GLENMARIE COURT HOMEOWNERS’ ASSOCIATION

Minutes of 4^th Annual General Meeting of Glenmarie Court Homeowners Association held at the Anteroom, Glenmarie Golf and Country Club, Shah Alam, Selangor Darul Ehsan on 26^th March 2006 at 2.45 pm.

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

Absent: (With apologies)

Mr. C. S. Wong Committee Member

Dr. Chandran Corporate Affairs, Chairman

In Attendance: (Members)

Dr. Thomas Ong

Mdm. Cheah Siew Kim

Mr. Ding Cho Hee

Dato’ Albert Ong

Mdm Tan Quan Bee

Mdm. Sally Ng

Mdm. Merrin Soon

Mejar Sng Kim Huat

Mr. Ng Kian Teng

Mdm. Hoh Wai See

Mr. Lee Eng Eng

Mdm. Lim Chee Kin

Mrs. May Lim

Mrs. T. See Goh

Capt. C. K. Khoo

Mdm. Tan Kiam Kee

Mr. Tan Swee Hua

Mdm. P. S. Koay

Mr. Pui Cheng Tek

Mr. Frank Fan

Mdm. June Chong

Mr. H. S. Siew

Mrs. Veron Khoo

Encik Nasaruddin

Mdm. Cindy Leow

Mdm. Lily Soon

Mdm. Ivy Cheong

Encik Nor Hizam Hashim

Mrs. Younnie Van Veen Tan

Mr. Derk A. Van Veen

Mr. Ng Kok Tai

Mrs. Dorinda Ng

Mrs. Adrien Han

By Invitation:

Mr. Simon Teoh Property Manager

Mr. Tan Kim Seng K. S. Tan & Associates (Auditor)

Mr. V. P. Shanmugham Agro Freshland Sdn Bhd

Mr. Mohan Nathan Visi LA Security Force Sdn Bhd

The meeting was preceded by a High Tea at 2.00pm at the same venue.

The 4^th Annual General Meeting of Glenmarie Court Homeowners Association held on 26^th March, 2006 was chaired by Dr. James Swee who welcomed all members and invited guests. The AGM started at 2.45 p.m. and the Chairman briefly went through the Agenda before proceeding with matters to be transacted.

The following minutes were recorded:-

1. Confirmation of Minutes of the last AGM

The Minutes of the 3^rd AGM was taken as read. Captain C.K. Khoo proposed and Mdm. Tan Quan Bee seconded that the Minutes be confirmed.

2. President’s Address

The President, Ir HS Liao, welcomed and thanked all members present for taking the time off to attend this AGM.

He then highlighted some of the events that had taken place in 2005 up to the 1^st quarter of 2006:-

a) The construction of the access road and the objection of the junction in front of our guardhouse.

b) Termination of Group 4 Falck

c) New Extension at the guard house as our Administration Centre.

d) Re-Election of new Executive Committee for 2006 to 2008.

The President expressed his thanks to his outgoing Committee for an enjoyable term. At the same time, he also thanked the residents of Glenmarie for giving him and his Committee the opportunity to make Glenmarie a better place to stay.

3. To receive and to adopt the Executive Committee’s Reports on the Activities in Glenmarie Court

a) Building and Infrastructure

Ir. H. S. Liao presented events that took place from the construction of the access road by Horsedale, our objection until the closure of the junction. He informed the Meeting that Horsedale has closed the junction on the 25^th February 2006 by drawing a line in front of the access road. MBSA has verbally instructed Horsedale to re-instate the road curbs and landscape the junction on the 15^th March 2006. The letter from MBSA is forthcoming.

The President then presented the plans for our new Administration Centre, which is an extension of our guard house. A letter requesting for funds has been sent out and he appealed to all Glenmarians to contribute the RM220 per household one time payment and make this Administration Centre a reality. So far 50 residents have paid. Upon completion of the Administration Centre, GCHA will take over from Horsedale the management of Glenmarie Court.

