CRD Welcome Package

Corporate Relations Department

Procedures Manual

5) For Board Meetings: One version of the PDF document is encrypted with a password which is stored in a DM file exclusively for CRD. The password is dispatched to the Board Members WhatsApp.

6) The other version of the PDF document is left without security features and dispatched to the internal participants on the bank’s internal mail system.

7) For Monetary Council Meeting: no password encryption is provided. PDFs are emailed as normal unsecured documents.

8) The lead officer to email the hyperlinked agenda to the relevant meeting attendees and copies the administrative assistants of the Monetary Council and Board Members, Resident Representatives and CRD Headquarters. All meeting papers are dispatched electronically.

9) The lead officer to email the hyperlinked agenda to ECCB staff attending the meetings and copy to their respective Administrative Professionals.

10) The Governor’s Office shares the folder with meeting reports to the CRD officer for the preparation of the draft Board meeting minutes and with the Senior Director for the preparation of draft Monetary Council minutes and the Monetary Council Communique (for projection). 11) The SPPD receives all approved meeting documents for the preparation of the following for submission to Governor for approval: i. Governor’s Report for Monetary Council (for projection) ii. Governor’s Report for Board Meeting (for projection) iii. Monetary Council Decisions (for projection) iv. Board of Directors Decisions (for projection) 12) The lead officer prepares a binder with all the meeting papers for file. At the end of the meeting the binder is updated with revised reports, revised agenda, list of participants and covers. The completed binder is delivered to the CRD Administrative Professional for storage until binding.

2.0

DURING THE MEETING

I. The CRD Officer records the proceedings of the Board of Directors Meeting.

II.

Provide administrative support:

i. Make changes to Monetary Council or Board minutes, if any, and submit to Senior

Director CRD for presenting to Chairman, for initialling and signature. ii. Reconfirm/make changes to flights if meetings are held face to face.

iii.

Ensure arrangements for lunch are confirmed.

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