Friday, May 9, 2008

2nd JMC Meeting Minutes

MINUTES OF MEETING

Referral Code: JMC-2-08

Meeting Date

2nd May 2008

Time Start

2030 hrs

Time End

2345 hrs

Venue

Desa Putra Condominium, Block B – Multipurpose Hall

Meeting Called by

Joint Management Commitee

Type of Meeting

Scheduled Monthly Meeting

Chairman of the Meeting

Stephen Lim

Minutes Taken By

Needthistime Klinparm (Time)

JMC MEMBER-LIST

No

Name

Position

Unit

Cell-phone

E-mail

Attendance

1

Stephen Lim

Chairman


012-313 1654

keriso@gmail.com

Present

2

Needthistime Klinparm

Secretary


012- 313 0547

timek@carigalihess.com

Present

3

Lau Eng Shinn

Treasurer


019- 600 2500

engshinn@yahoo.com

Apology

4

Abbas F Mahmud

Member


012-228 2937

abbasalizzi@hotmail.com

Present

5

Abu Bakar Ariffin

Member


012-278 7361

bakara@carigalihess.com

Apology

6

Dr. Surinder Singh

Member


012-660 7384

Surin1502@yahoo.com

Present

7

Haji Abbas bin Ibrahim

Member


012- 234 5637

none

Present

8

Hajjah Kalthom bt Hj Jaffar

Member


03-9010 4809

013-388 5031

none

Apology

9

Haji Muhammad b Hj Awang

Member


012-219 9258

Kakwa45@yahoo.com

Apology

10

Lilian Quah

Member



lilian.quah.yew.sie@my.pwc.com

Present

11

Robinson Rodriguez

Member



rrodriguez@myjaring.net

Present

12

Teh Teck Heng

Member


012-232 7171

tehtheng@gmail.com

Present

13

Yip Foo Wah

Member

Golden QA

012-361 5300

yipfw@mslprop.com.my

Apology

JMC MEMBER ADVISOR -LIST

1

Eddie Wong

Advisor


012-635 2868

eddiewss@gmail.com

-

2

Dato Syeed Sultan

Advisor


03-4106 9971

none

-

3

Choong Kim Chuan

Advisor


012-322 1110

Man6142@yahoo.com

Present

OTHERS

1

Anildeep Singh

Operation Manager

Urban Axis Sdn Bhd

603-4021 3191

012-379 9217

Saini81@stremyx.com

Present

2

Arif Azizi

Area Manager

Landserve Property Management S/B

012-652 6676

arif@landserve.com.my

Present

3

Hilaludin Ayob

MSL/Golden QA

013-332 0121

none

Present

MEETING AGENDA

1. Amendment, acceptance and adoption of previous Minutes of Meeting

All the meeting members had read through, understood and agreed with the contents of the pervious Minutes of Meeting without any correction or addendums. The previous Minutes of Meeting “Referral Code: JMC-1-08 was therefore dully adopted and has taken effect.

2. Presentation of Action Items as agreed at the previous Minutes of Meeting

2.2.1 Authorized Signatories for Payment

The meeting revisited this matter on the basis rationale that the developer has no involvement in JMC’s funds, and therefore agreed not to obtain a signatory from the developer. The meeting also adopted a resolution to have 2 out of 3 office bearers’ signatories namely the chairperson, treasurer or secretary to legalize the payment.

2.2.2 Limit of Authority (LOA)

The meeting revisited this matter and agreed that the LOA would not apply to payments of fixed contract agreements where payments are regular. The LOA would apply to payments incurred due to ad-hoc projects.

2.2.3 Contracts/Agreements

At the previous meeting, Mr. Yip agreed to bring all the contracts/agreements and present them to the JMC at this meeting. However, Mr. Yip did not attend this meeting and his representative Mr. Hilaludin did not bring any contract agreements as promised. Mr. Arif offered a promise to make a summary of all the contract agreements, furnish with such copies and handover them to the Chairperson on the following week (7th May 2008) latest by 9th May 2008.

