GCHA              GLENMARIE COURT HOMEOWNERS’ ASSOCIATION

 

MINUTES OF 10TH EXECUTIVE COMMITTEE MEETING OF GCHA HELD AT THE BOARD ROOM, GLENMARIE GOLF AN COUNTRY CLUB ON SUNDAY, 20TH NOVEMBER, 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)

                                                C.S. Wong                   (CS)

 

 

 

1.0       CONFIRMATION OF MINUTES OF THE 9TH GCHA EXCO COMMITTEE MEETING

 

1.1       The Minutes of the 9th GCHA Exco Meetings held on 5TH September, 2005 was duly confirmed and adopted by Dr. Chandran and Ms. Gillian Tan.

 

2.0       MATTERS ARISING

 

2.1              There were no matters arising from the previous minutes.

 

 

3.0              ACCOUNTS

 

GT reported that there is RM 22,297.00 in GCHA bank account.  This amount is mainly derived from collection of annual subscriptions from the residents who are members of GCHA. 

 

The total maintenance fee collection for the period April to September 2005 is RM263,700 or 92.6%.  There are 15 defaulters in total.

 

JS enquired whether there is a set of procedures that we follow when dealing with defaulters.  HS replied in the affirmative and that reminders are sent out followed by gentle reminders by Simon Teoh (ST), our Property Manager.  JS felt that for the reminders to be more effective, these should be signed by a Committee member rather than ST.  HS further stressed that previously registered letters were sent out to hardcore defaulters, but the letters were rejected and returned to us.   The Committee felt that ST should approach those defaulters again and a time frame of two weeks will be given for them to pay up, before circulating their names as Defaulters in our next newsletter.  A vote of 7 to 1 was recorded in favour of printing defaulters’ names in our newsletter.  In future defaulters will have their names published in the newsletter, after the necessary reminders and time frame have lapsed.

 

 

4.0              SECURITY AND SAFETY

 

4.1       Completion & Commission of Phase I/II Perimeter Beam

            Detector System, Mimic Board, CMS Board                      

 

DT reported that both Phase I and II of the Perimeter Beam Detector System has been commissioned successfully.  However, the system has shown many faulted zones since commissioning which could be due to:-

 

a)          Intrusion

b)          Periodic blocks by plants and leaves

c)          Equipment faults

 

GCHA has cleared plants and leaves periodically and Group 4 has rectified equipment faults. 

 

On 6th November, DT, HS and GT performed a safety drill by breaching the beam at U1/6.  The guards did not react to the breach.  On checking at the guardhouse, they found that the breach was recorded but the guard did not investigate the incident. The reason given was that there are too many faulted zones and the Supervisor did not know what to do.  The Committee felt that Group 4 has failed to live up to their promises that, once the perimeter beam detectors are installed, their guards will investigate all breaches in security. 

 

DT advised the Meeting that Group 4 merely replaced the Supervisor when complains of these kinds are received.  The problem now is that the Supervisors and guards are not properly trained.  HI commented that he has lost confidence in the beam detector system.  He prefers having the guard dogs.  Presently Group 4 are providing two extra dogs and handlers until they achieve 14 days of continuous good performance in the perimeter beam detection system without faulted zones due to equipment faults.

 

4.2       Connecting the Residents

 

            The CMS machine is installed at the guardhouse.  It was proposed that we should

            go ahead and inform residents that they can connect their home alarm systems to the guardhouse.  JS volunteered to connect his home alarm so as to test the system as well as to gauge the cost involved.

 

4.3              Merger of Group 4 with Securicor

 

HS informed the Meeting that he has received a letter from Group 4 advising us that they will be merging with Securicor of London, and the new company will take over the security contract of GCHA from Group 4 with effect from 1st January 2006. 

 

DT has reservations since he has not met the new management yet.  The Meeting felt that the new Management of the merger between Group 4 and Securicor be informed that we need a three months time frame to assess their performance even though the lower management will be the same.

 

DT will be evaluating Group 4’s performance in December 2005.  Another evaluation will take place three months after the new management has taken over.

