JAMAICA ASSOCIATION OF ADMINISTRATIVE PROFESSIONALS 50 Joint Benefit Performance Play The Ways and Means and the Administrative Professionals Week (APW) Committees hosted a Benefit Performance Play, “Anancy & Pinocchio” (formerly Oliver & Pinocchio 1998) written by Patrick Brown and starring Glen ‘Titus’ Campbell and the Jambiz Crew, on Saturday, March 11, 2023, at the Courtleigh Auditorium. During the intermission, two JAAP branded water bottles and a car vacuum were awarded to the three lucky winners of the raffle conducted. A few phone credits were also given as prizes. All tickets were sold and a profit realized. Administrative Professionals Week Mini APOTY Competition The Mini APOTY Competition was held during the Administrative Year. APOTY/BOTY Competition Members as well as non-members were targeted and invited to participate in the Competition, as well as for members to nominate their bosses. Applications for both APOTY and BOTY were received. Two bosses and three administrative professionals were interviewed. Ms. Sabrina McDonald emerged the winner for the APOTY for 2023 to 2024. Dr. Phillipa Campbell Francis emerged the winner for the BOTY for 2023 to 2024. All-Island Competition The All-Island Competitions was held on Sunday, April 2, 2023, at the Alhambra Inn, 1 Tucker Avenue, Kingston 6, with Kingston Chapter being the Host Chapter. Dr. Phillipa Campbell-Francis, Kingston Chapter’s Boss of the Year, emerged the winner of the AllIsland Boss of the Year (AIBOTY) Competition and Miss Sabrina McDonald (APOTY) represented the Chapter well. Schedule of Activities The Week was observed from April 23-29 2023, under the theme, “Administrative Professionals...Portraits of Excellence.” • Church Service & Brunch – Sunday, April 23, 2023, at the Kingston Open Bible Church, 12 Washington Boulevard, Kingston 20. • Courtesy Call – Monday, April 24, was paid on Major General Antony Anderson, Commissioner of Police at his office located at 103 Old Hope Road. Ten (10) members attended. • Sitting in the House of Representatives – Tuesday, 25 April – Fourteen (14) members attended, twelve (12) members and two (2) non-members, including the AIBOTY and the runner-up APOTY. The attendees were acknowledged by the Speaker of the House of Representative, Mrs. Dalrymple Philibert. • Luncheon – Wednesday, April 26 - was held in the Pavillion, at the Alhambra Inn, 1 Tucker Avenue, Kingston 6. Approximately 100 persons were in attendance. Entertainment was offered by Mrs. Sandy Smith D’Ascola, Songstress/singer and Mr. Leighton Smith, Comedian. Dr. Phillipa Campbell-Francis, AIBOTY, was the Guest Speaker.
JAMAICA ASSOCIATION OF ADMINISTRATIVE PROFESSIONALS 51 • Tour & Civic Treat – Thursday, April 27 - A tour was done of the International Biscuit Company, located at 2E Valentine Drive, Kingston 19. A total of twelve (12) members and one non-member, learned about the mechanical and manual processing, making, packaging, warehouse storage and distribution procedures of chips and biscuits. Additionally, three (3) members attended the treat at Mount Faith Basic School on Friday, April 28, 2023, in Greenwich Town. The children were gifted with colouring books, activity books, crayons, pencils whilst the teachers got pens and they were feted with cake and ice cream. Civic The Chairman of the Civic Committee had not been able to perform her duties. As such, a decision was made by the Executive Committee to write a letter to the Chairman asking her to tender her resignation from the post of Chairman. During the remainder of the Administrative Year, the duties of the committee were executed by members of the Executive. Lincoln Early Childhood Education Centre Donations were given to the School in a timely manner and treats were done. SOS Children’s Village Regular contact was made to the Home, specifically House #9 to sponsored child Tajay and House Mother Aunty Tanalyn. Back to School and Christmas Treats were undertaken and there was the celebration of Tajay’s Birthday. Street Feeding The regular donation of food items was done to the Marie Atkins Night Shelter. Women’s Centre of Jamaica Foundation Toiletries and food items were donated to the Women’s Centre of Jamaica Foundation on Wednesday, March 8, 2023, which was celebrated as International Women’s Day. Rules and Bylaws The Chairman ensured that protocols continued to be observed at all General Meetings. Lapathon The Lapathon was a joint effort of the Rules and Bylaws and Civic Committees. This year, the Lapathon was successfully held on Saturday, March 4, 2023, at the Emancipation Park. There were 16 persons in attendance. The activities included walking, push-ups, hula-hoop and skipping, and there were prizes and surprises. Membership The duties and objectives of the Membership Committee were undertaken by Past President Bulah. Assistance was given at the General Meetings by Chairman Marlene and Members Gillian and Vivienne. Four persons were inducted during the Administrative Year 2022 to 2023. During the period under review, nominations were received, and the following member was recognized as Member of the Quarter:
JAMAICA ASSOCIATION OF ADMINISTRATIVE PROFESSIONALS 52 • Antoinette Lynch - November 2022 to January 2023 CONCLUSION The year, as pointed out before was a challenging one and participation by the general membership really needed strengthening however, with hard work and dedication, we prevailed. Commendations to the members of the Executive Committee and some members who offered support. The work continues as we embark on yet another year’s journey filled with uncertainties. We know that the Lord will carry us all the way. Keron Hall. M.Ed., BBA PRESIDENT (2023-2024)
JAMAICA ASSOCIATION OF ADMINISTRATIVE PROFESSIONALS 53 REPORT OF THE MANCHESTER CHAPTER Madan National President Tamar Elliott, Godmother, Legal Counsel Ghandi, members of the chapter’s Executive, Administrative Professionals, good evening. The Year 2022-2023 was an extremely challenging year, but thankfully, we weathered the storm and made it through. Thanks to everyone who supported the chapter and its activities. Below is a summary of the report of the President for the year under review: The Annual General Meeting of the Jamaica Association of Administrative Professionals, Manchester Chapter was held on 2022 May 18 via Zoom, at 6:00 p.m. EST. The following persons were elected to serve for the 2022-2023 Administrative Year: President Joyce Malcolm Vice-President Shannette Smith Secretary Vacant Asst Secretary Vacant Treasurer Charmaine Foster Public Relations Officer- Jennifer Wilson IPP Sharla Broomfield Committee Chairmen: APW- Vacant Civic- Clover Johnson CAP/Education & Future Admin Professionals- Joan Harvey Programmes & Entertainment/Ways and Means-Judy McLean-Hassel Membership - Vacant During the year, the Public Relations Officer and the Programmes & Entertainment/ Ways & Means Chairman resigned. We thank both ladies for their support in their various capacities. Another member of the Chapter has migrated. Her intention to remain a member is yet to be received in writing. The year 2022-2023 began with our first monthly meeting in June 202 and our Local Retreat was held on July 20, 2022 at the Solomon Harriott Lecture Theatre, NCU. Former Godmother Jennifer Wright, journeyed from Kingston to be with us as we planned for the year ahead. Each Committee Chairman was reminded of their roles and responsibilities. They also shared their committee objectives. Recommendations were also shared as to plans and events that members would want to see the Chapter participated in. Unfortunately, due to the low turnout of members and lack of support, most of the activities were either postponed or cancelled altogether. The Annual church service of the Manchester Chapter was held on 2022 September 04 at the Porus New Testament Church of God. Due to the Covid-19 restrictions, only few members of the Chapter were allowed to attend in person. The president brought greetings and gave an offering on behalf of the chapter. The President presided over 10 of 12 meetings. At the beginning of the year, the meetings were face-to-face but halfway through the year, it was moved to online with the hope that more members would get
JAMAICA ASSOCIATION OF ADMINISTRATIVE PROFESSIONALS 54 the opportunity to attend. One member of the chapter who resides overseas attended as often as she was able to. Due to a lack of a quorum, many of our meetings were cancelled for that month. The chapter had its monthly Executive meeting which was convened the first Monday of each month, prior to the regular monthly meetings. The president presided over the meetings. All notices and programmes of the National executive were shared with the chapter. Where the programme required attendance, members were encouraged to attend. The chapter prepared its report to the regularly scheduled Joint Meeting of the National executive. The chapter was represented at all but one meeting. During the year, several members lost loved ones during the year and the Chapter supported each member through their time of grief. Some of these members include: Deane Cover who lost his aunt, Sharla Broomfield who lost her aunt, Charmaine and Yolanda who lost their father, Joan Harvey who lost a coworker. Members also shared happy moments and we celebrated with them. As we draw the curtain on another year, we know not what the year ahead may bring, but I am hoping that we will be able to keep the interest of the chapter close to our hearts and support in whatever way possible. An extra special thanks to former Godmother Jennifer Wright who gave tremendous support to the chapter for the time that she spent with us. Thanks to our current Godmother Legal Counsel Ghandi Livingston who support the chapter as best as she could. A big thanks to National President Tamar, who met with the chapter and shared ideas and support at a time when I felt I was drowning. She became the “Lifeboat” at the right time. Thank you. Thanks to VP Shannette, who went above and beyond and acted as Secretary for chapter during the year. Despite her myriad of activities in her professional and personal life, she was able to attend all our regularly scheduled meetings and support most of the chapter’s activities. To every member of the chapter who stayed on and kept the chapter going amidst the many challenges that we faced during the year, thank you, thank you, thank you. Joyce Malcolm, BSc. INTERIM LEADER
JAMAICA ASSOCIATION OF ADMINISTRATIVE PROFESSIONALS 55 REPORT OF THE PORTLAND CHAPTER INTRODUCTION Madam President, other members of the National Executive, Honorary members, Chapter Presidents, fellow Administrative Professionals, it is with great pleasure that I report on the activities of the Portland Chapter for the Administrative Year 2022/2023. (June 1, 2022 – May 31, 2023) MEETINGS All Executive and General Meetings were held virtually via the Google Meet platform. General Meetings were held every fourth Saturdays and Executive Meeting every third Saturdays. Social events were held at the Portland Municipal Corporation Conference room. At General Meetings, we invited persons who presented on educational and motivational topics. We participated in educational activities and discussed the business of the Chapter. CHAPTER VISIT The Kingston and St. Ann Chapter participated in our October 2022 meeting. JOINT MEETINGS The President and Vice President represented the Chapter at Joint Meetings for the period under review. ANNUAL GENERAL MEETING (AGM) The Chapter’s twenty-six (26th) Annual General Meeting was held on Wednesday June 2, 2022, at 4:00p.m. The new Executive for the year 2022-2023 was elected as follows: Officers President - Vivia Thomas-Wilson Vice President- Eldoris Vidol Secretary - Marieta White Asst. Secretary- Patrice Gray-Blair Treasurer - Derma Virgo Public Relations Officer – Veronica Palmer Standing Committees: APW - Deidre McNally Membership - Marsha Morgan Education -Committee - Sashalle Bailey Ways & Means - Kamesha Lecky -Jackson Civic - Veronica Palmer Rules & By-Laws- Cynthia Ingram Prog & Entert - Rosemarie Bailey IPP - Marsha Morgan Broderick CHAPTER’S RETREAT There was no retreat of the Chapter for the period, however; the chapter continued to work with the NE Strategic Plan to achieve all the set goals and objectives carried out by the chapter. NATIONAL RETREAT National Retreat was held on Sunday, June 5, 2022 at John McDowell Centre in Ocho Rios St. Ann. Theme for the event was “Administrative Professionals... Maintaining Professionalism". Presentation was done by our current All Island Boss of the Year. It included a series of training session and planning workshop. A total of six (6) members were in attendance.
