Minutes of the 22nd PPVE Meeting

Minutes of the 22nd PPVE Meeting held on Sunday, 24th Aug 2008 at the MC Meeting Room at 3:00 p.m.

Present:-
Mr. Gary Teh Tuan Hock - Chairman
Mr. S. Rajendren - Council Member
Mr. Chong Mun Choon - Council Member
Mr. Tan Chuan Hock - Council Member
Mr. Gui Soon Hwa - Council Member
Ms. Lim Chooi Pei - Council Member
Ms. May Lim Siew Seng - Council Member

Observers:-
Mr. Danny Yew - Resident
Mr. Tan Teng Kar - Resident
Mr. Tan Eng Hoe - Resident
Ms. Grace - Staff
Ms. Chia - Staff (Minutes recorder)

Absent with apologies:
Ms. Tan Swee Khim - Council Member

Absent without apologies:
Mr. Sam Teoh Seng Hoe - Council Member


1. The Chairman thanked all present for attending the meeting. The minutes of the last meeting was confirmed and proposed by council member.

There were 4 topics in the Agenda
a) To call an EGM : Date: 7th September, 2008
Time:- 3.00 p.m.
Venue: Multi Purpose Hall

b) Information to resident:
TNB deposit - update of sinking fund as FD/BG
Strata Title-Update Strata Titles Roll
To create additional car park

c) Deactivate Proximity card of Defaulters

d) Other matters

Before discussing on the Agenda, Sgt Johari and Corporal Nadzri informed all present that everyone has the right to lodge police report. Sgt Johari praised the council members fortheir voluntary services to the Villa Emas residents. He assured all present that his patrol car will visit the place whenever they can. At the same time, he advised all present not to
park in the middle of the main road. He also highlighted that we should write officially to the YB to covert the present compound into car park. He requested for the particulars of all residents and their vehicle registration numbers so that police can update their particulars in the website. There were 11 units hard cores out of the 488 units resident here. Any enquiries should call Sgt Johari at 019-4480656 , Corporal Nadzri at 019-4419019 and Bilik Gerakan Polis 04-8664122 (24 hrs)
It was suggested that we should trim the trees and fence up the compound beside the existing Visitors' Carpark so that other hawkers will not start business in the compound and it can be utilized for creating additional parking lots later on. Mr. Rajendren was requested to write to YB for PPVE to utilize the compound for carpark.

It was highlighted that there were 125 units owners have applied their strata tiltles during the first EGM. At the same time it was agreed that all those who have applied for their strata title after the 1st EGM can attend the coming EGM on 7th September 2008 . Notices should be out by 1st September, 2008 to inform only unit owners who have obtained Strata Titles to attend the EGM and to submit photostat copy of strata title for updating Strata Titles Roll. The others will be observers.
There were some comments in our blog and few complaints from the resident for water seepage and parking lot numbers do not tally with their carpark accessory parcel numbers.

These matters will be further discussed in the next meeting.

The 22nd MC Meeting was adjourned at 5.15 p.m. with a vote of thanks to the chair.

The next EGM meeting date will be at 3.00 p.m. on 7th September, 2008 at the Multi Purpose
Hall.




Dated this 24th August, 2008

By order of PERBADANAN PENGURUSAN VILLA EMAS

Minutes of the 21st PPVE Meeting

Minutes of the 21st PPVE Meeting held on Sunday, 17th Aug 2008 at the MC Meeting Room at 3:00 p.m.

Present :
Mr. Gary Teh Tuan Hock - Chairman
Mr. S. Rajendren - Council Member
Mr. Chong Mun Choon - Council Member
Mr. Tan Chuan Hock - Council Member
Mr. Gui Soon Hwa - Council Member

Observers :
Mr. Danny Yew - Resident
Mr. Tan Teng Kar - Resident
Mr. Tan Eng Hoe - Resident
Mr. Phoon Chek Wei - Resident
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
Ms. Lim Chooi Pei - Council Member

Absent without apologies :
Mr. Sam Teoh Seng Hoe - 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 council member.

