Home' Trinidad and Tobago Guardian : August 12th 2015 Contents Wednesday, August 12, 2015 www.guardian.co.tt Guardian
• Internal Audit Unit
The Unit has auditing oversight for the Office of the Prime Minister. It is an independent objective assurance
and consulting activity, designed to add value and improve the organization's operations. It helps the
Office of the Prime Minister to accomplish its objective by bringing a systematic, disciplined approach
to evaluate and improve the effectiveness of risk management, control and governance processes. The Unit
ensures that procedures and systems are maintained in accordance with the Constitution of the Republic of
Trinidad and Tobago, the Exchequer and Audit Act, Financial Regulations, Financial Instructions, Civil
Service Act, Public Service Regulation, Terms and Conditions of Employment and other Relevant Circulars.
Office of the Prime Minister Security Unit
This Unit is responsible for security at the Prime Minister's Residence and Diplomatic Centre, St. Ann's, and
at the Office of the Prime Minister, St. Clair.
Section 7 (1) (a) (ii)
Categories of Documents in the possession of the Office of the Prime Minister
1. Files dealing with administrative support and general administrative documents for the operations
of the Office of the Prime Minister;
2. Personnel files which detail all job applications, staff appointments, job specifications, promotions,
transfers, deaths, retirements, vacation and other leave;
3. Files dealing with the accounting and financial management function of the Office of the Prime
4. Documents relating to Cabinet Meetings;
5. Internal and external correspondence files;
6. Documents relating to the strategic review of the Office of the Prime Minister;
7. Legislation and Legal Instruments;
8. Minutes and Agenda of meetings;
9. Files dealing with circulars, memoranda, notice bulletins;
10. Files dealing with official functions, conferences and events hosted and attended by the Office
of the Prime Minister;
11. Files dealing with complaints;
12. Files with speeches, messages and addresses originating in the Office of the Prime Minister;
13. Newspaper clippings and periodicals;
14. Financial records -- cheques, vouchers, receipts;
15. Files dealing with matters relating to the procurement of supplies, services and equipment;
16. Reports of Commissions of Enquiry;
17. Policy and procedure documents;
18. Customer files;
19. Legal opinions and related matters;
20. Training plans and
Section 7 (1) (a) (iii)
Material prepared for publication or inspection
1. A guide to the Sport and Culture Fund
2. Directory of Government Services
3. Administrative Report 2007/2008
4. Administrative Report 2008/2009
5. Administrative Report 2009/2010
6. Administrative Report 2010/2011
7. Administrative Report 2011/2012
Section 7 (1) (a) (IV)
Listing of the literature available by way of subscription
This section is not applicable at this time
Section 7 (1) (a) (v)
Procedures to be followed when requesting access to a document from the Office of the Prime
The policy of the Office of the Prime Minister is to respond to all requests for information made both orally
and in writing. However, in order to exercise the rights conferred by the FOIA (for example, the right to
challenge a decision if a request for information is refused), requests must be made in writing. In order to
access information that is not readily available in the public domain, an application must be completed on
the appropriate form "Request for Access to Official Documents" available from the Designated Officer at
the Office of the Prime Minister or any Public Authority.
To facilitate prompt handling of a request, such a request must be addressed to the Designated Officer in
the Office of the Prime Minister (see Section 7(1)(a)(vi)). The request will be acknowledged as official when
made on the prescribed form.
Details in Request
Applicants should provide details that will allow for ready identification and location by the Designated
Officer of the documents. If insufficient information is provided clarification will be sought from the
applicant. If the applicant is uncertain as to the details to be included he/she should communicate with the
Designated Officer as named in Section 7(1)(a)(vi).
Requests not handled under the FOIA
A request under the FOIA will not be processed to the extent that it asks for information that is readily avail-
able to the public, either from this Office or from another Public Authority.
Responding to your Request
The Office of the Prime Minister is required to furnish only copies of documents in its possession or which
can be retrieved from storage, either in the National Archives or another storage centre. Prior to the
commencement of the Freedom of Information Act, Chap 22:02, old records may have been destroyed. The
granting of a request for such documents may therefore be impossible. (The laws and regulations give the
time period for keeping records before they may be destroyed).
An applicant is entitled to copies of information within the possession, custody or power of the Office of
the Prime Minister. The Office of the Prime Minister is required to furnish only one copy of a document. If
a legible copy of a document is not possible the Office of the Prime Minister may not attempt to reconstruct
it. Instead, the best copy possible will be furnished and an indication of its quality will be mentioned in the
reply of the Office of the Prime Minister.
Please note that the Office of the Prime Minister is not obligated to do the following:
a) Create new documents
b) Perform research for the applicant.
