Minutes of 2nd
Annual General Meeting of
Glenmarie Court
Homeowners Association held at Mauna Lani Function Room, Pan Pacific Glenmarie
Hotel, Shah Alam, Selangor Darul Ehsan
on 28th
March 2004 at 3.05pm.
The 2nd Annual General Meeting of Glenmarie Court Homeowners Association on 28th March 2004 was chaired by Dr. James Swee and Captain Khoo CK who welcomed all the members present.
En Azlan Ismail, property manager of Glenmarie Court Homeowners Association (GCHA), Mr Shanmugam and Mr. Silvakumar of Agro Freshland Sdn Bhd, Captain Hanafiah of Capvest Security Sdn Bhd, Mr. Jason of Three Sixty Technologies Sdn Bhd and Mr. Jeyaraj of Messrs. MustaphaRaj were present by invitation.
The meeting was preceded by a high tea at 2.30pm at the same venue.
The 2nd AGM started at 3.05pm and the following minutes were recorded.
The minutes of the last AGM was confirmed as proposed by Mr. Sang FC and seconded by Mr. David Ting.
The President, Mr. HS Liao welcomed and thanked the members present for their support and attendance. He announced that this AGM was important, as there will be an election of a new committee for 2004-2006. He stressed the need for those serving on the new board to be committed and dedicated not only in formulating the right policies for Glenmarie Court (GC) but in implementing them as well. He envisioned that GC will continue to be a safe haven and garden paradise to live in and that the property prices will continue to appreciate with time.
He thanked the outgoing committee for their services rendered and that throughout their tenure, he had enjoyed the fellowship and social gatherings whilst experiencing some moments of frustration and anxiety notably in landscaping, RM50 increment issue and the construction of a central divider along Jalan Kerjaya.
He added that there would be presentations from the various subcommittee heads in their respective portfolios. Important decisions will also have to be made on the security and safety and administration takeover of GC.
The Chairman, Dr James Swee (JS) thanked the outgoing committee members for their services rendered and announced the official ending of their term. This was proposed by En Daud Ibrahim and seconded by Ms Marilyn Yee.
Dr. Chandran remarked that GC is a safe haven, geographically tucked away with a low profile presence in the Klang Valley. Currently, there is only one entrance and exit to the estate though a weak spot exists at the NKVE tunnel the exit of which is presently closed However, the future of the permanent closure of this exit is uncertain.
He mentioned that a recent tender was conducted for the security contract and the result obtained was that of Capvest being the lowest tendered at a monthly sum of RM27K. This amount was subsequently negotiated to a monthly sum of RM22.3K. Following the daytime theft at Jalan U1/6E at the end of 2003, the number of daytime guards was increased by 2 guards resulting in the number of daytime guards to be 5 in total at a revised monthly sum of RM25.3 K.
He then proceeded to present his report as outlined in Appendix 2.
He mentioned that 370 contractor passes have been issued to date and not less than 200 contractors enter/exit GC daily.
He briefed the members that a theft occurred at a bungalow on Jalan U1/9 and that this bungalow did not have grills and an alarm system. He advised the residents to install some security safeguards at their premises in addition to the security system provided.
He mentioned that most of the guards have been screened by the police but a reply is pending from Capvest on the status of the rest of the guards.
The meeting was then opened to the floor and the following comments were noted.
Mr. YH Kom commented that the quality of the guards was important and that it is not a solution to increase the number of guards each time a break-in occurs.
Mr. David Ting commented that the security guards must be strict with regards to the entry of visitors as he has observed motorcyclists and motorists entering GC without being stopped at the visitor’s lane. He queried if contractors are allowed in before 8am.
Captain Hanafiah replied that contractors are not allowed in before 8am with the exception of workers from Agro Freshland. The chairman further added that under GC guidelines, contractors are not allowed in before 8 am and they must leave GC by 5pm.
Mr. SH Tan suggested that the photos and IC numbers of the guards be displayed at the guardhouse for identification purposes.
Mr. Daud Ibrahim commented that the contractors for
emergency repair such as plumbers are allowed into GC on Sundays and after
hours. He also suggested the guards telephone the residents when they have
visitors instead of requesting for their IC/driving licenses to avoid
inconveniencing the VIP visitors.
The chairman suggested that residents provide the guards with the list of
visitors they are expecting to facilitate their entry to GC.
Tuan Hj Harun Ismail presented this section as per Appendix 3.
Tuan Hj Harun remarked that the landscape contract had been extended four times and that the new committee had to decide on its confirmation status in May 2004.
The meeting was then opened to the floor and the following comments were noted.
Mr. SH Tan commented that the NKVE tunnel area used as a service area should be kept clean.
Ms Gillian Lim commented that the road shoulder of the bungalow on the left hand side of U1/6 after entry into GC was lacking in landscaping whilst the road pavement on the right hand side was damaged.
Mr. HT Gooi enquired if the dead palm trees were going to be replaced.
Tuan Hj Harun replied that the Rhinoceros beetle possibly attacked the dead palm trees and that Furadan had been applied to the base and top of the trees. However, samples have been taken by UPM to confirm the cause of death and that the results will be known shortly. The replacement of trees, if carried out, will only be after the exact cause of death is confirmed to avoid further deaths of the new trees. Moreover, the cost of each tree is about RM2-3K and due to limited funds available, the incoming committee will have to look into the replacement of the trees.
Ms Soon Mei Ling commented that her backyard at 20 U1/6E has not been kept clean and that repeated reminders were necessary before cleaning was carried out. The frequency of cleaning should be twice a week as per the schedule by Agro Freshland This had not been adhered to. The new committee will look into this.
Mr. YH Kom requested for a permanent solution to the mosquito problem in GC. The new committee will look into this.
Mr. Richard Goh enquired if the scope of work by Agro Freshland included the clearing of overgrown weeds on the security fence along Jalan U1/6B. The new committee will look into this.
The chairman requested that residents should complain in writing to the building manager for remedial action.
Mr. HS Liao and En Azlan Ismail updated the members on the building and infrastructure developments as per appendix 4.
Mr. HS Liao briefed the members on the status of Pesiaran Kerjaya, which is being used by Temasya as a construction road with the lorries crossing the double lined road. The existing central divide has been damaged, the double lines on the road barely visible and the heavy rains transforming the road into a muddy yellow river. He added that a concrete divider is unsafe and was rejected by JKR. Currently, JKR Malaysia has approved the construction of a steel divider by Ino Fence. Mr. HS Liao will pursue this further with JKR Malaysia and the new MP for Kelana Jaya.
He then proposed an imposition of a RM 300 monthly cleaning fee for the lots under construction, which are about 10 in number. He commented that this imposition was necessary because Agro Freshland spends a lot of time sweeping and cleaning up the dirt and rubbish left on the road and pavement by the contractors. Moreover, En Azlan spends more than half of his time in writing to the errant contractors and patrolling the site to remind the contractors to clean up the mess left behind. He added that if the members gave a mandate, the contractors and owners would be notified accordingly.
The deliberation opened to the floor and the following comments were noted.
Mr. CF Ho commented that it is not fair to decide on the fees imposition, as the owners of the lots under construction were not present at the meeting.
Mr. YH Kom commented that RM300 is too low an amount as the houses under construction are worth more than RM2 million.
Ms Marilyn Yee commented that RM300 should only be imposed when the roads and pavements are not kept clean by the contractors and not imposed as a monthly charge.
Mr. Joseph Chong commented that contractors should make good the areas damaged during construction and that 25mm steel plates should be used to cover the drains to prevent sand, silt and mud from spilling into the drains.
Mr. HS Liao remarked that there was a difference between the daily cleanliness maintenance and the infrastructure damage during construction. He said that the issue deliberated here was the debris, rubbish, plastic bags, containers, lunch boxes etc thrown or spilt on the roads and pavements by the contractors.
Ms Quan Bee Menon commented that imposing the penalty may not be contractually binding as a direct agreement between the owners and GCHA does not exist. Instead the contractual agreement is between Horsedale Development Berhad (HDB) and the respective owners. HDB has to issue the fee imposition on the owners.
The floor then voted affirmatively for the new committee to take up this issue with HDB to implement the monthly cleaning and maintenance fees as proposed.
Ms May Lim informed the members that Pan Pacific Glenmarie Hotel, the site of the recent annual dinner and dance, had agreed to give a discount of RM500 after a complaint was made on the poor quality of fish served during the dinner.
