GLENMARIE COURT HOMEOWNERS’ ASSOCIATION

MINUTES OF 2nd EXECUTIVE COMMITTEE MEETING OF GCHA HELD AT EXECUTIVE CLUB FLOOR, HOLIDAY INN HOTEL ON THE 6^th JUNE 2006 AT 8.30PM

PRESENT:                               Ir. H. S. Liao                            (HS)

                                                Dr. James Swee                       (JS)

                                                Gillian Lim                                (GL)

                                                David Ting                                (DT)

                                                Tuan Hj. Harun Ismail               (HI)

                                                CT Pui                                     (CT)

                                                Merrin Soon                             (MS)

                                                Tan Quan Bee                          (QB)

                                                Mejar Sng Kim Huat                (SKH)

ABSENT: (WITH APOLOGY)

                                                May Lim                                  (ML)

1.0 CONFIRMATION OF MINUTES OF THE 1^ST GCHA EXCO COMMITTEE MEETING

1.1 The Minutes of the 1^st GCHA Exco Meeting held on 10^th April 2006 were distributed to all Exco members as confirmed and correct.

2.0 MATTERS ARISING

2.1 HS briefed the members that Cindy Leow and Frank Fan resigned from the position as Secretary and Chairman - Building and Infrastructure (B & I), respectively, for the term 2006 to 2008.

2.2 All agreed that a part time Secretary will be appointed at a nominated sum of RM500.00 per month.  MS proposed Exco members to approach Nikki Tsai for this post.  She has been helping HSL and the GCHA Exco for the past 4 years.

2.3 As for the post of Chairman –B & I, all agreed that the new Property Manager will fill up this position.

2.4 DT briefed the Exco members that both Merrin and himself interviewed 2 candidates, Encik Zul and Mr Mohan Nathan for the post of Property Manager.  The Exco deliberated on recommendation at length and agreed to this appointment.  HSL will issue an appointment letter to Mr Mohan Nathan.  DT informed the members that Mr Mohan Nathan will be reporting for duty on 23 June 2006 as the new Property Manager.

2.5 HSL further briefed the Exco the roles and responsibility of the Property Manager.  They are as follows:

2.5.1 Daily operations for :

2.5.1.1 Security and safety with VISI LA

2.5.1.2 Landscaping and Landscape Maintenance with Agro Freshland Sdn Bhd

2.5.1.3 General cleanliness of Glenmarie Court

2.5.2 Handling complaints from residents of Glenmarie Court on common areas only.

2.5.3 Liaise with local authorities for maintenance services ie lighting, maintenance of roads, sewers, water supply, electricity etc.

2.5.4 Monitoring of all construction sites to ensure no construction debris in the common areas.

2.5.5 On going campaign of ‘Fight Aedes”.

2.5.6 Working together with the Security: -

2.5.6.1 on prevention of stray dogs/cats into Glenmarie Courts

2.5.6.2 on ensuring dogs are on leash and owner’s walking the dogs should have plastic bags

3.0 ACCOUNTS

3.1 Ms Gillian Lim briefed the Meeting that the Annual Dinner & Dance with the theme, ‘Masquerade Night’ held on 9^th April 2006 was successfully organized.  It was attended by more than a hundred residents and their friends.  Each and everyone of them had a wonderful and joyful time with lots of lucky draws prizes which included a 29” Color TV.  Ms Gillian Lim would like to take this opportunity to thank the organizing committees for all their dedicated and hard work in organizing the events.

3.2 Ms Gillian also mentioned that there was a profit of RM1,511.00 made from the event.

3.3 HS informed the committee of the need to purchase an additional one unit of laptop for the new Property Manager.  All agreed pending on availability of funds.

3.4 Status on collection of April to September 2006 monthly maintenance fees

% household who made the payment -Semi Detached               62%

                                                            Bungalows (< 1 acre)               63%

                                                            Bungalows (> 1 acre)               82%

3.5 Status on collection of the October 2005 to March 2006 monthly maintenance fees

% household who made the payment -Semi Detached               95%

                                                            Bungalows (< 1 acre)               86%

                                                            Bungalows (> 1 acre)               95%

The following are the defaulters who did not pay the maintenance fees for the period October 2005 to March 2006.

