2021 GBRA AGM on 11th December 2021

November 2021 

Dear Owners and Residents of Bukit Gita Bayu (GB), 

Hope you and your families are keeping well and staying safe !

This is a follow up of the email communication on 9th June 2021 on AGM.

As you know the GBRA annual AGM is usually held between the months of January and March each year. Unfortunately, due to the Covid 19 situation in our country, it has been impossible to hold the physical AGM this year. A virtual AGM is a possible option but considering that an election of a new Committee is on the agenda this time, GBRA decided a physical AGM is still the most viable option.

After the lifting of the MCO in October, with less than 3 months to year end, GBRA wrote to the Registrar of Societies (ROS) requesting a postponement of 2021 AGM to next year because it is now too close to the AGM for the upcoming year of 2022. However, on 16th November 2021, the ROS replied and mandated that GBRA must hold an AGM before the end of this year.

Hence, we have to hold the AGM in December this year or we will be in breach of regulations stipulated by the ROS. However, GBRA proposed that an election should not be conducted at the AGM in December this year. This is mainly to ensure that we can have the time to give ample notice to the residents to attend the next AGM and to ensure the election is carried out in a proper fashion.

The date of the 2021 AGM is on 11th December 2021 (Saturday), at 2pm.

In order to adhere to all the SOP’s stipulated by the government, we will hold the AGM on the 1st floor of the restaurant as it is a larger space and is open air to allow proper ventilation and physical distancing.

We will also have to follow government mandates of wearing a mask during the AGM and that every person attending will have to register with MySejahtera and show proof that they are fully vaccinated.

A detailed agenda and the Accounts and Activity Report will be sent out to you shortly.

Please reserve this event in your calendar and do come and support our GBRA.

Please do not hesitate to contact any of the GBRA Committee Members or email us at gitabayura@hotmail.com if you have any question or comment. 

Thank you.

From The Secretary, on behalf of 2020/21 GBRA Committee 

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Update on 2021 GBRA AGM

June 2021 

Dear Owners and Residents of Bukit Gita Bayu (GB), 

Hope you and your families are keeping well and staying safe ! 

Amid the uncertainty around Covid-19 and the duration of the MCO at the present time, we will not be able to get ready and hold the 2021 GBRA AGM on June 26th as proposed previously. The GBRA Committee decided to postpone the AGM until further notice. We will update you on a new date in due course. 

From The Secretary, on behalf of 2020/21 GBRA Committee

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Update to Residents – May 2021

May 2021

Dear Owners and Residents of Bukit Gita Bayu (GB),

Hope you and your families are keeping well and staying safe !

The Covid-19 pandemic situation in the country continues to be on high alert since our last update in September 2020.  Things had eased a bit during December 2020/January 2021 but several states, including Selangor, had entered into MCO and then CMCO since mid January. Considering the safety of the owners and residents, it was best to postpone our AGM which normally would have been scheduled in February/March.

We had written to ROS with regards to this situation and received an acknowledgement from ROS to allow GBRA to postpone the AGM to a later date when the situation becomes safer, and a reminder to ensure that we follow all the SOP when conducting the AGM.

The GBRA Committee met on 17th April 2021 and proposed the AGM to be held on 26th June 2021. At the time of this update however and given the recent rise in cases and the latest MCO, the proposed AGM may be postponed to a later date. This will be subject to the situation at that time. Further details will be provided nearing the date. For now please reserve this date in your calendar.

Other Updates

Although there were no social events this past year due to the pandemic situation, we continued to address some maintenance issues within GB.

Further to our last circular to the Residents in September 2020, please find below updates regarding Tree cutting/pruning and replacement of Khaya trees around GB.

All the residents would agree that the trees and landscaping contribute to what makes Bukit Gita Bayu a beautiful and unique development. Last year, some of the residents expressed concern about the manner in which trees were pruned as well as apparent damage caused to the trees and surrounding landscape during each pruning exercise. There was also a noticeable lack of supervision by GBPS at the time of pruning.

In response to this, a preliminary meeting was held in early September 2020 with Mr. Danny Ting, led by the GBRA Tree & Landscape Subcommittee Mr. Francis Tian, Ms. Lalitha, Pn. Mazita and Ms. Jacqueline Cheong.

A follow-up meeting was conducted on 29th September 2020 between the GBRA Tree & Landscape Subcommittee with Mr. Edwin Gomes, Mr. Danny Ting, and the GBPS tree management supervisor and a certified arborist. It was a fruitful dialogue. Below are some of the key takeaways from the dialogue.

