3rd JMC Meeting Minutes

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-2-08 was therefore dully adopted and has taken effect.

2. Certificate of Establishment of JMB

The Chairman informed the meeting that the Certificate of Establishment of JMB was issued by COB on 6th June 2008 and collected on 12th June 2008. The Chairman expressed thanks and appreciation to the Developer, Landserve, Proterm Committee members and present JMC members for this success.

Agenda topics

1. Statement of Income and Expenditure As At 30 April 2008

The abovementioned Statement prepared and presented at the meeting by Landserve was incorrect and therefore not accepted by the JMC.

Action Items

Responsible Parties

Deadline

To produce statement as at 31st May 2008

Landserve

ASAP

2. Sinking Fund (SF)

The meeting has confirmed billing and payment of sinking fund as follows : - The billing from Nov 2007 till June 2008 issued by Landserve to remain and be accepted. - All Sinking Fund payments for period of Nov 2007 till June 2008 to be transferred to JMB’s Sinking Fund Account

3. Maintenance Fees Paid to Developer Prior to November 2007

The meeting voiced that maintenance fees paid by owners prior to November 2007 included both Maintenance Fee and Sinking Fund and the accounts should reflect this. A portion equivalent to 10% of the total maintenance fees collected per month from Vacant Possession till Nov 2007 to be apportioned to the Sinking Fund and the surplus into the Building Maintenance Fund.

Action Items

Responsible Parties

Deadline

Yip took note of this proposal and will inform Developer

GQA

Before 30th June ‘08

4. Parking System - Rental Fees/Visitors’ Parking/Colour Code

The meeting has discussed and agreed on the following : Rental Fees & Procedures - RM100.00 per month for Covered (P1 to P4) ­- RM80.00 per month for Open areas (P3 & P4) - Advance Three (3) months rental to be paid - No deposit will be collected - Parking card chargeable at RM30.00 Note : For owners/residents who have paid, excess monies will be carried forward to next rental payment. Visitors’ Parking Will be assigned to Ground Floor only. On occasions where visitors’ bays are full at Ground Floor area, visitiors will then have to park outside. Colour Code Visitors’ Bays - RED Owners’ & Rented Bays - YELLOW Policy for Overnight & Short Stay Parking Due to the time constrain in the current meeting, this topic will be discussed in the next JMC meeting

Action Items

Responsible Parties

Deadline

- To inform Residents of Confirmed Parking Rates & Ruling - To recheck/repaint all parking bays to the right colour code - To inform residents who have already paid the rental that any excess of payment will be carried forward to the next rental payment

Mr. Arif

Immediate

5. “Existing Activities” Happening Without JMC’s Approval

The following activities are currently taking place without JMC’s approval : - Car Wash services by Mr. Suresh - Swimming Instructor The Chairman informed the meeting that there has to be a policy with rules and regulations for service providers to adhere to whether the respective services generates income or done on goodwill basis. The meeting agreed that a policy be drawn up and the abovementioned current providers (Mr. Suresh and the Swimming Instructor to write in officially to the Management to register their services). With immediate effect all new service providers are required to register with the Management who will then seek the approved from JMC. The Management has to keep a good record of the service providers and the day to day activities. No service providers are allowed to carry out any activities without the prior consent of the JMC. Service and facilities provided are only for Desa Putra Residents only, Non Residents are prohibited from using the facilities of Desa Putra. Should the above service providers are operating with the approval from JMC, its particulars and type of service should be published in the Notice Board instead of letting the service providers to distribute their business card in the mail boxes. (OK – Stephen) Stringent terms & conditions have to be drawn up for strict compliance by the service providers (OK – Stephen) To allocate a designated car wash area instead of mobile from car to car for easy control of workers who may be a potential burglar once they familiar with the building. Can drop paragraph this as decision was made further down

Action Items

Responsible Parties

Deadline

- To confirm on policy ruling - To inform Mr. Suresh to register and that a monthly fee to be paid for usage of water. - To inform Swimming Instructor to register.

