240423 BEPIC MOU_SIGNED

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Built Environment Professionals in the Commonwealth Memorandum of Understanding This Memorandum of Understanding (MOU) is between the undersigned members (the ‘partners’) of the Built Environment Professionals in the Commonwealth (BEPIC): • • • •

Commonwealth Association of Architects (CAA) Commonwealth Association of Planners (CAP) Commonwealth Association of Surveying and Land Economy (CASLE) Commonwealth Engineers’ Council (CEC)

BEPIC is a voluntary collaboration and is not a standalone organisation.

1.

PREAMBLE 1.1. The partners enter into this MOU for the purpose of improving collaboration between them and to identify the steps they should take to co­operate on matters relating to their respective professions in the Commonwealth and for public benefit.

2. GUIDING PRINCIPLES 2.1. Each partner recognises the Commonwealth context in which they operate and subscribe to the principles of the Commonwealth Charter 2.2. Each partner supports the development, general acceptance and enforcement of standards and professional best practice.

2.3. Each partner recognises the pre-eminence and unique knowledge within their respective domains of expertise.

3. OBJECTIVES The objectives of the MOU are to: 3.1. Encourage a positive environment within which the partners can work collaboratively.

3.2. Provide a basis for joint action in areas of common interest, especially advocacy, capacity building and climate action.

3.3. Encourage the joint promotion of diversity within the built environment professions across the Commonwealth.

3.4. Provide a mechanism at a senior level for continuing dialogue between the partners.

The partners agree to use reasonable endeavours to: 3.4 Apprise each other of any undertakings they may be planning that could be of mutual interest.

3.5. Encourage collaboration of Continuing Professional Development and networking events by members, and when possible, to cross-promote Page 1 of 4

DocuSign Envelope ID: 44A5EC3E-AE75-453A-8322-CF5C9F0AAC97

individual events to the respective memberships.

3.6. Co-operate by promoting each other's organisation and providing mutual support and advice where possible.

3.7. Where appropriate, promote respective disciplines and careers at universities, colleges, and career fairs.

3.8. Disseminate relevant information to their members: 3.9. Consult with respect to programmes and activities that might be undertaken collaboratively.

3.10. Work together and build strong relationships in order to promote and enhance the development and capacity of the built environment professions in the Commonwealth.

3.11. Recognise the need for open communication on matters of mutual interest in order to ensure an accurate, consistent, and reliable working environment.

3.12. Work to complement their respective efforts for mutual benefit, and in the public interest, when dealing with government and other organisations on issues that affect any of the partners.

3.13. Work together to ensure appropriately qualified professionals continue to pursue careers within their respective disciplines.

4. GOVERNANCE 4.1. BEPIC will comprise a steering group comprising two members from each of the partner organisations nominated on a biennial basis, one of whom shall be the President. Additional representatives can attend the steering group by invitation of the Chair. Those representing the partners will be responsible for ensuring their organisation is properly briefed on the activities and issues considered by the group. The BEPIC Steering Group will meet quarterly, as a minimum. but the Chair can convene a meeting as and when required having canvassed the partners on potential dates.

4.2. The steering group will elect a Chair from amongst this group for a period of 2 years, renewable for a further year. The responsibility of the Chair shall rotate around the partners, and as agreed amongst the members subsequently. The Chair will be responsible for calling meetings and ensuring a brief note of any actions agreed and disseminated.

4.3. A meeting shall only be quorate where at least one representative is present from three BEPIC partners. Decisions are made only with the agreement of all partners (which can be obtained in writing outside the meeting). Decisions are advisory rather than binding on the partners.

4.4. Where the substantive agreement of the member Institutes is required, their representatives will be responsible for ensuring their internal governance requirements are complied with.

5. FUNDING Page 2 of 4

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5.1. BEPIC holds no funds. No payments to BEPIC are required of its members. Outside any paid for project, resources and material given to its activities are given freely unless by prior agreement.

5.2. BEPIC may seek to undertake paid-for projects that align with its objectives. In such cases, BEPIC shall unanimously agree upon one constituent member to be the contracting entity for and on its behalf.

5.3. With paid-for projects, the allocation of responsibilities and payments among BEPIC partners and their members shall be made solely at the discretion of the contracting entity. The contracting entity is, however, expected to seek the advice of BEPIC in the execution of its project responsibilities.

6. GENERAL 6.1. This MOU is intended to encourage and further extend dialogue between the partners. This will permit the partner organisations to consider issues which affect them and to foster increased co-operation in addressing policies and practical matters of mutual interest.

The partners recognise that: 6.2. Nothing in this MOU reduces or constrains any of the partners in exercising their legitimate role with respect to their own members.

6.3. This MOU is effective on the date of its execution by each party, and its term will be five years from the date of execution; with an annual review of the relationship and its resulting activities.

6.4. Prior to the expiry of this MOU, the partners will seek to evaluate the activities taken hereunder and provide each other with such relevant information as may reasonably be required for such evaluations.

6.5. The partners may decide to enter into a subsequent MOU to continue the purposes of this MOU beyond its current term.

6.6. This MOU may be amended by the partners from time to time as agreed between them. Similarly, the partners may terminate the MOU on six (6) months’ notice of one of them advising the others, or on shorter notice by mutual agreement.

6.7. This MOU does not create or confer any contractual, legal, or equitable rights between the partners: none of the partners is subject to any legal responsibilities or obligations arising out of or connected to any non-­ performance of any provision of the MOU. 6.8. The partners declare that nothing in the MOU will be considered as creating a partnership, joint venture, or agency relationship between them.

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DocuSign Envelope ID: 44A5EC3E-AE75-453A-8322-CF5C9F0AAC97

Commonwealth Association of Architects (CAA) Peter Oborn

Name : Title

: President

Signature Date

: : 23 April 2024 | 11:10 AM PDT

Commonwealth Association of Planners (CAP) Jua Cilliers

Name : Title

: Dr

Signature Date

: : 23 April 2024 | 8:15 PM PDT

Commonwealth Association of Surveying and Land Economy (CASLE) Joseph Ajanlekoko

Name : Title

: President

Signature Date

: : 24 April 2024 | 8:31 AM PDT

Commonwealth Engineers Council (CEC) Dawn Bonfield

Name : Title

: Professor

Signature Date

: : 24 April 2024 | 8:51 AM BST

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