(A0kp)04 |
BIDP |
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MINUTES OF BIDP COUNCIL MEETING NO. 1 2005/2006 |
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Held at: Gaborone Cricket Club on 19th January, 2006, at 6pm |
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3.1 |
Attendance |
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3.1.1 |
Present: |
E T Mazhani |
President |
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D Young |
Secretary |
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B Hyde |
Vice President |
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S Kentshitswe |
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G Vlug |
Treasurer |
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3.1.2 |
Apologies: |
R Sergeant |
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A Chiwila |
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3.1.3 |
Absent: |
L Hutchings |
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T Rantshilo |
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P Shah |
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B Bale |
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3.2 |
PREVIOUS COUNCIL MEETING |
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3.2.1 |
The minutes of the previous council meeting were agreed to be a true record by those then present. |
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3.3 |
ACTIVITIES AND FUNCTIONS: |
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3.3.1 |
MATTERS ARISING FROM PREVIOUS MINUTES |
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5.4.1 |
Consider public evenings with other groups: 3-4 per year, with a briefing etc. IBQS joint social 1st December, 2005 at 5:30pm at Bull & Bush side room. Took place: mentioned formal approach follow up now: letter inviting for contracts and affiliation. Possibly more functions (free) made it attractive |
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ETM |
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Proposal for champagne breakfast at GYC: pend: D Young offers for GYC 12th February, 2006. ETM invite other bodies. |
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ETM |
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3.4 |
TREASURER'S REPORT |
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3.4.1 |
MATTERS ARISING FROM PREVIOUS MINUTES |
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5.5.1 |
Possibly move more funds to fixed deposit; ETM suggested. Or get a possible call account of P10,000.00. Letter from Bank has been given to G Vlug. GV will email balances tomorrow: doing well. |
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4.5.4 |
One unpaid member has listed membership on letterhead; has been told to pay or remove: no response: should refer to lawyers. L Hutchings suggests a Council member to visit, then lawyer to deal with this if not resolved. G Vlug knows name: Pula Consultants: Mr Matlhaga: letter done 31st August, 2004: no response. RS has made contact. No feedback: D Young to speak; else take action. DY spoken to Mr Matlhaga: wants invoice update. Sent email/fax ten days ago. GV had spoken to him. |
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1.5.6 |
Signatories for BIDP to be amended. Not yet: has forms. 4 office bearers, 2 signatures per cheque. |
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3.5 |
MEMBERSHIP |
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3.5.1 |
MATTERS ARISING FROM PREVIOUS MINUTES |
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5.7.3 |
Received I Mokheledi application by e-mail. Council to discuss further, see items 6.11.3 below. B Hyde noted outstanding items on the application form and handed it to ETM to follow-up with I Mokheledi. L Hutchings proposed an oral discussion with Mokheledi. President said he would do this. R Sergeant has tried; no response. Give another month. Not contacted. No report. Not: will do pre next meeting. Not dealt with yet: ETM will do. |
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ETM |
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1.6.2 |
Review Maule's application. Write and advise pending on qualitications. |
DY |
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2.6.2 |
Application for Nyekele has been copied to council members. Approved. Copy detail to GV. |
DY |
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3.6 |
CORRESPONDENCE |
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3.6.1 |
MATTERS ARISING FROM PREVIOUS MINUTES |
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4.7.5 |
G Vlug on subcontract copyright: Lawyer requested to proceed. Power of attorney is needed: Monday for R Sergeant or G Vlug to sign. Sebego Sharma draft: G Vlug will ask them to send final letter. Signed and action awaited from Lawyer. |
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D Young has sent a copy of subcontract between Euro Construction and BENMAS to G Vlug to check if it is a copy of the BIDP Contract. G Vlug confirmed that it is an unauthorised copy. G Vlug said he will ask the lawyer to write a letter to Euro Construction and BENMAS asking for P10,000.00 from each of them for copying the contract. No report. Persue: GV/RS need to press. Raised a few days ago. Not. must proceed: noted Euro and Kentz have also used a copy of the subcontract. Not yet pressed: now treating seriously at lawyers. No feedback - Not actioned yet. Not known whether there has been action by Lawyer. Not. G Vlug will instruct Sebonego Sharma: Mr Sharma Lawyer: deadline next meet, else change: and require a refund of our deposit. |
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GV |
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4.7.8 |
E T Mazhani to be with LK regarding CAA validation/liaison. Need to move forward. Copy University of Botswana minutes of meeting to ETM . Move without L Kimani if no response. Not contacted LK yet. No connection yet: want to stay in contact. Not acted yet. Not: will do before next. Not acted: ETM will. |
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ETM |
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1.7.2 |
Electronic payments to be investigated. May have to pay approximately 15% commission to bank, G Vlug stated. No report. G Vlug spoke to Bank Manager: still to ask. |
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GV |
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1.7.3 |
