MEETING AGENDA
1. Amendment, acceptance and adoption of previous Minutes of Meeting
All the meeting participants had read through, understood and agreed with the contents of the pervious Minutes without any correction or addendums. Therefore the previous Minutes “Referral Code: DP-Protem-CM-NOV#1/2007” was dully adopted and has taken effect.
2. Presentation of Action Items as agreed at the previous Minutes of Meeting
Agenda topics: 2.1 – Building Security Audit
Discussion
2.1.1 Consolidation of Building Security Audit: As agreed on the previous meeting Landserve would further discuss with MSL to consolidate the Building Security Assessment conducted by the Committee and Landserve’s Building Audit Report. The action plan addressing the issues thereof was scheduled to present to the committee at this meeting. However, the meeting did not follow through on this topic, as the focus was shifted to the issue of ‘rectifying defects’ which was discussed and recorded under the Agenda topics item no. 3.3– Defects of Common Properties.
2.2.2 Expired Fire Extinguishers: The committee informed Landserve and MSL that all fire extinguishers in Desa Putra have been expired. This issue required immediate rectification as the stake is high.
2.2.3 “No Smoking”: The committee requested Landserve to put up a notice prohibiting smoking in all the lifts.
Conclusions
2.2.1 (Please refer this topic under topic number 3.3)
2.2.2 Landserve and MSL agreed to work together to replace the expired fire extinguishers immediately.
2.2.3 Landserve agreed to put “No Smoking” signage in all the lifts.
Action Items
Responsible Parties
Deadline
To replace the fire extinguishers immediately.
Landserve & MSL
Immediate.
To put the signage to notify lift-users not to smoke in the lift.
10 working days from this meeting
Agenda topics: 2.2 – CCTV Cameras
Discussion
2.2.1 9 CCTV Cameras: 3 units of CCTV cameras had been installed at the swimming pool, 5 units would be at the car park ramp at all parking floors, of which the wiring work was completed. The remaining one unit was still undecided on where to install. Due to the installation of CCTVs at the swimming pool area was completed; the pending concern of infringement of privacy was thus subsided.
2.2.2 CCTV Cameras in the Lift: Following through the residents’ request to have a CCTV installed in all lifts which was agreed by MSL and Landserve during the previous meeting, Landserve informed the meeting that the cost thereof would be taken from the Maintenance Funds. The meeting agreed and Gerrard committed to provide the quotation at the next meeting.
2.2.3 Long Range Coverage CCTV Cameras and Lightings: In addressing the concern of safety issue in relation to possible break-in from the hill areas, the meeting requested Landserve to install long-range coverage CCTV-cameras and fix the appropriate lightings at vulnerable areas/spots, Gerrard would get the quotation by 18 Jan deadline, and present to it at the next meeting
2.2.4 Positioning and Camera-angles of Coverage: Currently the coverage shooting on the lifts at ground floors and P1-P4 lifts is not sufficient. The camera angle was set to be capable of capturing the face of lift-users when they come out from the lift, but not when they go into the lift as it only capture the back of them.
Pending issues (Topics from the previous meeting which had not been addressed);
2.2.5 Handover of CCTV Systems: Whether MSL had officially handed over the CCTV cameras and the systems to Landserve as well as the proper training have taken placed in an official manner.
2.2.6 Deciding Criteria of CCTV System: What were the deciding criteria for which areas to be under the coverage of CCTV surveillance.
2.2.7 Resolution and Zooming-capability: Was it sufficient to capture and identify the subject, such as face, car number plate and so on.
2.2.8 Number of Cameras: How many cameras currently installed and in-used?
2.2.9 Retention Period: How long is the retention period of the VDO captured by CCTV systems?
Conclusions
2.2.1 Landserve agreed to ensure the installation of the said 5 CCTV cameras is taken place in a timely manner.
2.2.2 – 2.2.3 Landserve agreed to obtain quotations for
(A) CCTV cameras suitable to install in the lifts, and
(B)) CCTV cameras for long –range coverage including lightings.