2.2.4 Laundry Service

At the previous meeting, Mr. Yip agreed to update the status of Laundry Service at this meeting. His representative failed to provide an update.

2.2.5 Security Door (P4)

Mr. Arif informed the meeting that the door was fixed.

2.2.6 Update Carpark Lots

Mr. Arif informed the meeting that the Developer had stopped selling car-park lots and would handover the remaining of about 40 lots to JMC and he also confirmed that he already finished updating the list of car-park lots, car number and unit owner.

Action Items

Responsible Parties

Deadline

2.2.3 To summarize the list of contract agreements and furnish

with the copies thereof.

2.2.4 Outstanding

2.2.6 Outstanding

Mr. Arif

Mr. Yip

Mr. Arif

7 or 9/05/08

Next mtg, 14/5/08

Next mtg, 14/5/08

3. Matters Arising

Agenda topics: 3.1 – Copper Tape got stolen

Discussion and Conclusion

Mr. Anil informed the meeting that copper tape approximately 400 feet in length which installed by the Developer in the risers of individual Block to protect lightning strike had been stolen by sub-contractor staff. The meeting asked Mr. Anil to confirm whether his statement was factual or speculative. He confirmed his statement was factual.

It is the Developer’s responsibility to install back the copper tape with its own cost. The JMC requested to conduct a joint inspection when the job got done.

Currently there is no lightning protection. The meeting agreed that if there are any damages caused by lightning strikes to residents’ electrical appliances, the affected residents are allowed to claim the cost of repairs from the Developer. The Chairperson will write a letter to inform Residents on such claimable damage via a notice.

Action Items

Responsible Parties

Deadline

To reinstall back the copper tape and inform JMC for joint Inspection.

To write the letter and put up in the notice board.

The Developer (Mr. Yip)

The Chairperson (Mr. Stephen)

ASAP

ASAP

Agenda topics: 3.2 – Access Card

Discussion and Conclusion

Mr. Arif informed the meeting that the access card system had been out of service since 29th April 2008 due to current surge by lightning, controller units were sent to the manufacturer for new part replacement. The meeting had asked for the contingency plan or a back-up system while waiting for the parts to come. Mr. Arif was unable to reply. However the meeting had requested Landserve (Mr. Arif) and MSL Golden QA (Mr. Hilaludin) to activate and put in place the back-up system by the next day and take this issue with top urgency and importance and they promised so. The meeting also requested them to explain at the next meeting on what actions (temporary measures) had been taken to address this issue.

Action Items

Responsible Parties

Deadline

To implement the back-up system or contingency plan against damaged access card system and

To inform the meeting on what actions had been taken.

Mr. Arif and

Mr. Hilaludin

03/05/08

Next meeting

Agenda topics: 3.3 – Repairing Doors

Discussion and Conclusion

Mr. Arif informed the meeting that 43 doors were replaced. In addition, when asked by the meeting members, he confirmed and promised that in the future if any door is faulty, it can be fixed immediately.

Action Items

Responsible Parties

Deadline

For information

-

-

Agenda topics: 3.4 – Feedback of Dissatisfaction on Supervisor and New Manager

Discussion and Conclusion

The meeting voiced out their feedback of dissatisfaction on the performance of Landserve’s Supervisor (Mr. Yunus). Mr. Arif confirmed and agreed with JMC that Mr. Yunus is incompetent in his role as Supervisor. Mr. Arif also confirmed that there is no supervision being carried out daily as required. Mr. Arif informed the meeting that there will be a new Manager to overlook Desa Putra’s management as of 3rd May 2008. When questioned whether the new Manager will be full-time in Desa Putra, Mr. Arif infomed that the new Manager will be overseeing the other properties managed by Landserve in Wangsa Maju. The JMC voiced out that Desa Putra requires a competent full time Manager and not one that has to run around to other properties.

