excuses become unacceptable” (Anonymous). A personal decision has been made to make this quote a new mantra for myself in all my endeavours and I close with asking all members of the association to adopt same. Let us focus on the results that we envision achieving. By starting with the end in mind, we develop a sense of purpose and clarity. Let us keep forging ahead. Ladies and gentlemen, my report. Tamar Elliott, B.Sc. National President
JAMAICA ASSOCIATION OF ADMINISTRATIVE PROFESSIONALS 16 REPORT OF THE FIRST VICE PRESIDENT INTRODUCTION Madam National President, National Executive Members, Life Members, Chapter Presidents, Fellow Administrative Professionals, it is with great pleasure that I present a report on the activities carried out in my role as National 1st Vice President. MEETINGS & OTHER JAAP ACTIVITIES I participated in all but one scheduled meeting of the National Executive. Most Joint National Executive and Chapter Presidents Meeting and some scheduled meetings of the Convention Committee. I also attended the All Island Judging of the Boss and Administrative Professional of the Year Competition held on Sunday, 2023 April 02 at Alhambra Inn Hotel in Kingston under the theme “Administrative Professionals…Portraits of Excellence”. NATIONAL RETREAT 2023 One of the main duties as National 1st Vice President is the organization and coordination of the National Retreat. National Retreat was held on Sunday 2023 June 25 at Holiday Haven Condo Resort in Runaway Bay, St. Ann. The event was held under the theme "Administrative Professionals…Reaffirming our Values". All Chapters were well represented at the Retreat. Our All-Island Boss of the Year 2023/ 2024 Dr. Phillipa Cambell Francis gave an informative and well received presentation on “Reaffirming our values”. Following her presentation, Legal Counsel Ghandi led a presentation of Parliamentary Procedures which was well received by all. Worthy of note also was the breakout sessions for Chapter Presidents/Vice Presidents and Committee Chairmen. Special thanks the Life Member/Advisor Charmaine, President Tamar and 2nd Vice President Jennifer who conducted the training session with the Presidents and Vice Presidents and to all other members of the National Executive who ably led the session the Committee Chairman. I am pleased to say that the day was a fulfilling one and persons left the Retreat feeling renewed, refresh and re-energized and ready to serve whole-heartedly in their respective Chapters. ESSAY COMPETITION 2023 Another duty of the National 1 st Vice President is the launch and coordination of the JAAP Essay Competition. The competition was launched in April 2023 and ended July 27, 2023. Entrants were asked to submit essays of not more than 3000 words on the following topic: “The recently implemented Government compensation system is fraught with inherent inefficiencies and anomalies. Discuss”. Three essays were submitted by the deadline date and the winners will be announced at the Annual General Meeting. The main prize for the winner is a Fully paid single occupancy participation at the
JAMAICA ASSOCIATION OF ADMINISTRATIVE PROFESSIONALS 17 Annual Convention and Education Forum 2024 while the Runner-up will receive the Joy Gordon Plaque. All participants will receive Certificate of Participation. GODMOTHERING During the period I was fortunate to serve as Godmother for the St. Ann Chapter. Contact was maintained with the chapter President via phone as best as we could. I was privilege to be a part of their WhatsApp group; however unfortunately to the date of compilation of this report a physical visit was not made. ANNUAL THANKSGIVING SERVICE I attended the Annual Thanksgiving Service with the St. James Chapter on Sunday, 2023, September 03. This was held the Fresh Bread Ministries in Montego Bay, St. James ACKNOWLEDGEMENTS The past year has had its fair share of personal triumphs and challenges, I am thankful however for the gift of friendship formed and professional cooperation that pertains within this association. Special commendations to members of the National Executive who supported me during the year. Special mention must be made of Life Member/Advisor Charmaine who even when called upon at the last minute never tells me no. Special commendation also to Mr. Kanhi Skeen of the National Commercial Bank (NCB) who gifted us with items courtesies of the Bank for the National Retreat and also cash prize towards the Essay Competition. In closing, let me encourage all of us as members to continue keeping on and maintaining the standards of the association even when the “going gets tough”. It has been a wonderful experience serving as 1st Vice President. I have learnt a lot. These are lifelong lesson that will forever be etched on my heart. In closing I want to leave you this quote from 2 nd Timothy 1 verse 7: “For God has not given us a spirit of fear but of power and of love and of sound mind”. T. Pinnock Thomas Tanya Pinnock Thomas 1 st Vice President
JAMAICA ASSOCIATION OF ADMINISTRATIVE PROFESSIONALS 18 REPORT OF THE SECOND VICE PRESIDENT INTRODUCTION Madam National President, National Executive Members, Life Members, Chapter Presidents, and Fellow Administrative Professionals, it is with gratitude that I use this medium to express deep appreciation for your support during the Administrative Year 2022-2023. It was an honour serving in the capacity as 2nd Vice President. Guided by an Operational Plan, I now present a report on the activities executed in my role as National 2 nd Vice President. MEETINGS & OTHER JAAP ACTIVITIES I was fortunate to attend the majority of meetings of the: 1) National Executive 2) Joint National Executive and Chapter Presidents 3) Convention Committee. NATIONAL RETREAT Attended the National Retreat, held on Sunday, 2023 June 25, and made a presentation under the topic “The Year as President”. to the Chapter Presidents and Vice Presidents In addition, I was privileged to attend, participate in, and execute the following activities for the period under review: ALL ISLAND ADMINISTRATIVE PROFESSIONAL AND BOSS OF THE YEAR (AIAPOTY & AIBOTY) COMPETITIONS As outlined in the Operational Plan, the organization and coordination of the event were the responsibility of the 2nd Vice President. This activity is a precursor to the celebration of Administrative Professionals Week 2023. With the assistance from the National Executive, the host Chapter, Kingston, and the cooperation and encouragement from Chapter Presidents and their members, the event was successfully held on Sunday, April 2, 2023, at Alhambra Inn, 1 Tucker Avenue, Kingston 6. As was stipulated by the Association in 2014, the Competition was open to Administrative Professionals who were not affiliated with the Chapters. Three Chapters participated, each fielding participants in both categories, as indicated below: Boss of the Year Administrative Professional of the Year Chapter Dr. Phillipa Campbell Francis Sabrina McDonald Kingston Mr. Marlon Palmer Jamila Harry – Green Portland Ms. Lorraine Fross Yanvanie Martin St. Ann Sixty-two (62) persons (8 less than budgeted) attended, including sponsors/representatives, guest speaker, and judges. We were
