Minutes of Meeting No 7 (13-06-2009)

PERBADANAN PENGURUSAN MENARA MENJALARA
Tel: 03-6277 0158 Fax: 03-6277 4158
E-mail : menaramenjalara@gmail.com Website : menaramenjalara.blogspot.com


Minutes Of Meeting

Minutes of meeting no : 07
Date : 13 Junes 2009
Time : 2:30 pm (Saturday)
Venue : Library Room, Ground Floor, Block D

Present Attendees :

Perbadanan Pengurusan Menara Menjalara (PPMM)

Mr. Edward Koo - (Chairman)
Mrs. Ann Le - (Treasurer)
Mr. Benjamin Ooi - (Secretary)
Mr. Henry Koo - (Member)

Advisor
Mr. Tan Swee Hong - (Advisor)

KJ Property Management Sdn Bhd (KJPMSB)
Mr. Kanna - Charge Man (CM)

Invited Guest
Mr. Subra - Sri Lara Joint Security Services Sdn Bhd
Mr. Mike Chai

Absents
Mr. Yap Kim Sing - (Vice Chairman)
Mr. Kong Hing Wah - (Member)
Mr. Thomas Khoo Tze Chee - (Member)
Mr. Danny Yap Chai Chuan - (Member)
En. Mohammad Shukry - Building Manager (BM)


No.
Agenda
1.0 Meeting to be fixed every first Saturday of the month at 2:30 pm.
Dates : 04.07.09, 01.08.09, 05.09.09, 03.10.09, 07.11.09 & 05.12.09

2.0 Block D, lower ground vacant lot agreed to rent out ⅓ of the area at RM 500.00 per month to Powermactrix Engineering (exclusive of electricity and renovation works). En. Mohammad Shukry to prepare the contract agreement.
- to finalized draft contract by 8.04.09 (outstanding)
- as reported, rental & utility deposit collected.
3.0 Canteen Contract :
- En. Shukry to finalized draft contract by 13.03.09. (outstanding)
- Canteen new operation hours as per stated below :-

Day Time
Monday To Saturday 7:00 AM To 9:00 PM
Sunday 1:00 PM To 9:00 PM

- PPMM allow operator to hang banner on top of roof as advertisement for one (1) month. Design of banner to forward to Management Office for approval.
- En. Shukry to check with fire department in regards of fire fighting equipment requirement.
- Gas cylinders should be kept outside in open space hence MC and advisors had identified the best location, which is on the right side of canteen seating area.
- BM to obtain quotation for the installation of grille to store gas cylinders (10 nos.)
4.0 Agreed to install two (2) new rubbish bins at the surrounding of swimming pool area.
- This item K.I.V.
5.0 To obtain quotation to purchase Five (5) walkie-talkie for Management Office. Propose brand either Motorola or Kenwood.
- Residents are invited or have contact for walkie-talkie suppliers, kindly liase with BM. (Model Motorola) – (outstanding)

6.0 Termite treatment completed & under observation by contractor. Table tennis purchase K.I.V until observation complete.
- Two (2) years guarantee also covers all residents unit for termite treatment.
- Stage in MPH has been removed. Please clean up area.
7.0 Monthly inflow & outflow summary statement to be pasted out on the notice out by every two months.

8.0 KJPM to study & call for quotation for repair works to all external ducting leak (external column wall located at ground floor all blocks). (Outstanding)

9.0 Residents requested that all ground floor lobby area to be repainted. This item noted by PPMM & advisor.
- This item K.I.V.
10.0 En. Shukry are instructed to produce daily logbook for all KJPM technical staff & this logbook must be readily available for viewing upon request. En. Shukry to prepare by 4.04.09. These log books shall be submitted during monthly meeting.

11.0 Management will still operate from 8:30 am to 5: 30 pm. However, the Management Office door will be closed at 5:15 pm for internal paper work.

12.0 Payment to all service contractor must be paid be paid every 15th of the month. Any late payment interest claim by service contactor will be borne by KJPM.

13.0 All utilities bills must be paid on time. Any penalties issued by utilities provider due to late payment will be borne by KJP.

14.0 Quick rent and assessment receipt to be pasted in the office for resident viewing. - completed

15.0 KJPM to prepare the car wash contract and signed by respective parties by 16th April 2009. (Outstanding)

16.0 There were double parking issues at Block D car park area. So far, PPM had not received any complaints from Residents hence further action had not been discussed.

17.0 School bus /student drop off outside guard house is dangerous. Parents are advised to instruct their school bus operator to pick up their children at Multipurpose Hall entrance. This is for safety reasons.

