Desa Putra Condominium: January 2009

4.0 Business Arising from the Last Meeting

4.1 Request from Arab Community

4.1.1 BRM informed the Meeting that Mr Robinson Rodrique, Mr Brian Wong and Mr Abdul Rahman Alseddiqi had identified a place where is deemed suitable to be used as a football field. The place is next to the car park ram moving downwards from Level P3 to Level P4.

4.1.2 BRM then presented to the Meeting the proposal comprising two (2) options that was submitted by Syspor (M) Sdn Bhd for the construction of a futsal court at the location mentioned above.

4.1.3 The two (2) options comprised of the construction of a 15mx10m and an 8mx16m futsal court amounting to RM50,250.00 and RM45,860.00 respectively. The Meeting requested BRM to present the proposal to the Arab community for their consideration since they had earlier agreed to sponsor the

cost of construction. However, the Meeting requested BRM to obtain the cost for the construction of higher netting before presenting the proposal to the Arab community.

4.1.4 The Meeting had decided to discuss on the operation of the futsal court only upon confirmation that the Arab community is willing to sponsor the cost of construction of the futsal court as per the proposal obtained.

4.2 Fire Alarm System

4.2.1 BRM presented the quotations that were submitted by Safetech Security Automation, Tyco Services Malaysia Sdn Bhd, Certifire Engineering and My Wish Alarm & Autogate for the installation of the 2nd siren for the consideration of the Meeting.

4.2.2 The Meeting noted that the price submitted by Safetech Security Automation was the lowest among all the quotations received. However, the Meeting was of the opinion that the cost of cabling which was quoted by Safetech Security Automation was at the high end.

4.2.3 Thus, the Meeting requested BRM to obtain justification from Safetech Security Automation on the cost of cabling in terms of total length of cable used.

4.2.4 Besides, the Meeting also suggested BRM to seek the opinion from Safetech Security Automation on the feasibility to install the 2nd siren at the security guard house as an alternative to reduce the total cost of installation. BRM would present the findings to the JMC in the next Meeting.

4.2.5 The Meeting further requested BRM to enquire Safetech Security Automation on the length of backup battery as quoted in its proposal and to present the finding to the JMC in the next Meeting.

4.3 Warning/ Alarm Light

4.3.1 BRM presented the quotations that were submitted by Safetech Security Automation, Tyco Services Malaysia Sdn Bhd and Certifire Engineering for the installation of the warning /alarm light for the consideration of the Meeting.

4.3.2 The Meeting commented that the said installation works do not require the involvement of a third party contractor. The Meeting requested BRM to study the alternative of having the in-house Technicians to install the warning /alarm light. BRM noted the request and would look into the matter.

4.3.3 The Meeting agreed that the warning/alarm light which comprised of a flashing siren together with a sensor would be a mode to alert motorists at Ground Floor when a car approaching the ramp from Level P1 to Ground Floor. Besides, the warning/alarm light could be installed at each level of exits to warn motorists of the incoming vehicle.

4.4 One (1) Way Signage

4.4.1 BRM presented the quotations that were submitted by Harvest Zone Trading, JV Pro Trading & Services and Midas Hardware & Engineering Sdn Bhd for the proposal to upgrade building directory signage in the building to the Meeting.

4.4.2 The Meeting requested BRM to instruct the Management staffs to purchase those “pull” and “push” door signage for the building and is not necessary to place order for those signage with a third party supplier. BRM noted the request and would look into the matter.

4.4.3 As for other building directory signage such as the one (1) way signage, clamping zone signage, visitor parking full signage and no entry signage, the Meeting requested BRM to obtain the artwork for the said signage. BRM shall present the proposals and quotations together with artworks for the study and consideration of the JMC in the next Meeting.

4.5 JMC’s Members’ Contact & Unit No

4.5.1 BRM reported to the Meeting that the unit no. and contact no. of the respective JMC members that was stated on the JMC members’ name list placed on the notice boards had been removed by the Management.

4.5.2 However, the JMC was of the opinion that the contact no. of the JMC members has its significance in the name list as some residents may want to raise their issues to the JMC members. Although several JMC members commented that the duties are on the Management to look into the issues of the residents, the JMC decided that the members should be aware of the issues concerning the residents as well.

4.5.3 Thus, the JMC requested BRM to insert the contact no. of the JMC members in the name list as well but not the unit no. of the members. BRM noted the request and would look into the matter.

