(A0kp)04

BIDP


MINUTES OF BIDP COUNCIL MEETING NO. 1 2006/2007


Held at: Gaborone Cricket Club on 26th October, 2006, at 6pm


1.1

Attendance









1.1.1

Present:

D Young

Secretary




E Mazhani

President




B Bale





S Kentshitswe





G Vlug

Treasurer




D Nyekele








1.1.2

Apologies:

A Chiwila





B Hyde

Vice president




L Hutchings







ACT

1.2

PREVIOUS COUNCIL MEETING

1.2.1

The minutes of the previous council meeting were agreed to be a true record by those then present; except for the CAA item 4.7.8.

1.2.2

New member D Nyekele welcomed.



1.3

ACTIVITIES AND FUNCTIONS:

1.3.1

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.





In hand: B Bale and 2 adults to be added to booking.



1.3.2

Annual General Meeting on Thursday, 21st September, 2006 at 6:00pm at Gaborone Cricket Club happened.

















1.4

TREASURER'S REPORT

1.4.1

MATTERS ARISING FROM PREVIOUS MINUTES



4.5.4

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




Cheque is reported to be ready, GV stated. Update in formal meeting G Vlug/D Young. Friday or Monday.


GV


5.4.2

BBS fixed term (paid up) shares: Is sorted out.



10.4.5

G Vlug will send final notices on the years 2000-2001. It was agreed to remove early unpaid members #10.


ET



W Htut, J Greenland, D Mutepfa and K Mandic to be delisted.

ET



R Erskine Honourable member died.

ET



W Kasolo died.

ET


10.4.6

Bulk statement to GV. Get debt collector to seek fees on commission: +P200 for phone calls #10.




In hand. Define time period of the exercise. D Young/G Vlug.

DY/GV


10.4.7

Discount to members: GV will suggest proposal #10.




Discount for publications: benefit to members. Discuss on increased subscriptions, possible with reduction for prompt payment. Consultants to resolve costs and benefits? Subcommittee? B Bale offered to work on developing a strategic plan.




BB/GV

1.4.2

B Bale excused herself from the meeting at this point.

1.4.3

Bank balance is P407.47 and P75,000 is invested.

1.4.4

8 members unpaid for 2 years, 54 unpaid current year. Some for longer. Subscription invoices have gone out.

1.4.5

BIDP founded 1978.



1.5

MEMBERSHIP

1.5.1

MATTERS ARISING FROM PREVIOUS MINUTES


8.5.2

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




D Young will change #9




Done (check and put on website)

DY/ET


9.5.2

New application L Gitau #9. Approved.




Certificate has been issued.



1.6.3.1

J Mosuku applying for ordinary grade: copy upgrade membership application to Council members.


ET


1.6.3.4

Application for member ship Ip Kim Man: No proposer or seconder: Is he a member of any professional Institute? Could approach referees.


DY/ET



1.6

CORRESPONDENCE

1.6.1

MATTERS ARISING FROM PREVIOUS MINUTES


10.6.2

Letter received from subcontractor asking for nomination of arbitrators:




Done by ETM.



10.6.3

Annual Return forms from Registrar of Societies received: to be filled in after AGM: new office Bearers #10.




Need two signatures of office bearers.

ET






10.6.4

ET bill: Paid (currently BIDP has a cash flow problem, G Vlug noted)




ET bills are exceeding cash available, G Vlug stated.




Motheo bill for S Kentshitswe attendance at Energy seminar to be paid.

GV






10.6.5

ET to do Wordpress entry for Contracts review Committee #10.




Done



10.6.6

BSHF newsletter received #10.




Notices sent to members.


1.6.2

Correspondence (banks statements etc) handed to G Vlug.


1.6.3

Correspondence received:


1.6.3.1

J Mosuku: applying to upgrade membership.>posted to membership


1.6.3.2
Circulate 1 page regarding new town competition Korea to members.

ET

1.6.3.3
Informed members regarding PPADB revised rates.


1.6.3.4
Application for member ship Ip Kim Man.>posted to membership


1.6.4

Government gazette 1 month back regarding Architect Act. Circulate A Groth comments to members.


ET

1.6.5

Words for membership form: add note about 'contact Secretary for list of current members'.

ET




1.7

PUBLICATIONS/NEWS LETTER

1.7.1

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 #10.



9.7.2

Newsletter: start next #9.




Done. Started on assembling next newsletter.

DY/ET


10.6.7

DY to look at emails and copied contracts note from G Vlug #10.




Still to do.

DY/ET


10.9.2

Contract Review Committee had meeting #3 #10.




Comments by mid day Friday, otherwise proceed.

DY/ET

1.7.2

Contracts Review Committee: Item from G Vlug:

DY/ET



1.8

LIAISON


1.8.1

MATTERS ARISING FROM PREVIOUS MINUTES



4.7.8

E T Mazhani to handle UB School of Architecture. CAA validation/liaison.





Error in previous minutes: Brief ETM to UB: BIDP has sent a copy of the CAA red book and minutes of meeting with UB to AAB.