JMC Landserve Landserve

ASAP Immediate Immediate

6. Car Wash – Rulings

Car Washing (Designated Area) – Identified and confirmed at Level P3 (near TNB Room) Cleaning Methods : - Wet wiping only is allowed to be carried out at individual parking bays (no wetting of floor areas) - Washing with wetting of area is allowed only at the designated car wash area at Level P3

Action Items

Responsible Parties

Deadline

To check daily that residents and Car wash service provider adhere to ruling

Landserve

Immediate

7. Security

8. Principles and Policies of Rental Areas/Lots

The meeting discussed and agreed on the following for the abovementioned : - Priority of rental for business to be given to Owners and Residents. In the event that offer is not taken up by owners and residents, offer will then be open to Non-residents - A base rental rate (reserved price) of Ringgit Malaysia One (RM1.00) per square foot is applicable and chargeable for the rental areas/lots. - The meeting has identified and suggested the following type of business to be operated at the rental areas/lots (for the convenience, usage and benefits of Residents) - Convenience Store - Hair Salon - Reflexology Centre - Children Nursery - Laundrette (*) The Proprietor (prospective tenant) of the Laundrette who leased the area from Developer has not started operations to date. In this scenatio, the JMC will discuss with the Proprietor (prospective tenant) to get his confirmation on getting the business started or if otherwise, to withdraw the rental and the area be leased to another party. (JMC to review the salient points in the letter of offer prepared by Developer before getting the tenant in to start operation or to enter into a fresh tenancy agreement vetted and prepared by the professional MA to avoid tenant taking advantages from the Common Property – decision will be made in August under the new property management. JMC Room - There is a need for a JMC room and an area needs to be identified. Due to time constrain this issue will be reviewed further and discussed at the next JMC meeting.

Action Items

Responsible Parties

Deadline

To (review and) adopt contract (agreement) samples already adopted by other condos (similar ranking as Desa Putra)

Landserve to source for sample of contracts

Immediate

9. Rectification Schedule for Defects & Outstanding Works

Yip informed the meeting that some progress on the Defect List have been carried out. The JMC Chairman will set a date for a technical meeting to address the issues based on the list to be submitted by the developer.

Action Items

Responsible Parties

Deadline

Date to be confirmed for meeting between JMC Technical/Defects Sub Committee and Developer

JMC Chairman

ASAP

10. List of Works to Developer To Make Good (On Goodwill Basis)

The Meeting informed Yip that it will come up with a list of works for the Developer to make good/rectify on goodwill basis. Yip has taken note of this and asked Chairman to draw up the list.

Action Items

Responsible Parties

Deadline

To submit list to Developer

JMC

ASAP

11. Statement of Accounts

The meeting was informed that the 2007 Audited Account from the Developer indicated that the Desa Putra Building Management Account owes an amount of RM600,000 plus to the Developer ( or the developer had advanced an amount of approx. RM600,000 to Desa Putra Building Maintenance Account) – this part can be removed and we let MSL clarify this point in the next meeting as the accounts simply indicate amount owe and not the reasons why. . The JMC has requested that a breakdown of the amount owing (advanced) be shown and proven.

Action Items

Responsible Parties

Deadline

Breakdown of Amount Owing to be given to JMC

Developer

ASAP

12. Opening of Desa Putra JMB Bank Account

The Chairman informed the meeting that a Desa Putra JMB Bank Account will be set up. The meeting agreed that the DP JMB Bank Account be opened at Maybank, Wangsa Link Branch. 3 accounts under 2 types of fund to be opened will be : - Building Management Fund Account (current account) - Sinking Fund Account (current account and fix deposit account) In the last minutes JMC-2-08 it was agreed that the signatories for the DP JMC Bank Accounts will be the Chairman, Treasurer and Secretary. Yip informed that in line with COB’s regulations, the Developer as one party of the JMC will need to be shown as one of the signatories. In this aspect (respect), the meeting agreed that the Developer will be added in as one of the signatories. The Chairman and Treasurer will get the DP JMC accounts opened by the week of 16th June 2008. The meeting informed that it would be a good gesture from the Developer to give the 1st cheque for the opening of DP JMC Account with a cheque of RM313,775 (this amount is insufficient as initial deposit for even one account, they need RM2,000 per account) (the surplus amount shown in the 2007 Audited Accounts). Yip took note of this request.

