(A0kp)04 |
BIDP |
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MINUTES OF BIDP COUNCIL MEETING NO. 4 2005/2006 |
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Held at: Gaborone Cricket Club on 16th February, 2006, at 6pm |
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4.1 |
Attendance |
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4.1.1 |
Present: |
D Young |
Secretary |
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G Vlug |
Treasurer |
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L Hutchings |
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B Bale |
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S Kentshitswe |
Acting Chair |
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P Shah |
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4.1.2 |
Apologies: |
E T Mazhani |
President |
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4.1.3 |
Absent: |
T Rantshilo |
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A chiwila |
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ACT |
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4.2 |
PREVIOUS COUNCIL MEETING |
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4.2.1 |
The minutes of the previous council meeting were agreed to be a true record by those then present. |
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4.3 |
ACTIVITIES AND FUNCTIONS: |
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4.3.1 |
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). End March. |
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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. 8 attended: 4 guests: Save beverages for a future function. |
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4.4 |
TREASURER'S REPORT |
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4.4.1 |
MATTERS ARISING FROM PREVIOUS MINUTES |
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5.5.1 |
Current account P15,574.00 |
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Invested P55,000.00 fixed deposit interest/year P5,000.00. |
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'Might make sense to invest in property watch for opportunities: use short term deposit. |
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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. Monitor reminder. |
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GV |
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1.5.6 |
Signatories for BIDP to be amended. Not yet: has forms. 4 office bearers, 2 signatures per cheque. Forms here for council signing. One signature must be the treasurer. |
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GV |
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4.5 |
MEMBERSHIP |
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4.5.1 |
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. Has stated to EMT 'specimen' of contract, 'no use of MBIDP' so carry on. |
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1.6.2 |
Review Maule's application. Write and advise pending on qualifications. In hand: |
DY |
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2.6.2 |
Application for Nyekele has been copied to council members. Approved. Copy detail to GV. Ready to issue. |
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DY |
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4.6 |
CORRESPONDENCE |
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4.6.1 |
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. G Vlug wrote a deadline: no response. |
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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. D Young to follow up letter and write as need be. |
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DY |
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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. No action. |
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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. Bank discouraging: Can get a machine: cost unknown. Charge 2 1/2 -10% commission. |
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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. G Vlug asked D Williams: try Busang not yet Okumbe. Try Collins on lawyer: B Bale suggests looking for sponsors ie bank, home loans etc. (+ event coordination). G Vlug, L Hutchings can talk on topics. |
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ETM |
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B Bale gave apology left at 7pm to attendance. |
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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. In hand. |
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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. In hand. Being followed up. |
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ETM |
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New correspondence: circulated. |
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4.7 |
PUBLICATIONS/NEWS LETTER |
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4.7.1 |
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. Act on ET action D Young. |
DY |
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DY |
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4.8 |
LIAISON |
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4.8.1 |
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 spoke to M Bathuleng: will collect form |
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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. Letter drafted: proceeding. |
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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. Not supplied from IBQS. |
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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. Grading: ETM still to do. |
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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. No data: sent PPADB a letter of introduction as a professional association. |
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DY/LH |
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4.9 |
ANY OTHER BUSINESS |
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4.9.1 |
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. L Hutchings will give photocopy to Ellen. |
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LH/ET |
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4.10 |
OTHER MATTERS |
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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. ETM has written to 5 organisations. |
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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. Drafted: will meet. |
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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: www.bip.bw/ya/ |
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3.10.2 |
Arbitration nomination request made in December: done by ETM. In hand. |
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3.10.4 |
DY to set up pricing proposal for electronic documents. Drafting document. |
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3.10.5 |
Council agreed to grant Young Architects a licence for electronic forms. Thanks: still to implement. |
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3.10.6 |
Previous request by B Hyde to call a discussion on public liability issues to be resumed. Set up perhaps for end March. |
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4.10.3 |
House of Foods: |
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ETM |
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ETM |
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BB/ETM |
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4.11 |
ANY OTHER BUSINESS |
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4.11.1 |
Artist painting available: Late for Gaborone Yacht Club event. |
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(LH away 26mr06 for 2 weeks). |
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R Sergent departing. |
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M Yates now in Botswana. |
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4.12 |
NEXT MEETING |
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4.12.1 |
The next Council meeting will be held on Thursday, 16th March, 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 Chiwila |
318 2073 |
acconsult@mega.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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