2.2.4 The meeting agreed to form a joint Task Force to address the issue of CCTV cameras positioning and coverage which comprises 1) Choong Kim Chuan, 2)Hasbullah, 3) Raslan, 4) Daniel, 5) one Security Officer and 6) S. Parminder (Team Leader).
2.2.5 – 2.2.9 issues were taken up by MSL.
Action Items
Responsible Parties
Deadline
To obtain quotation of CCTV cameras.
To install 5 CCTV cameras at the parking ramp at all floors.
To decide the location to install the remaining 1unit of CCTV camera.
Lanserve
Within 10 working days from the meeting date.
To lead the Task Force; responsible for calling members to jointly inspect the areas and propose a recommendation plan.
ZB Security Service S/B (S. Parminder)
Next meeting (20th February 2008)
To provide details as stated in item no. 2.2.5 – 2.2.9.
MSL Properties S/B
Next meeting (20th February 2008)
Agenda topics: 2.3 – Access Cards (car-park and building access)
Discussion
2.3.1 Faulty Main Door Swing Arm: The committee reported that one main door swing arm at one of the car park floor Block A was faulty.
2.3.2 Reminder to Put Access Door Closed: Sometimes the residents left the access door opened intentionally and unintentionally. The committee requested Landserve to put up the signage to remind residents to always to close the door.
2.3.3 Authorized Visitors’ Car Park Lot - Display Card: The cards were prepared approximately 40 pieces which were commented of unacceptable design.
2.3.4 Entry of Visitors to Desa Putra: Upon visitors parked their cars at assigned lot/s, they could not use the lift as they do not have the access card. They may have to walk up stair-case to ground floor and press the unit number to intercom the owner to release the main access door open. The discussion was extended to the point; should the residents provide a list of guests and car registration number plate to the security guard prior to their visit. It was debated that what if the guest did not come with the pre-informed car number plate and additional guest which is differ from the given list.
2.3.5 Residents in a Taxi Entering Desa Putra: General rule/procedure is that Taxi with out passenger is not allowed to come in. What if the residents who board the taxi show the resident’s access card?
Conclusions
2.3.1 Landserve agreed to fix the faulty main door swing arm.
2.3.2 Lokman was assigned to put up a signage to remind residents not to leave the door opened and not to allow others who have no access card to come along while passing/entering the access door.
Post Meeting Observation: The signage was put in Bahasa Malaysia version only. By recognizing the fact that some residents are foreigners, the language used should be either English alone or both Bahasa Malaysia and English. And the message should have been inclusive of “Don’t allow others who have no access card to go in along with you while passing/entering the door”.
2.2.3 To form a joint Task Force to address the issue of re-designing the said ‘Display Card’ this comprises 1) Haji Abbas, 2) Danny and 3) S. Parminder (Team Leader). Some proposed ideas to be considered for redesign are for instance parking Floor Plan and Routs. The cards should be produced up to 80 sets.
2.2.4 Landserve agreed to sort out the issue of “visitors entering to Desa Putra” and come up with standard operation procedures and guidelines to be reviewed by Eddie and Daniel by 31st Jan 2008.
2.2.5 The meeting agreed that if the resident shows the access card, that taxi will be allowed to come in. However the residents may come in with their visitors, and if they are allowed to come in within the same taxi, they will automatically skip the registration process as visitors and the guard will lose track of them. Landserve also agreed to sort out the issue and come up with standard operation procedures and guidelines to be reviewed by Eddie and Daniel by 31st Jan 2008.
Action Items
Responsible Parties
Deadline
To fix the faulty door in the car park floor Block A.
Lanadserve
Within 10 working days from the meeting date.
To put up the signage reminding the residents to always close the access door.
To produce the ‘Display Card’ up to 80 sets.
Deadline to be decided upon the meeting has reviewed and agreed on the new design.
To lead the Task Force; responsible for calling members to re-design the said ‘Display Card’ and propose a recommendation to the meeting for approval.
