CANQATE AGM 2016 minutes final draft

1. CARIBBEAN AREA NETWORK FOR QUALITY ASSURANCE IN
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ANNUAL GENERAL MEETING
Thursday 6th
October, 2016
Arthur Chung Convention Center, Guyana.
NO. DISCUSSION RECORD
1.0 Call to Order
The meeting was called to order at 8:55 am by the Secretary Christopher Chinapoo.
2.0 Welcome and Opening Remarks
Mr Adrian Leiva, Vice President welcomed members to the Annual General Meeting
(AGM) and assured that he will do all in his power to assist in strengthening the
organisation and structure of CANQATE.
3.0 Minutes of the last meeting
Mr Chinapoo, Secretary of CANQATE, presented to the membership the minutes of the
last AGM.
Minutes were projected in an Electronic format for viewing by members. Objections
were raised by Mr. Eustace Hill. Following extensive discussion on the topic, a
commitment was made to revert to printed copies to be available at the meeting. The
minutes were review by members and minor editorial changes were made.
4.0 Confirmation of the Minutes
Upon request by Mr Chinapoo for the adoption of the minutes, the motion was moved
by Lisa Henlin from the University Council of Jamaica and seconded by Ms Tricia
Francis of St. Kitts and Nevis National Accreditation Council.
5.0 Matters Arising out of Minutes
Dr Eustace Hill raised three issues:
1. Querying whether CANQATE is sufficiently resourced?

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2. Low CANQATE Visibility in some territories
3. Invoicing and Fee Collection
Mr Hyram Forde echoed similar concerns.
Mr. Michael Bradshaw Executive Director Accreditation Council of Trinidad and
Tobago expressed concerns regarding:
1. Secretariat
2. Role of CANQATE and perceived overlap with EQAAs
3. Member dissatisfaction with the organizations and the absence of opportunity to raise
dissatisfaction.
A request was made to have the President address these issues as part of his presentation
of the President’s Report. Dr Brunton, CANQATE President, indicated that there are
many misconceptions regarding the objections raised and agreed with the approach to
address these issues as part of his Report.
6.0 President’s Report
Dr Brunton tabled and presented a PowerPoint presentation of the President’s Report.
The following subjects were highlighted and addressed in the President’s Report:
• Secretariat
• Webinar Series
• CANQATE Committee Structures
• CANQATE Communications
• Ethley London Awards
• Harmonisation Programme
• CANQATE/CARICOM Partnership
• Funding CANQATE & Membership Fees
• 2017 Elections

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NO. DISCUSSION RECORD
Establishment of the New Secretariat
Dr Brunton indicated that this is a continuing challenge as CANQATE is based on a
roving Secretariat that did not have an appointed and dedicated support. Dr Brunton
shared the challenges of resourcing the CANQATE Secretariat on account of the non-
appointment of an ACTT Board of Directors. He emphasised that he does not have
authority to instruct his staff to work on CANQATE activities as additional duties would
require instructions/approval from an ACTT Board. Dr Brunton indicated that
CANQATE Board members have all contributed in their own ways to ensure that
CANQATE is able to fulfil its obligations.
Webinar Series
CANQATE conducted an Electronic Professional Development Needs Assessment
Survey- January 2016. The results of the survey were used to inform workshops and
webinars that reflected the needs identified by the members.
The following webinars were conducted during the 2015-2016 period:
1. When Innovation Meets Quality Control on April 13, 2016 and presented by
Lawrence Ragan, Director of Instructional Design & Development, Continuing and
Distance Education/World Campus at Penn State University
2. Leveraging Strategic Partnerships for Establishing Institutional Effectiveness
and Excellence: Examination of Experiences from the Middle East on May 18, 2016
and presented by Dr Eduardo Ali, Former Director (Executive) for Planning and
Institutional Effectiveness and Manager of the Learning and Development Academy at
Jumeira University, Dubai, United Arab Emirates

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3. Harmonising Quality Assurance Policies and Practice in the Region on June 15,
2016 and presented by Dr. Ronald Brunton, current President of CANQATE and the
Director of Qualifications and Recognition at the Accreditation Council of Trinidad and
Tobago.
CANQATE Committee Structures
Dr Brunton provided a brief summary of the role and mandate of the following
Committees of the Board of CANQATE, charged with the responsibility of achieving
the aims and objectives of CANQATE:
• Membership Growth and Core Group Management (MG&CGM)
• Membership Services and Public Information (MS&PI)
• Research and Publications (R&P)
• Education and Professional Development (E&PD)
• Partnerships and Alliances (P&A)
• Project Monitoring and Evaluation (PM&E)
• CANQATE Operations and Policy Framework (O&PF)
• Finance and Business Development (BD)
Dr Brunton extended an invitation to all members to volunteer and support the work of
these Committees.
CANQATE Communications
• Regular E-News to CANQATE Members and other stakeholders- more than
800 stakeholders included
 Recommends free Webinars, Conferences & Seminars, Policy Papers, Open
Ed. Resources
 Highlight CANQATE News and Activities

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 Facilitating Feedback from Members
• Facebook launched in November 2015- more than 400 likes
• Twitter in November 2015
• Planned Website Update & New Provider
Ethley London Awards
The Ethley London Excellence Awards were launched. These awards are named after
Dr Ethley London (Founding President of CANQATE) and recognizes Institutions that:
 take up the challenge of continuous quality improvement
 exhibit distinguished performance in a sustained role of excellence
 practice the key principles of quality and demonstrate “breakthrough
performance”
 apply quality methods and practices
Dr Brunton shared the four criteria for the Ethley London Award
Criteria 1: Process Oriented/Strategic
Criteria II: Coordinated Execution and Student centeredness
Criteria III: Innovative and Leading Practice
Criteria IV: Outcomes focussed – Results & Impact
Additionally, the committee will look for evidence that the innovation/best practice can
be adapted by other agencies/institutions.
Award Re-launch Timeline:
January 20, 2017 Application released to institutions
July 21, 2017 Due date for application submission

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August 25, 2017 Application review completed (By Panel)
September 8, 2017 Award recipients notified
October 2017 2017 Awards presented at CANQATE
Annual Conference.
Press Release and Website Announcement.
Harmonisation Programme
Dr. Brunton informed the meeting that the BOM is seeking external funding to support
the objects of the Harmonization programme. The programme is divided into three main
components:
1. Synergy and Harmonization
• Establish a Caribbean Quality Assurance Alliance (CQAA)
 Regional Quality Assurance Framework
 Code of Practice amongst EQAAs
 Revision of Memorandum of Understanding
• Development of a Model Policy Manual
• Regional Best Practice Handbook
• Research on QA Policy & Practice
• Revised Model Legislation for EQAAs
2. Training and Technical Capacity Building
• Structured Professional Development Programme for QA Professionals at
EQAAs & HEIs

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 Workshops, Seminars, Webinars…
 Staff exchanges & Mentorship Programme
• Structured Training Programme for External Evaluators (EEs)
3. Public Education and Advocacy
• Advocacy role in Regional Policy Discussions
• Promoting a Quality Culture
 Expanded resources on CANQATE’s website
 Web-based Discussion Forum
 CANQATE Quarterly Newsletter
 Regular e-correspondence
3. Greater Involvement by CANQATE Core Groups
4. MoUs With various stakeholder groups
 Professional Bodies
 Chambers of Commerce
 HEI’s
5. Public Education on Accreditation Issues
Format of Annual Conference
Dr. Brunton indicated that there is a need to consider the Financial Sustainability of
CANQATE. In respect to the Conference, some alternative formats to be considered
including:
 Biennial Conference- Election Years
 Technical Meeting among EQAAs on alternative years
 Workshops on alternative years
 Virtual or Blended Conference

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 Expanded Role of Core Groups on alternative years
 Institutions to Host Conferences and Workshops
A Position Paper will be circulated in the 2017 with a formal request for Comments and
Feedback to the CANQATE Board. This Motion will be prepared and moved and voted
on at 2017 Conference.
2017 Elections
Dr. Brunton indicated that the Current Board of Management’s Term- October 2015 to
October 2017. The nomination timeline extends from March 2017 – October 2017.
Consideration would be given to Electronic Voting in 2017.
Funding of CANQATE and Membership Fees
Dr. Brunton expressed his concerns regarding declining membership, non-Payment of
Membership fees and the need to develop and exploit alternative sources of funding. To
enhance CANQATE’s financial viability, enhanced relationships and grant funding has
been sought from UNESCO. The Board is also in contact with the Caribbean
Development Bank, CARICOM, Canadian International Development Agency, and
European Union.
The BOM is pursuing new revenue streams such as advertising in the newsletter,
website and conference. The BOM shall also seek out greater sponsorship or annual
subvention from EQAAs.
Adoption of the President’s Report
A motion was moved by Secretary Christopher Chinapoo to adopt the report. Seconded
by Adrian Leiva. A motion was then moved by Secretary to Adjourn to 4:00 pm.
Meeting was adjourned to resume at 4:00 pm

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NO. DISCUSSION RECORD
7.0 Treasurer’s Report
Meeting Resumed at 4:10 pm. Mr Adrian Leiva, Vice President tabled and presented
the Treasurers Report.
Mr. Hyram Forde raised objections to the report being tabled whilst being unsigned by
the Treasurer and President. It was agreed that following a review, the relevant
signatures will be appended to the present audited Financial Report and circulated
electronically to the membership.
A motion was moved by Adrian Lieva to adopt the report. Motion was seconded by
Tricia Francis. The motion carried unanimously.
Approval for the Auditor for Next Year
Dr Angela Penny, Board member, moved a motion to nominate Mr Horace Mesquita,
Chartered Account in Jamaica to be the Auditor for the year 2016. Mr Mesquita worked
on the accounts for the years 2015 and 2016.
The vote was then taken by Mr Leiva as to whether the Board would be retaining Mr
Horace Mesquita’s services as that of Auditor. The vote was carried by a majority count
and thus Mr Mesquita was retained as Auditor of CANQATE for the next financial year.
8.0 Presentation from Suriname’s National Accreditation Council on the CANQATE
Conference for 2017
Dr Brunton identified Suriname to host the CANQATE Conference for 2017. Motion
was carried.
2017 Art/Logo Competition Results
The result of the 2016 Art Competition was determined by popular vote during the 2016
conference. The winning submission from artist Dorron Weir of Portmore Community
College, Jamaica was announced and displayed.
9.0 Announcement of CANQATE Elections

10. CARIBBEAN AREA NETWORK FOR QUALITY ASSURANCE IN
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NO. DISCUSSION RECORD
Elections for a new CANQATE Board for the period 2017-2019 will take place in
Suriname 2017. The life of the present Board will come to an end on the date set for the
2017 Conference. Dr Brunton stated that the Board will approach the elections in an
efficient manner and the call for nominations would be out by March 2017 and
members would be provided with the guidelines for elections before that date.
10.0 Adjournment of Annual General Meeting
The Annual General Meeting was adjourned on a motion by Mr Eustace Hill and
seconded by Ms Christopher Chinapoo, Secretary of the CANQATE Board. The
Annual General Meeting ended at 6:15 p.m.