MINUTES OF THE 15TH PPVE MEETING

Minutes of the 15th MC Meeting held on Sunday, 08-06-08 at the MC meeting room at 3.00 pm.
Present:-
Mr. Gary Teh Tuan Hock :- Chairman (108-3A-05)0124920852
Mr. S. Rajendren :- Council Member (108-10-3A)0124215544
Mr. Teoh Seng Hoe :- Council Member (108-10-03)0164133462
Mr. Chong Mun Choon :- Council Member (108-3A-10)0164826716
Mr. Tan Chuan Hock :- Council Member (104-08-11)0124313932

Observers:-
Mr. Tan Teng Kar :- Resident (106-15-3A)
Mr. Danny Yew :- Resident (108-07-07)
Mr. Tan Poh Tian :- Resident (108-01-06)
Mr. Tan Eng Hoe :- Resident (106-02-3A)
Mr. Phoon Chek Wei :- Resident (104-03-02)

Grace :- Staff
Chia Poh Choo :- Staff (minutes recorder)

Absent with Apologies:-
Ms. Lim Chooi Pei :- Council Member (106-10-05)0124281437
Ms. Tan Swee Kim :- Council Member (106-15-3A)0124722892
Ms. May Lim Siew Seng :- Council Member (108-03-03)0164561373

Absent without Apologies:- Mr. Gui Soon Hwa :- Council Member (104-08-3A)0125289486

The Meeting was called to order at 3.00pm by the Chairman
The Chairman thanked all present for attending the meeting. The minutes of the last meeting was confirmed on the proposal of Mr. Sam Teoh Seng Hoe and Mr. Tan Chuan Hock.

The Chairman informed that there were 8 topics in the Agenda viz:
a) Security:-
1 Illegal Parking
2 Vandalism
3 Signage
4 Parking Lots
5 Security Guards

b) Landscaping:-Kelvin

c) Swimming Pool :- Lighting

d) I.T.:-
(i) Proximity Card
(ii) CCTV

e) Lift:- Mr. Ooi

f) Common Properties:- Rental of Multi Purpose Hall

g) Other Matters

h) Next Meeting Date

Before discussion on the Agenda, Mr Ooi of MS Elevators confirmed that the best quotation he can offer is RM2,400.00 per month for three years' contract. Mr. Rajendren requested that the contract should be for seven months-1st June,2008 to 31st December, 2008 to coincide with our financial year ending.

1. Illegal Parking:- The Council Members have agreed that notices should be put up to inform residents that stern action will be taken against illegal parking offenders. Security Guard will glue Notices on their wind screen after 15th June, 2008. In the meantime, it was suggested we have to enforce clamping on the illegal parking residents. Mr. Gary and Mr. Rajendren have agreed to buy 12 units of cones to be put up at the non parking zone area. Mr. Tan Chuan Hock suggested that flexible pole to be erected at these area. Grace will be in charge to solicit quotation for cones and clamp. Mr. Rajendren informed that the two parking lots which were used for directing the traffic for smooth flowing were used by resident freely. It was suggested that we should chain up the parking lots.

2. Vandalism:- The PCB of Block 108 has been vandalised. The card reader was stolen and the black cover was found on the floor. Mr. Gary has asked Grace to check the CCTV so that we can lodge a police report against the culprit. He has pulled out the wire of the card reader and took the card reader away. Grace was asked to put up Notice to advice the resident to be aware on strangers in the building. The glass was also broken and it was agreed that we should find out solution to educate the residents.

The rental for unshaded car parking lot is RM50.00 per month where as the rental for shaded car park is RM120.00 per month. The request for additional of the shaded car park was put on hold. The station of the security guards should be 4 in the morning and 4 at night. Two guards will be at the Guardhouse, one guard at the guard room of Blk.A, one guard to do the rounding and one supervisor to be in charge (10 a.m. to 10 p.m.). Mr. Gary and Mr. Rajendren will check with the security guards whether they know how to use the intercom to call owners and admn. office.

b) Landscaping:- Kelvin of KEV Ultimate Landscaping did not turn up to meet Danny and Tan Teng Kar. Danny will follow up with him.

c) Swimming Pool: Council members have agreed to change the six unit of faulty lights which costs RM650.00 each. The balance of 9 nights which is still working will be replaced at a later stage.

d) Regarding the quotation for proximity card, so far three suppliers have given their opion. They suggested that we should go back to the existing supplier as the system is an old system and it would be much more economical to go back to the same supplier. Mr. Rajendren suggested that we should get his quotation for 3,000 pcs. Grace has pointed out that the CCTV is still in black and white and we should change to colour TV.

e) Mr. Gary thanked Mr. Chong Mun Choon for helping to check out the lifts' condition and to do some minor repairs. It was found that the stickers in the lifts were gone. It was suggested that the emergency number and no smoking sign to be put up with plastic plate. The fan in the lifts are not strong enough. Mr. Chong will be in charge and do the follow up.

f) Some of the residents have use the multi purpose hall for bringing in outsiders to do the Line Dance. Mr. Rajendren has suggested that we should inform the guards on duty not to switch on the lights of the hall if request to do so. Mr. Sam Teoh is appointed to finalize the resident using the hall and lock up all the windows. At the same time, the table tennis game is suspended until further instruction from the Council Members as the tables are in bad condition.

g) Other matters:- Mr. Gary handed over the audited accounts for the year ended 2007 to Grace for safe keeping. Mr. Gary suggested we should go ahead to apply for the bank guarantee for PBA and TNB deposits. The amount is RM45,640.00 for TNB and RM5,300.00 for PBA. The total amount of bank guarantee required is RM50,940.00. The deposit of the office telephone should also be transferred from Techware. Mr. Rajendren asked Mr. Gary to contact Mr.Loh or Miss Ling of Public Bank to find out whether we need Resolution for the bank guarantee.

So far we have received two complaints from the residents.
The first one was from the tenant of Block 106-10-03 regarding the manners of the guard on duty. The guard on duty was doing his duty as he wanted the resident to prove his status. The resident was trying to open the door of a car parked at a parking lot with a wire. When the guard approached him and he was unable to prove himself to be the owner of the car.

The second complaint letter bear no name and no address and so it was ignored.

With regards to the quotation for office equipment, DSOP and Delta have sent in their quotation. DSOP quotation is cheaper except for the price for 8 sets filing pockets. Mr. Rajendren has asked Grace to negotiate the price for the filing pockets.

Mr. Rajendren has informed that the operating cost for Villa Emas is approximately RM50,000 per month. So far we managed to collect RM15,021.20 only. Mr. Rajendren informed the council members that Messrs Ahmad Abdullah & Goh's representative will be coming to attend meeting on 15-06-08. They will advice and discuss on the management of the accounts.

h) Next meeting date: The next meeting date will be at 3.00 pm on 15th June, 2008 at the MC Meeting Room.

The 15th MC Meeting was adjourned at 6.10pm with a vote of thanks to the chair.


Dated this 8th day of June, 2008

By order of PERBADANAN PENGURUSAN VILLA EMAS
TEH TUAN HOCK, GARY
CHAIRMAN