(A0kp)04

BIDP


MINUTES OF BIDP COUNCIL MEETING NO. 10 2005/2006


Held at: Gaborone Cricket Club on 17th August, 2006, at 6pm


10.1

Attendance









10.1.1

Present:

D Young

Secretary




E Mazhani

President




G Vlug

Treasurer




L Hutchings





S Kentshitswe








10.1.2

Apologies:

A Chiwila





B Hyde

Vice president







10.1.3

Absent:

T Rantshilo





P Shah





B Bale







ACT

10.2

PREVIOUS COUNCIL MEETING

10.2.1

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


Proposed by L Hutchings, seconded by G Vlug.



10.3

ACTIVITIES AND FUNCTIONS:

10.3.1

MATTERS ARISING FROM PREVIOUS MINUTES



5.3.2

W Foote: proposed function for 26th October - 5th November 2006 #6.





9:30 for 11hrs on Sunday, 29th October, 2006: Venue to be decided #8.





D Young suggest Flying Club: D Young will cater.

DY







10.4

TREASURER'S REPORT

10.4.1

MATTERS ARISING FROM PREVIOUS MINUTES



4.5.4

One unpaid member has listed membership on letter head: Mr Matlhaga:




No payment: Treasurer sent a letter to Sebego Sharma, Attorneys to write to Mr Matlhaga. Still using MBIDP #9.




Lawyers may have written a letter to Mr Matlhaga.:



5.4.2

Poor interest rates. G Vlug proposed BBS fixed term (paid up) shares: 10+ percent interest.





Put money in to BBS:




Resolution proposed at this meeting today to place P75,000 in BBS paid up shares: Proposed by G Vlug and seconded by L Hutchings #9.




BBS account will open shortly: technical matters.

GV


9.5.3

R B Henderson P240.00 subscription fees to G Vlug.




Cheque returned by FNB. Letter sent to RBH.


10.4.2

Cash book: P76,946.75 presently.


10.4.3

Outstanding subscription fees: back to the year

2000 x 3



2001 x 4



2002 x 2



2003 x 7



2004 x 12



2005/6 x 32



Total outstanding fees: P14,565.00

10.4.4

G Vlug proposes to send emails: invoices will follow.

10.4.5

G Vlug will send final notices on the years 2000-2001. It was agreed to remove early unpaid members.


GV

10.4.6

Bulk statement to GV. Get debt collector to seek fees on commission: +P200 for phone calls.

GV

10.4.7

Discount to members: GV will suggest proposal.

GV



10.5

MEMBERSHIP

10.5.1

MATTERS ARISING FROM PREVIOUS MINUTES


8.5.2

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




D Young will change #9




Not done.

ETM/ET


9.5.2

New application received from L L Gitau #9.




Approved: letter sent and details to G Vlug. Certificate to be printed.

GV



10.6

CORRESPONDENCE

10.6.1

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.





Advised amount of Benmas claim P650 or P2000 + half costs.



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 delegate T Rantshilo #8.




Still to do #9.




Still not done.

ETM/TR

10.6.2

Letter received from subcontractor asking for nomination of arbitrators: ETM is dealing with this.

ETM

10.6.3

Annual Return forms from Registrar of Societies received: to be filled in after AGM: new office Bearers.


ET

10.6.4

ET bill: LH said ok. Cheque was made out.


10.6.5

ET to do Wordpress entry for Contracts review Committee.

ET

10.6.6

BSHF newsletter received.

ET

10.6.7

DY to look at emails and copied contracts note from G Vlug.

DY




10.7

PUBLICATIONS/NEWS LETTER

10.7.1

MATTERS ARISING FROM PREVIOUS MINUTES


9.7.2

Newsletter: start next #9.




ET has started assembling next newsletter. ET to pick up L Hutchings digital items given, for newsletter. DY chase newsletter.


ET



10.8

LIAISON


10.8.1

MATTERS ARISING FROM PREVIOUS MINUTES



1.9.2.2

LH has given data: decide what to do.





Grading of consultants: debate PPADB and organisations. IBQS: reference to act. BIDP needs to get involved. Appoint a member to represent BIDP #7.







L Hutchings: selected tender documents: liaise with PPADB: need to follow up: BIDP action needed.



ET




ET to circulate to council members: LH volunteers to meet PPADB with ETM.





Not done.

ETM




BIDP to formulate concept and involve other association and breakfast: Mugg & Bean: Tuesday, 1st August at 7:30am #9.




1.9.2.3

ETM still to talk to E Moje. #5.





Still to do #9.





Not done.

ETM/DY



9.8.5

LH raised sharing of the BIDP directory: RICS Botswana group were interested. OK to share. Council decided: Free with advert covering the costs? How to format: IBQS and Arbitrators may also be interested #9.





RICS Botswana ok with joint meeting. Arbitrators will be ok. Thursday, 14th September, 2006 at Bull & Bush. Donate painting: time 6pm. GV to organise.



GV


10.8.2

Proposed next directory: LH has asked RICS to coordinate. Circulate proposed contract to Council members.



ET

10.8.3

ETM proposed breakfast meeting to discuss with other organisations. 2/3 from BIDP and others.



10.8.4

DATT request BIDP for nomination: ETM is dealing with this.

ETM






10.9

PUBLIC RELATIONS

10.9.1

MATTERS ARISING FROM PREVIOUS MINUTES


1.7.3.2

New UB letter: keep liaising with other organisations:




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





Letter sent to other members.



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.




ET to fill in the form and send to BOCCIM. GV notes not much action and P500/year membership.

ET




LH suggestion for talk on TV: RICS group is going on. LH will give editor name.

