Source document: https://docs-lawep.s3.us-east-2.amazonaws.com/1698929075174.pdf (Trinidad and Tobago)
Annual Report 2014-2015 MINISTRY OF THE ATTORNEY GENERAL AND LEGAL AFFAIRS LEGAL AID AND ADVISORY AUTHORITY MINISTRY OF THE ATTORNEY GENERAL AND LEGAL AFFAIRS REPUBLIC OF TRINIDAD AND TOBAGO LEGAL AID AND ADVISORY AUTHORITY ANNUAL REPORT 2014-2015 REPORT OF THE LEGAL AID AND ADVISORY AUTHORITY AS AT SEPTEMBER 30TH, 2015 MISSION “To make our legal services accessible to persons of moderate means through loyal and competent staff, in a timely and professional manner within an environment where staff and clients are highly valued and advancing and fostering linkages and networks with relevant social service providers.” Legal Aid and Advisory Authority Annual Report 2014 – 2015 TABLE OF CONTENTS Page Introduction .............................................................................................................................. 2 Chapter 1: Establishment of the Legal Aid and Advisory Authority ................................... 3 1.1.
Legal and Social Framework .................................................................................................................3 Chapter 2: Summary Review of the Year as at September 30th, 2015 ................................ 3 Chapter 3: Policy and Management Framework ................................................................... 5 3.1.

Ministerial Responsibility for Legal Aid .............................................................................................5 3.2.
Policy-making ............................................................................................................................................5 3.3.

Composition of the Authority ................................................................................................................5 3.4.

Membership of the Authority .................................................................................................................6 3.5.
Organizational Structure ........................................................................................................................6 3.6.

Issues Pertaining to Staff of the Authority ........................................................................................7 Chapter 4: Operations ............................................................................................................. 7 4.1.
Offices .........................................................................................................................................................7 4.2.

Decentralization of Legal Aid Services ...............................................................................................8 4.3.

Services.......................................................................................................................................................8 4.3.1.
Number of Persons in Receipt of Legal Aid ................................................................... 8 A.

Aid Granted through the Offices of the Authority .............................................................. 9 B.

Aid Granted through the Prison System ........................................................................... 10 4.3.2.

Consideration of Civil Matters by the Authority ........................................................... 11 4.3.3.
Comparison of Number of Applications for Legal Aid ................................................ 12 Chapter 5: Funding for the Authority ................................................................................... 12 5.1.

Subvention and Expenses .................................................................................................................. 13 Chapter 6: Other Administrative Matters ............................................................................. 13 6.1.
Duty Counsel Scheme .......................................................................................................................... 13 6.2.

Legal Aid Outreach ............................................................................................................................... 15 6.3.
General Matters ...................................................................................................................................... 15 Chapter 7: HR Report ............................................................................................................ 16 7.1.

Staff Complement .................................................................................................................................. 16 7.2.
New Recruits ........................................................................................................................................... 16 7.3.

Resignations and Retirement ............................................................................................................. 17 7.4.

Acting Arrangements and Additional Duties ................................................................................. 17 7.5.
Industrial Relations ............................................................................................................................... 18 IV Legal Aid and Advisory Authority Annual Report 2014 – 2015 7.6.

Disciplinary Procedures ...................................................................................................................... 18 7.7.
Unpunctuality Record........................................................................................................................... 19 7.8.

Group Health Plan Activity .................................................................................................................. 19 7.9.

Health and Safety .................................................................................................................................. 20 7.10.
Employee Assistance Programme .................................................................................................... 20 7.11.

Training and Development .................................................................................................................. 21 7.12.

HR Activities - Accomplishments ..................................................................................................... 22 7.13.
2015/2016 Projections ......................................................................................................................... 22 Chapter 8: Financial Statements .......................................................................................... 22 8.1.
Audited Financial Statements ............................................................................................................ 22 CHAPTER 9: Statistics .......................................................................................................... 33 APPENDIX I ............................................................................................................................ 41 APPENDIX II ........................................................................................................................... 42 V Legal Aid and Advisory Authority Annual Report 2014 – 2015 Legal Aid and Advisory Authority Report As At September 30th, 2015 Introduction STATUTORY MANDATE The Legal Aid and Advisory Authority has from its inception, planned its operations based on its Statutory Mandate, which is “…to make legal aid and advice in Trinidad and Tobago readily available for persons of small or moderate means, to enable the cost of legal aid and advice granted to persons to be defrayed wholly or partly out of moneys provided for by Parliament…” VISION STATEMENT “The leading, dynamic organization, providing quality and easily accessible legal services to valued clients by dedicated staff.” MISSION STATEMENT “To make Our Legal Services accessible to persons of moderate means through… Loyal, Dedicated and Competent Staff, In A Timely and Professional manner, Within An Environment in which both Staff and Clients are Highly Valued and Respected and Advancing and Fostering Relationships and Networks with Relevant Stakeholders.” CORE VALUES Confidentiality, Integrity, Team Work, Client Care, Quality Service and Efficiency.
2 Legal Aid and Advisory Authority Annual Report 2014 – 2015 Chapter 1: Establishment of the Legal Aid and Advisory Authority 1.1.
Legal and Social Framework The Government of the Republic of Trinidad and Tobago, cognisant of its responsibility towards individuals who, because of limited financial means, would be deprived of the principles of justice and due process under the rule of law, established the Legal Aid and Advisory Authority as a body corporate through the Legal Aid and Advice Act, Chapter 7:07 (Act 25 of 1976) and Amendments thereto.
As prescribed in the Legal Aid and Advice Act, Chapter 7:07 of the Laws of Trinidad and Tobago, the Authority is mandated:- “…..to make legal aid and advice in Trinidad and Tobago readily available for persons of small or moderate means, to enable the cost of legal aid or advice granted to persons to be defrayed wholly or partly out of moneys provided by Parliament, and for purposes connected therewith.” Chapter 2: Summary Review of the Year as at September 30th, 2015 The Legal Aid and Advisory Authority continued to discharge its statutory responsibilities in meeting the needs of persons who, because of limited financial means would otherwise have been unable to access legal advice and representation.
The Authority agreed to post an advertisement inviting attorneys-at-law to join the Legal Aid Panel after admission to the Bar in 2014.

