(AOKP))04
BIDP
MINUTES
29TH ANNUAL GENERAL MEETING
Held at: Plot 915, Phalane close, Gaborone
Date/Time: 25th October, 2007, 18:00hrs
1	PRESENT:	D Young
		B Hyde
		L J Hutchings
		S Mathe
		E T Mazhani
		D H Nyekele
		A Groth
		E Dondofema
		B Bale
		G Vlug
		J G Masuku
		A Hakim
		B Mhutsiwa
2	APOLOGIES:	B Hammond
		S Kentshitswe
		P Lyamuya
		T Morton
3	INTRODUCTION:	The President E Mazhani welcomed the members to the 29th AGM and thanked them for having come in sufficient numbers to form a quorum.
4	NOTICE CONVENING THE AGM:	The agenda was read by D Young.
5	MINUTES OF 28TH AGM:	
	5.1	Minutes of the 28th AGM were sent out to all members. No comments/corrections.
		Adopted as a true record, proposed by A Groth, seconded by E Mazhani
6	PRESIDENT'S REPORT	
	6.1	Good evening ladies and gentlemen and well come to the 29th BIDP AGM.
		It is a pity that in the past few years the AGM has had to be re-scheduled due to insufficient members turning up for the AGM. It seem to have become a norm, and we seem not to be worried about this. By we, I mean all members.
		There are few members who show interest in the BIDP activities, most of who are in the council. I would like to thank these members and encourage them to keep up the good work they are doing for BIDP.
		As we are aware the work that we do for BIDP is voluntary. Although it is our wish that some day BIDP will have its own office and staff (like similar associations in other countries and locally) it is not something near (eg lawyers) and it is not easy to achieve. It will require a lot of work/input from all its members, not only council.
		With ailing voluntary input from members it may not be possible to sustain it the way is is being run now. Some thought have been put across in different ways that we should increase our subscription fees to be able to peg for the costs of an office and full time staff.
		This would have to be given a serious thought. Would we still be able to maintain our membership.
		What would we have to charge for membership with 150 members?
		Are there other ways of raising money to achieve this?
		Would our members feel that they are benefiting anything from high subscriptions, or would they opt to terminate their membership?
		A number of issues arise, but the only thing I believe we can do at the moment is sensitize our members and encourage them to participate and make things happen, and only then will BIDP get sufficient recognition and would influential in matters that affect its members, hence members realize the importance of being an association.
		This can not be achieved by council alone. Therefore I encourage the general membership to participate in the running of the association. We are doing it for our benefit and the benefit of the nation at large.
		We are all aware of abnormalities in a number of issues in our various disciplines.
		It is our responsibility to raise these issues and tackle them. BIDP provide a forum for such. But we have to rise, to be known, to clearly state what we stand for, then we will not be brushed aside when issues that concern us are discussed.
		We tried a number of times to work with other associations on issues of common interest, and we have had some degree of success.
		We have the engineers and quantity surveyors participating in our contract review committee.
		We have had joint functions with other associations, and although not much has directly come out of these, we are at least at a point where we can dialogue, and I believe with a bit more effort from us we can have formal links with these professional bodies.
		A joint directory with Institute of Botswana Quantity Surveyors (IBQS) and the Botswana Institute of Arbitrators (BIA) will be out soon. I would propose that we have a launch of this directory ( I hope the incoming council will discuss this further).
		We have established two committees;
		(1) the contracts review committee (which I mentioned earlier, and participation by other association). The; meet regularly to review our contracts ( chaired by D Young).
		(2) The Public relations committee; which has been tasked with improving the image of BIDP and maintaining it. The basic question is what needs to be done to revive BIDP? (chaired by S Mathe).
		Note that members in these committees are all council members. We have requested other members to participate but have had no response.
		If we want to see BIDP move forward, these are some of the tasks that non-council members should take over to reduce the work load of council members.
		Events / Activities
		We have had a number of these but they were very poorly attended.
		Response to Botswana Building regulations.
		In concluding, I would like to thank all members of council for their support and participation in my last tenure as president.
		I would also like to thank and encourage those who have gone the extra mile in serving BIDP (both council and non-council members) to continue with the good work. (maybe we should consider presents for them in the future).
7	TREASURER'S REPORT:	Financial status is comfortable. P75,000.00 in BBS, at 11% approx. altogether including this, BIDP has P83,000 in banks.
		Stock: Treasurer has written off the printer and computer.
		Publications were valued at 50% of sale price.
		Costs are slightly up from last year.
		Income is up
		Costs: executive secretary cost is up but we are achieving more.
		Accumulated surplus P71,605 and end of year.
		Last year P68,690
		Report: Proposed by S Mathe, seconded by B Bale.
8	ELECTION OF COUNCIL MEMBERS:	Nominations:
	8.1	President:
	B Bale nominated E T Mazhani, and this was seconded by D Nyekele
	E T Mazhani accepted; with no other nomination, E T Mazhani was elected.
	Vice President:
	S Mathe was nominated by B Bale, and this was seconded by G Vlug
	S Mathe accepted; with no other nomination, S Mathe was elected.
	Secretary:
	D Young: proposed by L Hutchings, seconded by G Vlug.
	Treasurer:
	G Vlug: proposed by L Hutchings, seconded by S Mathe.
	Member (2 years) A Chiwila: (out going)
	S Mathe nominated A Groth: this was seconded by B Hyde; Elected for 2 years.
	Member (1 year) in lieu of T Rantshilo (ended one year)
	E Mazhani nominated B Bale, seconded by L Hutchings; Elected for 1 year.
	Members:
	B Hyde nominated B Mhutsiwa; this was seconded by B Bale.
	G Vlug nominated J Musuku; this was seconded by B Bale.
	B Bale nominated A Hakim; this was seconded by G Vlug
	B Hyde nominated D Nyekele, this was seconded by L Hutchings;

	8.2	The following office bearers and council members were elected:
		E Mazhani	President
		S Mathe	Vice President
		G Vlug	Treasurer
		D Young	Secretary
		B Mhutsiwa	Member
		J Musuku	Member
		A Hakim	Member
		D Nyekele	Member
		A Groth	Member (2 years)
		B Bale	Member (1 year)
9	PROPOSALS FOR PATRON:	Patron proposed for event only: permanent patron to fall away. A Groth outlined it needs research to be put forward for consideration. Proposals requested by E T Mazhani.
10	ANY OTHER BUSINESS:	Contract seminars subcommittee chaired by J Musuku.
		House plans proposals still under consideration.
		A Hakim: need new materials for common usage.
		Persons at technical level in District councils are not fully capable of controlling projects.
		BIDP should have things to say about training of the above.
		B Bale stated she had been experiencing problems with students on attachments.
		S Mathe said we need to help UB in (ie professional practice training).
		B Bale noted that it is desirable to have members in official bodies.
		Planning: E T Mazhani will follow up L Mosienyane sms.

AGM closed 19h34.

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2007-10-29T09:53:49