She then proceeded to present the calendar of social events as outlined in Appendix 5.
Dr James Swee informed the members that his portfolio includes securing corporate sponsors and thanked Caltex and a Singapore company for their sponsorship of the recent Mardi Gras Street Party 2003.
Dr James Swee announced the official launch of GCHA website at the meeting pending the successful registration of its name, www.GCHA.com.my
Mr. Jason from Three Sixty Technologies Sdn Bhd proceeded to present an outline of the website to the members present as per Appendix 6.
Dr James Swee briefed the members on the three main intentions of the website as follows:
-To highlight GC as a paradise to live in and an attractive investment opportunity.
-As a means of interaction and communication between GCHA and the residents.
-As a paperless replacement of the GCHA newsletter reducing printing costs and eliminating complaints from residents who did not receive the newsletter.
Mr. David Ting commented that the inclusion of the list of defaulters who did not pay the maintenance fees might not reflect well on GC, as this was a private matter. Outside parties will also log onto the site as well. The new committee will look into this.
Mr. M Menon commented that a more appropriate name of the website should be www.GC.com.my Mr. Jason replied that he will register GC in the search engines which will in turn direct users to the GCHA website.
Captain CK Khoo presented the status as per appendix 7.
Mr. David Ting commented that we should find out the reason why owners do not pay the fees instead of publishing the names thereby creating tension. He added that his previous invoices were sent to his Sarawakian address and perhaps the owners are not paying the fees due to the wrong mailing addresses.
Captain CK Khoo replied that it is the responsibility of the owners to pay the fees.
Dr James Swee added that these are the hard-core defaulters as action has been taken to contact the owners via registered mail and personal meetings. He also added that RM48K was a substantial amount, which had yet to be collected.
Mr. HS Liao remarked that publishing of the defaulters list was a last measure taken only after the sending out of several reminder letters. He added that owners have the responsibility to pay the fees and update their correct mailing address with HDB. He commented that 93% of the owners who have paid their fees should not be made to subsidize the balance of 7% who have not paid.
The chairman congratulated the committee for the improvement in collection fees from 60% in 2002 to 93% in 2003.
Mr. HS Liao presented his proposal on the taking over of the administration of GC from HDB as outlined in Appendix 8.
Mr. CT Pui commented that the land titles issue should be resolved before the takeover.
Dr James Swee replied that the takeover and issuance of land titles are two separate issues, with the latter to be dealt with later.
Mr. YH Kom enquired if we are financially viable to takeover the administration.
Mr. HS Liao replied that as at April 1st 2003, GCHA had not been financed by HDB.
Dr James Swee added that there is a current surplus of RM21K.
Mr. M Menon commented that it is a matter of time for the takeover and enquired about the “deemed fit” criteria, whether it was financial or management manpower.
Mr. HS Liao replied that GCHA is financially and management fit with the current fees collection at 93%. He added that GCHA would not be taking over the approval of construction plans.
Mr. YH Kom commented that an office would be required for the takeover.
Puan Nik Rahimah enquired about the clause, which states that all houses should be constructed within 2 years from the date of purchase.
Mr. HS Liao replied that a waiver to build within the 2 years time frame could have been given by the developer and /or the land could have changed ownership.
Dr James Swee proposed that the new committee take this issue up with HDB to seek clarification on its current status.
A vote was then conducted on the mandate for GC residents to give to the incoming Executive Committee to study, and if deemed fit to take over the administration of GC from HDB. The result obtained was a favorable vote of 18 to1 in favor of the mandate.
Mr. KE Lim presented the audited statement of accounts as per Appendix 9.
Mr. CF Ho commented on the deficient amount of RM27K for 2003 as compared to the RM18K surplus for 2002.
Dr James Swee replied that the RM27K deficit was due to HDB not paying GCHA fast enough.
EN Daud Ibrahim commented that this was not a cash flow but an income and expenses statement.
Mr. CF Ho queried if the RM27K deficit was going to be trend in spite of the RM50 fees increment.
The auditor, Mr. Jegaraj replied that page 5 of the accounts reflected the expenses and income received and that page 6 indicated a RM8746 surplus with no outstanding payables as at 31.12.03.