There were 3 topics in the Agenda viz :
a) Lift Beautification – Supplier and cost
b) Resolution for Bank Guarantee
c) Other Matters:
- Barrier Broken
- Card Stickers
- Swing
- Gym
d) Next Meeting Date

Before discussing on the agenda, Conquest Fire Engineering Sdn Bhd informed all present that his maintenance’s scope of work covers service and test run of wet riser system and CO2 system at Block 104 and the monthly charge is RM150. All the fire extinguishers are due for service and they have to send them to Bomba for inspection for renewal of licence at RM30 each. For recording purposes, he was asked to submit a plan from the Bomba and a copy of the Public Liability Insurance Policy.

a) Lift Beautification- Supplier & Cost
The supplier informed all present that the price for stainless steel lift is RM12,000.00 each. To fix with formaica, he has to fix a wooden panel with 19mm plywood and then gum with a layer of formaica on top of the panel. This will cost RM4,000 per lift. It was suggested that he has to come back with another quotation for cost for spraying the lift with cheap paint and expensive paint.


b) Resolution for Bank Guarantee
The resolution for bank guarantee for Tenanga Nasional Berhad has been prepared. At the same time all present agreed that we should transfer the sinking fund of RM976,000 to fixed deposit. Then part of the sinking fund for RM60,000 can be pledged as collateral security deposit for TNB. Adnmin officer was asked to prepare for the resolution for transferring the fund from savings to fixed deposit.

c) Other matter matters:
1. Barrier Broken
The relative of Blk 108-12-01 Mdm Tay Lay Keow has accidentally knocked on the barrier gate. She has agreed to contact Mr. Ooi Eng Hoe for the repair work. The cost for repair is estimated at RM250.00

2. Card Stickers
Council member showed all present the design for the card stickers. All present agreed that he could order the stickers. The cost for the stickers is RM 0.37 each and he has to order 2,000 pcs. for proximity cards and 2,000 pcs. for lift access cards. All present agreed that we shall charge the unit owners at RM1.00 per sticker when they send their cards for verification.

3. Swings for Children’s Playground
The Olympic Sports & Fitness Sdn Bhd has sent in their quotation for children’s playground as follows:-
• 2 seater Swing (PCBF 190) RM 2760.00
• 4 seater Swing (PCBF 191) RM 4600.00
• 2 seater Seasaw (PCBF328) RM 2070.00
• 1 Spring rider (PCBF187) RM 1265,00
• 1 Children seasaw (PCSE 22) RM 2865.00
• The standard installation is RM150.00 per unit. It was suggested that we should get some other quotation as the prices quoted were too high. At the same time it was agreed that we should set a budget of RM5,000 for the swings.

4. Council member suggested that the guards should wear name tags. It was agreed that they should be given official guidelines for their duties. Their supervisors are requested to attend our meeting in order that they are aware of the owners’ complaints and the procedure for using the facilities.

5. Council member has informed all present that one of the residents has offered to sponsor the paint for painting the steel bars at the children’s playground. It was suggested that Por Engineering to quote for workmanship for the painting.

6. It was noted that there is short of 1 cable for the TV for the guardhouse and all present agreed that we should install the cable. The cost is RM1,640 quoted by Unixpower M. E. Engineering.

7. It was suggested that the bags of stone and sand at the entrance of the garbage chute should be removed by lorry which will cost RM 50 per trip. Council member to arrange for the lorry. All agreed that in future other contractors will not be allowed to dispose their renovation garbage there.

8. Regarding the long overdue service charge defaulters, it was suggested that we should send them legal letters and deactivate their cards.