Action Items

Responsible Parties

Deadline

To assign a full time Manager on duty at Desa Putra.

Mr. Arif

ASAP

Agenda topics: 3.5 – Unauthorized Filming at Desa Putra on 25th April 2008 afternoon

Discussion and Conclusion

The meeting requested an explanation on who gave an approval for a filming crew to do film-shooting at Desa Putra’s swimming pool area on 2nd May 2008 without JMC’s knowledge nor approval. Mr. Arif admitted that it was the Supervisor, Mr. Yunus who gave the approval based on his own assumption. Asked if there was a fee charged, Mr. Arif replied – no fee was charged. The meeting requested that Landserve is to pay for any damages caused by the filming crew, and Mr. Arif accepted this commitment. The meeting also gave orders that there will be no filming activities allowed.

Action Items

Responsible Parties

Deadline

For information

-

-

Agenda topics: 3.6 – Illegal carpark

Discussion and Conclusion

The meeting voiced out their dissatisfaction on the performance of security guards for not clamping or not taking any action against those offenders (residents) parking at “Visitor Car-park”. It is the duty of the guards to patrol and check that cars parked at visitor car-park lots should display a “Visitors Parking Permit”. The meeting and all parties agreed that if offender’s car was found illegally parked and not being clamped, 50 RM would be deducted from Landserve’s monthly fee for each individual case. Landserver may further deduct from Urban Axis Sdn Bhd. Un-clamp permits must be authorized and signed by either Mr. Arif or Mr. Anil and an un-clamp fee of 50 RM paid by the offender. Urban Axis Sdn Bhd would maintain the records and show to the meeting.

Action Items

Responsible Parties

Deadline

To clamp cars parked at Visitors’ Lot without displayed “Permit” and cars parked at areas which obstruct traffic.

To maintain the records of clamping, un-clamping and the fee charged and collected.

Urban Axis Sdn Bhd

Mr. Anil

Immediately

Agenda topics: 3.7– Carpark Rental

Discussion and Conclusion

To ease the problem of illegal parking, the meeting decided that;

v No visitor car-park lots will be assigned to P4. P4 will be designated for “Carpark Rental” for Desa Putra residents only. Additional car-park lots from Ground Floor, P1-P3 would be also made available for rent.

v The rental fee;

o Carpark lot at Ground Floor would be charged at 150 RM per month.

o Carpark lot at P1 would be charged at 130 RM per month.

o Carpark lot at P2 would be charged at 110 RM per month.

o Carpark lot at P3 would be charged at 100 RM per month.

o Carpark lot at P4 would be charged at 90 RM per month.

v Fee collection system;

o 3 months-deposit plus 3 months-advance rental would be collected upfront. Upon discontinuity of rental fee payment, the rental contract will become void/ceased and that car-park lot would be put up for new rental.

v Additional Car-Access Card. Each rented car-park lot will be given one car-access card which is programmed to be active until validity of payment made.

v Allocation. If the number of rental-intended residents is greater than the available car-park lots, then rental allocation will be by balloting.

v Consolidation of car-park lots. Mr. Arif was requested to identify and submit to Teh Teck Heng before 9th May the list of parking lots available for rental. Arif to draw up the procedures and guidelines for parking rentals and parking rules. Notice of available car-park lots for rental must be informed to Residents and to provide sufficient time to register. The notice to be given out by Friday 9th May 2008.

Action Items

Responsible Parties

Deadline

To provide drawing of available car-park lots to Mr. Teh.

To give out notice to residents re. available car-park lots for rent

To make available car-access card for each rented lot.

Mr. Arif

Mr. Arif

Mr. Arif

Before Friday 9th May 2008

Friday 9th May 2008

Before balloting date

Agenda topics: 3.8 – Car-park Sticker

Discussion and Conclusion

The problem started at the very beginning of handing over of the parcel – 2 car stickers were given to every single unit which allowed excessive cars to come-in legally. The meeting decided to phase out the existing sticker gradually and initially approved Landserve to print out new sticker which states Parcel Unit # and Car # - whereas Desa Putra will not be spelt out in full but only “DP”. Mr Arif promised to give a quotation of the sticker and the sample to Mr. Stephen by Friday 9th May 2008.

Action Items

Responsible Parties

Deadline

To give quotation.

Mr. Arif

Friday 9th May 2008

Agenda topics: 3.9 – Financial Account

Discussion and Conclusion

Mr. Arif handed over to the meeting;

v Income Statement as of 29 February 2008

v Estimated budget

v Billing/Collection/Expenses Summary detailing, pre-November 2007 till March 2008.

When asked to justify some figures stated in the above documents, Mr. Arif was unable to do so.

The meeting agreed that after 6th April 2008, any funds collected must be handed over to JMC. If there is a deficit in the collection amount prior to 6th April 2008, the developer (GQA) will have to account for the shortage in monies collected. Any surplus must be handed over to JMC’s Building Maintenance Fund (BMF).

Action Items

Responsible Parties

Deadline

For information

-

-

Agenda topics: 3.10 – COB

Discussion and Conclusion

With regards to obtaining COB certification which is required for JMC to open a bank account, the meeting asked Landserve about the status as the deadline for submission of Minutes of the 1st JMB Meeting to COB should be no later than 28days from 6th April 2008. Mr. Arif informed the meeting that the Minutes of Meeting had not been sent to COB. The JMC advisor – Mr. Choong Kim Chuan advised Mr. Arif to amend the Minutes of Meeting by using official wordings and to take note of documents required for such submission, for example;- (not exhaustive list)

v Committee Member List and their IC, S&P

v Copy of CF

v Etc.

Mr. Arif promised to get all required document ready by Monday 5th May 2008, and noted that some of the Committee Members are traveling overseas.

In addition, the meeting asked Mr. Arif to check the status of Hajjah Kalthom bt Hj Jaffar and Haji Muhammad b Hj Awang if their status is qualified to be a member of JMC. Mr. Arif promised to check accordingly and inform the JMC.

The meeting strongly emphasized an important message to Mr. Arif to expedite the submission to COB and expect the issue to be handled professionally and in a timely manner. Mr. Arif gave his assurance to do so.

Action Items

Responsible Parties

Deadline

To expedite the submission to obtain COB certificate and check the status of the said 2 members.

Mr. Arif

ASAP

Agenda topics: 3.11 – Any Other Business (AOB)

Discussion and Conclusion

3.11.1 Renewal of Building Insurance

The meeting asked if Landserve had renewed the building insurance policy – Mr. Arif confirmed “Yes” it was done and the premium was paid in February 2008. He would arrange to make the Master Copy of the Insurance Policy available at the Management Office, Desa Putra for parcel owners to collect.

3.11.2 Commercial Aspect of Desa Putra

The meeting deferred a discussion on commercial aspect of Desa Putra such as opening kindergarten, etc.

3.11.3 Frequent Power Trip at Surau Room

The meeting informed Landserve that there were several occasions of power trip at the Surau Room in Block A due to insufficient power which is supplied from Block B. This sometimes caused power trip in Block B.

Action Items

Responsible Parties

Deadline

3.11.1 To make available of copy of the Master Insurance Policy.

3.11.2 -

3.11.3 To take corrective action

Mr. Arif

Mr. Arif & Mr. Hilal

ASAP

ASAP

Next Meeting

Although this meeting is intended to be held monthly, several issues need fast attention. The meeting therefore decided to conduct the meeting fortnightly until further notice or until the JMC deems to come back to regular monthly meeting.

The next meeting is scheduled to be held on Wednesday 14th May 2008 at 2030 hours@ the Multi-Purpose Hall, Block B, Desa Putra Condominium.

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