(A0kp)04

BIDP


MINUTES OF BIDP COUNCIL MEETING NO. 8 2005/2006


Held at: Gaborone Cricket Club on 21st June, 2006, at 6pm


8.1

Attendance









8.1.1

Present:

E Mazhani

President




B Hyde

Vice president




S Kentshitswe





G Vlug

Treasurer




A Chiwila





L Hutchings








8.1.2

Apologies:

D Young

Secretary




B Bale








8.1.3

Absent:

T Rantshilo





P Shah












ACT

8.2

PREVIOUS COUNCIL MEETING

8.2.1

The minutes of the previous council meeting were agreed to be a true record by those then present.



8.3

ACTIVITIES AND FUNCTIONS:

8.3.1

MATTERS ARISING FROM PREVIOUS MINUTES



5.3.2

W Foote: propose function to accommodate (check email for dates) #5.




Function 26th October - 5th November 2006 #6.




9:30 for 11hrs on Sunday, 29th October, 2006: Venue to be decided. Yatch club/ O'Hagens suggested #8.


DY





8.4

TREASURER'S REPORT

8.4.1

MATTERS ARISING FROM PREVIOUS MINUTES



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.




DY delivered an invoice: Mr Matlhaga says he will settle.#7




Still not paid. GV to send dent collector #8

GV


1.5.6

Signatories for BIDP to be amended. Forms submitted to bank: #4.




Still to complete the process #5.




Done #8



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.





No report #6. Interest rate for P75,000.00 is 10.5%. LH suggested getting some information on Southern Cross financial advisors for comparison.


LH

8.4.2

Account balance is over P80,000.00


8.4.3

Invoices for annual subscriptions have been sent out.






8.5

MEMBERSHIP

8.5.1

MATTERS ARISING FROM PREVIOUS MINUTES


5.7.3

Received I Mokheledi application by e-mail.#5




Not paid, and requested to submit original certified copies of certificate #8.

ET


5.5.2

Received new application from E Dondofema #5. Approved today #6




Signatures needed on certificate #7.




Signed & issued #8.



6.5.2

Received new application from G T Phuthegang. Details sent to council members.




ETM has discussed: needs 2 years experience or associate membership: needs BIDP member to propose and second.





ETM sent a letter (13je06) #8.



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 #7.




Could not reach him: letter sent 13je06 #8.


8.5.2

In application form include; Email address, Cellphone, payment and postal address.

DY

8.5.3

There is an Associate membership certificate (Blue).




8.6

CORRESPONDENCE

8.6.1

MATTERS ARISING FROM PREVIOUS MINUTES


4.7.5

Copyright: the matter of subcontracts between Euro Construction/BENMAS and Euro Construction/Kentz are now with the lawyers (Sebego Sharma) #8.


GV


4.7.8

E T Mazhani to handle UB School of Architecture. CAA validation/liaison. Need to move forward #6.




No action: will do, will ask T Rantshilo to help #7.




Will deligate T Rantshilo #8.

ETM/TR


1.7.3.1

Suggest seminar on contracts: GV noted that there is a contracts seminar by B.Copeland in July, and suggested we postpone the BIDP one to next year. Those present concured#8.







6.6.2

Reciprocity with South Africa on professional services: investigate #6.




Wait #7.




BIDP as unifying body should negotiate. S.A. has act, BIDP do not. (Limpopo Province).




Need to have face to face dialogue.




BIDP: coordinate with other bodies to findout how far they are regarding legislation.



7.6.2

Tibot: in order. No response.



7.6.3

Many emails: will try to get ET to prepare summary. Done.



7.6.4

Membership application form to BHC #7.

DY



Letter sent with form 18my06.


8.6.5

List of correspondence received to be circulated with minutes.

ET




8.7

PUBLICATIONS/NEWS LETTER

8.7.1

MATTERS ARISING FROM PREVIOUS MINUTES


7.7.2

Suggest advert regarding availability of newsletter on web site #7.





Advert: who is it meant for? Have a message for Independence. (have draft for advert)








8.8

LIAISON

8.8.1

MATTERS ARISING FROM PREVIOUS MINUTES


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..








1.9.2.2

LH has given data: decide what to do. (conditionss of QS engagement not yet).

ETM



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:





1.9.2.3

ETM still to talk to E Moje. #5.

ETM


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?






BIDP writing to PPADB.: check letter sent #6.




Letter has been sent.


8.8.2

It was suggested that minutes should be shortened, and remove duplicates or items that have been outstanding for a long time.


ET/ETM




8.9

PUBLIC RELATIONS

8.9.1

MATTERS ARISING FROM PREVIOUS MINUTES


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.




Tax invoice received by Young Architects: Note to members to check all responses received #5.





Not yet done #7.

DY



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.




Letter to paper regarding single registration body. BOCCIM




BOCCIM membership: application form collected. To be filled in and sent.




Identify parties: meet at a function: establish common ground. Early March #4.




Still to do. #5.

ETM


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.



ET/DY



Trying to contact today: keep on #7.



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


4.10.3.3.2

Talk of general interest: arising from professions self-interest.

BH


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.




Draft: monthly heading for weekly #6




Advert must do.

ET/DY


5.10.3

Patron needed:




The council could not agree. It will be raised at the AGM to get other members' views #8.


ETM


5.10.5

Need to raise BIDP profile: provision of professional service for good cause: RIBA Architects week 90% of 'architect work' contacts turn into real jobs. #5. BH to initiate #7.





B Hyde will make a report#8.

BH


6.10.5

Painting: donation to W Farley #6.




June function is a suggested occasion.

ETM


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.






8.10

OTHER MATTERS


8.10.1

MATTERS ARISING FROM PREVIOUS MINUTES









8.11

NEXT MEETING


8.11.1

The next Council meeting will be held on Thursday, 27th July, 2006 at 6:00pm at Gaborone Cricket Club.


ALL






Minutes approved:












President


Secretary



Fax

Email

Cc:

E T Mazhani - President




D Young - Secretary




B Hyde - Vice President

392 7764

bhyde@mega.bw


G Vlug - Treasurer

533 7249

vlug@mega.bw


S Kentshitswe

397 1710

zmckbot@info.bw


T Rantshilo

395 8033

archcollabo@mega.bw


L Hutchings

318 2016

randyb@info.bw


A Chiwila

318 2073

acconsult@mega.bw


B Bale

393 5353

keboife@yahoo.com


P Shah

397 3203



File















Correspondence received



BIDP Council meeting of 21st June, 2006



Date

Description

From

15/06/06

P120.00 cash application fee

L W Gitau

16/06/06

Bank statement

FNB

14/06/06

Invoice + statement

YA

21/06/06

Invoice+statement

E Tshoganetso




16/06/06

Returned: W Kasolo address not in use

Post Office

11/6/06

Application

I Mokheledi

31/05/06

Minutes

Dept of Energy

29/05/06

Letter

CAA







19/06/06

E-mail

CAA

18/06/06

E-mail

CAA

14/06/06

E-mail

OTC

14/06/06

E-mail

GSP A Patel

13/06/06

E-mail

Dept of Energy TF meeting

12/06/06

E-mail

Dept of Energy TF meeting

11/06/06

E-mail

I Mokheledi

10/06/06

E-mail

Tracy

09/06/06

E-mail

G Vlug

08/06/06

E-mail

FCYI

07/06/06

E-mail

UIA newsletter

07/06/06

E-mail

AAB

02/06/06

E-mail

FYI Mososo

01/06/06

E-mail

CAA

24/05/06

E-mail

TFI A Nthaile

20/05/06

E-mail

G Vlug Housing conference