Minutes of the Seychelles Maritime Academy Board Meeting held on

Wednesday 06th April 2016, at the SEYPEC House Board Room, at 1000hrs
Present
Mr. Conrad Benoiton
Mr. Selby Dora
Captain Peshala Medagama
Captain Wilton Ernesta
Captain Ajith Peiris
Captain Awasthi
Captain Joachim Valmont
Mr. Beatty Hoareau

Chairman
Vice-Chair
In Attendance (CINEC)
Assistant Director (SMA)
Member
Member (SMA Director)
Member
Member

Absent with Apologies

Mr. Finley Racombo

Member
Action

1.
0

Introduction
and
Welcoming
Remarks

The meeting commenced by Mr.

Benoiton welcoming and thanking
everyone for their presence at
todays meeting.

2.
0

Corrections of Previous minutes of

meeting
-

Current
Status

Propose
d action

Chair
man

Point 3.2, Page 7, line 1; the word

me after informed should be
deleted.
Point 1.0, page 1, paragraph 3
should read; the Public Relations
and
Communications
Officer
(PRCO) has been asked to assist
with the rebranding of SMA and not
MTA.
Page 3, paragraph 2, line 5; should
read SMA and not MTA
Page 3, paragraph 6, line 4; should
read SMA and not MTA
Page 3, paragraph 4, line 1; should
read Mr. Morel and not Mr. Noted
Point 3.2.8, Page 8; should read
SMA and not MTA
Point 3.2.11, Page 9,line 4; should
read SMA and not MTA
Point 3.3.3, page 15, paragraph 3,
line 3; should read SMA not MTA
1
SMA Board Meeting - April 06th 2016

3.
0

Matters Arising
Mr. Benoiton, noted that the Strategic
plan had been accepted and formally
submitted to the Ministry of Education
along with the budgetary preparation of
SMA. It was further noted that the key
element is covered under point 3.1 from
minutes of previous meeting in detail.
Mr. Benoiton, requested for an update
vis--vis the response of Mr. Guy Morel in
relation to the submissions regarding the
flow chart and identification of work
engagements that he was to continue
with the Strategic plan engagement
process.
Captain Ernesta informed the meeting
that Mr. Morel had conducted a first
meeting with SMA and was supposed to
come back last week. Captain Ernesta
further noted that Mr. Morel failed to turn
up but did however call to inform that he
would instead be coming to SMA at the
beginning of April (date is yet to confirm)
to start the work identified and that he
would be working alongside Mr. Morel.

3.
1.
1

Mr. Benoiton highlighted the fact that the

momentum needed to be maintained as
this whole preparatory engagement is to
lead us to a position where by the end of
the year SMA can stand on its own two
feet. Mr. Benoiton requested that SMA
chase after Mr. Morel and that if for any
reason he fails to respond then to alert
him as Chairman so he may follow up on
the matter.
Mr. Benoiton informed the meeting that
to his understanding, the item raised by
Captain Peiris about the Strategic Plan
2020 has been addressed with the
Ministry of Education in terms of the

Mr.
Benoito
n

Captain
Ernesta

Final Plan
completed
.
Guy Morrel
has been
meeting
SMA
officials
and
briefing
them
on
SP.
Last
meeting 3
weeks
before and
now he is
overseas
and next
one
plan
for Nov.

I
have
some
queries
related
to
SP
need to
get clear
at
the
next
meeting
with GM.

Mr.
Benoito
n

Mr.
Benoito
n

Captain
2
SMA Board Meeting - April 06th 2016

3.
1.
2

CINEC contractual continuity. It was noted

that a formal submission had been made
to MoE and that endorsement of the
submission is awaited for the continuity
engagement of the principles of the
agreement that is in force between CINEC
and MoE.
CINEC Contract
Captain Peiris explained that CINEC will
be continuing its partnership with SMA
and that the contract is being extended
for a further 3 years. He additionally
noted that the Ministry of Education will
be giving a date and time for the signing
of the extension. He further added that
on the quality management side SMA will
have to start implementing the Class 3
program and invited Captain Peshala to
explain further.

3.
1.
3

3.
1.
4

3.

Move from ISO 2008 to ISO 2015

Captain Peshala informed the meeting
that with the IMO quality system already
in place, SMA has to now go to the next
level. He informed that CINEC was now
looking to introduce the able sea farers
program and to then introduce class 3
programs. He further added that SMA
needed to work closely with SMSA for
proper implementation. Captain Peshala
added that there would need to be a
review in the structure and programs as
well as careful consideration in the
migration of the ISO 2008 system to the
ISO 2015 as it has to be in place by the
01st September 2018. We would therefore
have to develop, implement and have all
the records and documents endorsed
before then.
Captain Ernesta, intervened to correct

Peiris

Captain
Peshala

The
charter
needed
to
be
Saw some amended
discrepanc .
Shall
ies
bring this
between
to
the
CINEC
notice of
agreement Mr.Condr
and
the ad.
Charter
related to
BOD

Captain
Ernesta

Captain
Awasthi

Captain
Peiris

Captain
Awasthi
/ Peiris

Mr.