The Office of the Prime Minister will determine whether a request for access to information will be granted
as soon as is practicable but no later than 30 days after the request has been made, as required by Section
15 of the FOIA.
In the event that the Office of the Prime Minister fails to meet this deadline, the FOIA gives the applicant
the right to proceed as if the request has been denied.
If a decision is taken to grant access to the information requested, the applicant will be permitted to inspect
documents or be provided with copies, if so requested. If it appears that processing the request may take
longer than the statutory limit, the Designated Officer of the Office of the Prime Minister will acknowledge
the request and advise the applicant of its status. Since there is a possibility that requests may be
incorrectly addressed or misdirected, the applicant may wish to call the Designated Officer to confirm that
the application has been received.
Fees and Charges
Section 17(1) stipulates that no fee shall be charged by a Public Authority for the making of a request for
access to an official document. However, where access to an official document is to be given in the form
of printed copies, or copies in some other form, such as on tape, disk, film or other material, the applicant
will be required to pay the prescribed fee incurred for duplication of the said material as provided for by
the Freedom of Information (Fees and Charges) Regulations. Similarly, where documents in the public
domain are made available to a member of the public, the Office of the Prime Minister may charge
duplication fees in accordance with its normal replication policy.
Section 7 (1) (a) (VI)
The Designated Officer in the Office of the Prime Minister is responsible for:
1. The initial receipt of an action upon notices under Section 10;
2. Requests for access to documents under Section 13 and
3. Applications for correction of personal information under Section 36.
The Designated Officer is Mrs. Nirmala Harrynarine, Administrative Officer IV (Ag) 11
The Alternate Officer is Mrs. Lisa Julien Haynes, Administrative Officer II (Ag)
Address: Office of the Prime Minister
Nos. 13 -- 15 St. Clair Avenue, St. Clair
Port of Spain
Telephone: 622 -- 1625 ext. 2102 and 2148 Fax: 622-1132
E-mail addresses: HarrynarineNi@gov.tt and HaynesLi@gov.tt
Section 7 (1) (a) (vii)
Advisory Boards, Councils, Committees and other bodies (where meetings/minutes are open to the public)
This Section is not applicable at this time.
Section 7 (1) (a) (viii)
The provision of a library or reading room by the Public Authority for use by members of the public.
This Section is not applicable at this time.
SECTION 8 STATEMENTS
Section 8 (1) (a) (i)
Documents containing interpretations or particulars of written laws or schemes administered by
the Public Authority, not being particulars contained in another written law.
Laws of the Republic of Trinidad and Tobago
Exchequer and Audit Act, Chap. 69:01
Civil Service (Amendment) Regulations
Public Service Commission (Amendment) Regulations
Freedom of Information Act, Chap. 22:02
Judicial Review Act
Section 8 (1) (a) (ii)
Manuals, rules of procedure, statements of policy, records of decisions, letters of advice to persons
outside the Public Authority, or similar documents containing rules, policies, guidelines, practices
o Guidelines for the Administration of the Devolved Functions
o Manual of Terms and Conditions of Service
o Shaping Performance -- A Manual for Performance Management in the Public Service.
Service Commissions Department
o Manual of Guidelines and Procedures for the Exercise of Delegated Powers
Ministry of Public Administration
o Training Policy for the Public Service of Trinidad and Tobago
o Training Policy Guidelines
o Circular Memoranda
Section 8 (1) (b)
In enforcing written laws or schemes administered by the Public Authority where a member of the
public might be directly affected by that enforcement, being documents containing information on
the procedures to be employed or the objectives to be pursued in the enforcement of the written
laws or schemes.
A Guide to the Sport and Culture Fund
SECTION 9 STATEMENTS
Section 9 (1) (a) -- (g) and (j) -- (m)
There are no Statements to be published under these sub-sections at this time.
Section 9 (1) (h)
A report on the performance or efficiency of the Public Authority, or of an office, division or branch
of the Public Authority, whether the report is of a general nature or concerns a particular policy,
programme or project administered by the Public Authority.
A review of White Hall prepared by the University of the West Indies, Institute of Business
Organization Development and Management Division Report on the Restructuring of the Office of the
Section 9 (1) (i)
A report containing final plans or proposals for the re-organization of the functions of the Public
Public Management Consulting Division (PMCD) Report on the Structure and Staffing of the Office of
the Prime Minister, November 11, 2009.
This Statement represents an update to the last published Statement.
Government of the Republic of Trinidad and Tobago
2015 Public Statement of
THE OFFICE OF THE PRIME MINISTER
in compliance with
Sections 7, 8 and 9 of the Freedom of Information Act , Chap. 22:02
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