JAMAICA ASSOCIATION OF ADMINISTRATIVE PROFESSIONALS 19 privileged to experience a truly inspiring talk by our Guest Speaker Dr. Sasha Shim-Hue on the theme “Administrative Professionals … Portraits of Excellence” which ended in a standing ovation from the audience. Judges for the competitions were Mrs. Makeba Bennett-Easy (Chief Judge) - Transformational Leader/Organizational Development Strategist/HRM, Human Capital Development, People Operations; Dr. Garfield Young (2017 AIBOTY), Associate Professor and Dean of the Faculty of the Built Environment of University of Technology Jamaica; and Miss Alexia Beckford, Program Manager, Jamaica Computer Society The statement on which the bosses delivered their extemporaneous talk was: “With the trial and adoption of the four (4) days work week gaining momentum in Europe and the 'Rest of the World', Jamaica should also take this into consideration''. DISCUSS. The administrative professionals delivered on the statement: "The Administrative Professional should utilize available options in technology and innovations to improve efficiency and effectiveness". DISCUSS Following deliberations by the judges, the following were the results of both competitions: Boss of the Year Administrative Professional of the Year Dr. Phillipa Campbell Francis Yanvanie Martin - the Association's first male winner Runner Up Runner Up Marlon Palmer Jamila Henry-Green Entertainment was provided by Chairman Sharon Campbell of the Kingston Chapter. We are also very thankful for receiving two autographed copies of Dr. Paul Ivey’s books, which were presented to the All Island and Runner-up All Island Bosses of the Year! REVISION OF THE MANUAL OF THE ASSOCIATION I coordinated the revision of the JAAP Handbook, as required. UPDATE THE GENERAL MEMBERSHIP DIRECTORY As a requirement to provide an up-to-date membership listing to the CAAP Executive for distribution to their biannual Convention, the JAAP general membership directory for 2023 was updated through the assistance of the Chapter Presidents and the National Executive. OTHER INVOLVEMENT Participated in the following activities of the Kingston Chapter: 1. General Meetings 2. Fish Fry Fiesta 2023 3. Two Benefit Performance Plays 4. Annual Lapathon 5. APW Church Service and Educational Tour. Thanksgiving Service on Sunday, 2023 September 3. Participated in the National Labour Day Project on Tuesday, 2023 May 23, at the Edgehill Special Education School, St. Ann.
JAMAICA ASSOCIATION OF ADMINISTRATIVE PROFESSIONALS 20 On behalf of National President Tamar, participated on an interview panel for an Executive Assistant at the Jamaica Council for Persons with Disabilities, on Wednesday, 2023 June 28. Attended the St. Catherine Group inaugural meeting on Monday, 2023 August 14. GODMOTHERING During that period, I was fortunate to serve as one of the Godmothers to the St. Mary Chapter. I had the opportunity to organize a virtual presentation on “Professional Certificate, Get Certified, Stay Certified”, on Tuesday, 2023 April 25 during AP Week. The Presenter was Life Member Elaine Gregory. Twenty persons attended, five of whom were Life Members. Maintained contact was the dormant chapter president, Shereka Fairweather, and prospective members. CONCLUSION It was indeed an honour and privilege to have served in the position of 2nd Vice President. I have garnered a lot of experience and am proud to have worked alongside the National Executive team, Chapter Presidents, and members to achieve our objectives for the Administrative Year. In closing, let me encourage all the faithful members to continue keeping on and maintaining the standards of the Association even when the “going gets tough”. 2 nd Vice President
JAMAICA ASSOCIATION OF ADMINISTRATIVE PROFESSIONALS 21 REPORT OF THE SECRETARY INTRODUCTION Madam National President, other members of the National Executive, Chapter Presidents, Life Members, fellow Office Professionals; I thank you for the opportunity to serve as Secretary for the year 2022-2023. DUTIES/ RESPONSIBILITIES: Notice of Meetings, Agendas and Minutes were circulated for all Joint National Executive & Chapter Presidents meetings as scheduled. A record was maintained for all scheduled Joint meetings. The Notice of the Annual General Meeting was circulated as well as the coordination and compilation of all reports required for publication of the Annual Report for this forum. GODMOTHERNG It has been a pleasure serving as God mother to the St. James Chapter. Interim Leader Tarsha and I maintain contact throughout the year, and I had the pleasure of being a presenter at one of their monthly meetings. Despite the challenges the St. James Chapter they are like the phoenix rising from the ashes. MEETINGS & ACTIVITIES I attended and participated in the following activities for the period under review. 1. All meetings of the National Executive and Joint National Executive & Chapter Presidents Meetings. 2. All-Island APOTY and BOTY Judging Competitions held on April 02, 2023, at the Alhambra Inn, Kingston. 3. Inaugural meeting of the St. Catherine Chapter. 4. All Convention Committee meetings held during the period. 5. The National Retreat held at the Holiday Haven Hotel, Runaway Bay, St. Ann, on Sunday, June 25, 2023. 6. All General Meetings and the Annual General Meeting of the Kingston Chapter. 7. General Meeting of the St. Ann Chapter. 8. Attended monthly meetings of the St. James Chapter. 9. Conducted presentation at Portland Chapter Meeting on Email Etiquette in September 2022 10. Conducted presentation at St. James Chapter Meeting celebrating Black History Month (February). 11. APW Church Service of the Kingston Chapter.