Awareness
on
ISO
9001
/
2015 has
been
conducted
with
full
staf
participati
on.
Internal
Auditor
training
has been
done
for
12
persons.
Will
do
an
internal
audit
with
3
SMA Board Meeting - April 06th 2016

1.
5

Captain Peshala and noted that under the

STCW the term should rather be Officer
of the Watch rather than class 3 which
might be confused with the class 3 which
is the Near Coastal.
SMSA Audit
Captain Awasthi noted that SMA would be
having an SMSA Audit by the end of next
week of which the Institution will be
verbally notified.
Achievements
Captain Peiris noted that it would be
beneficial to compile a report which will
include; Directors reports and previous
board minutes of meetings to explain
what changes have taken place during
the last 3 years at SMA. It was
additionally noted that SMA is on its way
up in terms of attitude and status and
thus it is vital that we start creating a
brand to attract foreign students.
Captain Awasthi noted that in order to
continue expansion SMA needed more
infrastructures. Captain Peiris pointed out
that the process during the last 3 years
has been slow but that work had to
continue within the limitations and that
the CINEC partnership needed to be
taken advantage of.

Dora

Captain
Peiris/
Awasthi

Captain
Ernesta
Mr.
Hoarea
u

Mr.
Mr. Dora added that SMA had passed the
Benoito
first phase of the MoU and that it was
n
important to evaluate the achievements
in terms of what has been achieved to
allow the move forward to the next
phase. These achievements, Mr. Dora
noted, should be made visible in the form
of an action plan to move to the next
phase so that new comers may
appreciate the work done and what can
be achieved in the next 3 years.
SMA Training/ Marketing
It was pointed out by Captain Peiris that
there needed to be more selling of SMA
and clarification of what the programs
entails amongst students to gain good

Mr.
Hoarea
u

Nishan
Already
done with
2
NCs
which
have been
dealt with.
SMA
has
not
compiled a
report on
achieveme
nt
under
CINEC.
Has
it
done
by
CINEC? If
not it may
be good to
do a one
to assess
wx
we
have
fulfilled
the
agreement
.

I will do
this kept
at
SMA
incase
required.

Will bring
this
to
the
notice of
Mr.Condr
ad when
I
see
him.
We could
get
the
assis of
Have
no Seypec.
Marketing
Plan.
SEYPECs
employee
Nadine
has been
transferre
4
SMA Board Meeting - April 06th 2016

3.
1.
6

and
interested
candidates
through
activities such as talks and seminars. This
he said would ensure that once they join
students are guided and trained in their
areas of interest instead of them finding
out about the course content as they
progress.

Captain
Valmon
t

Captain Peiris noted that SMA needed to

mould the students and also cater for
their needs and find ways to ensure that
despite certain academic disadvantages
students are successful in their courses
and graduate. He also noted that SMA
needed to develop and start courses for
students who do not wish to work on
ships, for example in port logistics, forklift
drivers, etc and present the programs
to government for approval.

Mr.
Dora

Captain Ernesta intervened, and noted

that he had developed a course in port
logistics and it is being sent for approval.
Mr. Hoareau noted that it would be good
to have a video made about life working
on a Ship/ Seychelles tanker, the
achievements,
their
training
and
progression and use that to promote the
Academy and its courses on SBC.

Captain
Peiris/
Mr.
Dora

Mr. Benoiton noted that work had already

been started but that more footage
needed
to
be
captured
as
the
cameraman sent on board the tanker for
5 days failed to capture what was
intended maybe because he did not have
enough leads at what was to be done.
It is the intention to send a more
professional person this time, and we
have Gilbert Hoareau a new Master
(former Maritime Training Centre student)
as well another Master to be appointed
soon who will feature in the documentary.
Mr. Benoiton noted that the video will not
only be used for SMA but also for Seypec
when recruiting persons for our Tankers.
The video is also expected to showcase
the domestic maritime sector. It was
noted that the script is expected to take
about 2/3months to complete

Mr.
Benoito
n

d out from
SEYPEC to
Presidents
office. New
one
Chloe is
there.

Not
approved
yet.

I will go
through
the
course
and also
planning
to
market
DG
handling
to
port
workers.

Already
commence
d to re do.

Mr.
Benoito
n
Not given
despite
few
reminders

5
SMA Board Meeting - April 06th 2016

Mr. Hoareau noted that the Fishermens

Association has a short video called
Fishermen of paradise about 10/12
minutes long which they could share with
SMA so they can use it depending on its
relevance.

Captain
Valmon
t/ Mr.
Benoito
n

Captain Valmont pointed out that last

year he visited 7-8 schools at S3-S4 level
and was surprised at how many students
did not know about a maritime/ sea farers
career. It was noted that students were
very participative and asked many
questions which indicated their lack of Captain
knowledge in the maritime field and the
Peshala
Academy. Captain Valmont noted that
once the SMA audit is over in June he
intends to go back to the schools to
continue his presentation to students,
with the use of the video if ready by then.
Mr.
Mr. Dora noted that SMA needs to be Benoito
more systematic in how it markets itself n
and that the onus is on SMA to build a
brand get its staf to own the brand and
have champions to market the Academy
in an organized manner whilst using the
website as a marketing tool. He noted
that SMA needs to infiltrate the schools
through its re-branding and champions.
Captain Peiris and Mr. Dora both noted
that SMA could promote itself in career
fairs
themselves
and
that
when
participating the personnel should be in
full formal uniforms to portray the brand
as well as inspire young potential
candidates. Captain Peiris noted that the
SMA graduation ceremony would have
been diferent and have more prestige if
uniforms had been used instead of the
cloak. This suggestion was agreed by all
members present

Need
a
marketing
plan.

