Venue: Meeting Room, Ground Floor, Block B, Mawar Apartments, Jalan Jati 2, Taman Gohtong Jaya, Genting Highlands, Pahang.
Date & Time: Saturday, 14th November 2020 at 2.00 p.m.
Confirmation of 113th Committee Meeting Minutes
The minutes which was signed and posted on the notice boards was confirmed without amendment.
The security services’ performance for October 2020 improved to 6.9/10. Overall performance was satisfactory.
|Month||Mar 20||Apr 20||May 20||Jun 20||Jul 20||Au 20||Sep 20||Oct 20|
Building Manager to conduct first-aid and emergency trainings to the security personnel for effective handling during such situations.
The cleaning services’ rating for October 2020 improved to 8.0/10. Overall performance was good.
|Month||Mar 20||Apr 20||May 20||Jun 20||Jul 20||Aug 20||Sep 20||Oct 20|
Management Staff Monthly KPI Report
The management staff performances for October 2020 were 7.5 and 6.7 for administration and maintenance departments respectively. Admin dept needs to schedule tasks to the respective staff accordingly whereas, maintenance dept’s head has to improve further on his punctuality to work.
|Month||Jun 20||Jul 20||Aug 20||Sep 20||Oct 20|
|Month||Jun 20||Jul 20||Aug 20||Sep 20||Oct 20|
Suggestions & Complaints
Complaints received in October 2020 were cigarette butts been thrown onto the pavement by residents and noisy neighbor. These were resolved accordingly.
An owner emailed to us and complained that we did not respond to his complaint and our charges for a minor repair in his unit was too high. We replied his email and as of today we did not hear from him.
October 2020 income was RM122,357.15 with a surplus of RM48,288.98. There were no significant expenditures incurred in this month. October 2020 electricity and water charges were RM11,990.80 and RM327.70 respectivelyarapet wall height at Block D lan gate and RM2300.
Highlights of the Income and Expenditure Statement are as follows:
|In RM||Jul 20||Aug 20||Sep 20||Oct 20|
|Cost Of Services||98,348||85,437||63,904||54,877|
|Admin & Operating Expenses||36,859||40,767||66,930||38,156|
From the Balance Sheet, the following significant figures were noted:
|In RM As At||31/07/20||31/08/20||30/09/20||31/10/20|
Note: Since there was surplus fund in our operating account and with the Committee’s approval, RM185,000 was placed into fixed deposit at Public Bank, Batang Kali.
The top defaulters as at 14/11/2020 and the actions taken are as follows: –
|Rank||Unit||Owner||O/S (RM)||Mths||Actions Taken|
|1||B9B||LEE LOK MOOI||115,654.41||271||Liaison with lawyer – Sri Dev & Naila.|
|2||B10F||TAN CHIN FOONG||107,680.33||188||Liaison with lawyer – Sri Dev & Naila.|
|3||A6K||YIP NGUK YIN||3,141.27||19||Owner did not pay outstanding as awarded by Tribunal. Tribunal informed that we can proceed with civil actions and B/Mgr is to source legal advice and costings.|
|4||C2C||TAN CHOO GEOK||1,904.05||10||NTD sent on 24/08/2020. Short fall of service charges and contribution to the sinking fund for period from Oct 2017 to Jun 2020.|
|5||C2I||YLS PROPERTY HOLDING SDN BHD||1,904.05||10||NTD sent on 24/08/2020. Short fall of service charges and contribution to the sinking fund for period from Oct 2017 to Jun 2020.|
|6||C16K||YOONG SIEW FOONG||1,700.20||10||Submitted to Tribunal on 12/08/2020 and hearing which was scheduled on 19/10/2020 was postponed.|
|7||C10L||TAN JOON YIAN||2,010.88||8||To send NTD.|
|8||C11F||MOHAMAD ISKANDAR LEE||1,326.83||7||Reminder sent on 09/102020 and to send NTD.|
|9||A5C||KANTHA A/L RASALINGAM||1,314.75||7||Reminder sent on 09/102020 and to send NTD.|
|10||C9K||LIM THIAM CHOY||832.43||7||Reminder sent on 09/102020 and to send NTD.|
|11||A10K||CHAN CHEE CHOW||637.35||5||To send reminder and NTD.|
|12||C17B||TEE KEN PING||1,329.21||4||To send reminder and NTD.|
|13||C18A||TEE KEN PING||1,329.21||4||To send reminder and NTD.|
|14||D13L||LEE LIP WOOI||1,082.09||4||To send reminder and NTD.|
|15||D9L||YANG GUONONG||1,026.12||4||To send reminder and NTD.|
|16||A2G||YEOH AH LIAN||1,021.20||4||To send reminder and NTD.|
|17||B10G||WOO WEE [email protected]||1,021.20||4||To send reminder and NTD.|
|18||B11G||TEE SWEE HOO||1,011.33||4||To send reminder and NTD.|
