MINUTES OF THE 16TH PPVE MEETING

Minutes of the 16th MC Meeting held on Sunday, 15-06-08 at the MC meeting room at 3.00pm.

Present:-
Mr. Gary Teh Tuan Hock :- Chairman (108-3A-05)0124920852
Mr. S. Rajendren :- Council Member (108-10-3A)0124215544
Mr. Sam 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
Ms. May Lim Siew Seng :- Council Member (108-03-03)0164561373

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)
Miss Khoo Cheng Ean :- Resident (104-11-08)
Mr. Lim Ghee Hooi :- Resident (106-08-3A)
Mr. Raymond :- Resident (104-05-01)
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

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

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. Rajendren.

The Chairman informed that there were 8 topics in the Agenda viz:

a) CCTV
b) Police Report
a) Security:- Status of police report
b) Illegal Parking Notice
c) Status of Auditors
d) Bank Guarantee for TNB & PBA
e) Other matters
f) Next meeting date

Before discussion on the Agenda, Mr. Sam Teoh introduced two JKR workers for handyman's job. They quotated their wages as RM750 each person. One of them will work from 9am to 2pm and the other one from 2pm to 6pm. For emergency call after working hours, they will charge extra at hourly rate. Mr. Rajendren inform them that we will decide later.

a) CCTV- Mr. Goh from Unix Power advice that we should used back the old system although it is a mixture 2 functions. Mr. Rajendren asked Mr. Goh whether he is confident of supplying the cards which can be used for both, the lift and the barrier. At the same time, he was asked to show sample of his card together with his quotation as soon as possible. As for the printing of the cards, Those with colours will cost RM4 each and black and white is RM1 each. The existing supplier did not turn up for the meeting today. The six cameras are workable but not functionning well. According to Mr.Goh, it all depends on the numbers of camera we will be using. The present database can saved up to 2 or 3 weeks for six channels. We can use up to 16 channels but we have to update the hardisk. He then introduced different kinds of cameras ranging from RM300.00 to RM1200.00 with different functions at different locations. Mr. Gary informed him that we need the basic system only and location of cameras will be decided at a later stage. Mr. Gary informed council members that RC have donated their Haier 24" TV to the admn. office for CCTV use.

b) Status of police report:- Benny has handed over the CD to the police at Queensbay. Up-to-date, no action has been taken by the police officers. After reading over the police report , Mr. Rajendren requested Mr. Tan Chuan Hock to get a confirmation letter from Unix Power to confirm that the present CCTV is in working condition. At the same time, he asked Grace to phone up the officer in charge-Sgt Azmi and to follow up.

c) Status of Auditor: - Messrs. Yeang & Co has quoated their audit fees as RM1500. Mr. Rajendren informed all present that Miss Lee of Ahmad Abdullah & Goh will attend the meeting on 22-6-08 and brief us their opinion regarding sinking fund and management fund. Mr. Rajendren has informed all present that under strata title act Section 46 , we should deposit the sinking fund of RM976,000.00 to fixed deposit to earn interest. At the moment our savings account balance is RM 1,072,710.00 and all council members have agreed that we transferred RM 976,000.00 to deposit as special fund. The balance of RM 46,710 in the savings account and the balance of RM70,517.60 in the current account will have to deposit into fixed fixed deposit for three months. Before action can be taken, we have to take into consideration the bank guarantee for PBA and TNB. The current account fund balance consists of collections of service charges and miscellaneous income of RM20,515.20 and RM50,000.00 from total amount handed over by Techware Properties Sdn Bhd.

d) Bank Guarantee for TNB and PBA: Mr. Rajendren suggested that we should confirm the exact deposits for electricity and water before he can prepare the resolution for bank guarantee. Miss Chia promised to see them on Monday and report at the next meeting.

e) Other matters:-
Mr. Lim Ghee Hooi, resident of 106-08-3A attended the meeting to ask for waiver of his overdue interest of RM272.10 but all present disagreed with his request. Finally, he paid up all the charges due from him, a total amount of RM6,218.17 .

Miss Khoo Cheng Ean, resident of 104-11-08 request for free use of the multi purpose hall on every Tuesday and Friday from 9a.m. to 11a.m to practice their dances. But all the council members did not accede to her request as seven members of her team are outsiders and only three are residents of Villa Emas. Mr Sam Teoh proposed that we should charge rental for the use of the multi purpose hall at a flat rate of RM20 perhour for the use for activities from 9a.m. to 5p.m. and RM30 per hour from 5p.m. to 10p.m. As for the use for functions from 9a.m. to 3p.m. and from 4.30p.m. to 10:30 pm, they will be charged rental of RM150 and deposit of RM200 according to the exising rules regulations. No deposit is required for using the hall on hourly rates for activities. All council members agreed to the above proposal.

The lock for a few indows of the multi purpose hall were damaged by the residents. All agreed that we should ask the locksmith to repair them so that unauthorised residents are not allowed to use the hall anytime they like.

Regarding the purchase of office equipments, Mr. Gary agreed that Grace will handle the purchase. Grace confirmed that DSOP had agreed to reduce their quotation for the 8 sets of filing pockets to RM13.00 per set.

Mr. Gary and Mr. Rajendren agreed to the suggestion by Grace for payments made to Prestige Pools, Watchzone Autogate, Alliance Copiers and Petty cash. The present Cafetaria has submitted her quotation for cafetaria for approval and Mr. Rajendren has agreed that her contract will be from 1st June 2008 to 31st December, 2008. The rental and her prices for the menu will be discussed at the next meeting.

Mr. Danny Yew suggested that we should put up notices up to remind the residents that after the due date 21st June 2008, we will gum the notices on the windscreen of the cars for illegal parking.

Mr. Benny of Guardian Security showed all present the catalogue of clamps. All the council members agreed to purchase 3 unit clamps at RM600.00 each. The delivery date is one month upon confirmation. All council members agreed that the compound for unlock of the clamp is at the flat rate of RM50.00.

Grace is to ask for quotation for 1 pc. "No Proximity Card, No Entry" sign and 6 pcs. "No livestock allowed…." sign.

Mr. Gary & Mr. Danny Yew to check and confirm the number of unshaded parking lots.

f) Next Meeting date: The next meeting date will be at 3p.m. on 22nd June, 2008 at the MC meeting room.

The 16th MC Meeting was adjourned at 6.20pm with a vote of thanks to the chair.

Dated this 15th day of June, 2008

By order of PERBADANAN PENGURUSAN VILLA EMAS

TEH TUAN HOCK, GARY
CHAIRMAN