PERSATUAN PENDUDUK SERENA S2 HEIGHTSppserena.weebly.com/uploads/4/7/4/0/47402171/minutes_of_meeting_agm... · PERSATUAN PENDUDUK SERENA S2 HEIGHTS (Registration No: PPM-005-05-15052014)

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PERSATUAN PENDUDUK SERENA S2 HEIGHTS (Registration No: PPM-005-05-15052014)

No.235, JALAN SAUJANA SUTERA 8, SAUJANA SUTERA, S2 HEIGHTS, 70300 SEREMBAN 2

Email add; [email protected]

MINUTES OF THE 1ST ANNUAL GENERAL MEETING 2014

The committee members came at 7.30pm to prepare the registration counter. Residents served with

dinner provided by the Persatuan and the meeting declared open at 08.45pm.

COMMITTEE MEMBERS FOR THE 2014 SESSION

Designation Name Biro/Contact No.

i. Chairman Mr. Mohd Nizam B Tasmin Security & Development Head

ii. Vice Chairman Vacant ( Resigned ) Resident Affairs & Cleanliness Head

iii. Secretary Ms. Prema Ramanaidu

iv. Assist. Secretary Mr. Maniwannan Property & Maintenance Head

v. Treasurer Mr. Irman B Hussain Finance & Legal Head

vi. Auditor Mr. Leow Kang Leng

vii. Committee 1 Mr. Rozaimi B Mohd Don Finance & Legal Member

viii. Committee 2 Mr. Liew Yun Chung Resident Affairs & Cleanliness Member

ix. Committee 3 Mr. Yee Kok Kong Security & Development Member

x. Committee 4 Vacant ( Resigned ) Property & Maintenance Member

DATE

Saturday, 28th March 2015

TIME

08.30pm – 11.53pm

VENUE

Serena @ Saujana Sutera, near guard house

PRESENT

30 / 126 (SERENA & SAFIYA)

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WELCOMING SPEECH BY THE MC (Mr. Maniwannan):

Welcomes everyone and started meeting.

Passes the meeting to Chairman for opening speech and officiated the AGM.

AGENDA 1. OPENING SPEECH BY THE CHAIRMAN (En. Mohd Nizam Bin Tasmin):

Chairman started to address the resident by thanking to the MC The Chairman welcomes the presence of all members to the AGM 2014 .The chairman very

pleased that the association for the first time managed to hold annual general meetings. He also informed that the annual general meeting should be held every year as noted in the constitution of the association.

The chairman announced association has reached 8 months since May 2014. He explained a variety planned activities were implemented by association committees for residents’ Serena and Safiya.

The Chairman expressed deep appreciation to all members of the committee. He also informed to the members present, the committee members always do the best for the association.

The chairman took the opportunity to introduce committees to all members of the association who attended the meeting. Although some could not attend and there is also has been resigned. Among those who resigned were Mr. Yusof and Mr. Thavanesan due to work commitments. Mr. Yusof was a document controller for the association. He is the one who rearranged the paragraph that contained in the house rules after all members agreed during EGM 2014 to be more presentable and understand. He also produces all the form for the association use. Chairman appreciate the time and ideas that has been contributed by him.

The chairman also introduce the rest committees and express his heartiest congratulations and thanks, especially to Mrs. Prema, Mr Irman, Mr. Mani, Mr. Liew, Mr. Yee, Mr. Darus and Mr. Rozaimie. Chairman also appreciate the time and ideas that has been contributed by them.

The Chairman introduced and thanked to Mr. Faizul who was appointed by the committee as an adviser to the management committee. Chairman also appreciate the time and ideas that has been contribute by him.

The chairman requested that all members give a big applause to these committees who have worked hard for the association.

The chairman told in September last year during EGM many items was discussed and mutually agreed. Among the things that have been agreed are to upgrade security system, upgrade securities procedures and upgrade financial system with the procedures. He also create maintenance and property biro, only to maintain and control green area. Within 3 months the committee has fulfilled what was agreed during the EGM. With a sense of responsibility and initiative, the committee has built fence at the playground perimeter. The aim is to ensure the safety of our children and also can prevent strangers hanging around at the playground after midnight.