JAMAICA ASSOCIATION OF ADMINISTRATIVE PROFESSIONALS 56 NATIONAL AGM The National AGM was held on Sunday October 23, 2022, at the Holiday Haven Resort, Runaway Bay. A total of three (3) members from the Chapter were in attendance and other members via the Zoom Platform. REPORT OF THE COMMITTEES PUBLIC RELATIONS OFFICER The Chairperson engaged in the following publicity of the Chapter activities for the period. • The activities of the Chapter was publicized and reminders sent to members through the use of WhatsApp • The events of the Chapter was captured, shared on Facebook and WhatsApp and stored for future reference. Social network The social networks were updated with pertinent information regarding the Chapter. MEMBERSHIP COMMITTEE Total membership of the Chapter to date is nineteen (19). One (1) member was inducted into the chapter November 2023 Membership Retention • Records of members were kept at each meeting. The “buddy system” that was developed in 2019 continued so that each member could liaise with other members who were having challenges attending regular meetings. • We continued to motivate members’ by calling and visiting them so that they still feel a sense of belonging within the chapter. Prospective Member(s) The Chapter continued to recruit members. Presently we have three (3) prospective members attending our meetings. We continue to encourage them and informed them of the benefits and opportunity in becoming a member. The Chapter continued to liaise with prospective members and informed them of our future meetings and events via telephone, email, face to face and other social media platforms. The committee was able to: • visit several workplaces • encourage both members and prospective members to attend our meetings and events. • communicate with interested persons via telephone and social media EDUCATION COMMITTEE Educational Seminar was held via Google Meet on Tuesday March 7, 2023. A total of 21 participant to include members and prospective members. Theme “Invest in your future”. Keeping your Money Safe. Guest Presenter Mr. Hugh Brown, Financial Advisor from Sagicor
JAMAICA ASSOCIATION OF ADMINISTRATIVE PROFESSIONALS 57 Continuing Education Throughout the period; several presenters were invited for a 15 to 20 minutes interactive session on different topics of interest at our general meetings. 90% of the presentations were done online and the others were face-to-face. All schedule presentation were as follows: PRESENTATIONS August 2022 • Mental Health, Ms. Carmelita Holson, Portland Infirmary September • Email Etiquette, Mrs. Althea ColeMartin, National PRO, JAAP February • Basic Estate Planning, Ms. Cynthia Ingram, Certificate of Higher Education in Law, (CERTHeLaw), University of London/Rules and By-Law ChairJAAP) March • Disaster Preparedness Ms Denise Lewis, Portland Municipal Cooperation, April • Administrative Professional Portraits for excellence • Dr. Maureen Campbell, APW Luncheon – Hotel Tim Bamboo PROGRAMMES & ENTERTAINMENT The committee partnered with all committee to ensure all activities were done. A chapter’s fun day was October 23, 2022 at the College of Agriculture, Science and Education Pavilion
JAMAICA ASSOCIATION OF ADMINISTRATIVE PROFESSIONALS 58 CIVIC COMMITTEE The chapter was engaged in several collection drives and charity cards to raise funds for our three main charities, namely the Women’s Centre, Muirton Boys Home and School of Hope. WAYS & MEANS The chapter organized a lapathon which was a success. Tokens were given to the First and second place for the most monies collected. Over $30,000.00 was received. ADMINISTRATIVE PROFESSIONALS WEEK (APW) APOTY and BOTY – Local Competition The mini-Competitions were done. The committee selected APOTY 2023 Mrs. Jamiela Harry -Green, Executive Secretary to the Mayor on Thursday February 16, 2023 and BOTY Marlon Palmer, VP -Admin and Operations of the College of Agriculture, Science and Education (CASE) on Friday March 10, 2023. Sashing was done Friday March 31, 2023. All Island APOTY and BOTY Competition The annual All-Island Administrative Professionals and Boss of the Year Competition were held in Kingston at the Alhambra Hotel in Kingston, ten persons were in attendance. Mrs. Jamiela Harry-Green, Marlon Palmer were All-Island Second Runner-Up for the year 2023/2024 Farewell To our out-going Administrative Professional, Miss Movia-Gayle Geohagan, Receptionist/ Telephone Operator from the College of Agriculture, Science and Education and the Boss of the Year Mrs. Jennifer Brown-Cunningham, CEO of the Portland Municipal Cooperation. We thank you both for representing the chapter well in your reign for the period 2022/2023. The Chapter’s activities for the week were exceptional. The following were accomplished throughout the week.
JAMAICA ASSOCIATION OF ADMINISTRATIVE PROFESSIONALS 59 Administrative Professionals Week (APW) APW 2023 activities were celebrated during the week of April 23 – 29, 2023. The Theme “Administrative Professionals…Portraits of Excellence”. Sunday Members attended Church Service held at the Port Antonio Baptist Church, Port Antonio under the theme” Administrative Professionals…. Portraits of Excellence” Monday Courtesy call on Mr. Marlon Palmer, Vice President for Operations and Management, at the College of Agriculture, Science and Education (CASE). A total of 9 members were in attendance. Tuesday Members visited sponsors, selected offices of prospective administrative professionals where we were engaged short presentations by our APOTY/AIPOTY Mrs. Jamiela Harry-Green and discussion surrounding the theme and sensitize them about the chapter’s activities and about the Association Members of the Portland chapter having short sessions with Admin assistants, secretaries and bosses at the Port Antonio Parish Library Wednesday The Chapters’ luncheon was held at Hotel Tim bamboo, a total of 44 persons participated. The cost per person was $5000.00 which leave us at a breakeven point.