JAMAICA ASSOCIATION OF ADMINISTRATIVE PROFESSIONALS 22 12. Sat in the House of Parliament with members of the Kingston Chapter during APW. 13. Attended APW Luncheon with members of the Kingston Chapter. 14. Toured the International Biscuit Company during APW. 15. Annual Thanksgiving Service of the Kingston Chapter. 16. Attended Annual Convention held September 30 - October 2, 2022, at the Hilton Rose Hall Resort and Spa, Montego Bay. CONCLUSION In concluding I want to thank the National Executive Team for their support and would specially like to mention National President Tamar. She is the first National President to serve three years and I must say she did an excellent job. I want to say a big thank you to her for her guidance, patience and take-charge persona that has taught me a lot. Althea Cole-Martin, CAP National Secretary
JAMAICA ASSOCIATION OF ADMINISTRATIVE PROFESSIONALS 23 REPORT OF THE ASSISTANT SECRETARY Madam President, other members of the National Executive, Chapter Presidents, fellow Administrative Professionals, this is the report of the Assistant Secretary for the Administrative Year 2022-2023. MEETINGS Nine (9) meetings of the National Executive (NE) were convened between November 2022 and October 2023. The attendance record is as follows: NAMES NUMBER OF MEETINGS ATTENDED Tamar Elliot 8/8 Tanya Pinnock Thomas 8/8 Jennifer Wright 7/8 Althea Cole-Martin 8/8 Sheikera Watson 7/8 Keosha Neil 8/8 Engrigh Mattison 8/8 Ghandi Bennett Livingston 7/8 Charmaine McKenzie 7/8 The Agendas and Minutes were prepared and circulated for all meetings. ACTIVITIES ASSIGNED Tasks assigned to me by National President Tamar were executed. INVOLVEMENT I attended and participated in the following events: 1. Most scheduled National Executive and Joint National Executive and Chapter Presidents Meetings held during the period. 2. The All-Island Judging Competitions 2023 held at Alhambra Inn Hotel on Sunday, April 2, 2023. 3. St. Mary Chapter APW Presentation on Tuesday, April 25, 2023. 4. All the Convention Committee meetings held during the period. 5. The National Retreat on Sunday, June 25, 2023 at Holiday Haven Condo Resort in St. Ann. 6. Annual Convention held September 29 - October 1 at the Hilton Rose Hall Resort and Spa, Montego Bay. GODMOTHERING I was assigned as one of the godmothers for the St. Mary Chapter but provided very little support in that regard. CONCLUSION It was to my delight that I was afforded the privilege to have served the Association at this level and in this capacity. The experience and knowledge gained were invaluable, and the members’ wisdom, fortitude and passion were commendable and inspiring. I hope I will be privileged to serve again on this Executive. Best wishes and every blessing to the 2023-2024 team. Sheikera Watson National Assistant Secretary
JAMAICA ASSOCIATION OF ADMINISTRATIVE PROFESSIONALS 24 REPORT OF THE LEGAL COUNSEL INTRODUCTION The National President & Officers of the National Executive Chapter Presidents & Chapter Representatives, Honorary & Life Members, Fellow Administrative Professionals. Your endorsement of me to serve in the capacity of National Legal Counsel of the Jamaica Association of Administrative Professionals (JAAP) for the period 2022- 2023 was appreciated. In accordance with this mandate, my role was guided by the Rules & Constitution, Procedural Manuals and Handbooks of our esteemed Association. I remain obliged to our forebearers for their proficiency in penning these documents which have been regulating our portrayal of this body. The following activities were actioned during the period: Review Committee – JAAP Rules & Constitution: At the directive of the National President and as an action item from the last Annual General Meeting (AGM), a Joint Committee was formed to review the Rules & Constitution of our Association. The group consisted of yours truly as well as Parish Chapter representatives as recommended by their respective Chapters. The members of the Review Committee comprised of: • Ms. Shannette Smith, Vice President, Manchester Chapter. • Sharon Campbell, Rules & By-Laws, Kingston Chapter. • Ms. Cynthia Ingram, Rules & By-Laws, Portland Chapter. • Mrs. Sophia McKenzie, Rules & Bylaws, St. Ann Chapter. • Ms. Tarsha Campbell, Interim Leader, St. James Chapter. • Of course, our National President, Tamar Elliott was tagged on all our interactions. The review meetings were held weekly on either a Tuesday or Thursday evening and sometimes both, utilizing the virtual platform. The sessions were vibrant, informative and we garnered clarity from National President Tamar and legal fortitude from our Honorary Member, Ms. Yvonne Ritgaard, Attorney at Law. At the end of the three (3) months’ revision exercise, the recommendations formed by the committee were duly documented and circulated to first the National Executive, Chapter Presidents, the Life Members and general membership. The assessment of all was sought. On behalf of the Review Committee, kindly accept our appreciation to those who took the time to assess the recommendations and provide feedback. CONVENTION COMMITTEE In supporting the preparation initiatives of the Convention Planning Committee for 2023,
JAMAICA ASSOCIATION OF ADMINISTRATIVE PROFESSIONALS 25 the monthly meetings as arranged virtually or physically were attended. NE & JOINT MEETINGS The National Executive and Joint Chapter meetings (regular and extra-ordinary) were attended where possible. All assignments to me from these meetings were carried out. NATIONAL RETREAT In the capacity of Legal Counsel, a presentation was conducted at our National Retreat on Parliamentary Procedures. The presentation comprised of matters allied with the protocols of the Association, standards for conducting or participating at meetings, motions and voting procedures. GODMOTHERING It was my delight to serve the Manchester Chapter this period. It was encouraging to observe the valiant efforts of the Manchester executive team to remain viable and functional through the membership challenges being experienced. ANNUAL GENERAL MEETING In keeping with our Rules & Constitution, all Chapters were notified of the processes which would guide the Annual General Meeting of the Association. Advisory concerning resolution(s) for consideration, the protocols