VILLA RINA MINUTES OF 7 TH COUNCIL MEETING THE NAGEMENT CORPORATION STRATA TITLE PLAN NO 2528 HELD ON 27 Y 205, AT 8:00 P.M. AT KARAOKE ROOM Present Mr Matthew Howden Ms Michelle Stoker De Boer Ms Diane Wong Ms Rosa Quitadamo Mr Karl Chu Chee Shing Ms Damaris Carlisle Mr Sathia N Avravamudhan Mr Wee Peng Choon Chairman Secretary Treasurer Absent With Apologies Mr Gary Lee Khiam Long Observer Mr Toh Tat Pui Tower 22 #04-07 In Attendance Managing Agent Mr Alvin Seng Mr Derrick Koh M/s Exceltec Property Management Pte Ltd As there was a quorum, the meeting was called to order at 8.00 pm. clarified that resignation of Office Bearer has to be tabled at a duly convened Council meeting for acceptance subject to another member is appointed by Council to fill the appointment as Office Bearer in accordance with the Building Maintenance and Strata Management Act (Revised Edition 2008). At this juncture before requesting to be excused from the meeting, Ms Michelle Stoker De Boer highlighted that to improve on internal control approver of expenses cannot approve own claim - case in point the incident of sodas bought for welcome and introduction of new and MCST service provider get together where informed her to submit a petty cash claim. Page of 7
VILLA RINA Item Description Action.0 To confirm minutes of the 6 th Council Meeting of the 4 th Management Council held on 29 April 205.. Council unanimously confirmed the minutes of the 6 th Council Meeting of the 4 th Council held on 29 April 205. 2.0 Repairs And Repainting Works 2. Planting of Landscape Damaged by Cherry Picker 2.. Upon completion of the R&R works which is targeted in mid June 205, M/s to rectify any damage caused to the landscaping arising from R&R works in accordance with the Contract. Council had resolved to replace those existing peanut grass around the Clubhouse surroundings damaged by cherry picker with cow grass for easy and low cost maintenance. However, M/s is required to reinstate other damaged landscape areas with original grass. / 2..2 Mr Wee Peng Choon commented that Tower 3 surrounding area had carpet grass. to inform M/s accordingly to reinstate with carpet grass / 2.2 Bird Netting 2.2. M/s to establish a list of locations where bird nettings were replaced and submit to Consultant with their method statement for Consultant s certification. However, the Consultant had not reviewed the method statement and submit his certification to-date. 2.2.2 Council requested to work with Consultant and M/s to escalate their submission. / / 2.3 Phased Hand Over 2.3. Consultant would prepare a schedule with M/s and COW to prepare for a formal phased handover to Council after Consultant s inspection. 2.3.2 Council reminded to follow up with Consultant and M/s during R&R meeting. / / 2.4 Obstruction on Common Roof: Tower 8 #04-04 2.4. Mr Karl Chu Chee Shing abstained to comment and excused himself from the meeting during discussion on this subject to prevent any conflict of interest. Info Page 2 of 7
VILLA RINA 2.4.2 reported that legal Letter of Demand was served to the unit concerned on 4 May 205 to remove their personal items on the common roof terrace to facilitate repainting works. 2.4.3 added that the SP subsequently removed their personal items and repainting works were completed. M/s is presently following up with waterproofing works. The Consultant requested to arrange meeting for him with Tower 8 #04-04 to inspect the waterproofing works within the unit. 2.5 Re-waterproofing Works 2.5. Council requested to issue a general notice to all top floor units advising that in the event the waterproofing surface was found damaged arising from placement of any personnel items such as flower pots, furniture, cabinets etc., the units concerned would be held liable to bear the all cost of reinstatement works to reinstate the damaged waterproofing membrane to its original condition. 3.0 Security 3. CCTV 3.. presented summary of quotes to carry out surveillance system surveying on CCTV system Council resolved on majority decision to award to M/s ELV Systems Solution Pte Ltd to carry out checking of the CCTV system at a total cost of $350.00 prior to quote for repair or replacement of defective cameras and DVR. 3.2 Security Matters 3.2. to assist security sub-committee to review the security aspect of the estate to enhance its security and evaluate on any cost based on proposed recommendations for Council s review. to request for monthly security reports. 