The Authority continued to pursue office space in Port-of-Spain since it was recognized that residents of western Trinidad and urban areas of Port-of-Spain were being underserved due to their reluctance to come to the Head Office situated at Barataria.
The Authority approved the renewal of a two-year lease of the Barataria Head Office since the previous lease had come to an end.

The interest in purchasing the building that housed the Head Office at Barataria continued to be pursued with an initial exchange of correspondence between the Authority and the Trinidad and Tobago Manufacturers Association.

The strategic plan continued to be actioned.


The Authority sought to have additional Commissioners of Affidavits appointed and same remained pending at the Ministry of Legal Affairs.

3 Legal Aid and Advisory Authority Annual Report 2014 – 2015 The Authority continued to seek the upgrading of the Board to an “A” Board.

The Authority became a member of the Employers’ Consultative Association in July, 2015.
The position of Head Legal was duly considered in terms of filling the post and a formal letter was sent by the Authority to former Magistrate, Mrs. Joan Eversley-Gill to fill same.

Mrs. Eversley-Gill accepted the position and would take up duty in November, 2015.

A punctuality policy was approved for the Authority by the Board in September, 2015.

There was the continuation of data entry of manual files being entered in the open source Case Management System.
Multi-accused matters continued to be discussed.

The Authority continued to remit fees in the Vindra Naipaul-Coolman matter throughout the fiscal period.

The proposed establishment of a Public Defenders Department was preliminarily discussed by the Authority.

The Authority held a staff retreat with all members of staff on April 17th, 2015.

The Authority approved the preparation of Annual Reports for 2013/2014 and audit of Financial Statements by Shaffick Hosein & Company.
the Cabinet approved the establishment of a full time Chaguanas District Office.

The Authority accepted said lease and approved plans for the renovation of the Chaguanas Office including the gutting and disposal of existing partitions.

lease of premises at Eleanore Street, Chaguanas for Proposed training modules for Legal Officers with Senior Practitioners were discussed and were in the process of being finalized.

Security cameras were installed at the San Fernando Office.
Approval was given by the Board for the establishment of a Sports Club at the Authority.

As of the end of September 2015, a total of 13,181 persons accessed the services of the Authority at regional offices and the prison system.

12,797 persons accessed services at regional offices and 384 accessed services through the prison system.

For further details please see Section 4.3.1.

The Financial Statement of the Authority for the Fiscal Year 2014/2015 is incorporated in this report.
4 Legal Aid and Advisory Authority Annual Report 2014 – 2015 Chapter 3: Policy and Management Framework 3.1.

Ministerial Responsibility for Legal Aid From October 2014 to September 2015, responsibility for the Legal Aid and Advisory Authority was with the Minister of Legal Affairs.

3.2.

Policy-making The Legal Aid and Advice Act, Chapter 7:07, states in section 9 that: “9.
In the exercise and performance of its functions under this or any other written law, the Authority shall act in accordance with any general directions of the Minister; but subject to this section, the Authority shall, when exercising and performing its functions, be subject to the control or direction of no other person or authority.” The Authority, therefore, is guided by such provisions in determining policy and executing its responsibilities, as required.

3.3.
Composition of the Authority The composition of the Authority and the appointment of its Secretary, respectively, are provided for under the provisions of sections 3 and 3A, respectively, of the Legal Aid and Advice Act, as provided hereunder: “3… (2) The Authority shall consist of eight members appointed by the President as follows: a) an Attorney-at-Law of not less than seven years standing who shall be designated Director of Legal Aid and Advice and who shall be Chairman of the Authority; b) four Attorneys-at-Law nominated by the Law Association of Trinidad and Tobago, established under the Legal Profession Act, or in default of such nomination, by the Chief Justice, and at least one of whom has a resident practice in Tobago and is also nominated by the Tobago House of Assembly.
c) the person for the time being holding the office of Chief Probation Officer; d) a member of the Board established by the National Insurance Act; e) a member, being a public officer attached to the Ministry.