4.6 Removal of Tenant’s Belongings from the Laundrette

4.6.1 BRM reported to the Meeting that acting upon the request of the JMC, a letter had been given by the Management to the owner of the equipments presently kept inside the Laundrette.

4.6.2 BRM further briefed the Meeting that the said letter requested the owner of the present equipments in the Laundrette to remove the belongings from the Laundrette latest by 30th December 2008 should the owner is not interested in renting the place and decided not to participate in the tender.

4.6.3 BRM to follow up on this matter.

4.7 Update on Rental for Common Areas

4.7.1 BRM informed the Meeting that the Management had received one (1) proposal for the rental of the car wash area thus far. On the rental of other common areas which include the Laundrette and two (2) shop lots, BRM reported to the Meeting that the Management had put up notice requesting those interested to submit in their tender letter to the Management together with the required information latest by 30th December 2008.

4.7.2 However, BRM informed the Meeting that the calling for tender did not include the rental of car wash area.

4.7.3 The JMC requested BRM to include in the car wash area in the tender process as well. Besides, the JMC commented that it may not be convenient requesting residents to put in writing to the Management for the tender without proper guidelines. Thus, the JMC further requested BRM to create a simple form for those interested to fill at the Management Office as submission for tender of rental for the common areas.

4.7.4 BRM proposed to the JMC to prepare set of tender documents for the rental of the common areas. These tender documents could be collected from the Management Office with a documentation fee. However, BRM informed the JMC that the closing of tender may need to be postponed.

4.7.5 The JMC was agreeable with the preparation of the tender documents for the rental. The JMC requested BRM to present the tender documents to the JMC for its study and consideration before deciding on the final schedule of tender in the next Meeting. BRM noted the request and would look into the matter.

4.8 Request to Local Authority on the Removal of Sewerage Tank

4.8.1 The Chairman informed the Meeting that the official letter to the relevant local authority requesting for the removal of the proposed sewerage tank near the building access area to the Sri Rampai LRT station would be drafted by him.

4.8.2 The JMC requested BRM to assist in following up with the respective department of the local authority once the letter was sent.

4.9 Lift Wall Protection Canvas

4.9.1 BRM presented the quotations that were submitted by MS Elevators Engineering Sdn Bhd and Sigma Elevator (M) Sdn Bhd for the installation of the lift wall protection canvas in the Bomba lifts of the respective blocks for the consideration of the Meeting.

4.9.2 The Meeting commented that the prices quoted by the respective lift companies were at the high end.

4.9.3 BRM noted and agreed on the comment. BRM further suggested to the Meeting to obtain quotations from other third party suppliers for installation of the lift wall protection canvas rather than solely depending on the quotations submitted by the lift companies.

4.9.4 The Meeting was agreeable with the suggestion of BRM. The Meeting requested BRM to obtain additional quotations from other third party suppliers for the said proposal and BRM should present the quotations for the study and consideration of the JMC in the next Meeting.

4.10 Notice Boards (Acrylic Sheet or 7” LCD screen panel)

4.10.1 BRM informed the meeting that the proposal to install the 7” LCD display screen panel at the lift was still pending as the Management was unable to contact the person-in-charge.

4.10.2 BRM reported to the JMC that the person-in-charge from 3xposure Sdn Bhd was away to outstation at the moment while the contact no of the person-in-charge from Brand Attic Sdn Bhd was incorrect.

4.10.3 However, having discussed with the person-in-charge from 3exposure Sdn Bhd, BRM briefed the JMC that such companies were usually in favour of commercial buildings rather than residential buildings.

4.10.4 Several members of the Meeting queried BRM on the functionality of the LCD display screen panels.

4.10.5 BRM informed the JMC that the function of the LCD screen panel is to update all residents on the recent issues in the condominium. The company installing the LCD screen panel would pay a monthly rental to the Management of the condominium. The company would display their advertisements at the LCD screen panel. In between, the Management would be given a few slots to display its messages to the residents.

4.10.6 Having discussed and studied the advantages and disadvantages of the LCD screen panel, the JMC decided not to choose the option to send messages to all residents as the JMC was of the opinion that the LCD screen panel may not serve the purpose of informing the residents on the events in the building with the heavy bulk of advertisements displayed at the LCD.

4.10.7 Hence, the JMC decided to install the A3 size acrylic sheet instead as an option to display notices in the lift for the reference of the residents.

