Minutes Of Meeting
Minutes of meeting no : 08
Date : 4 July 2009
Time : 2:30 pm (Saturday)
Venue : Library Room, Ground Floor, Block D
Present Attendees :
Perbadanan Pengurusan Menara Menjalara (PPMM)
Mr. Edward Koo
Mr. Benjamin Ooi
Mr. Henry Koo
Mrs. Ann Le
Mr. Thomas Khoo
Advisor
Mr. Tan Swee Hong
KJ Property Management Sdn Bhd (KJPMSB)
Mr Prashad
Mr Anantha
Invited Guest
Mr. Subra - Sri Lara Joint Security Services Sdn Bhd
Mr. Mike Chai
Mr Tham
Mr Loon
Absents
Mr. Yap Kim Sing
Mr. Kong Hing Wah
Mr. Danny Yap Chai Chuan
No.
Agenda
1.0 Meeting to be fixed every first Saturday of the month at 2:30 pm.
Dates : 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). Mr Anantha (KJPM) to prepare the contract agreement.
- KJ yet to finalized draft contract by 8.04.09. Reminded monthly since March 2009.
- To submit signed contract by PowerMactrix Eng. by 24-07-09 to PPMM. After 24th July 2009 a fine of RM 300 per week to be imposed to KJPM until contract is signed and submitted to PPMM.
- To collect also rental from Powermactrix Engineering & utility deposit to be collected.
3.0 Canteen Contract :
- Mr Anantha to finalized draft contract by 13.03.09. (outstanding) Delayed since March 2009. To submit signed contract by Canteen Contractor by 24-07-09 to PPMM. After 24th July 2009 a fine of RM 300 per week progressively to be imposed to KJPM until contract is signed and submitted to PPMM.
- 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.
- Quotation obtained by KJ and Purchase Order issued to contactor for the installation of grille to store gas cylinders (10 nos.). Mr Anantha (KJPM) to monitor progress and report completion date by when.
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.
Purchase Order issued out to supplier to supply walkie-talkie. Mr Anantha (KJPM) to inform arrival date of Walkie Talkie.
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.
7.0 KJPM to study & call for quotation for repair works to all external ducting leak (external column wall located at ground floor all blocks). (KJPM Outstanding works since April 2009 )
8.0 Residents requested that all ground floor lobby area to be repainted, all lift to be replaced with new rubber mat and internal lift car to be fitted with handrail. This item noted by PPMM & advisor. Mr Anantha (KJPM) to get quotation to works mentioned above.
9.0 KJMP to put on notice board at all Blocks the Defaulter List with Block Unit Number. KJPM shall give a notice of 2 weeks ahead before the official list is posted on the notice board. KJMP to prepare the notice by 8th July 2009.
10.0 Mr Anantha (KJPM) is instructed to produce daily logbook for all KJPM technical staff & this logbook must be readily available for viewing upon request. These log books shall be submitted during monthly meeting.
13.0 Mr Anantha (KJPM) to
(1) Write in to DBKL to request DBKL to install traffic light at the junction between Shoplot and Menara Menjalara.
(2) To install letter boxes at lift lobby at every Block and to pass the padlock key to Block Representative by 24th July 2009.
(3) To write to cleaner contractor to request monthly report. Not submitted since March 2009.
(4) To paint yellow box at all Block drop off area. Target date to complete by 10th July 2009.
(5) To submit CCTV report to PPMM by 15th July 2009.
(6) Rewire lights to a timer where during daylight lift lobby lights to be turn off for all Blocks.
(7) To put Malay, English and Mandrain notice at every refuse chamber door at every Block and every Floor. The notice states that every bag of rubbish bag must be tied up properly, to throw inside rubbish bin and door must be closed at all times.
(8) There are over 48 items outstanding works; some with no action taken since last year; that were discussed during the meeting.
KJPM to work out a schedule to complete such outstanding works and submit to PPMM by next week.
16.0 KJPM to prepare the car wash contract and signed by respective parties by 16th April 2009. (Outstanding). Reminder. After 24th July 2009, a fine of RM 300 per week to be imposed to KJPM until contract is signed and submitted to PPMM.
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. KJPM request to extend 1 more week.
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. Reminder for since 4 weeks ago.
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.
22.4 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.
22.6 To allow free access of and any Official Emergency vehicle such as BOMBA, AMBULANCE and POLICE car to enter compound without the need of registration.
There being no other matter, meeting was adjourned at 6.00pm. Next meeting to be held on 01.08.09 at 2:30 pm, library room.
Further clarification in regards of the minutes above; please do not hesitate to contact the management office.