5 Legal Aid and Advisory Authority Annual Report 2014 – 2015 (2A) In nominating persons for appointments to the Authority due regard shall be given to regional representation.

xxx………………..xxx………………..xxx (3A) The Authority shall appoint a suitably qualified person to be its Secretary.” 3.4.
Membership of the Authority The membership of the Authority for the period October 2014 to September, 2015 was as indicated hereunder: Director/Chairman Israel B. Khan S.C.

Member Mrs. Deborah Moore-Miggins Member Mrs. Ronda-Ann Parris-De Freitas Member Mr. Kemrajh Harrikissoon Mr. Anand Singh Member Mrs. Deokie Sintra Maharaj (Chief Probation Officer (Ag)) Member Member Ms. Gwendoline McLaren Ms Nancy A. Arneaud – Secretary to the Authority.
Mr. Richard Ragoobarsingh – appointed Assistant Secretary as of June 23rd, 2014 A quorum of the Authority consists of four members.

Mr. Richard Ragoobarsingh acted as Secretary for the Authority’s 305th Meeting in October 2014 and for the 316th Meeting in September 2015.

3.5.

Organizational Structure The responsibilities of the Authority were effectively and efficiently discharged by the administrative entity comprising the following: 1.

Legal/Investigations 2.

Human Resources 3.


Information and Communications Technology 4.

Finance and Accounts 5.

Administration 6.

Communications and Public Engagement Specialist A copy of the Present Organisational Chart of the Authority, showing the structural relationships, is attached hereto.

6 Legal Aid and Advisory Authority Annual Report 2014 – 2015 For the Present Organisational Charts see Appendix I.

Issues Pertaining to Staff of the Authority 3.6.

A.
A.

Terms and Conditions of Service a) Punctuality Reports/Policy Staff punctuality reports were circulated monthly at meetings of the Authority.

B.

Strategic Plan The Authority continued to implement the approved Strategic Plan and proposed organization structure.

For further details of the Strategic plan please See Appendix II Chapter 4: Operations 4.1.
Offices During the fiscal year 2014/2015 the operations of the Authority were conducted from its Offices in Trinidad and in Tobago at the following locations.
OFFICE Barataria LOCATION DAY TIME TTMA Building 42 Tenth Avenue Barataria Monday to Thursday 8:00 a.m. – 4:15 p.m. Friday 8:00 a.m. – 4:00 p.m. San Fernando 6 Harris Street, San Fernando Monday to Thursday Friday Arima Couva Tobago 1st Floor Pennywise Building, 10-10A Devenish Street, Arima Monday to Thursday Friday Couva Social Services Centre, Camden Road, Couva Monday to Thursday Friday Caribana Building, Bacolet Street, Scarborough, Tobago Monday to Thursday Friday 8:00 a.m. – 4:15 p.m. 8:00 a.m. – 4:00 p.m. 8:00 a.m. – 4:15 p.m. 8:00 a.m. – 4:00 p.m. 8:00 a.m. – 4:15 p.m. 8:00 a.m. – 4:00 p.m. 8:00 a.m. – 4:15 p.m. 8:00 a.m. – 4:00 p.m. 7 Legal Aid and Advisory Authority Annual Report 2014 – 2015 4.2.
Decentralization of Legal Aid Services The Authority continued its search for suitable office space in Port of Spain.

4.3.

Services 4.3.1.

Number of Persons in Receipt of Legal Aid As of the end of September 2015, During the fiscal year 2014/2015 (up to September), the combined number of persons who received legal aid through the Offices of the Authority and the Prison System totalled 13,181.
Of these, 12,797 persons accessed services at regional offices and 384 accessed services through the prison system Figure 1 refers.

Percentage Distribution : Persons in receipt of Legal Aid 3% Offices Prisons 97% Fig.

1 Percentage Distribution of Persons in Receipt of aid through the Offices of the Authority and the Prison System – October 2014 to September 2015 8 Legal Aid and Advisory Authority Annual Report 2014 – 2015 A.
Aid Granted through the Offices of the Authority Office Head Office San Fernando Couva Arima Sangre Grande Scarborough Total 2014-2015 2879 4087 1739 3183 276 633 12797 Of the 12,797 individuals who received legal aid through the services of the various Offices of the Legal Aid and Advisory Authority during the fiscal year 2014/2015 (up to September), more than half accessed this facility through the Offices located at Head Office (22%) and San Fernando (32%).
The Arima/Sangre Grande Office attended to 25% of the Applicants; the Couva Office 14% and the Tobago Office 5%.

Figures 2 & 3 refer.

4500 4000 3500 3000 2500 2000 1500 1000 500 0 4087 2879 3183 1739 633 276 Head Office San Fernando Couva Arima Sangre Grande Scarborough Fig.
2 Number of Persons in Receipt of Legal Aid through the Offices of the Authority – October 2014 to September 2015 9 Legal Aid and Advisory Authority Annual Report 2014 – 2015 Scarborough 5% Sangre Grande 2% Head Office 22% Arima 25% Couva 14% San Fernando 32% Fig.

3 Percentage Distribution of Legal Aid by Office 2014 – 2015 B.
Aid Granted through the Prison System Of the 384 persons who received legal aid through the Prison System, most were inmates of the Golden Grove (Men) Prison (GGM) (185 inmates); followed by 90 persons from the Maximum Security Prison, 63 inmates of the Port of Spain and Carrera Prisons and 46 inmates from the Golden Grove (Women) Prison (GGW).