Mr. CF Ho commented that for the accounts to be accepted, footnotes are required to explain and clarify the figures shown.
It was then agreed that 2 members, Mr. CF Ho and En Daud Ibrahim meet with the Treasurer and Auditor to review the accounts and brief the members subsequently.
The chairman announced that the appointment of the audit firm would be made only after the accounts have been accepted.
Dr Chandran presented the mandate as per Appendix 10
Mr. M Menon proposed that the new committee should work out a budget and plan for the Security System at GC. He enquired about the cost of the study and its implementation
As the new committee should not request a fee increment should the revenue fall below expectation.
Mr. CT Pui commented that the unfinished lots are causing a security problem in GC.
Mr. HS Liao commented that a responsible committee would not spend what it does not have. Studies have to be done on the security system, as the committee members are not experts in the security field.
Mr. M Menon suggested that the mandate be amended to read as
follows:
GC residents to give GCHA Executive Committee a mandate to study to improve the
Security System for GC to be undertaken by a Security Consultant.
The mandate was passed with a vote of 14 to 0 in favor of the mandate.
Ms Judy Kom reported that recently, her wiring box was stolen at about 10pm in the night resulting in a blackout in her house.
Mr. David Ting requested Capvest to propose suggestions to improve the current security problems in GC.
Puan Nik Rahimah enquired about the status of the guard dogs patrolling the perimeter fence at Jalan U1/10 area. She was informed that the guard dogs have started to patrol the area.
Mr. Joseph Chong requested that volunteers come forward with suggestions of improvement of the security system, as we are part and parcel of the whole community.
Mr. HS Liao briefed the members on the current status as per Appendix 11.
He also added that he is currently pursuing this matter with HDB.
Mr. YH Kom commented that HDB has taken a long time with the issuance of the land titles.
Mr. M Menon suggested that Mr. CS Wong pursue this matter with the Ministry of Housing and Local Government, Datuk Seri Ong Ka Ting. Mr. CS Wong agreed to help out with this.
Mr. Joseph Chong proposed that the new committee draft a letter with the resident’s signatures to be handed over to Datuk Seri Ong Ka Ting and HDB.
15. Election of Executive Committee 2004-2006
The new Executive Committee 2004-2006 is as follows:
President HS Liao
Vice President Dr James Swee
Secretary
Assistant Secretary
Treasurer May Lim
Security & Safety Dr Chandran/David Ting
Landscape & General Maintenance Tuan Hj Harun Ismail
Building &Infrastructure KE Lim
Corporate Affairs
Social & Membership
Members Ms Marilyn Yee
Ms Gillian Lim
Advisors: Joseph Chong
Captain Khoo CK
Mr. M Menon proposed that the committee be empowered to decide on the portfolios of the above members.
Mr. HS Liao proposed the Constitution be amended to allow non-Malaysians who are beneficial owners/registered proprietors to vote or stand for election to hold office.
Mr. HS Liao proposed that the above area be lit at nights.
Mr. M Menon proposed that GC be made a model housing estate with a long overdue recycling waste system.
Mr. HS Liao proposed an extension to the guardhouse as the property manager’s office.
Mr. HS Liao appealed to the owners to request their in house landscape gardeners to clear their own garden waste instead of relying on Agro Freshland.
Mr. Pui CT commented that unleashed dogs should not be let loose in GC. He added that En Azlan had indicated to him that nothing could be done on this matter.
Mr. HS Liao replied that En Azlan was mistaken on this regard and that the new committee will look into this matter.
Mrs. HS Liao enquired about the status of runaway maids in GC.
Mr. Winson Lee commented that postmen and garbage collectors should not associate with the maids.
Mr. Sang FC commented that the security guards should also not associate with the maids and womenfolk in GC.
A total of 109 members were registered with GCHA with an additional 3 new members at the 2nd AGM. Attached herewith is a copy of the membership and attendance list. A total of 35 members attended the AGM. (Appendix 13)
On behalf of the new committee members, the President took note of the above comments and will consider and take further action where necessary.
There being no other matters, the meeting ended with a note of thanks to all members present for their support and participation.
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President Secretary
Mr. HS Liao Ms Dorina Heng