GLENMARIE COURT HOMEOWNERS’ ASSOCIATION

MINUTES OF 5^th EXECUTIVE COMMITTEE MEETING OF GCHA AT THE BOARD ROOM, GLENMARIE GOLF AND COUNTRY CLUB ON THE 8^TH NOVEMBER, 2004 AT 8.30 P.M

PRESENT: Ir. HS Liao (HS)

Dr. James Swee (JS)

David Ting (DT)

Dr. Chandran (DC)

Hj Harun Ismail (HI)

Gillian Tan (GT)

Marilyn Yee (MY)

ABSENT: C.S. Wong (CS)

Annie Low (AL)

BY INVITATION: Emund Jr Gwenkens Security Services Sdn. Bhd.

Mejar Sng Stangart Sdn. Bhd.

Shan Agro Freshland Sdn. Bhd.

The following minutes were recorded:

1.0 CONFIRMATION OF MINUTES OF THE 4^th GCHA EXCO

COMMITTEE MEETING

1.1 The Minutes of the 4^th GCHA Exco Committee Meeting was duly confirmed and adopted by Dr. Chandran (proposer) and David Ting (seconder).

2.0 MATTERS ARISING

2.1 ACCOUNTS

2.2 The Statement of Accounts of GCHA for the year 2003 is ready for submission after Dorina Heng signs it. GT will send to Dorina on Wednesday, 10^th November for her signature and onward filing with the Registrar of Society (ROS). MY requested for a copy of the ROS Rule Book which Azlan will try to get a copy.

2.3 The overall collection of the monthly maintenance fee for the period ended 30^th September, 2004 was very encouraging. It was reported that 95% of the residents paid their fees with the exception of 2 Semi-Detached houses (SD 75 and SD 81) and 8 Vacant Lots. HS commented that it is a pity that the owners of those Vacant Lots do not wish to pay. The owners of the empty lots should realize that GCHA (through the Landscape contractor) is keeping their lots neat and tidy by monthly maintenance. On top of that, their land has appreciated in value from the security and landscaping provided in Glenmarie Court. The Property Manager was requested to continue writing appeal letters to them.

3.0 SECURITY AND SAFETY

3.1 Group 4 Falck

DT concurred with HS his disappointment on the unsatisfactory performance of Group 4 Falck. HS informed the Exco that the Performance Evaluation has been issued to Group 4 on 26^th October, 2004. The GCHA Security and Safety Committee has recommended issuance of a Notice of Termination to Group 4 Falck. HS also reported that Group 4 Falck has since replied to the Performance Evaluation on 25^th October and 29^th October. The above were circulated to all present. HS then inquired whether we should issue Group 4 Falck with a Notice of Termination and request for opinions.

DT informed the Exco that recently Group 4 Falck has stationed Senior Managers on a daily basis to oversee the operations. This has seen some improvement in the day to day operations. It was also noted that all contractors’ permanent passes have been issued. DT felt that the management is showing signs of commitment to meet our expectations. To this he recommended that Group 4 Falck be given another chance.

The Exco deliberated on DT’s opinions and agreed that Group 4 could be given another chance if they can fulfill the following conditions:-

a. To provide a 4^th dog and dog handler immediately until static defense system (using perimeter beam detector) is in place.

b. Senior Manager to continue to be stationed everyday at the Guard House until such time GCHA Exco is satisfied with their Security Services.

c. Group 4 Falck to submit Operation Procedures specific for Glenmarie Court. A penalty will be imposed for failure to the implementation of the procedures.

d Group 4 to start installation of perimeter static defense system immediately.

e Group 4 will be given a probation period of three months and thereafter there will be another Performance Evaluation. Failure to perform would mean they will be terminated at no cost to the installation of the perimeter static defense system.

The Committee unanimously agreed to the above suggestions.

It was also noted that their Public Products Liability Policy of RM 4.725 million has expired on 2^nd October, 2004. Azlan to request for a copy of current policy.

3.2 Gwenkens Security & Stangart

As a back-up plan and in the event Group 4 Falck is terminated, Gwenkens has been approached to give their quotation. Their new proposal of monthly charges are as follows:-

Year Gwenkens Stangart Total Payment Total Per

(monthly fee for the (monthly instalment Per Month Year

provision of security for the perimeter

services) beam detectors)

1^st & 2^nd RM23,800 RM 3,150 RM26,950 RM 323,400

3^rd & 4^th RM24,975 RM 3,150 RM28,125 RM 337,500

5^th & 6^th RM26,208 RM 3,150 RM29,358 RM 352,296

___________

RM1,013,196

_____________        

Security Services

Day Patrol

1 Security Officer + 3 Static Guards (1 on motorbike patrol)

Night Patrol

1 Security Officer + 2 Gurkha dog handlers + 2 guard dogs + 3 Static Guards (1 on motorbike patrol)

Standard equipments will be provided. Full time coverage by their security vehicle (Kancil/Nissan Van) with security markings and strobe light. Motorbike included.

The perimeter beam detectors are supplied and installed by Stangart for Static defence.

The insurance coverage for liabilities for breach of security will be under Gwenkens’ standard global group policies of P.I. of 100K and Public Liability of 1 million in aggregate.

