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2015 AGM Booklet

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2015 AGM Booklet agm 2015 2015.10.14 annual general meeting for 2015 © eastern cape institute of architects In terms of the constitution of Eastern Cape Institute of Architects, notice is hereby given that the Annual General Meeting of the Eastern Cape Institute of Architects will be held on Wednesday, 14th October 2015 at 21 Alfred Terrace, Central, Port Elizabeth at 12h00. i 1 agenda 1. Welcome By President Neill Kievit 2. Apologies for Absence 3. Confirmation of Minutes 4. Matters Arising from Previous Minutes 5. Presidents Report 6. Sub-Committee Reports: 6.1 Practice 6.2 Promotions 6.3 Communications 6.4 Youth Desk 6.5 Educations 6.6 Heritage 6.7 Habitat 6.8 Finance 7. NMBM Report 8. NMMU Report 9. Other Matters 2 4 minutes from previous meeting EASTERN CAPE INSTITUTE OF ARCHITECTS: 25th ANNUAL GENERAL MEETING 5th September 2014 MINUTES of the Twenty Fifth Annual General Meeting of the Eastern Cape Institute of Architects held on Friday the 25h September 2013 at 14h00 at The Athenaeum, Belmont Terrace, Central, Port Elizabeth. PRESENT: Tim Hewitt-Coleman, Albrecht Herholdt, Andrew Palframan, Neill Kievit, Graham Grant, Shaun Fogarty, Shaun Balshaw, Johann Staats, Debbie Wintermeyer, Elwyn Harlech-Jones, Phillip Loots, Nicola Darke, Gavin McLachlan Charles Louw, Hactor Malete, Steve Knott, Alasdair Strong, Andrew Treasure, Erik Voigt and Siegfrid Schmidt APOLOGIES:, Cobus Lombard, Bruce Brinkman, Hubert Sieg, Mare` Olivier, Peter Whitlock, Greg Milne, Bernard Weyer, Evangelo Augoustatos and Stephen Lear. NOTICE OF MEETING The notice of the meeting, which was distributed to all members, was taken as read. SIGNING OF REGISTER AND APOLOGIES FOR ABSENCE The President ensured that all members present had signed the register and apologies for absence from the following members were noted: WELCOME BY THE PRESIDENT The President welcomed all present to the 25th Annual General Meeting of the Eastern Cape Institute of Architects and thanked all present for their time and effort in attending. CONFIRMATION OF MINUTES The President called for confirmation of the minutes of the 24th Annual General Meeting, which had been distributed. Albrecht Herholdt proposed the minutes and Neill Kievit confirmed the minutes of meeting. MATTERS ARISING FROM PREVIOUS MINUTES None 3.1 PRESIDENT’S REPORT - Tim Hewitt-Coleman 1. Membership: 2011/2012 2012/2013 2013/2014 Architects in Training 3 3 2 Full Members 80 73 79 70/40 Members 4 6 6 Retired Members 5 5 5 3 2. The Main Committee The main committee of the ECIA, was elected at the AGM of September 2013. The following positions were allocated at the first committee meeting: 4 This committee identified as the Keywords for its two year tenure the following: • Communication • Transformation • Advocacy • Achievements The committee has devised programmes that align with this theme and meets monthly to review progress. Each of the programmes is headed by a member of the main committee. The focus on resolving obstacles in the way of delivering programmes to members. This dynamic and energised committee is at present committed to the following programmes: 5 4. Staff/ Team/ Volunteer’s Commitment The ECIA has a very small staff component. (half day secretary) We rely heavily therefore on Volunteer commitment. The volunteer commitment in our region is of a very high standard. Our emphasis is on “programmes” that deliver a specific output. Volunteers on our committee are allocated responsibility for a programme or programmes and very often give not only of their own time but also the paid time on staff in their offices. 5. Financial standing The most recent financial data available is for the Financial year ending June 2014. The headlines are as follows: 6. Budget for 2014/2015 6 7 3.2 PRACTICE COMMITTEE REPORT - Neill Kievit Neill Kievit (Chairman) Tim Hewitt Coleman Alasdair Strong Co-opted Graham Grant Shaun Balshaw Solly Pretorius Andrew Thomson Hubert Sieg The significance of the Architect as a Leader in the Built Environment has been challenged to the extent that the Profession is now standing at the proverbial crossroads. Unfortunately the intersection where we find ourselves is still under construction, alternative routes are yet to be mapped out and the road marking and direction signage is missing. It would seem that traditional models of practise have lost relevance and commercial sustainability. The economic and social paradigm that we now find ourselves in requires the Architect to re-tool. So where to now? The ECIA Practise Committee has embraced these challenges, admittedly with some trepidation. None of us are trained for this new paradigm. The Professional Practice Manual is silent on many of the issues that we grapple with and, although SAIA and SACAP is under new and dynamic leadership, we may have to concede that the future of the Profession is not entirely within our sphere of control. Whilst we have limited influence over international market forces, we will continue to serve our members by providing information and tools to help Practitioners navigate these unchartered territories. At a local and regional level, we will continue to lobby and advocate on behalf of the Profession. 