Committee Meeting Minutes 79th

Selesa Hillhomes JMB
R3L1T, Block R, Selesa Hillhomes, BukitTinggi, 28750 Bentong, Pahang Daru! Makmur
Tel no: 09-233 O7O7 & 09-233 0708 Fax no: 09-233 0706 Email: [email protected]
Website : www.selesahil lhomesjmb. net
Minutes of the 79n Joint Management Committee Meeting
Meeting Room, JMB Office, R3L1T, Selesa Hillhomes,
Bukit Tinggi, 28750 Bentong, Pahang Darul Makmur
LLth October 2015 at 2:30pm
Ms Rozanna Chung Binti Abdullah (Rozanna) (M112)
Gan Sian Soon (AIbert) (T8L5S)
Venue
Date
Attendance
Liew Chew Keat (Liew) (H1L3C)
Lim Hae Chong (Lim) (T6GA)
Charles Philomen A/L V.David (Charles) (C3L2V)
Chong Mun Cheng (Mun Cheng) (G1L4A)
Tan Chuan Tee (Jonie) (N2Ga)
Rah man (Developer Representative)
Absent with Apologies
Wan Kamarul Zaman Bin Wan Yaacob (Wan) (P4L3S)
Foo Sai Mun (Simon) (T7L5A)
Oei Kok Eong (Paul) (B2GN)
Chung Nyat Dau (Andolyn) (P3LsY)
Matters/ Resolution
No.
Action by
Proposer:-
l.l
1
Tabling minutes of the 78th. JMB
meeting on the 27th. Sept.2015 for
adoption.
CH Lim
Seconder:Charles
1.2 Strata Title
- Need to follow up closely with PTG on
the progress . Contact person Farhan
o9-s7L2677 /80.
- En.Rahman's feedback:- the strata
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Rozzana
Target
application is on hold by land office due
to the new fees/charges which is not
finalized. Require follow up.
L.3 lnsuranace claims on:- Landslide of block N and R ( ? + rm
85,551.50 from UHSB for geotech
study.)
- CCTV ( rm 3,538.00 )
-Misdeed claim (rm 46,9446.20l,
(Landslide claim with AxA lnsurance.
Accessor visited and need more
documents )
1.4 UHSB's claims on TNB deposits
(approx. RM15,000) and water deposits
(approx. RM 100,000.00)
Maintenance arrears. Mainly clubhouse
and K block.
2
Rahman
Since MA ( SPM
sdn bhd ) is not
following up,
the file is
passed to Mr.
Albert Gan.
En. Rahman
suggest JMB
write officially
to UHSB for
clarification.
This file is
passed to
Other claims from UHSB and counter
claims from JMB
Rozzana
2.1 Collection of owings from aging
accounts of errant owners. To set up
Andolyn
SOP.
2.2To develop an Admin job scope and
SOP on incoming payment and receipts
, outgoing records of payments to
suppliers and misc bills. Update on the
implementation.
2.3 Finance Projection for the year
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3
Engineering Dept
3.1 Identify and proper storage of
building drawings for the purpose of
reference in repairs and maintenance
3.2 New format for Complains
Feedback forms
Charles/ Lim
/
3.3 lnventory of equipment and
building material
3.4 ldentify job skills of current JMB
handymen - To upgrade or replace
where ever necessary
3.5 SOP for registration of panel
contractors and awardance of jobs to
prevent monopoly and unethical
dealings
3.6 Lim requested License Surveyor's
Plan from Rahman to identify common
area/ private area
3.7 Proposed job description for
Residents Manager
-Liew will be responsible to advertise
after the job description have been
finalized
Rahman
3.8 Only one water pump is working
therefore it is urgent to repair the other
pump as soon as possible
Lim/Charles
3.9 To equip maintenance staffs with
adequate safety such as safety boot,
Lim/Charles
lT and Communications
/ Security Dept
4.1 Upgrade website, improve current
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oct
Liew
helmet, proper uniform and etc
4
LLth
Liew/ Jonie
18th
oct'l-5
communication media to reduce work
load of printing invoices etc. * Using
social media to improve social
interaction and participation of owners
- lt is agreed by committee members to
spend RM338 a year for hosting
website.
Documents to upload to website is
minutes of meeting, forms,
advertisement, a n nounceme nt,
calendar of events .
Statement of account will onty be
posted on notice board outside the
office.
4.2To oversee the issuance of Access
Cards ( need an SOp for this eg. Charges
for the cards and the number of cards
for each unit ).
-start with 2 cards per unit. Each RM50.
-3'd card RM10O
-Lost card RM150
-Distribution of card from 1't nov
-Full launch of Auto boomgate will be
Ltt Jan 201,6
-Non-access card holders have to
register at gua rdhouse.
-All committee members are given
2cards to try the workability of the
system
-To brief guards on the procedure.
-To check on the reliability of the
system .
-To prepare a form for the issuance of
cards on condition that the unit
maintains a good maintenance
payment record .
Housekeeping
4!Page
a
nd
La
ndsca oin
Committee
members
5.1To study and improve the current
state of lighting of the compound
balancing between estatic effects and
secu rity fu nctiona lity.
5.2 Study and monitor the efficency of
cu
resignation of
Paul Oei and
Simon Foo,
Rahman is
taking over this
portfolio.
rrent termite treatment.
5.3 To study and recommend pest
control eg. Stray cats, birds,
mosquitoes, snakes etc.
6
Mun Cheng/
Wan Kamarul
InternalAudit
Observations on areas of weakness
1) Inconsistent
filing procedures.
2) No enforcement of procedures
outlined in existing SOP for
procurement and payment.
3) No Quotation from contractors
were obtained for outsource
maintenance job. This has
resulted in unhealthy monopoly
and uncompetitive pricing.
4) No Purchase Orders were issued
for jobs done without Quotations.
s) Invoice from contractors without
signatures and company stamp
were accepted for payment.
6) No Authorization Letter or
identification details were
recorded when cheques were
collected on behalf of the payee.
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7) Internet banking; we
recommend the following
-
:
No online transfer of fund.
Only for the purpose of
viewing status of account.
8) Maintenance staff not equipped
with safety shoes, helmet, belts
etc when attending to their
tasks.
9) No list of outsource contractors
and supplies leading to
unhealthy monopoly and
uncompetitive pricing.
10)
No inventory list on parts and
tools for maintenance.
11)
Staffsalary to be banked in by
the office to prevent staff from
taking time off to do banking.
12)
Daily attendance of staff there
should always be :l- admin + 2 maintenance
-
staff
Or
l-admin+RM+1
maintenance staff available
during working hours.
Any Other Matter
T.l feedback to post master to
distribute all letters to mailbox directly
.2 Mun Cheng suggested to reflect the
finance situation of Selesa Hillhomes
when current committee members take
over
7
SlPage
Andolyn