LH


8.12.5

Consumer watchdog Mmegi discuss with Minchin & Kelly and Mmegi and put forward volunteer. + advisory pages.





D Young to send confirming letter #9.




Letter sent as there was no follow up from the Watchdog.







4.10.3.3

Market contacts with institutions: Still not done: (BB has drafted an item). Institute of Arbitrators item from LH #6.





Still to do: x2 BH still #9

BH


4.10.3.3.2

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




Still to do #9.




BH not: says he will do.

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.




Advert must do #8.

DY



D Young to do. G Vlug: possible BIDP to have standard cheap house drawings available: possible competition. 'Basic houses' #9.


DY/GV



House plans not done. Add BH input.

BH






5.10.3

Patron needed #9.




Put in agenda for AGM

ET


6.10.5

Painting: donation to W Farley #6.




Date set.

ETM

10.9.2

Contract Review Committee had meeting #3.


10.9.2.1
Web log is in place.


10.9.2.2
Programme and revised test to be placed shortly.

ET

10.9.3

BOBS 4 meetings: V Moapare is trying to participate.


10.9.4

Letter to Transparency International sent to Germany: 16ag06.


10.9.5

Letter to UIA regarding how much has been sent 10ag06.


10.9.6

Letter to PPADB regarding BIDP interest in participating in conference sent 17ag06.


10.9.7

Website and charges and address

DY

10.9.7.1

BIDP.ORG: upgrades: database is now working.


10.9.8

Email from John Hinchliffe: regarding appointment of ODI by The Botswana Institute for Development Policy Analysis (BIDPA) to carry out a study on trade in services.


ETM




10.10

NEXT MEETING


10.10.1

The Annual General Meeting will be held on Thursday, 21st September, 2006 at 6:00pm at Gaborone Cricket Club.


ALL

10.10.2

Notice of AGM to be sent out 21 days before.

ET





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 17th August, 2006



Date

Description

From

14/08/06

Bank statement

FNB

14/08/06

Certificate of Registration(2 certified copies)

Botswana Registrar of Societies

14/08/06

Annual return forms

Registrar of Societies

16/08/06

Invoice

E Tshoganetso




28/08/06

E-mail re Banquet

SAEE

31/07/06

E-mail re Newsletter

SAEE

06/08/08

E-mail re New Wordpress

New Wordpress

07/08/08

E-mail re Product newsletter

SAEE

09/08/08

E-mail re Newsletter

BSHF

12/08/08

E-mail re Contract copyright

G Vlug

12/08/08

E-mail re Contract documents prices (JBCC)

G Vlug

14/08/08

E-mail re New user Registration

Wordpress

15/08/08

E-mail re Website

SuperNames
































































BIDP AGM 21ST SEPTEMBER, 2006

Date

Description

From

18/08/06

Cheque P240.00 subscription fee for O S Price

Alucraft

06/09/06

Cheque P240.00: subscription fee for R Anderson

Justin E Blackbeard

08/09/06

Cheque P360.00: subscription fee

H Kintu

19/09/06

BBS Paid-up shares book, deposit slip + signatories form

BBS

19/09/06

Bank statement

FNB

19/09/06

Invoice

Sebego Sharma

20/09/06

Invoice

E Tshoganetso




21/08/06

LW Gitau certificate for signing

G Vlug

18/08/06

Invitation etter

N Ndaba

22/08/06

Letter re Training Course

Department of Energy


Two application forms: V Moapare and S Kentshitswe


29/08/06

Letter

Sebego Sharma

08/09/06

Letter

CAA

19/09/06

Letter re change of membership class

J G Musuku

19/09/06

Letter re International master Plan competition

Multifunctional Admin City

19/09/06

Letter re BOCCIM application

BOCCIM




19/08/08

E-mail re User for L Hutchings

WordPress

19/08/08

E-mail re User for C Burton

“

19/08/08

E-mail re User for G Vlug

“

19/08/08

E-mail re User for B Alemarumo

“

22/08/08

E-mail re Training programme

Energy Affairs

22/09/06

E-mail re Payment of subscriptions

G Vlug

28/08/08

E-mail re Certified Energy Manager Course

C den Heijer

28/08/08

E-mail re Industrial Energy Management Course

C den Heijer

28/08/08

E-mail re Building Energy Audit course

C den Heijer

28/08/08

E-mail re thanks Balance Plant Hire

Balance Plant Hire

29/08/08

E-mail re CAA member

T Godwin

30/08/08

E-mail re CAA CAA conference

CAA

30/08/08

E-mail re meeting

Energy Affairs

30/08/08

E-mail re CAA conference

F Phiri

30/08/08

E-mail re CAA conference

V Moapare

30/08/08

E-mail re minutes blank sheet

G Vlug

31/08/08

E-mail re R Henderson subscriptions

G Vlugi

31/08/08

E-mail re change of email address

V Moapare

31/08/08

E-mail re CAA conference

B Bale

31/08/08

E-mail re adress

Balance Plant Hire

01/09/08

E-mail re R Henderson subscriptions

G Vlug

04/09/08

E-mail re CAA conference

Pedriel

04/09/08

E-mail re newsletter

SAEE

09/09/08

E-mail re CRC

G Vlug

11/09/08

E-mail re Minutes of meeting about tendering

J Anders on

12/09/08

E-mail re code Ethics

CAA

12/09/08

E-mail re P Lopang subscriptions

G Vlug

13/09/08

E-mail re CAA conference

CAA

19/09/08

E-mail re Arbitration between Balance Plant Hire

G Vlug

20/09/08

E-mail re Certified Energy Manager Course

C den Heijer

20/09/08

E-mail re Industrial Energy Management Course

C den Heijer