Gwenkens and Stangart accepted the following conditions, if they are appointed:-

a. Erect Static Defense using perimeter beam detectors immediately if Gwenkens is awarded the contract.

b. Gwenkens to write down procedures specific to Glenmarie Court. Penalty to be imposed by GCHA for failure to meet performance according to their procedures.

c. In the event that Gwenkens is terminated within 3 months, GCHA has to compensate Stangart 70% of the cost of the static defense.

d. Mejar Sng, owner of Stangart and resident of Glenmarie Court, will act as coordinator between Gwenkens and GCHA, if requested by GCHA Exco.

3.3 Safety

3.31 Azlan informed that new road signs have been put up to warn motorists of children playing at the children’s playground, and new concrete humps have also been erected near the playground. HS commented that the new road signs are not prominent enough and not up to acceptable standards. Azlan will look into this.

3.32 There was an unfortunate incident where a stray dog attacked a child who tried to pat it. The dog has since been caught by MBSA but it was noted that there are two more stray dogs in the area. A flyer will be put in the web to ask parents to warn their children against patting stray dogs.

4.0 LANDSCAPE AND GENERAL MAINTENANCE

4.1 HI informed the Meeting that there was a demonstration of the power Hako Citymaster 90 by Agro-Freshland Sdn. Bhd. (AF) (our landscape and general maintenance contractor) on 16^th September 2004, to the members of the GCHA Landscape Committee. The Committee found that the power Hako sweeper is not practical for Glenmarie Court, as it does not pick up small leaves and flowers, and unable to sweep the roadside curbs properly.

On 19^th October 2004, GCHA Landscape Committee witnessed another demonstration arranged by AF for a manually operated Hako Profi Flipper Sweeper which has proven to be more efficient. The sweeper can pick up small flowers, leaves and even sand. The manual sweeper costs only RM 2,350 each against RM 99,000 for the power sweeper.

The Committee agreed to the recommendation by AF to use Manual Hakko Profi Flipper Sweepers for Glenmarie Court. AF will purchase the sweepers and further elaborated that with the sweepers, the ring road including the main entrance road will be swept everyday. The inner roads will be swept every third day. AF has also agreed to sweep the road between the Guardhouse and the bend before the turn to the golf club. The monthly contract sum payable is tabulated as follows:-

Year	Contract amount per mth (RM)	*Hako Sweeper (3 units) Payt/wear & tear cost per mth (RM)	Total contract amount per month (RM)	Increment % Amt		Revised Amount per month (RM)	Total Amount per year (RM)
1^st	9,500.00	450.00	9,950.00	5	475.00	10,425.00	125,100.00
2^nd	9,500.00	450.00	9,950.00	5	475.00	10,425.00	125,100.00
3^rd	9,500.00	300.00	9,800.00	10	950.00	10,750.00	129,000.00
4^th	9,500.00	300.00	9,800.00	10	950.00	10,750.00	129,000.00
5^th	9,500.00	300.00	9,800.00	10	950.00	10,750.00	129,000.00
6^th	9,500.00	300.00	9,800.00	10	950.00	10,750.00	129,000.00

GCHA will be responsible for the maintenance of the manual sweeper for the first and second year. From the third year onwards, AF will be responsible for replacement and maintenance of the manual sweepers.

4.2 AF was requested to carry out the following:-

a. Trim the Eugenia plants at the access road. As the Eugenia plants were planted in three phases, they were of different heights. It was agreed that the Eugenia trees be kept to a maximum height of 2 meters.

b. Trim trees blocking the lamp posts along the perimeter fencing.

c. Reinstate the handyman after Hari Raya to carry out minor maintenance works.

5.0 BUILDING AND INFRASTRUCTURE

5.1 The meeting was informed that there was a case of Dengue Fever at GCHA. MBSA has been requested to fog the area on the 10^th November 2004. Azlan to follow up.

5.2 The following were reported:-

a. Repair of curbs is in progress.

b. MBSA officers from Health Dept visited Glenmarie Court and inspected construction sites. (See Picture)

c. Letters to Pos Malaysia requesting for post box have been sent on 7^th September, 2004.

d. Tender Documents for extension to the guardhouse for Management Office is ready.

e. Recycling – no volunteers so far.

f. Plastic barriers in front of the Guardhouse to remain.

6.0 CORPORATE AFFAIRS - TRANSFER OF MANAGEMENT

6.1 HS briefed the Committee on negotiations held on the 15^th October 2004 with HDB on the Transfer of Management. He pointed out that Horsedale has on the 25^th October 2004 revised their Draft Agreement for the Transfer of Management which has 2 conditions precedent and are not achievable by GCHA (See Attached Document). The draft agreement under Clause 4 – Assistance by Developer – is too general and does not meet our requests. He felt that the lawyers who drafted the agreement are treating GCHA as a management company and not as a Homeowners’ Association whose Committee members consist of voluntary houseowners. He also felt that HDB is reluctant to hand over the running of Glenmarie Court to us.

After much deliberation, the Exco agreed that HS will approach HDB to suggest that GCHA Exco will now take over the billing and collection whilst Horsedale still maintains the Management rights. He will persuade Horsedale not to charge us their monthly management fee of RM 3,500/- per month.

7.0 SOCIAL AND MEMBERSHIP

7.1 GT reported that 67% of houseowners are now members of GCHA.

There being no other matters discussed, the meeting ended at 11.00 p.m. with a vote of thanks to the chair.

Minutes recorded by:

Marilyn Yee