GCHA              GLENMARIE COURT HOMEOWNERS’ ASSOCIATION

 

MINUTES OF 9TH EXECUTIVE COMMITTEE MEETING OF GCHA HELD AT THE BOARD ROOM, GLENMARIE GOLF AN COUNTRY CLUB ON MONDAY, 5TH SEPTEMBER, 2005 AT 8.00 P.M.

 

 

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

                                                Dr. James Swee           (JS)

                                                Hj. Harun Ismail           (HI)

                                                Dr. Chandran               (DC)

                                                David Ting                    (DT)

                                                Gillian Tan                    (GT)

                                                Marilyn Yee                 (MY)

 

ABSENT:                                C.S. Wong                   (CS)

 

IN ATTENDANCE:                Captain Khoo               (CK)    (Advisor)

                                                Simon Teoh                  (ST)     (Property Manager)

 

BY INVITATION:                  Menon Tan Quan Bee  (QB)

                                                May Lim                      (ML)

 

 

1.0       CONFIRMATION OF MINUTES OF THE 8TH GCHA EXCO COMMITTEE MEETING

 

1.1       The Minutes of the 8th GCHA Exco Meetings held on 13th May was duly confirmed and adopted by Mr. David Ting and Hj. Harun Ismail.

 

2.0       MATTERS ARISING

 

2.1              There was no matter arising from the previous minutes.

 

 

3.0              ACCOUNTS

 

GT reported that there is approximately RM 20,000 in GCHA bank account.  It was noted that total maintenance fee collection for the period April to September 2005 has dropped to 88%.  ST has been advised to follow up with reminders and at the same time try to persuade them to pay up.  Those who fail to pay up by 30th  September will have their names published on our website in October 2005.

 

 

4.0              SECURITY AND SAFETY

 

4.1       Review of Group 4 Performance

 

The Meeting was informed that Group 4’s performance is not up to expectation.  The main reason being the constant changing of guards which is the problem faced by all security companies.  The Meeting deliberated on whether to re-tender using local guards or change to Nepalese guards.  It was decided that we should negotiate with Group 4 to change about 4 to 5 of our guards to Nepalese guards,   before we open for outside tender.

 

4.2       Completion and Commissioning of Perimeter Beam Detector System

 

            DT reported that the perimeter beam detectors system for Phase I has been completed and commissioned successfully.   The Meeting was further informed that the bungalows fringing the golf course have their individual perimeter beam detectors.  Regular checks, on a monthly basis, will be carried out to make sure that branches of plants are trimmed and banana plants are dug out as they grow very fast, to minimise  false breach of security. 

 

            Perimeter beam detectors for Phase II which were supposed to be completed by mid July, has just today been completed and handed over to DT.  DT will carry out the necessary inspection and sign the documents by Wednesday, 7th September, 2005.  He informed the meeting that the perimeter beam detectors along the Subang road have been placed by the side of the road curbs of U1/6 so as not to disturb the scrubs planted along the perimeter fencing.  GT requested signs to be installed informing the residents not to park their vehicles at night near the beams.

 

After the perimeter beam detectors for Phase II have been tested and successfully commissioned, residents will be invited to link their home alarm system to the Central Monitoring System at the guardhouse.  The linkage will have to be paid by the individual residents, but there will be no monthly charge for this service. 

 

4.3       DT informed that all construction workers would be issued with permanent passes by next month.  Guards have been reminding contractors to submit their workers’ names and particulars.  Response has been good.  

 

4.4              The Committee held a dialogue with the Police regarding stolen construction items.  Police will visit Glenmarie Court and do spot checks on construction workers.

 

4.5       The Meeting was informed that children have been told that they cannot play football at the children’s playground ever since 3 garden lights were broken.  This is for the safety of children and elderly people.  A sign will be put up to this effect by Thursday, 8th September.

 

4.6       After the implementation of  “Walking the Dogs with Plastic Bags”, it was reported that the situation has improved and residents are urged to keep up the good work to help keep Glenmarie Court clean.

 

 

5.0       LANDSCAPE AND GENERAL MAINTENANCE

 

5.1       Landscape for Access Road

 

It was decided that we trim the Eugenia trees along the Access Road to encourage branching.

 

5.2       JS enquired about the signboard for Glenmarie Court.  HS replied that the Committee has been busy working on the resident’s objection to the junction built by Horsedale.  However, the Committee will look into making a signboard for Glenmarie Court soon.