JAMAICA ASSOCIATION OF ADMINISTRATIVE PROFESSIONALS 60 Thursday Visited one of our Charities –Women’s Centre, where a short presentation was done by our ABOTY/AIBOTY Runner-up Mr. Marlon Palmer. Thursday Night We closed off the week with a Karaoke Night at the Hip Strip where we had fun, dance, food, and laughter. Friday – In-Office day OTHER HIGHLIGHTS ANNUAL CONVENTION AND EDUCATION FORUM 2022 The 2022 Annual Convention & Education Forum of the Jamaica Association of Administrative Professionals (JAAP) was held September 30 to October 2, 2022, at the Hilton Rose Hall Resort & Spa – Montego Bay. A total of 5 members and 3 prospective members were in attendance. CHAPTER’S THANKSGIVING SERVICE Nine (9) members attended the Church Service at the Port Antonio Baptist Church on Sunday September 04, 2022. President, VP and Treasure did a short greeting; the PRO Veronica read the second scripture. The group then did a song selection at the end of the programme. REMEMBRANCE DAY The chapter was in attendance at the Remembrance Day Ceremony on Friday, November 11, 2022 at the Port Antonio Square, where the runner-up Allisland APOTY 2022/2023 presented a wreath on behalf of the fallen soldiers who fought in World War I & II
JAMAICA ASSOCIATION OF ADMINISTRATIVE PROFESSIONALS 61 GODMOTHERING Our Godmother Althea did an exceptional job with ensuring that we were well looked after, continues communication and never too busy to answer or respond to our calls no matter how simple the request may be. She liaised with us, encouraged us and whenever her council is needed, she is always present. We want to thank her and salute her for a wonderful year and we welcome or new mother with open arms. APPRECIATION TO MY CHAPTER MEMBERS This year has been an exceptional one. Together we’ve conquered projects, improved in meeting attendance, overtaken deadlines, and charted success after success. Thanks to the executive team and other members for your vital contribution and for a wonderful year of hard work and determination. CONCLUSION My fellow Administrative Professionals, thank you all for your help and support during this Administrative Year, despite it being a challenging one. I pledge to support you all as best as I can. I trust that for this new Administrative Year, we will continue to see improvement in the Chapter, the Association, and our personal and professional lives. I am ever grateful for the knowledge gained, exposure and opportunities that positively impacted my personal and professional growth and development from being a member of JAAP. ________________ Vivia Thomas Wilson PGDE, B.Sc., A.Sc., President
JAMAICA ASSOCIATION OF ADMINISTRATIVE PROFESSIONALS 62 REPORT OF THE ST. ANN CHAPTER INTRODUCTION Madam President, Members of the National Executive, Chapter Presidents, Sister Administrative Professionals. I graciously present the report of the St. Ann Chapter for the Administrative Year 2022/2023. With God all things are possible, the onset of COVID-19 had posed a myriad of challenges but yet end out as a blessing in disguise. Giving thanks for how we were able to navigate through whatever obstacles presented themselves. MEETINGS Our meetings were held both online and face-to-face alternately each month either on a third Wednesday online or a third Saturday face to face and Executive Meetings on a second Wednesday. With much gratitude all scheduled meetings were held. Presentations at meetings continued although online. The Presentations were quite informative. They were as follows: August 2022 Instagram 101, Presenter, Ms. Jaunique Tennant. September 2022 Road Safety…The New Road Traffic Act, Presenter: Mr. Kenute Hare, Director, Island Traffic Authority February 2023 Five Love Languages, Presenter, Ms. Patricia Russell The Chapter was also able to join all other Chapter Meetings during the period. Joint NE/Chapter President Meetings The Chapter was represented at all Joint National Executive and Chapter President Meetings held during the period. Annual General Meeting The Chapter’s Annual General Meeting was held on 2023 Saturday, May 20 and the following were elected to serve for the 2023 to 2024 Administrative Year: Officers President – Paulett Henry-Lynch Vice President – Sharon Williams Secretary – Shanice Crosdale Assistant Secretary – Shawna-Kay GibbsJohnson Treasurer – Regina Hyman Public Relations Officer – Cheryl TrailleTennant Chairmen APW – vacant Civic – Antoneka Burnthorne
JAMAICA ASSOCIATION OF ADMINISTRATIVE PROFESSIONALS 63 Rules & Bylaws – Sophia McKenzie Education – Sejae Burey Membership – Kerry-Ann Broderick PEWM – Akiva Henry IPP – Marilyn Wisdom Banjo The one vacant position of, APW our IPP Marilyn was asked to mann this portfolio and she graciously accepted the task. Handing over of files was done at our Local Retreat along with the duties and responsibilities. The newly elected Executives were duly installed. SPECIAL MEETINGS The scheduled special Meetings were held Break Out Meeting/Christmas Social held on Saturday, 2022 December 10 held at TIKI Tail Restaurant, Richmond Llandovery. The meeting took the form of a Luncheon and activities included Christmas Fundraiser Raffle and Grab Bag. Nine members and two family members were in attendance. Local Retreat The Local Retreat was held Saturday, 2023 July 8, at the boardroom of the St. Ann Development Company. It was a retreat geared towards training the Executive, especially those who were serving for the first time. Our BOTY Ms. Loraine Fross was the Motivational Presenter while President Paulett, Vice President Sharon, PRO Cheryl, Life Member Claudia, and Ex-Officio Member Yvonne were the other presenters. CHAPTER FINANCES Life Member/Treasurer Claudia continued to manage the financial affairs of the Chapter. The Chapter, despite having a debt-free status, we were faced with many challenges financially in order to host our events, particularly our APW Luncheon. We give thanks for the innovativeness and prowess of our stalwart Executives who were able to use the credibility of the Chapter to earn an unofficial loan to offset this venture.
JAMAICA ASSOCIATION OF ADMINISTRATIVE PROFESSIONALS 64 The committee has committed itself to collecting all outstanding monies, especially from dues. PUBLIC RELATIONS The Chapter’s presence continued to be enhanced on social media platforms - Instagram, Facebook, and WhatsApp. All accounts were updated with photographs of various Chapter events and activities. Information on meetings was circulated via flyers, and emails on social media. Four (4) publications of our Newsletter – SASS News were done. Thanks to our PRO Cheryl who performed well in this position, our visibility was shared far and wide. MEMBERSHIP For the administrative year in review, the membership stood at twenty-nine (29) full members, one (1) Life Member and one (1) Honorary Member. During the period, three (3) members were inducted into membership. Namely: Regina Hyman, Shanice Crosdale and Saneita GayleHenry. There are six (6) prospective members on record. Unfortunately, we lost one of our honorary members through death, Pam Pottinger, a matriarch of the Association. She was one of the founding members of the St. Ann Chapter. Three members attended her Funeral Service. Membership Dues Chairman Marilyn consistently pleaded with members with outstanding dues to pay up and also to make use of the payment plan available. Members were acknowledged accordingly via the Social Circle Club for their birthdays, anniversaries, special achievements and moments of celebration, and also times of sorrow during the period. COMMITTEES Civic Activities relating to our charities were delayed until APW. The following were the activities undertaken. On Thursday, 2023 April 27 Civic Chairman Odette, President Paulett and
JAMAICA ASSOCIATION OF ADMINISTRATIVE PROFESSIONALS 65 AIAPOTY Yanvanie Martin, BOTY Loraine Fross, and a team from Save a Village NGO visited the St. Edgehill School for the Special Needs and made Presentations with a cheque to the value of ($50,000.00) Fifty Thousand Dollars from the NCB Foundation and donations of school items, toiletries and sanitizers for the children. On Monday, 2023 May 1, The team including AIAPOTY Yanvanie Martin, BOTY Loraine Fross also visited the Women’s Centre and the Infirmary and donated toiletries, personal items, and toiletries. On Friday, 2023 May 19, President Paulett, Civic Chairman Odette, Member Antoneka, and AIAPOTY Yanvanie visited the St. Christopher’s School for the Deaf where they were lavishly treated with various novelties which they were quite excited to have. Read Across Jamaica Day The Chapter participated in the Read Across Jamaica Day at four (4) different schools. Cenotaph Wreath Laying APW Chairman Sharon and President Paulett attended the Ceremony at the Cenotaph and laid a wreath on behalf of the Chapter in remembrance of our World War Veterans. International Coastal Clean Up
JAMAICA ASSOCIATION OF ADMINISTRATIVE PROFESSIONALS 66 The Chapter partnered with the NERHA and the Sandals Foundation and participated in the International Coastal Clean-up Day in September 2022, the team included past APOTY Akiva Henry. The Chapter will seek to register for our own project in 2023. Flag Raising Ceremony The members of the Chapter attended the National Civic Flag Raising Ceremony held at the St. Ann’s Bay Baptist Church on Saturday, August 6, 2022. Chamber of Commerce In a bid to gain more visibility to the Chapter and the Association the Chapter applied and was accepted as a member of the St. Ann Chamber of Commerce. National Day of Mourning Members of the Chapter participated in Devotion at the Ocho Rios Methodist Basic School during the National Day of Mourning held on Friday, June 23, 2023. All Island Administrative Professional of the Year (AIAPOTY) Mr. Yanvanie Martin read the Governor General’s Proclamation. All the charities expressed their appreciation for the gifts presented. They were also very happy to have us. EDUCATION, CAP/FUTURE OFFICE PROFESSIONALS Chairman Sejae, unfortunately, had to resign from this position due to personal challenges she was facing. The Executive along with President Paulett was challenged with the task of manning this portfolio. The Education Seminar became a part of the APW activities. During the year a number of the members continued their pursuit in completing Administrative courses with HEART/NSTA. The Webinar was held on Tuesday, 2023 April 25 titled, “Self-Care & Stress management: Effective Strategies for a Balanced Lifestyle” this was included in a Package planned for APW. The attendees will be provided with a certificate of participation. PROGRAMME, ENTERTAINMENT, WAYS AND MEANS Chairman Shiann manned the portfolio despite working out of the parish which poses some difficulties.
