1st TMP RA meeting with Malton - Minutes

MINUTES OF TMP RA MEETING

Date: 14th July 2007
Time: 9.30 a.m
Venue: Maintenance Office, Taman Mutiara Puchong

Present:
Lili Yap – Chairman
Regina – Vice Chairman
Steven Poh - Secretary
Harriet Yeoh – Asst Secretary
Lim LS – Treasurer
Jenny Yap – Audit

Committee: Hafiz Nizamuddin, Chan Kok Leong, Aarti Khandhar, Razali Ahmad, Vincent Ng, Mary Magdalene.

TMP Representatives: Mr. Yeo (COO), CW Lee, Ravi, Eric, Ismail (Tegas Security)

A first official TMP RA meeting was held between the TMP Resident Association Committee Members and Interpile Sdn Bhd management representatives. Objective of this first meeting was to discuss on several matters pertaining to many unresolved grievances of its residents.

Matters Discussed
1)Security Issues

Several points were highlighted with regards to this issue.

1.1 Adequacy of Security Personnel hired by Interpile Sdn Bhd.

Meeting started at 9.30am with Chairman Lili highlighting the security features mentioned in the sales brochure which were not materialized in real life, particularly the duties of the guards. It was brought up to CW Lee that many issues raised in the past were still outstanding and not settled. She also brought up legality and RA formation requirement to show that TMP RA followed the law.

The current security services rendered by the management for the benefit of the residents of TMP were inapt and inadequate. Some of the security personnel hired were too old and unfit. Concerns were highlighted that the management should have scrutinized and adopted an adequate guideline when hiring such guards.

Jenny has also brought to the attention of all that there were no security personnel posted at Phase 3 lake side as scheduled.

Lee confirmed that currently there are only 5 - 6 guards per 12-hour shift patrolling the said area. However, with recent incidents occurring, concerns were highlighted and adequacy of the number of guards were questioned. The RA committee had suggested that management should study what is the adequate number of security personnel in order to maintain a justifiable safe environment for all the 500+ residences of TMP.

Further added to this, Lim mentioned that security personnel should be adequately equipped with appropriate & basic equipments i.e. baton, whistle, torch light, walkie-talkie in order to carry out their duties properly. Steven also highlighted that the day before, 2 guards disappeared with 2 of the 3 walkie-talkies and communication among guards was crippled. In addition, there should be a more frequent patrolling schedule, which is to be let known to all residents of TMP. The S.O.P was requested at the last RA pro-tem meeting to ascertain security personnel's duty coverage.

Lim reiterated that budget constraints should not be a reason to defer security / maintenance shortcomings.

Mr. Yeo, has agreed that security of residents is of importance and that the management will look into this matter immediately as well as do a study on the adequate number of personnel that should be posted at any one time as per suggested earlier. He has also mentioned that the management would reply the committee within 7 to 10 days time with regards to this matter.

Lee has further added that the management has engaged a new security company replacing the current one but date of commencement has not been mentioned during the meeting.

1.2 Retaining Wall

Committee, Aarti, have voiced out that the retaining wall erected along phase 1 & 2 were not sufficiently high to deter intruders from encroaching into TMP’s area, in particular, area near the high tension area which appears to be the weakest point. Prior to this meeting, this issue was brought up to the management and the management had posted 1-security personnel at the east wall of TMP. Despite such measures taken, there were 2 incidences whereby intruders had managed to encroach into TMP without the knowledge of the said security personnel. Thus bringing the point back to the inadequacy of the services rendered by the current security company as well as the height of the said retaining wall.

No mention from the Management representatives with regards to this matter, hence matter to be further discussed in the next RA meeting.

Steven highlighted the objective of staying in TMP was the “gated and guarded” feature as advertised but this was not fulfilled as Phase 3 west lake fencing was not put up as at to-date, and Phase 1 moved in more than 1 ½ years already. Furthermore, it was brought to his attention that the umbrella and 2 units of walkie-talkie provided to security personnel in the said perimeter have gone missing. Hence, there should be some immediate form of security measures by the management to ensure safety of all residents.

Lee mentioned that the due date for completion of the perimeter fencing will be by 31st July 2007. Committee urged that the management look into matter with immediate effect and to adopt temporary security measures until the erecting of the retaining walls have been completed as per date stated above.

Yeo agreed to boost up security at Phase 3 non fencing area in the interim before untoward incidents happen

1.3 Availability of Security Personnel During Emergency

Currently, there is no form of communication between the residents and the security provided. Committee has highlighted that there should be some mode of communication to the guardhouse in case of emergency. For example, should there be a robber / car theft occurred, residents have no way of communicating to the security personnel in order for the personnel to apprehend the perpetrator(s).

Committee has urged that the management consider the matter and to come up with some form of security mode of communication between the residents and the guardhouse.


2. Main Entrance Security Barrier - Shade

Committee have also highlighted and suggested to the management that there should be a shade / awning erected along the Guard House. Currently, residents are not protected from the rain whenever they need to use the proximity card to enter or exit TMP. Instead, the guards would automatically open the barrier for the residents.

Mr.Yeo mentioned that the structure of the guardhouse is built in accordance to the guidelines laid out by MPSJ. However, he further mentioned that the guidelines were for structure of the guardhouse i.e. it has to adhere to the size stipulated by MPSJ and that the said structure must not consist of a concealed lavatory. No mention of erecting a shade to protect users of the proximity card reader from the rain, to be illegal or permitted. Matter needs to be further clarified for further discussion in the next meeting.

3. Defect Liability Period

Razali raised the issue the defect liability period queried whether there would be any extension of the said period as Phase 1 faces recurring defects, Regina concurred.

Lee mentioned that he is aware of the situation and has assured the committee and the residents of TMP that the management will still manage rectification of latent defects even after the said due date.

4. Common Notice Board For the Community

Committee has requested for a notice board to be put up at the garden gazebo. Lee confirmed that a weatherproof notice board will be put up at the Garden gazebo by end July.

5. Mosquito Menace

Jenny mentioned that the mosquitoes have returned and have requested for fogging.

On a final note:

Lili thanked Yeo & TMP team for the attendance and all committee agreed to meet at 5.30 pm at the Garden the next day to confirm the minutes and highlight outstanding security and maintenance issues to be submitted to Yeo, who promised to response within 10 days.

The meeting ended at 11.30am while Lili accompanied Yeo for site visit at Phase 3 fencing area.

Minutes of meetings compile by Steven Poh – Secretary
Harriet Yeoh – Asst. Secretary