Figure 4 refers.

POS/ Carrera; 63 MSP; 90 Golden Grove Women; 46 Golden Grove Men; 185 Fig.
4 Number of Persons in Receipt of Legal Aid through the Prison System – October 2014 to September 2015 10 Legal Aid and Advisory Authority Annual Report 2014 – 2015 4.3.2.

Consideration of Civil Matters by the Authority For the fiscal year 2014/2015, 1023 civil matters were considered by the Authority.

Of these, 814 (80%) were granted, 185 (18%) were refused and18 (2%) were deferred.

No civil matters were withdrawn.

Figure 5 refers.


Refused 185 18% Deferred 18 2% Withdrawn 0 0% Granted 814 80% Fig.5 Number of Civil Matters Considered by the Authority – October 2014 to September 2015 11 Legal Aid and Advisory Authority Annual Report 2014 – 2015 BOARD MEETING STATUS REPORT FOR THE PERIOD: October 2014 to September 2015 Board Meeting No.

No.
No.

of Applicants Approved Refused Deferred Withdrawn Remarks Month October-14 November-14 December-14 January- 15 February-15 March-15 April -15 May -15 June -15 July -15 August - 15 September - TOTALS TOTALS 1023 814 185 18 Table 1 4.3.3.
Comparison of Number of Applications for Legal Aid 1 For discussion 1 Was Revoked 3 For Guidance 1 for Guidance 0 0 0 0 0 0 0 0 0 0 0 0 0 Table 1 shows the decisions taken by the Authority in Applications for legal aid in Civil High Court Matters.

Table 1 Comparison of Number of Applications for Legal Aid (October 2014- September 2015).

Chapter 5: Funding for the Authority 12 Legal Aid and Advisory Authority Annual Report 2014 – 2015 5.1.
Subvention and Expenses In the 2014/2015 fiscal year the Authority received its full approved allocation of $32,000,000.00.

The Authority was able to maintain a consistent total expenditure level similar to the previous financial year.

Nevertheless, the Authority still continued to spend a large amount of its subvention on the Naipaul-Coolman multi-accused matter.

This expenditure amounted to approximately 17% of the 2014/2015 subvention allocation.
In comparison to the 2013-2014 fiscal year, increased expenditure was recorded under the duty counsel scheme; this increase was recorded at almost half a million dollars more than the previous financial year.

During the fiscal year, the Authority spent a total of $9,447,790.34 on fees to attorneys and other professional fees related to client matters.

This figure represented 29.52% of the total subvention received.
Furthermore, the Authority spent a total of $22,088,011.58 on all other operational expenditure which amounted to 69.03% of the Authority’s subvention release.

Overall, total expenditure amounted to $31,535,801.92 thus resulting in a surplus of $464,198.08 at the close of the financial year.

The surplus represented a mere 1.45% of the total subvention received for the 2014/2015 financial year and was added to the Legal Aid Fund for future shortfalls.

Chapter 6: Other Administrative Matters 6.1.


Duty Counsel Scheme The Duty Counsel Scheme provides legal representation to: - Adults detained on suspicion of having committed a Capital offence.

- Minors (under eighteen) detained on suspicion of having committed any offence.

The Duty Counsel Scheme continued operations.

The 24-hour Call Centre of the Duty Counsel Scheme continues to operate out of the San Fernando office.
13 Legal Aid and Advisory Authority Annual Report 2014 – 2015 LEGAL AID AND ADVISORY AUTHORITY DUTY COUNSEL SCHEME OCTOBER, 2014 TO SEPTEMBER, 2015 Month Minors Adults October November December January February March April May June July August September TOTAL Male 51 50 57 74 71 69 43 69 61 43 57 39 684 Female Male Female Table 2: Duty Counsel Assignments for the period October 2014 – September 2015 14 Legal Aid and Advisory Authority Annual Report 2014 – 2015 100 90 80 70 60 50 40 30 20 10 0 Minors Adults Oct Nov Dec Jan Feb Mar Apr May Jun Jul Aug Sep Minors - M Minors - F Adults - M Adults - F Oct Nov Dec 57 50 51 2 4 7 18 9 3 4 0 2 Jan 74 13 4 0 Feb Mar Apr May 69 71 6 6 7 11 2 1 43 7 10 1 69 6 12 1 Jun 61 10 13 0 Jul Aug 57 43 6 7 12 25 1 3 Sep 39 4 8 0 Fig.6 Duty Counsel Assignments for the period October 2014 – September 2015 6.2.
Legal Aid Outreach The new Communications and Public Engagement Specialist worked to foster outreach programs among the diverse publics served by the Authority.

6.3.

General Matters The Authority approved the Accounting Firm of Shaffick Hosein & Company to complete Annual Reports for the years 2013-2014 15 Legal Aid and Advisory Authority Annual Report 2014 – 2015 Chapter 7: HR Report Introduction This report encapsulates HR activities for the year 2015.

7.1.
7.1.

Staff Complement As at 01 January, 2015 the Authority’s Staff complement was one hundred and seven (107) employees.

