GCHA              GLENMARIE COURT HOMEOWNERS’ ASSOCIATION

 

MINUTES OF MEETING ON TAKING OVER THE MANAGEMENT OF GLENMARIE COURT ON 2 AUGUST 2004 AT 8.00PM AT THE BOARDROOM, GLENMARIE GOLF & COUNTRY CLUB

 

Present:

 

Ir HS Liao  [HS] David Ting  [DT] Hj Harun Ismail [HI]
Dr Chandran [DC] May Lim [ML] Marilyn Chan [MY]
Azlan Ismail [AI] Capt Khoo [CK] Annie Low [AL]

 

Absent:

 

KE Lim                       [KE]

 Dr James Swee            [JS]

Dorina Heng                [DH]

Gillian Lim                 [GL]

Joseph Chong               [JC]

CS Wong                     [CS]

 

 

 

 

1.                  The President started with a note of thanks to all present.

 

2.                  Prior to discussion on the taking over of management from Horsedale, AL briefed on the forthcoming street party event with the theme “Knowing Me, Knowing You” to be held on the 4th September 2004.

 

3.                  ML further briefed on the reasons why RM30 per adult and RM15 per child below 12 years old are to be charged for the street party event instead of RM100 per family as suggested. The main reason is to avoid complaints on insufficient food and to be fair to all contributors. All present agreed.

 

4.                  Dr Chandran briefed all present on the taking over of management from Horsedale. The President supported the move to take over the management and expressed confidence that it could be done.

 

5.                  On this note, ML voiced her concern as the date set on taking over in August 2004 is too soon with many issues relating to the taking over needing to be deliberated in detail. Dr Chandran then said that is just a date set to get everyone seriously thinking on the matter.

 

6.                  The other issues / concerns raised by ML were:-

 

                                 i.            An agreement in writing should be obtained from Horsedale stating that they will be responsible for collection on GCHA’s behalf of earlier defaulters for maintenance fees from April 2002 to September 2004 and the 10% penalty interest for late payment before issuance of land titles. All agreed to be taken up before taking over. 

GCHA will obtain from Horsedale their agreement in writing to consult GCHA before releasing the Title.  This will allow GCHA to collect any arrears from house owners.

 

                               ii.            A legal opinion in writing to be obtained from a solicitor as regard to the enforcement rights of GCHA based on our Constitution and the Deed of Mutual Covenants which will be looked into.

 

                              iii.            Horsedale to also agree in writing that they will allow GCHA to enforce the deposit of RM10,000 from each Landowners which will be kept by Horsedale. In the event of any breaches to the GCHA House Rules, GCHA will impose fines which Horsedale will then deduct from the deposit. Also agreed as Points of Agreement when in discussion with Horsedale.

 

                             iv.            Guardhouse as collection centre for payment of maintenance fees as suggested earlier is too risky as too many workers / contractors hanging around the guardhouse. Security company will not guarantee coverage in case of lost / stolen cheques.

 

Suggestion is to build a metal post box alongside the electronic access board where residents can drop off the cheques themselves. The post box can also be used as a correspondence box for GCHA.

 

                               v.            It is important to draw up a set of guidelines and procedures for billing and accounting system so that collection accounts can be managed efficiently and smoothly. Agreed that Treasurer will appoint someone to look into accounts and Nikki will look into administration and each party to be paid RM500 per month.

 

                             vi.            One of the conditions of taking over is for Horsedale to provide an office space. To this, HS informed that Horsedale has agreed to allocate a piece of land of about 5000 sq ft next to Lot 19 to build GCHA’s management office.

 

                            vii.            ML suggested that we could try to request Horsedale to fund the building. Meanwhile, HS’s residence will be used as the administrative centre / office.

 

                          viii.            A new security company, Group 4 Falck Security Sdn Bhd, has just been employed to handle the security of Glenmarie Court. In the event Group 4 does not perform to expectation and we need to re-tender for a new security company, this would involve higher cost and result in a constraint on our tight budget. If we takeover, what will be the consequence? To this, Dr Chandran answered that we should not link the security company issue with management takeover.

 

                             ix.            Constitution allows for imposition of RM100 annual fees on members of GCHA besides registration fee of RM50. It would be appropriate to inform and impose before taking over. All present were of the opinion that it is not advisable to impose at the moment but to allow for it in the near future.

 

7.                  A vote was taken to determine decision on the taking over of management from Horsedale once all above issues are resolved. Six to one were in favour.

 

8.                  Both Dr James Swee and Mr KE Lim are also in favour of the taking over of management from Glenmarie Court by emails. (Emails attached herewith for reference.)

 

There being no other matters discussed, meeting was then adjourned.