Mr.
Hoarea
u/
Captain
Awasthi

Mr.
Benoito
n

It was noted by Mr. Benoiton that the first

cohort are coming back in May/June from
abroad after completing their training in
Sri-Lanka and 9 months on tankers and
have
completed
their
pre-sea
6
SMA Board Meeting - April 06th 2016

3.
1.
8

3.
1.
9

certification. They will be sent to SMA to

promote what they have achieved and
inspire other students.
Mr. Guy Morels flow Chart
Mr. Benoiton made reference to Mr. Guy
Morels flow chart and noted that
everything being discussed is included in
there and that SMA should chase after Mr.
Guy Morel as it needs to get itself in
order. Otherwise stakeholders will not be
seeing the institution in a positive light.
Mr. Benoiton noted that internally SMA
has started putting its staf in uniform,
sending them for exposure at CINEC and
that all that is part and parcel of the rebranding process. He noted that Mr. Guy
Morel needed to come up with a clear
schedule with the Management staf at
SMA. Mr. Benoiton noted that Mr. Morels
program was to have stated in March and
he has not started yet. The meeting was
informed by Captain Ernesta that Mr.
Morel has informed SMA that he will start
the program in April. Mr. Benoiton noted
that Mr. Morel should finish his program
on time as scheduled and will have to
therefore compress to get it done within
the set timeframe. The Director of SMA
agreed to take this matter up next week.
Captain Valmont queried about possible
conflict of interest between the Academy
being ISO certified and the work being
carried out by Mr. Morel. Mr. Benoiton
explained that there should not be a
conflict in view that the work will be
supplementing the ISO values in creating
well defined management practices as
stipulated, so that everyone is aware of
what he/she is suppose to be doing
through an active plan of action.

Captain
Ernesta

Mr.
Benoito
n

Captain
Peiris/
Mr.
Dora/
Mr.
Benoito
n

Mr.
Benoito
n

Captain Peshala added that quality

systems
are
about
continuous
improvement and that SMA will need to Mr.
review/ upgrade the work program as it is Benoito
audited and evaluated.
n
Mr. Benoiton noted that in support to the
program of Mr. Morel the PR and

The cost of
Re
doing
charter
was
considered
high at the
board
meeting.
7
SMA Board Meeting - April 06th 2016

Communications officer was sent to SriLanka to meet with the Marketing

Manager of CINEC to try and understand
the principles of how structure a
marketing visual disposition which is to
be on par with the Institutional induction
to be conducted by Mr. Guy Morel and
that our PRC Officer will liaise with CINEC
and Mr. Morel throughout the process.
Mr. Hoareau noted that critical control
points should be established in order to
move forward constructively. The Director
noted that plans will be drafted on how
we will achieve our goals and targets. Mr.
Benoiton noted that Mr. Morel is the one
who should ensure same is identified.
Guy Morel Institute
Mr. Benoiton noted that he held a
discussion with the institute to organize a
presentation with the Board next week
with regards to timeframe and processes
as well as needed adaptation with
regards to the fulfillment of Charter in
order to present to the Ministry of
education. A work which they are
currently doing for the Seychelles Tourism
Academy with which they have signed a
MoU. Mr. Benoiton noted that we are at
an advantage as we already have our
strategic plan, our Role Clarifications,
organigram structure, which will speed up
the process. Mr. Benoiton noted that the
Institute had stated that it would hand
over the document in 6 months, to which
he has not agreed and has established a
3 months period for completion of the
work which will focus on the legal
framework that governs the institution
and the operating mandate between SMA
and the Ministry.
It was noted by Captain Ernesta that the
fisheries science lecturer from India
would be joining by the end of next
month who will review the whole
program.

Mr.
Benoito
n

Mr.
Benoito
n/ Mr.
Dora

Mr.
Dora

Captain
Ernesta

Already
working.

De linking
now
renamed
as
De
limitation
of
duties
by
MOE.
The
de
limitation
on
Finance
and HR.
Capt.Ernes
ta now in
negotiatio
ns
with
Finance
Ministry to
agree on
principle
on
this.

Mr. Benoiton noted that he had informed

8
SMA Board Meeting - April 06th 2016

the Ministry of education in one of his

meetings that by the end of the third
quarter SMA would need to have
completed the restructuring to that the
last quarter SMA can start testing prior to
full autonomy in 2017.
(refer to minutes of meeting of 03rd March
2016)
Captain Peiris enquired about which
Ministry was in charge of Fisheries. Mr.
Benoiton explained that at the moment
SFA is responsible for it, the Ministry of
Agriculture and Fisheries is the policy
maker and that the Ministry of Education
is the administrator of the Academy. So
as a policy SMA would have to go through
MoE who will in turn communicate with
the associated Ministry. Mr. Dora noted
that any licensing has to go through
SMSA and with regards to certification
and level of qualification; this is done by
the SQA, Ministry of Education through
SMSA.
Mr. Benoiton noted that the Guy Morel
Institute with which he will be meeting
next week will be coming up with the
procedures and set a clear guideline of
how everything (Ministry and other linked
organization) interconnects; the reporting
lines, management maneuvering, etc.
Date of the meeting will GMI be
communicated to all members. Mr.
Benoiton noted that after the work is
completed it will be presented to the
Ministry of Education as the blue print
towards the quest for autonomy of SMA
as prescribed by the Charter.
Certification of Training
Mr. Benoiton noted that Mr. Guy Morel
has identified how SMA will engage with
the Ports Authority and that this has also
been seen as a business option with
regards to where we can provide training
for a certain fee to train their personnel,
whilst achieving national goals set. Mr.
Benoiton suggested that SMA take up all
the recommendations made by Mr. Morel

Captain
Awasthi
/ Mr.
Benoito
n

This is not
done.