At the 31 of December 2015 the Staff Complement stood at one hundred and three (103) employees.

7.2.

New Recruits Twenty-Seven (27) new employees entered the Authority for the year 2015.

Three (3) on the establishment, nine (9) on contract employment, seven (7) Leave Reliefs and eight (8) OJT’s as follows: Name Department/Position Commencement Date 1.
Nikesha Spann Clerical Assistant, Registry Department 05 January, 2015 2.

Michelle Williams, OJT Clerical Assistant, Arima Office 19 January 2015.

3.

Navin Mahabir OJT- I C T, 12 February, 2015 4.

Tamika De Gannes OJT Clerical Assistant, San Fernando 02 March, 2015 5.

Rene Luke- Ramdass OJT- I C T, 6.

Akeila Sydney OJT, Accounts 02 March, 2015 03 March, 2015 7.

Lori Kissoon Clerical Assistant – Registry, 16 March, 2015 8.

Emily Joshua OJT, Paralegal, San Fernando 29 April, 2015 9.
Irlyn Thedore Clerical Assistant, Registry 01 May, 2015 10.

Osei Brathwaite IT Assistant, I C T 04 May, 2015 11.

Sermoya Sandiford Customer Service Representative 04 May, 2015 12.

Soneille Rahim OJT, I C T 13.

Reshma Radoo OJT, Accounts 14.

Kadesh Duncan Administrative Officer II 15.

Ashya Gibbons-Moses Legal Aid Investigator 16.

Clive Richardson Administrative Coordinator 17.


Channel Dixon-Little Clerical Assistant, Accounts 18 May, 2015 22 June, 2015 01 June, 2015 01 June, 2015 20 July, 2015 22 July, 2015 18.

Jared Ali Legal Officer, San Fernando 01 September, 2015 19.

Quincy Francis Clerical Assistant, Registry 28 September, 2015 16 Legal Aid and Advisory Authority Annual Report 2014 – 2015 7.3.

Resignations and Retirement Eleven (9) LAAA contract employees resigned and (2) OJT’S exited the Authority as follows: NAME 1.
Nigel Pilgrim 2.

Rene`-Luke Ramdass 3.

Tisha Augustine 4.

Anslem Leander DATE OF RESIGNATION April 03, 2015 April 08, 2015 April 15, 2015 May 04, 2015 POSITION/LOCATION Legal Officer, San Fernando OJT, Information And Communications Technology Clerical Assistant/Typist, Registry Legal Officer, San Fernando 5.

Giselle Landeau-Birmingham May 04, 2015 Legal Officer, San Fernando 6.

Shala Jankie-Mohamed 7.

Irlyn Theodore 8.

Kamara Alleyne 9.


Candace Roberts May 07, 2015 June 15, 2015 Senior Clerical Assistant 1, San Fernando Clerical Assistant, Registry September 07, 2015 OJT, Paralegal, Head Office September 18, 2015 Clerical Assistant/Typist, San Fernando Retirement – 1(LAAA Employee) NAME DATE OF RETIREMENT 1.

Ellen Parris-Sandy April 23, 2015 7.4.
Acting Arrangements and Additional Duties Employee/Substantive Position Acting Position Period Daron Maynard – Accountant II September 02, 2014 – March 01, 2015, Accounting Assistant March 02, 2015 – April 01, 2015, April 02, 2015 – May 29, 2015, Althea Alexander Accounting Asst.– September 02, 2014 – March 01, 2015, Clerk II March 02, 2015 – April 01, 2015, April 02, 2015 – May 29, 2015 & June 01, 2015 – November 30, 2015 Richard Ragoobarsingh Secretary September 23, 2015 – December 04, 2015 Assistant Secretary 17 Legal Aid and Advisory Authority Annual Report 2014 – 2015 Additional Duties Employee/Substantive Position Additional Duties Karlene Inniss-Salandy, Senior Clerical I Office Manager Period January 23, 2015 to May 08, 2015 September 03, 2015 – October 08, 2015 Keisha Vidale, HR Assistant HR Specialist March 17, 2015 to April 14, 2015 Arlene Hamilton, Cleaner – Kitchen Aid September 17, 2014 to August 22, 2015 Hadassah Jackson, Office Manager Call Centre July 15, 2012 – December 31, 2015 7.5.
Industrial Relations One matter was heard in the Industrial Court.

Details are listed in the table below: Name/No Matter Comments GSD TD 031/2013 National Workers Union v Legal Aid & Advisory Authority Yohan Winter Roach Failure to pay gratuity to worker Yohan Winter Roach.

The worker was employed by the Authority on three (3) consecutive one year contract as follows: i.

05 March 2003 to 04 March 2004 05 March 2004 to 04 March 2005 03 April 2006 to 02 April 2007 ii.

iii.
iii.

One matter outstanding for contract period 03 April 2006 to 02 April, 2006.

Two other contract periods settled.

The Hon.

D. Rambally advised the Authority to absorb the cost as a result of the identified Administrative error involving vacation leave for the contract 03 April 2006 to 02 April, 2006.

The Authority agreed to this.