for voting and the eligibility and nomination of candidates to serve on the National Executive were circulated as well. The report of the activities of the Legal Counsel was prepared for submission to the Annual General Meeting of the Association. OTHER ACTIVITIES During the period, I also attended as many virtual meetings as possible and supported the activities of my Parish Chapter, St. Ann. The virtual sessions in regard to the formation of a St. Catherine Group were attended as well those pertaining to the World Administrative Alliance (WAA), and the International Association of Administrative Professionals (IAAP). The contacts made by Chapter representatives seeking advice or clarity on our procedures and requirements were duly addressed. All other duties assigned by the National President were duly completed. CONCLUSION The functions and activities of the reporting period were strongly aided by the support and cooperation of the National Executive as well as the Chapters through their respective representatives. Even with varying challenges, the efforts of all persons who read, complied with, and provided feedback were contributory to these activities being actioned accordingly. The team approach was still very much alive and the tremendous cooperation were commendable. Any success in my performance in this role could not have been achieved had you not promoted
JAMAICA ASSOCIATION OF ADMINISTRATIVE PROFESSIONALS 26 the interest of this Association through your professionalism, resourcefulness and innovation. I remain grateful for all the assistance given. Respectfully, Ghandi Bennett-Livingston National Legal Counsel (2022-2023) GBennettLivingston
JAMAICA ASSOCIATION OF ADMINISTRATIVE PROFESSIONALS 27 REPORT OF THE PUBLIC RELATIONS OFFICER INTRODUCTION Madam President, Members of the National Executive, Chapter Presidents, fellow Administrative Professionals, I am expressing my profound thanks for your confidence in electing me to serve as the National Public Relations Officer. The activities of the National Public Relations Officer for the period November 2022 – August 2023 were as follows: - ALL ISLAND ADMINISTRATIVE PROFESSIONAL AND BOSS OF THE YEAR COMPETITIONS 2023 The Annual All-Island Administrative Professional of the Year and Boss of the Year Competitions were held on Sunday, 2 April 2023 at Alhambra Inn, 1 Tucker Ave in Kingston under the theme, Administrative Professionals... Portraits of Excellence”. The competition was open to sixty (60) members and guests. All Island Administrative Professional of the Year 2022, Ms. Raquel Burford and All Island Boss of the Year 2022, Major Keron Burrell. The Guest Speaker for the event was Dr. Sasha Shim Hue who received a standing ovation from the audience. Representative of the St. Ann Chapter, Mr. Yanvanie Martin copped the title of All-Island Administrative Professional of the Year – the Association’s first male participant and winner. Dr. Phillipa Campbell-Francis representing the Kingston Chapter won the All-Island Boss of the Year title. Runner-up All-Island Administrative Professional of the Year, Mrs. Jamila Henry Green and the Runner up All Island Boss of the Year, Mr. Marlon Palmer both represented the Parish of Portland. Participants of the All-Island Administrative Professionals and Boss of the Year Competition 2023
JAMAICA ASSOCIATION OF ADMINISTRATIVE PROFESSIONALS 28 From left to right Ms. Sabrina McDonald, representing the Kingston Chapter; Mr. Yanvanie A. Martin, All Island Administrative Professional of the Year, representing the St. Ann Chapter and Mrs. Jamila Harry-Green, Runner-up All Island Administrative Professional of the Year representing the Portland Chapter Honorary Member Dervan Malcolm interviewed Mr. Yanvanie Martin – All Island Administrative Professional of the Year. It was an awesome interview. The following companies contributed gifts for the All-Island Administrative Professional and Boss of the Year Competitions. Their contributions were acknowledged by thank you letters. ▪ Dot Personnel Services ▪ Spencer’s Tailoring ▪ W. B. Trophies ▪ Dr. Paul Ivey ▪ Sea Gardens Beach Resort ▪ Hedonism II Resort ▪ Jewel Paradise Cove ▪ Golden Bowl Restaurant I wish to express my sincere thanks to the members of the Kingston Chapter for hosting the AIAPOTY and AIBOTY Competitions. Special thanks to the Chapter Presidents who provided gifts and other persons who assisted with procuring gifts for the Competitions. ADMINISTRATIVE PROFESSIONALS WEEK Administrative Professionals Week 2023 was celebrated during the period April 23 – 29. All six (6) Chapters played an integral role in ensuring that the Week was a success. The Annual Supplement was published on Administrative Professionals’ Day – Wednesday, April 26, 2023, in the Jamaica Observer. Content was also submitted to The Gleaner that was published in their supplement. Thanks to the staff of the Jamaica Observer, team members of the National Executive and Chapter Presidents who assisted to make the supplement possible. JAAP CONTACT Unfortunately, no JAAP Contact was published during the year. JAAP LABOUR DAY PROJECT The team journeyed to the Edgehill School of Special Education in St. Ann and painted a section of the school. A contribution was also made towards the labour cost to construct roofing from the restroom to the kitchen.
JAMAICA ASSOCIATION OF ADMINISTRATIVE PROFESSIONALS 29 JAAP REUNION FUN DAY Fun Day 2023 was planned for 29 July at Benta River and Falls in Westmoreland. Due to low support from the Chapter’s, the event was cancelled. GODMOTHERING As Godmother assigned to the Portland Chapter, I attended one meeting on Wednesday, August 23, 2023. I maintained contact with the President of the Chapter. JAAP WEBSITE/SOCAL SITES The Association’s Instagram and Facebook accounts continue to be updated. The usernames and accounts are as follows: Twitter: nejaapexecutive Facebook (friend): Jaap NationalExecutive Facebook (page): Jamaica Association of Administrative Professionals ACTIVITIES ATTENDED 1. National Executive and Joint National Executive & Chapter Presidents Meetings. 2. Convention Committee meetings held during the period. 3. Workshop hosted by the St. Mary Chapter on Tuesday, April 25, 2023. 4. 1 st meeting of the St. Catherine Group on Monday, August 14, 2023.