Mr.
Dora

Mr.
Hoarea
u/ Mr.
Benoito
n

Captain
Peiris

9
SMA Board Meeting - April 06th 2016

to ensure that these are materialized

within the set time frame of 3 months.
Minutes of meeting with MoE/ SMA
Selection Criteria
It was pointed out by Mr. Benoiton that
there were various components of
administrative matters that needed to be
listened to and understood and that this
was made clear during the meeting. One
of the fundamental issues which has not
been resolved yet is the issue of medical
examination of students which came to
surface last week and the question of the
process contained in the charter, which is
the evaluation and enrollment of students
at SMA.
Mr. Benoiton queried about SMAs
participation in the selection and
enrolment process this year. Mr. Dora
explained that there is a placement board
that which puts together the criteria for
consideration for entry in diferent
course. The criteria are received from the
Institutions in the form of a booklet which
is then sent out to secondary schools. Mr.
Dora noted that the owner of the entry
requirements is the institution itself. He
further noted that, having received
applications based on criteria, all
professional centers send their team to
consider the applicants of which SMA was
no exception. The 2 days selection
process he noted was also based on the
number of posts available/ intake of
professional centers approved by the
cabinet of Ministers.
Mr.
Dora
further
explained
that
depending on the selection criteria from
the booklet( e.g. students with 3As) and
in the batch of applicants for the courses
only 1 has 3 As then SMA team on the
selection panel will have to decide
whether it closes down the centre or
lowers its criteria to get some candidates.
It was noted that the Ministry has already
sent out notices to institutions to get
their input with regards to any changes in

Captain
Ernesta

Mr.
Benoito
n

Captain
Valmon
t

Captain
Ernesta
/ Mr.
Benoito
n

Mr.
Dora

Captain
10
SMA Board Meeting - April 06th 2016

criteria from those of 2016 to 2017, so as

to include the information in the booklet
going out in schools in June 2016 for
courses n ofer in 2017. It was noted that
for 2016, 2 lecturers who have been part
of the selection process for some time
now represented SMA, and that whether
the quality of representation was up to
par is another issue.
Captain Ernesta noted that that he was to
attend but unfortunately himself and Mr.
Micheal was in Sri-Lanka. What happened
is that at one point during the selection
process the criterias were lowered which
is now putting the institution in difficulty
with the current cohort as they cannot
cope with the level of the courses. He
further noted that the concerns of the
institution has been sent to MoE in which
Mr. Dora was copied and that for 2017,
SMA will maintain its criteria to ensure
quality instead of quantity in view that
many learners after lowering entry
criteria lack the academic level to cope
with courses.
It was pointed out by Captain Awasthi
that during handover he had been
informed by the previous director that the
quality of students was poor. Mr.
Benoiton, stated that for the next
selection (i.e.2017) to ensure this issue
does not arise again, the Director and
assistant Director attend the selection
process. Mr. Benoiton proposed that a
statistical analysis be done as to the
efect of the lowering of the criteria with
regards to results from the students; how
many are failing? And is it correlated with
the lowered intake levels? We have to
prove and substantiate why we cannot
lower our criteria to the Ministry of
Education.
Mr. Dora proposed that in the next
meeting someone from the Board attends
to explain why the standards are lowered.
He noted that there is a number factor as
there are 13 post secondary institutions,
there are 52 programs being ofered by

Ernesta

Captain
Valmon
t/ Mr.
Benoito
n/ Mr.
Dora

Now paid
by
the
governme
nt.

Not done

11
SMA Board Meeting - April 06th 2016

these institutions and everyone is looking

for grades from A-C, all institutions are
vying for the best candidates from S5 and
only around 200 students get A-C grades.
The issue of branding comes back, that
for SMA to capture the A-C ahead of the
competitor so SMA has to sell itself as the
best. Mr. Dora noted that maintaining A-C
may mean the institution gets no
students.

This is not
done.

Mr. Hoareau noted that we (SMA) must

set standards and maintain the standards
otherwise it will be a struggle and SMA
will not meet its vision. He noted that Mr.
Dora being a representative of MoE
needs to go back and tell the people
there what we intend to do. Mr. Benoiton
noted that the point made was noted but
that SMA needed to sell its products and
capture the interest of the best students.
He added that the institution also had a
part to play in turning the lower than A-C
students into successful graduates after 2
years. If we do the analysis of percentage
of students we took in diferent grade
categories
and
which
percentage
managed to graduate then it means that
despite the lower grade the capacity
within SMA has enriched the students to
graduate.
Captain Peiris noted that it is unfortunate
that the selection process is just about
academic achievements, and that it takes
more than that to be a seafarer; attitude,
behavior,
discipline,
etc
it
was
proposed that an interview be done also
to determine selection. It was highlighted
y Captain Peiris that there should be no
discrimination and that the institution
should always remember its objective
and commitment towards the country
and that is to train and ensure students
are successful and graduate to join the
industry. He noted that sometimes
students with lower score upon entry
performed better and graduated with
better results than their colleagues who
entered
with
higher
academic