The Meeting was also briefed on the repair works carried out on drains and roads in 2005, including the repainting of roads in January 2006.

b) Landscape and General Maintenance

Tuan Hj. Harun Ismail advised the Members that due to the revised concept on Landscape and General Maintenance, it has been renamed Landscaping and Landscape Maintenance. The monthly service fee still stays at RM 9,500 but RM 2,000 will be used to replace old plants as well as landscape new areas, and RM 7,500 will be used for landscape maintenance. He explained to the meeting that some of the flowering plants needed to be replaced due to age.

Presently the Landscaping and Landscape Maintenance Committee is negotiating with Agro Freshland Sdn. Bhd. as well as Innobestari Sdn. Bhd. for a three year contract. He assured the meeting that within three months we will have better looking landscape. The area in front of the guardhouse will be re-landscaped including replanting of palm trees underneath the TNB transmission line as required by the TNB.

Tuan Hj. Harun proceeded to give a brief review of landscape and maintenance work carried out since the last AGM. He informed the Meeting that we have been successful in trapping the rhinocerous beetles that attacked the palm trees.

On 9^th March, 2006 there was a freak storm and some of our trees were damaged and roads blocked. With the help of the workers from Agro Freshland, this was cleared on time.

The Meeting was opened to the floor and the following comments were noted:-

1) Mdm. Merrin Song commented that whilst the front garden and front common area of houses in Glenmarie Court are nicely landscaped, the back gardens and back lanes have turned into mini orchards and dumping ground. She enquired what is the policy regarding planting along common areas and whether such areas are covered under the landscaping plans.

She also enquired whether the Exco Committee could look into the flooding along the Persiaran Kerjaya during heavy rain.

2) Mrs. Younnie Van Veen Tan asked that the sign be taken off at the playground.

3) Mr. Frank Fan commented that the newly completed drain along Persiaran Kerjaya is higher than the road and that is the reason for the flooding. He enquired whether Exco could seek the help of relevant authorities to look into this problem. He also asked the Committee to look into asking JKR to put cat’s-eye at the turning into the Caltex station.

4) Dato’ Albert Ong enquired about the profits made from the Dama Concert sponsored by his companies four years ago. He wanted an account of how the money was spent. He further enquired about the status of the big Glenmarie Court signage that he requested to be put up with the money.

5) Mr. C. T. Pui commented that the bushes in front of the guardhouse needed to be trimmed and that a lot of rubbish is thrown under the bushes. He further commented that the fence needed to be closed up for security reasons.

6) Mrs. May Lim enquired whether we have a written approval for the guardhouse extension. She felt that the proposed space may not be big enough to cater for all our administration needs. She further enquired whether the office will be locked up every evening after the Property Manager leaves, and if so how can the CMS system be housed there.

7) Mdm. Tan Quan Bee commented that since the new administration office will be used for residents as a drop off point for payments and other correspondents, this could create congestion at the entrance and exit points. Maybe we should look at other alternatives like portable cabin.

Tuan Hj. Harun admitted that some areas have been neglected but with the new landscaping plans, these areas will be taken into consideration. Regarding the haphazard planting at the back common areas, he will look into this and take necessary action. Ir. H. S. Liao also commented that it is not easy to stop residents from planting at the back of the common area. However, unless properly planted, these would be removed.

Tuan Hj. Harun assured Mr. C. T. Pui that the bushes would be trimmed as under the by-law all plants should not exceed 6 ft. in height and rubbish cleared.

The President commented that football cannot be played at the playground as this may hurt the young children and old people.

The President informed Dato’ Albert Ong that the originally proposed signage was rejected by JKR. However, numerous Glenmarie Court signboards have been put up along Persiaran Kerjaya.

Our Chairman assured Dato’ Albert Ong that an account of how the profit from the Dama Concert was spent will be provided to him.

The Meeting was informed that we would appoint a planner to submit plans for the extension of the guardhouse and the existing guardhouse for approval prior to construction. Ir. H. S. Liao assured that the new administration centre will be sufficient for our administration use.

c) Corporate Affairs

In the absence of Dr. Chandran, Dr. James Swee briefed the Meeting on the status of our Land Titles, taking over of Management of Glenmarie Court, communication through website and recent increase in Land Assessment.