 

4.4              Construction Passes

 

DT informed that all construction workers have been issued with permanent passes.  No construction workers are allowed to enter Glenmarie Court on foot.  The contractors concerned have to ferry them in, or they can enter on their bicycles or motorcycles.  This is to stop construction workers from wondering around on foot.  Casual workers will have to fill in a form and the house owners will have to countersign the form which will be returned to the guards on exit.

 

4.5       GCHA Fights Aedes

 

HS updated the Committee on our fight against Aedes.  Aura Pest Control have inspected 180 houses in Glenmarie Court and 29 houses were found to have Aedes larvae in their premises.  These have been cleaned up.  Out of the 10 construction sites in Glenmarie, 4 are found to have Aedes larvae.  HS informed that MBSA will come and do an inspection again and a fine of RM500 will be imposed on houses/sites with Aedes mosquitoes.

 

HS further informed that Aura Pest Control have been appointed, on a monthly basis, to make random checks on 10% of the houses in Glenmarie Court for Aedes larvae.   The Committee supported this move.

 

 

5.0       LANDSCAPE AND GENERAL MAINTENANCE

 

5.1       Landscape for Access Road

 

HI reported that the Eugenia trees along the Access Road have been trimmed to about 5 feet 6 inches to encourage branching.

 

5.2       Propagation of Japanese Roses

 

Slides were shown on flowering beds of Japanese roses.   HI reported that he has instructed Agro Freshland (AF) to continue fertilizing those beds of roses.

 

5.3       Stray Cats

 

CS enquired about the traps to capture stray cats.  ST will be informed to contact CS about renting those traps.

 

5.4              Protection to Palm Trees

 

The Meeting was informed that the traps set by AF to catch Rhinoceros Beetles were successful in arresting the problem.  Pheromone is put inside the pails and these attract the beetles.  Presently there are 15 pails hung on the palm trees around Glenmarie Court.    

 

5.5              Trimming of Yellow Flame

 

HI reported that AF has quoted RM 38,000 to trim all the Yellow Flame trees.  These trees need to be trimmed as some of them are blocking the streetlights.  GT suggested that we approach MBSA to trim them.

 

5.6              AF will be instructed to put weed killers to get rid of weeds growing between the pavements.

 

5.7       HI complained that the drain beside his house are clogged with fallen leaves.  ST will instruct AF to clear.

 

 

6.0       BUILDING AND INFRASTRUCTURE

 

6.1              Objection to Junction Constructed by Horsedale

 

HS informed the Meeting that two letters have been sent to the Datuk Bandar in reply to his letter of 27th September.  One was to thank him and the other to draw his attention to the fact that the junction has not been widened as per MBSA’s letter.  This junction will be closed in 6 months, i.e. mid February, 2006.  In the meantime, Horsedale has started construction of the alternative access road beside the Caltax station.

 

6.2       New Extension to Guardhouse

 

HS informed that three quotes have been received for the new extension.  The lowest quote was given by Procont Enterprise – RM37,880, and the extension will take 8 weeks.  However, GCHA do not have the funds to undertake the extension.  CS suggested that we try and approach WCT Construction and Datuk Ashok if they would help build the extension for us.   Failing which we will have to approach residents for the extra funds.

 

HS informed that MBSA has allowed construction of Guardhouses and has deemed them as legal entity.  We will be submitting our extension plans for approval through a registered planner.

 

DT suggested that all CMS systems be housed in the new extension as these are delicate equipment and need proper handling.  The Meeting agreed to the suggestion.

 

 

7.0              CORPORATE AFFAIRS & ADMINISTRATION

 

7.1       Issuance of Land Titles

 

HS reported that he has received a reply from Horsedale stating that we should get the Land Titles by end of the year.

 

 

8.0              SOCIAL & MEMBERSHIP DRIVE

 

8.1              GT reported that we have 142 Members and 5 Associate Members.

 

8.2       Year End Dinner

 

MY requested that the Annual General Meeting be held on 5h March, 2006.  GT will also plan for the Annual Dinner to be held on the same day.

 

 

There being no other matters, the Meeting ended at 10.30 p.m.  The Next Committee Meeting will be held on Monday, 9th January, 2006 at 8.00 p.m.

 

 

 

Minutes recorded by

Marilyn Yee