GCHA              GLENMARIE COURT HOMEOWNERS’ ASSOCIATION

 

MINUTES OF 11TH EXECUTIVE COMMITTEE MEETING OF GCHA HELD AT THE BOARD ROOM, GLENMARIE GOLF AND COUNTRY CLUB ON MONDAY, 13TH FEBRUARY, 2006 AT 8.00 P.M.

 

 

PRESENT:                               Ir. H. S. Liao                (HS)

                                                Dr. James Swee           (JS)

                                                Hj. Harun Ismail           (HI)

                                                David Ting                    (DT)

                                                Gillian Tan                    (GT)

                                                Marilyn Yee                 (MY)

                                                C.S. Wong                   (CS)

 

ABSENT: (WITH APOLOGY)

 

                                                Dr. Chandran               (DC)

 

BY INVITATION:                  Simon Teoh                  (ST)   Property Manager

                                                Andrew Liao                (AL)

 

 

1.0       CONFIRMATION OF MINUTES OF THE 10TH GCHA EXCO COMMITTEE MEETING

 

1.1       The Minutes of the 10th GCHA Exco Meeting held on 20th November, 2005 was duly confirmed.  Mr. C. S. Wong proposed and Dr. James Swee seconded the motion.

 

2.0       MATTERS ARISING

 

2.1              There were no matters arising from the previous minutes.

 

 

3.0              ACCOUNTS

 

3.1              GCHA Accounts

 

GT reported that there is RM 9,400 in GCHA bank account as on 31.1.2006.  


 

3.2       Collection of Maintenance Fees October 2005 to March 2006

 

The total maintenance fee collection for the period October 2005 to March 2006 was RM242,000 or 85% of the total billings of RM263,800.  A total of 31 residents had not yet paid their current maintenance fees amounting to RM41,800.  ST informed that reminders to pay had been prepared and would be sent out by tomorrow. HS instructed ST to follow up with the usual telephone calls and to step up collection.  It was noted that we are likely to collect about RM27,700 of the outstanding, if all residents who are presently residing in Glenmarie pay their maintenance fees.

 

3.3       GCHA Accounts with Horsedale

 

HS voiced his concern regarding GCHA’s unaudited accounts with Horsedale.  According to Horsedale, we have only RM106,893 in the bank as on 31st December, 2005.  After deducting all expenses to be paid till March, we would fall short by RM44,167.  HS informed that there are other expenses for maintenance which Horsedale had been unable to reconcile.  HS requested Gillian to countercheck Horsedale’s account to which Gillian requested ST to give her a schedule of monthly maintenance fees payable by all residents, before she approaches Horsedale.

 

The Committee requested HS to write to Horsedale requesting them to collect all outstanding maintenance fees on our behalf before they release the Land Titles.  Total outstanding amounted to RM 129,923.91 as on 13th February, 2006. 

 

3.4              Increment of Monthly Maintenance Fees

 

HS presented the current expenses for 2006 (Appendix I) and the balance expenses for the balance of the year 2006.  Total budgeted monthly expenses is RM49,460.  Presently total collection of maintenance fee is RM42,180 based on 95% collection (our present collection status).  Due to the increased expenses, the Committee deliberated on whether the proposed increase in maintenance fees to be presented for approval at the forthcoming AGM, should be based on percentage of maintenance fees or a flat rate.  The majority of the Committee felt that it should be based on a flat rate of increment.  HS will issue a rationale for a monthly increase based on either RM50.00 or RM 80.00 per month. 


 

 

4.0       SECURITY AND SAFETY

 

4.1              Termination by Safeguards Securicor

 

DT briefed the Meeting on the sequence of meetings and negotiations that took place prior to the Notice of Termination served by Group 4 Falck on 19th January, 2006.  The same letter also informed GCHA that Safeguards Securicor was novated by Group 4 and accepted by GCHA Exco, to take over the security services of Glenmarie Court at the same terms and conditions of the Letter of Award (dated 28th July, 2004).  However, before the start of a scheduled Management meeting on 17th January, 2006, Safeguards Securicor declined to accept the novation. This came as a surprise and disappointment to GCHA.   Group 4 will pull out their service with effect from 28th February, 2006, giving a notice of 40 days.  

