MINUTES OF 10TH ANNUAL GENERAL MEETING OF PERBADANAN PENGURUSAN APARTMEN MAWAR

Minutes of the 10th Annual General Meeting held on Saturday, 25th July 2020 at 10.00 a.m., Function Room, Ground Floor, Block C, Mawar Apartments, Jalan Jati 2, Taman Gohtong Jaya, 69000 Genting Highlands, Pahang Darul Makmur.

Attendance

  1. Mr. Ng Nai Pong (NNP)                         – Chairman of Meeting                                                                 
  2. Mr. Kong Fong Seong (KFS)                 – Moderator (Building Manager of Mawar Apartments)
  3. Mr. Lim Chee Ming (LCM)                    – HS Teoh & Co (Auditors)
  4. Registered proprietors, co-proprietors and proxies of Mawar Apartments – As in Attachment “A”.

Meeting called to order

1.      At 9.30 a.m., the appointed time for the Annual General Meeting (AGM), KFS, the Moderator for this 10th AGM of Perbadanan Pengurusan Apartmen Mawar (PPAM), informed the proprietors, co-proprietors and proxies present via projected slides, that the number of proprietors with individual strata titles was 612. Excluding 93 proprietors with outstanding payments as at 30th June 2020 (7 days before the AGM), 550 proprietors were entitled to vote. One half of those proprietors and proxies entitled to vote, which is 275, would constitute the quorum at this AGM. However, only 18 proprietors and proxies entitled to vote were present at this time which could not constitute a quorum at this AGM.

2.      KFS announced that in accordance with the provisions of the Strata Management Act 2013 (the Act) under the 2nd Schedule subsection 15(2), if a quorum is not present half an hour after the time appointed for an AGM, those proprietors and proxies entitled to vote and present shall constitute a quorum. As such, KFS announced that to allow half an hour that is until 10.00 a.m. for registration of proprietors, co-proprietors and proxies.

 3.     At 10.00 a.m., KFS announced that 33 proprietors, co-proprietors and proxies entitled to vote were present. As according to the above Act, these 33 proprietors, co-proprietors and proxies entitled to vote who were present shall constitute the quorum for this AGM and as such, this 10thAGM of Perbadanan Pengurusan Apartmen Mawar will commence.              

Agenda 1: Election of Chairman

4.      KFS informed that pursuant to the Act, this AGM shall be presided over by a Chairman who should be elected by those proprietors, co-proprietors and proxies present who were entitled to vote from among them, and the Chairman shall preside over this AGM until conclusion. KFS then invited from those entitled to vote for nominations for the election of the Chairman for this AGM.

5. Mr. Ong Hock Chye (proxy for unit C/10-D) nominated Mr. Ng Nai Pong (proxy for unit D/05-K) as the Chairman for this AGM and this nomination was seconded by Mr. Ong Kok Siew (owner of unit B/15-G). As there was no other nomination, KFS announced that the nomination is closed.

6. KFS then announced that Mr. Ng Nai Pong (NNP) had been unanimously elected as the Chairman for this AGM and graciously invited him to conduct the meeting.

7. In his opening address, the Chairman thanked all for the nomination to chair this AGM. He welcomed all proprietors, co-proprietors and proxies who were present for this AGM. He also announced and expressed his gratitude to the previous Management Committee (Y2019/20) for their efforts and commitment in carrying out their duties since being appointed.

8. He then declared that any resolution or decision in this AGM shall be conclusive on the show of hands. This was proposed by Mr. Ho Nya Chong (proxy for unit D/16-I) and seconded by Mr. Toh Ban Chong (proxy for unit B/08-B).

Agenda 2: To receive the Minutes of the 9th AGM held on 13th July 2019

9. The Chairman then announced and showed in projected slides, the following agendas to be discussed and approved starting with Agenda 2.

10. The Chairman informed that the 9th AGM minutes which was held on 13th July 2019 was sent together with this AGM notice on 30th June 2020 to all proprietors.  The Chairman enquired from those present whether there is any question/issue pertaining to this minute. As there was no issue or amendment, the minutes of the 9th AGM was confirmed and received as proposed by Mr. Ho Nya Chong (proxy for unit D/16-I) and seconded by Mr. Ong Kok Siew (owner of unit B/15-G). This Agenda 2 was received.

