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3RD ANNUAL GENERAL MEETING OF

PERSATUAN PENDUDUK TAMAN SANTUARI VILLA (FASA 2),
BUKIT MERTAJAM (PPM-012-07-09062017)

DATE : 8TH FEBRUARY 2020, SATURDAY

TIME: 6:00PM

VENUE : SANCTUARY VILLA PARK, TAMAN SANTUARI,

14000 BUKIT MERTAJAM, PENANG.

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 PERSATUAN PENDUDUK TAMAN SANTUARI VILLA (FASA 2),
TAMAN SANTUARI, 14000 BUKIT MERTAJAM

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MINUTES OF THE 3rd ANNUAL GENERAL MEETING (AGM) OF PERSATUAN PENDUDUK TAMAN
SANTUARI VILLA (FASA 2) HELD ON 8TH FEBRUARY 2019 IN SANCTUARY VILLA PARK AT 6.00PM
Unit Owners Present:
No Owner Name Unit No. Lorong
1 Sharon 5 13
2 Cecelia 11 13
3 Teoh Kok Ling 1 12
4 Teoh Loon Yik 2 13
5 Ooi Kuan Meng 12A 15
6 Chen Seek Leng 17 13
7 Calvin Yoo Yew Hap 12 13
8 Yong Weng Kin & Lim Diane 1 13
9 Ng Soon Hee 8 11
10 Lee Fong Keen 26 11
11 Chong Meu Chin 25 11
12 Woo Gaik Lee 9 11
13 Ng Lay Wa 18 12
14 Ng Poh Choo 30 14
15 Tan Hoon Seah 9 12
16 Bryant Tan 6 12
17 Kuan Yan Lee 21 12
18 Phoebe Eng Pei Chee 6 13
19 Yap Seong Kiat 19 12
20 Lim Eng Chuan 2 14
21 David Lim 25 12
22 Tan Voon Kiang 20 13
23 Wong Chung Seng 26 13
24 Lim Choon Chiang 8 12
25 Ng Aik Him 2A 15
26 Chuah Lay Mah 11A 11
27 Sim Tee Yeng 12 12
28 Nicole Lee 2A 14
29 Yong Kok Hong 1 13
30 Choo Hun Meng 3 13
31 Lim Kheng Teik 21 13
32 Oon Kee Tain 18 14
33 Ng Kok Jiunn 23 13
34 Teh Keaw Wei 23 12
35 Nancy Yek Pek Ling 10 14
36 Chan Kok Heng 18 11
37 Calvint Tan Yong Lee 16 12

Mr. Clavint Tan Yong Lee (No. 16, Lorong 12) welcomed all the owners to the meeting and Chinese New Year
celebration dinner. The meeting was postponed to 7:30pm after the dinner.
To elect a Chairman for the meeting, Ms. Eng Pei Chee (No. 6, Lorong 13) proposed Mr. Clavint Tan, to chair the
AGM and he was seconded by Ms. Kuan Yan Chyong (No. 19, Lorong 12).
Agenda
1. Review last year actions captured
2. Summary of 2019 financial update
3. New Security Company
4. Security Enhancement Plan
5. Monthly Payment update
6. Dissolve Current Committees
7. Election For New Committees
8. Others
9. Q&A
10. New Car Sticker Distribution

Agenda 1 - Review last year actions captured

• Summary of 2018 financial update
• Security Guards Price Increase
• Security Enhancement Plan
• Festival Celebration
• Monthly Payment update
• New Car Sticker Distribution

Agenda 2 - Summary of 2019 Financial Update

Ms. Eng Pei Chee (No. 6, Lorong 13) summarized Year 2018 & 2019 Financial Report in the meeting:

Summary of Year 2018 & 2019 Financial Report

Year 2018 Year 2019

Total Fund Collected (RM) 174,950.00 148,650.00

Total Expenses (RM) 121,423.74 174,154.67
Closing Balance (RM) 53,526.26 -25,504.67

