MINUTES OF 4TH EXECUTIVE COMMITTEE MEETING OF
GCHA AT BOARD – ROOM, GLENMARIE GOLF AND COUNTRY CLUB ON
Prsesent:
Ir.H.S.Liao ( HS ) Dr.James Swee ( JS ) David Ting ( DT ) Marilyn Yee ( MY )
Dr.Chandran ( DC ) Capt Khoo ( CK ) Gilian Tan ( GT )
Absent:
Tuan Hj Harun lsmail ( HI ) May Lim ( ML ) Joseph Chong ( JC ) Annie Low ( AL )
C.S.Wong ( CS )
By invitation:
Group 4 Falck Security Sdn.Bhd - Encik Hamidon, Mr. Jerome
Agro-Freshland Sdn.Bhd - Mr. Silvakumar, Mr. Shanmugam
Archistudio - M/s Shin
In Attendance:
Azlan lsmail ( AI ) Nikki ( NK )
The following minutes were recorded:-
1.0 CONFIRMATION OF THE 3rd GCHA EXCO COMMITTEE MEMBERS
MINUTES OF MEETING.
1.1 The minutes of the 3rd GCHA Exco Committee Members meeting was proposed by
Marilyn Yee and seconded by Dr.Chandran and were adopted.
2.0 MATTERS ARISING.
2.1 ACCOUNT.
2.2 Statement of Account for GCHA for the year 2003 is ready for submission to
Registrar of Society ( ROS ). The Treasurer is requested to liaise with our Auditor
for immediate submission.
2.3 The overall collection status for the monthly maintenance fee for the period ending 31st August
2004 was deliberated and the results were very encouraging. GCHA Exco Members complimented
the response of the residents from
Page 1
Results of the monthly maintenance fee collection:-
----------------------------------------------------------------
|
PERIOD |
PERCENTAGE |
|
APRIL 2003 – SEPTEMBER 2003 |
95 % |
|
OCTOBER 2003 – MARCH 2004 |
95 % |
|
APRIL 2004 - SEPTEMBER |
93 % |
2.4 A List of Defaulters for the period ending 31st August 2004 was displayed:-
|
LOT NO |
NAME |
STATUS |
APR 03 – SEPT 03 |
OCT 03 – MAR 04 |
APR 04 SEPT 04 |
TOTAL |
|
LB 01 |
TAN YEOK CHIH |
VL |
1.500.00 |
1.500.00 |
1.500.00 |
4.500.00 |
|
LB 02 |
LIM LYE HUAT |
VL |
1.500.00 |
1.500.00 |
1.500.00 |
4.500.00 |
|
LB 13 |
AZMAN AHMAD |
VL |
1.500.00 |
1.500.00 |
1.500.00 |
4.500.00 |
|
LB 22 |
ABBAS MEHAD |
VL |
1.500.00 |
1.500.00 |
1.500.00 |
4.500.00 |
|
LB 24 |
CHEE KWEE FAI |
VL |
1.500.00 |
1.500.00 |
1.500.00 |
4.500.00 |
|
LB 29 |
YANG CHAW NAM |
VL |
1.500.00 |
1.500.00 |
1.500.00 |
4.500.00 |
|
LB 42 |
LAU HACK GIN |
UC |
- |
- |
1.500.00 |
1.500.00 |
|
LB 50 |
NG KWEE FONG |
VL |
1.500.00 |
1.500.00 |
1.500.00 |
4.500.00 |
|
LB 54 |
HO LIONG SOO |
UC |
- |
- |
1.500.00 |
4.500.00 |
|
LP 12 |
LEE CHEE MENG |
VL |
- |
- |
2.100.00 |
2.100.00 |
|
SD 75 |
MCGP RESOURCES |
O |
1.200.00 |
1.200.00 |
1.200.00 |
3.600.00 |
|
SD 81 |
CHEN HAN SHIN |
E |
1.200.00 |
1.200.00 |
1.200.00 |
3.600.00 |
|
SD 87 |
AZMI LOP YUSOF |
O |
- |
- |
- |
1.200.00 |
|
|
|
|
12.900.00 |
12.900.00 |
19.200.00 |
45.000.00 |
VL: Vacant Lot UC: Under Construction * Outstanding excluding 10% penalty
O: Occupied E: Empty
2.5 Appeal letters for payment were sent to the List of Defaulters and the Property
Manager was requested to follow-up especially with those staying in Glenmarie
Court
3.0 SECURITY AND SAFETY
3.1 The Contract for security services to Glenmarie Court was awarded to Group 4
Falck on the 28th July 2004.