18.0 PPMM will be writing to DBKL in regards of outside boundary especially at the T-Junction area before the entrance to MM compound. PPMM also instructed KJP to prepare a feedback/suggestion form for Residents convenient. (Outstanding)

19.0 KJPM to submit Monthly Management Report to update all members about progress in Menara Menjalara example what are the action taken on complaints by Residents, etc. However, KJPM did not submit the report today. So, these monthly reports must be submitted by next meeting else a compound of RM100.00 shall be imposed to KJPM.

Please take note: Many of the decisions and instructions was not attended to immediately as observed in this minutes where many items was not done as promised. We are at the understanding that KJPM has taken many of these instructions lightly especially towards complaints by our Residents, etc.

20.0 Last year, Resident’s pass was implemented but was faded away without further action. We have no idea of what had happened or what other instructions that was given to discontinue the implementation. Due to security reasons, Residents pass shall be re-implemented. KJPM shall issue a notice immediately for all residents to apply their passes. Please fill up application forms in management office. By 19 August 2009, Residents without these passes shall be required to register themselves at the guard house.

21.0 KJPM to re-install “Resident” and “Visitor” signage at the entrance lanes at the boom gate. Simple acrylic sheet will do to help identify the lanes for those whom are entering our compound.


22.0 SECURITY MATTERS – Sri Lara Joint Security Services Sdn Bhd


22.1 SLJSSB to provide portable speaker cum with siren sound (hailer) in the guard house a.s.a.p. This is for alerting all residents of unforeseen emergencies especially during fire.

22.2
Reminder to guards: Regular abuse usage by Residents parking at visitor’s parking shall be black listed and their vehicles shall be clamped.

In lieu of some vehicle being clamped for weeks without removing their vehicle to allow other Residents having opportunity to park; it is necessary to revise the rule that is; for those vehicle(s) clamped above 3 days; it shall be compounded with extra RM100.00 each day thereafter. These vehicles clamped shall be compounded with RM100.00 for 1st 3 days; following subsequent days shall be compounded with another RM100.00 each day and thereafter. (Example: Vehicle(s) been clamped for 5 days; compound work out to be 1st 3 days = RM100.00, 4th and 5th day = RM100.00 each day subsequently. Overall compound for vehicle clamped for 5 days shall be compounded with RM300.00). This revision shall commence on 7 July 2009.

22.3 Reminder to guards: Those Residents walking into our compound must use the designated entrance beside the guard house. Walking into the compound via the entry or exit lanes for car might cause accident. This is for safety reasons.

For information: Gate closes after 12.00am nightly except Friday and Saturday nights (which closes at 1.00am); only one (1) lane (visitor’s lane) at the entrance shall be operational while the (Resident’s lane) shall be closed for security reasons. Due to our security guards registering entry for visitors, it sometimes causes traffic congestion outside the main road and inconvenient our Residents trying to enter. In lieu of this; depending on the situation and at the discretion of the security guards, the (Resident’s lane) maybe re-opens for 10 to 15 minutes (between hour of 12.00am to 1.00am) to help ease the Residents traffic trying to enter. Once traffic has been cleared, the gate shall be closed again.

22.4 For security reasons, guards will be allowed to walk floor to floor during the interval period between 11.00am to 5.00pm. Notice of this shall be posted for Residents knowledge. The guards however, are not allowed to be near any units’ door entrance.

22.5 Contractors who are in for renovation works shall be checked. Security guards will occasionally check on these men especially during their break time. All contractors must register at the guard house. New contractor’s passes is being process. A minimum deposit shall be collected by security guards when the contractor’s pass handed over to each contractor /workmen. Please check with security guard on the terms and regulations.


There being no other matter, meeting was adjourned at 5.15pm. Next meeting to be held on 04.07.09 at 2:30 pm, library room. Further clarification in regards of the minutes above; please do not hesitate to contact the management office.

Report Summary of Meeting on 19-6-2009

Summary Report Of Meeting with KJP Site Staff

Date : June 19, 2009

Time : 8.30 am

Venue : Block D, Ground Floor, Library Room

Attendance:

1. Mr Benjamin Ooi (MC)
2. Mr Edward Koo (MC)
3. Mr Tan (Advisor)
4. En Shukry (BM)
5. Mr Anantha (BE)
6. Mr Kanna (Chargeman)
7. En Nizam (Handyman)