JAMAICA ASSOCIATION OF ADMINISTRATIVE PROFESSIONALS 67 During the period she managed to plan the Christmas Fundraiser Raffle, planning of the 47th Anniversary Meeting, Breakout Christmas Social. The Chapter’s Operational Plan was also created and presented to the chapter and the National Executive. Administrative Professionals Week All-Island Judging Competition 2023 The All-Island Judging Competition was held on Sunday, 2023 April 02 at the Alambra Inn, Kingston hosted by the Kingston chapter. Several Training Sessions were held with our representatives in preparation for the Competition. The Chapter’s representatives to the competition were Miss Loraine Fross and Mr. Yanvanie Martin. We are proud to report our success as Mr. Yanvanie Martin created history as the first male contestant and also copping the title as AIAPOTY. Our BOTY was not successful this time around but is confident that both will continue to represent us well throughout their reign. Congratulations to both and special mention of our AIAPOTY Yanvanie Martin. Looking forward to him being the first male member of the Chapter. ADMINISTRATIVE PROFESSIONALS WEEK 2023 Administrative Professionals Week (APW) was celebrated during the period 2023 April 23 – 29 under the theme, “Administrative Professionals… Portraits of Excellence” with Administrative Professionals Day celebrated on Wednesday, 2023 April 26. The activities for the week were as follows: Sunday. April 23 - Church Service, Ocho Rios Baptist Church. Monday, April 24 - Courtesy Calls on the Mayor, Counsellor Sydney Stewart and the Custos, Hon. Mrs. Norma Walters. Tuesday, April 25, Webinar, online Zoom
JAMAICA ASSOCIATION OF ADMINISTRATIVE PROFESSIONALS 68 Wednesday, April 26 – Luncheon at Couples San Souci, Ocho Rios. Thursday, April 27, Visit and Presentation at the Edgehill School for Special Need, our newest charity, also presentation at the Infirmary. Friday, April 28 – Relax day. Saturday, April 29 - Membership Mingle which was postponed. RULES & BYLAWS Chairman Nicole lives out of parish which posed a challenge for her participation and attendance. However, the executive under the guidance of IPP Marilyn guided the proceeding of the activities in accordance with the Constitution. All procedures were followed and the duties of the Sergeant-atArms were well executed. OTHER ACTIVITIES In addition to the activities organized on behalf of the various portfolios, the following activities were also completed: JOINT CHAPTER PRESIDENTS/NATIONAL EXECUTIVE MEETINGS The Chapter was represented at all meetings by President Paulett and VP Leonie also reports were submitted. ANNUAL THANKSGIVING SERVICE The Chapter celebrated in the Annual Thanksgiving Service at the Grateful Hill Baptist Church, the home church of our Boss of the Year 2022-2023, Mr. Raymon Treasure on Sunday, 2022 September 04. Mr. Treasure was the preacher. Five members were in attendance and VP Leonie brought greetings on behalf of the President. NATIONAL AGM & AWARDS 2022 The Association’s /Plenary/Annual General Meeting 2022 was held on 2022 October 16 at Holiday Haven Resort, Runaway Bay, St. Ann at 9:30 am. Two (2) members from each Chapter along with the President were invited to attend. The Chapter was represented by Myself and IPP Marilyn. Other members were in attendance online via Zoom. The Chapter was pleased that two (2) members of the Chapter were returned to serve on the National Executive. They are President Tamar and Legal Counsel Ghandi. We were again awarded as the Runner-up Most Improve Chapter and the first to receive
JAMAICA ASSOCIATION OF ADMINISTRATIVE PROFESSIONALS 69 the Gloria Henry Award for the most Innovative Chapter. NATIONAL CONVENTION 2022 The Convention was held at the Hilton Resort in Montego Bay September 30 to October 2 hosted by the Kingston chapter. President Paulett represented the Chapter at the seminar on Friday, November 12. The chapter accepted the request to host Convention 2023, a team consisting of four members namely: President Paulett, IPP Marilyn, PRO Cheryl and Member Yvonne have been attending the Monthly Planning Committee Meetings. CHAPTER VISIT The Chapter was pleased to have joined all the other chapters at their meetings at various times, the meetings were held via Zoom. ANNUAL LABOUR DAY PROJECT The project was slated for the Edgehill School of Special Education and was the project for the All Island Administrative Professional of the Year, Mr. Yanvanie Martin. The St. Ann Chapter won the title, hence the project was assigned to the Chapter. The project involved painting a section of the school along with the construction of a covering of a section of the school in the vicinity of the kitchen. The construction was done by professional workmen. The day’s activity was led by Mr. Yanvanie Martin (AIAPOTY) and accompanying him were President Paulett, APW Sharon, Ms. Loraine Fross (BOTY), along with members of the National Executive President Tamar, 1 st VP Tanya, 2nd VP Jennifer and PRO Keosha. Thanks to the National Executive for the participation and contribution towards the full cost of the project. GODMOTHERING We express sincere thanks and much appreciation to our Godmother Engrigth Matterson who continued to served as Godmother for the period 2020/2023. Also to our new Godmother Tanya Pinnock-Thomas. Our new Godmother made several request to be at our meetings but was turned down due to the activities that were planned for those particular meetings. We pledge to accommodate her whenever possible. CONTRIBUTIONS/OFFERINGS The Chapter made contributions by way of offerings at each church service in the amount of $5,000.00 at each service. Also contributed to a columbarium at the Anglican Church in Ocho Rios at the funeral service for Honorary member Pam Pottinger.
JAMAICA ASSOCIATION OF ADMINISTRATIVE PROFESSIONALS 70 REWARDS & RECOGNITION The Chapter recognized all our members for their achievements or special moments throughout the year through the Chapter’s Membership Social Circle Club. They were presented with tokens, certificates or trophies. The President’s Award was presented to IPP Marilyn for her invaluable support and guidance. PRO Cheryl was presented with the trophy for the most outstanding Officer while APW Chairman Sharon for the most outstanding Committee. New Member Regina was presented with a trophy for the most outstanding new member. The members were also highlighted on the various social media led by our PRO Cheryl. SYMPATHY Expressions of comfort and peace to all who have suffered the loss of family members or friends. ACKNOWLEDGEMENT We express thanks to all our partners who stood with us throughout a challenging year. To the other Chapters, the National Executive, the local Executive, and the Members, your assistance in whatever way have not gone unnoticed, we appreciate you as all your contributions had add some value and worth to our accomplishment. CONCLUSION As the year in review closes and I reflected, I say again “To God be The Glory Great Things He Has done”. At the start, a year or two seems so far away and the thought of the myriad of things to accomplish and here we are at the end. Looking towards a fresh start. I give praise. Ladies I am grateful for the experience gained and is ready to face other challenged as I have proved that in my weaknesses God will make me strong. I leave this quote from Ronald Reagan, “The greatest leader is not necessarily the one who does the greatest things. He is the one that gets the people to do the greatest things.” Paulett Henry-Lynch, CAP Chapter President 2022-2023
JAMAICA ASSOCIATION OF ADMINISTRATIVE PROFESSIONALS 71 REPORT OF THE ST. JAMES CHAPTER Madam National President, other members of the National Executive, Chapter Presidents, fellow Administrative Professionals, good afternoon. It is my pleasure to present the report of the St James Chapter for the 2022/2023 administrative year. INTRODUCTION Great organizations do not just emulate success, they learn from mistakes. In the St James Chapter the start of the 2022/2023 Administrative Year was mixed with uncertainty and despair. There was so much to do with so little resource. At times even the simplest of tasks appear to be of gigantic proportions. Being unable to secure a slate for AGM in May 2022, five (5) members volunteered to keep the Chapter afloat while we embarked on a path to grow membership and rebuild the Chapter. For the entire year, the St James Chapter remained in transition; changing the way we did most things while keeping members engaged in our activities. As we look back, we are proud that the St. James Chapter, through the dedication and commitment of its members was able to accomplish most of its goals. This report will highlight these achievements during the period. MEETINGS a. Extraordinary General Meeting An Extraordinary General Meeting of the Jamaica Association of Administrative Professional, St James Chapter was held on June 22, 2022 and chaired by National President Tamar Elliott. The outgoing 2021/2022 Chapter’s Executive Committee was dissolved. Given the issues with low member participation and members’ unwillingness to serve on the Executive Committee the Chapter could not convene an Annual General Meeting. As a Past President, I offered to assist with the current issues and was appointed, Interim Leader by the National Executive President, Tamar Elliott. Members Carla Edwards, Andria Williams, Inderia Adjudah and Keisha Lewis gave their commitment to work along with me during the year. b. Chapter’s Planning Meeting The team met on Sunday, July 31, 2022, to formulate strategies for the administrative year 2022/2023. The highest priority was Membership, with a focus on growth and retention. Being cognizant of the current issues such as the lack of resources, inactive members, and low membership growth we decided on curtailing the events for the year and to leverage the opportunity to improve membership growth. c. Executive and Regular Meetings The Chapter’s Executive and Regular meetings continue to be held on the first and second Wednesday of each month. During the period, all Executive meetings were held virtually via the Zoom platform. All but two (2) Regular meetings; August 2022 and April
JAMAICA ASSOCIATION OF ADMINISTRATIVE PROFESSIONALS 72 2023 were also held virtually, via the Zoom platform. The regular meeting held on August 10, 2022 was held at the Burchell Baptist Church Hall and the April 12, 2023 regular meeting was held at the St James Municipal Corporation’s Council Chamber Room. Unfortunately, no regular meetings were held for October and December 2022. Where possible we included educational and motivational presentations at meetings. During the year we also encouraged membership suggestions and held two (2) Think Tank Sessions during the months of January and March 2023. At the sessions, issues of a lack of membership participation, proposed activities and events were discussed and resolutions agreed on. Month Presenter Topic August 2022 Mrs ShellyAnn Fung King, CEO VIP Attractions “Creating a Winning Mindset” September 2022 Phylicia Grant Taylor “Tips for Virtual Admin Assistants” November 2022 Nurse Iris Wilson “Women’s Health and Wellness” January 2023 Interim Leader, Tarsha Campbell Brainstorming/ Think Tank Session: “Paving the way forward for the Chapter” February 2023 Mrs. Althea Cole Martin NE Secretary/Chap ter’s Godmother “Black History: Empowering Women” March 2023 Interim Leader, Tarsha Campbell Brainstorming/ Think Tank Session: “Where do we go?/What is next for the Chapter?” The Minutes and Agenda for all meetings were circulated via email monthly. d. National Executive Annual General Meeting NE Annual General Meeting was held on October 23, 2022 at the Holiday Haven Resort, Runaway Bay, St Ann. Members of the St James Chapter joined via the Zoom platform. Commendations were shared to the outgoing NE Committee Members for their efforts. Congratulations were conveyed to the incoming NE Committee Members: • Tamar Elliott – National President • Tanya Pinnock-Thomas – 1 st Vice President • Jennifer Wright – 2 nd Vice President • Althea Cole-Martin – Secretary • Sheikera Watson – Assistant Secretary • Engrigh Mattison – Treasurer
JAMAICA ASSOCIATION OF ADMINISTRATIVE PROFESSIONALS 73 • Keosha Neil – Public Relations Officer • Ghandi Bennett-Livingston – Legal Counsel Although the St James Chapter did not cop any of the awards presented at NE AGM. We convey congratulations to all the Chapters that did. The St James Chapter takes pride in noting that three (3) of its members; Tanya PinnockThomas, 1st VP, Keosha Neil, Public Relations Officer, and Engrigh “Patricia” Mattison, Treasurer are currently serving on the 2022/2023 National Executive Committee. e. Chapter Visits to Other Chapters’ Meetings We visited/joined the following Chapters’ Regular Meetings during the year: • The St Ann Chapter on Wednesday, February 15, 2023. Five (5) members of the St James Chapter joined. • The Kingston Chapter on Saturday, March 18, 2023. Three (3) members of the St James Chapter joined. Both meetings were vibrant, interesting and informative. We felt welcomed on both occasions and we look forward to future visits in the coming administrative year. Our meeting held on September 14, 2022 was joined by several members of the National Executive, President Paulett Lynch from The St Ann Chapter and then President of the Kingston Chapter Selma Williams. We welcomed six (6) members of the St Ann Chapter to our Regular Meeting held on February 8, 2023. f. Joint Meeting The St James Chapter was represented at 2 of 3 Joint Meetings of Chapter Presidents and National Executive Committee on January 14, 2023 and March 11, 2023. ANNUAL THANKSGIVING SERVICE AND BRUNCH The Annual Thanksgiving Service was held on Sunday, September 4, 2022. The members worshipped at the St James Parish Church, Church Street, Montego Bay. Nine (9) members; inclusive of Life Member, Verona Samuels, National President Tamar Elliott, Past President/Former Member Shirley Williams. A donation was given to the Church’s Outreach Ministry. Member Inderia read the first lesson and Interim Leader Tarsha shared Greetings and an Overview of the Chapter/Association. After church members met at the Snappaz Restaurant for Brunch. The meal was sumptuous and the fellowship and bonding priceless. FINANCIAL STATUS The Chapter’s Treasurer Carla Edwards continued to manage the financial affairs. Income during the year were Membership Dues and proceeds of the Professional Development Seminar held in March 2023.