9. The long overdue defaulters are as follows:-
There were 3 applicants for proximity card and two were approved and one was rejected. The two approved applications were as follows:-
• Unit 108-07-11 Mr Tan Chuan Aun
• Unit 104-07-09 Md Rosli Md Sharif
• The rejected application from Mr. Lim Ghee Hooi of Unit 106-08-3A who has owed his parking rental since 08-05-2005 and he has yet to pay for his maintenance fees for July 08 and Sept 08. It was agreed that he has to pay his outstanding carpark rental before his proximity card can be approved.
• All present agreed that the hard core defaulters for long overdue account should be given legal letters. The names were as follows:-
• Unit No Name Amount
• 104-06-11.... Peh Chaw Leong............ RM 4,196.37
• 104-09-08.... Ang Chuan Hong............ RM 2,466.21
• 104-12B-3A... Tan Theng Ong............. RM 2,466.21
• 106-03-05.... Heap Wei Soon............. RM 1,058.80
• 106-3A-03.... Rabiya Binti Abd Kaidr.... RM 1,738.92
• 106-06-02.... Wong Yei Kwong............ RM 1,919.50
• 106-06-03.... Teoh Teik Seng............ RM 4,522.04
• 106-15-02.... Low Kum Yoke.............. RM 2,728.02
• 108-01-01.... Choong Kok Thong.......... RM 1,067.99
• 108-09-11.... Lam Kah Wing.............. RM 8,338.33
• 108-10-10.... Low Phoi San.............. RM 3,790.14
• 108-15-10.... Khor Tatt Ai.............. RM 3,649.71
------------------------------------------------------
• Total: ................................. RM37,942.24
======================================================

10. Status of Auditors
The auditor, Ahmad Abdullah & Goh ,has quoted that their scope of work for reviewing the audited accounts from 1998 to 31st May 2008 will be determined by time cost butl not exceeding RM18,000.00. All present agreed that they must prepare an investigation report so that we can file action against Techware. At the same time, they have to assist PPVE on the correspondence for request of documents for the investigation during the course of their assignments.

11. So far we have received numerous complaints for water seepage from external walls into the units and parking lot numbers different from those specified in the Strata Title. Ii was agreed that we will sort out these issues after the dead line.

12. Brenda and Elaine will be in charge of the coming Lantern Festival on 14-09-2008 and they have to work out the Agenda and submit to the Council Members. It was suggested that only halal food will be served.

The next meeting date will be at 3.00 p.m. on 7th September, 2008 at the MC meeting room.


The 21sth MC meeting was adjourned at 5.40 p.m. with a vote of thanks to the chair.




Dated this 17th August, 2008



By order of PERBADANAN PENGURUSAN VILLA EMAS

Lantern Festival - 13th September 2008 7:30pm

Please note that 'pot luck' food must be halal. Thanks.

MINUTES OF THE 20TH PPVE MEETING

Minutes of the 20th MC Meeting held on Sunday, 3rd Aug 2008 at the MC Meeting Room at 3:00 p.m.

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
------------------------------------
Total Collection RM 100,718.44
====================

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
--------------------------------------------------------------------
Total : 5,957.35
======================================


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

MINUTES OF THE 19TH PPVE MEETING

Minutes of the 19th MC Meeting held on Sunday, 20th July 2008 at the MC Meeting Room at 3:00 p.m.

Present:-
Mr. Gary Teh Tuan Hock (Chairman)
Mr. Sam Teoh Seng Hoe (Council Member)
Mr. Chong Mun Choon (Council Member)
Mr. Tan Chuan Hock (Council Member)
Ms. Lim Chooi Pei (Council Member)

Observers:-
Mr. Tan Teng Kar (Resident)
Mr. Danny Yew (Resident)
Mr. Tan Eng Hoe (Resident)
Mr. Goh Wee Teong (Resident)
Grace (Staff)
Chia Poh Choo (Staff- minutes recorder)

Absent with Apologies:-
Ms. May Lim Siew Seng (Council Member)
Mr. S. Rajendren (Council Member)
Ms. Tan Swee Kim (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 Mr. Sam Teoh and Mr. Tan Chuan Hock.

There were 5 topics in the Agenda viz :
a) Issue of Proximity Cards & Parking Lots
b) Status of Auditors
c) Summary of Account for June 2008
d) Other Matters
e) Next Meeting Date

Issue of Proximity Card
Council member proposed that residents should come to the PPVE Admin.Office to verify their cards and printed stickers should be stuck on the cards after verification. The stickers cost RM0.61 each for 1,000 pcs and RM0.36 each for 2,000 pcs. All present agreed and Council member was asked to get sample of the stickers.

Parking Lots
All present agreed that a notice should be put up to inform the owners to check their Strata Title regarding the allocation of parking lot numbers and car park accessory parcel numbers. Some owners have handed in their complaints that their parking lot numbers are different from the car park accessory parcel numbers shown in their Strata Title. Owners are advised to forward their complaints to the Admin. Office.