Copies of documents were sent to Comptroller of Accounts after the Auditor’s review.
The union advised that the matter will be withdrawn at the next conciliation scheduled for 28/1/16 before the Hon Mr. D. Rambally 7.6.

Disciplinary Procedures Several workers were found culpable for Non adherence to the Dress Code Policy and Leaving the Office without Authorization.

a.

Non Adherence to Dress Code Policy Three (3) employees were addressed regarding non adherence to the dress code guidelines for the period under review.

One incident escalated for Board intervention.

b.


Leaving Office without Authorization Letters were issued to eight (8) employees for leaving the office before the stipulated time.

Employees were cautioned that the behaviour displayed was unacceptable and they were encouraged to desist from any reoccurrence of in the future.

18 Legal Aid and Advisory Authority Annual Report 2014 – 2015 7.7.
Unpunctuality Record A total of 48,828 minutes were lost in unpunctuality for the year in review at the Clerical and Support Staff level.

Late letters were issued to employees for unpunctuality.

Two (2) employees were referred to the Employee Assistance Program for additional support.

7.8.

Group Health Plan Activity For the period January to December 2015 a total of Two Hundred and three (203) claims were made on the Sagicor Group Health Plan.
A total of One Hundred and Fifty-one Thousand, Five Hundred and Seventy-four Dollars and Sixty-two Cents ($151,574.62) paid out by Sagicor for claims made by LAAA employees.

Payments made to Sagicor for the period January to December, 2015 amounted to $223,290.96 19 Legal Aid and Advisory Authority Annual Report 2014 – 2015 7.9.

Health and Safety Three (3) issues were reported to the Authority as Health and Safety issues for the period under review in the table below:.
Employee Date of Issue/Report Nature of the Incident Action Gaenah Valentine Legal Aid Assistant Channel Dixon Leave Relief, Clerical Assistant February 10, 2015 Fell while visiting a client July 31, 2015 Fell on stairs at Head Office Closed - No further action Closed – No further action Gemma Brewster, Registrar, Registry November 19, 2015 Fell in the Registry Department Open – Awaiting results of MRI 7.10.
Employee Assistance Programme Dolly and Associates Ltd. has been the provider of Employee Assistance Programme Services to the Legal Aid and Advisory Authority having been awarded the initial contract for this service in February 2008.

The contract for the period 1st September, 2014 – 31st August, 2015 expired and was not renewed.
The following is the annual report on the utilization of the services by employees and dependents for the period 1st September, 2014 – 14th August, 2015 Utilization Rate: Eight (8) clients utilized thirty-one (31) counselling sessions during the period from 1st September, 2014 – 14th August, 2015.

Seven (7) clients were employees of the Legal Aid and Advisory Authority and one (1) was a dependent.
There were five (5) new employee clients (new to utilization of the programme), one (1) male and four (4) females.

There was one (1) new female dependent.

The actual utilization rate of the Legal Aid and Advisory Authority is based on the employees and dependents utilizing the services of the EAP for a particular period.

For this period seven (7) or 6.6% employees and one (1) dependent or 0.66% dependents made use of the EAP services.

20 Legal Aid and Advisory Authority Annual Report 2014 – 2015 7.11.
Training and Development Training Expenditure for the Year 2014/2015 totalled $12, 744.25.

Details in the table below: DATE PAYEE DETAILS 15/07/2015 Epiphany Consultancy Services Limited Implementing International Standards In Youth Justice - Two (2) Legal Officers In Patrice Mendoza Mason Avion Gill AMOUNT $ 7,000.00 30/10/2015 Employers Solution Centre Two (2) Days Conference On $ 5,744.25 Culture Shock On 29th-30th October 2015 Manager, Human Resources.
Rachael Thomas Fifty (50) contact hours were expended on training for seven (7) employees at the Authority.

Accounts, Legal and ICT received training for the period under review but no cost was expended.
Details are listed in the table below Programme/Provider/Personnel Dates/ Contact Hours MicroPay Program - MCS Software Head Office, LAAA , 3rd Floor , Conference Room  Akeila Sydney, OJT  Alison Bridgelal, Clerical Assistant  Kia Texeira, Clerical Assistant  Sevelle Williams, Clerical Assistant Juvenile Justice Case Flow Trinidad and Tobago Juvenile Court Project Seecharan’s Building, JEI Training Room, Duke Street, Port-of-Spain.

 Norisa Tyson, Legal Officer  Lee Matadeen Dass, Legal Officer.
Microsoft Enterprise Agreement, the workshop, “Exchange 2013: Administration and Troubleshooting” Professional, Consulting Unit, National Information and Communication Technology Company Limited (iGovTT) Lord Harris Court, #52 Pembroke Street, Port of Spain • John Chong Sing, Manager, ICT 21 17th March, 2015 10.00 a.m. – 1:00 p.m. (3hrs) Saturday 17th January, 2015 9:00 am to 4:00pm (7 hrs) Monday 9th February, 2015 2:00 p.m. to 4:00 pm (2 hrs) Saturday 21st March, 2015 9:00 am to 4pm (7 hrs) Friday 27th March, 2015 8:30 a.m. to 4:00 p.m. (7 hrs) January 20th 2015 – January 23rd 2015.
4 days (24 hrs) Legal Aid and Advisory Authority Annual Report 2014 – 2015 7.12.