ZB Security Service S/B (S. Parminder)
Next meeting (20th February 2008)
To sort out and produce standard operation procedure to deal with “visitors entering to Desa Putra” and “residents in a Taxi entering Desa Putra” and get them reviewed by Eddie
Landserve
By 31st January 2008
Agenda topics: 2.4 – Fencing at Vulnerable Areas
Discussion
2.4.1 Fencing at Vulnerable Areas: As agreed and recorded in the previous Minutes, the committee requested those vulnerable areas to be fenced up and fixed with appropriate lightings. There was no progress reported at this meeting. The focus on this topic was shifted from “fencing up” to “putting lightings and installing cameras” as recorded in Agenda Topic 2.2.3,.
Conclusions
2.4.1 MSL Properties and Landserve agreed to jointly conduct inspection to identify those areas and come up with recommendation including proposed timeframe execution.
Action Items
Responsible Parties
Deadline
To formulate recommendation plan in addressing the “fencing” issue whereby integrated with lightings and CCTV camersa.
MSL Properties & Lanadserve
Next meeting (20th February 2008)
Agenda topics: 2.5 – Telephone line and Intercom
Discussion
2.5.1 Telephone line and Intercom: As agreed from the previous meeting, MSL and Landserve would assign a phone line/ line number and inform the residents as for an alternative solution to the malfunction of Intercom. The progress was held back by cabling problem which is technically difficult to do and big budget is required.
Conclusions
2.5.1 Temporary measure till further notice proposed by Landserve and ZB Security Service was to provide a hand-phone (cell-phone) to security guards so that residents can communicate with them. However the line number was not advised during the meeting.
Action Items
Responsible Parties
Deadline
To pursue necessary action to attain the landline phone.
Lanadserve and
ZB Security Service
Next meeting (20th February 2008)
To provide the hand-phone line number to residents
Immediately
Agenda topics: 2.6 – Security guards
Discussion
2.6.1 Senior Security Guard at Night: At the previous meeting, the committee requested Landserve to provide a designated senior guard/personnel/officer at night (after working hour). Gerrard informed the meeting that Landserve’s policy was not to have an in-house person after working hour and further informed that Mr. Lokman was the person in charge. Gerrald asked the committee to review his performance, if the committee confirmed unsatisfactory, he would find a replacement. However the performance review did not happen at this meeting.
2.6.2 Security Guard’s Standard Operations Procedures (SOP): At the previous meeting, Gerrard promised to provide SOP and guard’s scope of work to the committee at the next meeting. The said documents were not handed over to the committee at this meeting.
2.6.3 Boost up Security During Chinese New Year: As suggested by the committee that cases do happen during festive season.
Conclusions
2.6.1 Performance review for Mr. Lokman was deferred to the next meeting.
2.6.2 Gerrard agreed to provide the said Standard Operations Procedures (SOP) and guard’s scope of work to the committee at the next meeting.
2.6.3 Gerrald agreed to tighten security during Chinese New Year duration.
Action Items
Responsible Parties
Deadline
To review Mr. Lokman performance.
The committee
Next meeting (20th February 2008)
To handover SOP and Scope of Work of security guard.
Lanadserve
To tighten security and enhance performance during Chinese New Year duration.
During Chinese New Year
Agenda topics: 2.7 – Cleanliness and Landscaping
Discussion
2.7.1 Extension of Cleaning Contract: Gerrard informed the meeting that currently, after the cleaning contact was expired, it is renewed by monthly basis.
2.7.2 Cleaning Deployment Plan: The committee requested Lanserve to disclose the ‘Cleaning Deployment Plan’.
2.7.3 Bin Liner: The committee reported that there was no bin liner (inner bin’s plastic bag used for holding waste).
2.7.4 Placing of Indoor Rubbish Bins: Landserve informed that 35 indoor rubbish bins were purchased.
2.7.5 Floor Mat: The committee requested 17 pcs of floor mat to be purchased. There was a discussion on who would decide the dimensions of it. The meeting agreed that the cleaning company should do so as they are in the industry. The floor mat dimensions must serve the purpose and be suitable to put at the entrance of lobby-lifts and car park- lifts.