|19||C13G||YAP HOW KEONG||1,011.33||4||To send reminder and NTD.|
|20||D11L||SEOW WAH KHAM||1,011.33||4||To send reminder and NTD.|
|21||B12J||TAN AI CHIN||753.10||4||To send reminder and NTD.|
|22||C2D||MAIDEEN IBRAHIM PULAVAR||752.85||4||To send reminder and NTD.|
|23||A13A||WEN ZHENGQIU||733.58||4||To send reminder and NTD.|
|24||C2A||ANG BOON YU||732.03||4||To send reminder and NTD.|
|25||C16J||CS DELCAN CORPORATION||701.14||4||To send reminder and NTD.|
|26||D17H||LIM AH YEE||588.82||4||To send reminder and NTD.|
|27||B16K||NGAI WENG HEONG||529.77||4||To send reminder and NTD.|
|28||C15H||KOH KOK HENG||529.77||4||To send reminder and NTD.|
Actions On Top Defaulters – Units B/09-B & B/10-F
Building Manager had written a 4th letter to Jabatan Penilaian & Pengurusan Harta on the auction of the units to recover the outstanding and a copy of the said letter was sent to the Prime Minister Dept for more effective response.
Unit B/09-B (Lee Lok Mooi) – Lawyer Messer. Sri Dev & Naila had written to the Insolvency Department to set a date for creditor’s meeting to seek the possibility to auction the unit.
Unit B/10-F (Tan Chin Foong) – Lawyer had written to Maybank to clarify whether the defaulters have settled their loan with the bank. However, the bank is not being co-operative and the file cannot be located. Committee decided to arrange a meeting with lawyer- Sri Dev & Naila to discuss on next course of actions. However, in view of the CMCO, the meeting is still pending.
Unit C/02-I (YLS Property Holding Sdn Bhd) – The owner wrote to us that they are not agreeable to pay the outstanding amount of RM1,904.05 being shortfall charges for period from October 2017 to June 2020. The owner reiterated that it was our mistake on the computation of the charges based on lower share units. The owner enquired on our charges in Y2017, when we changed our calculation of the charges/sinking fund from square feet to share units based on record from the land office, we informed the owner that the charges were correct. The same shortfall was charged to unit C/02-C. Thereafter, we informed the land office of the error and it was corrected. Committee decided to proceed with further actions to recover the shortfall.
Breakdown Of Lifts
There were 3 lift breakdowns in October 2020.
|Month||May 20||Jun 20||Jul 20||Aug 20||Sep 20||Oct 20|
|No. Of Breakdown||1||5||8||3||5||1|
Record & Actions On Abandoned/without Stickers Vehicles In Car Park
As of October 2020, the record is as below: –
|Month||May 20||Jun 20||Jul 20||Aug 20||Sep 20||Oct 20|
|No. Of Vehicles||9||8||4||4||4||4|
The remaining 4 abandoned vehicles will be relocated beside the Guard House before removing them from Mawar Apts soon.
Building Manager is to enforce that all residents’ vehicles are affixed with Mawar car stickers as to ensure easy identification and to prevent increase in abandoned cars in the car park.
Proposed To Replace 600 Amps Electrical Busduct For Owners’ Units At Block A & B High Zones
The work to replace the electrical busducts to electrical cables at Block A high zones 1 & 2 is completed.
Proposed to proceed to replace the problematic electrical busducts to electrical cables at Block B high zones 1 & 2 (final replacement work). The current installation contractor, Jayatech Engineering (JTE) quoted RM82,280.00 and Committee agreed to award the work to JTE.
Proposed Minor Renovation Of Staff Quarters At Block D Basement 3
The architect resubmitted the renovation plan to Majlis Perbandaran Bentong (MPB) for approval.
As the above work was awarded to I Craye Concept (ICC) at RM165,720, it was agreed to proceed with some necessary works like, replacing the rooms existing plywood doors with fire rated doors pending approval from MPB. However, in view of the current CMCO, the work is on hold.
The Committee agreed to award the firefighting system work to Fire Control Engineering Sdn Bhd at RM17,840.00. The work will commence upon approval of renovation plan from MPB.
Proposed Placement Of Excess Fund Into Fixed Deposit At Public Bank
As agreed by the Committee to place surplus funds into fixed deposits, a total of RM185,000 was placed into fixed deposits (3 x RM50K & 1 x RM35K) at Public Bank, Batang Kali.