1. Domestic & fire pumps value tagging. Work out the list and fax to Mr Benjamin by today.
2. Mr Kanna confirmed that all car park lights in working order and on timer. En Shukry informs that timer set from 7.00am to 7.00pm depending on month of the year.
3. Mr Kanna informs that 5 nos globe lights cover need replacement. We request that this to be replaced immediately.
4. Block A carpark stand light (1 no); was knock down months ago. Reported that pole is still intact but base plate need replacement. Mr Kanna to fax dimension of base plate to Mr Benjamin.
5. Checking for Fire & Domestic equipments quotation closing date to be extended till 25/6/2009 due to non sufficient of quotations submitted. Quotation opening date postponed to 26/6/2009.
6. Mr Kanna informs that many of the M&E’s Riser compartment on floor lift lobby has be vandalised. Some non responsible Residents even throw rubbish into such compartments. Mr Edward instructed the management to write a notice to warn all Residents not to throw rubbish into these compartments. Those caught shall be compounded RM 100.00.
7. En Nizam was instructed to patch, repair and paint broken public bathroom door stage by stage. Major damage to doors should be replaced with new door.
8. Water filter at the front entrance; En Nizam will normally perform the backwash every morning from 8.30am to 9.00am. Those direct water connection; example in cafeteria; during these period may experience water interruption. En Shukry to notify the cafeteria operator regarding the interruption.
9. Mr Kanna informs that Block A main domestic pump is leaking hence now running on standby pump. Also, 1 of the Block B pump motor spoiled and need repairing. Mr Edward informs the management that all standard wear and tear items should be repaired or replaced immediately. Items that maybe too pricey to repair or replace shall inform MC for decision.
10. Handling of work:-
1. Residents complaints – Mr Anantha
2. Authority – En Shukry
3. Minor damages (maintenance) – Both
4. Collection and office maintenance – En Shukry
11. To purchase 5 nos walkie talkie. Motorola brand.

RA Meet With MC - 5 June 2009

Persatuan Penduduk Menara Menjalara (ROS: 1363-05-5)
(Association for Residence of Menara Menjalara)

Good Environment Friendly Neighbourhood


Joint Meeting with Perbadanan Pengurusan Menara Menjalara (Management Committee) on Friday, June 5, 2009 at 8.30pm at Library, Ground Floor, Block D

Present from Residence Association (RA):

Edward Fong (President)
Paul Fong (Vice-President)
Riyaz Mahendy (Secretary)
Tham Ah Hong (Committee Member)
Chong Kim Lan (Committee Member)

Absent with Apologies

Edward Gomez (Treasurer) Chan Door Hai (Committee Member)
Mike Chai (Committee Member) Low Han Ong (Committee Member)

Present from Management Committee (MC)

Edward Koo (Chairman)
Yap Kim Shing (Deputy Chairman)
Shukry (Building Manager)
Tan Swee Hong (Advisor to Management Committee)
Kong Hing Wah (Committee Member)
Henry Koo (Committee Member)

Objective of Meeting was as follows:

To outline and design a framework of mutual co-operation between the two entities (RA and MC) in the areas of:

1. Security
2. Cleanliness and ground maintenance
3. Property maintenance
4. Car-park
5. Upgrading of facility

The following was discussed:

1. The Residents Association (RA) President, Edward Fong welcomed all present and thanked everyone for their contribution of time and efforts to ensure that the planned meeting was carried successfully.

2. The Secretary of RA, on behalf of the Treasurer, then invited all present from the Management Committee (MC) to submit registrations as Members of the Residents Association, and the following were admitted as members upon receiving completed registrations and payments:

1. Edward Koo
2. Yap Kim Shing
3. Tan Swee Hong
4. Kong Hing Wah

3. Edward Fong outlined that the joint meeting was mooted at the RA’s own meeting to synchronize all information with the MC for the benefit of all residence who are in most cases, unaware of the happenings in the management of our condominium. Further Mike Chai also commented in the past that all decision by the MC needs to be informed to the RA.

4. All agreed in unison and it was re-iterated that the MC had always been working hand-in-hand with the RA all this while.

5. All agreed that henceforth, all notices to the residents will be added in Mandarin, with our Paul Fong who will be the translator with the assistance of Ms. Mandy, who is the owner of the electrical shop outlet (tenant), who is proficient in the language.

6. All agreed that all the actions of the past terms MC’s actions are now all beyond current timeline of scrutiny, and it does not make sense to dispute any of them except that lessons are learnt for adaptation in this term’s and future terms of MC. Specifically this was made in reference to the pest control contract award decision in Block A, a few years ago, which now the residence think that it could have been done at a lower cost.