JAMAICA ASSOCIATION OF ADMINISTRATIVE PROFESSIONALS 30 5. General Meetings and Annual General Meeting of the St. James Chapter. 6. General Meeting of the St. Ann and Kingston Chapters. 7. Virtual Courtesy call on the Custos of St. James. 8. APW Church Service and Brunch of the St. James Chapter. 9. Contributed to and attend charity donation made to the needy hosted by the St. James Chapter 10. Thanksgiving Service of the St. James Chapter COMMENDATION Let me express thanks and gratitude to National Secretary Althea for her guidance during my tenure. Special thanks to National President Tamar Elliot, National 2nd VP Jennifer Wright and Administrative Assistant Sandra Dowie for their advice and assistance. CONCLUSION This has been a wonderful learning experience and I am grateful for the opportunity to serve this noble association. Keosha Neil, BSc National Public Relations Officer
JAMAICA ASSOCIATION OF ADMINISTRATIVE PROFESSIONALS 31 REPORT OF THE TREASURER INTRODUCTION Madam President, other members of the National Executive, Chapter Presidents, fellow Administrative Professionals, it has been an honour to serve again as National Treasurer for the financial year 2022-2023. The Financial Activities of the National Executive for the period August 01, 2022, to July 31, 2023, are as follows: FINANCIAL STATEMENTS Financial Statements of the Jamaica Association of Administrative Professionals (National Executive) for the year ended July 31, 2023, along with notes to the statements and the auditor’s report has been presented and can be found in the AGM booklet. The Company’s Annual Returns for 2023 were filed at the Companies Office of Jamaica during the period under review. The following were paid at the Tax Administration Jamaica during the period under review: ❖ Monthly Statutory Deductions (S01) ❖ Employer’s Annual Return (S02) ❖ Income Tax Return 2022 (IT02) ❖ Estimated Income Tax 2023 (IT07) BANK BALANCES INCOME FROM CHAPTERS The Chapters continue to maintain the balances on their account with the National Executive. The Income from all the Chapters at the end of the financial period are outline below: Particular $ Amount Membership Dues 2022/2023 131,200.00 AI Judging 2023 270,856.00 Rent (Secretariat) 2022/2023 197,250.00 Pins & Crest 5,050.00 National Retreat 2023 75,000.00 TOTAL $679,356.00 ACTIVITIES Annual Convention & Education Forum 2022 Particulars July 31, 2023 July 31, 2022 Current A/C (Operating Account) $5,633,862 $8,604,625 Investment Account (Building Fund Accounts) $8,970,278 $1,144,010
JAMAICA ASSOCIATION OF ADMINISTRATIVE PROFESSIONALS 32 The Annual Convention & Education Forum was held at the Hilton Rose Hall Resort & Spa, Montego Bay from September 30 – October 02, 2022. The Income and Expenditure are as follows: INCOME: $25,593,105.00 EXPENDITURE: $19,000,920.00 NET SURPLUS: $6,592,185.00 All Island Administrative Professional and Boss of The Year Competition 2023 The All-Island Administrative Professional and Boss of the Year competition was held on Sunday April 02, 2023, at the Alhambra Inn in Kingston. Income and Expenditure are as follows: INCOME: $270,856.00 EXPENDITURE: $299,250.00 NET LOSS: $28,394.00 NATIONAL RETREAT 2023 The National Retreat was held on Sunday June 6, 2023, at the Holiday Haven Resort in Runaway Bay, St Ann. The Income and Expenditure are as under: INCOME $75,000.00 EXPENDITURE $211,500.00 NET DEFICIT $136,500.00 JAAP Apartment The Association owns a studio apartment at Columbus Heights, Ocho Rios, St. Ann. The Apartment is registered under the Tourism Consultant Ltd. And managed by Proprietor Strata Plan #600 The Apartment is currently occupied. The long-term lease agreement would expire in December 2023 Income/Expenditure for the financial year ending July 31, 2023, are as follows: INCOME: $670,000.00 EXPENDITURE: $518,974.00 SURPLUS: $151,026.00 SECRETARIAT The Kingston Chapter continues to share the office space with the National Executive at the Secretariat. The rent for the Secretariat remains at $39,504.29 per month which included maintenance. Administrative Assistant Sandra Dowie continues to maintain the daily operations of the Secretariat. A multifunction Printer was purchase for the Secretariat during the period under review. All statutory deductions related to the Secretariat for the period were paid to the Tax Administration Jamaica. GODMOTHERING I was assigned as one of the Godmother to the Portland Chapter. Contact was made with the President; however, I fell short on my followup duties as Godmother.
