Security Improvement Meeting Minutes
Minutes of meeting no : 01
Date : 17 April 2009
Time : 8:30 pm (Friday)
Venue : Library Room, Ground Floor, Block D
Present Attendees :
Mr. Edward Koo
Mr. Kelvin Yap
Mrs. Ann Le
Mr. Benjamin Ooi
Mr. Thomas Khoo
Mr. Danny Yap
Mr. Kong
Mr. Tan
Mr. Edward Fong
Mr. Paul Fong
Mr. Riyas Mahendy
Mr. Chong K.L
Mr. Chan D.H
Mr. Mike Chai
En. Mohammad Shukry
Mr Vijay.R
Mr. Subra
Many meetings with Sri Lara have been held together with previous Member Councils and Residents Associations Committee Members for the past 3 to 4 years, however many of such meetings takes place was not recorded and/or published. The purpose of tonight’s meeting is to reinstate our view towards Sri Lara’s commitment and effectiveness. Hence, this meeting will be made transparent to all members of Residents whom are living in Menara Menjalara.
Items discussed are based on Q&A to Sri Lara. For information, questions were forwarded to Sri Lara on 14 April 2009 via email for their preparation. Question posted to Sri Lara with answer replied from Sri Lara are as below (Q=Questions by MC, A=Answers given by Sri Lara in writing, R=Remarks made during meeting):-
Q: Why are there blank card where some personnel did not punch in or out? Please state reasons of absent.A: Punch cards are updated from time to time and it may not be on daily basis. At the moment updates are done on the 15th day of the month and submitted to HQ Sri Lara for advance payment and 30th / 31st day for salary payment. The reasons are all stated in the duty rooster book until the cards are updated.
R: All punch card must be punched in & out. Punch cards not punched will be questioned and maybe rejected, thus no payment to this personnel. To photocopy punch card of every security guard and submit to En Shukry every 15th and 30th of every month so as we can monitor and pay to Sir Lara based on attendance of guard. If on that day Mr. X didn’t punch card; no salary will be paid to him. We don’t accept duty rooster book as verification. Reasons of absent must also be stated in the punch card.
Q: Sometimes working time not accordance to stipulated working hours.A: Due to rain, motorbike punctured, children sick (need to go to clinic), open bank account. Not accepted as an excuse. Salary will be paid based on number of working hours.
Q: Guards reporting to work are not consistence. Hence some guards are required to work overtime to cover the other guards. What is your action to this?A: Guards reporting to work are not consistence because they need rest and those married needs to tackle their family problems. In case where guards purposely didn’t report for duty is considered absent. Some guards who’d request to do overtime will fit in to cover those who didn’t turn up. These problems happen when no buffer is available. We will advertise for new recruits.
R: Mr Vijay explains that it is security industrial problem and it happened everywhere. However, he will put up his best afford to improve the situation.
Q: As mentioned in your report perimeter clocking – 15 points, Blocks – 18 points). Why is there only one watchmen clock available at site? What happens should this clock go faulty?A: One watchmen clock is available at the site and our spare watchmen clocks are held at HQ Sri Lara as spares.
R: Mr Tan suggested having a 2nd watchmen clock but CSO Subra responded that 1 should be sufficient and if there are 2nd watchmen clock, other personnel will be needed to clock the 2nd watchmen clock. We will stick to 1 at the moment.
Q: Was there any mentioned in your log book, as to who was doing clocking duty and at which location (point) within the vicinity at the time of the breaking in (theft) at G-15-7 and the fire tragedy at E-4-7?A: Clocking is not mentioned in the log book as per-instructed by En Zahari and En Shukry. A separate log is maintained for clocking records and patrolling. Duty rooster is maintained in a separated file. At the time of break-in at G-15-7 clockings were done as agreed with the previous MC, clocking in the day shift are done at random; ie between 1200 hrs – 1700 hrs. During the fire tragedy at E-4-7 i.e at 2155 hrs clocking was not done because in the night shift clocking are done at perimeters between 2400 hrs - 0600 hrs. Also guards are not allowed to simply go up the buildings unless there is instruction from officer or sergeant.
Q: Anti-pass back cases were reported to the management. Was it reported verbally or in writing?A: Anti-pass back cases were reported to management so far only when there were disputes. Otherwise I is recorded on separate list and checking are done with management verbally or thru’ phone. This list will be attached in the monthly report.