JAMAICA ASSOCIATION OF ADMINISTRATIVE PROFESSIONALS 74 PUBLIC RELATIONS OFFICER This post was vacant. We were not always consistent with our presence on our social media platforms however we did what we could to maintain some visibility. MEMBERSHIP COMMITTEE Member Carla Edwards carried out the responsibilities of this Committee. The Chapter continued to maintain contact with membership through telephone calls, emails and WhatsApp groups. Briefing sessions were held in January and April 2023 for four prospective members. Two (2) of which were inducted in April 2023. As at April 30, 2023, the membership stood at 24; inclusive of 6 life members. Of the 18 members; 16 were paid up, for the 2022/2023 administrative year. EDUCATION & FUTURE OFFICE PROFESSIONALS COMMITTEE The responsibilities of the Education & Future Office Professionals Committees were handled by Interim Leader Tarsha Campbell. On July 18, 2022, Interim Leader Tarsha Campbell gave an online presentation to the Administrative Assistant trainees at the HEART Northwest TVET Institute - Kenilworth Campus on the following area Coping in the Workplace: Supervise the Team to Ensure Goals are Achieved. This presentation to the trainees also included an overview of the Association and the benefits of becoming a member. Our Annual Seminar will be held on Thursday, March 16, 2023 at the UWI Mona Western Jamaica Campus under the theme, “Performing Above and Beyond: Creating a Culture of Service Excellence”. Our presenter will be Dr Luz Longsworth, Corporate Director, Sandals Corporate University. We exceeded our initial target of 50 participants having 67 registered participants. The feedback was positive. Special thanks to the Seminar’s Planning Team especially; Members Inderia and Carla for their assistance with most aspects of the seminar. A formal letter of gratitude was delivered to Dr. Patrick Prendergast, UWI Campus Director for allowing us to utilize the venue; which defrayed our expenses. CIVIC COMMITTEE The responsibilities of the Civic Committee were handled by Interim Leader Tarsha Campbell. Our usual Christmas treat was conducted at the Montego Bay Learning Centre on December 12, 2022. The students were feted with cake, ice-cream and pastries which were well received. During APW, we made a visit to registered family of the St James Poor Relief Department on Friday, April 28, 2023. Groceries- food and cleaning items, toiletries and personal items was presented. The seven Chapter members in attendance collectively gave a cash donation to the family towards taxifares and lunch for the eldest daughter who attended the HEART Northwest TVET Institute - Kenilworth Campus.
JAMAICA ASSOCIATION OF ADMINISTRATIVE PROFESSIONALS 75 Although visits to the Women’s Centre did not materialize, contact was maintained with the Centre during the period. RULES AND BY-LAWS COMMITTEE This position was vacant during the period. The chapter through Interim Leader Tarsha served on the Association’s Rules and Constitution’s Revision Committee. At meetings, several areas of the Constitution was highlighted in an effort to keep members aware of the Rules and Constitution. WAYS AND MEANS COMMITTEE The position of this Committee’s Chairman was vacant. A Raffle planned for November/December 2022 was postponed. No other fundraiser was held. PROGRAMME & ENTERTAINMENT COMMITTEE The position of this Committee’s Chairman was vacant. Planning of activities were led by Interim Leader Tarsha Campbell. ADMINISTRATIVE PROFESSIONALS WEEK COMMITTEE The position of this Committee’s Chairman was vacant. However, with the efforts of the Executive Committee members the following Administrative Professional of the Year (APOTY) and Boss of the Year (BOTY) Competitions: The local APOTY and BOTY Competitions were not held during the period due to a lack of interest and inability to identify candidates. All Island (AI) Judging 2023 The All-Island Judging and Brunch was hosted by the Kingston Chapter on Sunday, April 2, 2023 at the Alhambra Inn. The Chapter was not represented. Congratulations were conveyed to the winning and runners up Chapters. Administrative Professionals Week (APW) Administrative Professional Week 2023 activities were planned based on our Chapter’s resources, during April 23\-28, 2023. We celebrated the week under the theme; "Administrative Professionals...Portraits of Excellence”. • Sunday, April 23, 2023- Church Service and Brunch This held at the St John’s Methodist Church, Humber Avenue, and Coral Cliff, Jimmy Cliff Blvd, Montego Bay. Nine (9) members were in attendance, inclusive of NE President Tamar. A donation was given to the Church’s Soup Kitchen • Wednesday, April 26, 2023 – Virtual Lunch and Learn Motivational Session Our Presenter was Mrs. Shelly-Ann FungKing, CEO, VIP Attractions Ltd and the • Thursday, April 27, 2023 - Trivia Questions/Giveaways • Friday, April 28, 2023 - Charity/Outreach Presentation, St James Poor Relief Dept, Union Street, Montego Bay.
JAMAICA ASSOCIATION OF ADMINISTRATIVE PROFESSIONALS 76 • Saturday, April 29, 2023 - Admin Lyme at Martina’s, Howard Cooke Blvd, Montego Bay ANNUAL CONVENTION AND EDUCATION FORUM 2022 Annual Convention and Education Forum would be held September 30 to October 2, 2022 under the theme “A Whole New World: Connect and Align for Growth” at Hilton Rose Hall Resort & Spa, Montego Bay. The host Chapter was the Kingston Chapter. There were no confirmed attendees from the St James Chapter. We are happy the Convention Committee was able to host another successful event. GENERAL • Condolences: Our Member Lorraine Spence lost her father, Past President Faylin Kindness her mother-in-law and Interim Leader her mother-in-law. The usual support was given on the occasions. • Godmothering: Our Godmother, NE Secretary Althea Cole-Martin continues to keep in touch with the Chapter by checking how we are doing and enquiring how she can assist us. We are grateful for her and hope to retain her as long as we can. • The Chapter maintains contact with National President Tamar and her team. We thank them for their continued support. ACKNOWLEDGEMENT Although the year was filled with disappointments and challenges, we are grateful that as a Chapter we were able to celebrate, share conversation and heartly laughs in those moments when we were barely ‘holding-on’. A big THANK YOU to everyone who supported the Chapter and assisted in carrying on the works of the Chapter. To the members of the Executive who again continue to serve and hold the Chapter together, thank you for your endurance and dedication. We are also appreciative of the support from other Chapters and the National Executive and wish for an even greater bond in the years to come. Tarsha Campbell, BSc Interim Leader - JAAP St. James Chapter 2022/2023
JAMAICA ASSOCIATION OF ADMINISTRATIVE PROFESSIONALS 77 REPORT OF THE ST. MARY CHAPTER No Report Submitted.