The chairman shared the experience and the challenges faced by committee members of the security matters. (1) Home stay issue, committee was scolded by the operator with offensive languages and accuses that what we are doing is wrong and illegal. At that time, the committee had contacted the police to solve this problem. After several sounds of discussion since the incident, parties involved agreed to stop the activity. (2) Visitors issues, chairman shared video capture at the guard house an incident between visitor and the guard. The video showed some visitors are very rude and has no respect to our guards on duty. He said our guard do their job

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to make sure our place safe and secured. (3) Empty house issues, visitors came and claim as a house owner. Chairman told to the members, security biro has set the rules whoever came and claim as house owner and intend to visit their house, they must bring the sales n purchase agreement. The rules been set just to confirm the house owner and to avoid trespass. (3) Security firm issue, chairman has informed that earlier security company (KSS) has been terminated on 30th November 2014 last year. One of the reason why committee terminate their service because they cannot meet our SOP requirements. Association terminate the service with proper (2 months) notice.

The chairman explained to the members of how the committee administer the association's financial controls and procedures. 2 committee members manage association account, which is collection and expenses. Apart of do collection during drive thru counter, person in charge also need collect payment made by cheque or online banking slip at the drop box and update into the association master list account. After that those who missed the payment, person in charge will issue reminder letter. Any members ignoring the reminder, security biro will deactivate the smart tag. Service interruption are effected due to arrears.

Last but not least, maintenance and cleanliness biro. All have agree on our house rules to maintain and control our green area. The major tasks here is to liaise with the respective authority. To make complaint if have any problem at our Taman, such as garbage collection, grass cutting, street lighting damaged. Briefly, within 4 months after getting mandate from the residents, committee managed to fully comply with our house rules. This is a great achievement

All these are the challenges and the tasks conducted by the committee members and hope we all start to appreciate the contributions and the efforts of association committees

The main reason our security firm and tight is to ensure Serena and Safiya safe and harmony. To achieve this objective, the association holds various events to ensure that all residents’ in good relationships between neighbours. Events such as association gathering night (once a month), with pot luck and movie, futsal game and gotong royong was held in the period of past 3 months.

The big opening event for this year was the Chinese New Year festival. Chairman’s’ announced a good news for all members. Management Committee has agreed to contribute a fund of Rm2000 to celebrate community festival like Hari Raya and Deepavali.

The chairman shared his future planning for this community such as organize motivation camp for our children’s, tuition centre for our children’s and also family day.

Lastly, Chairman express a big thank you for the trust given. Thanks for the support and help him during his tenure served as chairman. He begged for forgiveness if he have made any mistake that might have hurt anyone directly or indirectly.

Thanks for the time and opportunity.

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AGENDA 02 Review and acceptance of Minutes of Extra Ordinary Meeting (EGM)

which was held on 27th September 2014.

Presented by Assistant Secretary Proposed by Seconded by

For the record EGM MOM has been distributed to all residents of SERENA / SAFIYA twice in the period of 6 months. EGM MOM was well received by all residents without any complaint

Mr. Jayaraju House No 145 Jalan

Saujana Sutera 7

En Mohd Zaki House No 219 Jalan Saujana Sutera 10

AGENDA 03 Present the Annual Activities For The Period Ended

31st December 2014.

A. Annual Activities Summary Presented by Assistant Secretary

1. Meeting date: 17TH October 2014 Start time : 8:00pm End time : 2:00am

• Review EGM attendance / support from residents. Survey indicates the EGM was conducted in proper manner and residents were happy with the outcome.

• Discuss and form biro to enhance the focus of the service. – SDB / RACB / FLB / MPB

• Review status of PPS bank account application • Discuss the strategy to tackle one of the most highlighted issue during EGM – home stay. • Started drive through counters to provide better service to PPS residence and to enhance

collection. • Further discussed issues with KSS – residents feedback / committee observations, service not

meeting the SOP of PPS • Selection of new security company to replace outgoing (KSS) by end of November. • Started reviewing quotations from vendors and demo on the new SMART TAG Security System. • Invited Mr. Peter (PPS Legal Advisor) to seek on the issue pertaining Home Stay and on the issue of

illegal use of SAC.