Not done.
12
SMA Board Meeting - April 06th 2016

background.
It was noted by Mr. Ernesta that the
medical test, was still an issue as
students did not want to pay, but
expected the government to pay.
Mr. Benoiton queried about the number of
graduates from yesterdays ceremony
and was informed by Captain Ernesta
that 85 students had successfully
graduated from SMA and that the
statistics of rate of success needed to be
analyzed for the past 3 years and
presented to the board to make an
informed policy decision.
Captain Valmont noted that he had had
some discussion with the previous
Director and Captain Ernesta about the
intake of students, and noted that there
are many of our local seafarers who do
not even think of ever sailing in
international waters. He also noted that
SMA has the responsibility to select the
candidates and after 3 months of training
at the institution to vet them, as to
whether they can continue with the
course, if they are not meeting the
criteria or cannot cope with the course
either the student can be re-oriented to
another course or dismissed to avoid
wastage of already scarce resources.
Captain Ernesta said that this system was
already in place but the period of
assessment was 1 year. It was agreed by
members that 1 year was too long and
Mr. Benoiton noted that the policy
needed to come from the statistical
analysis in order to take a decision
regarding the period of assessment.
Mr. Dora noted that the policy needed to
be communicated to MoE, and noted that
in the submission of course/ programs on
ofer for validation there was a section
where there was a question What are
your assessment criterias? and that this
needed to be included in the document.
13
SMA Board Meeting - April 06th 2016

He noted that as we re-evaluate we need

to adjust and document and review the
assessment policy as make a case to the
Ministry. Mr. Dora additionally noted that
SMA needed to be clear with regards to
its policy and make that clear in the
booklet rather than implement it after a
cohort has started their studies. He also
noted that many institutions for example
SALS has discontinued students on
courses due to their failure to meet a
certain level/ grade.
Captain Ernesta noted that he has
already submitted the changed criterias
to Ministry of Education. Mr. Benoiton
requested that he write to them to inform
that the Board had requested that the
changes be reviewed and that you would
need to discuss further with the Board of
Directors prior to submitting the final
document to them by mid July.
Captain Valmont noted that the point that
had been made by Captain Peiris was
very important and that it was crucial
that an interview/ one on one be held
with the applicants to determine their
selection. We have to come up with a
policy that interview is to be conducted
with all middle and lower end students
prior to selection. Mr. Benoiton noted that
for top end students medical test should
be done straight away to ensure they are
medically fit to join SMA.
Mr. Dora noted that the processes needed
to be reviewed as SMA is operating in a
completely diferent way than it was
when it was still MTC. He also added that
the process of interviewing was being
done at some institution and that if SMA
can substantiate and support why they
wish to incorporate interviews as a
criteria to the MoE, then there should not
be a problem for approval. It was noted
by Mr. Dora that all changes must be
incorporated in the booklet for students
knowledge prior to applying to the
Academy.
The Directors Report
14
SMA Board Meeting - April 06th 2016

3.
2
3.
2.
1

3.
2.
2

3.
2.
3

3.
2.
4

Training of Trainers
Captain Awasthi noted that the de-linking
process and strategic plan had been
discussed already. He made reference to
staf training on page 5 of the report
regarding the training of trainers. Captain
Awasthi informed the meeting that 4
lecturers had been identified to follow a
Train the Trainer course being ofered by
University of Seychelles and that this
would be done during the June holidays
and that discussions are still ongoing.
Audit training
The meeting was informed by Captain
Awasthi that the lead auditors training list
has been forwarded to the Ministry and
that SBS had conducted training for some
SMA staf for internal auditing. It was
noted by captain Ernesta that the
external auditor had recommended that
himself and Mr. Nishan follow a lead
auditors training normally held abroad.
Mr. Benoiton noted that ISO audit training
for Seypec is done on site in September
every year and that SMA could benefit by
joining. Captain Valmont also requested
that SMSA be invited to participate when
the trainer comes in also for the auditors
training. Captain Ernesta was advised by
Mr. Benoiton to contact Seypecs Training
and Development Officer, Ms. Astrid Leon
for further details, to include SMSA in the
process and to liaise with Mr. Pierre
Prosper for the Lead Auditors training
contacts.
CINEC Training
The meeting was informed that 4
additional staf had been identified to
follow a 1 week training at CINEC in
familiarization
with
operation
and
administration system (list of names is to
be communicated via e-mail to all
members)

All have
done TOT.
Captain
Awasthi

Captain
Awasthi
/
Captain
Ernesta
/ Mr.
Benoito
n/
Captain
Valmon
t

Captain
Awasthi

Captain
Ernesta

Awareness
done by
all except
me.
Internal
Auditor- by
12 persons

MOE has
said only
lecturers
are
allowed.
SMA has
given the
list to MOE
who will
be
selecting
the
lecturers
to go to
CINEC.
15
SMA Board Meeting - April 06th 2016

 CLISSA Projects
The Director informed the meeting that
on the way to the meeting he received a
call from CLISSA confirming the approval
of all SMAs projects and they would like
to sign an MoU by the end of April.
Captain Ernesta explained that the
project was about building a shed for
SMA under which the students would to
the fishing net repairs and a store for
CLISSA to store fishing and safety
accessories which would be resold to
local fishermen at an afordable price and
to provide equipments for the Fisheries
Science lab of SMA. He noted that SFA
would be involved in that they would
determine what kind of equipments local
fishermen needed. And that CLISSA
would have someone on site to sell and
collect the money. Captain Ernesta noted
that
CLISSA
was
also
going
to
supplement the training courses fees for
short courses for local fishermen.
Mr. Benoiton noted that all along he was
under the impression that the project was
for furnishing equipments to be used by
SMA and an aid program and not have
SMA be involved in retailing of
equipments. Mr. Benoiton noted his
concern about the public entering the
compound to purchase equipments.