On 29^th December, 2005 Horsedale informed us that they were in the process of preparing the Memorandum of Transfer (MOT) between Developer and Purchaser. GCHA wrote to Horsedale on 27^th February and 20^th March, 2006 requesting for a status on the issuance of the MOT. Horsedale replied that all the individual titles have to be Discharge of Charge before transfer to individual owners. No time frame was given.

The Meeting was informed that draft Agreement prepared by Horsedale on taking over of the Management of Glenmarie Court is ready. Dr. James Swee then highlighted pertinent points of the draft Agreement:-

1) Mutual agreement with Developer to transfer Management of Glenmarie Court as set out in the Deed of Covenant to Homeowners’ Association.

2) Homeowners’ Association to procure members to release and discharge the Developer for duties and obligation as set out in Deed of Covenant.

3) Homeowners’ Association agrees to undertake duties and obligations as set out in Deed of Covenant.

4) Horsedale agrees to collect all outstanding maintenance fees including interest prior to issuance of individual titles.

The Meeting was informed that GCHA will commence negotiation and signing after the new administration centre (extension to the guardhouse) is ready.

Dr James Swee informed that using our website as a means of communication is more cost effective and residents are encouraged to use this as a form of communication with the Executive Committee. Newsletters have to be discontinued.

He then proceeded to explain the computation of our new land assessment that was revised in January 2006.

Dr. James Swee further informed the Meeting that in July 2005, the Executive Committee had a meeting with the Chief Inspector of Police at their Shah Alam office regarding the security of Glenmarie Court. This resulted in the Police assisting us in checking for illegal workers as well as more frequent police patrols in Glenmarie Court.

d) Social & Membership

Ms. Gillian Lim briefed the Meeting on the social events that took place in 2005. Our annual dinner and dance – Wild Wild West - held on 21^st May, 2005 and attended by 150 people, was a big success. The Lantern Night on 18^th September, 2005 was another successful event. About 100 children took part.

Mr. Andrew Liao presented the upcoming annual dinner and dance with the theme, “Masquerade Night” to be held on 9^th April, 2006. There will be performances, game shows and fancy masks will be given to all who attends. He appealed to the residents to come forward and support this annual event as ticket sales have been slow.

Ms. Gillian Lim informed that presently there are 174 occupied residential households in Glenmarie Court of which only 142 are members of the Association. Collection of annual subscription fees of RM100 for 2004 was 94%, 2005 was 87% and 2006 is 35%. The subscription is used for:-

1) Legal fee for objection to junction

2) Printing and stationary

3) Rental of meeting rooms for Exco meeting

4) Auditors and taxation fees

5) Advertising and license for website.

e) Security and Safety

Mr. David Ting reported on the sequence of events that led to the termination of service by Group 4 Falck on 28^th February, 2006. Group 4 Falck completed Phase I of their Perimeter beam in February 2005 and Phase II in September 2005. The system showed many daily faulted zones either mainly by equipment faults or by periodic blocking by plants and leaves, resulting in lost of confidence by GCHA Exco members. The Meeting was further informed that guarding system provided by Group 4 Falck was not satisfactory resulting in 17 letters of complaints and file notes. Group 4 Falck was told on 8^th December, 2005 to improve or face termination.

On 17^th November, 2005 Group 4 Falck announced merger with Securicor Group. GCHA agreed on condition that Safeguards Securicor takes over security services based on same terms and conditions accepted by Group 4 Falck as per Letter of Award dated 28^th July 2004. Safeguards Securicor issued two draft agreements but later declined to accept novation.

GCHA invited fresh tenders and Visi LA was awarded the security contract at RM 26,906.40 per month. They took over security services of Glenmarie Court on 28^th February, 2006. Mr. David Ting informed that on 24^th March 2006 he tested Visi LA’s guards’ reaction by simulating a breach of security. He was happy to report that they responded quickly.

Mr. David Ting reported that during the early morning of 16^th March, 2006, 4 men broke into one of our houses. The Meeting will be invited to deliberate on improvements to our security system under item 4 of our Agenda.

To eradicate Aedes mosquitoes, GCHA employed Aura Pest Control to fog individual houses in October 2005 at a cost of RM3,500. Aura Pest Control inspected the construction sites in November 2005. Aedes larvae were found breeding in 29 houses and 4 construction sites. Aura Pest Control had performed 3 random checks on 10% of houses and the latest check found larvae in only one semi-detached house. We will continue to perform random checks until Glenmarie Court is clear of Aedes larvae.

