(A0kp)04 |
BIDP |
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MINUTES OF BIDP COUNCIL MEETING NO. 5 2005/2006 |
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Held at: Gaborone Cricket Club on 16th March, 2006, at 6pm |
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5.1 |
Attendance |
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5.1.1 |
Present: |
D Young |
Secretary |
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E T Mazhani |
President |
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B Hyde |
Vice president |
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G Vlug |
Treasurer |
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L Hutchings |
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S Kentshitswe |
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A Chiwila |
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5.1.2 |
Late: |
P Shah |
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5.1.3 |
Absent: |
T Rantshilo |
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B Bale |
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ACT |
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5.2 |
PREVIOUS COUNCIL MEETING |
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5.2.1 |
The minutes of the previous council meeting were agreed to be a true record by those then present. |
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Proposed S Kentshitswe, seconded by L Hutchings. |
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5.3 |
ACTIVITIES AND FUNCTIONS: |
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5.3.1 |
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) #4. |
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End March function: talks, free drinks and food: 2ap06: GYC Champagne breakfast. |
DY |
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5.3.2 |
W Foote: propose function to accommodate (check email for dates). |
DY |
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5.4 |
TREASURER'S REPORT |
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5.4.1 |
MATTERS ARISING FROM PREVIOUS MINUTES |
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5.5.1 |
Current account P75,000.00. |
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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. G Vlug sent an email/fax ten days ago. GV had spoken to him. Monitor reminder #4. |
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D Young to resend invoice. |
DY |
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1.5.6 |
Signatories for BIDP to be amended. Forms submitted to bank: #4. |
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Still to complete the process. |
GV |
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5.4.2 |
Poor interest rates. G Vlug proposed BBS fixed term (paid up) shares: 10+ percent interest. (ETM requested more information: 8+percent at banks. |
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GV |
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5.4.3 |
Treasurer: need to meet E Tshoganetso, D Young to see exact situation on invoices and funds received for publications. |
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GV |
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5.5 |
MEMBERSHIP |
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5.5.1 |
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. ETM has spoken to I Mokheledi: I Mokheledi has stated to ETM 'specimen' of contract, 'no use of MBIDP' so carry on processing application.. |
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DY |
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1.6.2 |
Review Maule's application. Write and advise pending on qualifications. In hand: #4. |
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Not yet done. |
DY |
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2.6.2 |
Application for Nyekele: #4. |
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Certificate ready and will be issued. |
DY |
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5.5.2 |
Received new application from E Dondofema. |
DY |
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5.5.3 |
M M Mogomela: P120 cash received for subscriptions renewal: handed to G Vlug. |
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5.6 |
CORRESPONDENCE |
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5.6.1 |
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 #4. |
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Still to do. |
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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 #4. |
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Still to do. |
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4.7.8 |
E T Mazhani to be with LK regarding CAA validation/liaison. Need to move forward. Not acted yet. Not: will do before next. Not acted: ETM will. No action #4. |
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Still no action. |
ETM |
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1.7.3 |
Suggest seminar on contracts: November: (ABCON Tshipidi Badiri/ Lawyer/Arbitrator) Still to be actioned. G Vlug: Institute of Arbitrators, ABCON: DY will do brochure: R Busang? J Okumbe new articles member: Thursday 6th April. 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 #4. |
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Mr Williams and Busang are willing GV stated. GV to decide topics. Set date once people and topics are lined up. |
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GV |
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6.7.5 |
Alexander Forbes contract insurance clauses: copied to council. Move to the contracts review committee. Will do #4. |
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In hand. |
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 #4. |
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Tax invoice received by Young Architects: Note to members to check all responses received. |
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DY |
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5.6.2 |
Write to CAA confirm non - discrimination etc as noted in Tony Godwin phone call. |
DY |
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5.7 |
PUBLICATIONS/NEWS LETTER |
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5.7.1 |
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 #4. |
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Should not have stray items #4. |
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Digest by executive see return from meetings: Aim for paper. Act on ET work action D Young. |
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DY |
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DY |
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5.8 |
LIAISON |
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5.8.1 |
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. RS has had discussions with J Anderson of AAB: CAA membership is stated to be wanted by AAB related to architects. 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 #4. |
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BOCCIM still: P500? /year subs. |
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CAA update: letter to AAB and copy to CAA. |
DY |
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ETM spoke to M Bathuleng: will collect form #4. |
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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. Letter drafted: proceeding #4. |
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Still to follow up. |
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. BEPU IBQS are 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 #4.. |
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Data will be delivered. Is in hand |
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 #4. |
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ETM still to talk to E Moje. |
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 #4. |
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Still to do last item. |
DY/LH |
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5.9 |
OTHER MATTERS |
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8.12.3 |
Affiliate membership arrangements to be considered. Not yet actioned. Liaise / with other organisations. Umbrella setup. (Also note re contracts review committee). Still to be done. ETM has written to 5 organisations #4. |
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No responses to date: ETM will persue. |
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 #4. |
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Still to complete letter and meet. |
DY |
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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 #4. |
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Still do do. |
BH/ETM |
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4.10.3 |
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ETM |
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ETM |
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BB/ETM |
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BH |
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ETM |
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DY |
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ETM/DY |
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5.10 |
ANY OTHER BUSINESS |
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5.10.1 |
Contracts review committee: |
DY |
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5.10.2 |
B Hyde notes there is not a joining fee at present. |
ALL |
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5.10.3 |
Patron needed: L Hutchings; Magong? Ex President Masire. Dr Chiepe? Jefferis? |
LH |
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5.10.4 |
A Chiwila suggests donation/contribution to SOS for publicity. Cheque on a cow. Adverts. Targeting is important: |
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ALL |
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5.10.5 |
Need to raise BIDP profile: provision of professional service for good cause: RIBA 90% of 'architect work' contacts turn info real jobs. |
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BH |
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5.10.6 |
Adverts should be routine for BIDP. |
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5.10.7 |
Minutes: S Kentshitswe: rewrite with dates: to make clearer what is current. ETM will comment. |
ETM |
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5.10.8 |
S Kentshitswe wants email with letter heads: try. |
DY |
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5.10.9 |
Contracts review: |
eforms |
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Proposed exchanges of text need to be simplified: possible via web site. |
DY |
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5.10.10 |
P Shah: concern at DBES targeting particular firms on bids. |
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5.11 |
NEXT MEETING |
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5.11.1 |
The next Council meeting will be held on Thursday, 20th April, 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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Correspondence received
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Dated |
Description |
From |
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08/03/06 |
Application |
E Dondofema |
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07/03/06 |
Invoice |
E Tshoganetso |
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06/03/06 |
Letter |
BDF |
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28/02/06 |
Fax |
Tswelelopele Brigade |
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24/02/06 |
Fax (firm list) |
3DC |
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24/02/06 |
Nyekele's certificate for signing |
G Vlug |
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02/06 |
Newsletter FE06 issue No. 29 (10 copies) |
CASLE |
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BIDP Items collected by G Vlug
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Description |
From |
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Cheque for P6876.00 |
BDF |
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Cheque for P240.00 |
RYB |
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Bank statement |
FNB |
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Letter re maturity of fixed deposit |
FNB |
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Invoice |
YA |
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Copies of invoices issued but not paid |
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P Shah, E Mazhani, PMP, Pego, Tectura |
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Received by: ...............................................................................Date: .............................................................