JAMAICA ASSOCIATION OF ADMINISTRATIVE PROFESSIONALS 78 RULES FOR REGISTRATION AND SEATING 1. Members of the National Executive & Chapter Presidents shall be seated as designated and should be in their seats promptly for all meetings. 2. A Chapter President or National Officer who must be absent at any time from a Business Session shall appoint one Alternate to act in her place. Alternates must be presented to the Chair prior to the Business Sessions. 3. The floor shall be opened to all members during the Plenary Session and at other times as indicated by the Presiding Officer. RULES ON RESOLUTIONS 1. All motions from the floor shall be presented in writing to the Chair on the Motion Cards available. RULES ON DEBATES 1. To receive recognition to speak from the floor: a) Chapter Presidents or National Executive A voting member shall indicate by raising a hand or standing, wait until recognized by the Chair, and then state name and Chapter, or Position in the case of the National Executive, and present comments. b) Others shall proceed to the microphone; wait until recognized by the Chair, and then state name and Chapter and present comments. 2. Debates shall be limited to two minutes per speech. No one shall speak twice on any subject whilst there are others desiring to speak, and no one shall speak more than twice on any subject. 3. Debate on each question shall be limited to 10 minutes unless it is extended by approval of the voting assembly. RULES FOR ELECTIONS 1. Each nomination from the floor shall be limited to two minutes. 2. No Chapter President or Officer shall make more than one nomination for any office. 3. Candidates shall be allowed to speak to the assembly for no longer than two minutes. 4. Voting shall be by secret ballot. MISCELLANEOUS 1. Any Chapter President or Officer required to make an official report to the Annual General Meeting/ Plenary Session may move for the adoption of that Report. 2. The Annual Report of the Association shall have been distributed to all Chapter Presidents and Officers present at the Annual General Meeting and circulated
JAMAICA ASSOCIATION OF ADMINISTRATIVE PROFESSIONALS 79 via soft copy to all members within two days of the meeting. 3. Report shall be presented from the Meeting floor except that of the Committee on Nominations. 4. All communications to the Head Table or to persons in the assembly shall be transmitted through the ushers. 5. Personal messages shall not be announced during Business Sessions. Such messages shall be announced at the close of the Sessions.
JAMAICA ASSOCIATION OF ADMINISTRATIVE PROFESSIONALS 80 N O T E S
JAMAICA ASSOCIATION OF ADMINISTRATIVE PROFESSIONALS 81 NOTES OF PLENARY
JAMAICA ASSOCIATION OF ADMINISTRATIVE PROFESSIONALS 82 NOTICE is hereby given that the Thirty Sixth Plenary Session of the Jamaica Association of Administrative Professionals will be held on Sunday, October 15, 2023, at the Holiday Haven Resort, Runaway Bay, St. Ann commencing at 9:30 a.m. AGENDA 1. Call to Order 2. Prayer 3. Reaffirmation of the Code of Ethics 4. Welcome 5. Notice Convening the Meeting a. Rules of Registration and Seating c. Rules of Debate b. Rules of Resolutions d. Rules of Election 6. Introduction of National Executive, Chapter Presidents, Timekeeper 7. Apologies for Absence 8. Reports of Chapter Presidents a. Kingston d. St. Ann b. Manchester e. St. James c. Portland 9. Adoption of Reports 10. Open Forum 11. Any Other Business a. Resolutions b. National Fundraiser 2024 12. Adjournment
JAMAICA ASSOCIATION OF ADMINISTRATIVE PROFESSIONALS 83 NOTES OF THE THIRTY-FIFTH PLENARY SESSION OF THE JAMAICA ASSOCIATION OF ADMINISTRATIVE PROFESSIONALS HELD IN HYBRID FORMAT ON SUNDAY, 2022 OCTOBER 23 (PHYSICAL - HOLIDAY HAVEN CONDO RESORT, RUNAWAY BAY, ST. ANN) VIRTUAL – (ZOOM PLATFORM) Present were: NATIONAL EXECUTIVE Tamar Elliott - President Tanya Pinnock - 2 nd Vice President Keosha Neil - Secretary Jennifer Wright - Assistant Secretary Engrigh Mattison - Legal Counsel Ghandi Bennett-Livingston - Treasurer Charmaine McKenzie - Advisor - Life Member CHAPTER PRESIDENTS Selma Williams - Kingston Joyce Malcolm - Manchester Vivia Wilson - Portland Paulett Henry Lynch - St. Ann Timekeeper Eldoris Vidol, Vice President of the Portland Chapter, was designated Timekeeper for the Plenary Session. A list of the other members in attendance was appended. 1. CALL TO ORDER National President Tamar called the Plenary Session to order at approximately 9:43 a.m. 2. PRAYER Prayer was offered by National Treasurer Ghandi Bennett-Livingston. 3. REAFFIRMATION OF THE CODE OF ETHICS The Code of Ethics was reaffirmed by all. 4. WELCOME National President Tamar welcomed members to the 35 th Plenary Session.
JAMAICA ASSOCIATION OF ADMINISTRATIVE PROFESSIONALS 84 5. NOTICE CONVENING THE MEETING National Secretary Keosha read the Notice that convened the meeting of 2022 October 23. The matters discussed were: a) Rules for Registration and Seating b) Rules on Resolution c) Rules of Debate d) Rules on Election e) Miscellaneous 6. INTRODUCTION OF THE NATIONAL EXECUTIVE, CHAPTER PRESIDENTS AND TIMEKEEPER The members of the National Executive, Chapter Presidents and Timekeeper were introduced to the meeting. 7. APOLOGIES FOR ABSENCE/LATENESS Apologies for absence were extended on behalf of the following persons: 1. Sharla Bromfield - Immediate Past President, Manchester Chapter 2. Joan Harvey - Manchester Chapter 3. Rose Henderson - Portland Chapter 4. Leonie Bailey - Vice President, St. Ann Chapter An apology for lateness was tendered on behalf of IPP Marilyn Wisdom Banjo of the St. Ann Chapter. 8. REPORTS OF THE CHAPTER PRESIDENTS The Annual Reports of the Chapters were previously circulated via email. National President Tamar requested each Chapter President to present highlights from their reports. Three minutes were allotted for each presentation. KINGSTON CHAPTER President Selma, after acknowledging the National President, other Members of the National Executive, Chapter Presidents, and fellow Administrative Professionals, stated that she was proud to report on the activities for the 2021/2022 Administrative Year. The following were the highlights from the report of the Kingston Chapter for the period 2021 June 1 to 2022 May 31:
JAMAICA ASSOCIATION OF ADMINISTRATIVE PROFESSIONALS 85 Overview Notwithstanding the numerous challenges, the Chapter under the leadership of President Trishana Coke and the continued commitment of chapter members all the activities undertaken during the year were professionally executed. Meetings The Handing Over Meeting and the Chapter’s Retreat were held at the Liguanea Preparatory School on Wednesday, 2021 June 9, and Saturday, July 17, respectively, whilst the Executive and General meetings were held online via the Zoom platform. As usual, presentations continued to be a major feature of the General Meetings, and Committees shared the task of organizing them. At the 53rd Annual General Meeting of the Chapter which was held at the Stephanie Hall Auditorium, 9 Skibo Avenue, Kingston 10 and virtually via the Zoom platform on Saturday, 2022 May 28, the Executive Committee for the Administrative Year 2022-2023 was put in place: Officers President Selma Williams Vice President Dianne Brown Berry Assistant Secretary Vacant Secretary Nerine Donaldson Treasurer Keron Hall Public Relations Officer Sophia Haye Standing Committees Education Indianea Hutton Membership Vacant Programme and Entertainment Arthlyn Drake Shaw Administrative Professionals Week Althea Ridley Ways and Means Marlene Davis Civic Tracia Brown Rules and Bylaws Sharon Campbell IPP Trishana Coke The Immediate Past President, Trishana Coke, would continue to sit on the Executive Committee as an advisor.
JAMAICA ASSOCIATION OF ADMINISTRATIVE PROFESSIONALS 86 At that meeting, members and committees who were recognised for their performance and contribution during the Administrative Year 2021/2022 were presented with plaques and certificates. Activities for the Year All the civic activities planned for the year were executed. At that juncture, it was noted that the time allotted had expired and a motion was moved for an additional minute by National Treasurer Ghandi and seconded by Chairman Marlene Davis. Conclusion President Selma continued the report and stated that although the year was filled with challenges the Chapter did well and remained committed to fulfilling the objectives of the Association. Immediate Past President Trishana handed over the baton to her in May 2022, and the goals and objectives of the Chapter continued. The challenges encountered throughout the year would be used as strengths and opportunities for the advancement of the Chapter. She thanked the hardworking Executive Committee and committed members for their continuous support to ensure the continued growth and existence of the Chapter and the Association. MANCHESTER CHAPTER President Joyce, after acknowledging the National President, other Members of the National Executive, Chapter Presidents, and fellow Administrative Professionals, stated that she would be sharing the highlights of the activities for the 2021/2022 Administrative Year. The following were the highlights from the report of the Manchester Chapter for the period 2021 June 1 to 2022 May 31: Overview During the year the Chapter had hoped that, in light of the COVID-19 pandemic and as meetings were being held virtually, members would seize the opportunity and thus maximize their attendance at meetings. Unfortunately, the hope was not realised as the expected number was not achieved. Nonetheless, the Chapter pressed on and moved ahead to execute the activities for the Administrative year.
