GLENMARIE COURT HOMEOWNERS ASSOCIATION

 

Minutes of 1st Executive Committee Meeting of GCHA at

St Andrews Room, Pan Pacific Hotel on 8th April 2004 at 8.30pm

 

Present:
HS Liao                HS              Dr James Swee            JS                   KE Lim             KE     

May Lim              ML               Dr Chandran                DC                   Dorina Heng     DH

Hj Harun Ismail   HI                 Marilyn Yee                 MY                  Gillian Lim       GL

David Ting           DT             Azlan Ismail        AI                    Nikki Tsai        NT

Capt Khoo            CK

 

By Invitation:                            Nasaruddin         

Absent with Apology:               Joseph Chong

 

No                               Details                                                                                    Action by

 

1.         The President started the meeting with a note of thanks to

all present.

 

2.         Adoption of Audited Statement of Accounts

             

As discussed during the 2nd AGM, KE will review the

statement of accounts with the two appointed

auditors, CF Ho and Daud Ibrahim during the AGM                             KE

 by the 28th April.                    

 

The audited statement of accounts will then be circulated to

the members on the GCHA website for adoption.

 

3.                  Executive Committee Members 2004-2006

 

After deliberation, the following is the list of  GCHA Exco

members and portfolios:

President                                              HS Liao

Vice President                                      Dr James Swee

Secretary                                              Dorina Heng*

Treasurer                                              May Lim                                 

Safety & Security                                 David Ting

Landscape & Maintenance                   Hj Harun Ismail

Building & Infrastructure                       KE Lim

Corporate Affairs                                 Dr Chandran

Membership                                         Gillian Lim

Ordinary                                               Marilyn Yee,    CS Wong

Social                                                   Vacant

Advisor                                                Joseph Chong

                                                                        Captain Khoo

            * By invitation

 

 No                              Details                                                                                    Action by 

 

4          Budgeted Income & Expenditure for the year 2004-2006

 

The above was presented as per attached appendix 1                          All subcommittee chairmen

 

Each subcommittee chairman was requested to study the above

and provide feedback on the amount of funds required. The

funds will be apportioned according to the degree of priority.    

 

5.         Safety & Security                                                                                         

 

            Suggestions and mandate raised during AGM as per appendix 2

DT said that he will provide a report on the current status,                                 DT         

improvements, etc after his meeting with Capvest and DC.

He will also review the suggestions and mandates raised .

 

Contract Termination

HS informed the committee that Capvest had indicated their                  DT

intention not to continue with their contract though a fixed date

of termination was not mentioned. DT to find out more .

 

6.         Landscape & Maintenance

 

Suggestions and mandate raised during AGM as per appendix 3

HI and AI to review the suggestions and mandates raised.                                 HI & AI

HI informed AI to take immediate action where

appropriate to rectify the problems raised.

 

Schedule of scope of works by Agrofresh                                                    AI

AI to publish the routines, schedules and work patterns of AF on the

GCHA Website for the residents information.   

 

Blower

ML commented that she had a feedback from a resident on the wrong

usage of the blower.                                                                                          AI

 

Fogging by MPSA

HI proposed that AI inform the residents at least 2 days in advance so   AI

that the residents can leave their gates open if they wish to have their

compounds fogged.

 

Fogging was required on a twice monthly basis. AI to arrange.               AI

 

 

 

 

Mosquito Breeding Problem

AI informed that MPSA had visited the constructed sites in GC about a                         AI

week ago. General notices to rid the sites of mosquito  breeding areas

were issued on the spot. MPSA will revisit the sites for compliance after

the 14 day period. AI to report on the outcome.                                                           

 

Clearing of domestic Garden waste                                                                          info

After much deliberation, it was agreed that the waste be will cleared by

AF on a daily basis as per current status.

