Essex Garden Weekly Meeting No 1

MINUTES PROPERTY MANAGEMENT MEETING No: 1 SETIA ECO TEMPLER - ESSEX GARDENS
nd
Date : 2 August 2019
Time : 10.00 am (Friday)
Venue : Management Office, Essex Gardens, Eco Templer Park
: No. Name Initial Company Present
1. Eileen Kim Kern Ngee EK SP Setia /
2. Sr Nurdeen NF PMC Facilities & Real Estate /
Present 3. Wan Dalini WD PMC Facilities & Real Estate /
4. Christine Yap Chi Ling CY PMC Facilities & Real Estate /
5. Nor Hafiza NH PMC Facilities & Real Estate /
6. Muhammad Syafiq MS PMC Facilities & Real Estate /
Agenda 1
Person
No. Action Items Deadline
Responsible
1. Meeting was called by NF. To establish a property management INFO

meeting every 2 weeks on Friday at 10am.
2. Handover Status and Vacant Possession status:
WD informed about management handover process is in

progress. NH will start joining the VP process at sales gallery to
get a clear picture on how the VP process is going on. NH
MS is currently working with Faizal from SP Setia in handling a MS

RFID car sticker for purchasers.
3. Services Contractor for Essex Gardens
WD asked a contact details and service contract details for EK

cleaning service, security service, landscape, pest control and
refuse collection. Since the contractors and management office
(PMC) did not know each other, EK will arrange a meeting
between PMC and other service contractors to discuss further on
the service details and any arising matters. The meeting will be
held on 9 August at 10 am.
4. Telephone service at management office
WD asked about telephone service & internet service in INFO

management office. EK mentioned that everything is in progress
including photocopier machine and Coway water dispenser.
1
5. Street Lighting Tagging
NF asked if developer need any help from management in doing

a tagging for street lighting in Essex Garden. EK mentioned that
street lighting is still under developer’s project team.
6. Public Toilet Usage
WD mentioned about the public toilet which located outside of WD

management office is too dirty and suggest to prohibit the
workers from using it. EK explained that the workers did not
have any other toilet to use and suggest to inform the cleaner to
do the cleaning frequently.
7. Inventory List
MS
NF suggest MS to do an inventory list as soon as possible WD
8. CCTV
WD suggest to have a CCTV at management office area for safety EK

purpose.
9. FINANCE AND ACCOUNT
Finance and Account documents

EK handed over bank statement for July, daily collection report
for July and 1 cheque book for Essex Gardens management
account to CY. The cheque book will be hold by WD at
management office. EK also informed the management account
details for service charge collection.
Operational Budget
NF asked if EK could furnish an operational budget for Essex
Garden Management and operation. EK
Finance and account form format

CY asked for forms format to be used afterwards. The forms
include application form, payment requisition form, data EK
modification, approval request for purchase form, etc.
Service provider contract copy

CY asked for copy of service provider contract for Essex Gardens EK
2
DMC, S&P and VP Letter Copy
EK
CY asked for copy of DMC, S&P and VP letter for Essex Gardens.
EK mentioned that DMC sample copy have been provided for
reference only. While the original copy is still with SP Setia as the
VP process is on going and will be handed over later.
Petty Cash
EK
WD informed that management office need a petty cash
allocation. EK informed that the maximum petty cash allocation
that management office can have is RM1000.
10 Insurance
CY asked about insurance coverage for transit money. EK EK

explained that insurance covered transit money from
management office to nearest bank. EK will provide a copy of
insurance cover note later.
11 Safebox
CY suggest to have a safebox in the office to keep the cash
money received safe. EK
12 Fingerprint Reader
NF informed that all the management office staff should be log
in & log out every day because the attendance will be base on EK
the system. Therefore NF suggest to have a fingerprint reader
for staff attendance. It also can be use by guards and cleaner.
13 Management office operation time

WD mentioned that management office operation time is
a) Monday to Friday – 9.00am to 6.00pm
b) Saturday – 9.00am – 5.00pm
For Saturday, the management office will operate every week
but the staff will take turn to work according to the schedule.
Prepared by: Wan Dalini

PMC Facilities & Real Estate

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MINUTES PROPERTY MANAGEMENT MEETING No: 1 SETIA ECO TEMPLER - ESSEX GARDENS

1. Meeting was called by NF. To establish a property management INFO

2. Handover Status and Vacant Possession status:

WD informed about management handover process is in

MS is currently working with Faizal from SP Setia in handling a MS

3. Services Contractor for Essex Gardens

WD asked a contact details and service contract details for EK

4. Telephone service at management office

WD asked about telephone service & internet service in INFO

NF asked if developer need any help from management in doing

6. Public Toilet Usage

WD mentioned about the public toilet which located outside of WD

WD suggest to have a CCTV at management office area for safety EK

9. FINANCE AND ACCOUNT

Finance and Account documents

Finance and account form format

Service provider contract copy

CY asked about insurance coverage for transit money. EK EK

13 Management office operation time

Prepared by: Wan Dalini

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