Notes reveal how Joe Saliba was in receipt of Cabinet papers

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The micro-detail to which Richard Cachia Caruana's secretary details his routine discloses an obsession of Fenech Adami's personal assistant with the little aspects of his personal needs, but also the extent to which his staff served his personal needs.

From a haircut, to golf at the Marsa Sports Club, Cachia Caruana's day was planned with odd precision. His concern over his diet is manifested in his insistence in eating salads, specifically demanding "no dressing" from McDonalds.

I recall a tantrum of his when an Air Malta steward in club class failed to serve him some 'fat-free' meal. No amount of apologies could extinguish his anger. Later that evening, I saw him eat a steak with chips and béarnaise sauce at the Quick fast-food chain in Brussels where he treated me and his staff.

An interesting revelation in these notes are his friends, many of which are no longer as close as they might have been: publicist Godfrey Grima, former chief justice Noel Arrigo and entrepreneurs Joe Gasan, Paul Hili and Philip Toledo.

The direct link with PN secretary-general Joe Saliba is evident, with clear instructions on how Cabinet notes should be addressed to PN HQ.

On buying gifts for weddings, there were clear instructions to involve a Mrs Strickland in the purchase of the gifts. The notes say: "When calling her never leave a message. Speak directly to her. When Mrs Strickland buys the gift she will tell you when you are to send it."

Even the protocol of condolences is spelt out: instead of a condolence card, a simple business card was to be sent out, with Condolences written and signed by Richard Cachia Caruana.

Notes from inside Castille | Part 2

The document is being published in its entirety.

OFFICE DUTIES CARRIED OUT BY MR RICHARD CACHIA CARUANA'S PRIVATE SECRETARY

Richard always has to be reminded about his meetings by calling him 30 minutes before the first meeting and 15 minutes before every other meeting if not at Auberge de Castille. He is not reminded about Prime Minister's meetings if he is already with the Prime Minister. If he is in a meeting you send in a note when the participants for the next meeting are all here with the messengers.

 1. SCHEDULING APPOINTMENTS

Hair Cut - schedule every five weeks with Mark Navarro in Sliema

Dentist - Dr Robert Sammut, St Lucia Str, Valletta

When appointments are scheduled and confirmed by Mr Cachia Caruana the Private Secretary is to call all participants while the day before the meeting she is to reconfirm with the participants. Always keep the name of the person you speak to.

2. SALADS

Ms Carmen Ruggier voluntarily prepares a salad for PA to PM when he is in office during lunchtime therefore she is to be informed of any lunches Richard is going to on a weekly basis so that she can buy the vegetables.

In case of an EMERGENCY, order a GARDEN SALAD without olives and onion and no dressing from Mac Donald's (send a messenger)

3. INVITATIONS

OPM Invitations are NOT SEEN by or SENT to PA to PM. ALWAYS INFORM PA to PM OF ANY CLASHES

All other invitations received are inserted immediately in diary and preview. PA to PM to be informed of any clashes. Details as to dress code and RSVP or RO are to be inserted in preview. PA to PM to be reminded to confirm/regret invitation. Invitations are NOT to be inserted in preview ONLY when PA to PM is travelling abroad. In such instances, PA to PM is to be notified verbally of invitation.

When accepting or regretting an invitation, person's name and date of phone call must be indicated on the invitation in pencil.

4. CABINET

Cabinet Documents are received either on Thursday or Friday and are to be opened IMMEDIATELY AND DISTRIBUTED ON THE SAME DAY UNLESS RECIPIENTS ARE ABROAD. First check if all memos on agenda are attached. Memos marked 'ALREADY DISTRIBUTED' should be found filed at Myriam's end. After Cabinet meeting always give the documents to Myriam for Filing. Please liaise with Myriam.

Distribution of documents as follows:

PM's Copy (marked The Prime Minister) to wherever the PM is - ask Peter for directions. Envelope to be addressed 'THE PRIME MINISTER'

RCC's in a sealed envelope marked Cabinet docs personal and sent to the car or if PA to PM not in office check with the security and send to the most practical destination. Before sending the envelope you should ask Richard if you can send it to the car. RCC's copy is sometimes kept at his private secretary if Cabinet is scheduled for the future eg If for example cabinet documents are received on Friday 16 and on Monday 19 there is no Cabinet these should not be sent to the car the on Friday 16 but on Friday 23 for Cabinet on Monday 26.

The third set of docs marked EXTRA COPY is to be sent to Mr Joe Saliba at Stamperija marked PERSONAL, BY HAND. (You are not to indicate to Mr Saliba that you know what is in the envelope. You may contact to see his whereabouts ONLY in order to obtain dispatch instructions.).

On Monday morning when sending the pen to cabinet send in Monday's appointments and the first page of the telephone list in an A3 white folder. If there are any changes in the day's appointments send them in to cabinet together with the front page of the telephone list (if there are any changes to it).

Give The Chief Messenger a notepad and PA to PM's PEN (the brown one) first thing in the morning on Cabinet day. Make sure that pen is full with ink!! These are to be placed in front of PA to PM's seat in Cabinet Room at Castille. When Cabinet is held at Girgenti or Parliament, these instructions are not applicable.

EU CABINET COMMITTEE DOCUMENTS

Same procedure for distribution as in CABINET DOCS but there is NO EXTRA COPY - ie in all TWO SETS OF DOCS one for PM and one for PA to PM.