8 We face many challenges on a number of fronts, of which we hardly need reminding: 1. Rampant and unsustainable fee discounting on tenders in the public and private sector without any reduction in service. 2. The ongoing pressure from commercial clients has set a new norm where fees are significantly discounted without any reduction in service 3. The Roster System for public projects has been abolished. 4. Guideline Fees scales have not been updated since 2012. 5. The trusty guideline Fee Scale, the commercial pillar on which our businesses have historically been founded, has been emasculated. Some clients are now insisting on fixed fees defined by hourly and overhead cost inputs. Young emerging practices and many small to medium enterprises simply do not have the necessary skills and empirical data to calculate fees using these type of production cost models. Detailed benchmarking information will need to be published before Guideline Fees can be abolished. The Profession is unfortunately divided on this issue. 6. The publication of updated Guidelines Fees as required by the Architects Act has been placed in abeyance pending a ruling from the Competition Commission. The publication of Guideline Fees are deemed to be anti-competitive unless exemption has been granted. 7. Public sector clients and their agencies are procuring Architectural Services in the same way that you would procure pencils and toilet paper. Tenders, RFP’s, Expressions of Interest etc. are often poorly prepared with woefully inadequate briefs and specifications. The Architect will then recklessly offer a fixed price for an unknown or poorly defined service. 8. Public sector procurement for Professional services no longer vests with the DRPW. Individual Departments and their respective Implementing Agents are procuring for their own budgets – see point 6. We are now challenged with a multi-headed monster where each department operates on different standards and norms. Regularising procurement policies across the board is critical, but cannot be done from outside the Institution. 9. Compliance with Environmental and other statutory codes has become onerous, requiring more skill, diligence and Professional responsibility. There has been no adjustment in the service scope/fee for these new responsibilities. 10. The cost of providing Building Information Modelling (sophisticated clients now expect this as a standard service) has not been adequately dealt with in our Professional Service Agreement. The surcharge to the cost of software, hardware and skills development has simply been absorbed by the industry. So where to now? SAIA Programmes The SAIA Practise Committee has now been re-constituted and has been meeting quarterly since the beginning of the year. The ECIA is represented by a core member of the National Practice Committee and the concerns within the Profession are being raised and discussed at this forum. A series of programmes are underway to deal with some of the pertinent issues. • The Practice Manual is in the process of being updated. • A software tool is being developed to assist practitioners with calculating fee cost models. 9 • The regions are frequently called upon by the Practise Committee to comment on statutory matters. ECIA Programmes Practice notes have been launched for Tender Guidelines and Competition Guidelines. The NMMU awarded two significant projects during 2014 using the ECIA Competition Guideline. We are still awaiting feedback from the DRPW on the proposals made in our Tender Guideline. The interaction with NMBM via a SAPOA Development forum stalled during 2014. ECIA initiated contact with the Building Inspectorate and Town Planning Divisions with a view to establish a communication portal where the City Officials can interact with Built Environment Professionals. It would appear that the SAPOA Development forum has been revived by Dawn McCarthy and will hopefully, in time to come, yield some concrete results. ECIA has challenged the Metro regarding the poorly handled of the removal of title deed restrictions. NMBM has still not declared their policy in this regard. We are told that they have sought legal opinion on the matter, but in the absence of a policy, it is difficult to advise our clients. Many Practitioners have expressed frustration with the process and the impact of time and cost on both commercial and domestic projects. The Practise Committee has started gathering data on Public Tender results. Analysis of the data will be published and reveal trends that will be of interest to Practitioners. These trends will expose the parlous state of the Profession regarding fee discounts, and initiate a conversation regarding commercial sustainability and building solidarity within the membership on these issues. The ECIA members gave the ECIA Committee a mandate to take a task team to meet with the BKIA to discuss if their members would be willing to agree to a maximum discount for Tenders.
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