Minutes of 3rd Annual General Meeting of
Glenmarie Court Homeowners Association held at Ballroom A, Pan Pacific
Glenmarie Hotel, Shah Alam, Selangor Darul Ehsan on
Present: Ir.
H. S. Liao President
Dr.
James Swee Vice-President
Mrs.
Marilyn Yee Secretary
Ms.
Gillian Lim Treasurer
Mr.
David Ting Security & Safety, Chairman
Tuan
Hj. Harun Ismail Landscape
& General Maintenance, Chairman
Dr.
Chandran Corporate Affairs, Chairman
Absent: (With apologies)
Mr.
C. S. Wong Committee
Member
In Attendance: (Members)
Mr.
Frankie Khoo
Mr.
Ho Mun Leong
Encik
Nor Hizam Hashim
Puan
Nik Rahimah
Puan
Nik Zainab
Puan
Sri Rabeah
Mr.
Ho Chun Foh
Mrs.
Judy Kom
Mrs.
T. C. Goh
Mrs.
May Lim
Mrs.
Veron Khoo
Mr.
J. T. Seng
Ms.
Cindy Leow
Mdm.
Soh Kwi Hoon
Mr.
Mr.
Wilson Lee
Ms.
C. Y. Cheong
By Invitation:
Mr.
Simon Teoh Property
Manager
Mr.
Chua )
Mr.
Boskaran ) Group 4 Falck
Mr.
John )
Mr.
Tan Kim Seng )
Mr.
V. P. Shanmughan Agro
Freshland
The meeting was preceded by high tea at
The 3rd Annual General Meeting of Glenmarie Court Homeowners
Association held on
The following minutes were recorded:-
1.
Confirmation of Minutes of the last AGM
The minutes of the last AGM was taken as read. Dr Chandran proposed and Tuan Hj. Harun
Ismail seconded that the minutes be confirmed.
2.
President’s Address
The President, Ir HS Liao, welcomed all the
members present and thanked the Committee for their services rendered and added
that he had enjoyed working with them.
He then reviewed events that had taken
place in 2004:-
a)
JKR
installed the central divider along Persiaran Kerjaya.
b)
Changing
of the Guards on
c)
Landscape
of
d)
Objection
against the revival of
Ir HS Liao then added that there will be
presentations from the various sub-committees and the issue of Management
Transfer will be deliberated under Point 5 of the Agenda.
3.
To receive and to adopt the Executive
Committee’s Reports on the Activities in Glenmarie Court
a.
Landscape
and General Maintenance
Tuan Hj. Harun Ismail reported on the Landscape
& General Maintenance of
He advised that we are presently planting
and propagating Japanese roses so that we can have blooming flowers all the
time. At present we have 112 cabbage
palm trees of which 5 are affected by Rhinoceros beetle. We have to use high powered spray to apply
pesticide (furadan) to the top of these trees.
This will be applied twice a month.
The Meeting was informed that we have
awarded Agro Freshland Sdn. Bhd. a three year contract. Their work involves sweeping of roads, applying
fertilisers and pesticides, trimming, weeding and normal landscape work.
The Chairman commented that
The meeting was opened to the floor and the
following comments were noted:-
Puan Nik Rahimah commented that during her
morning walks, she noticed that dogs’ poo were not cleared.
To this the President replied that this is
an ongoing issue since most dogs are not walked by their owners but by the
maids who do not pick them after the dogs.
He hopes that one day the dog owners and maids will be cultured enough
to carry plastic bags and pick after their canine friends, and until then we
can just keep reminding them.
To this Mrs. May Lim reiterated that this
problem has been deliberated over and over again. She emphasized that we should do something
about it rather than hoping the situation will improve.
The problem was deliberated and it was
agreed that Mr. Simon Teoh be empowered to advise maids to carry plastic bags
and pick up after their dogs.
Mr. Tay Chong Chuan commented that the
grills of the TNB station across his house at No. 44 U1/6, are rusty and the
surface drain outside his house not cleaned.
He also enquired why the landscape around the TNB station was replanted
twice.
The Chairman replied that daily maintenance
problems should be brought up to the Property Manager whose job is to oversee
such complaints.
Tuan Hj. Harun explained that the landscape
around that TNB station was planted twice because Agro Freshland planted the
wrong plants. The four TNB stations are
planted with different species of plants, i.e. Eugenia, Alcalypha, Hibiscus and
Pasonia.
b) Building and Infrastructure
The Chairman informed the Meeting that Mr. KE.
Lim who was in-charge of Building and Infrastructure has since resigned. Our President, Ir HS Liao has taken on the
Chairmanship of this sub-committee.