R: Mr Paul reported that there was once, he was at the entry lane behind 2 cars and saw, 2nd car Residents came out of the car and touch go for the 1st car and then went over to the exit; touch go before returning to touch go his 2nd car for entry. The whole incidents were noted by the guards but the guards are quiet. Having this reported, the members instructed Sri Lara to enforce the following “Anti-pass means once the access card has been recorded on entry, 2nd entry is not allowed unless it has recorded an exit. If Residents with already 1st entry recording and tries to enter the 2nd time with the card, it will generate an error. If such Residents were to simply walk out of their cars and touch-go their access card on the exit lane and returning to touch go their 2nd entry, the guards are instructed to clamp the vehicle. 1st offence will not be charged but Residents will sign an undertaking letter and upon 2nd charge, an RM100.0 compound will be imposed without excuse.” If the guards are caught by committee or resident; complained that the guard ignored the incident or kept quiet; a penalty of RM500 will be imposed to Sri Lara as proposed by Mr Benjamin.
Q: Under item 6 (car sticker) it was mentioned that those found without sticker but with valid access card are issued with either an Owner’s lot or 15 mins pass. On whose instruction was this given?A: It was agreed by both En Zahari /Mr Tan
R: Mr Tan denied giving such instruction but added that security to make sure that all vehicles be registered at the guard post (without car stickers). Feedback from En Zahari was not available as he did not attend this meeting.
Q: 15 mins pass must be strictly enforced especially during peak hours. Sometimes more than 15mins was given, why was this instruction given that does not follow our house rules & regulations?A: Due to lack of supervision by the sergeant on duty and also no feedback from the guards at the respective shift. We will upgrade this area.
R: Security Officer in charge must be strict on the 15 mins pass and to make sure that vehicles are not obstructing the traffic flow along entrance lobby of each block especially during peak hours. It seems that many cars parked under shaded car park are without car stickers. Guards are instructed to enforce the following “Guards will do their rounds to identify those vehicles parked under shaded car parks without stickers. Guards will then take photographs as proof and issue a notice of warning to Owner to remove their cars (without stickers) within 3 days or else it will be clamp. Compound of RM100.00 shall be imposed”
Q: What happen to the registration; barring of access card exercise? It is tally with the management office listing?A: Most tally but some mistakenly registered i.e, in the walk-in register book at exit and owner’s lot book at the entrance. Had been updated from time to time.
Q: Cases reported on damages to our property ex barrier gate, etc. Where are the records of payment for repair by the Residents, etc?A: Answer by management
R: En Shukry confirmed that all Residents payment records are with management office. Security property (ex guard house, etc) handed over to Sri Lara for care should be in good condition, any damages and repairs shall be borne by Sri Lara.
Q: Any log recording in regards of new recruits?A: All new recruits will fill up the job application form and submitted to HQ Sri Lara with a copy of IC and four 4) x photographs.
R: A copy of such record must be forwarded to Management office for recording as well.
Q: Where are the photographs of offenders ex clamping of vehicle? Can this be reported in your monthly report, print with the photographs?A: Had been saved in management (En Shukry) computer and pendrive with CSO Subra. It will be reported in the monthly report with printed photo.
Q: What are your actions towards flyers dropper incidents?A: Units where residents are involved in dropping flyers are G-14-7 (Previously) & C-13-1 (occupied by distributors at present). We have informed them not to do it again and also En Zahari is aware of these residents carrying flyers. Also guards will at random visit each floor once the notice is out from management office to inform all Residents.
R: Mr Vijay requested that all Residents should take a more proactive role with the guards and quickly report the officer on duty on cases like this as well as others. Guards will then be able to take immediate action. Guard house can be contacted at 03-62732019.
Q: All staff (new and old) must be updated periodically on the organization chart and a copy of identification card or passport together with personal details (address, etc) to be forwarded to management office for record.A: Will be done.
R: Organization chart must be completed by 27 April 2009.
Q: Guards like to hang around during shift change and security around the common area lacking. It is necessary? Or is there another option for shift?A: Another option is guards will be informed by walkie-talkie of their change of block.
Q: Previous MC allocated 20% of clamping fee for incentive purposes. Where does this fund goes to?A: Answer by management
R: En Shukry reported that instruction was agreed by previous MC that the 20% will temporary be deposited into his personal account and all records of awards given to guards are reported and filed in the office. Mr Kong (previous chairman) confirms this. However, instruction has given to En Shukry to deposit back the monies into PPMM management bank account and future utilization of the 20% funds to reward the security guards shall be withdrawn from this account.