2. Meeting date: 31st October 2014 Start time : 8:00pm End time : 2:00am

• Discuss and form biro to enhance the focus of the service. – SDB / RACB / FLB / MPB

• Successfully started bank account under PPS • Passed resolution to start online banking for PPS with only function to allow Treasurer to monitor

inline banking. No other transaction allowed. • Discussed guard house open issues and upgrade:

– Utilities (water/electric/telephone. – Painting / notification (LED Board)

• PPS approached all the home stay house owners to discuss. • Started drive through counters to provide better service to PPS residence and enhance collection. • 1st meeting with IJM update on the vacant land and amenities discussion:

– Vacant land status – Request recreational amenities for SERENA/SAFIYA – Request gate to block the back passage of Safiya sighting security threat – Request for guard house to be upgraded

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3. Meeting date: 14th November 2014 Start time : 8:00pm End time : 2: 30am

• SDB Update: • House owner of Home Stay activity was briefed and made understood that it’s illegal to

provide home stay service in the name of short term rental. • PPS have also made report to police and MPS to monitor the home stay because it’s illegal. • PPS has barred entry to any visitor to the home stay houses • PPS committee member was treated harshly by one of the agent from house number 213

after the entrance was barred. Police report was made. • Mr. Thava has resigned from PPS committee sighting busy work schedule. • Intercom system is expected to be up and running by 22nd. Nov. • New security company Lamborda by 1st Dec. replacing KSS.

• LFB Update: – Have finalised vendor for SMART TAG after received 3 quotations. One of the 3 vendor

have pulled out after submitting quotations – BST to replace SAC through drive through counter scheduled by 7th. Dec. – PPS residents already started RM 350 payment for security upgrade. – RACB Update: – Discussed about stray cats with owner of house number 177.

Stray cats will be trapped and relocated to Pasar Seremban

4. Meeting date : 28th November 2014 Start time : 8:00pm End time : 1: 45am

• SDB Update: • Discussed KSS security issue on 26. Nov. KSS security personal challenged PPS instruction

on questioning why he open the gate for a resident that refuse to use SAC. He then answered very rude to everyone from committee who approached him. KSS duty manager fails to attend to this case though he was called many times.

• Later on the same evening, KSS abandoned PSS security post without informing committee. Police report was made and the issue is on trial in Seremban Magistrate Court.

5. Meeting date : 12th December 2014 Start time : 8:00pm End time : 1: 45am

• SDB Update: • Drive through on the 7th Dec. 2014 to collect the security upgrade fee and SAC exchange to

BST collection: i. 70% of the PPS resident paid and collected the new BST.

ii. Another 10% paid and collected the BST from PPS Secretary after the drive through to date.

iii. PPS will continue to train PPS resident on how to use / mount BST. iv. 95% of the PPS resident was happy with the BST and appreciate PPS effort in

making SERENA / SAFIYA a safe and secure place to live. v. Received additional 82 BST request from PPS. PPS only provide 2 BST with the

security upgrade fee. Additional BST will be charged RM 50 per unit with maximum 5 units per house.

• Discussed to install CCTV using the Government Grant. • Discussed to install LED signage as information board for PPS Resident. • Discussion to finalise guard house upgrading work. • Discussed to arrange PPS activity gotong – royong / PPS Resident Gathering

6. Presentation of the annual activities agreed upon unanimously by all members

Proposed by Seconded by Dr. Vijay

House No 151, Jalan Saujana Sutera 7 Mr. Sharmendra

House No 146 Jalan Saujana Sutera 7

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AGENDA 04 Present the Audited Financial Report For The Period Ended

31st December 2014.

B. Account Summary Presented by Treasury

Persatuan Penduduk Serena S2 Heights

Annual General Meeting

28 March 2015

Audited Financial Statements for the Period Ended 31 December 2014

RM RM RM

Contributions from Residents 12,960

Security Fees Collections

August 2014 9,450

September 2014 9,450

October 2014 9,640

November 2014 9,450

December 2014 9,080

Total Security Fees Collections 47,070

Other Receivables

One-Off Security System Upgrade Fees 39,900

Additional BST 2,500

Renovation Works Deposits 8,000

Renovation Works Administrative Fees 800

Access Cards Receivables 10

Government Grant 8,216

Total Other Receivables 59,426

Less: Capital Expenditure and Expenses

Monthly Security Fees

August 2014 7,729

September 2014 -

October 2014 -

November 2014 -

December 2014 -

7,729

Utilities 291

Society Registration Related Fees / Expenses / Admin Cost 300

Stationery 7,374

Security System Upgrade 10,000

Other Related Expenses 407

26,100

Total Money Cash in Hand & Cash at Bank 93,356

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BALANCE SHEET AS AT 31 DECEMBER 2014

Note 2014

RM

PROPERTY, PLANT AND EQUIPMENT 3 33,154

CURRENT ASSET

Cash and bank balance 4 93,356

93,356

CURRENT LIABILITIES

Other creditors and accruals 5 60,027

60,027

NET CURRENT LIABILITY 33,329

66,483

FINANCED BY ;

Contribution fund 12,960

Profit for the year 53,523

66,483

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FINANCIAL STATEMENTS FOR THE YEAR ENDED 31 DECEMBER 2014.

