(A0kp)04 |
BIDP |
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MINUTES OF BIDP COUNCIL MEETING NO. 6 2005/2006 |
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Held at: Gaborone Cricket Club on 20th April, 2006, at 6pm |
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6.1 |
Attendance |
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6.1.1 |
Present: |
D Young |
Secretary |
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B Hyde |
Vice president |
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L Hutchings |
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S Kentshitswe |
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A Chiwila |
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B Bale |
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6.1.2 |
Apologies: |
E Mazhani |
President |
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6.1.3 |
Absent: |
T Rantshilo |
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G Vlug |
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P Shah |
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ACT |
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6.2 |
PREVIOUS COUNCIL MEETING |
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6.2.1 |
The minutes of the previous council meeting were agreed to be a true record by those then present. |
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Proposed L Hutchings proposed, A Chiwila seconded. |
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6.3 |
ACTIVITIES AND FUNCTIONS: |
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6.3.1 |
MATTERS ARISING FROM PREVIOUS MINUTES |
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5.3.2 |
W Foote: propose function to accommodate (check email for dates) #5. |
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Function 26th October - 5th November 2006. |
DY |
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6.4 |
TREASURER'S REPORT |
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6.4.1 |
MATTERS ARISING FROM PREVIOUS MINUTES |
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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 #5. |
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Not yet ; still to do. |
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 #5. |
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) #5. |
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No report. |
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 #5. |
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Did meet and resolve issues, DY reported. |
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6.5 |
MEMBERSHIP |
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6.5.1 |
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 #5. |
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ETM has spoken to IM: D Young to follow up. |
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 #5. Still not done. |
DY |
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2.6.2 |
Application for Nyekele: #4. |
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Certificate ready and will be issued #5. Issued. |
DY |
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5.5.2 |
Received new application from E Dondofema #5. Approved today. |
DY |
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5.5.3 |
M M Mogomela has requested receipt for P120. |
GV |
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6.5.2 |
Received new application from G T Phuthegang. Send details to council members. |
DY |
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6.6 |
CORRESPONDENCE |
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6.6.1 |
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 #5. |
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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 #5. |
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Letter handed to DY by GV. |
DY |
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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 #4. |
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Still no action #5. 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 #5. |
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No report. |
GV |
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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 #5. |
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Not yet: still to do. |
DY |
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6.6.2 |
Reciprocity with South Africa on professional services: investigate. |
ETM |
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6.6.3 |
Received CASLE newsletter and sent out. |
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6.7 |
PUBLICATIONS/NEWS LETTER |
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6.7.1 |
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 #5. |
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D Young has tried: still to try. |
DY |
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DY |
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6.8 |
LIAISON |
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6.8.1 |
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 #5. |
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CAA update: letter to AAB and copy to CAA #5. |
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ETM spoke to M Bathuleng: will collect form #4. |
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Still to do. #5. |
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ETM not done BOCCIM. |
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. #5. Done. |
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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 #5. |
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LH still to do. |
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. #5. |
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ETM still to do. |
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. #5. |
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BIDP writing to PPADB.: check letter sent. |
DY |
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6.8.2 |
Received BOBS letter regarding liaison long term: Enthusiastic: better specifications. PI insurance: self-certification of building regulations compliance proposed by BH. |
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6.8.3 |
Ongoing liaison: Department of Energy Affairs. |
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6.9 |
OTHER MATTERS |
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6.9.1 |
MATTERS ARISING FROM PREVIOUS MINUTES |
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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. #5. |
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Still no responses. |
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. #5. |
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Not yet: still to do. |
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 to do. #.5. |
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Still to do. |
BH/ETM |
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4.10.3 |
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ETM |
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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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DY |
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DY |
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ETM/DY |
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6.9.2 |
How much to charge for instructions to use our contracts. |
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6.9.3 |
Work together with BBS / Banks etc. |
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6.9.4 |
Sub-consultants on to contract review committee for subcontract. |
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6.9.5 |
B Bale notes trade Mission via BEDIA: interest in liaising with consultants. Contact details via BB. Send information on members and firms. Trade Investment Limpopo. |
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6.10 |
ANY OTHER BUSINESS |
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6.10.1 |
MATTERS ARISING FROM PREVIOUS MINUTES |
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5.10.1 |
Contracts review committee: #5 |
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Software: working page; BIE representative copies made. |
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Schedule LH can not make 1st. |
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5.10.2 |
B Hyde notes there is not a joining fee at present. #5. Done. |
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5.10.3 |
Patron needed: L Hutchings; Magong? Ex President Masire. Dr Chiepe? Jefferis? #5. |
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Not yet: still to do. |
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: #5. |
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Not yet: still to do. |
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. #5. |
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Still to do: BH RIBA architect 'free week' with charity donation. Suggestion that BIDP members volunteer services for 'donated' houses. |
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5.10.7 |
Minutes: S Kentshitswe: rewrite with dates: to make clearer what is current. ETM will comment. #5. |
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Happier, said SK. |
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5.10.8 |
S Kentshitswe wants email with letter heads: try. |
DY |
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5.10.9 |
Contract review: E-forms: Proposed exchanges of text need to be simplified: possible via web site. #5. |
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DY reported a quote of P500 for a second site with programming facility: BIDP.ORG.BW. |
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D Young would like to put the second site in hand. OK. |
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5.10.10 |
P Shah: concern at DBES targeting particular firms on bids. #5. |
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Evidence would be needed. |
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6.10.2 |
Direct publications to building in handling officers at institutions. |
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6.10.3 |
B Bale: commented on Architect Appointment: bands and minimal fees. |
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6.10.4 |
UB: handling of architect training. What could BIDP do to help? LH suggests communicate and interface. |
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ETM |
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6.10.5 |
Painting: donation to W Farley. |
ETM |
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6.11 |
NEXT MEETING |
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6.11.1 |
The next Council meeting will be held on Thursday, 18th May, 2006 at 6:00pm at Gaborone Cricket Club. |
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ALL |
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6.11.2 |
B Hyde, L Hutchings & A Chiwila apologise for the next council meeting 18my06. |
ALL |
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Minutes approved: |
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President |
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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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19/04/06 |
Cheque P240.00 champagne breakfast |
RYB |
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19/04/06 |
Bank statement |
FNB |
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19/04/06 |
Letter re maturity of fixed deposit A/C |
FNB |
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19/04/06 |
Invoice |
YA |
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19/04/06 |
Application |
G Phuthegang |
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18/04/06 |
Build-up of a contract |
G Vlug |
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10/4/06 |
Fax re ad-hoc |
YA |
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10/04/06 |
Letter |
SOS |
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04/04/06 |
Email re nomination of BIE representative |
B Alemarumo |
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20/03/04 |
Letter |
Sebego Sharma |
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21/03/06 |
Fax re approval of E Dondofema |
B Hyde |
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17/03/06 |
Bank statement |
FNB |
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15/03/06 |
Graduate studies |
University of York |
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