The Meeting was then opened to the floor and the following comments were noted.

1) Mrs. May Lim enquired whether we could impose penalty on household found with Aedes larvae.

2) Mrs. Dorinda Ng informed the Meeting that their home is only two doors away from the house that was broken into on 16^th March 2006. Since the night of the break-in, her family has been having sleepless nights because their perimeter alarm has gone off several times at night. Their alarm was checked and found to be working properly. She is fearful that the intruders might be trying to get in again. She also requested that the huge tree outside the fence be chopped down as the intruders could make use of it to get into Glenmarie Court.

Mr. David Ting replied that we could only get rid of Aedes larvae from inspection and the co-operation of residents. He will call on Dorinda to discuss on security for her area.

The Chairman asked for adoption of the Executive Committee’s Report. Dr. Thomas Ong proposed and Mdm. Cindy Leow seconded the motion.

4. To improve the Security System in Glenmarie Court

Mr. David Ting advised that this is a special dialogue to gauge the needs and expectations of the residents. He highlighted again the break-in on 16^th March 2006 and upon consultation with Exco Members and security provider Visi LA, it was recommended that:-

i) The night patrolling dogs and handlers to be increased from 4 to 6, and patrolling guards from 2 to 3.

ii) Construct a lighted footpath outside the perimeter of Glenmarie Court for patrolling by dogs and handlers.

iii) Build a barrier wall.

He encouraged all houses to have their own alarm system and recommended for adopting the installation of a Central Monitoring System (CMS) at the new administration centre and encourages direct connection from individual household alarm system to the guard house.

The following are the comments from the floor:-

i) Dr. Thomas Ong suggested that we seek the help of a consultant to advise where the danger areas are.

ii) Mr. Derk A. Van Veen proposed we clear all scrubs outside.

iii) Mr. C. T. Pui suggested that areas near the fence be lighted and encourage houses at the perimeter fencing to switch on their back garden lights.

iv) Mrs. Dorinda Ng would like guards to be more stringent when admitting visitors.

v) Mr. K. T. Ng supported patrolling outside the fence.

vi) Mrs. Tan Quan Bee suggested that each zone form a security and safety sub-committee and put forward their recommendations.

vii) Mr. Frank Fan felt that we should increase the number of patrolling guards rather than dogs and dog handlers.

viii) Dr. Thomas Ong requested that signs be put around Glenmarie Court informing the public that Glenmarie Court is a very heavily guarded housing estate.

ix) Dr. James Swee suggested armed guards.

The Meeting was asked to give a mandate to the new Exco Members and in particular the Security and Safety Committee to study further and if deemed fit to seek funds from individual household in Glenmarie Court to implement and complete the recommended improvement to the security system within 6 months from March 2006.

The Meeting unanimously agreed to give the mandate to the new Executive Committee.

5. To receive and adopt the Audited Statement of Accounts for the financial year ended 31^st December, 2005

Mrs. May Lim enquired about the RM 1,500 Professional fees. Mrs. Gillian Tan advised that it was payment for architectural fees for the guardhouse extension.

There being no other question, it was proposed that the Audited Statement of Accounts be adopted. Mrs. Younnie Van Veen Tan proposed and Dr. Frank Fan seconded the motion.

6. To deliberate and if deemed fit to increase the monthly maintenance fee for Glenmarie Court from April 2006

Ir H.S. Liao presented Horsedale’s maintenance account of Glenmarie Court. He advised that financial wise the account is healthy but cash flow wise we are in deficit. This is due to some hardcore defaulters especially from the empty lots.

The President explained in detail the amount of monthly collection versus monthly expenses. Although our average collection has been 94.4% from April 2003 to January 2006, we are short every month.

He proposed increases of monthly maintenance fees by RM50, RM80 or RM130.

Some of the members felt that more information should have been given in the Notice of AGM for them to study prior to the meeting.

Dr. James Swee urged the Meeting not to delay in making this decision because we need the extra funds to run Glenmarie Court properly.

The motion on increase of monthly maintenance fees was put to a vote.<