Agenda 3: To receive and, if deemed fit, adopt the Annual Report of the 9th Management Committee

11. The Chairman then briefed the proprietors, co-proprietors and proxies present on the Annual Report of the 9th Management Committee as follows:

At the 9th Annual General Meeting held on 13th July 2019, 10 owners were elected to form the 9th Management Committee and they were: –

  1. Chan Chee Min                                         6.   Ng Nai Pong
  2. Choong Boon Loong                                7.   Ong Hock Chye
  3. Chong Min Ann                                        8.   Ong Kok Siew
  4. Chow Chee Tho                                        9.   Toh Ban Chong, Jonathan
  5. Lau Kon Hing                                          10. Wong Kichin

12. Later, at the 100th Committee Meeting held on the same day, the following were elected by the new Management Committee to the respective posts: –

Chairman: Ong Kok Siew;      Secretary : Ng Nai Pong;     Treasurer : Chong Min Ann

13. The Chairman mentioned that during the year under review, the following facilities and improvements were added for the benefit of the residents: –

  • Replaced owners’ problematic electrical busducts to electrical cables at Blocks A & B;
  • Replaced access card reader at Guard House entry boom gate;
  • Refurbished all arm chairs at ground floor lobbies;
  • Replaced all water booster pumps at roof tops;
  • Replaced normal mirrors to mirror-finished stainless-steel panels inside all lift cars;
  • Upgraded centralized MATV (TV) system to receive digital transmission;
  • Replaced small Mawar sign to a bigger and lighted sign at fencing facing the main road;
  • Installed hot/cold drinks vending machines at Block B, ground floor; and
  • Implemented computerized visitors monitoring system at the Guard House.

14. The Chairman informed that were numerous abandoned vehicles parked in the car park for some time with as many as 54 abandoned vehicles in July 2019 as indicated in the table.

MonthJul 19Aug 19Sept 19Oct 19Nov 19Dec 19Jan 19Feb 19Mar 20Apr 20May 20
No. Of Vehicles542827291721141514159

He informed that notices were issued to inform the owners of these abandoned vehicles to respond and remove their vehicles. Those without response, police reports were made and these abandoned vehicles were removed from Mawar Apartments. Now the number has been reduced to 9 as at the end of May 2020.  This will be a continuous affair.

15. The Chairman highlighted that for the year 2019/2020 under review as per our audited report ending 31st March 2020, total surplus income exceeded total expenditure by RM112,280 after tax (RM249,212 in the previous financial year). 

16. He also informed that the total surplus income dropped by 55% (RM136,932) compared to the previous financial year mainly due to the following expenditures: –

  • RM47,056 reduction in rental income as not all the units/rooms were tenanted throughout the financial year;
  • RM57,932 increase in upkeep of the aging common property like upgrading of toilets in Block D basement and installation of epoxy painted sheets onto the M& E doors; and 
  • RM53,795 raise in staff cost, partly due to an additional administrative staff.

17. He informed that as at 31st March 2020, sinking fund was RM1,241,751 (RM234,754 in the previous financial year). This huge increase was the reclass of RM1 million from the accumulated surplus to this fund which is an acceptable practice by our auditors. Major expenses incurred were: –

  • RM23,375 being final payment for the building repainting works; and
  • RM108,344 being replacement of problematic electrical busducts to electrical cables at Blocks A & B.

18. He informed that the outstanding charges shown as maintenance receivables was RM165,227 (RM135,359 in the previous financial year). Reminders and legal actions had been taken on the defaulters. Most had paid up.  

19. Thereafter, he showed the key financial figures of PPAM since Y2017 as depicted in the following chart.

20. The Chairman announced that for the coming year, if conditions are right, plans are on-hand to: – 

  • Upgrade the safety aspect of the staff quarters in Block D, Basement 3 in compliance with the regulations;  
  • Install canopy for owners/residents at waiting area beside Bunya Raya Apartments;
  • Add CCTV cameras at ground floor lobbies and canopy walkway;
  • Improve water feature (fountain); and
  • Provide parcel lockers for delivery/collection of owners’/residents’ parcels. 

21. As there was no question, Mr. Ho Nya Chong (proxy for unit D/16-I) proposed that this Agenda 3 being Annual Report of the 9th Management Committee be received and it was seconded by Mr. Ooi Say Kok (proxy for unit B/13-B). This Agenda 3 was received.

Agenda 4: To receive the Audited Accounts of PPAM for the Year ending 31st March 2020

22. The Chairman displayed the audited accounts on slides and explained on the expenditure as per the audited report on the following notes: –

         Note 10: Sinking Fund

         During the Committee Meeting on 22nd February 2020, the reclass of RM1 million from accumulated surplus to sinking fund was approved. Major expenses incurred for the sinking fund were final payment for the building repainting works amounting to RM23,375 and replacement of existing 600 AMPS electrical busducts to electrical cables at Blocks A & B amounting to RM108,344. 

         Note 12: Security Service

         The increase of the security service was mainly due to an additional security personnel per shift per day stationed at the Guard House for better control.

         Note 13: Upkeep Of Common Property

         Upkeep of common property consists of: –          

*The increase of general repair and maintenance was mainly due to repair of washing machine, dryer, refurbishment of arm chairs and replacement of water pumps.

