(A0kp)04 |
BIDP |
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MINUTES OF BIDP COUNCIL MEETING NO. 7 2005/2006 |
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Held at: Gaborone Cricket Club on 18th May, 2006, at 6pm |
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7.1 |
Attendance |
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7.1.1 |
Present: |
D Young |
Secretary |
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E Mazhani |
President |
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S Kentshitswe |
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P Shah |
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7.1.2 |
Apologies: |
G Vlug |
Treasurer |
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B Hyde |
Vice president |
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L Hutchings |
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A Chiwila |
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7.1.3 |
Absent: |
T Rantshilo |
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B Bale |
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ACT |
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7.2 |
PREVIOUS COUNCIL MEETING |
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7.2.1 |
The minutes of the previous council meeting were agreed to be a true record by those then present. |
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7.3 |
ACTIVITIES AND FUNCTIONS: |
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7.3.1 |
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 #6. |
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DY |
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7.4 |
TREASURER'S REPORT |
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7.4.1 |
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. Mr Matlhaga: letter done 31st August, 2004: no response. |
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Monitor reminder #4. |
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GV |
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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 #6 |
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GV |
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7.4.2 |
P Shah paid P40.00 cash for champagne breakfast: issue receipt. |
DY |
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7.5 |
MEMBERSHIP |
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7.5.1 |
MATTERS ARISING FROM PREVIOUS MINUTES |
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5.7.3 |
Received I Mokheledi application by e-mail. B Hyde noted outstanding items on the application form and handed it to ETM to follow-up with I Mokheledi. |
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ETM has spoken to IM: D Young to follow up #6 |
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ET |
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1.6.2 |
Review Maule's application. Write and advise pending on qualifications. In hand: #4. |
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5.5.2 |
Received new application from E Dondofema #5. Approved today #6 |
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DY |
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5.5.3 |
M M Mogomela has requested receipt for P120 #6. |
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GV |
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6.5.2 |
Received new application from G T Phuthegang. Send details to council members #6. |
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ETM |
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7.5.2 |
M Adolwa application: no proposer and seconder: ETM has investigated and discussed with associate, so DY and ETM have proposed and seconded. Circulate form to council members: check whether paid. |
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DY |
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7.6 |
CORRESPONDENCE |
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7.6.1 |
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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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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Letter handed to DY by GV #6. |
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DY |
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4.7.8 |
E T Mazhani to handle UB School of Architecture. CAA validation/liaison. Need to move forward. |
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ETM |
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6.10.4 |
UB: handling of architect training. What could BIDP do to help? LH suggests communicate and interface #6. |
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ETM |
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1.7.3.1 |
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 #6. |
GV |
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6.6.2 |
Reciprocity with South Africa on professional services: investigate #6. |
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7.6.2 |
Tibot: in order. No response. |
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7.6.3 |
Many emails: will try to get ET to prepare summary. |
ET |
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7.6.4 |
Membership application form to BHC. |
DY |
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7.6.5 |
List of correspondence received to be circulated with minutes. |
ET |
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7.7 |
PUBLICATIONS/NEWS LETTER |
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7.7.1 |
MATTERS ARISING FROM PREVIOUS MINUTES |
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1.8.4 |
Newsletter: Done. |
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7.7.2 |
Suggest advert regarding availability of newsletter on web site. |
DY |
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7.8 |
LIAISON |
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7.8.1 |
MATTERS ARISING FROM PREVIOUS MINUTES |
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1.9.2.1 |
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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1.9.2.2 |
LH has given data: decide what to do. (condits of QS engagement not yet). |
ETM |
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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. Other items. Not done yet. Grading: |
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1.9.2.3 |
ETM still to talk to E Moje. #5. |
ETM |
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1.9.2.4 |
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? |
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BIDP writing to PPADB.: check letter sent #6. |
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7.8.2 |
BOCCIM: Have form: will be advised of charge after submitting: put in form. |
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7.9 |
PUBLIC RELATIONS |
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7.9.1 |
