(A0kp)04

BIDP


MINUTES OF BIDP COUNCIL MEETING NO. 3 2006/2007


Held at: Gaborone Cricket Club on 25th January, 2007, at 6pm



3.1

Attendance




3.1.1

Present:

D Young

Secretary




B Hyde

Vice president




S Kentshitswe





A Chiwila





D Nyekele





J Musuku








3.1.2

Late:

G Vlug

Treasurer







3.1.3

Apologies:

E Mazhani

President







3.1.4

Absent:

B Bale





L Hutchings












ACT

3.2

PREVIOUS COUNCIL MEETING

3.2.1

No quorum for December 2006 meeting.

3.2.2

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


Proposed by S Kentshitswe, seconded by B Hyde.



3.3

ACTIVITIES AND FUNCTIONS:

3.3.1

MATTERS ARISING FROM PREVIOUS MINUTES


3.3.2

New suggestions: 'ECO Park', 'BOTEC' Workshop 21st February, 2007 for Department of Energy Affairs; N Czypionka 'house' and development.


ET



3.4

TREASURER'S REPORT

3.4.1

MATTERS ARISING FROM PREVIOUS MINUTES



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. #02




Delisting the non-payers. G Vlug has not circulated yet.

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. #1






Not done: pending. #2.




No action.

BB/GV





3.4.2

Bank balance: overdraft P998.16: avoid overdraft.

GV

3.4.3

B Bale did not attended this meeting. No cash received from L Hutchings for B Bale.

BB

3.4.4

Increase subscriptions to P150.00 for ordinary members.

GV

3.4.5

Increase contract cost to P95.00 and proportionately.

ET

3.4.6

Need to consider budget vs income.

GV

3.4.7

24 unpaid members, G Vlug reported.


3.4.8

Draw down on BBS for office, B Hyde advised.

GV




3.5

MEMBERSHIP

3.5.1

MATTERS ARISING FROM PREVIOUS MINUTES


8.5.2

In application form include; Email address, Cellphone, payment and postal address. #10




Done: Mega Internet to get file on site.

DY/ET


2.5.3

W Lee resigning: ET has not sent copies to G Vlug. #2




G Vlug has an original letter.

GV

3.5.2

Applications received:


3.5.2.1
D Muchengwa: 5 year course. (now 'Bachelor of Science in QS'): accepted as an ordinary member.


3.5.2.2
J Phuthego: accepted as an ordinary member.


3.5.2.3
A Maina: accepted as an ordinary member.


3.5.2.4
J Maphepa accepted as an associate member.





3.6

CORRESPONDENCE

3.6.1

MATTERS ARISING FROM PREVIOUS MINUTES


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'

ET





3.7

PUBLICATIONS/NEWS LETTER

3.7.1

MATTERS ARISING FROM PREVIOUS MINUTES


9.7.2

Newsletter: Started on assembling next newsletter.




In progress #2




Draft with DY for checking.

DY


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.




Revised forms issued to CRC members. Masters will be issued to Marina next week.


DY/ET


2.7.2

Domestic subcontract form: design and build form of contract. BIDP bid document? Standard #2




D Young not acting: volunteers welcome: D Young to try larger contractors: with permission: A Chiwila stated he has a domestic subcontract form from ABCON.

DY/ET

AC



2.7.3

Newsletter went to new architect members.










3.8

LIAISON


3.8.1

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. #1




Drafted. #2




Letter to UB to explain AAB is now their CAA liaison.

ETM


2.8.2

UIA email received: copy to council members. DY to send a polite response.#2




Offer of membership: not done.

DY






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.






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.




ETM has talked to E Moje.




No response to BIDP communications to PPADB. #1




Trying to contact PPADB on follow. #2




Try to persue PPADB: ask for meeting with chair. No response to letters and calls. Council (except BH) should be there. Need to have topics to talk about. + circular to members with request for input. Big picture of non-development.




ETM/ET/BH







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. #2




Contact previous printer: volunteer needed. #2




BH concerned last directory was insufficient.




GV to confirm College Publisher printers have no charge for the directory.


GV



RICS, IBQS, BIA, want to cooperate.







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: monitor.

ET







DBES



2.8.3

DEBS forum still dragging.

ET


3.8.2

Response from Real Estate Institute of Botswana: not for membership.






3.9

PUBLIC RELATIONS

3.9.1

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.#1




In hand.#2




Done promotional brokers.



4.10.3.3.2

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




B Hyde will arrange for (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 #10.




Advert ready: await for funds. #2




No money for adverts. AC notes: Daily News is cheap.




DN will try to connect with Radio

DN


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. #2




Use BIDP competition on site plans: too costly by architect? #2




Still to do.




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




Still to do.




Competition only for members? G Vlug proposed. Briefs needed. #2




BH promise.

BH/ETM/ET


10.9.7

Website and charges and address #10.




Still to do. ET must arrange for action. #1




Discussion of yellow page information: GV will investigate.




Not done: BTC is doing internally: only 2008






3.10

NEXT MEETING


3.10.1

The next Council meeting will be held on Thursday, 22nd February, 2007 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

nyekeledh@yahoo.com


J G Musuku

3912890

gmusuku@hotmail.com


File











































BIDP COUNCIL MEETING ON 25th JANUARY, 2007

Date

Description

From




28/11/06

Book

Specifile

13/11/06

Application

D Muchengwa

14/12/06

Application

J O Phuthego

18/12/06

Application

A M Maina

18/12/06

Application

J Maphepa




19/01/07

E-mail re unpaid cheque

B Bale













































(A0kp)02

BIDP



Date received

Description

From




31/01/07

Cash P120.00 oc06 champagne breakfast

E. Mazhani

01/02/07

Cash P120.00 joining + subs

S. P Mathe
























Received by: ...........................................................date: ............................................

G Vlug