3.2 The Contract prices for 6 years are as follows:-
|
YEAR |
PER MONTH |
PER YEAR |
|
1 |
RM 27.500.00 |
RM 330.000.00 |
|
2 |
RM 27.500.00 |
RM 330.000.00 |
|
3 |
RM 28.875.00 |
RM 346.500.00 |
|
4 |
RM 28.875.00 |
RM 346.500.00 |
|
5 |
RM 29.998.00 |
RM 359.976.00 |
|
6 |
RM 29.998.00 |
RM 359.976.00 |
|
|
GRAND TOTAL |
RM 2.072.952.00 |
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3.3 The contract prices includes:-
Patrolling Services
|
SHIFT |
SUPERVISOR |
SECURITY GUARDS |
HANDLERS / DOGS |
|
DAY |
1 |
3 |
0 |
|
NIGHT |
1 |
3 |
2 |
3.4
A detail tender report is available of
at h/p No: 012-3979169
3.5 The Changing of the Guards took place in front of the guard house on the 28th July
2004. ( SEE PICTURES ).
Progress Report:-
----------------------
3.6 The patrolling services and implementation of Group 4 Standing Orders and
Operation Procedures were unsatisfactory and not up to expectation.
3.7 To-date, 2 Letters of Complaints were issued to Group 4, both on the 1st September
2004.
3.8 Installation of perimeter photo electric beams detectors is delayed and to-date the
locations of the photo electric beams detectors were not finalized.
3.9 On the 1st September 2004, the GCHA Security and Safety Committee instructed
Group 4 to hold back the installation of perimeter electric beams detectors pending
satisfactory performance of security services. In the meantime, until the completion
of the perimeter electric beams detectors, Group 4 was instructed to provide
additional 2 dogs and 2 dog handlers to patrol Glenmarie Court during the night
shift.
3.10 The following meetings with Group 4 were held on:-
1. 11th August 2004
2. 18th August 2004
3. 22nd August 2004
4. 28th August 2004
5. 1st September 2004
3.11 Group 4 issued an undated report in reply to GCHA’s Letters of Complaints. The
report was found to be unstatisfactory,not up to acceptable standards with gramatical
errors and not replying to the contents of the complaints.
Page 3
Installation of additional safety signs and concrete humps.
---------------------------------------------------------------------------
3.12 There was a recent unfortunate accident which occurred at the children’s
Playground where a small boy was knocked down by a car. After much deliberation,
GCHA Exco Members has decided to implement the following;-
( a ) New roads signs to warn motorists of children’s playground.
( b ) New concrete humps near the playground.
Both are to be implemented at once.
3.13 Runaway Maids.
-------------------
On the subject of new cases of run-away maids, GCHA Exco Members deliberated at
length on this issue. Since all maids are employed by residents in
they
are term as workers, and will be issued “
will have their photo, details of their passport, and employer’s contact number. The
pass
will be kept by their employer. Maids with permission to leave
are requested to hand their passes to the security guards on duty on their exit and to
collect back their passes upon entering
4.0 LANDSCAPE AND GENERAL MAINTENANCE.
4.1 Photos and Landscape report were presented by the President, as Tuan Hj Harun lsmail
is away on business.The President briefed the meeting on the following:-
4.2 The Pasonia Alba plants transferred from the perimeter fencing to the horseshoe area
and TNB sub-stations are not growing well. All these Eugenia plants require more
fertilizer and daily watering.
4.3 A meeting with AF was held on the 10th August 2004 to deliberate and to make
decision on a Proposal submitted by AF on the 26 th July 2004. The highlights of the
Proposal by AF are:-
1. Plants and Trees Maintenance
---------------------------------------
a) Trimming all plants materials according to their characters – Once a month
b) Mannual weeding around plants - Twice a month
c) Soil loosening for trees - Twice a month
d) Fertilization - Once a month
e) Spraying of insecticide and fungicide - Twice a month
f) Watering - Daily
g) Sweeping and removed of leaves - Daily
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1. Manpower required.