MATTERS ARISING FROM PREVIOUS MINUTES |
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1.7.3.2 |
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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DY |
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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. Role of BIDP/coexistence. |
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Letter to paper regarding single registration body. BOCCIM / GV: LH hand noted: ETM will get forms: May have died on BOCCIM project for centre #4. |
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BOCCIM / liaison needs follow-up #6. |
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Identify parties: meet at a function: establish common ground. Early March #4. |
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Still to do. #5. |
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Possible June 17-19th 2006 function P400? Agendas #6. |
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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. Still to complete letter and meet. #5. |
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ET/DY |
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3.10.6 |
Previous request by B Hyde to call a discussion on public liability issues to be resumed. |
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BH |
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4.10.3.2 |
Marketing in cooperation; Public information service. B Bale & ETM to liaise with #4. |
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ETM |
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4.10.3.3 |
Market contacts with institutions: Still not done: (BB has drafted an item). Institute of Arbitrators item from LH #6. |
BB/ETM |
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Involvement of social and family functions. Talks of general interest. #4. |
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4.10.3.3.2 |
Talk of general interest: arising from professions self-interest. |
BH |
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Possible direct action on ie clean up: social concerns. Next week Rotary and RT #4. |
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4.10.3.3.3 |
ETM/rotary. |
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Put We site. Web page: say P200.00/year #4. |
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4.10.3.3.4 |
Web pages advert not done #6. |
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DY |
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DY |
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Links from list of firms is in hand #6. |
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Application for pages/links needs to be on the site #6 |
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DY |
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4.10.3.3.5 |
(BS Arts has slots for members) |
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4.10.3.3.6 |
LH: need to go to the unexpected. Possible advert + photo/s Ideas within a week for ad. Advert: moving forward #4. |
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Draft: monthly heading for weekly #6 |
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ET/DY |
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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 #6. |
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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 #6 |
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AC |
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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 #6. |
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BH |
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6.10.5 |
Painting: donation to W Farley #6. |
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ETM |
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7.9.2 |
V Moapare is attending BOBS meetings regarding building regulations (adopt SA National Building Regulations). |
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7.9.3 |
E Mazhani: Department of Energy. A Khin is away: Temporary sit-in: D Young volunteers: one meeting only. |
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DY |
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7.9.4 |
Contract review committee: met last week: 2 BIDP members attended. |
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7.9.5 |
JCI form placed on a website and circulated information to members. |
ET |
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7.9.6 |
DBES bid document: BIDP will circulate information about that. |
ET |
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7.9.7 |
PEEPA stakeholders meet 23rd May, 2006: BIDP want to send one delegate: DY to send fax of advert to P Shah. |
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ET |
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7.9.8.1 |
DBES consultants conference: put max 80 delegates. Construction want more: TBBA wanted 25: ABCON 7, other bodies 12: each maximum 5. Best service overall is the topic. Put to help with secretarial service: estimate P10k secretarial services. |
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7.9.8.2 |
M Yates wants to attend the above. B Bale thinks can beat price on secretarial services: 5/80 of P10000 is BIDP financial commitment. |
BB/LH/ETM |
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7.9.9 |
L Hutchings has supplied D Young with general promotional material. |
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7.10 |
OTHER MATTERS |
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7.10.1 |
MATTERS ARISING FROM PREVIOUS MINUTES |
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7.11 |
NEXT MEETING |
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7.11.1 |
The next Council meeting will be held on Thursday, 22nd June, 2006 at 6:00pm at Gaborone Cricket Club. |
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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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Date |
Description |
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02/05/06 |
P40.00 cash for champagne breakfast |
E Mazhani |
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05/05/06 |
Cheque P75.00 for e-form |
G Vlug |
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21/04/06 |
Letter |
Sebego Sharma |
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23/05/06 |
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Supanames |
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28/04/06 |
Invoice |
E Tshoganetso |
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05/05/06 |
E Dondofema certificate for signing |
G Vlug |
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09/05/06 |
Letter re investment |
BBS |
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11/5/06 |
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Supanames |
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