Nur Syahirah Naufal - Selesa Hillhomes JMB

BADAN PENGURUSAN BERSAMA SELESA HILLHOMES
Bukit Tineei. 28750. Pahane. Bukit TinEei, 28750 Bentone. Pahane. MalaEle
Minutes of the 7th Annual General Meeting at Badan Pengurusan Bersama Selesa Hitlhomes
Held on 5'hSeptember 2015 (sunday) at 9:30 a.m. at the Multi-Purpose Hall, Bukit Tinggi, Benton&
28750 Pahang Darul Makmur.
Present As per Attendance List
Stratified Property Management Sdn. Bhd. Officers:
Rahman
Rahasmizam
Habibur
Mohd Azam Bin
Husin
Way
Nur Syahirah
Naufal
Jesse James
Kwok Chee
NOTICE OF
7TH
Secretariat
Senior Manager
/
Master of Ceremony ( MC)
Resident Manager
Credit ControlCum LegalAffairs Manager
Registration
Registration
Registration
ANNUAL GENERAT TVIEETING
Notice of the 7'h Annual General Meeting of Selesa Hillhomes was distributed and posted, the
latter where required, to all parcel owners. lt was displayed in all notice boards of every
apartment blocks, two (2) weeks before the appointed date of Annual General Meeting (AGM).
Number of eligible voters: - 349
Attendance comprises: - a) 73 owners & b) 43 proxies...Total attendance is 116 in total.
to order at 10.15 am in accordance with
clause 15 of the second
schbdule of Strata Management Act 2013 (Act 757) which states the following: -
The meeting was brought
15
(1) One half of the proprietors entitled to vote present either in person or by proxy, shall
constitute
a
quorum at General Meeting.
(2) lf within half an hour after the time appointed for a general meeting, a quorum is not
present, those proprietors entitled to vote who are present shall constitute a quorum.
AGENDA
L:
L.L
t.2
1.3
t.4
ELECTION OF PRESIDING CHAIRMAN
Proposed to the chair: - En. Wan Kamarul Zaman Bin Wan Yaacob (P4L3S)
Proposed by: - Pn Rozzana Chung Abdullah ( Ml"L2)
Seconded by: - Ms" Chung Nyat Dau ( P3L5Y
Voted: - 79 For anci 0 Against
)
1.5
1..6
L.7
The Presiding Chairman, En. Wan Kamarul extended a warm hearty welcome to all
residents especially those who are from Singapore. He also thanked all the outgoing
members of MC for their hard work and contribution.
The outgoing committee members were invited to join him at the front table.
The Presiding Chairman after confirming that the requisite quorum was present called
the 7th Annual General Meeting of Badan Pengurusan Bersama Selesa Hillhomes to
order around 10:45 a.m. Agenda 7 was odopted
AGENDA
2,L
2:
OPENING REMARKS BY CHAIRMAN SELESA HIIIHOMES JMB
Mr. Chew Hoe Peng (C2L6Z), the outgoing Chairman discussed the legality of his position
as the current Chairman of Selesa Hillhomes. The Developer has declared this AGM
invalid, as Mr. Chew is not the "purchaser" of his unit, merely the beneficiary of his late
father's property.
2.2
Mr. Chairman explained that he has obtained the Form F, which declares him as the
Administrator, and he has a letter from COB recognizing his position as the Chairman of
JMB Selesa till the 7'h.AGM. This AGM is thus valid and recognized by the COB of
Bentong.
2:3
2,4
At this juncture, Mr. Chong Kian Shoo ( T2L5H ) reminds that if the Developer were to
insist on the invalidity of Mr. Chew's position as the Chairman of JMB Selesa, then it
follows that all decisions and actions of Mr. Chew during this period deems invalid.
Ms. Rozzana Chung ( lvl1"L2 ) reminds that this will include Mr. Chew's action of pulling out the
court cases with the developer in 2015.