Action Items

Responsible Parties

Deadline

Opening of DP JMC Bank Account at Maybank, Wangsa Link Branch

JMC Chairman/ Treasurer

By week of 16 June 2008

13. Appointment of New Property Management

In view of poor service rendered by Landserve in managing Desa Putra, the contract was not renewed. The Chairman informed the meeting that interviews have been conducted with 4 Property Management companies namely : - KJ Property (formerly Khong & Jaafar) - Burgess Rawson (RW) - HoKaWai - Allied Group The (Chairman) briefed the meeting on the interview presentations given by the respective companies. After discussion and with views given by the JMC members who attended the interviews, it is agreed that HoKaWai and Allied Group will not be considered. The decision was to appoint either Burgess Rawson or KJ Property. After much deliberation and based on the views from all members present, it was decided and agreed that Desa Putra’s budget is insufficient to engage Burgess Rawson and therefore by this elimination (any efforts done to negotiate down the fee?) , KJ Property will be the new property agent for Desa Putra (is the fee quoted comprehensive? Any hidden costs?). The Chairman informed that the commencement date for the new property agent will be 1st July 2008. This timeline is important in the effect that the next maintenance & sinking fund billing period starts on July 2008. It is important that the New Agent generates the billing and that collection goes directly into the JMC’s accounts. Comments : it is the right timing to effect the handing over on 1 July 2008? Does JMC allow sufficient time for KJ to interphase (free professional fee period) with Landserve? I know that we are frustrated with Landserve, but would it be fair to Landserve for such a short notice to quit and their staffs as they would not be able to get a new job unless KJ recruit them? How ready is KJ to generate billing for July to Sept? Why don’t we ask Landserve to generate billing for the said period so that the JMC as well as Kj would have sufficient time to make themselves ready for the new assignment? So long as the bank account is opened under the name of JMB, I foresee no problem for KJ to take over. JMC may discuss this arrangement with KJ. It is advisable to have a proper documentation of the appoint of Managing Agent (MA) which shall specify the shortcomings of the existing MA and the reasons for appointing the new MA from financial prospective to technical. A summary of proposals received and views & comments from JMC members should be compiled.

Action Items

Responsible Parties

Deadline

a. JMC to write officially to Developer on the appointment of new property agent. b. Lau to meet with KJ Property to further negotiate on fees c. Robin to visit 2 properties (equivalent to DP’s standard) managed by KJ Property d. If fees are agreed upon, Stephen & Lau to meet KJ to confirm terms and conditions of Letter of Appointment

Stephen/Time Lau Robin (Stephen & Lau)

By week of 16/6/08 As above As above As above

14. Integration (Interphasing) Between Landserve & New Managing Agent

The Developer is requested to assist in ensuring that the transition period during the changeover of management be carried out as smoothly as possible with no compromise on the day to day services, i.e Security, Cleaning and Technical maintenance. The current Security and cleaning services will be maintained during the transition period on a monthly basis. Developer to ensure that Landserve pays the Security, Cleaning Services for amount owing to date before the new Management takes over.

Action Items

Responsible Parties

Deadline

To ensure smooth workflow and handover to new Management

Developer

On appointment of new Management

15. Community Programmes

The meeting would like to see a proposal and kickstart of community programmes. A budget will be set aside for community activities (suggested 3 activities per year). Robin will draw up a proposal to be discussed further in the next JMC meeting.

Action Items

Responsible Parties

Deadline

Proposals for Community programmes/activities

Robin

Next JMC meeting

Next Meeting

Although this meeting is intended to be held once monthly, several issues that require urgent attention will need to call for another JMC meeting before the next due date.