Ir HS Liao briefed the Meeting on all that
has taken place since the last AGM:-
i)
After
our untiring meetings and letters to JKR, Members of Parliament and Menteri
Besar, JKR finally installed the central divider along Persiaran Kerjaya and
upgraded the road, making it safer for all using the road.
ii)
The
drain at the traffic light junction cleared to prevent local flooding.
iii)
Road
Kerbs at Glenmarie have been repaired.
iv)
Road
lines have been given a new coat of paint.
v)
New
road signs and road humps have been installed.
vi)
New
lighting at the children’s playground area.
vii)
There
are 14 defective lights which have been marked and reported to MBSA. They will be replaced soon.
viii)
For
safety, a reflective mirror has been installed at Jalan U1/9 .
ix)
The constructions
of some huge mansions in
GCHA issues the rules and regulations to
all contractors before they start work.
We stressed that the common area and road kerbs must be clear of debris,
and that
x)
On
ix) Ir HS Liao briefed the Meeting on the
extension of the guardhouse to provide a new administration office for
GCHA. The estimated cost is RM 60,000
and Horsedale is considering building it for us together with the construction
of the roundabout in front of the guard house in June 2005.
xi)
The meeting was then opened to the floor and the
following comments were noted.
Mrs. May Lim enquired about the roundabout to be built
outside our guardhouse by Horsedale. The
President replied that he is not totally clear of Horsedale’s plans but his
understanding was Horsedale will be launching some new shop houses on the empty
plot of land along Persiaran Kerjaya.
They intend to widen the present road in front of our guardhouse and
build a roundabout. The message from
Horsedale was when they build the roundabout, they will also build the administration
office for us.
Puan Nik Rahimah requested for a two lane exit similar
to the entrance. To this the President
replied that the Committee will look into it but the chances are not very high
as we have a lack of space. He appealed
to residents to be patient as security is tight at the exit to ensure
construction workers are properly checked when leaving, and in addition to reduce the incidences of
runaway maids.
Ms. Cindy Leow enquired whether GCHA will purchase
their own fogging machine. The President
replied that it is not difficult to buy one but the we have little knowledge of
the chemical used and how best to apply it.
Ms. Cindy Leow further enquired about putting up of a
sound barrier wall along the highways.
The President replied that he did promise Cindy that he will look into
it. The Meeting was told that JKR did
not want to fund it. He felt that the
chance of having a barrier along the North Klang Valley Expressway is very
high. The cost of building a sound
barrier is very expensive and GCHA do not have the means to fund it. Ir HS Liao will pursue the matter with JKR.
c)
Corporate
Affairs
Dr. Chandran briefed on the status of
collection of monthly maintenance fees.
He informed the Meeting that more than 90% of our residents are paying
the fees but some are not willing. The
Committee will keep pursuing this matter.
The status on the taking over of the
Management of Glenmarie Court and issuance of land titles will be discussed
later in the meeting under Agenda No. 5 and 6 respectively.
He further briefed the Meeting on the
action taken by GCHA regarding Objection against the Revival of Subang Airport
as a hub for budget airlines. It was a
relieved that the Government has rejected the proposal.
d)
Social
and Membership
The Chairman informed that Ms. Annie Low
has resigned and he has been requested to brief the Meeting on events that have
taken place in 2004.
Some slides were shown on the monthly golf
competitions which provided a good networking for some residents. This has since become inactive but will be
revived soon.
Some slides were also shown on the
successful Street Party which was held on
The much eagerly awaited Annual Dinner with
the theme “Wild, Wild West” has been postponed to
Membership is currently at 88%. Out of the 153 house owners, only 130 have
joined as Ordinary Members. However, we have
4 Associate Members. The Deed of Mutual
Covenants states that all owners shall become members of the Homeowner’s
Association. This is will be enforced.
e)
Security
and Safety
At the last AGM the Executive Committee was
given the mandate to review the security system. Mr. David Ting informed the Meeting that
Capvest gave GCHA a one month notice on
The probation has since ended and Group 4 has
commenced and completed Phase I of the installation of the perimeter
detector. Phase II has been suspended
pending submission of plans after some trees were damaged when cables were
laid. Work on Phase II will soon commence.
He informed the Meeting that home alarm
could be linked to the Central Monitoring System at the guardhouse. Group 4 Falck has an insurance coverage for
theft which is payable if the incidence is as a result of negligence on their
part.
Mr. Ting appealed to the members not to abuse
the use of access cards by giving it to outsiders to get in and out of
He reminded the members that to curb the incidences
of runaway maids, they should apply for maids pass. These maids will only be allowed to leave
Glenmarie upon presentation of their passes.
Mr. Wilson Lee enquired whether
construction workers are allowed to loiter around during their breaks. The President replied that the workers are to
stay on site during lunch hours and are not allowed to roam about. His maid’s contact with them is a sensitive
issue and Mr. Lee was urged to register his maid with Group 4 in order that a
maid’s pass can be issued. This would
mean that she could not leave without the pass.