JAMAICA ASSOCIATION OF ADMINISTRATIVE PROFESSIONALS 87 Meetings • The 51st Annual General Meeting was held on Thursday, 2021 May 27 and Officers and Chairmen were selected as indicated below. It was noted that the positions of Secretary, Assistant Secretary and Membership/Rules and Bylaws were vacant. Officers President Joyce Malcolm, A.Sc, A.A. Vice President Shannette Smith, B.Sc., CAP Secretary Vacant Assistant Secretary Vacant Treasurer Charmaine Foster, MBA Public Relations Officer Jennifer Bartly, A.Sc. Committee Chairmen Administrative Professionals Week Clover Johnson, B.Sc Membership/Rules and Bylaws Vacant Programme & Ent/Ways & Means Judy McLean-Hassel Education Joan Harvey, CAP Civic Glenese Tulloch, BSc. IPP Sharla Broomfield, B.Sc., CAP • Members of the Chapter attended the National Retreat on Sunday, 2021 June 6 via the Zoom Platform. • The Executive and General Meetings were held as scheduled. The average attendance of members and guests at the General meetings numbered 12 and 2, respectively. Presentations and Online Seminars The educational and motivational presentations conducted at General Meetings and the seven online seminars were successfully executed. It was noted that two of the online seminars were conducted during Administrative Professionals Week. Chapter Visits The Chapter had a number of visits from the NE during the year. The Kingston Chapter and the Portland Chapter visited the Manchester Chapter via the virtual platform on 2021 September 1 and 2021 October 6, respectively. Membership The Chapter was proud to have inducted Sgt. Deane Cover into membership as the Chapter’s first male member. It was noted that Member Deane was actively involved in the Chapter.
JAMAICA ASSOCIATION OF ADMINISTRATIVE PROFESSIONALS 88 Public Relations The Chapter launched its social media pages and it has gained momentum. APW Church Service The Administrative Professionals Week celebration of activities was launched with a church service at the Ridgemount United Church. Ways and Means/Programmes and Entertainment The Chapter was thankful they were able to have a Box Lunch sale and a Goodwill Contribution Drive. Civic Members of the Chapter visited the Dunrobin Basic School and handed over toiletries, school supplies, masks and cleaning supplies to the school. Godmothering The Chapter expressed appreciation to their Godmother 1st VP Colleen who maintained contact with the Chapter and assisted and participated in its activities. JAAP Virtual Run/Walk Members were encouraged to participate in the NE Staging of the JAAP Virtual Run/Walk to raise funds to support the 2021 National Labour Day project. Convention and Education Forum 2021 Members were encouraged to attend Convention and Education Forum 2021 held at the Moon Palace Resorts, Ocho Rios. Thanksgiving Service The Chapter’s Thanksgiving service was hosted by the Porus New Testament Church. Annual General Meeting 2021 and Chapter Awards Life Member Sylvia, on behalf of the Chapter, attended the AGM 2021 online. Involvement in Other Activities. • VP Shannette and Chairman Joan participated in Read Across Jamaica • VP Shannette and PRO Jennifer attended virtually the Announcement of the Candidacy ceremony of Sergeant Deane Cover. • VP Shannete attended and participated in the virtual Pre-Funeral Memorial Service for the late NE IPP Joy.
JAMAICA ASSOCIATION OF ADMINISTRATIVE PROFESSIONALS 89 Conclusion The Manchester Chapter continued to strive amidst the challenges. They agreed with Michael Jordan that “Obstacles don’t have to stop you. If you run into a wall, don’t turn around and give up. Figure out how to climb it, go through it, or work around it.” PORTLAND CHAPTER President Vivia, after acknowledging the National President, other Members of the National Executive, Chapter Presidents, and fellow Administrative Professionals, stated that she would be reporting on the activities for the 2021/2022 Administrative Year. The following were the highlights from the report of the Portland Chapter for the period 2021 June 1 to 2022 May 31: Meetings Executive and General Meetings All Executive and General Meetings were held via the Google Meet platform every third Saturday and fourth Saturday, respectively. Chapter Visit The Kingston Chapter participated in its November 2021 meeting. Some members attended meetings at the invitation of other Chapters. Public Relations Officer The Public Relations Officer did a first draft of the Chapter’s Newsletter and continued to update their social media networks. Membership There were three prospective members attending their meetings. Education Committee The Chapter continued to have monthly presentations and activities to empower and educate its members and prospective members. Presentations Presentations were conducted at the General Meetings in September 2021, October 2021, November 2021, February 2022 and May 2022.
JAMAICA ASSOCIATION OF ADMINISTRATIVE PROFESSIONALS 90 Programme and Entertainment That Committee hosted the end-of-year social event “Jamaica Night - Pot Luck” on 2021 December 18. Persons were encouraged to dress in their best Jamaican colours. Civic Committee A baby cot, stuffed toys and baby bottles were presented to the Women’s Centre Foundation of Jamaica. The Chapter experienced challenges with some of the commitments made with the Muirton Boys’ Home, which stemmed from the pandemic. Ways and Means Committee The activities conducted during the period from November 2021 to March 2022 regarding the Joy Bags, Creative Tie and Yam Sale were successful. Administrative Professionals Week All the activities for the week were well executed and well supported by the members. The following were some of the activities accomplished throughout the week: 1. Church Service held at the Shiloh Apostolic Church 2. Courtesy Call on Mrs. Jennifer Brown Cunningham, CEO, Portland Municipal Corporation 3. Members visited selected offices of prospective administrative professionals to distribute flyers and sensitize them about the Chapter and its activities and the Association. 4. Take-out mini-Luncheon, which was well supported. 5. Visited one of their charities - The Women’s Centre. 6. Closed the week with a Social under the theme “Old School”. Chapter’s Thanksgiving Service The annual Thanksgiving service was held at the Boundbrook Seventh-day Adventist Church. Conclusion President Vivia noted that the year had been an exceptional one. Together the chapter members conquered projects, improved attendance at meetings, met deadlines, and achieved success after success.
JAMAICA ASSOCIATION OF ADMINISTRATIVE PROFESSIONALS 91 ST. ANN CHAPTER President Paulett, after acknowledging the National President, other Members of the National Executive, Chapter Presidents, and fellow Administrative Professionals, presented the reports of the Chapter for the 2021/2022 Administrative Year. The following were the highlights from the report of the St. Ann Chapter for the period 2021 June 1 to 2022 May 31: Overview The challenges with the COVID-19 pandemic forced the Chapter to dig deep to come up with innovative strategies to discover positive ideas on the way forward. Meetings All meetings were held throughout the period including the Chapter’s Annual General Meeting. Presentations were conducted at the General Meetings. The Officers and Chairmen elected for the 2022/2023 Executive Committee were as follows: Officers President Paulett Henry-Lynch Vice President Leonie Bailey Secretary Vacant Assistant Secretary Jodian Henry Treasurer Claudia Jackson-Daley Public Relations Officer Cheryl Traille-Tennant Committee Chairmen Administrative Professionals Week Sharon Williams Civic Odette Adams-Smith Rules and Bylaws Nicole Miller CAP/FOP & Education Sejae Burey Membership Vacant Programme & Ent/Ways & Means Shiann Smith IPP Marilyn Wisdom Banjo The duties of the vacant positions were executed by the members of the Executive Committee.
JAMAICA ASSOCIATION OF ADMINISTRATIVE PROFESSIONALS 92 Special Meetings 1. The 46th Anniversary Celebration dubbed “Old School Uniform Party” 2. Break Out Meeting/Christmas Social 3. Valentine Raffle Treat The Chapter’s Retreat was held on Sunday, 2022 July 17. Membership During the period five members were inducted. There were six prospective members on record. Public Relations The Chapter continued to enhance its presence on social media platforms. One publication of the Newsletter, SASS News, was published. APOTY Akiva was featured in the Jamaica Beacon during Administrative Professionals Week. Civic Most of the Chapter’s civic activities were shelved due to the COVID-19 pandemic. However, donations of personal items, toiletries and sanitisers were presented to the St. Christopher’s School for the Deaf for the use of the children. The Chapter partnered with a Probation Officer and utilised the service of persons who were on community service to conduct maintenance of the grounds of the Women’s Centre Foundation from time to time. Education A Webinar certificate course on the topic “Essentials of Business: Protocol and Etiquette was held in conjunction with the Management Institute for National Development (MIND). The webinar was well attended. At that juncture, the allotted time was expired and a motion was moved for an additional minute by Treasurer Ghandi and seconded by Vice President Shannette. APW Church Service The Chapter’s APW Church Service was hosted by the Ocho Rios First Assemblies Church of God. Most of the activities for AP Week were executed. Education and Local Convention 2021 Members of the Chapter attended Convention 2021.
JAMAICA ASSOCIATION OF ADMINISTRATIVE PROFESSIONALS 93 Acknowledgement President Paulett thanked the following and stated that their assistance in whatever form was well appreciated: 1. All the Partners who stood with the Chapter through the very challenging times. 2. Other Chapters 3. The National Executive 4. Its local Executive Committee 5. Members ST. JAMES CHAPTER National Treasurer Ghandi presented the report on behalf of the St. James Chapter. Introduction The St. James Chapter, through the dedication and commitment of its members, were able to accomplish most of its goals. The report highlighted achievements during the period: Meetings The Chapter’s Executive and Regular meetings continued to be held on the first and second Wednesday of each month virtually via Zoom as a result of the ongoing COVID-19 pandemic. Special General Meeting At the Special General Meeting held on 2022 June 16, an interim team was elected as follows: Officers Interim President - Tarsha Campbell Committee Member - Andria Williams Treasurer/Membership - Carla Edwards Immediate Past President - Keisha Lewis The positions of the other Officers and Chairmen were not filled since the Chapter would concentrate its effort on membership recruitment and rebuilding. Membership Committee Since the chairman’s position was vacant, its functions were carried out by Treasurer Carla. The Chapter continued to maintain contact with members through the use of email and the WhatsApp group.