2014

RM

Income 112,580

Less : Cost of sales

Security charges 43,860

Purchase of bluetooth card 9,660

Total cost of sales 53,520

Gross profit 59,060

Add : Other income

Government grant 8,216

Total profit 67,276

Less : Administrative expenses ( from page 4) (13,753)

Net profit for the year 53,523

2014

RM

Administrative expenses

Guard post maintenance 5,464

Printing and office expenses 2,400

Accounting fee 1,800

AGM, EGM & meeting expenses 1,190

Refreshment 1,010

Allowance 900

Utilities 701

Depreciation of fixed assets 288

13,753

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NOTES TO THE INCOME STATEMENT

1. PRINCIPAL ACTIVITY The principal activity of the society is management in neighborhood security. 2. SIGNIFICANT ACCOUNTING POLICIES (a) Basis of Accounting

The financial statements are prepared under the historical cost convention unless

otherwise indicated.

(b) Property, plant and equipment

Property, plant and equipment are initially stated at historical cost less accumulated

depreciation and impairment losses.

Depreciation is provided on a straight line basis over the estimated useful lives. The

principal annual rates of depreciation are as follows:

Property, plants and equipment Annual Rates

Office equipment 10%

Guard post equipment 10%

Computer 30%

Property, plant and equipment are written down to a recoverable amount if, in the opinion of the owners, it is permanently less than their carrying value. Recoverable amount is the higher of an asset’s net selling price and its value in use.

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3. PROPERTY, PLANT AND EQUIPMENT

Opening

balance

Addition Disposal Closing

balance

RM RM RM RM

Office equipments 0 13,330 0 13,330

Guard post equipments 0 17,050 0 17,050

Computer 0 3,062 0 3,062

0 33,442 0 33,442

Opening

balance

Addition Disposal Closing

balance

RM RM RM RM

Office equipments 0 111 0 111

Guard post equipments 0 151 0 151

Computer 0 26 0 26

0 288 0 288

NET BOOK VALUE

2014

RM

Office equipments 13,219

Guard post equipments 16,899

Computer 3,036

33,154

ACCUMULATED DEPRECIATION

COST

Property, plant and

equipment

Property, plant and

equipment

Property, plant and

equipment

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4. CASH AND BANK BALANCE 2014

RM

Cash at bank 71,224

Cash in hand 22,132

93,356

5. OTHER CREDITORS AND ACCRUALS

2014 RM

Siew Ming Automation Sdn. Bhd. 18,484

Lamborda Security Sdn. Bhd. 13,195

Digital Age Solution 10,300

Renovation deposit 7,000

KT Management & Consultancy 1,800

Security fee paid in advance 1,530

TSM Enterprise 1,450

Advance from Nizam 4,106

Advance from Prema 1,010

Advance from Faizul 808

Advance from Irman 344

60,027

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C. Questions and Explanation regarding the presentation of financial statements by members

of the association.

Member’s Questions Explanations ( by Treasurer )

Mr. Gobi House No 233 Jalan Saujana Sutera 8

Need more clarification on the stationary expenses, it’s a bit high for 3 months

The amount shows high because of the claims from committee members. All this while committee members use own money to buy the needs for PPS but had never claimed. It was inclusive of new association asset; (1) Note book computer (2) Projector (3) Printer (4) Laminating. Balance till 31st Dec is also shown does not include upgrading security systems.

Dato’ Rashid House No 203 Jalan Saujana Sutera 10

Would like to know how many residents are not paying the security fee

To date 90% of Serena / Safiya residents are paying and the 10% of the defaulters are mainly coming from the empty houses with no owners’ details. Reminders and LOD has been send to these empty houses through IJM since we don’t have their details

Ms. Dorris House No 204 Jalan Saujana Sutera 10

How much was the government grant received

PPS received RM 8216.00 from government as grant last year.

D. Clarification of the financial presentation that have been raised by members and agreed

unanimously with no further arguments/ objections.