Minutes Prepared by; Minutes Confirmed by;
Minutes of meeting no : 08
Date : 4 July 2009
Time : 2:30 pm (Saturday)
Venue : Library Room, Ground Floor, Block D
Present Attendees :
Perbadanan Pengurusan Menara Menjalara (PPMM)
Mr. Edward Koo
Mr. Benjamin Ooi
Mr. Henry Koo
Mrs. Ann Le
Mr. Thomas Khoo
Advisor
Mr. Tan Swee Hong
KJ Property Management Sdn Bhd (KJPMSB)
Mr Prashad
Mr Anantha
Invited Guest
Mr. Subra - Sri Lara Joint Security Services Sdn Bhd
Mr. Mike Chai
Mr Tham
Mr Loon
Absents
Mr. Yap Kim Sing
Mr. Kong Hing Wah
Mr. Danny Yap Chai Chuan
No.
Agenda
1.0 Meeting to be fixed every first Saturday of the month at 2:30 pm.
Dates : 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). Mr Anantha (KJPM) to prepare the contract agreement.
- KJ yet to finalized draft contract by 8.04.09. Reminded monthly since March 2009.
- To submit signed contract by PowerMactrix Eng. by 24-07-09 to PPMM. After 24th July 2009 a fine of RM 300 per week to be imposed to KJPM until contract is signed and submitted to PPMM.
- To collect also rental from Powermactrix Engineering & utility deposit to be collected.
3.0 Canteen Contract :
- Mr Anantha to finalized draft contract by 13.03.09. (outstanding) Delayed since March 2009. To submit signed contract by Canteen Contractor by 24-07-09 to PPMM. After 24th July 2009 a fine of RM 300 per week progressively to be imposed to KJPM until contract is signed and submitted to PPMM.
- 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.
- Quotation obtained by KJ and Purchase Order issued to contactor for the installation of grille to store gas cylinders (10 nos.). Mr Anantha (KJPM) to monitor progress and report completion date by when.
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.
Purchase Order issued out to supplier to supply walkie-talkie. Mr Anantha (KJPM) to inform arrival date of Walkie Talkie.
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.
7.0 KJPM to study & call for quotation for repair works to all external ducting leak (external column wall located at ground floor all blocks). (KJPM Outstanding works since April 2009 )
8.0 Residents requested that all ground floor lobby area to be repainted, all lift to be replaced with new rubber mat and internal lift car to be fitted with handrail. This item noted by PPMM & advisor. Mr Anantha (KJPM) to get quotation to works mentioned above.
9.0 KJMP to put on notice board at all Blocks the Defaulter List with Block Unit Number. KJPM shall give a notice of 2 weeks ahead before the official list is posted on the notice board. KJMP to prepare the notice by 8th July 2009.
10.0 Mr Anantha (KJPM) is instructed to produce daily logbook for all KJPM technical staff & this logbook must be readily available for viewing upon request. These log books shall be submitted during monthly meeting.
13.0 Mr Anantha (KJPM) to
(1) Write in to DBKL to request DBKL to install traffic light at the junction between Shoplot and Menara Menjalara.
(2) To install letter boxes at lift lobby at every Block and to pass the padlock key to Block Representative by 24th July 2009.
(3) To write to cleaner contractor to request monthly report. Not submitted since March 2009.
(4) To paint yellow box at all Block drop off area. Target date to complete by 10th July 2009.
(5) To submit CCTV report to PPMM by 15th July 2009.
(6) Rewire lights to a timer where during daylight lift lobby lights to be turn off for all Blocks.
(7) To put Malay, English and Mandrain notice at every refuse chamber door at every Block and every Floor. The notice states that every bag of rubbish bag must be tied up properly, to throw inside rubbish bin and door must be closed at all times.
(8) There are over 48 items outstanding works; some with no action taken since last year; that were discussed during the meeting.
KJPM to work out a schedule to complete such outstanding works and submit to PPMM by next week.
16.0 KJPM to prepare the car wash contract and signed by respective parties by 16th April 2009. (Outstanding). Reminder. After 24th July 2009, a fine of RM 300 per week to be imposed to KJPM until contract is signed and submitted to PPMM.
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. KJPM request to extend 1 more week.
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. Reminder for since 4 weeks ago.
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.
22.4 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.
22.6 To allow free access of and any Official Emergency vehicle such as BOMBA, AMBULANCE and POLICE car to enter compound without the need of registration.
There being no other matter, meeting was adjourned at 6.00pm. Next meeting to be held on 01.08.09 at 2:30 pm, library room.
Further clarification in regards of the minutes above; please do not hesitate to contact the management office.
Minutes Prepared by; Minutes Confirmed by;