JAMAICA ASSOCIATION OF ADMINISTRATIVE PROFESSIONALS 94 At the January 2022 meeting, former member Beverly McKenzie was reinstated into membership. The Chapter was appreciative of her enthusiasm and constant punctual attendance at meetings. The Chapter’s members currently stood at nineteen, inclusive of six Life Members. Administrative Professionals Week Committee The activities of the committee were carried out by the interim team during APW. Of note the Administrative Professional of the Year (APOTY) and Boss of the Year (BOTY) Competitions were held on 2022 March 8. The persons who emerged winners were Ms. Sonia Johnson, APOTY, and Mr. St. Andrade Sinclair, BOTY. They were sashed and congratulations were extended to them. General PP Tarsha conducted a virtual workshop for the Administrative Assistant group at Kenilworth on 2021 October 14. Godmothering The Chapter’s godmother, NE Treasurer Ghandi, continued to keep in touch with the Chapter by checking how members were doing and enquiring how she could assist them. COMMENDATIONS/COMMENTS National President Tamar after extending a general commendation to all the Chapters on their hard work throughout the administrative year, applauded the Chapters as follows: ➢ Kingston Chapter - special acknowledgement was extended to IPP Trishana for her role as President as well as the Executive Committee of the Chapter who continued to perform well. ➢ Manchester Chapter - was commended for utilizing the Zoom Platform to conduct virtual presentations outside of the General meetings. ➢ Portland Chapter - was commended for being very strong and was encouraged to continue in that vein. The Chapter was also commended for the great job hosting the 2022 All-Island Judging Competitions. ➢ St. Ann Chapter - was commended for its innovation in terms of activities executed during Administrative Professionals Week, as well as the other initiatives conducted by the Chapter.
JAMAICA ASSOCIATION OF ADMINISTRATIVE PROFESSIONALS 95 ➢ St. James Chapter - a special thanks was extended to Immediate Past President Keisha for holding the helm of the Chapter and serving in the position of President for almost five years. A special thanks was also extended to PP Tarsha, who through her determination to keep the Chapter viable took up the mantle as Interim Leader for the Chapter and was doing a great job. National President Tamar commented that the job of the Chapter President was not an easy one as the President had to ensure the activities planned for the year were accomplished. Also, motivating oneself and the incoming team was also not an easy job. With that being said, she wholeheartedly thanked them for their commitment to the Association. Life Member Charmaine offered commendations to the Chapter Presidents and the membership for their continued commitment and support. She stated that she was impressed with the comprehensive reports submitted by the Chapters, which indicated that despite the challenges during the pandemic, the Chapters continued to soar. As such, she gave a big thank you to all the Chapters. Treasurer Ghandi congratulated the Chapter Presidents for maintaining their objectives and for their determination not to give up. She thanked the Chapters for assisting the St. James Chapter as they navigated the challenges being experienced. Treasurer Ghandi encouraged Chapter Presidents to continue to pledge their support and to strengthen each other. Assistant Secretary Jennifer congratulated all the Chapters for a job well done stating that it was not easy yet they have continued through their commitment and dedication to keep the Association going. 9. ADOPTION OF REPORTS The reports were adopted as presented on a motion moved by Life Member Charmaine and seconded by President Vivia. 10. OPEN FORUM National President Tamar opened the floor for discussion. President Selma was recognized. The following matters were brought up for discussion by President Selma on behalf of the Kingston Chapter: a) A fixed weekend for AGM and rotating Saturday or Sunday Following the discussion, it was agreed that the AGM would be held during the third week of October. It was commented that the matter was not a constitutional issue and the Legal Counsel would prepare a referendum and for circulation.
JAMAICA ASSOCIATION OF ADMINISTRATIVE PROFESSIONALS 96 b) Convention to Revert to the Original Format It was noted that participants at Convention 2022 had enquired as to when the Association would revert to the original format. It was noted that the current format was kept for Convention 2022 due to the days given by the hotel to the Association. Within that vein, the plan for the NE calendar year was that Convention 2023 would be reverted to the original format, that is, Thursday to Sunday and would include the usual Banquet. c) Sponsorship to Members to Attend Convention National President Tamar expressed that the Essay Competition done bi-yearly was used as an award so members could attend Convention fully sponsored by the Association, that is, the winner would get a single occupancy during the year the Competition was held and the second-place winner would get double occupancy at the following year’s Convention. However, the matter had been reviewed and it was decided that only the winner would be awarded full sponsorship. Sponsorship of members to the convention would have to be done at the Chapter level which would be an additional burden on the Chapter. It was noted however that members’ cost to the convention was considered exorbitant. President Vivia requested that Chapter President encouraged their members to save as it was an investment and a holistic individual development. Members could save and could also approach their employers for matching their savings. The matter regarding the cost to members attending Convention would be discussed and reverted to members. d) Rotating Saturday or Sunday for the All-Island Competitions It was noted that the matter was a constitutional change and there would have to be consensus. It was emphasized that there was a need to ensure that the All-Island Judging be a revenue success, and to discontinue the trend of incurring a deficit for the event. e) Extending the time Allotted for the Chapter Presidents’ Reports It was agreed that the matter to extend the allotted time for Chapter Presidents to present their reports from three minutes to five minutes would be reviewed for the next AGM. f) Advisor Serving Due to Unforeseen Circumstances It was noted that a resolution was to be done regarding the above matter, and would be included in the JAAP Rules and Constitution.
JAMAICA ASSOCIATION OF ADMINISTRATIVE PROFESSIONALS 97 11. ANY OTHER BUSINESS a) Reporting Period National President Tamar informed that: i) The Chapter reporting period was from June 1 to May 31 ii) The National Executive reporting period was from August 1 to July 31. b) Resolutions Three resolutions were tabled and the decisions taken were as follows: I) Resolution proposed to amend the Rules and Constitutions (Section 4.2.1) Qualification for Membership – A Full Member WHEREAS the Rules & Constitution of the Association currently states: “A Full Member shall be a person of unquestionable character and integrity, who has had Administrative training and at least two years of Administrative experience and who is actively employed as an Administrative Assistant in the administrative field at the time he/ she is admitted as a member and has attained the Certified Administrative Professional (CAP) rating or a First Degree or Diploma in Management Studies and who has paid the initial fee and dues outlined by the Association or Parish Chapter.” BE IT RESOLVED, that the JAAP in recognition of the changing role of the Administrative Professional and the broadening of the scope of individuals employed in the administrative profession, hereby declare that the Rules and Constitution be amended to read as follows: “A Full Member shall be a person of unquestionable character and integrity, who has had Administrative training and at least two years of Administrative experience and who is actively employed as an Administrative Professional in the administrative field at the time he/she is admitted as a member, and has attained the Certified Administrative Professional (CAP) rating or a First Degree or Diploma or its educational equivalent, and who has paid the initial fee and dues outlined by the Association or Parish Chapter.” The majority, by show of hands, agreed with the change recommended.
JAMAICA ASSOCIATION OF ADMINISTRATIVE PROFESSIONALS 98 II) Resolution to amend the Rules and Constitution (Section 4.5.1) to allow members to increase their virtual attendance at Regular Chapter Meetings from 4 meetings each Administrative Year. WHEREAS the Jamaica Association of Administrative Professionals (JAAP) recognizes the progressive need of its members to advance their personal, educational and career prospects; but such pursuits often expand beyond parish or country borders that could infringe on the members’ ability to frequently attend or participate in regular and executive meetings physically. And whereas the Jamaica Association of Administrative Professionals also recognizes the impact of other geographic and socio-economic constraints on meeting attendance at regular and executive chapter meetings BE IT RESOLVED that the JAAP hereby declare that the Rules & Constitution be amended to read as follows: “A member may be/is entitled to participate in meetings via technology as per the scheduled arrangements of his/her chapter. He or she should be guided by the stipulated meeting guidelines for participation via this method.” The majority, by show of hands, agreed with the change recommended. At that juncture, a matter from Member Ena (online) was brought to the fore and a motion was moved and seconded for the suspension of the standing order - item 11 to go back to item 10 - by President Selma and Chairman Sharon, respectively. After the matter was addressed (see item 10f), a motion was moved for the resumption of the standing order by Life Member Charmaine and seconded by President Paulett. III) Resolution to amend the Rules and Constitution (Section 5.3.9) to allow for a Two Thirds (2/3) Quorum for Parish Chapter Executive meetings. WHEREAS the Jamaica Association of Administrative Professionals (JAAP) recognizes that the Parish Chapter Executives are required to meet, plan and make decisions for the effective conduct of the businesses of the chapter and whereas the Jamaica Association of Administrative Professionals (JAAP) recognizes that not all positions as listed for the Parish Chapter Executives may be filled in any given Administrative Year, and whereas the Jamaica Association of Administrative Professionals recognizes and is guided by the Roberts Rules,
JAMAICA ASSOCIATION OF ADMINISTRATIVE PROFESSIONALS 99 BE IT RESOLVED that the JAAP hereby declare that the Rules & Constitution be amended to read as follows: “The Quorum for the transaction of any business at any meeting of the Parish Chapter Executive shall be two-thirds (2/3) of the current Chapter Executive.” The majority, by show of hands, agreed with the change recommended. 12. ADJOURNMENT National President Tamar adjourned the Plenary Session at 11:25 a.m.