Proposed by Seconded by Mr. Gobi

House No 223 Jalan Saujana Sutera 8 Mr. Sharmendra

House No 146 Jalan Saujana Sutera 7

AGENDA 05 Dissolution of the association committee members for the session

2014.

Matter Discussed Remarks Proposer Seconded

Proposes to appoint Mr. Maniwannan as temporary Chairman to conduct the appointment of new committee members for 2015/2017

Unanimously agreed Mr. Peter House No 205, Jalan Saujana Sutera 10

Mr. Faizul House No 256, Jalan Saujana Sutera 8/1

Mr Maniwannan officially announced the dissolution of the committee members for the session 2014. According to the constitution, the names for the posts are to be proposed and seconded and election will be by way voting by the members at the Annual General Meeting. All officer can be re-elected every two years

Unanimously agreed Mr. Peter House No 205, Jalan Saujana Sutera 10


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AGENDA 06 Elections and the formation of the committee members for session

2015-2016.

Members’ Matter Discussed Remarks Proposer Seconded

Mr. Maniwannan House No 235, Jalan Saujana Sutera 8.

Provide information about the position that will be contested.

i. Chairman ii. Vice Chairman iii. Secretary iv. Assistant Secretary v. Treasury

vi. Committee 1 vii. Committee 2

viii. Auditor 1 ix. Auditor 2

Unanimously agreed

Dr. Vijay house 151

Mr. Jeya house 145

Dato’ Rashid House No 203, Jalan Saujana Sutera 10

Proposed to maintain the current line-up of the committee members. He also expressed his good wishes and congratulated the current committee line up for the good job done do far.

Open Discussion

Mr. Nizam House N0 169, Jalan Saujana Sutera 9

Explained to members, some of the committee member 2014 had resigned for some reason. He suggested selecting new candidates and forming a new team.

Unanimously agreed.

Mr.Sharmendra House No 146 Jalan Saujana Sutera 7

Suggested that Mr. Mohd Nizam Bin Tasmin from House No 169 Jalan Saujana Sutera 9, reappointed as Chairman of the association.

No other Proposals. Unanimously agreed.

Mr.Sharmendra House No 146 Jalan Saujana Sutera 7

Mr. Chong House No 136, Jalan Saujana Sutera 7


Nominate Mr Jayaraju a/l Narayanasamy from House No 145 Jalan Saujana Sutera 7, become a Vice Chairman.

No other proposals. Unanimously agreed.


Dr. Vijay House No 151, Jalan Saujana Sutera 7

Mr. Doris House No 205, Jalan Saujana Sutera 10

Suggested that Ms Prema Ramanaidu from House No 235 Jalan Saujana Sutera 8, reappointed as Secretary of the association.


Mr. Doris House No 205, Jalan Saujana Sutera 10



Suggested that Mr R. Maniwannan Ramachandran from House No 235 Jalan Saujana Sutera 8, reappointed as Assistant Secretary of the association.

i. No other Proposals. Unanimously agreed.


Ms. Doris House No 205, Jalan Saujana Sutera 10


Suggested that Mr. Irman Bin Hussain from House No 166 Jalan Saujana Sutera 9, reappointed as Treasurer of the association



Ms. Doris House 205 Jalan Saujana Sutera 10

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Members’ Matter Discussed Remarks Proposer Seconded

Mr. Peter House No 205, Jalan Saujana Sutera 10

Nominate Mr Mohd Zaki Bin Umar from House No 219 Jalan Saujana Sutera 10, become a Committee Member


Mr. Peter House No 205, Jalan Saujana Sutera 10

Mr. Gobi House No 223, Jalan Saujana Sutera 8

Ms. Dorris House No 205, Jalan Saujana Sutera 10

Nominate Mdm Terrenze from House No 138 Jalan Saujana Sutera 8, become a Committee Member.


Ms. Dorris House No 205, Jalan Saujana Sutera 10

Mr. Amirul House No 216, Jalan Saujana Sutera 10


Nominate Ms. Dorris from House No 205 Jalan Saujana Sutera 10, become an Auditor.



Mr. Jayaraju House No 145, Jalan Saujana Sutera 7

Dr. Vijay House No 151 Jalan Saujana Sutera 7

Nominate Mr. Sharmendra from House No 146 Jalan Saujana Sutera 10, become an Auditor.



Mr. Jayaraju House No 145, Jalan Saujana Sutera 7

Meeting continued with the completion of the new 2015/2017 committee member line up elected as above. Ceremony congratulated the new PPS Committee line up.