-----------------------
a) 3 workers
b) 1 supervisor
3 Working Hours
------------------
a) Monday to Friday - 8.00am to 5.00pm
b) Saturday - 8.00am to 1.00pm
c) Sunday / Public Holiday - OFF
4 Equipments provided:-
-------------------------
a) Power Sweeper ( Hako Citymaster 90 )
b) Full time lorry driver
c) Water Pump
d) Motorized Hedge Trimmer
e) Power Blower
f) Insecticide Spray Pump
g) Motorized Power Sprayer
5 Fertilizer
----------
a) Flowering - Leaves
6. Chemicals
------------
a) Insecticide - Fungicides
b) Herbicide - Stickers
c) Snail Pellets - Algaecide
4.4 Contract Price
-----------------
AF wishes to enter into long term contract with GCHA and base on the above, AF
requested for a fee for Landscape and General Maintenance for Glenmarie Court as
follows:-
|
YEAR |
PER MONTH |
PER YEAR |
|
1 |
RM 9.500.00 |
RM 114.000.00 |
|
2 |
RM 9.500.00 |
RM 114.000.00 |
|
3 |
RM 10.450.00 |
RM 125.400.00 |
|
4 |
RM 10.450.00 |
RM 125.400.00 |
|
5 |
RM 11.495.00 |
RM 137.940.00 |
|
6 |
RM 11.495.00 |
RM 137.940.00 |
|
|
TOTAL |
RM 754.680.00 |
Page 5
4.5 GCHA Exco agreed in principle that the Proposal submitted by AF is beneficial to
Glenmarie Court based on the following:-
(a) AF is providing a power road sweeper Hako Citymaster 90 at the price of
RM99.000.00. The power road sweeper, a product from Hamburg, Germany, can
keep Glenmarie Court neat and tidy on a daily basis
(b) The balance of the manpower i.e. 3 workers and 1 supervisor can now
concentrate on the landscape and general maintenance in the common areas of
Glenmarie Court.
(c) The performance and maintenance of the power road sweeper is undertaken by
AF.
(d) AF will make arrangements to gave a demonstration of the power road sweeper
by the 2nd week of October 2004.
(e) Provision of handyman for repair to common area in Glenmarie Court @
RM1.500.00 per month for the first 3 months and thereafter @ RM80.00 per
day upon request.
4.6 Condition imposed by GCHA to AF
----------------------------------------------
(a) The performance of the power road sweeper will be reviewed after 3 months
and if found to be unsatisfactory, the power road sweeper will be returned to
AF and AF will continue to provide 2 additional workers as per the original
contract ( with no price increament )..
5.0 BUILDING AND INFRASTRUCTURE.
5.1 Action taken against contractors to keep Glenmarie Court neat and tidy continue
--------------------------------------------------------------------------------------------------------
(a) Lot No: 7, Owner – Mr. Allan Woon
--------------------------------------------
Owner are still treating Glenmarie Court as their construction site. They use the
adjacent vacant lot as dumping area and hide it with a few pieces of temporary
hoarding. After numerous request, they complied. ( SEE PICTURES )
(b) Lot 42, Lot 43 and Lot 66
-------------------------------
Sand bags should be placed to prevent silt from flowing into the main drain.
( SEE PICTURES )
Page 6
© Lot No: 10
--------
Contractors continues to treat Glenmarie Court as their construction site.
Construction workers hang their clothes outside the site office. ( SEE PICTURES taken on 7th
August 2004 ).
(d) Lot No:8, Owners – Dato Soh Thiam Hong.
-----------------------------------------------------
Has been requested to put up temporary doors properly hinged to the brick
work fencing so that the site can be secured and construction rubbish / debris
are kept out of sight. ( SEE PICTURES )
5.2 JKR has complete the concrete road divider along Persiaran Kerjaya.
( SEE PICTURES )
5.3 Letter of Appreciation was sent to Pengarah JKR Malaysia on the 18th August
2004
5.4 Fogging – A Letter to MBSA requesting for fogging was sent out on the 5th July
2004. Property Manager will follow-up.
5.5 Repair to the concrete kerbs is delayed. Property Manager promised to employ
workers to repair by next week.