Suggest seminar on contracts: November: (ABCON Tshipidi Badiri/ Lawyer/Arbitrator) Still to be actioned. ETM/GV for February 2006: 1st March 2006. Not yet stated contract seminar: move to beginning of April: GV will think. Thursday first week of April: DY speak to D Williams. G Vlug: Institute of Arbitrators, ABCON: DY will do brochure: R Busang? J Okumbe new articles member: Thursday 6th April. |
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ETM |
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6.7.5 |
Alexander Forbes contract insurance clauses: copied to council. Still to be considered. AF insurance notes: need for BIDP and larger ad hoc committee. Move to the contracts review committee. Will do. |
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DY |
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1.7.3 |
New UB letter: keep liaising with other organisations: meeting did take place but needs follow-up, ie on tax invoices. Not pre next meeting. Organise breakfast: ETM, Marina Bathuleng: BIDP will pay. No tax invoices issued by UB. |
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ETM |
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New correspondence: DY to circulate. |
DY |
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3.6.2 |
L Kimani phone number: 002772 1186554. |
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3.7 |
PUBLICATIONS/NEWS LETTER |
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3.7.1 |
MATTERS ARISING FROM PREVIOUS MINUTES |
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1.8.4 |
Newsletter: It was proposed to get persons not on Council to prepare newsletters, coordinated by Council members. To do the work properly needs commitment. D Young noted that one A4 page was quite sufficient. Newsletter can repeat contact information of Council members etc. Roster of Council coordinators for a quarterly newsletter. |
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Should not have stray items. |
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Digest by executive see return from meetings: Aim for paper. |
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AC |
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DY |
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3.8 |
LIAISON |
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3.8.1 |
MATTERS ARISING FROM PREVIOUS MINUTES |
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9.9.2 |
A letter has been received from AAB requesting BIDP to write a letter confirming AAB have more Architect members. ETM to draft a response stating BIDP has obligation to its members and are not willing to relinquish their membership. R Sergeant to persue with AAB. RS has had discussions with J Anderson of AAB: CAA membership is stated to be wanted by AAB related to architects registration act. DY will attend next cooperation discussion. RS still to follow up with AAB. Not. Next week. Agreed CAA membership could transfer to AAB if desired. Generally agreed that liaison should be persued: BIDP sees umbrella function. Formalise information transfers from CAA to BIDP. ETM and BOCCIM. |
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RS has contacted M Bathuleng regarding link to BOCCIM. Still to do. |
ETM |
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AAB letter: D Young queried CAA end of subscription year. DY wrote fax following up November 2005 email. Advise AAB we are persuing the matter. |
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DY |
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1.9.2 |
T Rantshilo noted contacts were taking place between Government and organisations regarding tendering and fees. BIDP may need to investigate. IPQS had requested L Hutchings to attend, and he stated he had noted he was also representing BIDP when he attended. IBQS noted PPADB meeting last week: RS to persue. Not. RS will check with LH: no report. Not PPADB meeting: minutes after seemed to be back tracking, LH noted. No report back on PPADB meeting. IBQS stated to have left matters hanging. BEPU IBQS contesting terms of reference: via BOCCIM. (ongoing). No further developments on PPADB etc, regarding grading of consultants. LH reported that the PPADB had rejected the proposed parameters: 'or equal' (IBQS) LH has spoken to J Anderson and Engineers. Required copies of documents from LH. |
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LH |
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Grading of consultants: debate PPADB and organisations. IBQS: reference to act. BIDP needs to get involved. Appoint a member to represent BIDP. E Moje not contacted: will do. Other items. Not done yet. |
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ETM |
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Secretary PPADB: want presentation on 'light – level' committees: please assist. PPADB say they want connection to parastatals as well. But UB is independent. Also write to chair IBQS? Check with LH. Not done DY>LH. |
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DY/LH |
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3.9 |
ANY OTHER BUSINESS |
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3.9.1 |
MATTERS ARISING FROM PREVIOUS MINUTES |
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5.11.2 |
L Hutchings proposed resolving scale of fees for quantity surveyors. Still to be actioned: Not yet done, LH reported; Still with IBQS. Not ASAQS: plus liaise on formal adoption. Trying by executive secretary. Still. Not seen. |
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ET |
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3.10 |
OTHER MATTERS |
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8.12.1 |
Annual General Meeting: Done. minutes out in next week to council. Missing president and treasurer's report. Did get: still to circulate AGM minutes. |
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DY |
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8.12.3 |
Affiliate membership arrangements to be considered. Not yet actioned. Liaise / with other organisations. Umbrella setup. Not: will proceed (also note re contracts comm). Still to be done. |
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ETM |
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8.12.5 |
Consumer watchdog Mmegi discuss with Minchin & Kelly and Mmegi and put forward volunteer. + advisory pages. DY talk to Minchin & Kelly. Now bulk/write to newspaper. Not Done. |
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DY |
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1.12.5 |
Executive Secretary phone: done: approx. P20.00/month for airtime. |
