GLENMARIE COURT HOMEOWNERS’ ASSOCIATION

MINUTES OF 2^ND EXECUTIVE COMMITTEE MEETING OF GCHA AT BOARDROOM, GLENMARIE GOLF & COUNTRY CLUB ON THE 16^TH MAY 2004 AT 6PM

Present:

HS Liao HS	Dr James Swee JS	David Ting DT
Dorina Heng DH	Gillian Lim GL	Marilyn Yee MY
Capt Khoo CK	Nikki Tsai NT	Annie Low AL
Azlan Ismail AI

Absent:

KE Lim KE	Dr Chandran DC	May Lim ML
Hj Harun Ismail HI	Joseph Chong JC

By Invitation:

Capt Hanafiah, Khalid	Capvest Security Sdn Bhd
Shan, Siva	Agro Freshland Sdn Bhd

The following minutes were recorded:

No	Details
1.0	Welcome to Annie Low as the new Social Chairman of GCHA
2.0	Audited Accounts KE reported that Appointed auditors, CF Ho & Daud Ibrahim have reviewed the of accounts GCHA auditors are preparing the reports to be ready end May.
3.0 3.1 3.2 3.3 4.0 4.1 4.2 4.3 4.4 5.0 5.1 5.2 6.0 6.1 6.2 6.3 6.4 7.0	Security & Safety Expiry of Contract Present Security contract with Capvest expires end May Security services will be provided by Capvest on a month to month basis for a maximum of 3 months, ie up to August 2004 Proposals for security services submitted by : § Stangart jv with Capvest * Static defense proposal inclusive of - double layer of barbed wire at link fencing - photo electronic sensor for GC including bungalows facing golf course - alarm system * Patrol by 4 day guards and 7 night guards Group 4 Flack * Static defense proposal inclusive of - proposed CCTV System of 15 cameras at various strategic points - linked to central monitor system at guard house using optic fiber cables * Patrolling – No proposal yet. Both proposals to be resubmitted by 20^th May 2004 with Stangart to submit a more professional patrol security system and Group 4 Flack to propose photo electric detectors using light beams. Report on security & Safety visit by David Ting on 14^th May 2004: U Turns by cars in front of guard house crossing double line * temporarily solved by placing cones on double line divider * guards instructed to record number of cars making U turns daily Cleanliness of guard house * guards need to keep the area clean to project a good image On entry * Residents do not use cards, relying on guards to open barrier, car stickers identifying residents may need to be re-implemented * People who work in GC –security guards, maids, office workers, postmen, school buses, construction workers need to be issued identification passes * Long queue at the visitors lane daily § On exit * Some workers do not return passes especially at lunch times * Car boots are not checked * Barrier sometimes left open * Workers not all out by 5 pm Residents entry lane frequently malfunctions – AI to arrange a meeting with the contractor DT & AI to conduct another security & safety inspection Landscape & General Maintenance Site inspection held on11th May at guard house & access road area: To replace plants that are dying Eugenia 25 nos at access road Red lilies at guard house area Perimeter Fencing – to transfer Pisonia alba to Horseshoe & Playground and to replant with Alcalypha Security Fencing - area around HI ‘s house cleaned as a bufferzone for security reason Contract culverts at fence area cost RM1200 lump sum Complaints on Agro Freshland Supervisor on sick leave for the last 2-3 weeks Replacement supervisor not up to mark Number of workers are 3 instead of 5 Still pending from Agro Freshland Palm trees death report still pending,AF reported no further palm tree death Fertiliser usage report still pending Tender of Landscaping services AI to compile an updated scope of services for Landscape & Maintenance by 18^th May 2004 To conduct a fresh tender exercise Building & Infrastructure Upgrading of Persiaran Kerjaya To date, 10 letters to JKR, 2 letters to MB, 2 letters to t MB Presentation to JKR Malaysia on 10^th May 2004 JKR Malaysia promised to upgrade road within 1 month and to close illegal entry Outstanding matters: Repair of kerbs ongoing Mosquito breeding – MBSA informed by letter on 13^th May 2004 Recycling – no progress to date Corporate Affairs Collection data (as per attached). DC & AI to visit the 14 owners who still have not paid maintenance fees For period of April 03 – March 04, 93% of fees have been paid DT suggested presentation of data in chart form showing progress in fees payment on a year to year comparison Takeover of management from Horsedale (HDB) Nikki has agreed to takeover administration services from HDB (which charges RM 2500 pm) for RM 500 thus saving GCHA RM 2000 per month Propose Houseowners’ RM10000 deposit with Horsedale to be transferred to GCHA GCHA to utilize the deposit when enforcing contractors’ rules & regulations Administration Petition for issuance of land titles: “ Upon execution of this Agreement, the Vendor shall, at its own cost and expense and as expeditiously as possible, obtain the issue document of title of the said Lot.” (abstract from S&P Agreement Clause 10(1) ) Reply from HDB during the meeting of 20^th April 2004: * The Master Layout Plan is now approved by Perancang Shah Alam. * HDB will commission a Licensed surveyor to submit the Master Layout Plan to the Pejabat Tanah dan Galian, Shah Alam for subdivision and issuance of titles. * May take between 6 months to 1 year Committee including Quan Bee to follow up with HDB GCHA website Website is now updated to include Committee Members email addresses Advertisement Space for rental for GC residents on the website To include number of hits on the website Social & Membership Events to be organized for 2004 : * Mid Year open street party * Year End annual dinner & dance GCHA Monthly Golf Tournament May 2004 to be organized There being no other matters, the meeting ended with a note of thanks to all present. The next meeting will be on Sunday, 4^th July 2004 at 8.30 pm at the Boardroom, Glenmarie Golf & Country Club.