JAMAICA ASSOCIATION OF ADMINISTRATIVE PROFESSIONALS 33 CONCLUSION I would like to express my deepest appreciation to the members of the National Executive for their confidence in me to assume the role as Treasurer for the period. The duties and obligations of this role were extensive but, with the support of the National Executive Team all obligations were met. “We cannot all do great things, but we can do small things in great ways.” God Bless! Engrigh P. Mattison-Lecky National Treasurer 2022/2023
JAMAICA ASSOCIATION OF ADMINISTRATIVE PROFESSIONALS 34 JAMAICA ASSOCIATION OFADMINISTRATIVE PROFESSIONALS LIMITED FINANCIAL STATEMENTS JULY 31, 2023
JAMAICA ASSOCIATION OF ADMINISTRATIVE PROFESSIONALS 35 JAMAICA ASSOCIATION OF ADMINISTRATIVE PROFESSIONALS LIMITED FINANCIAL STATEMENTS JULY 31 2023 INDEX STATUTORY FINANCIAL STATEMENTS: PAGE Accountant’s Report to the Members 3 Income and Expenditure Account 4 Balance Sheet 5 Statement of Changes in Equity 6 Statement of Cash Flows 7 Notes to the Financial Statements 8-10 SUPPLEMENTARY INFORMATION: Detailed Income Account 11 Administrative Expenses 12 Statement – Apartment 13
JAMAICA ASSOCIATION OF ADMINISTRATIVE PROFESSIONALS 36 To the Members of JAMAICA ASSOCIATION OF ADMINISTRATIVE PROFESSIONALS LIMITED Kingston I have reviewed the accompanying statement of financial position of Jamaica Association of Administrative Professionals Limited as at July 31, 2023, and the related statements of comprehensive income, statement of equity and cash flows for the year then ended. A review includes primarily applying analytical procedures to management’s financial data and making inquiries of company management. A review is substantially less in scope than an audit, the objective of which is the expression of an opinion regarding the financial statements as a whole. Accordingly, I do not express such an opinion. Management is responsible for the preparation and fair presentation of the financial statements in accordance with International Financial Reporting Standards and for designing, implementing, and maintaining internal control relevant to the preparation and fair presentation of the financial statements. My responsibility is to conduct the reviews in accordance with Statements on Standards for Accounting and Review Services issued by the International Standards on Auditing. Those standards require me to perform procedures to obtain limited assurance that there are no material modifications that should be made to the financial statements. I believe that the results of my procedures provide a reasonable basis for the report. Based on my review, I am not aware of any material modifications that should be made to the accompanying financial statements in order for them to be in conformity with International Financial Reporting Standards. Ouida Nesbeth-Dunn CHARTERED ACCOUNTANT September 25, 2022
JAMAICA ASSOCIATION OF ADMINISTRATIVE PROFESSIONALS 37 JAMAICA ASSOCIATION OF ADMINISTRATIVE PROFESSIONALS LIMITED INCOME AND EXPENDITURE ACCOUNT YEAR ENDED JULY 31 , 2023 Note 2023 2022 $ $ INCOME 3 26,444,757 16,705,000 OPERATING SURPLUS/(DEFICIT)/ 4,421,983 903,257 OTHER INCOME - - After Charging Audit fee 165,000 150,000 NET SURPLUS/(DEFICIT) 4,256,983 753,257 General Reserve at beginning of year 18,076,792 17,323,535 GENERAL RESERVES 22,333,775 18.076,792
JAMAICA ASSOCIATION OF ADMINISTRATIVE PROFESSIONALS 38 JAMAICA ASSOCIATION OF ADMINISTRATIVE PROFESSIONALS LIMITED STATEMENT OF FINANCIAL POSITION YEAR ENDED JULY 31,2023 Note 2023 2022 $ $ FIXED ASSETS 2, 4 5,910,983 6,128,711 CURRENT ASSETS: Accounts Receivable - 12,000 Prepayments 2,000,000 2,629,946 - Withholding Tax - - Short-term Deposits 5 8,970,278 1,144,010 Cash and Bank 5 5,633,862 8,604,625 16,603,141 12,103,081 TOTAL ASSETS 22,513,923 18,231,792 CURRENT LIABILITIES: Accounts Payable 180,148 155,000 NET ASSETS 22,333,775 18,076,792 FINANCED BY General Reserves at Beginning of Year 18, 076,792 17,323,535 Surplus 4,256,983 753,257 22,333,775 18.076,792 On Behalf of the Executive Committee: _______________________________) Director TAMAR ELLIOTT _______________________________) Director ENGRIGH MATTISON-LECKY
JAMAICA ASSOCIATION OF ADMINISTRATIVE PROFESSIONALS 39 JAMAICA ASSOCIATION OF ADMINISTRATIVE PROFESSIONALS STATEMENT OF CHANGES IN EQUITY YEAR ENDED JULY 31, 2023 Share Capital Retained Earnings Total $ $ $ Balance 1 August 2021 - 17,323,535 17.323.535 Surplus 2022 753,257 753,257 Balance 31 July 2022 18,076,792 18,076,792 Surplus 2023 - 4,256,983 4,256,983 Balance 31 July 2023 - 22,333,775 22,333,775
JAMAICA ASSOCIATION OF ADMINISTRATIVE PROFESSIONALS 40 JAMAICA ASSOCIATION OF ADMINISTRATIVE PROFESSIONALS NATIONAL EXECUTIVE STATEMENT OF CASH FLOWS YEAR ENDED JULY 31, 2023 2023 2022 $ $ SOURCES/(USES OF CASH) Operating activitiesNet (Deficit)/Surplus 4,256,983 753,257 Depreciation 217,928 217,928 4,474,911 921,185 Changes in non-cash working components Components: Accounts Receivable 12,000 (12,000) Prepayment 629,946 1,802,320 Accounts Payable 25,149 (54,526) 667,095 1,568,866 Cash provided by operating activities 5,142,006 2,489,051 INCREASE IN NET CASH BALANCES 5,142,006 2,489,051 Net cash balances at beginning of year 9,461,134 6,972,083 NET CASH BALANCES AT END OF YEAR 14,603,140 9,461,134 FINANCED BY: Short Term Deposits 8,970,278 8,317124 Cash and Bank 5,632,862 1,144,010 14,603,140 9,461134
JAMAICA ASSOCIATION OF ADMINISTRATIVE PROFESSIONALS 41 JAMAICA ASSOCIATION OF ADMINISTRATIVE PROFESSIONALS NOTES TO THE FINANCIAL STATEMENTS YEAR ENDED JULY 31 2023 1. IDENTIFICATION: The Association was incorporated on November 6, 1992 under the laws of Jamaica at the Annual General Meeting of the Jamaica Association of Secretaries and Administrative Professionals (JASAP) held on October 3, 2009 a Resolution was passed to change the name to Jamaica Association of Administrative Professionals (JAAP). The new name was registered with the Companies Office of Jamaica on the May14, 2010. The main activities of the Association are: a) To elevate the standards of the secretarial profession by uniting those who are or have been engaged in secretarial and administrative duties and to encourage professional levels of competence, character, and integrity. b) To initiate and develop a programme of continuing education in the secretarial and administrative fields. c) To provide for the delivery and holding of lectures, exhibitions, public meetings, classes, and other conferences calculated directly or indirectly to advance the secretarial profession. d) To raise funds and donate such funds to charitable causes or apply funds to educational pursuits. 2. SIGNIFICANT ACCOUNTING POLICIES: Depreciation Fixed assets are depreciated on the straight-line basis at rates expected to write-off the assets over their useful lives: Office Furniture 10% Apartment Furniture 20% Building 2% .