CONDOLENCES

PA to PM usually signs a business card PA to PM. Use white personal envelope/stamp.

6. PRIME MINISTER'S MEETINGS

PM's meetings with Ministers, Parliamentary Secretaries, Permanent Secretary, Commander AFM, Cabinet Secretary - Richard always attends unless obviously he is abroad. No other meetings should clash with such meetings unless we have Richard's authorisation. Such meetings are to in italics.

MEETINGS WITH FOREIGN DIGNITARIES

PM's meetings with oreign Dignitaries (Ambassadors etc) - any briefing material is to be forwarded by Foreign Affairs, photocopy passed on to Cynthia for PM's attachments. Such meetings are to in italics.

A full programme of the programme is to be given to Mr Cachia Caruana either personally or sent to the car the day before the visit.

TRAVELLING ABROAD

When Richard is travelling both alone or with the Prime Minister the Private Secretary is to inform Assistant Commissioner Andrew Seychell and Superintendent Godfrey Scicluna with both the departure and the arrival Flight details ie date, time and Flight number (or private aircraft). She is also to inform Richard's Security who will be on duty on both the departure date and arrival date. She is to send the logistics to his family - parents, his brothers Francis Cachia Caruana and Edward Cachia Caruana and his sister Dr Louise Ellul Cachia Caruana. Before sending the logistics always call them before.

On the day of return a set of the day's appointments, the following days appointments, attachments, preview and telephone list is to be sent to the airport with the security who will collect the envelop. Always call the security to ask him to come for the envelope.

10. CORRESPONDENCE

Incoming Correspondence is to be inputted in a REGISTER. All incoming correspondence is to be dated (using the rubber stamp), numbered (using rubber stamp) and an immediate copy is to be taken and passed on to Myriam in a pink A3 folder. Folder to be marked 'PA to PM's Incoming Correspondence'. Movement of original document is to be indicated in pencil on the first page, at the bottom right hand side of the document. Before any photocopies are done Mr Albani is to be shown the correspondence. He decides if the correspondence is for his register (non-EU register) or for Claudine's register (EU register). If for Claudine's register the correspondence should be stamped with the red stamp.

Correspondence Seen by PA to PM. These documents are to be passed on to Myriam in a yellow A3 folder. Folder to be marked 'Seen by PA to PM'. Documents are to be marked in pencil as 'seen by PA to PM' on the first page of each doc at the bottom right hand side.

11. BILLS/EXPENSES

Bills for payment sent out as out tray with Richard's instructions (always keep a photocopy of his notes for the box file which can be found near the Private Secretary's assistant) are to be settled directly with PA to PM. The Private Secretary is to write out the cheque and passed on to Mr Cachia Caruana for his signature.

Telephone number 4XXXXX (residence) Bill is to be certified correct by Peter Portelli and sent to Mr Alex Magro - Accounts OPM. (By Hand) to settle. This bill is not settled by PA to PM. A photocopy is to be retained for file.

Telephone numbers: 4XXXXX and 45XXXX (Mdina). Bills are to be settled by PA to PM personally. Remind PA to PM to bring cheque from home.

Entertainment Bills. When PA to PM is lunching/dining out, restaurant to be informed to forward bill to OPM Secretariat. Original bill is passed to Mr Alex Magro - Accounts OPM to settle directly with restaurant. Keep copy for file.

Payments made obo Richard by any member of staff for vegetables or salad are to give receipt to either Richard's private secretary or her assistant who leaves it attached to the appointments (on top of the appointments)

12. RCC'S PERSONAL FRIENDS

Mrs Jacqui Strickland (sometimes she buys gifts for wedding invitations and also informs of any personal invitations to be inserted in diary. Always speak to her personally ie never leave any messages with her family members)

Mr Paul Hili, Mr Joe Gasan, Mr Peter Toledo, Judge Noel Arrigo, Godfrey Grima

13. OUTRAY

The private secretary is given the out tray by the messengers. She is to go through them and follow any instructions given by Richard. Such instructions are to be photocopied and filed together with any actions carried out in the box file near the assistant. Any papers which are thorn in half are to be shredded unless there is a registration number. In such cases these are to be passed on to Myriam in a yellow folder

14. GIFTS

Always inform Richard of invitations which involve gifts. Seek instructions from Richard. Sometimes Mrs Strickland buys the gifts. When calling her never leave a message. Speak directly to her. When Mrs Strickland buys the gift she will tell you when you are to send it. If Richard asks you to buy the gift send it always two to three days before the wedding.

15. JOURNALISTS

If you are calling a journalist which is not from Media Link (PN) never show from where you are calling. Just give your name only.

16. RESTAURANT BOOKING

If Mr Cachia Caruana is not hosting inform the person hosting lunch or dinner that an extra table has to be booked for the security. The security has to have his back to the wall, face Mr Cachia Caruana and the entrance at the same time. Always ask the person hosting whether he would like you to take care of the booking.

17. GOLF

Mr Cachia Caruana normally plays golf with Mr Victor Callus. If Mr Callus is not available inform him so that he can choose another partner to play golf with him.

Golf is played once a week on a Wednesday from October to May and twice a week on a Monday and a Wednesday from June to September; Mondays from June to September at 1630 hrs; Wednesdays from October to February at 1330 hrs, from March to May at 1415 hrs and June to September at 1630 hrs.