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.