Status of Auditors
Chairman informed that we should engage the auditor to check the accounts for year 1998 to 2007. The accounts for period 1-1-2008 to 31-05-2008 were not yet ready. All present agreed that we should seek the legal advice of Mr. Rajendren on this matter.


Summary of Accounts for June 2008

The total maintenance charges collected for the month of June were as follows:-


Block 104....... RM 17,548.62
Block 106....... RM 14,252.67
Block 108....... RM 10,618.79
-----------------------------
Total Collection RM 42,420.08
=============================



Other Income Received were as follows :-

Rental from Convenience store (Jan to May 08) RM 2,000.00
Rental from Tuition Centre- Sinaran Ceria (June) RM 400.00
Rental from Cafetarial (June 08) RM 400.00
Rental from BBQ Pit for June 08 RM 280.00
Rental from Tennis Court for June 08 RM 40.00
Rental from Multi purpose hall for June 08 RM 120.00
Rental from unshaded parking lots for June 08 RM 2,400.00
Replacement for proximity card for June 08 RM 70.00
Additional lift access card RM 180.00
Interest Received from saving account RM 914.57
----------------------------------------------------------------------
Total: RM 6,804.57
======================================================================


The expenses for the month of June were as follows:-
Bank Charges RM 7.50
Contract wages for security for June 08 RM 14,568.75
Electricity RM 9,319.05
EPF RM 228.00
Astro bill RM 240.00
Printing & stationery RM 295.30
Postage RM 32.00
Salaries RM 3,800.00
Cleaning of Building RM 9,000.00
Service & maintenance of common area RM 348.00
Service & maintenance of computer software RM 1,267.00
Service & maintenance of electrical RM 283.00
Service & maintenance of swimming pool RM 4,670.00
Service & maintenance of lift RM 3,380.00
SOCSO RM 46.20
Telephone charges RM 162.45
Water bills for June 08 RM 1,050.92
----------------------------------------------------------------------
Total: RM 48,698.17
======================================================================


Other Matters
1. Council member informed all present that the swimming pool lights are in bad condition. It is agreed that we should change the lights to energy saving lights so that we can cut down the consumption of electricity. At the same time, Prestige Pools has agreed that we pay them by monthly installments of RM650.00 each.

2. So far three complaints were received from the residents. Unit owner 108-15-3A complained on water seepage from the external wall into her master bedroom. As the cost will be higher when repair only one unit at a time, all present have agreed that a notice to be put up to inform all the owners who face the same problem to inform the admin. office. We shall get the contractor to quote for the repair work.

The second complaint came from a lady that a Chinese stranger (a man) tried to open her front steel door. When approached by her neighbour, the men replied that he was asked to repair the lock. With this incident, all present agreed that residents should play their role by picking up their guests at the entrance. All the guests coming into the condominium should register at the guard house.

PPVE admin officer informed all present that the roof top of Block B was leaking badly and it was agreed that we should repair immediately as water had seeped through the slabs into the units at the top floor.


3. Council member was requested to come up with the Tenancy Agreement to be signed between PPVE and the tenants of the unshaded parking lots.
The Resolution for Bank Guarantee for TNB for RM 60,000.00 will be discussed during the next meeting.

4. All agreed for the purchase of 2 sets of Polycarbonate Awning Flexible Type at RM800.00 per set from Teik Ping Foundry to be fixed at the barrier gates to protect the residents who are driving in and out during the rainy seasons.


The next meeting date will be at 3.00 p.m. on 3rd August, 2008 at the MC meeting room.


The 19th MC meeting was adjourned at 5.45 p.m.with a vote of thanks to the chair.



Dated this 20th July 2008


By order of PERBADANAN PENGURUSAN VILLA EMAS

Appreciation & Thumbs Up!

Dear Villa Emas Residents,
PPVE has been officially taken over managing our Villa Emas property since June 2008. Besides the regular complains and issues raised by residents, we would like to hear from you guys to give us some comments. If you feel that so far we have done a good job, please drop us a few lines as well to show your appreciation. Thanks.

Suggestions & Ideas

Dear Villa Emas Resident,
Kindly drop us a line if you have any suggestions or ideas to help us to improve our service. PPVE will review and make Villa Emas a better place for everyone!