4.10.8 BRM reported to the JMC that the installation of one (1) set of acrylic sheet in each lift would require the cost RM480 based on one (1) quotation obtained.

4.10.9 The JMC requested BRM to obtain additional quotation for the installation of acrylic sheet with proper design in the lift and BRM should present the quotations for the consideration of the JMC in the next Meeting.

4.11 Internet

4.11.1 BRM reported to the Meeting that the developer, MSL Property Sdn Bhd, had provided the Management with all the required documents such as the Quit Rent, Land Titles, Certificate of Fitness for Occupation (CFO) and Building Plans. Thereafter, the said documents had been provided to the Broadband Service Provider, Izzinet.

4.11.2 BRM further informed the meeting that upon submission of the documents to the relevant local authority by Izzinet, the application would take approximately one (1) month to be approved. Upon approval, Izzinet would submit the schedule for the installation of Broadband services in the condominium to the Management.

4.12 Retractable Polycarbonate Shade

4.12.1 BRM presented the proposals and quotations submitted by Hobbycraft Design (M) Sdn Bhd, JV Pro Trading & services and De Skylight Roofing Sdn Bhd for the installation of the retractable polycarbonate shade/canopy for the study and consideration of the JMC.

4.12.2 BRM proposed to the JMC to award the job for the installation of the retractable polycarbonate shade/canopy to Hobbycraft Design (M) Sdn Bhd who had been able to present a clear picture on the description and operation of the polycarbonate shade/canopy. Moreover, Hobbycraft Design (M) Sdn

Bhd had agreed to give a RM200 discount on the initial price quoted.

4.12.3 Having discussed and studied the proposals and quotations, the JMC decided to award the said installation works to Hobbycraft Design (M) Sdn Bhd.

4.12.4 BRM would prepare the Service and Maintenance Approval (SMA) for the approval of the JMC.

4.13 Iron Cast Floor Trap

4.13.1 BRM informed the Meeting that the supplier, Hobbycraft Design (M) Sdn Bhd, would be installing the iron ca condominium on the following week.

4.13.2 BRM to follow up on this matter.

4.14 Recalibration of LV Room

4.14.1 BRM informed the Meeting that the Service and Maintenance Approval (SMA) to award the job of recalibration of the LV room switchgears to Sunses M&E Engineering Services was ready.

4.14.2 BRM would send the said SMA to the JMC for its approval. BRM to follow up on this matter.

4.15 Planter Box in Block B & C

4.15.1 BRM informed the Meeting that as a trial, the present landscaping service provider, WC Landscape Services had planted ‘money plant’ at the planter box in Block C.

4.15.2 However, after few observations, it was noted that the ‘money plant’ would not long last in the said planter box due to the lack of sunlight and over pouring of rainwater.

4.15.3 Tn Haji Abbas informed the Meeting that he would assist by bringing some plants to grow at the planter box of Block C as a trial and error.

4.15.4 BRM to follow up on this matter with the assistance from Tn Haji Abbas.

4.16 Proposal to Purchase Office equipments – Computer

4.16.1 BRM presented the quotations submitted by VT Computer Sdn Bhd, AQP Systems, Honsen Office Solution and Ablenet Systems Sdn Bhd for the purchase of computer to the Meeting.

4.16.2 The Meeting queried BRM on the purpose to purchase a new computer for the office.

4.16.3 BRM informed the Meeting that the function of the new computer is to smoothen the operation of the Management Office. With the purchase of the new additional one (1) computer, this will enable the administration and accounts work to be carried out concurrently.

4.16.4 After much deliberation, the Meeting had agreed with the proposal of BRM to purchase an additional computer for the office at the budgeted cost of RM2,720.00 only as quoted by VT Computer Sdn Bhd.

4.16.5 However, the Meeting requested BRM to ensure that the proposed computer suits the requirement of the Management Office.

4.16.6 The JMC further requested BRM to consider of purchasing the computer from DELL together with a three (3) years warranty. BRM noted the request and would look into the matter.

4.16.7 Tn Haji Abbas requested BRM to prepare the inventory list and record for all the tools, equipments and assets belonging to the common areas.

4.16.8 BRM to follow up on this matter.

4.17 Official Website for Desa Putra

4.17.1 BRM informed the Meeting that the Management had received a proposal and quotation to register the email hosting from the company, Host Relax.

4.17.2 BRM further informed the Meeting that the Management was in the midst in searching for additional proposal and quotation on the email hosting.