She explained that the collection for Year 2018 more compare to Year 2019 because of Year 2018 collection included
membership fee - RM50, 2 months deposit – RM300 & CCTV installation fee – RM350. Another reason is collection
for Year 2019 lesser also because some of the residents discontinued to pay the monthly maintenance fee.
She presented Year 2019 Expenses as below:
No. Item Expenses (RM)
1 Security Guard Fees (Jan to Dec 2019) 150,426.73
2 Guard House Water Bill (Jan to Dec 2019) 181.00
3 Guard House Electricity (Jan- Dec 2019) 1,516.91
4 Guard Phone (Mar- Dec 2019) 310.55
5 Guard House Indah Water 128.45
6 Chinese New Year Decoration - 180pcs Lantern + Guardhouse Lanterns 1,071.10
7 Handphone For Security Guard (RM499.00)+ GSM Advance Payment (RM30) 529.00
8 Chinese New Year Decoration - Wiring Material Supply for Lantern 2,700.00
9 Motorbike Stickers 420.00
10 AGM & CNY Celebration - Canopy & Tables Rental 754.00
11 AGM & CNY Celebration - Foods 477.23
12 Guard House TNB Name Transfer 3,123.00
13 ROS - Pindaan Undang undang Fee 10.00
14 CCTV For Guardhouse 7,789.00
15 Guard House Spotlight 450.00
16 2018 Accounting Fee 2,500.00
17 Hari Raya Lighting Decoration 1,767.70
Total (RM) 174,154.67
Ms. Phoebe also shared Year 2018 & 2019 SV Residents payment update to the floor:

SV Lorong Lorong Lorong Lorong Lorong

Total
Residents 11 12 13 14 15
Total Unit 29 30 29 29 12 129
Fully Paid
20 22 21 15 4 82
(Jan – Dec 2018)
Fully Paid
20 18 20 13 4 75
(Jan – Dec 2019)

Never Pay 5 8 5 10 7 35

Agenda 3 – New Security Company

Ms. Kuan informed that new security company was hired because of cheaper rate. Year 2018 monthly average fee is
RM11,761.76 and after price increase on Year 2019 average become RM12,536.93 per month. New security company
rate average RM12, 382.16. Another reason to change security company is because previous guards not perform well
on the security jobs.

Agenda 4 – Security Enhancement Plan

Mr. Clavint Tan shared again guards hand phone number 017-2148812 to the floor. By calling owner to confirm and
release the visitors will trial run by this week. All residents are required to provide your contacts as soon as possible to
avoid any inconvenience to your visitors and protect SV safety as well. According to Mr. Calvin Yoo (No.12, Lorong
13), currently only 70% of RA Form or owner contact was received.

Mr. Clavin Yoo proposed to vote for the Road Bump installation at Guard House entrance to slow down vehicle
speed in order to have better view for the guards and CCTV. Majority voted to proceed for the road bump
installation.

Ms. Phoebe shared again the 22 points plan for CCTV installation discussed in the last AGM meeting was on hold due
to insufficient fund.
Agenda 5 – Dissolve Current Committees

Ms. Kuan proposed to dissolve current committees and seconded by Ms. Phoebe.

Committee Name Position House Unit

No
1 Tan Yong Lee (Calvin) Chairman No. 16, Lorong Santuari 12
2 Eng Pei Chee (Phoebe) Vice Chairman No. 6, Lorong Santuari 13
3 Kuan Yan Chyong Secretary No. 19, Lorong Santuari 12
4 Sim Tee Yeng Assistant Secretary No. 12, Lorong Santuari 12
5 Teh Kean Wei (Winson) Treasurer No. 23, Lorong Santuari 12
6 Tengku Shahrul Bin Tengku Abdullah Assistant Treasurer No. 29, Lorong Santuari 13
7 Yeoh Zhi Sang (Sam) Committee No. 22, Lorong Santuari 12
8 Tengku Mazilah Binti Tengku Abdullah Committee No. 28, Lorong Santuari 12
9 Bryant Tan Keat Thye Committee No. 6, Lorong Santuari 12
10 Chuah Lay Mah Committee No. 11A, Lorong Santuari 11

The SV Committees was dissolved.