3.2.2 Mr Wee Peng Choo of security sub-committee highlighted that security subcommittee had several meetings with M/s Detec Security Services, Condo Manager Derrick Koh and some Council members where many matters were discussed a few months ago. Till today, the committee and Council had not received minutes of said meetings and had not followed up on many action points raised. It is responsibility to write minutes of subcomm meetings and circulate in a timely manner so that matters discussed can be actioned. to action and improve. 3.2.3 Treasurer requested to obtain an updated organisation chart as to-date on the security manpower in the estate from the security agency, M/s Detec Security Services for display on notice board. 3.2.4 Derrick reported that he had requested removal of Detec security supervisor Clement. Detec has since replaced Clement with another supervisor Ibrahim. INFO Page 3 of 7
VILLA RINA 3.3 Telephony System 3.3. Council requested to explore telephone facility at Jalan Sempadan guardhouse so that residents could communicate with guard house effectively. to brief and remind guards to utilise the telephony system to contact residents to verify contractors, visitors or delivery to their units before allowing to gain access into the estate for security purpose. 3.3.2 Ms Rosa Quitadamo and Ms Damaris Carlisle gave feedback that they get regular deliveries from suppliers but they have never received a call from guard house informing them of the deliveries. added that the telephony system was in good working condition and would remind guards accordingly. 3.4 Barrier Signage 3.4. Council requested to source for quotes to fabricate 8 nos of 30cm round signage of plastic material highlighting NO CROSSING with an image of a man with a slash across to install along the barrier s arms to educate residents to refrain from gaining access across the barriers along the driveway ramp posing a safety hazard. to follow up. 4.0 Rectification Works to Clubhouse Main Hall Air Con and Service Maintenance. 4. continued to withhold M/s Air Venture s payment on the rectification of clubhouse air cond system pending submission of a detail service report by them. 4.2 Meanwhile, Council had reminded to source for quotes to carry out routine air con service maintenance from alternative reliable air con vendors beside M/s Air Venture s where its existing contract expired in February 205. 5.0 Umbrellas at BBQ Area above Clubhouse 5. to source quotes for repair or replacement of defective umbrella/s for BBQ pits located above the Clubhouse and recommend for Council decision. 6.0 Low Parapet Wall Safety Fencing 6. Council requested to expedite to source for quotations to erect fencing to increase the height for the boundary wall along Tower 8 and Tower 6 respectively to enhance security and prevent trespassing. 7.0 Termite Report 7. updated Council that M/s Alliance would be submitting their report. Council requested to follow up and forward the report for Council s review upon receiving it. Council had requested for the termite report at a Council meeting held on 29 April 205. Page 4 of 7
VILLA RINA 8.0 Closure of Jalan Sempadan Gate 8. Council had previously resolved to conduct further in-depth study on the closure of Jalan Sempadan gate during the night prior to its implementation to enhance security and guard be better utilised for patrolling. Council deliberated at length and decided to review the proposal. Council / 9.0 To adopt financial statement for the months of March and April 205 9. presented the financial statements for the month of April 205. then reported that as at 30 April 205, the cash at bank balance in the current account was $90,687.5 in UOB Bank. MCST s fund balances are as follows: INFO Accumulated Management Fund: $50,027.4 Accumulated Sinking Fund: $535,957.84 ---------------------- Total: $,045,985.25 9.2 then briefed on the Income and Expenditure accounts statement and highlighted that there was an accumulated surplus amounting $52,234.56 as at 30 April 205. presented the Sinking Fund schedule and briefed on the expenses incurred from Sinking Fund. 9.3 presented the arrears listing as at 27 May 205 and reported on those units with outstanding contributions amounting more than $2,000.00 over 90 days period. Council unanimously resolved to proceed with Write of Summons to those units which had been served with legal Letter of Demand but there was no settlement. Treasurer commented on the amount due was not correctly reflected in the arrears listing as advance payment should not be taken into account together with arrears but be classified separately. to inform accounts to revise the arrears listing. 