5.6 Vice-President voice objection to the plastic barriers in front of the guard
house.The existing plastic barriers will be replaced with better ones, if the plastic
barriers could be sold. Property Manager to follow-up.
( SEE PICTURES ).
5.7 Extension of guard house for GCHA Management Office.
--------------------------------------------------------------------------------------------------------
GCHA has invited M/s Shin of Archistudio who explained the layout for the
extension of the guard house for management office.The built up is 11ft x 14ft
which is large enough as a management office for our Property Manager. The
construction cost is approx 20k.
M/s Shin will provide GCHA with final layout before calling for tender.
In the meantime, GCHA will arrange a dialog with residents of U1/6B who
objected the building of a new management office and convince that the
management office is for the benefit of all residents
in
6.0 RECYCLE CENTRE.
6.1 GCHA requested for a volunteer to liaise with Caltex to set-up a recycle base at
Caltex Patrol Station. Caltex will keep the place clean and the person will have to
work with GCHA Porperty Manager to send all the items collected to a main
Page 7
Recycle Centre. Collections from the recycle centre will be donated to an identified
charity organization
7.0 ADMINISTRATION AND CORPORATE AFFAIRS.
7.1 GCHA Secretary M/s Dorina Heng had tendered her resignation on the 5th
August2004. GCHA Exco Members accepted her resignation. Her letter of
resignation was replied.
7.2 GCHA Treasurer, M/s May Lim had tendered her resignation on the 26th August
2004. GCHA Exco Members accepted her resignation with regret.GCHA Exco will
reply to her resignation letter.
7.3 M/s Marilyn Yee has accepted the post of GCHA Secretary, GCHA Exco Members
thanked her for her support and dedication.
7.4 GCHA Exco Members requested M/s Gilian Tan to accept treasurer post. She will
deliberate and consider soonest.
8.0 TRANSFER OF MANAGEMENT.
8.1 Meeting was held with GCHA Exco
Members on
the transfer of management from HDB to GCHA in which a voting took place,
The result was 8 to 1 in favour to take over the management from HDB.
( Refer to minutes of meeting on Transfer of Management ).
8.2 Meeting
was also held with HDB on
transfer of management.
8.3 Another meeting was held in President’s residence and attended by lr H.S.Liao,
Dr.Chandran, May Lim, Marilyn Yee, Gilian Tan and Azlan to further deliberate
on the transfer of management. ( No minutes recorded ).
8.4 Outstanding Issues on the transfer of management.
------------------------------------------------------------
(a) HDB is sourcing legal opinion on the transfer of management. HDB requested
transfer to be postponed to
(b) GCHA
will seek a legal opinion on managing
the residents are members of GCHA, but 95% of the residents pay their
maintenance fees.
The question is whether GCHA is legally representing the residents of Glenmarie
Court?. Page 8
8.5 Conditions by GCHA to the Transfer of Management.
--------------------------------------------------------------------
(a) HDB to agree in writing to be responsible for the collection of unpaid
maintenance fees issued by them up to September 2004 and assist GCHA in the
collection of unpaid maintenance fees thereafter by informing GCHA on the
unpaid amount prior to the release of individual land titles or sub-sale of
properties.
9.0 ISSUANCE OF LAND TITLES.
HDB reported that the layout plan has been approved by MBSA and they have
commissioned a Licence Surveyor to submit the plan for sub-division and issuance
of titles. Approval is targeted in mid 2005s. The draft petition for the lssue of Land
Titles is ready and can be viewed at the GCHA web-site.
10.0 GCHA WEB-SITE.
Total hits as at
11.0 SOCIAL AND MEMBERSHIP
11.1 GCHA monthly golf tournament
was held on
and Country Club. Mr.C.T.Pui again the winner.
( SEE PICTURES )
11.2 All GCHA Exco Members would like to thanks M/s Annie Low and all her co-
ordinators for a successful street party.
( SEE PICTURES )
There being no other matters discussed, the meeting ended at
Minutes recorded by:-
Azlan lsmail lr H.S.Liao
for Secretary GCHA President
Page 9