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1.12.6 |
Stick to E Tshoganetso: but circulate suggestion. Track time. Has done 1.5 hour for October. Needs focus. |
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DY |
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1.12.7 |
Rem to next meeting: members to consider next items (could meet for meal to discuss) Now for discussion. Thursday next week 7:30am World Foods Game City for rem of agenda. |
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3.10.1 |
Council accepted request: OK for Young Architects Website under BIDP site: |
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3.10.2 |
Arbitration nomination request made in December: done by ETM. |
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3.10.3 |
Next agenda: |
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Role of BIDP/coexistence. |
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Letter to paper regarding single registration body. |
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Identify parties: meet at a function: establish common ground. |
ETM |
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Marketing in cooperation; Public information service. |
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Involvement of social and family functions. Talks of general interest. |
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Possible direct action on ie clean up: social concerns. |
ETM |
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Put in the other handings. |
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L H: need to go to the unexpected. Possible advert + photo/s Ideas within a week for ad. |
ETM |
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Combined directory of organisations? |
ETM |
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Implementation and schedule. |
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3.10.4 |
DY to set up pricing proposal for electronic documents. |
DY |
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3.10.5 |
Council agreed to grant Young Architects a licence for electronic forms. |
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3.10.6 |
Previous request by B Hyde to call a discussion on public liability issues to be resumed. |
DY |
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3.11 |
NEXT MEETING |
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3.11.1 |
The next Council meeting will be held on Thursday, 16th February, 2006 at 6:00pm at Gaborone Cricket Club. |
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ALL |
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Minutes approved: |
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President |
Secretary |
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Fax |
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Cc: |
E T Mazhani – President |
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D Young - Secretary |
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B Hyde – Vice President |
392 7764 |
bhyde@mega.bw |
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G Vlug - Treasurer |
533 7249 |
vlug@mega.bw |
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S Kentshitswe |
397 1710 |
zmckbot@info.bw |
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T Rantshilo |
395 8033 |
archcollabo@mega.bw |
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L Hutchings |
318 2016 |
randyb@info.bw |
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A Chiwla |
318 2073 |
acconsult@mega.bw |
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R Sergeant |
318 2985 |
sergeant@info.bw |
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P Shah |
397 3203 |
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B Bale |
393 5353 |
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File |
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Correspondence received
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Dated |
Description |
From |
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CHEQUES |
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31/10/05 |
P120.00 chq subs for Busang |
Busang & Co. |
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14/12/05 |
P1012.50.00 chq subs BIDP sales |
BDF |
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12/12/05 |
P120.00 chq subs for P Kaszay |
Phikwe Design Cons. |
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OTHER |
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25/11/05 |
Nyekele's application from B Hyde |
B Hyde |
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08/12/05 |
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G Yates |
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14/12/05 |
FIDIC forms |
WLA |
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14/12/05 |
Bank statement |
FNB |
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11/01/06 |
Response letter |
Pego Projects |
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11/01/06 |
Bank letter |
FNB, Lobatse |
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11/01/06 |
Collector's issue |
IIA |
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11/01/06 |
Publication |
IIA |
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11/01/06 |
Publication |
IIA |
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11/01/06 |
Publication |
IIA |
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CHEQUES TO G VLUG |
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07/11/05 |
P120.00 chq subs for P J VanVuuren |
ARE |
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10/10/05 |
P120.00 chq subs for B A Osemenam |
Gaam Associatesi |
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14/10/05 |
P120.00 chq subs for S M Gunston |
Anthony DA |
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25/10/05 |
P120.00 chq subs for R Kandaswamy |
Naga Services |
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26/10/05 |
P120.00 chq subs for A F Patel |
G S P |
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28/10/05 |
P120.00 chq subs for J J Bernard |
JJ Desing & Eng Serv |
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14/11/05 |
P120.00 chq subs |
J B Hammond |
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14/11/05 |
P120.00 chq subs |
J B Hammond |
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12511/05 |
P120.00 chq subs for A A Welfing |
A Welfing/TA Agora |
Received by: .......................................................... date: .................................................