Committee Meeting Minutes 81th

Selesa Hillhomes JMB
R3L1T, Block R, Selesa Hillhomes, BukitTinggi, 28750 Bentong, Pahang Darul Makmur
Tel no: 09-233 0707 Fax no:09-233 OTOG Email: simb.bt@emai!.com
Website : www.selesa hill homesjm b.com
Minutes of the 81't Joint Management Committee Meeting
Meeting Room, JMB Office, R3LLT, Selesa Hillhomes,
Bukit Tinggi, 28750 Bentong, Pahang Darul Makmur
L3th December 2Ot5 at 3.30pm
Ms Rozanna Chung Binti Abdullah (Rozanna) (M112)
Charles Philomen A/L V.David (Charles) (C3L2V)
Chong Mun Cheng (Mun Cheng) (GLL4A)
Rahma n (Developer Representative)
Chung Nyat Dau (Andolyn) (P3L5Y)
Andy Yap (Accountant)
Rozhan Zai nudd in ( Bu ilding Ma nagement Su pervisor)
Venue
Date
Attendance
Absent with Apologies
No.
Gan Sian Soon (Albert) (T8L6S)
Matters/ Resolution
Minutes of 80'n meeting was adopted
by:Proposer: Charles
Seconded : Chong Mun Cheng
Action bv
Status
1
The meeting started with introduction
of Rozhan Zainuddin as our new
Building Management Supervisors. He
will commence duty on L6th December
2015.
NA
NA
2
Mr Andy Yap explained the financial
statements and clarified queries from
committee.
NA
NA
a) lt is bstablished that JMB does
not charged compound interest
'as claimed by certain owners.
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JMB charges !O% per annum on
late charges.
to avoid confusion on
the billing, Andy will !ook into
way to separating the billing of
maintenance, quit rent,
b) ln order
insurance in one invoice and
water usage in another invoice.
This is so that at the next EGM
we can propose to stop water
supply to defaulters.
3
Mr Jonie Tan officially tendered in his
resignation date 4th December 2015
4
Follow-up on items mentioned in
previous minutes.
4.1
NA
Rozzana
Strata Title
Need to follow up closely with PTG
on the progress forward. Contact
person Farhan 09-57 12677 I 80.
Rahman feedback the strata
application is on hold by land office
due to new fees/charges have not
finalized. Require regular follow up.
Rahman commented Developer
does not oblige to answer JMB as
this is personal or individual owner's
matter"
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NA
-No new
information
from
Developer.
(status remain
same)
Open
4.2 lnsurance claims on :-
i.
Albert
of Block N and R.
Amount RM 86,551.50 from
United Highland Sdn Bhd for
Open
Land slides
geotech study.
Pending provide complete
-Rahman will
resent the
document ASAP
information to Maphilindo
I
nternationa l, refer attached
letter. Point 1,2,3 not
available. Point 4 Available.
Point 5 pend Rahman to
provide.
II
ccTV (RM 3,538.00)
Open
AIG responded invalid claim.
Pending official letter from
AIG Chris Phang.
1il.
Misdeed Claim (approx.
Closed
47,OOO)
AIG responded the claim is
invalid. Refer attached letter
from AlG.
4.3 United Highland's claims
i.
Rozzana
:
-Rahman
15,000) and water deposits
informs that the
deposits are for
common area.
Rozzana will
have to confirm
this claim from
records or with
accountant.
(approx.. RM 100,000),
maintenance arrears mainly
clubhouse and block
ii.
Open
TNB deposits (approx.. RM
K.
Rahman suggest JMB write
official letter to United
Highland.
4.4 Accounting related
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Andolyn
Open
Collection of owings from
aging accounts of errant
owners. To set up SOP.
lt.
To develop an Admin job
scope and SOP on
incoming payment and
receipts, outgoing records
of payments to suppliers
-Currently the
list of defaulters
are being
solved legal
letters and will
eventually end
up as claims at
the tribunal as
per Act 757.
and misc bills. Update on
the implementation.
1il.