 

4.2              New Tenders by Security Firms

 

GCHA Security and Safety Committee thereafter invited 5 security firms to tender for the security services in Glenmarie Court.  Only 4 companies responded and they were invited to a tender interview on 7th February, 2006. They were Safeguards Securicor, JW Kawalan, Visi LA and KK Perkasa.  The new tender proposals ranged between RM35K to RM59K.  DT pointed out that Safeguards Securicor’s proposal was by far the most the expensive, i.e. RM59K.  This did not include maintenance for the Perimeter Beam Detector System.  It was clear that they were not interested in continuing to provide security services to Glenmarie Court.

 

The security companies were then requested to re-submit revised quotation costing between RM27K to RM30K.  Safeguards Securicor declined the offer to submit an alternative proposal.

 

It was noted that the three remaining security companies were only able to provide professional insurance of RM 100K and Public Liability limited to RM 100K per incident.   Of the three revised quotations, DT and HS felt that Visi LA was the most suitable candidate.  The Meeting gave the Security Committee the mandate to start negotiation with Visi LA as the security service provider at not more than RM 30K per month

 

To bring down the cost of monthly security charges, the Safety and Security Committee proposed to reduce the number of guards because they felt that presently there are too many guards crowding the guardhouse.  They propose that during the day shift one Malaysian officer and two Gurkha guards would suffice.  The Malaysian officer would man the guardhouse whilst the two Gurkha guards provide patrol services.  

 

For the night shift there would be 1 Malaysian officer, 1 Gurkha guard, 4 Malaysian dog handlers and 4 guard dogs with a possibility of an additional Gurkha guard.  HS proposed that the four dog handlers and the guard dogs should provide the patrolling services as well as perform the hourly clocking around Glenmarie.

 

JS requested the committee to ensure the guards provided are actually Gurkhas and not Nepalese.

 

4.3              Group 4 Falck

 

The Meeting was informed that there is an outstanding of RM126,380 owing to Group 4.  However, this will only be paid to them after they agree to make good the landscaping when they excavate and laid cables for the perimeter beam detector system, pay outstanding penalties owing to us, reimburse us for the cost of workers’ passes (which are in the name of Group 4) when they withdraw.

 

4.4       GCHA Fights Aedes

 

The Meeting was informed that since the last meeting, Aura Pest Control had performed three random inspections of about 10% of the houses.  See result under Appendix II.  Each time Aedes larvae have been found in some of the houses.  However, during the last inspection only one house had been found with the larvae.  The Meeting agreed that the monthly random inspections should continue and only to be discontinued after two consecutive clean inspections without presence of Aedes larvae.

 

 

5.0       LANDSCAPE AND GENERAL MAINTENANCE

 

5.1       Propagation of Japanese Roses

 

HI briefed the Meeting that the Japanese roses are not blooming again.  Agro Fresh (AF) is blaming this on the weather.  However, this could be caused by poor maintenance and lack of fertilizers.  See photograph under Appendix III. 

           

5.2              Protection to Palm Trees

 

The Meeting was informed that the traps set to catch Rhinoceros Beetles were successful in arresting the problem.  HI will continue with this effective preventive measure. 


 

5.3              Trimming of Yellow Flame

 

HI reported that MBSA has trimmed 80% of the Yellow Flame.  After completion of work in Glenmarie, MBSA will then proceed to trim the Yellow Flame along Jalan President.  ST has been reminded to supervise to make sure that the smaller plants along the road are not damaged like the Acalypha shrubs along Jalan U1/6.

 

5.4              Re-Tender of Landscape & General Maintenance

 

HI presented a new Management concept for Landscape & General Maintenance.  He elaborated that the landscape plants are about four to five years old and required replacing.  Instead of spending RM9,500/- per month on landscape and general maintenance, a sum of about RM2,000/- from the RM9,500/- should be used for new landscape in Glenmarie Court.  Discussion was held and it was agreed that the sweeping of the roads and common areas is limited to 3 days per week, and to increase if not adequate.  Three quotations were invited from the following:-

 

1.         Agro Freshland Sdn. Bhd.

2.         Innobestari Sdn. Bhd.

3.         Red Bells Landscaping (M) Sdn. Bhd.

 

The Landscape and General Maintenance Committee informed that the quotation from Innobestari would be considered and was circulated to all at the Meeting.

