STRA COMMUNITY MEETING 6 FEBRUARY 2016

Persatuan Penduduk 8/1 Putraheights
2nd Meeting
Date: 6 February 2016
Time: 10am - 1pm
Venue: Kamilah's Book and Lifestyle Cafe
15, Jalan Putra Mahkota 7/7b, Pusat Bandar Putra Point, 47650 Subang Jaya, Selangor, Malaysia

Attendees:
1. Mr. Perumal
2. En. Adi
3. Pn. Idura
4. Mr. Ho
5. En. Syamsul
6. Pn. Mas
7. Mr. Tan
8. En. Jamri
9. Mr. Lawrence
10. Pn. Putri
11. En. Hamka
12. Mr. Habi
13. Dato Irfan

Guests:
1. Mr. Adrian (Laman Putra RA)
2. Ms. Carol (Laman Putra RA)
3. Mr. Vincent (Astaria Vistari RA)
4. En. Azrin (PHeights 10/4 RA)

AGENDAS
1️⃣ Welcoming speech by PP8/1's president
2️⃣ Knowledge and experience sharing session
3️⃣ Suggestions for GNG setup
4️⃣ Steps for GNG implementation
5️⃣ Managing A Residents' Association (RA)
6️⃣ Motivation and Way Forward for RA
7️⃣ Advisor Appointment and Closing Speech by President

Agenda 1:Welcoming speech by PP8/1's president:

The meeting started of with a welcoming speech by Mr. Prumal to welcome all guests and members to the meeting.

Agenda 2: Knowledge and experience sharing session:

Invited guests, Mr. Adrian and Ms. Carol shared their experience of their GNG setup at Laman Putra. Brief points are as follows:

They first had help and consultation from USJ 11 and USJ 16 RAs as we did in this meeting.
They feel that GNG implementation in 8/1 is very possible and not that complicated as there are not many access road.
They also shared some cases of burglary and break-ins as well as robbery reported in the subang area and some precautions that everyone should take note of:

Many cases reported the involvement of foreign culprits as such Columbians, Nigerians, etc.
Most operate in groups of 3-4 men.
Most uses tinted windowed vans or cars for their operation, in which some are luxury cars such as Alphards to diminish suspicion to the guards and the residents.
⚒ Recent cases of break-ins are reported to  be accessed through the main front door where the brick wall that holds the grill were smashed.
End-lot houses are usual targets for break-ins.
All cases of break-ins, theft and burglary were reported to involve houses with no security alarm systems.

Some of the members also shared their experience, mostly break-ins:

En Jamri : 1 case
En Syamsul : 4 cases
Pn Putri : 1 case

Agenda 3: Suggestions for GNG setup:

1️⃣ Suggestions on Guard Post and Barrier Gate:

Suggestion 1: Mr. Adrian
Mr Adrian suggested that the 1 way road of 8/1 (entering the playground area, passing the shophouses on the left) accessing the neighborhood to become 2 ways; hence placing the guard post at the junction opposite the playground.

However, Mr. Ho informed the meeting that this suggestion was already proposed to MPSJ, however it has been rejected due to the fact that exiting the road to access the main road (Persiaran Petaling) to the traffic light, especially to take a U-turn or entering Putra Bahagia 8/2 road would be too short of a maneuver and hence might be dangerous.

Suggestion 2: En Syamsul
En Syamsul suggested the guard's post and barrier gate to be setup at the junction of 8/1D.

However, it is recognized that there are very limited space of to setup the guard's post at the junction. Nevertheless, Mr Adrian suggested that if it is decided, the community needs to get full consent from the house owners of 8/1D, especially from the corner house's owner.

Suggestion 3: Mr Adrian
Entrance at the 1 way road of 8/1 (entering the playground area, passing the shophouses on the left) and Exit at 8/1C.

This suggestion however will require 2 guard posts, hence more cost.

Suggestion 4: En Adi
Entrance at the 1 way road of 8/1 (entering the playground area, passing the shophouses on the left) and Exit at 8/1D. Proposing that the 8/1D road is extended to link and to exit to the main road of Persiaran Petaling.

This suggestion also will require 2 guard posts, and also requires MPSJ to extend and link 8/1D with Persiaran Petaling.

Suggestion 5: En Jamri
Entrance from the 1 way road of 8/1 (entering the playground area, passing the shophouses on the left) accessing the neighborhood. Exiting would also be from the same road, only to immediately turn left to enter the shop lots, taking the flow passing all the shops to the usual exit to Persiaran Petaling.

This would only require 1 guard post, however the community needs to be accustomed to the new flow of traffic.

Mr Adrian mentioned that a similar idea was implemented at Laman Putra before, however lasted only 1 day as residents were reluctant to compromise on the new flow of traffic.

Mr. Vincent suggested that the community votes and decide on the best solution to this matter later.

ℹ️ Additional info from Mr. Adrian:
1. The narrower the road to place the guard post and the gate is better since it will require shorter barrier of the boom gate. Hence, the shorter the barrier the better, due to performance and maintenance cost.

2. The RA should request Simedarby to provide the guard house, as it was done before, i.e in Putra Indah Section 9.

2️⃣ Suggestion on Fencing the area.
Suggestions and recommendations from Mr. Adrian:

To built up an anti-climb G1 wire fence (similar to Laman Putra) of 7 feet of height.
Cost of this fence is about RM130-RM150 per sqft.
Razor-like metal shaped like are recommended to be used as the top cap of the fence, rather than the usage of barb wire.
To fence the area along the drain, it
is recommended that the fence is installed on the foundation of the drain itself and not from the ground. It would be appropriate to fence the drain with the height of 4-5 feet.
To fence the side road curb, it is also recommended to have the fence installed on the foundation of the curb, as like the drain.
To fence a hill-like area, an extra precaution or defense is needed below the fence as criminals might dig their way through underneath the fence.
If the community decides to have a gate for the fence at any perimeter, it should remained locked at all times. There should be only 1 anonymous trustworthy keeper of the key from the community and the key should not be duplicated for any reasons at all. The gate should only be opened to access or exit for legitimate emergency reasons.