Mr.
Benoito
n

Captain
Awasthi

Work on
the lab
has
started.
Shed to be
done.fund
s have
been
released
already for
this. Hope
to finish
before dec
2016.
agreement
ends in
dec 2016.

Mr.
Benoito
n

Mr.
Hoarea
u

It was further noted by Captain Awasthi

that during a meeting on 09th March with
CLISSA and IFAD it was noted by CLISSA
that they do not trust SFA with their
equipments, thus reaching out to SMA.

3.
2.
5

Mr. Benoiton noted that before signing

the MoU the board should have sight of it
as there were propriety risks and
insurance involved. Mr. Benoiton that this
idea was plausible provided there is a
clear cut mandate of who is responsible
for what. Mr. Benoiton recapped what had
been said; the infrastructure that they
are donating will belong to SMA, they will
operate a section of the donated
infrastructure to service the fishermens

Captain
Valmon
t

Mr.
Dora/
Captain
Awasthi
16
SMA Board Meeting - April 06th 2016

needs, under what license will they be

doing that, to retail/ sell?
3.
2.
6

3.
2.
7

Mr. Hoareau noted that he knew a fair

amount about CLISSA and that the
Fishermen and Boat Owners Association
FBOA had also been approached by them
and had been turned down due to
unfavorable terms and conditions. He
noted that the funds collected would go
into a revolving fund meaning there
would always be new stock coming, and
SMA would find itself involved in a
commercial business. It was also pointed
out that CLISSA also wanted a signed
agreement as to whom the items would
be sold to in order to avoid 1 single
person buying the whole stock at once.

Captain
Ernesta
/ Mr.
Benoito
n

Captain Valmont added that he was

totally against the idea of SMA getting
involved in a retail business. We have to
concentrate on setting up SMA and not
derail from our objectives. The first
meeting was done in October November
2015.
3.
2.
8

Mr. Dora highlighted that the MoU had

not been signed yet, but that there must
have
been
a
source
documents
exchanged and the Board should have
sight of that document. Captain Awasthi
noted that selling was not mentioned in
the MoU draft sent. Captain Awasthi will
be sending copy of the MoU to all
members for their comments and
recommendations.

Mr.
Benoito
n/
Captain
Awasthi

Only the
plan is
completed
.

3.

Fire
Fighting/
Water Tank
pumping system
It was noted by Mr. Benoiton that the
current water tank of SMA meant for
firefighting is not enough in capacity to
be able to fulfill its purpose. Mr. Ernesta
explained that the size of the tank had
been determined after a discussion with
Mr.
Ray
Hoareau.
Mr.
Benoiton
recommended that Mr. Ernesta follow up
with Mr. Ray Hoareau as Seypec has a
1,500 litre tank which could be

Captain
Aswath
i

17
SMA Board Meeting - April 06th 2016

2.
9

refurbished and made available to SMA.

Petty Cash
Captain Awasthi noted that SMA had a
petty cash of SR 3000.00 but is allowed
to only spend not more than SR 200.00
per item, this he said was not enough. He
was advised by Mr. Benoiton to take up
the matter administratively with the
Ministry of Education until the de-linking
happens. SMA has to make a case as to
the nature of the items and how many
times it has happened that SMA needed
to purchase items costing more than SR
200.

3.
2.
10

3.
2.
11

SMA website
Mr. Benoiton noted that the website was
not launched yesterday as planned. SMA
should decide when to do it, coordinate
with Nadine (PRCO) for a PR profiling,
media cover, etc. Captain Awasthi
noted that the launching of the website
was postponed as the Ministry did not
want to have it and the re-branding
diluted
or
overshadowed
by
the
graduation ceremony. It was added that
the Ministry planned to launch the
strategic plan along with the re-branding
and come out with a loudly thus creating
a good first impression. Mr. Benoiton
requested that all members gain access
to the website so they can provide their
views purely from a policy perspective.
Graduation Ceremony
It was noted that the ceremony included
a dancing act which was not really fit for
a graduation ceremony. Captain Awasthi
noted that when the previous Director Mr.
Vikas was still here there was a big
debate about including the dance, and
the local lecturers wanted the dance to
be included saying it was a tradition in
the country to have a dance in the
ceremony. It was noted that protocol was
informed and they did not object to the
act being included. It was noted by Mr.
Dora that SMA was the first professional
centre to have an anthem. However, the

Captain
Awasthi
/
Captain
Peshala

Captain
Ernesta
This is not
done.
Captain
(s)
Awasthi
/Ernest
a/
Peshala

Not done.

18
SMA Board Meeting - April 06th 2016

execution of it was not necessarily

appreciated by all in view that normally
anthems are seen to be solemn and are
respected instead of being presented as
a dance song.
It was noted by Captain Awasthi that the
National anthem had been removed by
the protocol.
Upon
hearing
Captain
Awasthis
argument with Ms. Veronica regarding the
content of the graduation booklet, it was
noted by Mr. Benoiton that a policy
needed to be set out by the institution
and all personnel informed of what has
been decided by the board.

