Block B1 (Room B1), Sungai Long

Residence
Tel: 010-2151516
Email: sglong.res.mc@gmail.com

PERBADANAN PENGURUSAN RESIDENSI SUNGAI LONG (PPRSL)

MANAGEMENT CORPORATION (MC) OF
SUNGAI LONG RESIDENCE (SLR)

MEETING MINUTES

Date : 14 January 2023 (Saturday)

Time : 1.30p.m. to 3.00p.m.

Location : Block B1, Room B1, Sungai Long Residence

Attendees Abbr. Designation Unit Phone No. Signature

1) KYip Associates Sdn. Bhd JS Chairman A1-8-1 016-6067952
(Soo Hoo Shao Chi, Jack)
2) Gan Lam Sum GAN Deputy Chairman B1-2-7 016-2231195
3) Lim Ling Fong, Arthur AL Secretary B2-4-2 012-2088721
4) Ti Ting Xiang, Rachel (Ms) RT Asst. Secretary D2-3-2 016-2250190
5) Lam Shyun Lee, Emily (Ms) EL Treasurer B1-1-1 012-5262432
6) Yap Chin Voon, Raymond RY Deputy Treasurer A2-4-3A 012-3650999
7) Alexander Neo Ying Sheng AN Committee C2-8-1 019-6659936
8) Seng Tzer En SG Committee C2-4-1 012-6728906
9) Tan Wui Hau, Leo LT Committee B1-2-3 018-7785633
10) Low Han Hoe HL Committee B2-1-3 017-6873921
11) Ong Cheng Hua OCH Committee D1-4-3A 012-2878285
(rep. Mr Ong Kok Sien)
12) Eu Ginn Ng EUG Committee C2-5-3 018-2458317
13) Yong Chiao Meng, Bernard BER Committee C1-7-3A 019-2621222
14) Hong Kian Ong HKO Committee D1-G-2 012-4767260

Guests Abbr. Designation Phone No. Signature

Johnson Yong JY Head of Security 010-2590719

Absent with Apologies Abbr. Designation Phone No.

Eddie EDI Property Manager 012-9786401
Vijan VJA Maintenance Staff 017-3124622

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 Block B1 (Room B1), Sungai Long
Residence
Tel: 010-2151516
Email: sglong.res.mc@gmail.com

MEETING AGENDA

1. Formation of Committee Members.

2. Review existing House Rules and run through of various forms prepared to be accessed to
residents.

3. Appointment of new Property Manager.

MATTERS ARISING

No Abbr. Matters Arising PIC Action Deadline

1 GA General Administration Head Item a to c Item a to c
a. Obtain EL Pending appointment of new Upon
information/documents on AL Property Manager to conduct appointment
existing system used such as inspection and provide of Property
database management advice. Manager.
system; property BER
management system and RY Item d Item d
others, if any + obtain RT To check CMs for
quotations on the above. recommendations or raise in
b. Review the above to ease Telegram group if no avail. Item e
smooth transition of data and
information. Item e
c. SOPs on data management, All CMs agreed to transfer Item f
account management, other ownership of current bank
system management. account handled by
d. Legal and regulation matters. developer. EL will look into Item g to h
Whether if our members or this matter.
committee knows any
lawyer. Item f Item I
e. Registration of management Not required to review audit
company and opening of reports. To look into ways to
bank account. save cost and increase
f. Review proposed budget and revenue instead.
audit reports if needed.
g. SOPs to handle monetary Item g to h
matters and payments. To be confirmed.
h. SOPs on how decisions can
be made on monetary matters Item I
or other matters that requires Each CMs are to contribute a
higher level authority. specific amount at the
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 Block B1 (Room B1), Sungai Long
Residence
Tel: 010-2151516
Email: sglong.res.mc@gmail.com

i. Receipt books and payment moment to purchase receipt

voucher. books, payment voucher and
stamps, if needed.

MATTERS ARISING, cont’d

No Abbr. Matters Arising PIC Action Deadline
2 SC Safety and Compliance Head Security Guards Security
a. Obtain information/documents SG (Item a to d and h) Guards
on existing contracts such as A discussion was conducted (Item a to d
security guards, fire insurance, HL with JY at 2.35p.m. on all and h)
fire extinguisher license AN matters to security guards in
renewal and others, if any + EUG SLR. JY will be submitting a
obtain quotations on the proposal on the rates, Item e to g
above. services rendered etc to the
b. Safety and security measures sub-committee by ___.
of each block such as what Item I to k
happens if one loses key card Appointment of JY as our
or there’s unregistered guest. panel security services will
c. Handling of mails and be handled by JS and GAN.
packages to avoid stolen
packages. Item e to g
d. Security cameras for car park To be confirmed.
basements and angles.
e. Access card for doors (with or Item I to k
without handle). To be confirmed.
f. Access card limited to only
owner’s floor.
g. Cloning of access card.
h. Entry of taxis and
deliveryman.
i. SOPs for unauthorised parking
at owner parking spots; SOPs
for security guards in terms of
handling visitors.
j. Fire insurance and what
happens if there’s fire.
k. Control of fire access doors.