 

5.3       Propagation of Japanese Roses

 

Finally we have flowering beds of Japanese roses. Shan from Agro Freshland (AF) who had promised us this since May, has finally delivered.   HI instructed AF to put sufficient fertilisers to keep the Japanese roses flowering.

 

HI suggested that scrubs be planted at the back of the Japanese roses at U1/9.  The Japanese roses planted there should be of various contrasting colours.

 

5.4              Stray Cats

 

ST reported that the traps used to capture stray cats have not worked as well as anticipated.  It was decided that this project be abandoned.

 

5.5              Protection to Palm Trees

 

The Meeting was informed that the traps set by AF to catch Rhinoceros Beetles were successful in arresting the problem.

 

AF has been asked to check trees on a monthly basis to ensure that they are not attacked by termites or any other insects.

 

 

6.0              BUILDING AND INFRASTRUCTURE

 

6.1              Objection to Junction Constructed by Horsedale

 

HS circulated the letter received from MBSA together with the translation.  The Meeting deliberated on the contents which is not clear and not reflective of the conclusion made by Datuk Bandar during the meeting held in MBSA on 15th August, 2005.  The Exco Committee decided that we seek a written clarification from MBSA on whether the road is to be only used for 6 months or there could be a possibility of extension to one and a half years.

 

HS further pointed out that Horsedale will have to widen the road according to MBSA’s letter before using the junction leading to the temporary road.  ST informed that recently the road had been pegged but until now no works had started.

 

MY pointed out that the Committee should revert back to requesting that the road be closed.  HS pointed out that Datuk Bandar of MBSA had concluded (during the meeting held on 15th August, 2005) that Horsedale would be allowed to use the junction to the access road for 6 months.  The Exco Committee present during the MBSA Meeting did not objected to that as MBSA had already given a temporary use for six months.

 

A vote of 6 to 1 was recorded in favour of allowing Horsedale to use the road for six months and no more.  The one vote was to seek closure of the road immediately.

 

            Quan Bee (QB) advised the Committee to:-

 

(i)                  Seek legal opinion on our rights as back up strategies

(ii)                Lobbying with residents

(iii)               Seek Sri Kumar’s help and invite him to talk to the Committee.  Sri Kumar is an experienced senior litigator with Sri Ram & Co.

(iv)              Check brochure issued by Horsedale when Glenmarie Court was launched.

(v)                Have a back-up plan

(vi)              Seek legal opinion on reply letter to MBSA

 

6.2              Tender for extension to guardhouse

 

HS presented a Summary of Tender Amount and Completion Period for the extension to guardhouse.  The Committee decided to delay making a decision at this point in time. 


 

6.3              Repair to drains by MBSA at Sub-Station

6.4              Repair to Roads in Glenmarie Court by MBSA

6.5              Repainting Road Linings                                      

 

HS informed that MBSA has repaired drains at sub-station, resurfaced and painted part of our roads.  At the same time GCHA took the opportunity and employed the same contractor to repaint the rest of the road linings.  However, it was noted that recently TNB has started to dig up the road at U1/6 to lay cables.

 

6.6       New Children’s Playground

 

It was noted that many children are unhappy over the decision not to allow them to play football at the present children’s playground.  HS informed the Meeting that there is a piece of land beside the back gate of Glenmarie Court.  ST will find out from MBSA who are the owners and seek permission from them for us to clear the land so that we can use it as our new children’s playground.

 

7.0              CORPORATE AFFAIRS & ADMINISTRATION

 

7.1              Issuance of Land Titles

 

At the last AGM, HS informed that Horsedale had verbally reported that the Master Layout Plan had been approved by MBSA and they have commissioned a Licensed Surveyor to submit the plan for sub-division and issuance of titles thereafter.  Approval was targeted for mid 2005 subject to the approval of Pejabat Tanah dan Galian.

 

It was agreed at the AGM that if the Titles were not received by 31st August, 2005, a group petition letter will be forwarded to Horsedale.

 

HS reported that so far we have not heard from Horsedale on the above issue and GCHA will submit a group petition letter written on GCHA letter head.

 

7.2              Take Over Management of Glenmarie Court

 

This has been put off until the new administration office is completed.

 

8.0              SOCIAL & MEMBERSHIP DRIVE

 

8.1              GT reported that we have 140 members out of 178 occupied houses.  The status of collection of annual membership fee is:-

 

2004                                                                                                        85% paid

 

2005                                                                                                        76% paid

 

HS complimented GT on a job well done.   

 

There being no other matters, the Meeting ended at 10.35 p.m.

 

Minutes recorded by

Marilyn Yee