Mr. Chew Hoe Peng (C2L6Z) shared the challenges and work done during his tenure of ten
months.
a) All abandoned cars were removed
b) Triangular glass panels in many blocks causing safety issues as mentioned at
last AGM had been repaired.
c) Water tanks on all blocks were cleaned and missing covers were replaced.
d) Rubbish and building debris around water tanks had been removed for
health and safety.
e)
The 3 poly pipes supplying all water have been replaced by a ductile iron
pipe, which should last for tens of years.
f)
Big efforts have gone into landscaping. Hundreds of trees and shrub have
been planted.
g) A vegetable garden has been established.
h) Entrance boom gate being installed.
i) 1OO Fire Extinguishers has been purchased for 18 blocks.
j) Road surfaces have been mended.
k) Termite treatment for affected trees carried out.
l) Planning to install additional CCTV for safety and security purposes.
m) As for Finances, the JMB upon taking office in November 2014 inherited a
negative balance of ( - rm 20,000) Presently the amount stands at
a
pproximately rm 345,654.50.
2.5 Mr. Chew also enumerates the
problems encountered by
the outgoing Joint
Management Committee.
a) Developer and associated companies owe JMB over RM 500,000.00.
b) Blocks N and R slopes are marginally stable causing safety concerns.
c) Developer trying to discredit and unseat committee members.
d) Attempts to issue restriction order on the Chairman, changing locks and
e)
trying to obtain custody of JMB cheque books.
Secretary, Abdol Rahman and Treasurer, Yip Seck Weng were removed from
the committee for discrediting the Joint Management Committee
in
accordance with Act 757.
f) Concerns for availability of car parks for owners and residents.
g) Rubbish and noise caused by large groups of commercial
visitors in
a
residentialarea.
The Chairman closed his opening remarks. Agendo 2 wos adopted"
AGENDA
3:
TO RECEIVE AND CONFIRM THE MINUTES OF THE 5'* AND
GENERAT MEETING HEID ON g"
3.1
NOVEMBER 2014 &
to all
9th
residents/owners of Selesa
Hillhomes.
Presiding Chairman opened to the floor
confirm the minutes of the
3.3
AUGUST 2013
The minutes of the 5th and 5'h Annual General Meeting held last 18th August 2013 and
November 2014 respectively have been circulated
g.2
18TH
6" ANNUAL
to make any proposal whether to receive
and
and 6th AGM.
Mr" Chong Kian Shoo (T2L5H) proposed to receive and confirm the minutes of 5th and
Sth
6th
AGM. lt was seconded by Mr. Foo Sai Mun (T7L5A) and unanimously agreed by the floor
with no objection. Agendo 3 wds odopted.
AGENDA
4:
TO DECTDE WHETHER TO CONFIRM, VARY OR EXTEND INSURANCES EFFECTED
BY THE SELESA HITLHOMES JMB
4.L
Mr" Chew Hoe Peng, informed the attendees as for the year 2OL4-2O15the insurance
coverage on fire and other perils for Selesa Hillhomes is based on total coverage of RM
55,000,000.00 and premium payable was at of RM 38,000.00.
4.2
Mr" Chong Sin Ee (EL11) proposed tg empower the New Committee to go ahead with
the lnsurance Policy subject to committee reviewing the existing terms and conditions.
It
,
was seconded and unanimously agreed by the floor with 97 votes and
objection.Agenda 4 was adopted.
no
AGENDA 5:
TO PRESENTTHE AUDITED ACCOUNTS & REPORTS FOR THE YEAR ENDING
31sr MAY zo15 & 31sr MAY 2014
5.1
On behalf of the committee,Mr. Andy Yap, Accountant of Selesa Hillhomes since 2009
present theaudited accounts and reports for the year ending 31't May 2015 & 31't May
2014. The reports was prepared by other accountant and audited by external auditor.
to
Malaysia Laws whatever external audit should be signed by Strata
Accountant. Mr. Andy Yap tabled the audited accounts and reports pertaining to income
and expenditure as well as the balance sheet for, the accounts ended 31't May 2015 and
Pursuant
31't May 2014.
5.2
The Audited Statement
of Accounts for the year
ending 31't May 2014 and
31't May 2015 having been circulated was taken as read.
5"3
5.4
5.5
Item
31't May 2015
31't May 2014
Total lncome
RM1,450,2oO.OO
RM 1,572,966.00
Total Expenditure
RM 1,253,597.00
RM 1,807,036.00
Amount due from owners
RM 4,933,697.00
RM 4,961,050.00
Sinking Fund
RM (18,352.00)
RM 290,635.00
Cash and Bank Balances
RM322,691.00
RM 417,968.00
Surplus (deficit) for the year
RM 196,603.00
RM (234,070.00)
All payment received was shown under income and the defaulters highlighted in the
current assets. The balance sheet showed that the management managed to reduce the
deficit from RM (234,070.00) to RM 196,603.00; credit to be given to the combined
effort of the management and JMB.
Mr, Chew Hoe Peng explained why the sinking funds shown a deficit. The previous JMB
due to advice from the accountant utilized the sinking fund instead of management
fund to do renovation works such as painting works, replaced the 3 poly pipes that
supplies water all over Selesa Hillhomes with ductile iron. To clarify the issue Mr. Chew
states that it's only a matter of accounting process.
After having answered to all inquiries and further deliberatiohs, the meeting approved
that the Audited Statement of Accounts for the financial period ended on 3L't May 2015
and 31't May 2OL4 as a correct record of the financial positions of Badan Pengurusan
Bersama Selesa Hillhomes.
of accounts for the year ending
5"6
Sai Mun Foo (T7L5A) proposed the audited statement
5.7
31't May 2014 be approved and was seconded by Chong Kian Shoo (T2L5H). lt was
unanimously agreed by the floor with 74 votes and no objection receives.
Chuah Peng Lai (F312) proposed the audited statement of accounts for the year ending
31-'t May 2015 be approved and was seconded by Sai Mun Foo (T7L5A). lt was
unanimously agreed by the floor with 90 votes and no objection. Agendo 5 wos
odopted.
AGENDA 5:
TO DECIDE WHETHER TO CONFIRM OR VARY ANY AMOUNTS DETERMINED
AS CONTRIBUTTONS TO THE MANAGEMENT FUND
5.1
Presiding Chairman opened the floor
to make any suggestions/proposals whether to
increase or maintain the current management fund.
6.2
Mdm Lee Annie (P2L4X) proposed to maintain the current management fund since the
account found to be quite healthy. lt was seconded by Rozzana Chung Binti Abdullah
(M112) and unanimously agreed by the floor. (82 agreed and 9 disagreedl. Agenda 4
was odopted.
AGENDA 7:
TO DETERMTNE LANDSLIDE PROBLEM AT BLOCK R AND ATLOCATION REPAIR
WORKS COST ESTIMATED FROM RMsOO THOUSAND UP TO RM 2.5 MILLION
7.t
Mr. Chew Hoe Peng brought to the notice of all residents/owners present at the AGM
that according from the Geotechnical report in 2013, the slope in block N and R is
defined as marginally stable. The slope behind N block is 1.06 and R Block is less than 1.
(The standard safe reading is at 1.5
7.2
7.3
)
Mr. Chew raised the issue for the Body to give a mandate to the next Committee to
move forward, investigate and undertake whatever necessary actions needed . to
determine the responsible party for the landslide in Block N and.R.
The Presiding Chairman reminded that should a landslide happen, the entire estate
could be closed as in the case of the Highland Towers. Therefore this landslide issue
should be given priority.
AGENDA8:
TO GIVING MANDATE TO SELESA HITLHOMES JMB TO INVESTIGATE AND TAKE
FURTHER ACTION FOR LANDSLIDE PROBTEM AT BLOCK N
8.1
&
R
PresidingChairman sulgests that agenda 7 and 8 should go together since both agendas
are related to each other.
8.2
Mr. Chong Kian Shoo (T2L5H) framed the resolution to cover Agenda 7 and 8 as follows:
To givemandate to the next committee
to
undertake
the
necessary
geotechnical and engineering study pertaining to slope block N and
B.
R
up
to maximum limit of RM 100,000.00.