  1. GBPS agreed to engage a tree management supervisor to oversee all tree-related activities. This person reports directly to Mr. Danny Ting.
  2. GBPS and GBRA agreed to jointly create and publish a Tree Management SOP, which covers short and long term processes. The SOP requires that any tree cutting activity plan must first be approved by all appointed stakeholders before it can be executed. The stakeholders will comprise GBPS and a representative from the GBRA Tree & Landscape Subcommittee.
  3. GBPS agreed that there will be no topping of trees or heavy pruning, except for emergency/critical/urgent cases only where the advice/recommendation of the arborist and tree consultant will be sought first.
  4. GBPS agreed that an arborist should be invited to conduct a tree pruning training course on Oct 14 for Danny’s team. Pn. Mazita, Ms. Jacqueline and Mr. Francis Tian to attend as well.
  5. GBPS agreed to include an adequate budget for tree management in 2021.

Photos below were taken during the tree pruning training, conducted by a certified arborist, attended by Mr. Danny Ting, GBPS workers and GBRA Tree & Landscape Subcommittee.

The diagram below describes the new Tree Management Process implemented at GB

Another key update was the review of 2021 Budget with GBPS/YSH. The residents would have received the letter in January from GBPS explaining the outcome following a number of meetings between GBRA and GBPS in November and  December 2020. Below are a few key points.

  1. Lower expenditures expected in 2021 as a result of the cost control for day to day running maintenance.
  2. YSH will continue to contribute RM250k to the budget.
  3. Relocated the maintenance yard to common common area and saved the cost of rental in future.
  4. Shelved the garden waste natural composting system to later date because the investment cost of RM30k may not be prudent at this point in time compared to the values it may potentially bring.
  5. Introduced a small top up of sinking fund for future capital projects (@5.9% of the service charge). The sinking fund was utilized on capital projects such as Electric Fencing upgrade, Repainting tennis court, Resurface road, Playground in 2020.

It is important that all residents within GB are able to highlight areas of concern and feel they have a say and representation over all aspects of living within GB including issues of service, maintenance and security.

Every development in GB is represented by their members of the MC’s. Please refer to this website for a list of names of the GBRA representatives from the various developments in GB.

We also invite the chairpersons of the various MC’s who are not current members of GBRA to our meetings.

Please do not hesitate to contact any of the GBRA Committee Members or email us at gitabayura@hotmail.com if you have any question or comment.

From The Secretary, on behalf of 2020/21 GBRA Committee

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Update to Residents

September 2020

Dear Owners and Residents of Bukit Gita Bayu (GB),

Hope you and your families are keeping well and staying safe !

Our last communication with you from GBRA Committee was in March when we shared the minutes of the AGM. Soon after that, we entered into an unprecedented pandemic situation and lockdown for few months. Things only started to ease recently. GBRA Committee has managed to convene our first Committee Meeting last month and we have also we also invited Mr.Edwin Gomes from GBPS for a brief dialogue.

You would have heard some of the latest news like the new restaurant at Dining Pavilion and new children’s playground and BBQ area.

There are other highlights which are worthwhile to keep you informed, hence the purpose of this update.

A. The proposed new clause in GBRA Constitution which was passed in AGM had been approved by ROS.  The amendment states that any Committee member of GBRA must not have 3 months (90 days) or more in outstanding arrears in service charge payments, and/or have an ongoing legal action in relation to and contesting the arrears. A complete copy of the latest Constitution (in Bahasa) is available at the Constitutions page.

B. Budget for 2021 is being prepared by GBPS. Mr. Edwin Gomes and Mr. Danny Ting will present it to the GBRA Committee for comments and necessary changes in our next meeting this October.

We already have representatives as members of GBRA from all the various developments including GBOA, the chairperson of HV, GV, TV central Committee.

In the spirit of inclusiveness, we have also invited Ms. Shirley Teo (Chairperson of HV2), Mr. Ong Cheng Hwa (Chairperson of GBOA), and Ms. Christine Thoo (newly elected chairperson of GV) to join this budget discussion so that every community within GB has representation and a say in the budget for the coming year 2021.

C. Tree Cutting/Pruning/Replacement

Some of the residents have expressed concern about the manner in which trees are pruned as well as apparent damage caused to the trees and surrounding landscape during each pruning exercise. There is also a noticeable lack of supervision by GBPS at the time.

In response to this, a preliminary meeting was held recently with Mr. Danny Ting, led by the GBRA landscape subcommittee Mr. Francis Tian, Ms. