PERBADANAN PENGURUSAN PANGSAPURI HILIR KOTA 1

NG-13& NG-14 PANGSAPURI HILIR KOTA 1, JALAN MELAKA RAYA 23,

OFF JLN MERDEKA, 75000 MELAKA.

TEL : 06-2922652, 2922654. FAX : 06-2922654

Minutes of the 4^th Management Committee Meeting held on 5^th March 2010 at 8 pm at Management Office, NG-13 Pangsapuri Hilir Kota 1, Jalan Melaka Raya 23, 75000 Melaka.

Present:

1. Mr Gan Kim Swee Chairman

2. Ms Elkay Wong Lai Kew Secretary

3. Mr Tan Eng Hock Treasurer

4. Mr Gobindanathan Committee Member

5. Ms Ng Peck Geok Committee Member

6. Ms Hoong Ng Moy Committee Member

7. Mr Edmund Lee Kian Choon Committee Member

8. Mr Lim Leong Chye Committee Member

9. Ms Chiam Bee Kiow Committee Member

10. Ms Tan Kay Horng Committee Member

Absent with apologies:

1. Ms Gan Hiok Kwee Committee Member

By invitation:

1. Mr Yeo Hong Huat

2. Mr Chua Cheng Chwee

3. Mr Wong Hong Jin

4. Mr Sam Quee Chong

5. Ms Tan Soo Bee

Observers:

1. Mr Gunabalan

2. Ms Michelle Wong

Agenda

1. Confirmation of minutes of previous meeting.

2. The minutes of the previous meeting were read and passed with Ms Chiam Bee Kiow as proposer and Mr Gobindanathan as seconder.

3. Unit share.

Tracy will be given instructions to contact Juru Ukur Semasa, Mr Harry to furnish her with data on how Hilir Kota 1 charges the owners maintenance and sinking fund rates ( which Mr Harry will then calculate for us for conversion to unit shares charges),

4. Insurance & (E +O) liability.

Tracy will provide Mr Tan , the treasurer with details of revenue estimates for 2010 and revenue details of 2008 / 2009 to enable Mr Tan to fill up the insurance form for Errors and Omission coverage. The coverage is approximately RM50, 000.

Mr. Gunabalan explained the (E + O) liability insurance covers management council referred to as “MC” and any administrative staffs misjudgment if sued under the court of law.

5. Common Seal

Usage of common seal of the MC has been made and requires the permission of the council members and is in the custody of Mr Tan, the treasurer.

6. Appointment of sub-committees and duties.

Sub-committees Names Duties

i) Finance 1. Mr Tan Eng Hock . Invoicing

2. Mr Gan Kim Swee Date entry

3. Ms Elkay Wong . Reconciliation

4. Ms Tracy Chia . Budgetted expenses

5. Mr Gobindanathan . Oversee collection-general

ii) Legal security 1. Ms Hoong Ng Moy . Ensuring all security guards 2. Mr Edmund Lee Kian Choon do their duties

. Parking - cars / motorbikes

. Boom gate – entry / exit of traffic

. Brokerage service

iii) Office Management

1. Ms.Michell Tan Kay Horng . Punctuality – staff

2. Mr Gan Kim Swee . Notice board information

3. Ms Elkay Wong . Dally bank in collection

4. Ms Grace Gan .Checking complaint to be brought up for MC attention and action.

. Dress code - office staff

iv) Maintenance

(Com. Properties)

1. Ms Ng Peck Geok . General Cleanliness

2. Mr Lim Leong Chye . Garden / playground

3. Chiam Bee Kiow . Swimming pool

. Lighting / plumbing

6 Security.

Matters Concerning security in relation to improper parking was brought up by Ms Michelle Tan to which Mr. Gunabalan advised MC to write a letter of administration to the security company to reprimand them to step up security of cars parked alongside the main entrance hindering traffic pathway.

7. Refund deposit scheme

8. Mr Gobindanathan enquired to the clarification of the refund deposit scheme to which Mr Gunabalan advised the MC to write to the Developer to enquire why the refund deposit scheme should be part of the office administrative function.

9. NG-13 management office.

Mr Gunabalan questioned as to the ownership of NG-13 and advised MC to write to developer to request for Strata Title No. for proof of ownership.

10. Finance report.

Mr Gobindanathan raised concern to the finance report dated January & February 2010 on the expenditure. Mr Gunabalan advised that under payments, some of the payments are refundable such as Quit rent receivable, water receivable and miscellaneous expenses to be transferred out of the expenditure. Tracy has been advised to re-format the Financial Reporting system to provide easier access to actual charge collection against spending. A copy od said format from Mr. Gunabalan has been submitted to Tracy for her convenience.

11. Handyman.

Job description – to recruit a handyman with experience plumbing & electrical maintenance.

12. Other matters

11.1) Staff salary increment.

MC declined staff salary increment and over time allowance.

11.2) MC proposed to appoint Mr Gunabalan to take up the position of manager in May 2010 whereupon he will assume responsibility for office administration.

11.3) Pump house keys.

Keys to the pump house and other locked prohibited rooms are locked and kept in the drawer located at the guard house under the supervision of the security guards on duty.

11.4) Ms Hoong Ng Moy suggested putting up notice labels prohibiting unauthorized person to enter the water pump house.

11.5) Amendment

That the date of the minutes of 6^th MC meeting dated 6-12-09 be rectified and changes to 1^st MC meeting date to be noted instead of it being the 6^th MC meeting.

11.6) The council was also advised that the time limit for developer to hand over all related documents pertaining to administration of Hilir Kota 1 is over. Council may demand such action as necessary from the local government for assistance in providing said documents. (if required)

13. 5^th MC meeting.

The 5^th MC meeting will be fixed on Friday 16^th April at 8p.m. at the management office.

There being no other business, the meeting ended 10.30 p.m. with a note of thanks to the attendees.

…………………………………………

Elkay Wong

Secretary