Agenda 6 – Election for New SV Committees

The SV New Committees was formed.

No New Committee Name Position Proposed by Seconded By

1 Teh Kean Wei (Winson) Tan Yong Lee (Calvint) Yoo Yew Hap (Calvin)
Chairman
No. 23, Lorong Santuari 12 No. 16, Lorong Santuari 12 No. 12, Lorong Santuari 13
2 Tan Yong Lee (Calvint) Yoo Yew Hap (Calvin) Eng Pei Chee (Phoebe)
Vice Chairman
No. 16, Lorong Santuari 12 No. 12, Lorong Santuari 13 No. 6, Lorong Santuari 13
3 Yoo Yew Hap (Calvin) Yap Seong Kiat Tan Yong Lee (Calvint)
Secretary
No. 12, Lorong Santuari 13 No. 19, Lorong Santuari 12 No. 16, Lorong Santuari 12
4 Nicole Lee Assistant Sim Tee Yeng Teh Kean Wei (Winson)
No. 2A, Lorong Santuari 14 Secretary No. 12, Lorong Santuari 12 No. 23, Lorong Santuari 12
5 Chuah Lay Mah Eng Pei Chee (Phoebe) Kuanyan Chyong
Treasurer
No.11A, Lorong Santuari 11 No. 6, Lorong Santuari 13 No. 19, Lorong Santuari 12
6 Seah Kheng Sheng Assistant Bryant Tan Keat Thye Sim Tee Yeng
No. 18, Lorong Santuari 12 Treasurer No. 6, Lorong Santuari 12 No. 12, Lorong Santuari 12
7 Ooi Kuan Meng
Committee Volunteer
No. 12A, Lorong Santuari 15
8 Lim Siam Nai
Committee Volunteer
No. 16, Lorong Santuari 13
9 Charles
Committee Volunteer
No. 11, Lorong Santuari 13
10 Chong Meu Chin
Committee Volunteer
No. 25, Lorong Santuari 11
11 Patti Teoh
Committee Volunteer
No. 21, Lorong Santuari 13
12 Lee Boon Teong
Committee Volunteer
No. 7, Lorong Santuari 12
13 Bryant Tan Keat Thye
Committee Volunteer
No. 6, Lorong Santuari 12
14 Ang Ai Leng
Committee Volunteer
No. 25, Lorong Santuari 12
15 Sim Tee Yeng
Committee Volunteer
No. 12, Lorong Santuari 12
Agenda7 – Others
No others matter was raised.

Agenda 8 - New Car Sticker Distribution

New Car Sticker was distributed after the meeting by Ms. Kuan & Ms. Eng. The purpose to implement new car sticker
is to have better control on the maintenance fee collection. New car sticker will effective on 1st March 2020.

Agenda 9 – Question & Answer

1. Mr. Lee from No.7, Lorong 12 proposed to install auto-gate at guardhouse for better control on the payment
and mainly for safety purpose. Committees explained that SV is categorised as Guard Neighbourhood taman
which is not qualified for auto-gate as per MBSP rules & regulation. Then he volunteered himself to help on
this matter to liaise with relevant department. After that, Ms. Phoebe claimed that current unhealthy fund
collection may affect the auto-gate installation and majority from the floor agreed for to raise fund once the
auto-gate approve.

2. Ms. Jenny from No.26, Lorong 11 complained that security guards always release the Tar Road contactors
enter SV to get business. Committees said will enhanced the visitors entry rules to avoid this happen again.

Before adjourned the meeting, the new Chairman, Mr. Winson Teh was invited for a speech. He said we need work
together to take care SV and SV security because we stayed here. He proposed to organise a “gotong-royong” to build
clean and comfort environment and at the same time also build neighbourhood relationship.

As there were no further matters to be discussed, the meeting was adjourned at 9.30pm, proposed by Ms. Kuan and
seconded by Ms. Phoebe.

The above minutes was recorded and prepared by Ms. Phoebe Eng.

_______________________
Chairman of 3rd AGM – Mr. Calvint tan Yong Lee
Date: 8th February 2020