HR Activities - Accomplishments a.

General Staff Retreat was held on April 17, 2015. b.

Three (3) Orientation Sessions held for New Recruits c. Submission of HR Plan for the period 2014-2015. d. Revision and Enhancement of Recruitment and Selection process e. Initiated and obtained Approval for a LAAA Staff Sports Club via Proposal to Board of Directors.
f. Completed and forwarded to CPO via the Ministry of Legal Affairs Outstanding Terms and Conditions for the period 2012 to 2016 for all positions .

g. Completion of Feasibility Report for Legal Officers submitted at the 312th Meeting of the Authority.

h. Reviewed and Enhanced the Performance Management System inclusive the following: 1.

Training for Managers and Department Heads 2.

Draft Performance Management Manual 3.

Revised Performance Appraisal Form i.

Approved Policies and Procedures a.


Telephone Policy b. Punctuality and Attendance Policy c. Amended Dress Code Policy 7.13.

2015/2016 Projections 1.

Establishment of the LAAA Staff Sports Club 2.

Implementation of Revised Performance Management System 3. Review of Organisation Structure and Improvement/Regularisation of Established positions 4.

Hosting of Annual Staff Meeting 5.

Filling of Strategic positions – Accountant II, Internal Auditor, Established Legal Officer 6.
Training and Development – inclusive of Leadership Development, Succession Planning and Client Care 7.

Employee Wellness Program 8.

Implementation of a Retirees Plan 9.

New Policies and Procedures including a.

Reward and Recognition Policy b.

Additional Duties Chapter 8: Financial Statements 8.1.
Audited Financial Statements The Financial Statement of the Authority for the year ended September 30th 2015, which was audited and certified by Shaffick Hosein & Company, Chartered Accountants, is incorporated into this Report.
22 Legal Aid and Advisory Authority Annual Report 2014 – 2015 23 Legal Aid and Advisory Authority Annual Report 2014 – 2015 24 Legal Aid and Advisory Authority Annual Report 2014 – 2015 25 Legal Aid and Advisory Authority Annual Report 2014 – 2015 26 Legal Aid and Advisory Authority Annual Report 2014 – 2015 27 Legal Aid and Advisory Authority Annual Report 2014 – 2015 28 Legal Aid and Advisory Authority Annual Report 2014 – 2015 29 Legal Aid and Advisory Authority Annual Report 2014 – 2015 30 Legal Aid and Advisory Authority Annual Report 2014 – 2015 31 Legal Aid and Advisory Authority Annual Report 2014 – 2015 32 Legal Aid and Advisory Authority Annual Report 2014 – 2015 CHAPTER 9: Statistics Summary of Fees Paid by Court Type 2014 - 2015 HIGH COURT MAGISTRATE COURT DUTY COUNSEL TOTALS NO.
OF CASES $ NO.

OF CASES $ NO.

OF CASES $ NO.

OF CASES $ 555 7,265,770.34 648 915,950.00 592 1,157,200.00 1,795 9,338,920.34 Summary of Fees Paid by Courts 2014 – 2015 CIVIL NO.

OF CASES $ HIGH COURT CRIMINAL NO.

OF CASES $ TOTAL $ NO.

OF CASES 215 841,770.37 340 6,423,999.97 592 7,265,770.34 MAGISTRATE’S COURT CIVIL CRIMINAL TOTAL NO.

OF CASES $ NO.

OF CASES $ NO.


OF CASES $ 260 263,700.00 388 652,250.00 639 915,950.00 Summary of Fees Paid by Type of Matters 2014 - 2015 CIVIL CRIMINAL DUTY COUNSEL TOTALS NO.

OF CASES $ NO.

OF CASES $ NO.

OF CASES $ NO.

OF CASES $ 475 1,105,470.37 728 7,076,249.97 592 1,157,200.00 1,795 9,338,920.34 Fees Paid in Multi Accused Matters Naipaul- Coolman Case YEAR NO.
OF CASES $ 2014-2015 1 5,435,000.00 33 Legal Aid and Advisory Authority Annual Report 2014 – 2015 Attorney Payments 2014 - 2015 3000,000.00 2500,000.00 2000,000.00 1500,000.00 1000,000.00 2412,705.73 1031,983.33 1000,105.52 767,828.40 714,650.00 682,442.29 799,592.26 589,319.77 500,000.00 433,393.04 457,650.00 449,250.00 0.00 OCT NOV DEC JAN FEB MAR APR MAY TOTAL PAID 433,393.04 767,828.40 1031,983.33 457,650.00 714,650.00 1000,105.52 682,442.29 449,250.00 0.00 JUN 0.00 JUL AUG SEP 2412,705.73 799,592.26 589,319.77 34 Legal Aid and Advisory Authority Annual Report 2014 – 2015 Attorney Payments 2014 - 2015 35 Legal Aid and Advisory Authority Annual Report 2014 – 2015 36 Legal Aid and Advisory Authority Annual Report 2014 – 2015 37 Legal Aid and Advisory Authority Annual Report 2014 – 2015 38 Legal Aid and Advisory Authority Annual Report 2014 – 2015 39 Legal Aid and Advisory Authority Annual Report 2014 – 2015 MATTERS PAID FOR THE PERIOD 2014-2015 MAGISTRATE COURT TOTAL PAID CIVIL HIGH COURT TOTAL PAID $ CRIMIN AL $.
CIVI L. $.. CRIMIN AL.