Mrs. T. C. Goh enquired what action has
been taken against guards who make friends with the maids. To this Mr. Ting replied that two such
incidences have been brought to his attention. These guards have been replaced and future
incidences should be brought to the immediate attention of Group 4 or Mr. Simon
Teoh, our Property Manager, who is a good security man.
The Chairman asked for a proposer and
seconder to adopt the above Executive Committee’s Reports. Ms Cindy Leow proposed and Mrs. T.C. Goh
seconded the motion.
Mr. David Ting invited Group 4 Falck to
give a presentation. Mr. Baskaran on
behalf of Group 4 introduced his colleagues and commented that they have
pleasure working with Ir HS Liao and Mr. David Ting. He referred to it as a ‘good marriage’ since
both parties have one main objective, that is the safety and security of
He later gave an over view of the security
system at
Mrs. May Lim requested that Group 4 Falck’s
presentation be put in the website. It
was agreed that this should be done.
4.
To deliberate on the Status of the Monthly
Maintenance Fee Collection from Glenmarie Court Residents
Ir HS Liao
informed the Meeting that the collection figures are very encouraging. Over 90% of our residents have been paying
their monthly maintenance fee. A list of
defaulters was shown which comprised of 11 bungalow lots and 5 semi-detached
houses. The Meeting was informed that
the Executive Committee would keep encouraging those defaulters to pay up. He further emphasised that some of the
defaulters are presently building their bungalows. Our Property Manager has approached them but
they have given some excuses and still refused to pay. He asked the Members to give the Executive
Committee a mandate to find other ways and means of collecting the fees.
It was unanimously agreed that a mandate be
given to the Executive Committee to find other ways and means of collecting the
monthly maintenance fees from defaulters.
5.
To Update the Members on the Status of the
Mandate given to the Executive Committee to study, and if deemed fit, to take
over the Administration and Collection of Monthly Maintenance Fees from
Horsedale Development Bhd.
Our President, Ir HS. Liao, informed that
the Executive Committee has taken over the following responsibilities from
Horsedale:-
a)
Security
b)
Landscape
c)
Maintenance
d)
General
supervision of the construction to keep common area neat and tidy.
He further highlighted some of the
pertinent points in the draft agreement on the taking over of the Management of
Glenmarie Court:-
a)
Transfer
of Management of Glenmarie Court is a mutual agreement between Horsedale and
GCHA.
b) GCHA
agrees to assure the rights benefits duties obligations and functions of
Horsedale as set out in the Deed of Mutual Covenants.
c) Horsedale to be responsible for all
collections of maintenance fees prior to handing over.
d) After
the hand over, Horsedale will assist GCHA in the collection of maintenance
fees.
e)
All
acts undertaken by Horsedale prior to the hand over shall be solely the
responsibility of Horsedale.
The Meeting was informed that Executive
Committee would only take over the management of
Mrs. May Lim enquired whether the proposed
administration office has taken into account the billing system and space for
filing and keeping of records. To this Ir
HS Liao replied that the billing will be carried out by the Treasurer and there
is enough space to keep proper documentation.
6.
To deliberate on the Status of the Issuance
of Titles for
Our
President, Ir HS Liao, informed that Horsedale recently and verbally reported
that the Master Layout Plan has been approved by MBSA and they have commissioned
a Licensed Surveyor to submit the plan for sub-division and issuance of titles
thereafter. Approval is targeted for mid
2005 subject to the approval of Pejabat Tanah dan Galian.
It was agreed that if the Titles are not
received by
7.
To receive and adopt the Audited Statement
of Accounts for the financial year ended
It was
proposed that the Audited Statement of Accounts be adopted. Mr. Wilson Lee proposed and Dr. Chandran
seconded the motion.
The President informed the Meeting that as at
8.
To elect Executive Committee members to
fill three vacant positions
The Chairman asked the Secretary whether any
nomination forms have been received. The
Secretary replied in the negative.
9.
Any Other Business
Amendments to the Constitution
The President proposed that the following clauses in
the Constitution be amended:-
Clause 4.1 To
delete the words ‘and are Malaysian citizens’ appearing at the end of the
clause.
Clause 21.8 To substitute the word “Honorary”
appearing in the 3rd line with the word “External”.
Clause 22.1 To delete the clause and substitute it
with:
The Executive Committee
shall appoint an External Auditor to be appointed at the Annual General Meeting
and shall hold office for a term of one (1) year but may with their consent be
re-elected.
Clause 22.2 To substitute the word “Honorary”
appearing in the first line with the word “External”.
Since sufficient notice has not been given, the above
amendments will be adopted at the next general meeting.
There being on other business, the Meeting ended at
………………………………… ………………………………….
IR
H. S. LIAO Mrs.
Marilyn Yee
President Secretary
GCHA GCHA