Proposed To Sub-Divide Room 8 At Basement 4, Block D
Committee agreed to sub-divide the above room into 2 rooms and the quotes received are tabled below for Committee’s decision;
|Description Of Work/Contractor||I Craye Concept (RM)||Ding Fhoong (M) S/B (RM)||Varitech Electronic & Eng (RM)|
|To supply labour and materials to construct new brick wall, brick up existing glass panels, install 2 nos. fire rated doors, electrical wiring/installation, repainting and etc to sub-divide Room No. 8 into 2 rooms.||9,150.00||12,910.00||15,200.00|
Committee decided to award the work to I Craye Concept at RM9,150.00.
Proposed To Repair Water Leakages At Block A Car Porch & Block B Lobby
The above works are in progress.
Proposed Installation Of CCTV Cameras At All Blocks GF Lobbies
As it was agreed to install CCTV cameras (wide coverage and zoom capabilities) at all blocks GF lobbies, proposed to install 11 cameras for sufficient coverage at these areas.
Our CCTV contractor, P-Merit Engineering (P-Merit) quoted RM21K to install digital cameras c/w zoom features for clearer viewing. Proposed to award the work to P-Merit as the contractor is familiar with the building existing CCTV system furthermore, they had installed a main backbone cable which will be used for future upgrading of the existing analog cameras to digital cameras. This will reduce our cost for future upgrading/additional works and easier to troubleshoot and maintain the system. For info, analog cameras will soon be phased out. Committee agreed to award the above work to P-Merit at RM21,000.00.
Proposed Rain Water Harvest System
It was proposed to harvest rain water for our daily usage especially for the landscape and also help to reduce on our water bills. Building Manager contacted 2 rain water harvesting contractors and a contractor quoted approximately RM60K to install a system.
As the cost is very high, Building Manager proposed that a simple system can be installed at about RM25K to RM30K. Committee agreed to this proposal and Building Manager is to proceed to install a system.
Proposed Building Insurances For Y2021
A paper for the renewal of the building insurances for Y2021 was presented to the Committee for consideration and approval.
Committee decided to request from insurance agent, Dingings Corporate Insurance Agency to provide building valuation report and thermography service at no cost to us. Further to this, payment of premium to breakdown to 2 installments.
Routine Service Of Building Electrical Switch Gears
The building electrical switch gears are due for mandatory routine service as required by the authority. Obtained 3 quotations, tabled below for Committee’s decision;
|Description Of Work/Contractor||YP Engineering Services S/B (RM)||Jaya Tech Engineering Service S/B (RM)||Realwise Acme S/B (RM)|
|To supply labour and materials to service and recalibrate all electrical switch gears (ACB, protection relays and capacitor banks c/w calibration reports) at Blocks A & C Main Electrical Switch Rooms.||17,100.00||17,750.00||19,040.00|
Committee decided to award the above work to YP Engineering Services Sdn Bhd at RM17,100.00.
Proposal To Replace 2 Units Existing Faulty Treadmills In GYM Room
The 2 units treadmills (Model: AIBI CLUB LINE ABT-77) are faulty and according to the equipment supplier, Aibi Fitness Station, these equipment are too old and parts are not available. Our in-house maintenance managed to repair these equipment some time ago however, these equipment are now beyond repair. In view of this, proposed to replace these old treadmills and obtained quotes from 3 suppliers as shown on screen for Committee’s decision.
Committee selected the proposals from suppliers Elite Sports & Fitness S/B and Bina Raga Sports & Fitness S/B and requested Building Manager to further breakdown the warranty of the various parts of the proposed equipment. This is for easy valuation and decision. Further to this, Building Manager is to arrange visits to both suppliers’ show rooms to view the equipment for final decision.
Damaged Underground Main Water Pipe At Block C
On 04/11/2020, the main underground water pipe located at the rear road beside Block C was found damaged (water leaking onto the road surface). Building Manager informed via WhatsApp to our Executive Committee on this matter and approval was obtained to repair the damaged pipe. The damaged pipe was repaired by contractor, CSK Workshop S/B on 11/11/2020 and in progress to cover pipe and retar road.
Building Manager is to inform our insurer broker to claim for this damage.
Application To Public Bank Bhd At Batang Kali Branch For E-Banking Facilities
As we have placed our funds into fixed deposits at the above bank, Committee agreed to apply for this e-banking facility from the bank for the convenience to retrieve our account statements and other information.
The next Management Committee meeting will be held on 12th December 2020 (Sat) at 2.00 p.m., Meeting Room, Ground Floor, Block B, Mawar Apartments.
The meeting ended at 4.30 p.m.