$... DUTY COUNSEL NO.

OF CASES.

$.... PERIOD PERIOD NO.

OF CASES NO.
OF CASES Oct-14 Nov-14 Dec-14 Jan-15 Feb-15 Mar-15 Apr-15 May-15 Jun-15 Jul-15 Aug-15 Sep- TOTAL 1795 $ 9,338,920.34 260 $ 263,700.00 388 $ 52,250.00 215 $ 41,770.37 340 $ 6,423,999.97 592 $ 1,157,200.00 MAGISTRATE COURT HIGH COURT TOTAL 648 555 1203 915,950.00 7,265,770.34 $8,181,720.34 CIVIL CRIMINAL 475 728 1,105,470.37 7,076,249.97 TOTAL 1203 $8,181,720.34 40 Legal Aid and Advisory Authority Annual Report 2014 – 2015 APPENDIX I LAAA EXISTING ORGANISATIONAL STRUCTURE Board Director/Chairman Secretary Legal & Investigations Sub-Offices Arima, Couva, San F’do, Tobago Admin & Registry Information
 Technology Accounts Human Resources 41 Legal Aid and Advisory Authority Annual Report 2014 – 2015 APPENDIX II DETAILS FROM STRATEGIC PLAN 2013-2016 VISION STATEMENT: “The leading, dynamic organization, providing quality and easily accessible legal services to valued clients by dedicated staff” MISSION STATEMENT: “To make Our Legal Services accessible to persons of moderate means through…  Loyal, Dedicated and Competent Staff,  In A Timely and Professional manner,  Within An Environment in which both Staff and Clients Are Highly Valued and Respected and  Advancing and Fostering Relationships and Networks with Relevant Stakeholders.” CORE VALUES:  Confidentiality  Integrity  Team Work  Client Care  Quality Service  Efficiency.
42 Legal Aid and Advisory Authority Annual Report 2014 – 2015 LAAA STRATEGIC GOALS FOR 2013-2016 43 STRATEGIC GOALSTo maintain the efficiency and effectiveness of the budgetary processIncrease the efficiency of the financial processTo fully implement ICT financial operated systemsEnsure prudent management of funds To improve and further extend the services of the LAAAIncrease Client Satisfaction Increase Client Base To educate and inform the public of the services of the Authority To improve, monitor and evaluate the efficiency of the Business Processes of the organizationTo develop and implement the Business Continuity PlanTo identify/reduce business risk and establish a Risk Management PlanTo strengthen the HR capacity of LAAAPromote and enhance employee well-being To build a strong team environmentTo ensure consistent decision making in HR functionsLEGAL AID AND ADVISORY AUTHORITYSTRATEGIC GOALS FOR PERIOD 2013 - 2016 FINANCIAL CLIENTS & STAKEHOLDERSBUSINESS PROCESSHR, LEARNING & TEAM Legal Aid and Advisory Authority Annual Report 2014 – 2015 STRATEGIC OBJECTIVES OF LAAA DEPARTMENTS FOR 2013- 2016 HUMAN RESOURCES: HUMAN RESOURCES UNIT - STRATEGIC GOALS • • • • To strengthen the HR capacity of LAAA To promote and enhance employee well being To ensure consistent decision making in HR functions To build a strong team environment INFORMATION AND COMMUNICATIONS TECHNOLOGY: ICT STRATEGIC GOALS • • • • To have implemented recommended Departmental structure To update ICT Plan to include proposed new District Offices
 To set up a LAAA website To source and have installed Case Management Software COMMUNICATIONS: Communications STRATEGIC GOALS • • • • To educate and inform the public of the services of the LAAA To ensure effective branding of the LAAA To improve internal and external communications To ensure Quality Client Care ADMINISTRATION: ADMINISTRATION UNIT STRATEGIC GOALS • • • • To monitor, improve and evaluate the efficiency of the Business Processes of the LAAA To identify/reduce business risk and establish a Risk Management Plan To ensure that the offices of the LAAA are comfortable and OSH compliant To provide support to the Accounts Department in ensuring the prudent management of funds 44 Legal Aid and Advisory Authority Annual Report 2014 – 2015 LEGAL: LEGAL UNIT STRATEGIC GOALS • • • • To provide efficient and effective representation and cogent legal counsel to clients To improve and further extend the services of the LAAA To raise the profile and public image of the LAAA and the Legal Unit To ensure regular monitoring and effective management and control of external Attorney/Client ACCOUNTS: ACCOUNTING UNIT -STRATEGIC GOALS • • • To maintain the efficiency and effectiveness of the budgetary process To increase the efficiency of the financial process To ensure the prudent management of funds INVESTIGATIONS: INVESTIGATIONS UNIT -STRATEGIC GOALS • • • To improve and further extend the services of the LAAA To increase client satisfaction To support the
 implementation of a Public Information Programme 45