ETM








PPADB ISSUES




1.9.2.2

LH has given data: Grading of consultants: debate PPADB and organisations. IBQS: reference to act. BIDP needs to get involved. ETM still to talk to E Moje. #5. Appoint a member to represent BIDP #7.




ETM



L Hutchings: selected tender documents: liaise with PPADB: need to follow up: BIDP action needed #10.





ET to circulate to council members: LH volunteers to meet PPADB with ETM #10.





Not done #10.

ETM/DY




No response to BIDP communications to PPADB.

ET









LIAISON WITH OTHER ORGANISATIONS RE DIRECTORY




9.8.5 a

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.




10.8.2

Proposed next directory: LH has asked RICS to coordinate with BIDP.





Circulate proposed contract to Council members#10.





ET has circulated contract (DY has not seen).

ET



10.8.4

Department of Energy Affairs requested BIDP for nomination: ETM is dealing with this #10.





Done.










LIAISON WITH OTHER ORGANISATIONS




1.9.2.2 b

BIDP to formulate concept and involve other association and breakfast: Mugg & Bean: Tuesday, 1st August at 7:30am #9. Later ETM proposed breakfast meeting to discuss with other organisations. 2/3 from BIDP and others.





No response, no communication. Do a follow up letter.




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.



1.8.2

Arrange for meeting other organisations regarding affiliation and/or liaison.

ETM/ET




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 #10.





Done membership form: pending P600.00 payment (12 months)

ET/GV



10.9.4

Letter to Transparency International sent to Germany: 16ag06 #10.





Meeting took place. P1000/year membership dues. Wait for cash: G Vlug.

GV


1.8.2

Long discussion on links to other organisations. Agreed that an initial one year membership was in order: and then assess benefits before renewal.


ET


1.9

PUBLIC RELATIONS

1.9.1

MATTERS ARISING FROM PREVIOUS MINUTES


8.12.3 a

LH suggestion for talk on TV: RICS group is going on. LH will give editor name #10.

LH/ET


1.9.2.2 c

LH has given data on promotion/PR: decide what to do.

ETM/ET


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




Fit with B Bale subcommittee too.

BB/ET



Circulars to BBS and Banks on contracts and publications. Adverts.

DY/ET


4.10.3.3.2

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




Still to do #9.




BH not: says he will do #10.




Still to do.

BH/ET



Points for CPD and lectures discussed.



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.




Will do tomorrow. Get text ready, D Young to do.

DY/ET


4.10.3.3.7

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 #10

BH/ET



House plans, completion: BH to be persued. Small and medium houses schemes.




Use BIDP completion on site plans: too costly by architect?




Could involve outside bodies in competition with promotion of BIDP SHHA.




Completion only for members? G Vlug proposed. Briefs needed.

BH/ETM/ET






5.10.3

Patron needed #9.




Was in AGM. Minutes to be done. No great need; might relate patrons to events.



6.10.5

Painting: donation to W Farley #6.




Done.



10.9.7

Website and charges and address #10.




Still to do. ET must arrange for action.

DY/ET


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 #10.




Happened: thin for construction section.



9.8.5 b

RICS Botswana ok with joint meeting. Arbitrators will be ok. Thursday, 14th September, 2006 at Bull & Bush. Donate painting: time 6pm. GV to organise #10.




Done function.






1.10

NEXT MEETING


1.10.1

The next Council meeting will be held on Thursday, 16th November, 2006 at 6:00pm at Gaborone Cricket Club.









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


L Hutchings

318 2016

randyb@info.bw


A Chiwila

318 2073

acconsult@mega.bw


B Bale

393 5353

keboife@yahoo.com


D Nyekele

392 3159



File





































BIDP COUNCIL MEETING ON 26th OCTOBER, 2006

Date

Description

From




26/10.06

Cash receipt #64 (P80.00) Champagne Breakfast P Potter

YA

25/10/06

Cash receipt #62 (P360.00) subscriptions for O Ngwakwena

YA

24/10/06

Cheque P1164.00 subscriptions for K Carrier+K Latilla

MCIntosh Latilla

25/10/06

Cheque P120.00 subscription fee

J B Hammond

31/08/06

Bill for record

YA

09/09/06

Statement +bill for record

YA

25/10/06

Invoice

E Tshoganetso










21/09/06

Forms for signatories

Registrar of Societies

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

23/10/06

PPADB revised rate

PPADB

02/10/06

E-mail application

IP K Man Hong Kong







24/09/06

E-mail re CAA conference in Dhaka

CAA

29/09/06

E-mail re Task Force -2 meeting

G Kumar

02/10/06

E-mail re WHA newsletter

BSHF

02/10/06

E-mail re CAA conference in Dhaka

CAA

04/10/06

E-mail re Task Force -2 meeting

G Kumar

05/10/06

E-mail re Task Force -2 meeting

G Kumar

06/10/06

E-mail re change of email address

A Khin

06/10/06

E-mail re Task Force -1-2 meeting

G Kumar

13/10/06

E-mail re seminar

Transparency International

16/10/06

E-mail re Membership invoices

G Vlug

17/10/06

E-mail re CRC

G Vlug

20/10/06

E-mail re architectss reg Bill

A Groth

26/10/06

E-mail re Task Force -1 meeting

G Kumar




































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