AGENDA 07 PPS House Rules and Constitutions Review / Amendments

A. House Rules

Members’ Matter Discussed Remarks(PPS) Proposer Seconder


Security Fees Payment Mode and Methods Propose that instead of make payment for every month change to every quarter. Propose that the drive-thru counter payments every month to be stopped and replaced every quarter. Purposes are to reduce the burden of the committee members. Propose RA’s official receipt for security fees only can be issue during drive thru counter.

Members’ still can make payment via online or cheque but RA’s official receipt only can be issue during drive thru counter. Unanimously Agreed House Rules To Be Amended


Mr. Peter House 205 Jalan Saujana Sutera 10

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Members’ Matter Discussed Remarks(PPS) Proposer Seconded

Dr. Vijay House No 151, Jalan Saujana Sutera 7 PPS Chairman Mr. Peter House No 205, Jalan Saujana Sutera 10 Mr. Lee House No 141 Jalan Saujana Sutera 7 Ms. Sue House No 228 Jalan Saujana Sutera 8

Events, Function and Ceremony Recently resident from house number 142 had function until 3:00am and have left the whole road dirty with cigarette buds and human puking on his lawn. PPS must take necessary action to avoid such behaviors as he believes we are staying in well learnt community Says that PPS is following the 12:00 o clock midnight rule and law. Each and every residence of PPS has the right to complain to guard house for any disturbance after 12:00 midnight Briefed the ceremony by saying that any noise or function or party after 12:00 midnight is considered public nuisance and can lodge police report after bring the matter to PPS Committee Supported and suggested the same proposal from Mr. Peter by further adding that PPS should impose a deposit of RM 300 from residents who organize such functions to ensure cleanliness Does not agree with the idea of deposit and ask to do the voting

Open Discussion Unanimously Agreed Unanimously Agreed Open Discussion Voting was casted to the RM 300 deposit idea and majority agreed. Unanimously Agreed House Rules To Be Amended

Mr. Lee House No 141 Jalan Saujana Sutera 6

Mr. Peter House 205 Jalan Saujana Sutera 10

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Members’ Matter Discussed Remarks(PPS) Proposer Seconded

Mr. Faizul house 256 Jalan Saujana Sutera 8/1 PPS Chairman

Monthly Security Fees Would like to know if the GST implementation would affect PPS funding and can PPS still operate effectively. GST does not directly increase the cost of the security fee but PPS still will be affected on the cost such as utilities (electric and water), stationery and other near purchases. The committee proposes to increase RM 10 of current monthly fees.

Open Discussion The floor unanimously agrees for RM 10 increase to the current monthly fees. The new fee of RM 100 per month will come in effect from July 2015.

Dr. Vijay house 151 Jalan Saujana Sutera 7

Mr. Faizul house 156 Jalan Saujana Sutera 8/1

B. PPS Constitutions

i. No amendments proposed by the residents and committee, thus the current constitutions stays as it is.

AGENDA 08 Other Matters.

Issue by Arising Matters Discussion Remarks

Ms. Alina from 151

Proposed to have pre-registration for visitors visiting to and provide pass for overnight stay

Mr. Nizam stated that even now PPS have pas to all visitors. Residents can take proactive action to inform guard house of the overnight staying.

No further action

Mr. Lee from 141

Raised matter regarding irresponsible pet owners who is not collecting their pets pooh. He also stated that he himself have dogs as pet and never failed to collect the dogs pooh every time he talks the pet for walk. The concern raised Is not only for dogs pooh, the issue should also for cats pooh. How are PPS going to emphasis cats owners to be responsible to ensure cats don’t roam around and pooh everywhere?

Mr. Nizam (PPS) stated that cats are also in the pets’ category and cats owners must ensure that the cats are not causing public nuisance. Mr. Mani (235) proposed to have signage to be put up around SERENA / SAFIYA perimeter. Dr. Vijay (151) would like to know how to chase away cats. Mr. Faizul (256) propose residents to purchase cat trap to remedy this issue if necessary.

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Issue by Arising Matters Discussion Remarks

Mr. Peter from 205

Proposed SERENA/SAFIYA to have flag pole for national flag, state flag and PPS flag. He also quoted that SERENA/SAFIYA will be the first community to do so if we can accomplish this.

Mr. Nizam stated PPS accept the proposal and will work out the cost and advise the resident in near future.

