(A0kp)04

BIDP


MINUTES OF BIDP COUNCIL MEETING NO. 2 2006/2007


Held at: Gaborone Cricket Club on 16th November, 2006, at 6pm



2.1

Attendance









2.1.1

Present:

D Young

Secretary




B Hyde

Vice president




G Vlug

Treasurer




S Kentshitswe





D Nyekele








2.1.2

Apologies:

B Bale








2.1.3

Absent:

E Mazhani

President




L Hutchings





A Chiwila












ACT

2.2

PREVIOUS COUNCIL MEETING

2.2.1

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



2.3

ACTIVITIES AND FUNCTIONS:

2.3.1

MATTERS ARISING FROM PREVIOUS MINUTES


2.3.2

Visit to house at Ruretse: next two weeks: P200.00 for snacks and drinks: Friday, 1st December, 2006.



2.4

TREASURER'S REPORT

2.4.1

MATTERS ARISING FROM PREVIOUS MINUTES



4.5.4

Mr Matlhaga cheque has been collected, GV stated.




Update in formal meeting G Vlug/D Young. Friday or Monday.




Met 27oc06. ET has updated the member table.



10.4.5

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




R Erskine Honourable member died. delisted.




W Kasolo died. delisted.



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.




At of this end year delist the non-payers.

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.






Not done: pending.

BB/GV

2.4.3

Bank balance is approx. P1000.00. MB says has some cheques.









2.5

MEMBERSHIP

2.5.1

MATTERS ARISING FROM PREVIOUS MINUTES


8.5.2

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




Have discussed: will do.

DY/ET


1.6.3.1

J Mosuku applying for ordinary grade #1:




Approved: to issue certificate for ordinary membership.

GV


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 #1.





(Sent an email on 17no06.)


2.5.2

Copy Dorica application to council members.

ET

2.5.3

W Lee resigning: ET has not sent copies to G Vlug.

ET

2.5.4

Mr Musuku was elected as a council member at the AGM.

ET



2.6

CORRESPONDENCE

2.6.1

MATTERS ARISING FROM PREVIOUS MINUTES


10.6.4

Motheo bill is paid.



1.6.4

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




Circulate council members with date of Government gazette containing Act.

ET


1.6.5

Wording on membership certificate: add note about 'contact Secretary for list of current members' #1.




B Hyde: rather advertise and 'mission statement'


2.6.2

Mutungi cheque handed to G Vlug.





2.7

PUBLICATIONS/NEWS LETTER

2.7.1

MATTERS ARISING FROM PREVIOUS MINUTES


9.7.2

Newsletter: Started on assembling next newsletter.




In progress

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:




No comments received. Edit masters and issue to Marina.

DY/ET

2.7.2

Domestic subcontract form: design and build form of contract. BIDP bid document? standard

DY

2.7.3

Newsletter to new architect members.

ET




2.8

LIAISON


2.8.1

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.




Drafted.

ETM/ET

2.8.2

UIA email received: copy to council members. DY to send a polite response.

DY/ET








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.




Trying to contact PPADB on follow.








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.




Not yet. Confusion. GV to copy what he has to ET.

GV/ET



Contact previous printer: volunteer needed.

ALL







LIAISON WITH OTHER ORGANISATIONS



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.




Not. No money: no joining + Transparency International Botswana.



2.8.2

Meeting with BOBS took place.








DBES



2.8.3

DEBS forum still dragging.






2.9

PUBLIC RELATIONS

2.9.1

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.




Not yet.

LH/ET






1.9.2.2 c

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




Not yet.

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 #1.

BB/ET



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




In hand.



4.10.3.3.2

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




B Hyde will arrange for next year (TV Gallery)

BH/ET


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 ready: await for funds.

GV/ET


4.10.3.3.7

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





House plans not done. Add BH input #10




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




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




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




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

BH/ETM/ET


10.9.7

Website and charges and address #10.




Still to do. ET must arrange for action.




Discussion of yellow page information: GV will investigate.

GV/ET





2.1

NEXT MEETING


2.10.1

The next Council meeting will be held on Thursday, 14th December, 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



J G Musuku

3912890

gmusuku@cpp.co.bw


File





































BIDP COUNCIL MEETING ON 16th NOVEMBER, 2006

Date

Description

From




31/10.06

Cheque P120.00 subscription fee for P Kaszay

Phikwe Design Consultants

09/11/06

Bank statements

FNB

13/11/06

Invoice

Sebego Sharma




08/11/06

Letter re Resignation of membership

W Lee

08/11/06

Response by email

UIA

13/11/06

Application for membership

D M D Muchengwa

13/11/06

Newsletter

Master of Human Settlements



















































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