The JMCIMB is to be indemnified from any future cost/expenses arising
from the future lawsuits with regards to above mentioned duties"
Notwithstanding any provisions herein contained, any payment or part
of any future payment shall be made "Without Prejudice" to the
committee or the future committee to seek payment from the
defaulted party or any party.
The above three resoJutions A, B and C were proposed by Mr. Chong Kian Shoo ( T2L5H ) and seconded
by Mdm Chung Nyat Dau ( P3L5Y ). lt was put to vote: - 82 agreed, 9 disagreed.
Agenda 8 wos odopted.
AGENDA
9:
STRATA TITLE, !T APPEARS THAT DESPITE THE ASSURANCE FROM DEVETOPER
THAT APPuCATTON HAS BEEN FttLED, THERE tS NO DEFINITE ANSWER ASTO
WHEN THE STMTATITLE WILI BE ISSUED
9.1
Presiding Chairman opened
to the floor to make any suggestion/proposal on which the
next Committee can undertake pertaining to Strata Title.
Mr. Chong Kian Shoo (T2L5H) proposed to authorized the Committee or future
Committee at the cost of Committee to seek all possible avenues including but not
limited to consult or engage any legal assistance on the issues relating to the Strata Title
which has been outstanding for many years.
It was seconded by Foo Sai Mun (T7L5A) and unanimously agreed by the floor with 87
votes and no objection.
AGENDA
10: TO
DECIDE
AND SET STANDARD OPERATION PROCEDURE (SOP) for
expenditures.
JMB Financial Expenditure SOP
6th September 2015 AGM
Tender procedure for jgbs from RM5.000 onwards:
a. Notice of invitation to Tender/Quotation is to be placed at the
notice board of every block for at least two weeks.
b. The final date and time for submission shall be specified.
c. Tender/Quotation documents shall be deposited into a sealed
box in the JMB office.
d. The opening of the sealed box shall be witnessed by at least two
committee members and one JMB staff
5J0.1:.t=oj:4O;0O0
The office bearer( Chairman or Secretary or Treasurer) can authorize the
sp.ending up to RM 2,OOO|- for urgent repairs. "Urgent repairs" is defined as
any repair when delayed, will cause more damage.
10.1
Foo Sai Mun (T7L5A) proposed
It
to inrease the amounts from rm40, 000 to rm L00,000.
Thus follows that the third level be changed to above rm 100,001.00. Chong Kian Shoo (T2L5H)
:;,',"#::
AGENDA
tl.L
11:
jff #:ffi
:":,
ff#l'#I
ror rowi
},1,'#
ng
resu
rts (76
a
gre
ed,
1
TO SEEK APPROVAT FOR LEGAT EXPENSES INCURRED IN THE DEFENSE of THETR
POSITION AS COMMITTEE MEMBER OF SELESA HIIIHOMES JMB
Foo Sai Mun (T7L5A) proposed to approve any legal expenses without limit incurred in
relation to the performance of their duties as Committee Member of Selesa Hillhomes.
The committee was also reminded to look into Act 757, which has a provision for such
expense. Chuah Peng Lai seconded it. The motion was put to vote with the following
results :.(72 agreed, 1 disagree and 43 abstained). A genda ll was adopted.
AGENDA
12:
v
TO APPOINT AND APPROVED COMPANY AUDITOR TO CARRY OUT THE AUDIT
TO THE MAINTENANCE ACCOUNT AND STNKING FUND ACCOUNT THE JOTNT
MANAGEMENT BODY, FOR THE PERIOD FIXED BY THIS GENERAT MEETING
t2.L
Mr. Tan Song Hor (OalVZl proposed to appoint PS Yap, lsma and Associates to carry out
audit to the Maintenance Account and Sinking Fund. lt was seconded by Chung Nyat
Dau (P3L5Y) and unanimously agreed by the floor with 77 votes and no objection
received. Agenda L2 was adopted.