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 Block B1 (Room B1), Sungai Long
Residence
Tel: 010-2151516
Email: sglong.res.mc@gmail.com

MATTERS ARISING, cont’d

No Abbr. Matters Arising PIC Action Deadline

3 HRW House Rules & Welfare Head Item a Item a
a. Obtain soft copy of house JS Completed Completed
rules.
b. Review house rules, OCR, EUG Item b and e Item b and e
PDF, update/amend, to LT House Rules to remain Translation
translate if needed (can refer to HKO status quo. CMs to re- of House
openAI). evaluate and raise for Rules to
c. SOPs to manage complaints + discussion on items to be complete by
turnaround time for action and improved. Translation of ____.
replies. House Rules is in the midst
d. Explore on Complaint by EUG. To refer to Item c and d
management system. “Outcome of the Meeting
e. Pet owners. Agenda” under item 2.
f. Rules for contractors and Item f to i
owners on renovation Item c and d
(cleanliness of common To be confirmed.
pathways and working hours). Item j
g. Action to be done to owners Item f to i
with late payment / long To be confirmed.
overdue of maintenance fee. Item k
h. Can owners park at visitor Item j
parking. Forms currently in the midst
i. Community using walkway to of creation by EUG.
store own items.
j. Complete a form b - Item k
application for moving in/out To be confirmed.
or delivery of furniture to MC
for approval at least 2 days
prior.
k. CNY get together (sponsors).

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 Block B1 (Room B1), Sungai Long
Residence
Tel: 010-2151516
Email: sglong.res.mc@gmail.com

MATTERS ARISING, cont’d

No Abbr. Matters Arising PIC Action Deadline

4 BM Building Maintenance Head Item a Item a
a. Obtain information / GAN To be confirmed.
documents on existing JS Item b
contracts such as lift Item b Submit
maintenance, pool OCH Each CMs to submit recommendation
maintenance, cleaners, waste SG recommendation, if any by 31 Jan’23.
management, current EUG by 31 January 2023. Send out tender
property manager, Details and timeline are as invitation by 1
maintenance staff and per “Outcome of the Feb’23. Shortlist
others, if any + obtain Meeting Agenda” under and confirm
quotations on the above. item 3. candidate by
b. Survey new ___.
building/property manager Item c to h
(urgent) To be confirmed.
c. Check with developer on
processing existing
warrantied defects
d. Frequency of cleaners at
walkways and surrounding

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 Block B1 (Room B1), Sungai Long
Residence
Tel: 010-2151516
Email: sglong.res.mc@gmail.com

vicinity of building premises

e. Sanitization to be place at
entrance, elevators and gym
f. Pruning of trees and
overgrown grass
g. How to resolve leaking
basement/car parks
h. Malfunctioning of exit
button (contactless?)

Outcome of the Meeting Agenda

1. The 14 names indicated under the list of attendees (refer to Page 1) will be submitted to the
Commissioner of Buildings (COB) to be a part of the Committee Members (CMs) of the
Management Corporation (MC) of Sungai Long Residence. However, for the case of JS and
OCH, their eligibility to be a part of the MC is subjected to the nomination of 2 proxies each.
The status of their eligibility as well as the submission of names to COB will be finalised and
discussed in due course and is to be discussed in the next MC meeting.

To facilitate smooth and easy segregation of duties, the CMs have agreed to disseminate
themselves into 4 sub-committees i.e. General Administration, Safety and Security, House
Rules & Welfare and Building Maintenance. The roles and responsibilities of each CMs are
indicated as per the list above under “Matters Arising”.

2. The CMs have agreed to maintain the current House Rules until further notice. In the
meantime, the CMs are required to familiarise themselves with the current House Rules and
at the same time, re-evaluate the current House Rules to determine areas for improvement.

Any future proposed changes to House Rules is to be highlighted to the sub-committee i.e.
HRW for their review. Should there be a need to amend the House Rules, it will be brought
forward to the MC for discussion and the amendments will be officiated in the next Annual
General Meeting (AGM).

In addition, the various forms under the House Rules are still in the midst of converting into
google forms for ease of usage and accessibility (PIC: EUG).

3. The CMs have agreed to appoint a new Property Manager latest by 1 April 2023. The
timeline of each process are as follows:

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 Block B1 (Room B1), Sungai Long
Residence
Tel: 010-2151516
Email: sglong.res.mc@gmail.com

a. Each CMs are to recommend and submit the Curriculum Vitae (CV) or Company Profile
of the Property Manager, if any, to JS and GAN for their review by 31 January 2023.

b. A Tender Invitation will be sent out by JS or GAN to the Property Managers by

1 February 2023, with the tender deadline given i.e. by _______.

c. All shortlisted Property Managers will be presented to the MC latest by _______ and the
selected Property Manager will be finalised by ______.

ADJOURNMENT

The meeting was adjourned by JS at 3.15p.m. The date and time of next meeting is to be
confirmed.

Minutes submitted by: RT (Asst. Secretary)

Minutes Approved by: JS (Chairman)