Suggestion by En Jamri:

Fencing at Jalan 8/1H would involve the area bordering the MPSJ and PETRONAS GAS territory. En Jamri suggested to ask some contribution from PETRONAS GAS as well as the benefit would be shared by all parties.

Agenda 4: 
Steps for GNG implementation:

1️⃣ Registration of society with eROS.
      Some pending details needed:
      1. Name of society
      2. Logo
      3. Constitution
      4. Etc

     The name of the RA is recommended to be short and simple but relevant. If the RA decides to keep its original phase design from the developer, a copy of the brochure should be provided for the registration. For 8/1, the original phase design name was "SHAKESPEARE'S TERRACE".

     Photocopies of the certificate of registration should be distributed to the residents upon completion. Bank account under the society's name could also be established.
     
2️⃣ Getting 75% consent from the residents of 8/1.
      Recommended procedure:
      1. Put up banners and give out flyers to inform the GNG initiative to all residents.
      2. Put up a service desk or a meeting to get the residents to fill up the consent form.
      3. Consent forms should be prepared in printed hardcopy that requires the details of the following:
           a) Name of owner or tenant
           b) Address
           c) Consent
           d) Date
           e) Signature
         All consent forms should be collected and filed for future reference.

3️⃣ To gather a few quotations on the security companies to compare.

Note:
It is advisable to inquire this from other RAs as they have been through the entire process.

Interview sessions with the companies short listed should be conducted prior to appointment.

The quality of the services of the company is very important in ensuring safety and also in gaining the confidence of the residents in their subscription to GNG.
4️⃣ Once the GNG is set to operate, the community should provide car stickers and house plaques to the paying residents of this service for security checks by the guards at entrance and exits and also during their rounds.

Agenda 5: Managing A Residents' Association (RA)

Mr Adrian and Ms Carol shared on how they are managing their RA at Laman Putra. Points taken are as follows:

1️⃣ Awareness: All residents of the RA need to be informed of any activities that is planned or taking place in the neighborhood. This is usually done by information disseminated online and also through printed forms such as banners and flyers.

2️⃣ RA should have their official logo, in which letterhead and also other official documentation should be printed with the logo. The logo's digital copy should never be disseminate or distributed for security reasons.

3️⃣ Payment for the GNG, sinking funds and other fees should be collected in a lump sum terms of 3 months, 6 months or 1 year.

RA should provide official receipts for each payment and everything should be recorded.

4️⃣ There should be a street representative or a paying booth for the residents to pay their fees. However Laman Putra is having a centralized station whereby all residents pay to only 1 person.

En Azrin shared that in 10/4 RA, they have a database application to keep track of this transactions. He will request the developer of the application if he is willing to share the application for the usage of PP8/1 RA.

5️⃣ The RA should appoint at least 2 auditors for the auditing of the accounts and to report to the ROS. Laman Putra is paying RM400 per auditor per month.

6️⃣ RA meeting should be conducted and minutes reported at least once a month consisting of the 6 top Excos and at least 5 members.

All activities, financial reports, auditing reports, etc should be reported in the AGM and the minutes submitted to the ROS.

Agenda 6 : Motivation and Way Forward for RA:

All the guests of this meeting shared their views and experience on the establishment and running of RA. Their views are summarized as follows:

An RA builds up a strong community in which encompasses of many talents and connections that could be utilized for the good of the community. We can have expertise from doctors, lawyers, engineers as well as many business service providers that could help build up the community with their expertise, services and skills.

‍‍‍ The safety of our family is more assured as the community is alert within and also with the implementation of the GNG, thus ensuring a harmonious and secured neighborhood.

The better the facilities such as GNG in one area the better the property value for future investment. More facilities requested could be easily channelled to the municipal and other departments using the name of the RA.

It is crucially important for the whole community to stand up and support each other in the setting up of the RA for 8/1 community. A lot of sacrifice need to be done and encouragement and support from all is detrimental in order to obtain success and sustain the harmony and the good spirit of neighborhood for all to enjoy.

Agenda 7: Advisor Appointment and Closing Speech by President of PP 8/1.

President Mr Perumal thanked all guests and members for such an informative, beneficial and inspiring meeting. The attention and cooperation given were astounding and very much appreciated.

Mr Perumal had also declared PP8/1's intention of appointing Mr Adrian as the advisor for PP8/1 RA, and it is with great honor, accepted by Mr Adrian.

With that, the meeting adjourned at 1pm.

NOTES:

The next meeting is scheduled to be held on the 13th February 2016, in hope that more if not all of the residents joining it.

Time and venue is yet to be decided in the Whatsapp group.

All agendas will be further discussed again in the next meeting. All members are encouraged to get the involvement of more residents to join in the group.

All residents should also find more quotations to later be compared and analyzed together. The security company, placement of guard posts, number of guards, payments, etc is hoped to be finalized in the meeting.

Consent forms will be distributed and finalized for collection during the meeting.

Complains and concerns should be voiced out for the whole committee to discuss and plan a course of actions.

With that the committee wishes all residents a Prosperous Chinese New Year and happy holidays. May God bless all our good intentions and efforts for the betterment of the community. Together, lets keep our community safe and in harmony at all times.

Thank you.

Prepared By:
Nurshahrily Idura Ramli