 

Recycling

HS & HI to look into this.                                                                                             HS/HI

 

 

7.         Building & Infrastructure

 

Suggestions raised during AGM as per appendix 4

KE/AI to look into the suggestions and mandates raised.                                               KE/AI

 

Penalty Fees

HS to discuss the penalty fees on the lots under construction with HDB              HS

 

Drain Repair

HS reported that AI will be paid to undertake repair of drains on Sundays

starting with Mark Yee’s house.                                                                                    AI

 

 

8.         Corporate Affairs

 

Suggestion raised during AGM as per appendix 5

DC to look into the suggestions raised .                                                             DC

 

9.                  Management takeover of HDB

 

HS Liao will undertake a study of the above.                                                                 HS

CK commented on the amount of interest obtained on the maintenance

fees by HDB.

 

                                                                                               

There being no other matters, the meeting ended with a note of thanks to all present.   

                       

 

 

 

 

 

 

 

 

APPENDIX 1

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

APPENDIX 2

 

n      It is not a solution to increase guards every time when there is a break-in.

n      Quality of the guards is more important.

n      Security guards must be alert and enforce rulings.

n      Motorists enter into GC without being stopped.

n      Under guidelines, contractors are not allowed to enter GC before 8am except Agro Freshland Sdn Bhd workers.

n      Unless under special application, all workers must leave GC before 5pm.

n      Photos and IC nos of security guards to be displayed at the guard house for easy recognition.

n      Leave owners’ phone numbers with security guards so that when their friends / relatives visit GC, the guards can contact them.

n      Status of guard dogs’ patrol at U1/10.

n      The in-coming Executive Committee to work out budget for the next 2 years.

n      The unfinished lots are causing security problems in GC.

n      Capvest to propose suggestions to improve the current security problems.

n      Glenmarie Court residents give GCHA Executive Committee a mandate to study to improve the Security System for Glenmarie Court to be undertaken by a Security Consultant.

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

APPENDIX 3

 

n      NKVE tunnel area can be kept in a better manner.

n      Road shoulder for bungalows at the left hand side of U1/6 – lack of landscaping.

n      Discussions ongoing to improve landscaping.

n      Palm tree attacked by Rhinocerous Beetles ; Furadan had been applied.

n      Samples have been taken by UPM to confirm the cause of decay of the palm trees.

n      Backyard of 20 U1/6E is not cleaned properly. It should be cleaned twice a week.

n      To clear overgrown weeds at U1/6B.

n      A permanent solution to the mosquito problem.

n      Clearing domestic garden waste.

n      Recycling.

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

APPENDIX 4

 

n      RM300 per month is too low for bungalow owners to clear the site.

n      RM300 should only imposed when the roads and pavements are not kept clean by the contractors.

n      Contractors should make good the areas damaged during construction.

n      25mm steel plate to cover drains to prevent damage during construction.

n      Imposing the penalty fee may not be contractually binding as direct agreement between owners and GCHA does not exist.

n      It is not fair to decide on the imposition of penalty fees while the owners for lots under construction are not present.

n      Construction of Property Manager’s office.

n      Lighting to children’s playground area.

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

APPENDIX 5

 

n      The inclusion of the list of defaulters may not reflect well on GC as this is a private matter.

n      The web site address should be:

            www.glenmariecourt.com.my or www.gcha.com.my

n      Some of the invoices or appeal letters may be sent to the wrong addresses.

n      It is the responsibility of house owners to pay monthly maintenance fees.

n      Land titles issues should be resolved before taking over administration of GC.

n      Are we financial viable to takeover the administration?

n      An office would be required for the takeover.

n      All bungalow lots should be constructed within 2 years from the date of purchase.

n      To change GCHA Constitution to allow non-Malaysians who are beneficial owner(s) / registered proprietor(s) to vote or stand for election to hold office.

n      Glenmarie Court residents give a mandate to the incoming Executive Committee to study, and if deemed fit, to take over the administration of Glenmarie Court from Horsedale Development Berhad.