JAMAICA ASSOCIATION OF ADMINISTRATIVE PROFESSIONALS 42 JAMAICA ASSOCIATION OF ADMINISTRATIVE PROFESSIONALS NOTES TO THE FINANCIAL STATEMENTS YEAR ENDED JULY 31 2023 3. INCOME: Donations and grants are accounted for when received; all other income is accounted for when they arise. 4 FIXED ASSETS: Office Furniture Building Apartment Furniture Total $ $ $ $ At Cost: - 01.08.22 191,867 7,352,429 708,797 8,253,093 Addition Cost 31.07.23 191,867 7,352,429 708,797 8,253,093 Depreciation 01.08.2022 191,866 1,470,487 462,030 2,124,381 Charge for the year - 147,049 70,880 217,928 Depreciation 31.07.2023 191,866 1,617,536 532,910 2,342,309 NBV 31.07.2023 1 5,734,893 175,887 5,910,780 NBV 31.07.2022 1 5,881,942 246.767 6,128,711 5. CASH & BANK: $ JAAP: Bank & Cash: 5,632,862 Fixed Deposit: 8,970,278 14,603,140
JAMAICA ASSOCIATION OF ADMINISTRATIVE PROFESSIONALS 43 JAMAICA ASSOCIATION OF ADMINISTRATIVE PROFESSIONALS NOTES TO THE FINANCIAL STATEMENTS YEAR ENDED JULY 31 2023 6. TAXATION: The Association has been denied Tax Exempt Status by the Commissioner of Income Tax under Section 12(h) of the Income Tax Act. An Objection is in progress.
JAMAICA ASSOCIATION OF ADMINISTRATIVE PROFESSIONALS 44 JAMAICA ASSOCIATION OF ADMINISTRATIVE PROFESSIONALS DETAILED INCOME AND EXPENDITURE ACCOUNT YEAR ENDED JULY 31 2023 2023 2022 $ $ INCOME Dues 131,200 276,900 Local Convention 25,593,105 15,615,000 Pins/Crest 5,050 20,800 Virtual Run - 1,200 National Retreat 75,000 60,000 Rental - Office 197,250 237,024 Labour Day Project - 120,000 Apartment Income (net) (page 13) 151,026 97,536 All Island Judging 270,856 276,900 26,444,757 16.705,360 LESS: Administrative Expenses 22,187,774 15,952,103 SURPLUS/(DEFICIT) 4,256,983 753,257
JAMAICA ASSOCIATION OF ADMINISTRATIVE PROFESSIONALS 45 JAMAICA ASSOCIATION OF ADMINISTRATIVE PROFESSIONALS ADMINISTRATIVE EXPENSES YEAR ENDED JULY 31 2023 2023 2022 $ $ Administrative Fees 681,507 492,235 Telephone 98,783 91,365 Office Rental 474,501 482,691 NE Expense 804,029 760,937 Professional Fees 165,000 150,000 National Retreat 211,500 119,820 Annual General Meeting 167,500 78,000 Donation 72,500 144,699 Local Convention 19,000,920 13,071,872 All Island Judging /APW 299,250 506,874 Miscellaneous 5,000 8,338 Website 85,113 22,579 Bank Charges 22,722 22,693 22,187,774 15,952,103
JAMAICA ASSOCIATION OF ADMINISTRATIVE PROFESSIONALS 46 JAMAICA ASSOCIATION OF ADMINISTRATIVE PROFESSIONALS APARTMENT PERIOD ENDED JULY 31 2023 2023 2022 $ $ INCOME Rent 670,000 660,000 Other income -------- Total Income 670,000 660,000 EXPENSES Administrative Fees - 130,032 Repairs 45,974 117,375 Depreciation 217,928 217,928 Insurance 43,475 31,128 - Commission 66,000 66,000 ________ 518,974 562,464 Surplus 151,026 97536
JAMAICA ASSOCIATION OF ADMINISTRATIVE PROFESSIONALS 47 REPORT OF THE KINGSTON CHAPTER INTRODUCTION OVERVIEW The administrative year 2022/2023 came with many challenges and some victories, however, despite all of the struggles the Chapter was able to achieve its objectives. The Administrative year started with a full slate of executive committee members except for an Assistant Secretary and Membership Committee Chairman, unfortunately three of the Executive Committee Members exited during the year. Nevertheless, the Chapter remained anchored financially and all objectives were achieved. ANNUAL GENERAL MEETING At the 53rd Annual General Meeting held on Saturday, May 28, 2022, the following members were selected to serve on the 2022-2023 Executive Committee: Officers President - Selma Williams, MSc., BSc., CAP-OM Vice President- Dianne Brown Berry, CAPOM Secretary - Nerine Donaldson, CAP, Dip Assistant Secretary - Vacant Treasurer - Keron Hall, Med., BBA Public Relations Officer - Sophia Haye, CAP Standing Committees Education - Indianea Hutton, Dip Membership - Vacant Programme & Entertainment - Arthlyn Drake Shaw, CAP Administrative Professionals Week - Althea Ridley, BSc., CAP Ways and Means - Marlene Davis, CIP-DLP Civic - Tracia Brown, CAP Rules and Bylaws - Sharon Campbell, CAPOM Immediate Past President - Trishana Coke, ASc. MEETINGS National Executive Retreat This was held on Sunday, June 5, 2022, in St. Ann. It was held at the Dr. John McDowell Centre, Pineapple Place, St. Ann. The attendees were the incoming and outgoing Executive Committee Members. Handing Over and Briefing Session The Chapter’s Handing Over and Briefing Session was held at the Secretariat on Wednesday, June 8, 2022, for the new and outgoing Executive Committee Members. Chapter’s Retreat The Chapter’s Retreat for new and outgoing Executive Committee Members was held on Saturday, July 16, 2022, at the Pilotage Department, Port Authority of Jamaica. Executive and General Meetings The monthly Executive Committee Meetings were held via Zoom Platform while the General Meetings were held at the Stephanie Hall Auditorium, Holy Childhood High School, and Exim Bank, 85 Hope Road. Presentations were part of the General Meetings, and Committees and the Executive shared the task of organizing the following.