2.7.6 Garbage in Drainage of Swimming Pool Area: The garbage clogged the drainage passage.
2.7.7 Cleanliness of the Lifts: Since renovation was still going on, the lifts got dirtier and many more graffiti.
2.7.8 Cleaning of Café Area: There was a discussion whether the café area should be cleaned by the cleaning company or the operator of the café as the café is classified under common property.
Conclusions
2.7.1 For information.
2.7.2 Gerrard agreed to disclose the ‘Cleaning Deployment Plan’.
2.7.3 Gerrard assigned Juliana to ensure that the cleaners put the plastic bag in a waste bin.
2.7.4 Gerrard assigned Juliana to discuss with Lilian to sort out the placing locations of those 35 rubbish bins.
2.7.5 Gerrard assigned Juliana to recommend the dimensions as well as submit the quotation. The placing locations were decided as follows:
· Each at Lift’s lobby (= 3 pcs.)
· Each at First floor access to swimming pool (= 3 pcs.)
· Each at Block A for P1 to P4 (= 4 pcs.)
· Each at Block B for P1 to P4 (= 4 pcs.)
· Each at Block C for P1 to P3 (= 3 pcs.)
Total = 17 (3+3+4+4+3)
2.7.6 Gerrard assigned Juliana to instruct cleaner to remove the clogs.
2.7.7 The cargo lifts would be repainted, and subsequently paint as and when the graffiti are increased. Landserve proposed to put vinyl to protect the wall, but not adopted so far.
2.7.8 The meeting agreed that the café area would be under the responsibility of the operator.
Action Items
Responsible Parties
Deadline
To provide to the committee ‘Cleaning Deployment Plan’.
To ensure cleaners do put plastic bags in the waste bins.
To discuss with Lilian on the placing locations.
Te removal of clogs in the drainage passage at the swimming pools area.
To obtain quotation of floor mat.
To repaint the cargo lifts.
Seri Perak Supply & Service S/B
Before the next meeting (20th February 2008)
To clean and put the garbage bins in the café area.
Café Operator
Immediate
Agenda topics: 2.8 – Land plots at the entrance
Discussion
2.8.1 Garbage Dump Sites beside the road, at the entrance to Desa Putra: As agreed at the previous meeting, MSL would clear up, clean and barricade to prevent further garbage dumping and any illegal activities. In addition, the container (temporary shelter for workers) was also agreed to remove since the previous meeting. However there was no progress reported to the meeting.
Conclusions
The above site to be cleared up, cleaned and barricaded to prevent further garbage dumping and any illegal activities.
Action Items
Responsible Parties
Deadline
To clear up all the above and barricade the two areas.
MSL Properties
10 working days from the date of this meeting.
3. Matters Arising
Agenda topics: 3.1 – Reconciliation of Accounts and Budget
Discussion
3.1.1 Reconciliation of Accounts: According to Landserve information given at the meeting, it has not taken the handover of account from MSL due to the fact that the account retained by Landserve and MSL have not tallied.
3.1.2 Operational Budget: Landserve informed the meeting that it has not received the handover of accounts and budget from MSL, Landserve, despite it was agreed from the previous meeting as recorded that MSL would finalize the budget and handover it to Landserve by end of November 2007.
Conclusions
3.1.1 Landserve and MSL agreed to work together to resolve the problem. The committee highlighted to the two companies that the unsettled or un-audited accounts would delay the formation of JMB. The companied acknowledged the impact and would work toward avoiding the problem.
3.1.2 Landserve agreed to provide the planned budget allocated to manage Desa Putra.
Action Items
Responsible Parties
Deadline
To reconcile the said two accounts and get audited.
To provide the planned budget package.
MSL Properties & Landserve
10 working days from the date of this meeting.