Semi Detached :                                   Chan Kean Hin

                                                            Abdul Rashid b Abdul Rahim

W Shalihudin b W Ibrahim

                                                            MCGP Resources Sdn Bhd

                                                            Sheika Adelinna bte Mashoor Mattar

Bungalows (< 1 acre) :                          Tan Yeok Chih

                                                            Lim Lye Huat

                                                            Azman bin Ahmad

                                                            Tn Hj Abbas Mehad

                                                            Chee Kwok Fai / Lim Seok Kooi

                                                            Yang Chaw Nam

                                                            Ch’ng Chong Teck

                                                            Ng Kwee Fong

                                                            Goh Beow Hock

                                                            Ho Liong Soo

Bungalows ( > 1 acre) :                         Lee Chee Meng

4.0 SECURITY & SAFETY

4.1 DT informed the committee that the performance of VISI LA on the security and safety was satisfactory and their contract will be extended.  An agreement will be signed with VISI LA on a year to year basis.

4.2 The committee has agreed to allow Owners to employ their own security guards during the construction period at their sites.  However, the owner is responsible for the conduct and behavior of the security guard.  The security guard is :

4.2.1 Not permitted to do any cooking at the construction site.

4.2.2 Not permiited to roam around the Glenmarie Courts.

4.3 Group 4 Falck has requested for payment of RM102.553.20.  HS informed the committee that there was a pending issue of a potential claim by a resident from GCHA of RM60,000.00 due to recent breach of security on the 16th March 2006 when Group 4 perimeter beam detector system was still operational.

4.4 SPECIAL REPORT FOR SECURITY AND SAFETY COMMITTEE

4.4.1 A report was made by Mej Sng on the proposal to upgrade security measures in Glenmarie Court by the Special Security and Safety committee.

4.5 It is proposed that the whole area of Glenmarie Court be divided into 7 zones.

Zone 1             Zone 1 which is on the left side of guard-house is facing the old orchid farm.

                        Zone 2 & 3      Zone 2 – facing the Subang Interchange.

                        Zone 3 - facing the left side of the sanitation pond.

Zone 4 & 5      Zone 4 - facing the Highway (towards Saujana).

                        Zone 5 - facing the left side of tunnel.

Zone 6 & 7      Zone 6 - facing Golf course.

Zone 7 - facing the right side of the main guard-house.

4.6 Zone 5, 6 & 7 will be using the electronic photo beams to secure against intrusion.

4.7 A foot path to be constructed outside the perimeter for Zone 1, 2 & 4 for guard dogs and guards for patrolling.

4.8 Zone 3 will have patrolling inside Glenmarie Court.  Flood lights will also be utilized for these areas of Zone 1, 2, 3 & 4.

4.9 To set up the CMS at the guard house.  This project will be funded by individual residents.  The cost for the implementation of the above is as follows:

4.9.1 Photo beam for Zone 5, 6 & 7

Equipment & cable + Installation

Estimated Cost :                                               RM100,000.00

4.9.2 Foot path covering Zone 1,2 & 4

Flood Lights for Zone 1, 2, 3 & 4

Estimated Cost :                                               RM50,000.00

4.9.3 CMS at guard house

Resident will have to made one-time payment of RM200.00, if resident wants their alarm to be link to guard house for immediate guard response.  This project will not be initiated if the response from residents is less than 150 per household.

Estimated Cost :                                               RM30,000.00

4.10  The following comments were made by the committee members :

4.10.1 Zone 5 has quite heavy vegetation, and thus may not work well with photo beam.  It was agreed that Zone 5 will be secured by external guard patrolling instead, and this area to be flood lighted as well.  Therefore, only Zone 6 & 7 will be secured by photo beams.