Info

Mr. Faizul from 256

Started by thanking PPS to have completed the fencing for the playground as requested by SERENA/SAFIYA in previous EGM. The fencing was as one of the step to improve the weakness by developer in ensuring the gated community is indeed 100% gated and to improve the security. Now would like to understand how PPS is controlling the access to the playground?

Access to the playground as follows:

1. Mon to Thurs: from 5:00pm to 8:00pm.

2. Friday : 5:00pm to 9:00pm 3. Sat and Sun: from 8:00am

to 9:00pm. Since the fencing was erected with the cost shared between PP Serena and PP Suria, we will discuss to synchronize the gate opening hour on both side.

Info

Mr. Gobi from 223

Proposed to add speed breakers as he finds some of the cars are speeding.

Mr. Nizam stated that PPS will use PPS funds to add speed breaker similar to the one installed at the entrance of guard house. PPS in fact has been requesting to Majlis Perbandaran Negeri Sembilan (MPN) to add speed breaker but was turned down stating that it’s against law to add speed breaker in “Taman Perumahan”. MPN has history of residents suing them for accidents due to speed breaker.

Unanimously agreed for the proposal of funding the speed breaker by PPS. Roads for the speed breaker will be identified and discussed in committee meeting.

Ms. Doris from 205

Brought up issue that noticed nonresident are using BST. How PPS is monitoring that and can PPS track back all BST issued?

On the issue of nonresident using BST, based on PPS monitoring most of the non-residents are the relatives to the house owners in SERENA/SAFIYA. Residents tends to apply extra BST (to the max of 5 unit each home) and pass the extra BST to their close relatives to use the BST whenever the close relatives are visiting to save the registering process which the relatives feels is a discomfort and disrespect to their relatives. As for the PPS, we are obligated to issue 5 unit of BST max to each house owners as this was passed in our house rule during the EGM. Mr. Chong (136) added that he himself has provided BST to his

This issue will be discussed in PPS committee meeting for best solution

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parents who are above 70 years old because he finds it difficult for his parents to get down and register each time they are visiting due to the old age. He proposed that PPS not to be very rigid on this issue and that the house owners should take full responsibility to the BST taken and it sis good that PPS has the system to track and trace the BST. Mr. Peter (205) added that immediate parents and parents in law are not visitors and that they are entitled for BST. Mr. Lee (141) proposed that residents who is staying in SERENA/SAFIYA full time to be given car sticker to trace the resident and nonresident using the BST for PPS tracking. Also proposed that PPS should advise guards to assist elderly people in registrations.

Mr. Faizul from 256

Would like to know the status of the Green Area discussion with IJM for PPS to demand and/or build recreational area i.e: football field, badminton, basketball court and etc.

Mr. Nizam informed that the Green Area had been divided by IJM into 10 lots, of which 7 Non-Bumi lots sold and left remaining 3 Bumi lots unsold as of to date info. Dato’ Rasid (203) stated that PPS should send residents’ protest memo to respective authority and IJM. PPS could also request for court injunction and/or to involve political to resolve the Green Area issues amicably. Mr. Nizam updated that the protest MEMO was drafted and circulated to residents for their final endorsement. Mr. Peter (205) added that PPS could conduct land search to actually find out on the actual status of the Green Area prior to any legal / political action taken. Dato’ Rasid said based on his knowledge on law, we have all the right to challenge and protest. We should start with the protest first.

Committee and residents were fully agreed to go ahead with the land status search and empower the committee to make best decisions on the next course of action pertaining to the green area issues for the interest of the community. The process may involve some cost of which to be bared by PPS.

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AGENDA 09 ADJOURMENT SPEECH:

Chairman congratulated the newly appointed committee. Chairman hopes that the newly appointed committee can contribute to association and to the residents. Chairman voice his concerned that committee members were doing only charity works and request full support and cooperation from all resident members. Chairman thank to all the resident who attend the AGM 2014 and wish that the results from today's meeting will be compiled by residents of SERENA and SAFIYA to ensure our residential area is a safe and secure place to stay.

With there be no other matter arising, the AGM was adjourned at 11.53pm

Documents

PERSATUAN PENDUDUK SERENA S2 HEIGHTSppserena.weebly.com/uploads/4/7/4/0/47402171/minutes_of_meeting_agm... · PERSATUAN PENDUDUK SERENA S2 HEIGHTS (Registration No: PPM-005-05-15052014)