3.
2.
12

3.
2.
13

Simulators for navigation

Technicians from CINEC were supposed to
come to rectify some issues we were
encountering. Captain Peshala gave an
update saying that SMA wanted to do
radio conferencing so as to be more cost
efective and at the same time help the
lecturers. It was suggested that a
portable unit be acquired to play live to
be used as a tool for training as well.
Captain Peshala noted that SMA has got
the quotation and wanted a person from
CINEC to come for installation of that plus
to fix the issue of the simulator and to
sort out the IT related issues at SMA and
a proposal has already been sent for
approval but that it was during a time of
budget restriction and that it now has to
be looked at again and once approval is
obtained then SMA will proceed with the
plan. Captain Peshala noted that despite
the simulators not working it has not
impacted the training because the
courses at the moment are not requiring
the use of the equipment. Additionally he
noted that in view of lack of certified
lecturers then the MSS equipment would
be used unofficially.
Captain Ernesta noted that the 2 nd year
navigation course students were to start
using the equipment to give them an
idea of radars and collision avoidance etc

Capt.Deep
ak and
Capt.Ernes
ta do not
have any
idea about
this.
Captain
Awasthi
/ Mr.
Benoito
n

Mr.
Hoarea
u/
Mr.Dora
/
Captain
Awasthi
/ Mr.
Benoito
n

Mr.
Benoito
n

Captain
Awasthi
/ Mr.
Dora

Rcvd VHF
and
Navtex.will
be fixing
that
soon.MF
equip
need to
purchase.

Students
are going
19
SMA Board Meeting - April 06th 2016

and that the GMDSS will be in operation

as of the 09th April to be used officially
and approval has been received from
SMSA.
ROC program
Captain Awasthi informed that SMA
wanted to procure an MF/HF equipment.
The new equipment is very expensive so
the idea of procuring a second hand
equipment is being considered. However,
if certain rectification is done to it has to
be certified and this cannot be done in
Seychelles. Captain Peshala noted that
procuring second hand equipments had
its risks, for example of the equipment
not working thereby incurring additional
cost to have it repaired. Captain Ernesta
noted that if a second hand equipment
was procured, the best Make to procure
would be Furuno as they have an agent
here who can also certify the equipment
after fixing it.
Mr. Benoiton proposed that students use
the equipment on board Seychelles
Tanker Paradise whenever it is docked or
going to Praslin. Captain Ernesta is to
liaise with Mr. Pierre Prosper.
It was also noted that despite Vigo II
having MFHF radio since it came, the
equipment has not been operational and
despite attempts to fix it, is still not
operational. Captain Ernesta noted that
the VHF radio has been procured and will
arrive in the country shortly.

Captain
Ernesta
/ Mr.
Dora

Captain
Peiris/
Mr.
Dora

Captain
Awasthi
/ Mr.
Benoito
n

SMA Budget

onboard
Seypec
vessel to
do the
practicals.
but there
is no
agreement
with
Seypec
related to
that. We
need
prepare an
agreement
with
seypec
that they
will
provide
the vessel
for
training
purposes.
This
required
for audit
purposes.
Budget
proposals
have been
sent to
MOE for
2017. This
is done
with out
taking in
to
considerati
on the
strategic
plan and
analyzing
what we
have to do
in 2017
and
followed
by gap
20
SMA Board Meeting - April 06th 2016

Captain Awasthi pointed out that there

were some duplication in the budget sent
by the Ministry. Mr. Benoiton noted that
he was more concerned of what was
going to be the determination of the
budget as provided by MoE. Mr. Benoiton
mentioned
that
Seypec
account
department would provide assistance in
turning the budget into an institutional
manageable budget. He additionally
advised the Director to discuss with MoE
to get more information, i.e. expansion of
information provided, so that we can
start practicing management of our
budget by the last quarter of the year.
M. Hoareau noted that the budget lacked
information he noted the blank spaces for
certain months, internet payment which
was a lump sum for the month of
February only, and an error of SR 20,000
on the suspense account etc. he
advised that SMA request for an
appointment with the MoEs FC for more
information. Captain Awasthi informed
that he had contacted MoE with regards
to the SR 20,000 and had been informed
that they would get back to him. Mr. Dora
advised that follow up by SMA be done
through documentation.
Mr. Benoiton enquired about what
training fees mentioned in the budget
entailed and was informed by Captain
Ernesta that the fund was mainly used for
courses that are outsourced for students
specifically diving.
Captain Valmont,
enquired about the inclusion of diving in
the course at SMA and if it was
mandatory. Captain Ernesta stated that it
was just something that SMA had
inherited and that diving was ofered to
students who wished to be trained in
diving.
Mr. Dora added that SMA should think
about re-evaluating its courses and see
whether diving should remain as a
component of the program. Mr. Benoiton
noted that SMA needed to revisit this and
cut down on its expenses. It was

Captain
Ernesta
/
Mr.
Benoito
n

Mr.
Benoito
n/
Captain
Ernesta
/

Mr.
Hoarea
u/
Captain
Valmon
t

analysis
and
budgeting
for
requireme
nts to fill
the
gap.Ernest
a says now
its too
late to
amend the
budget.

Evaluation
of
importanc
e of doing
diving,spa
nish and
French
needed to
be done
before
removing
them.

Not done.
No
document
in SMA
related to
this.

Mr.
Dora
21
SMA Board Meeting - April 06th 2016

suggested by Captain Awasthi that those

interested in diving courses could do with
professional diving centers externally on
their own.