4.10.2 Situation should not be made less secure than current situation.  And as such, the static guard and dog currently at the corner of Zone 5 & 6 will remain even with the upgrading of electronic sensors.

4.10.3 There was a question of effectiveness of photo beam versus guard and dogs.  It was concluded that under such situation of the bungalow area in Zone 6 and 7, it would be more practical to use photo beam due to guards not being able to move freely into the compound.  In long term, it would cost less to install photo beam.  The cost of the system is equivalent to 6 months’ manpower cost.

4.10.4 In order to get an actual cost involved, committees have to make a decision to call for tender/quotation.

4.10.5 It is also proposed that the CMS system to be incorporated with the total security improvement at the same time.

4.10.6 Total increased required will be work out again after a confirmed quotation is obtained.

4.11 Funding for the improvement to security estimated to be in the order of RM150,000.00 was discussed.  It was generally agreed that the contract can be let out based on a lump sum contract (with interest and profit) payable over a period of 3 years by monthly installments by GCHA.  In that case, members/residents of Glenmarie Court would be requested to contribute to this by increasing the monthly maintenance fees by a small amount for a 3 years period to fund the security system.  More details will be available once the tender for the security system has been called and closed.

5.0 LANDSCAPING & LANDSCAPE MAINTENANCE

5.1 Tn Hj Harun informed the committee that the whole area at the front of guardhouse will be re-landscape but pending the removal of the 10 palm trees as required by TNB.  After deliberating it with the EXCO members, it was decided that the committee will adopt a ‘wait and see’ attitude for the time being until being requested again by TNB.

5.2 Some of Glenmarie’s common areas have been neglected and it was decided that these area will be cleaned up and brought back to its original concept of a nice environment and uniform landscape.

5.3 In future, residents will not be allowed to plant anymore fruit trees (papaya, rambutan, mango, banana, lime tree, pineapple etc), vegetable, serai, tapioca and dumping of broken flower pots or rubbish into the common areas.

5.4 On the current situation, areas which have been planted haphazardly with fruit trees, vegetable and etc, they will be requested to remove and replant into their own compound.  These areas will be re-turf/landscape with plants on plot-by-plot basis by Agro Freshland Sdn Bhd.  Quan Bee has been requested to assist in drafting letters to residents.

5.5 Landscaper (Agro Freshland Sdn Bhd) will begin to landscape 6 plots which have been discussed and agreed upon.

5.6 HS has finalized preparing the financial status report on DAMA concert to be submitted to Dato Albert Ong.  A copy of the report will be distributed to Exco members.

6.0 BUILDING & INFRASTRUCTURE

6.1 HS reported on the status of fund raising for extension to guardhouse.  To-date, 91 residential household have paid up.  This is equated to 91 x RM220.00 per household = RM20,020.00 which represents (91/180) 50%.

6.2 HSL further mentioned that Ms Chuah Hoon Hoon of ICEP Planners Sdn Bhd has been requested to make an application to the local authority for planning approval on the extension of guardhouse.  Ms Chuah then briefed the Exco on the guidelines and timeline necessary for the application and approval.  Exco requested Ms Chuah to proceed with the application immediately.

6.3 The signage at the children playground has been removed.

6.4 HS has written a letter to Dato Bandar of Shah Alam dated 15^th June 2006 to instruct Horsedale Development Bhd to close the junction.

7.0 CORPORATE AFFAIRS

7.1 Land Titles

HS requested Quan Bee to have a discussion with Horsedale Development Bhd on this matter.

7.2 Golf Tournament

Updates on golf competitions/events will be posting on the website soon.

8.0 SOCIAL

8.1 At this current moment, there is no plan.

8.2 In November/December 2006, the committee is looking into organizing a ‘Family Walkathon’ between 3 to 7 kilometers around the Glenmarie area.

8.3 Merrin Soon will follow up with DRB-Hicom Bhd and Horsedale Development Bhd regarding signboard design for Glenmarie Court.

There being no other matters, the Meeting ended at 11.00 p.m.

Minutes recorded by Exco members

and edited by Ir HS Liao