9.4 Council requested to write to Council when Writ of Summons were issued to long over dues SPs, in particular:- ) Marimuthu 052-2-0404 2) Sukdeep 259-29-003 3) Zareena 05-2-05 9.5 would source for various interest rates from banks on Fixed Deposit (FD) to present to Council for decision before the FD with CIMB amounting $250,000.00 mature on 29 July 205. 9.6 Treasurer had reviewed the financial statements for the months of March and April 205 and commented all in order. The only concern she raised was the collection of SPs arrears by in relation to overdues over 90 days was high and that amount has not been decreasing in the 3 months that new has taken over from Hilandas. to action INFO Page 5 of 7
VILLA RINA 0.0 Any Other Business 0. Painting of navigation lines for Car Park Lots 0.. Council unanimously resolved not to paint new navigation lines for car park lots 0.2 Painting of transponder wording for car park lots 0.2. Council unanimously resolved that all existing wordings on Reserved for car transponder & label only which were previously painted on some car park lots to be removed as they do not served any purpose. to inform M/s accordingly. 0.3 Status of Tower 3 and Tower water seepages. 0.3. 0.3. 2 presented the letters of undertaking duly signed by SPs from T3#0-0, T#0-6 & T#02-6. reported that it was verified that the water seepage was caused by common stack pipes upon hacking of the concealed walls for Tower. The rectification works were subsequently carried out and there was no water seepage. In this connection, MCST to bear cost of rectification works amounting $2,350.00 (No GST) since it was common property. had obtained a quote amounting $5,650.00 to rectify the water seepage at T3#0-0 for repairing the stack pipes leaking and wall seepages. Council requested to source for additional quotes for comparison and Council decision. 0.4 Update on Term Contractor List 0.4. presented summary of list of term contractors for Council review. reported that the existing Gen set maintenance contract expiring on 3 July 205. Council unanimously agreed to renew with M/s ADA Electrical Engineering Pte Ltd at the existing contract fee of $20.00 per quarter for another year. 0.5 Property Officer 0.5. 0.5. 2 Council requested to co-ordinate with Property Officer (PO) to carry out joint inspection before and after completion of each renovation works in accordance to the description of the works in the application forms. PO and security officer to verify all in order before refund of renovation security deposit. Council requested to check the SOP and forms for contractor deposit include checklist for Council review. Council requested to brief PO to carry out inspection when residents transport any bulky items to ensure that there was no damage caused to common property.. 0.6 Clubhouse 0.6. Council informed to remind residents to observe the rules and regulation when utilising the Clubhouse such as no drinks or food allowed in the clubhouse and not to Page 6 of 7
VILLA RINA cause any nuisance. was to ensure guard to monitor and enforce proper usage of Clubhouse..0 Estate matters needing action. Mr Karl Chu Chee Shing informed that he noticed there were still cracked tiles at BBQ pit area at Club House roof top when reported that the crack tiles were all repaired. He whatsapped the photos of the cracks for to follow up..2 Ms Rosa Quitadamo highlighted that Tower 7 there was a unit that had done up window grills that were not in accordance to MCST colour scheme. The unit can be sighted from Jalan Sempadan tap in gate. to investigate and request SP to rectify. 2.0 Proposed Date of Next Council Meeting 2.. The next Council meeting was scheduled to be held on Wednesday, 24 June 205 at 8.00 pm at Karaoke Room. There being no other business, the meeting concluded at 2.5 am with a vote of thanks to all present. Confirmed correct: Mr Matthew Howden Chairman 4 th Management Council Date: Minutes recorded by M/s Exceltec Property Management Pte Ltd. Page 7 of 7