JAMAICA ASSOCIATION OF ADMINISTRATIVE PROFESSIONALS 48 June (Executive) - “Cyber Crime”, presented by Deputy Superintendent Warren Williams, 2nd in Command at Communications, Forensic and Cyber Crime Division of the Jamaica Constabulary Force (JCF) August (PRO) - “To Preserve Your Mental Health – Post COVID Era”, presented by Mr. Michael Chambers, Counsellor at the Caribbean Maritime University September (P & E) - “Motions and How JAAP uses them”, presented by Past President Bulah McCain of the Kingston Chapter October (Education) –“Financial Opportunities and Financial Wellness”, presented by Mrs. Frances Angus, Wealth Advisor at Sagicor Life Jamaica November (APW) - “Financial Management”, presented by Mrs. Kay Ann Williams Gayle, Personal Financial Officer at the National Commercial Bank, Duke Street, Kingston January (Ways & Means) - “Executive Presence: Poise, Posture and Professionalism”, presented by Life Member Elaine Gregory, Training Specialist of Elatho’s School of Business February (Civic) “Corporate Social Responsibility and our Environment: Treating Causes not Symptoms”, presented by Dr. Andrea Clayton of the Caribbean Maritime University March (Rules and Bylaws) “Good Parenting Skills: a Combat to Crime and Violence”, presented by Mr. Coleridge Minto, Assistant Superintendent of Police at Jamaica Constabulary Force (JCF) April (Membership) - “Managing Safety in the Environment”, presented by Mr. Allan Sappleton, Manager of Occupational Health and Safety at the Caribbean Maritime University Fundraising Events at General Meetings Committees were responsible for organizing a fundraising event at each General Meeting. For those Committees without Chairmen, the fundraisers were organized by the Executive Committee. These fundraising events included tombola, raffle as well as the sale of fruits, cakes and snacks. Christmas Social The Chapter hosted its Christmas Social on Sunday, December 11, 2022 at PAPA DEEZ, 134 Constant Spring Road. The theme was “Mingle and Jingle”. It was a lovely evening. Five members participated in the Christmas Social. Chapter Visits Three Chapter Visits were undertaken during the Administrative Year, as follows: 1. Manchester – held on Wednesday, September 6, 2022, via Zoom platform 2. Portland – held on October 26, 2022, via Zoom platform 3. St. Ann – held on February 15, 2023, via Zoom platform
JAMAICA ASSOCIATION OF ADMINISTRATIVE PROFESSIONALS 49 COMMITTEE ACTIVITIES Public Relations Office The duties of the Public Relations Office were spearheaded by the Executive Team after PRO Sophia was asked to resign due to non-performance. The Executive team with the assistance of Past Presidents Bulah and Antoinette did a magnificent job in executing the planned activities. One issue of the Newswave was produced and circulated to the general membership. Thanks to PP Bulah who spearheaded this production. The procuring of branded Oxford and Polo shirts was done by PP Antoinette and Treasurer Keron. The birthday slideshows were coordinated by PP Bulah. The photographs at functions and various engagements were taken by members of the Executive team. Thanks to Chairman Marlene, Treasurer Keron and Chairman Sharon. Education The duties of the Education Committee were spearheaded by VP Dianne and Treasurer Keron along with other members of the Executive Team, when Chairman Indianea was asked to resign due to overwhelming challenges. Developmental Workshop I was held on Saturday, October 29, 2022. The presenter was Inspector Tanecia Johnson. She presented on the topic “Conflict Management”. There were approximately 30 participants. The Annual Education Seminar was held at the Jamaica Conference Centre on Friday, February 24, 2023. The theme was “Zooming Past the Pandemic: An Opportunity for Growth”. The presenters were Mr. Warren Williams and Dr. Vinette Notice. Approximately 130 persons were in attendance. The participants were presented with Certificates of Participation and received points for recertification. Programme And Entertainment Chairman Arthlyn executed the duties of the Committee. She was unable to get anyone to serve on that Committee and as a result no Committee Meetings were held. The Master Plan of Activities was developed at the Chapter’s Retreat held in July 2022. Chairman Arthlyn finalized the plan and circulated it to the general membership. The Chairman conducted the activity segment at General Meetings and organized the Christmas Social. She also ensured refreshments and the venue were prepared. Chairman Arthlyn was instrumental in having the General Meetings returned to the Training Room at the Exim Bank. Ways And Means Chairman Marlene ensured all Committee Meetings were convened. Fish Fry 2022 The Annual Fish Fry 2022 was held on Friday, November 25, 2022. The Committee purchased 227 lunches from Rainforest Seafoods. The event was a success.