7. Edward Koo updated all present that the current priority is in the repairs and maintenance of the fire alarm and fire hose for each blocks and floors to conform to the requirements of local regulations and the Fire Brigade Department. It was also emphasized that the local Bomba (Sri Hartamas branch) requires that each floor has an individual alarm and fire extinguisher installed. And equally important is that each of the installations must be maintained regularly to ensure proper function.

8. In the area of security, Tham Ah Hong suggested that all contractors be issued of day-passes via Security for the purpose of identification.

9. En. Shukri reminded all that in the event of any incidences that are out of the ordinary, all residence may alert the security officers and record the incident in a log book provided in the Security Building at the entrance. Mr. Tan also commented that the Office can receive delayed reports if say, any incident took place in a weekend where the office was closed.

10. In the area of cleanliness, all residence are encouraged to submit a picture with a brief written report describing whenever spotting something out of the ordinary in this area.

11. Edward Fong enquired as to why in the badminton court inside the Multi Purpose Hall, when the stage was destructed, the area was not refurbished. En Shukry clarified that this was to enable the pest control team to identify the area where termites are thriving. As work is still in progress, a notice and a ribbon will be placed at the area.

12. Riyaz suggested that a notice in English, Bahasa and Mandarin be issued and pasted in each floor refuse chamber notifying residents to tie-up all garbage bags to prevent leakages of fluids that causes nasty odours. All agreed and Edward Koo suggested that a template be prepared and painted on the door. All agreed.

13. En Shukry commented that for all renovations works taking place, the owners must be responsible to ensure no trails of sand/cement is left behind, especially in elevators and main walk-ways. If this is noticed and if within a beyond reasonable period is not cleaned up, then the Building Management will deduct cost of clean-up from the deposits submitted.

14. Further, it was highlighted to all that all workers must have a day-pass when carrying out works.

15. Mr. Tham suggested that in each passenger lift (not the Bomba lift) in each block, a handle-bar is installed for the benefit of senior citizens and children to hold on to while the elevator is moving. MC will consider this excellent suggestion.

16. The MC and RA will install a suggestion box in each block in the Lobby area for all residents to send suggestions on improvements. It was agreed that the suggestion boxes will be managed by the RA. It was further agreed that only suggestions written clearly, with return phone numbers and address of the resident will be entertained.

17. In the area of car-park, it was noted that certain vehicles are prolonging the parking in the visitors’ car-park area. All agreed that standard rules of 3-days maximum parking per week is implemented without fear nor favour.

18. Mr. Tan suggested from time to time, a random check is carried out on cars parked at visitors’ car-park to ensure that no abuse of the system is taking place.

19. Mr. Tan and Paul Fong will oversee the car-park issues with the Security from time to time.

20. All visitors car-park overnight and beyond must be accompanied with a registration by the owner/tenant via Residents Identification card.

21. In the area of CCTV, it was reported that owing to damage (underground water seepage into the cabling ducts) to the cables, CCTVs at certain blocks are not currently functioning. An open tender will be issued to rectify this matter the soonest via the Building Manager.

As no other matters were arising, the meeting was adjourned at 11.10pm.

Prepared by: Approved by:


Riyaz Mahendy Edward Fong
Secretary to the RA RA President

Monthly Management Report

Requesting CCTV Detail Report

RA Meets MC

RA meets MC on 5 June 2009 at 8.30pm (Block D library).

Discussions on security, maintenance and upgarding proposal.

Minutes of such meeting shall be posted once minutes completed.

Old School; New School

1. People still thinks that being a strata title holder have all the privilege to make policies and decisions without getting nor seeking consent from the other Residents or owners.
2. People still thinks that because those elected as office bearers can make decisions because they are govern by the Strata Title Act and using the power of strata title act alone can decide and act based on individual thinking.
3. It seems that these people do not understand that as elected office bearers, they are merely elected representatives for the many Residents whom resides in a common property. Because these Residents does not have the time to serve the community, it does not mean that these Residents does not have a channel or choice to know what the elected office bearers decides.
4. These office bearers may think their decisions are for the benefits of the people but there are always 2 schools of thoughts. There are always a Yes and a No answer.
5. It became evident that those who thinks and hide behind the Strata Title Act are in the old school of thoughts.
6. The new school of thoughts is that every person who eats, lives and sleeps within Menara Menjalara does have a choice and are prepared to work as a team and act as a big family to help make things better.
7. Unanswered questions becomes arguments where unfriendly situation sets in.
8. A Change is needed.
9. Dictatorship has been long overdue.
10. A new frontier is born with new thoughts being materialised.
11. America can accept a black person to lead them. PRK is setting to take over soon.
12. Message is strong, recognise it!