Finance Projection for the
year
4.5Engineering Dept
Andolyn will
attend ASAP
Charles
ldentify and proper storage of Done
building drawings for the
purpose of reference in
repairs and maintenance.
ii.
New format for Complains
/
Done
Feedback forms
ilt.
lnventory of equipment and
building material
Done
ldentify job skills of current
JMB handymen - To upgrade
Done
or replace where ever
necessary
Only one water pump is
working therefore it is urgent
to repair the other pump as
soon as possible
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This portfolio is
being handled
by Mr David
Lau, the
Open
vi"
Consultant
Building
Management
To equip maintenance staffs
with adequate safety such as
safety boot, helmet, proper
uniform and etc
5
En. Rahman and
En. Rozhan will
follow-up.
lT and communications/ Security Dept
Mun Cheng
5.1 Upgrade website, improve current
communication media to reduce work
load of printing invoices etc.
* Using social media to improve social
interaction and participation of owners
-This has been
done and the
fees paid.
- It is agreed by committee members to
spend RM338 a year for hosting
website.
Open
-Rozhan will
take over the
handling of the
website.
-Documents to upload to website is
minutes of meeting, forms,
advertisement, a n nou nceme nt,
calendar. Statement of account is more
appropriate to publish it on notice
board.
6
7
To 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 RMlOO
-Lost card RM150
-Distribute of card 1't Nov
-1't Jan 2OLG effective
-Non-access card holder have to
register at guardhouse.
Housekeeping and
La
ndscaping
7.1 Study and monitor the efficency of
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Rozhan will test
Open
with the laptop
containing the
data of card
holders at the
security post.
Rozzana
-lt
is suggested
Open
cu
rrent term ite treatment.
7.2To study and recommend pest
control eg. Stray cats, birds,
mosquitoes, snakes etc.
that we put up
notices to
remind
residents not to
feed the stray.
*Rahman takes up this role since the
Paul/Simon had resigned from
committee member.
8
lnternal Audit
Observations on areas of weakness
lnconsistent filing procedures.
Mun Cheng
-This is an
active list and
will
ii. No enforcement of procedures
outlined in existing SOP for
procurement and payment.
1il.
No Quotation from varied
contractors were obtained for
outsource maintenance job. This
has resulted in unhealthy monopoly
and uncompetitive pricing.
tv.
No Purchase Orders were issued for
jobs done without Quotations.
V.
Invoice from contractors without
signatures and company stamp
were accepted for payment.
vl. No Authorization Letter or
identification details were recorded
when cheques were collected on
behalf of the payee.
vil. lnternet banking; we recommend
the following :
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No online transfer of fund.
Only for the purpose of
viewing status of account.
be
monitored
regularly.
Open
Maintenance staff not equipped
with safety shoes, helmet, belts etc
when attending to their tasks.
No list of outsource contractors and
supplies leading to unhealthy
monopoly a nd uncompetitive
pricing.
No inventory list on parts and tools
for maintenance.
Staff salary to be banked in by the
office to prevent staff from taking
time off to do banking.
Daily attendance of staff there
should always be :1 admin + 2 maintenance staff
Or
ladmin+RM+L
maintenance staff available
during working hours.
Any Other Matter
9.1 Feedback to post master to
distribute all letters to mailbox directly
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-After
consultation
with COB, we
were advised to
complain to the
government
department as
there is certain
KPI which post
office should
follow.
- Wil! set
address from
coB.
9.2To allow internet banking for
viewing only not fund transfer.
- Done
9"3 To trace back where the car towing
(unclaimed cars for years) money have
gone to.
-This is already
a police case
and the lawyer
is also prepared
a case against
Sia Poh Hong as
she was the
person liasing
with the towing
company.
9.4 Agreed transportation claim.
- Bentong = RM 35
-Current
procedure
-KL=RM50
- Produce receipts for parking and toll
as additional claims.
- Any further destination at RM 0.50
Meeting ended at 5pm.
Prepared by:
Confirmed by:
/@k
RozzaiE-ffin! Abdullah
On behalf of secretary
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Chung Nyat Dau
Treasures