 

Two types of quotations of RM 9,500 per month were received.  The first is to sweep the common areas 3 times a week and the other on a daily basis.  Below is a summary of the quotations received:- 

 

a)                  Sweeping of Common Areas  - 3 times a week or everyday

b)                  Maintenance of shrubs and turf  - 3 times a week or everyday

c)                  Fertilising – monthly

d)                  Pest Control – monthly (preventive basis)

e)                  Removal of garden waste from common areas only

f)                    Replanting of plants/shrubs at 4 or two sites a month at a cost not exceeding RM 2,000 (for 3 times per week sweeping) or RM 1,000 (for sweeping on a daily basis).

 

The landscape samples done by Innobestari along the junction of Jalan U1/6 and U1/9, and at the corner of U1/6D and U1/6, are ready for approval.  Shots of the landscape samples were shown to all present.

 

The above quotations however did not include pruning of shade trees and removal of house garden waste.  GCHA will approach MBSA to arrange collection of house garden waste.  HI together with HS will negotiate with Innobestari to include trimming of Eugenia trees once every three to six months, and to remove reasonable amount of garden waste if MBSA cannot do the collection.

 

5.5              JS suggested that the jogging path to be landscaped. 

 

5.6              CS suggested that vacant lots (where soil was dumped) should landscape their land. 

 

5.7              It was pointed out that water had accumulated at the top floor of Mr. David Lau’s house.  ST was instructed to make sure that the water is drained immediately. 

 

 

6.0       BUILDING AND INFRASTRUCTURE

 

6.1              Objection to Junction Constructed by Horsedale

 

HS informed that the closure of the junction would be 16th February, 2006.  If the junction is not closed by 17th February, GCHA will write a letter to MBSA.

 

6.2       New Extension to Guardhouse

 

HS circulated a draft letter to be circulated to all residents requesting for contributions to build the guardhouse, for comments.  The Meeting accepted the letter but felt that the circular should be accompanied by an official invoice for the sum to be donated, i.e. RM 220/-

 

 

7.0              CORPORATE AFFAIRS & ADMINISTRATION

 

7.1       Issuance of Land Titles

 

HS reported that since the last meeting, he has not heard from Horsedale regarding the Land Titles.  He will issue another reminder letter to Horsedale.

 

7.2              Taking Over of Management of Glenmarie Court

 

The Meeting deferred this to a later date.

 

7.3              Annual General Meeting

 

The Meeting decided that the Annual General Meeting would be held on 26th March, 2006.  MY was reminded to prepare all documents to be circulated to members.

 

7.4              Performance Evaluation of Property Manager

 

As ST’s yearly increment is due shortly, the Meeting agreed that DC would perform the evaluation of ST, by seeking the individual opinions from the Exco members.

 

 

 

8.0              SOCIAL AND MEMBERSHIP DRIVE

 

8.1              GT reported that there had been no increase in the number of Members in the Association.

 

8.2       The yearly subscriptions for 2004 and 2005 were 86% and 84% respectively.

 

8.3       Year End Dinner

 

Mr. Andrew Liao, on behalf of the Organizing Committee (headed by Gillian), gave a brief update on this year’s Annual Dinner to be held at the Ballroom of the Concord Hotel, Shah Alam.  The estimated price for each ticket for the dinner would be RM 150.00 per person.  The Committee requested for the dinner to be held on a Saturday, 15th April instead of Sunday 9th April.  Andrew will check and revert.

 

The annual dinner Organizing Committee consists of Ms. Gillian Tan, Mr. Andrew Liao, Ms. Nicki Tsai, Mrs. Mah, Puan Rahimah, Ms. Soraya.  

 

There being no other matters, the Meeting ended at 10.45 p.m. 

 

 

 

Minutes recorded by

Marilyn Yee