Present:
Mr. Gary Teh Tuan Hock (Chairman)
Mr. S. Rajendren (Council Member)
Mr. Chong Mun Choon (Council Member)
Ms. Lim Chooi Pei (Council Member)
Observers :
Mr. Danny Yew (Resident)
Mr. Tan Teng Kar(Resident)
Mr. Tan Eng Hoe(Resident)
Mr. Gertude Soong(Resident)
Mr. Raymond(Resident)
Mr. Benny Yew (Guardian Security)
Ms. Grace Fong (Staff)
Ms. Chia (Staff - minutes recorder)
Absent with apologies :
Ms. Tan Swee Khim (Council Member)
Ms. May Lim Siew Seng (Council Member)
Mr. Tan Chuan Hock (Council Member)
Absent without apologies :
Mr. Sam Teoh Seng Hoe (Council Member)
Mr. Gui Soon Hwa (Council Member)
The meeting was called to order at 3:00 p.m. by the Chairman.
1. The Chairman thanked all present for attending the meeting. The minutes of the last meeting was confirmed and proposed by Ms. Lim Chooi Pei and Mr. Danny Yew.
There were 4 topics in the Agenda viz :
a) Procedure to clamp cars violating House Rules & issue with security entry
b) Status of Auditors
c) Accounting Review
d) Other Matters:
- Festival
- Renovation Rubbish and clearance
- Suggestion for installing swing at children’s playground
- Fish Pond Mini Pump
e) Next Meeting Date
Procedure for Clamping Cars
Mr. Benny of Guardian Securities informed all present that visitors coming in should register their names and given the Visitor’s Pass. After 15 minutes, reminder will be given for another 10 minutes. If the Visitor was not out by then they will clamp the car. For those who parked at the lobby, after the first fifteen min., first notice will be given. A 2nd notice will be given after 15 minutes and after the 2nd notice, clamping will be implemented. At the same time, it was agreed that the present system be deactivated and five proximity card will be given to the guard for visitors entry. Benny will confirm the quantity of cards later. At the same time, it was agreed that the locks should have three sets of keys of which one set to be handed to the admin. Office. The compound for unlocking the clamp is RM50.00 (Ringgit Malaysia Fifty only)
Status of Auditors
It was agreed that we should negotiate with the auditor for a thorough investigation and auditing all the accounts. With the professional advice, we can file and proceed with the claim of car park rentals which doesn’t reflect in the account.
Summary of Accounts for June 2008
The total maintenance charges collected for the month of June were as follows:-
Block 104.......... RM 36,285.12
Block 106.......... RM 25,648.72
Block 108.......... RM 38,784.60
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Total Collection RM 100,718.44
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Other Income Received were as follows :-
Rental from Tuition Centre - Sinaran Ceria July 08 - RM 400.00
Rental from Cafetaria July 08 - RM 500.00
Rental from BBQ Pit for July 08 - RM 120.00
Rental from Tennis Court for July 08 - RM 5.00
Rental from Multipurpose hall for July 08 - RM 0.00
Rental from unshaded parking lots for July 08 - RM 2,400.00
Replacement for proximity card for July 08 - RM 280.00
Additional lift access card - RM 150.00
Overdue interest Received from unit owners - RM 2,102.35
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Total : 5,957.35
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Other Matters
1. The “Phor Tor” Festival will be held on 14th August 2008. Notice should be put up to inform the resident and the time will be from 11am to 6p.m.
2. The Latern Festival will be celebrated on 14-09-2008. It was suggested that a subcommittee to setup to organize and it was agreed that Mrs Soong, Elaine and Brenda to be informed to help to organize the festival.
3. Deepvali will be celebrated on Saturday, 01-11-08. It will be on pot luck basis.
4. As for Christmas and New Year it will be celebrated on 31st December, 2008
5. It was noted that the contractors for 108-3A-07 have left their renovation materials at Block 108. PPVE Admin Officer was asked to inform the owner to remove their stones and rubbish soonest possible. It was agreed that refundable renovation deposit of RM2,000 should be imposed so that contractors would not leave their rubbish behind.
6. The suggestion for installation of three swings at children’s playground was agreed by all present. The quotation for the swing will have to be finalized first. Council member to get the quotation.
7. So far we have received 7 complain for water seepage and 5 complain for wrong parking lot. Time frame for water seepage will be one month.
8. It was suggested by residents that the lifts need new face look and it was suggested that we should put wall paper to beautify the lifts. Council member will be in-charged to find ways for beautification of the lifts.
9. PPVE Admin Officer informed all present that Techware have taken back all the office equipment and furniture and a Delivery Order was signed by their representative.
10.We have terminated the Astro agreement and this save the management RM120 per month.
11. The quotation from Prestige Pools for replacement for mini pump for fish pond and repair will cost RM400.00 The maintenance fees for fish pond is RM120 per month.
12. The application for proximity card from Azhar Marzookhy was not approved pending on submission of his strata title for proof of his parking lot no. He has two parking lots only but a car parking lot was created in between the two parking lots. It was agreed that the created parking lot should be chained up.
As for application of proximity card by Gooi Siew Hiang (108-10-07) was approved as she fulfilled the requirement.
The application for proximity card by tenant Chew Jong Hann was approved on condition that the post dated cheques for RM 408.77 dated 30-09-08 should be cleared. If the cheque was dishonoured, then the card will have to be stopped.
The application for lift access card from Tan Cheng Keat (106-03-01),Chua Chee Keong (104-02-07) and Ng Yuu Keng (104-07-09) were approved as they paid their maintenance fees up-to-date and so far no complains were received from other residents.
13. Council member has advised that the rental of car park should be collected on monthly basis until such that the Tenancy Agreement to be signed between PPVE and the tenants for the unshaded parking lots were ready. PPVE Admin Officer to prepare the letter for renewal of the monthly rental tenancy for council member's approval.
14. The rental for BBQ Pit and Multi-Purpose hall can be approved once there are no arrears in maintenance charges.
15. The mc has unanimously agreed that we should take action against Alice for keeing her dog at Villa Emas and bring her dog down to the garden. She has not complying the notice given to her. MC has decided that we should block her proximity card until she give an undertaking or promise to comply with the notice.
The next meeting date will be at 3.00 p.m. on 17th August, 2008 at the MC meeting room.
The 20th MC meeting was adjourned at 6.00 p.m. with a vote of thanks to the chair.
Dated this 3rd August, 2008
By order of PERBADANAN PENGURUSAN VILLA EMAS