Agenda topics: 3.2 – Communication Channel between Landserve and the DP Committee
Discussion
3.2.1 Communication Channel between Landserve and the DP Committee: The committee shared the experience of dealing directly with individual contract such Cleaning Contractor, Swimming Pool Cleaning Contractors, and so on. The committee found it was not effective.
3.2.2 Publication: The committee highlighted to Landserve that the printing of notices were done with poor quality e.g. faded dot metric ink.
Conclusions
3.2.1 Landserve advised the committee to communicate all issues directly to Gerrard.
3.2.2 Landserve agreed to improve the quality of printings.
Action Items
Responsible Parties
Deadline
To improve the quality of printings.
Landserve
Immediate
Agenda topics: 3.3 – Defects of Common Properties
Discussion
3.3.1 List of Defects of Common Properties: The committee informed Landserve and MSL that they have conducted an inspection and came out with the list of defects of common properties which required immediate action to rectify prior to expiration of warranty. The committee also highlighted one serious problem that there was a leakage of water at Level 2 causing the erosion of the structure.
Conclusions
3.3.1 MSL agreed to disclose its list of the same to the committee. The meeting proposed to have a joint task force comprising one MSL representative and two from the committee to consolidate the list and formulate the action plan accordingly in a timely fashion. The representative from MSL is Mr. Yip and from the committee are Stephen Lim and Abbas F. Mahmod.
Action Items
Responsible Parties
Deadline
To lead the Task Force; responsible for calling members to set working appointment and follow through.
MSL (Mr. Yip)
Within 10 working days from this meeting.
Agenda topics: 3.4– Brought Forward Pending Issues
Discussion
Followings are pending issues brought forward from the previous meeting which still had not been addressed:
v Plan to handle security and safety once the LRT is open.
v Had pest control and/or termite treatment been done during the construction, if not what is the plan? Plan to implement Monthly Pest Control (Fogging and Spraying)
v SOP to escort the contractor (renovation).
v To review and improve current House Rules
v Daily checking of mechanism to ensure a smooth supply of electricity and water
v Resolve tax issue in the water bill.
v Fire detector.
v Emergency evacuation exercise.
v Laundry.
v Building fire insurance – to be renewed on Feb 08.
Conclusions
To take actions on the above issues as soon as possible.
Action Items
Responsible Parties
Deadline
To come up with initial proposals to address the above.
MSL Properties & Landserve
Next meeting (20th February 2008)
Agenda topics: 3.5 – Any Other Business (AOB)
Discussion
3.5.1 Pest Control: Landserve was requested to put into operation of pest control. The committee emphasized that prior to proceeding pest-controls; Landserve must inform the residents in advance at least one week.
3.5.2 Pet in Desa Putra Compound: Pet such cat was found in the compound which not supposed to due to the house rule.
3.5.3 Drying Cloth at Lanai: It brings down the image of this Desa Putra property. The meeting discussed on demarcation of what is acceptable and what not.
Conclusions
3.5.1 Landserve agreed to present schedule to pest control, scope of work of the contractor, and specification of chemical used.
3.5.2 Landserve agreed to write a letter to residents informing them not to have pet or provide food to any pets.
3.5.3 As long as residents do not hang cloth on the railing protruding and exposing them visibly when drying, it is acceptable. The residents are encouraged to hang their cloth more secretly.
Action Items
Responsible Parties
Deadline
To present pest control as detailed above.
To write letter to residents – enforcing house rule that they must not have pets.
To write letter to residents – on drying cloth at lanai.
Landserve
Next meeting (20th February 2008)
Next Meeting
The next meeting is scheduled to take place on Wednesday 20th February 2008 at 1900hours @ the Multi-Purpose Hall, Block B, Desa Putra Condominium.
Registration Counter - armed with committee Danny Li, Daniel Eng & Joanne
Committee Haji Abbas serving foods to residents
Korean residents were actively participated in the function, korean children also joined the games
Games - children love it....
Games for children - see who is the winner, the one with smallest win..... what games is this?????