Q: Bear in mind, incentives cannot include Chief Security Officer and Officer in Charge for specific reasons. Different awarding system by MC & Residents will be derived for these officers based on overall security performance of Menara Menjalara.A: Can be implemented. No Problems.
Q: How the point system was derived? Please explain.A: Annex ‘A’ was attached in Sri Lara list. Ex: Total collection (RM) / Total months * Month of Service = Reward Figure (RM).
R: Commented that rewards should only go to good /best performing guards and not just merely on attendance of guards.
Q: Please work out the following scenario cost of operation (to save further cost). 1) 3 officers, 6 Nepalese, 6 local guards. 2) 3 officers, 4 Nepalese, 8 local guards. 3) 2 officers, 6 Nepalese, 6 local guards. 4) 2 officers, 4 Nepalese, 8 local guards.A: Average monthly billing: 1) RM31,704.75. 2) RM29,706.39. 3) RM29,898.54. 4) RM27,900.18
Q: Feedback from some of our members and Residents felt that Nepalese guards (earlier stationed at entry and exit during trial period) were more effective while local guards are always lacking in their duties but still need them for communication with Residents purposes. A: Communication barrier, do not like to work due to the attitude of the people coming in and going out. Not so cooperative. Previous Nepalese (Hajaru) said that people here are rude. Unable to explain when an incident happened at their place of duty. Found not suitable for enforcement duties, always in fear and called for assistance of officers or sergeant everytime they face some errant people. Caught sleeping or idling at their place of duty many times by Resident and officer in charge. Also mentioned not enough OT but when OT is given they were found sleeping.
R: Mr Kelvin Yap has caught them sleeping on duty. Mr Kelvin Yap questioned Mr Edward Koo regarding the numbers of members or residents who gave feedbacks in which Mr Edward Koo could not give an accurate answer. It is therefore, all complains or feedbacks must be in written form for MC and RA to gather statistics, verbal feedbacks will not be entertained.
Q: Supposedly the Nepalese guards are to stationed at entry and exit lane but why was they put under registration where they have communication problems? Wouldn't it be more efficient for them to guard the entry and exit?R: Not relevant anymore.
Q: Less guard but more efficient guards are always betterA: Agree. But long working hours do not attract good guards. Even if they are good the thought of having to leave their home at about 6am and return past 8pm (14 – 15 hrs a day) is not attractive. How many good men can work long hours?
Conclusion decision:Sri Lara must improve on their performance overall especially on the absentee of guards, whether it is industrial problem or not, it should be improved. It is also very important to improve security especially at entrance (Guard house) area. With tighter security at the entrance, incidents at common boundary should be minimized.
We have also voted with agreement and decided to reduce the number guards from 21 guards (day & night) to 17 guards (day & night) for a trial period of 6 months since we have improve overall boundary security by installing barb wires (job well done to previous MC). With the reduction, there is a saving of approximately RM6,000.00 per month where Mr Mike Chai suggested that with this money, we can look into security cameras around the rear portion of Menara Menjalara and hopefully according to our goals; cameras installation along the common boundary. On this decision, all present at the meeting agrees with the reduction of guards except Mr Chong (reason, we should look into reducing cost of electricity. However, Mr Edward informs him that it is in MC plan to reduce electricity cost together with other reduction which will be held stage by stage.) & Mr Riyas (reason, since security guards absentees are high, he worry that with the reduction of guards, it will create lesser guards on duty. Mr Kelvin Yap mentioned that then we will all question Sri Lara for this and Sri Lara is accountable). Another member, Mr Chan D.H left in the middle of meeting hence he is not involved in the decision making.
For information, cost cutting exercise will be on going for all other service providers as well and it will be done within these 2 to 3 months (depending on availability of members) as most provider’s contract expire in June & July 2009. However, please note that previous MC had already made their cost cutting exercise and got the lowest price so we are not sure whether it can be reduced further but we will give it a try.
Notice of such meeting held will be posted on the board for all viewing pleasure of the Residents. En Shukry will be creating a “feedback /constructive suggestion form” in management office for Residents to express their suggestion; however only those who put down their signature, unit no and telephone contact on the form will be considered. Please understand that we will not accept anonymous feedback as this is for the benefit of all Residents. We would like to stress again that all feedbacks must be in written form as verbal feedbacks /complains will not be entertained.There being no other matter, meeting was adjourned at 11.45pm.
Ms Ann was running up and down to help during the fire outbreak.