**The increase of repair and maintenance of building was mainly due to installation of epoxy painted plysheet onto risers doors, water proofing work, upgrading of toilet and consultancy services for fit-out works.

23. As there were no further questions, Mdm. Lin Fu Sa (owner of unit B/16-B) proposed that this agenda be received and it was seconded by Mr. Ho Nya Chong (proxy for unit D/16-I). Agenda 4, the Audited Account of PPAM for the year ending 31st March 2020 was received.

Agenda 5: To decide on whether to maintain or vary the existing amount determine as Charges and contribution to the sinking fund

24. The Chairman announced that the present computation of the Charges (service charges) is based on the share units assigned to each parcel and the contribution to the sinking fund is based on 10% of the Charges. The details are as below: –

ITEMBASED ON SHARE UNITS (RM)
CHARGESRM2.15
SINKING FUNDRM0.22 (10% OF CHARGES)
TOTALRM2.37

25. He was pleased to announce that as the present operation cost for Mawar Apartments is still manageable and proposed to maintain the Charges of RM2.15 per share unit and contribution to the sinking of RM0.22 per share unit.

26. As there was no objection to the matter, Mdm. Lin Fu Sa (owner of unit B/16-B) proposed to accept this agenda and it was seconded by Mdm. Choo Lai Fong (owner of unit B/11-C). This Agenda 5 was accepted.

Agenda 6: To determine the rate of interest payable by a proprietor in respect to late payment charges

27. The Chairman announced that the present rate payable by a proprietor in respect to late payment charges is 10% per annum on a daily basis based on the Strata Management Act 2013 (Act 757) & Regulations under subsection 52(5).

28. He advised that as to ensure timely payments by proprietors, proposed to maintain this rate of 10% per annum for late payment charges.

29. As all present were acceptable to this proposal, Mr. Ooi Say Kok (proxy for unit B/13-B) then proposed to accept this agenda and it was seconded by Mr. Chong Min Ann (proxy for unit D/06-K). This Agenda 6 was accepted.

Agenda 7: To consider and, if deemed fit, adopt amendments to the Mawar Apartments House Rules

30. The Chairman highlighted that it was noted that some residents are playing fireworks at the compound of Mawar Apartments during festive seasons. This practice not only create disturbing explosive noises but it also poses a danger to the building and units. Should any of these fireworks accidentally enter into the building or unit, it can cause serious injuries to residents or ignite combustible materials resulting in a serious fire.

31. He informed that in order to prevent any untoward incident relating to this practice, it is proposed to prohibit residents from playing fireworks in Mawar Apartments and should any resident(s) found playing fireworks, the owner(s)/resident(s) will be fined RM250.

32. Mr. Ong Hock Chye (proxy for unit C/10-D) suggested to charge the resident(s) for any damage caused resulting from playing fireworks. Mdm. Lee Siew Boon (proxy for unit D/02-D) suggested that the security guards to monitor closely to prevent such practices. As there were no further suggestions, the Chairman requested all present to approve the above addition to Mawar Apartments House Rules. Mdm. Choo Lai Fong (owner of unit B/11-C) proposed to approve the addition to Mawar Apartments House Rules and it was seconded by Mr. Ooi Say Kok  (proxy for unit B/13-B). This Agenda 7 was approved.

Agenda 8: To determine the number of members of the 10th Management Committee and elect the members

33. The Chairman informed that under the Act, 2nd Schedule, subsection 2(1), states that “every management corporation shall have a management committee which shall consists of such number of persons as the management corporation may determine in a general meeting, but in any case not less than 3 and not more than 14 natural persons…..”

34. He then announced that based on the above Act, 10 proprietors submitted their nominations to be Management Committee of the 10th Management Corporation of Mawar Apartments and they were: –

35. The Chairman announced that based on the above 10 nominations received, it was not necessary to have an election as the number of persons is sufficient and within the Act. He then proposed to accept all these 10 nominees as the Management Committee of PPAM for year 2020/21. Mdm. Lin Fu Sa (owner of unit B/16-B) proposed to accept this proposal and it was seconded by Mr. Ooi Say Kok  (proxy for unit B/13-B). This Agenda 8 was accepted.

Agenda 9: To consider any other matters connected with the maintenance and management of the common property of Mawar Apartments fo which notice has been duly received

36. The Chairman announced that as at 18th July 2020, 7 days before holding of this AGM as per the Act, no written requisition of motions/notices on matters connected with maintenance and management of the common property of Mawar Apartments were received from proprietors. He then declared that this Agenda 9 shall be accepted without consensus from the proprietors and proxies present.

Closing Of Meeting

37. The Chairman gladly announce that as there were no further matters from the proprietors, co-proprietors and proxies present, he expressed his appreciation for their attendance and cooperation. He then declared that this 10th AGM of PPAM is concluded at 10.55 a.m.

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