AGENDA
13:
TO DETERMTNE THE NUMBER OF MEMBERS OF THE COUNCII AND TO
ETECT
COUNCIT MEMBERS FOR THE YEAR 2015.2016
13.1
The current Committee Members of Selesa Hillhomes for
dissolved
the year 2Ot4-2015 have been
at 1:30 p.m. The Presiding Chairman was given a mandate by the floor to
continue with the Agenda 13.
1[3.2
NO.
The nomination of the new Committee Members wbs carried out through nomination
'form's given
to each and every resident/owner that is eligible to vote before the actual
7th AGM' The following Joint Management Body committee Members for the year 20152016 were nominated;
NAME
NRIC NO.
UNIT NO.
L
LIEW CHEW KEAT
690223-01-s693
H1L3C
2
OEI KOK EONG
s30918-08-562s
82GN
3
ROZZANA CHUNG BT ABDULLAH
580402-tO-6224
M1L2
4
WAN KAMARULZAMAN WAN YMCOB
550320-03-5429
P4L3S
5
CHUNG NYAT DAU
s70721-to-s634
P3LsY
POStTtON
TO BE DECIDED ON lSTJMB MEETING
TO BE DECIDED ON 1ST JMB MEETING
TO BE DECIDED ON lSTJMB MEETING
TO BE DECIDED ON lSTJMB MEETING
TO BE DECIDED ON lSTJMB MEETING
6
TAN CHUAN TEE
761106-08-6413
N2GQ
7
CHARIES PHTLOMEN AIL DAVTD
521017-01-5115
C3L2V
8
FOO SAI MUN
560117-08-5073
T7L5A
9
LIM HAE CHENG
460914-08-5133
T6GA
10
CHONG MUN CHENG
680623-08-s1s4
G1L4A
lL
GAN SIAN SOON
710219-13-5089
M3L3
TO BE DECIDED ON 1STJMB MEETING
TO BE DECIDED ON.lSTJMB MEETING
TO BE DECIDED ON l.STJMB MEETING
TO BE DECIDED ON 1ST JMB MEETING
TO BE DECIDED ON lSTJMB MEETING
TO BE DECIDED ON lSTJMB MEETING
ITWAS RESOLVED:
"That the nominees for the Management Committee, whose nominations were duly
proposed and seconded by the owners/floor members, be and are hereby deemed elected
unopposed as to their appointment".
13.3
L3.4
13.5
13.5
13,7
The elected Council Members will announce and update their confirmed positions
during their 1't JtVIB Meeting for the year 2015-20L6. Each newly elected Council
Member introduced himselfy'herself to the floor and seeks cooperation from them to
work together towards improvement of Selesa Hillhomes as a safe, healthy and a
pleasant place to stay..
Presiding Chairman opened to the floor to decide the number of Council Members for
Selesa HillhomesiMB for the year 2015-2016.
Foo Sai Mun (T7L5A) proposed to have 7( plus 1 Developers representative) council
members. lt was seconded by Chew Hoe peng (C2L6Z).
Rozzanna Chung Bt Abdullah (ML12) proposed to have 1t council members
(allnominees) and this was seconded by James pang Tiang Hock (e3L X).
A vote by a show of hands was carried out. The result was 17 voted for 7 council
members, 6Tvoted for LL council members and32abstained. The floor adopted 11
council Members since having the majority votes. Agendo 13 was odopted.
AGENDA
t4.L
14.2
14:
OTHER MATTERS
There is a request from the floor that for expenses exceeding rm 50,000/-, a notice be
sent out to the residents. The Presiding Chairman added that owners would be given 7
days to oppose the expenditure. After which it is deemed as
"No objection,,.
A request is also recorded for an improved channel of communications via a Website to
keep owners updated on issues.
14.3
Mr. Jerry Tan from Singapore recorded a Word of Thanks to the Presiding Chairman and
urge the new committee to work as a team for common good. He also pledge support
from the Singaporean owners.
L4.4 There beingno further matters, the 7th Annual General Meeting of Badan Pengurusan
Selesa Hillhomes ended at 2:00p.m. with vote of thanks to the Presiding Chairman,
Committee and attendees.
Jessie James
For Stratified Property Sdn Bhd
And
Edited by
Rozzana ChungAbdullah