4.17.3 BRM to look into this matter and present the proposal and quotation in the next Meeting.

5.0 Update on Building Defects & Retention of Stakeholder Sum

5.1 The Chairman informed the Meeting that he had put in writing to the stakeholder lawyer, Lee Hishamuddin Allen & Gledhill, to hold the 2.5% retention sum from releasing to the developer before an agreement could be achieved by both the JMC and developer that the defects were fully rectified.

5.2 He further informed the Meeting that the stakeholder lawyer had agreed to the request and BRM had been requested to prepare the update on the status of the defects list to be used during the joint inspection with the developer on the following day.

5.3 BRM noted the request and informed the JMC that the updated list on the status of the defects in the common areas of the condominium would be available for the joint inspection on the following day.

5.4 Tn Haji Abbas queried the reason for the matter of a fallen tree at the slope near the end of the ram at Level P4 not being minuted although the matter was discussed in the last Meeting.

5.5 BRM noted the matter and agreed to make amendments to the minutes of the last Meeting before presenting to the JMC for its endorsement.

5.6 The JMC also requested BRM to put in writing to request the relevant department of City Hall of Kuala Lumpur (CHKL) to carry out a thorough investigation of the stability of the slope behind Desa Putra and the cause of water seeping through from the ground at Level P4 car park area.

5.7 BRM to follow up on this matter.

6.0 Financial Matters

6.1 BRM informed the Meeting that Mr Yong Yen Kiong of BRM was unable to attend the Meeting as he had tendered his resignation recently. However, BRM further informed the JMC that the Accounts Servicing Manager, Mr Gary Lee, would be taking over the duties of Mr Yong Yen Kiong with regard to Desa Putra.

6.2 BRM informed the JMC that BRM would be sending out audit confirmation to all owners of Desa Putra by the end of the month to ensure the accuracy of the opening balances from the previous property management agent.

6.3 The JMC noted the said matter and requested BRM to follow upon the said matter.

7.0 Any Other Business

7.1 Usage of Common Facilities by Outsiders – Decision Required from JMC

7.1.1 BRM informed the meeting that decision is required from the JMC with regard to the usage of common facilities by outsiders. The matter was concerning the request from one (1) owner in Desa Putra who wishes to give swimming classes to children including outsiders.

7.1.2 There was a debate over the matter of whether to regulate or not to regulate the decision of allowing residents to give swimming classes in the condominium.

7.1.3 Several JMC members were of the opinion that the swimming coach should not be allowed to recruit outside students and a nominal fee should be imposed on the coach while some JMC members were not agreeable with the opinion.

7.1.4 As there was no unanimous decision obtained on the matter, after much deliberation, the Meeting decided to put on vote to decide whether to regulate or not to regulate the decision.

7.1.5 In a simple majority vote by show of hands, the JMC decided to regulate the decision to allow residents to give swimming classes in Desa Putra.

(Results: Agreed to regulate the decision – 7 votes; Not agreed to regulate the decision – 1 vote)

7.1.6 The JMC further decided to impose a nominal fee of RM30.00 per month on the owner who wishes to use the swimming pool in Desa Putra to provide swimming classes to his students. The JMC also decided that outsiders are not allowed to use the swimming pool to conduct swimming classes.

7.1.7 The JMC requested BRM to ensure that the swimming coach submit all the relevant documents such as the qualification papers, names of students for registration and insurance policy to the Management for record purposes. The JMC also suggested that a contract should be entered upon between the JMC and the coach for this reason.

7.1.8 BRM noted the request and would follow up on this matter.

7.2 Dispute from Residents over High Charges for Additional Access Card and Rental of facilities

7.2.1 BRM reported to the JMC on the issue of disputes from residents over the high charges for additional access cards and rental of facilities.

7.2.2 The JMC decided to continue implementing the policies, procedures, rules and regulations as stated in the Schedule of House Rules until and unless amendments and revision are done on the House Rules by mean of holding the Annual General Meeting (AGM) or Extraordinary General Meeting (EGM).

7.2.3 BRM noted the decision from the JMC.

7.3 Submission of Cheque for Signatures by JMC

7.3.1 BRM presented the cheques requiring the signatories of the Chairman, Mr Stephen Lim and the Secretary, Mr Needthistime Klinparm.

8.0 Date and Time of Next Meeting

8.1 The Meeting had decided to hold its next meeting (11th JMC meeting) on 21 January 2009 (Wednesday) at 8 p.m.