Captain
Peiris

Lecturing hours
Captain Ernesta noted that lecturing
hours was determined by the Ministry of
Education who made the policy. It entails
21 hours of lecturing per week and
anything above that could be claimed as
overtime, as for higher level staf,
lecturing hours was less than 21 hours.
Mr. Dora noted that this was based on
SMAs needs from years back and that
recommendations could be made for
adjustment as per current requirement to
be endorsed by the Ministry. Captain
Ernesta noted that this problem had been
identified by SMA and that they are in the
process of working towards resubmitting
the document for endorsement of the
MoE. Mr. Benoiton advised that a model
be used to substantiate the proposition
and that financial information be included
as to scarcity of resources.
Proposed staffing requirement
It was noted by Captain Peiris that
positions required as per the list was 61
and that the current workforce was 37
and that SMA had to prioritize. Mr.
Benoiton enquired about whether the
allocated budget had catered for the
posts created, and was informed by
Captain Ernesta that it had not.
The meeting was informed by Mr. Dora
that the budget was based on previous
years budget and its current staffing and
had
not
taken
into
consideration
elements of the Charter. This could be
catered for he said in the 2017 budget
provided sufficient explanation/ reasons
could be given for example the cost of a
lecturer from SMA is not equivalent to
that of one from another professional
center because of its specialty. Mr. Dora
noted that any additional staffing or parttime lecturers payment would have to be
done via suspense account or through
22
SMA Board Meeting - April 06th 2016

sponsors as the budget does not cater for

such expenses.
Mr. Benoiton commented on the positions
that were proposed by Captain Awasthi
as being required. Noting that the
Business Marketing Manager was a
recommendation in the strategic plan,
due to constraint of funds he noted that a
Finance Manager was not required. HR
Manager post was also not required for
the size of personnel at SMA. Mr.
Benoiton enquired about whether the
Quality Assurance Manager post was as
per required by the Charter. The accounts
officer post he noted was ok as the
person would maintain SMAs accounts
administratively. Mr. Benoiton noted that
there were 3 course coordinators at
present and that the list included an
additional 2, it was proposed that the
schedule be reorganized and lecturers
supplemented to take up additional work.
Fisheries Science lecturers are currently 7
in total on a part time basis, the
permanent lecturer is coming in soon and
thus part-time lecturers will not be
needed. Mr. Benoiton also noted that it
was important that SMA find ways to
reduce headcounts for example by giving
supplementation to existing staf to take
up additional responsibilities.
It was noted by Captain Ernesta that the
Academy was also ofering Spanish
classes as that this was something that
was being done by MTC.
He noted that during a meeting in which
Mr. Benoiton was present at SMA it was
agreed that the Spanish and French
classes be maintained for part of the
fishing technology courses. The meeting
was informed by Captain Ernesta that the
number of hours for Spanish classes had
been reduced to reduce the part-time
lecturers costs. Captain Valmont noted
that in the maritime industry the
language used was English and thus he
did not agree with keeping Spanish as
part of the curriculum. Mr. Benoiton noted
23
SMA Board Meeting - April 06th 2016

that a survey needed to be done to

determine the number of students today
on Spanish vessels so as to substantiate
and determine whether to keep or stop
the Spanish classes.
Mr.
Benoiton
enquired
about
the
workshop technician and was informed
by Captain Ernesta that at the moment
SMA had a part-time technician coming in
and to teach welding and fabrication
which is part of the Marine Mechanic
course. The housekeeper post would not
be needed as the ministry is currently
providing for a housekeeper being paid
by MoE. Captain Awasthi noted that a
receptionist was of great need, it was
noted that the anticipated salary had to
be increased in view of increase in
minimum wage. Mr. Benoiton noted that
Seypec was now providing for 2 Security
Officers to assist with guiding people
around.
Mr. Hoareau noted that SMA had currently
37 staf and they want an increase to 61
staf which is a 65% increase, and that
the plan would probably need to be
revised. Captain Valmont proposed that
SMA rethink of what their immediate
requirement is and what would be their
requirement within the next 5 years.
Mr. Dora noted that there had been a
communication
from
the
tertiary
Education Commission to all professional
centers to inform them of how the
generic organigram is as per the law, and
that if they wish to inflate or change the
organigram in anyway then that would
need to be justified.
Captain Peiris pointed out that the main
constraint with running SMA was to do
with finance, and that maybe SMA should
rethink of the courses it is running ad see
what courses were really important for
the country and to focus on these
courses instead of having an array of
courses and then failing to deliver on
24
SMA Board Meeting - April 06th 2016

these efectively. He noted that SMA

needed to cut down on unimportant costs
such as diving, French, Spanish classes,
etc and put the money where it is really
needed and that SMA should also think
about multi tasking to maximize its
resources.
Captain Ernesta noted that SMA badly
needed a Qualified Navigation Lecturer as
he was at the moment lecturing those
classes and with the strategic plan work
with Mr. Morel he would be unable to
cope. The minimum qualification for
someone to lecture is officer of the
watch which is a class 3. Mr. Benoiton
said that a lecturer had been identified at
CINEC but due to lack of funds he could
not be recruited. Captain Peiris suggested
that a lecturer be brought and used to
cover the whole module over a certain
delimited time and then he can go back
to reduce the expenses. Captain Ernesta
noted that with the number of students a
full time lecturer would be needed. It was
agreed that a part time lecturer come in
temporarily to allow Captain Ernesta time
to complete the strategic plan work.
Captain Valmont noted that SMSA and
SMA had agreed to conduct a non-STCW
course for Schedule A only and will be
payable by part-timers.
3.
3

Any Other Business

There being no further business, the meeting was adjourned at 1340hours.

25
SMA Board Meeting - April 06th 2016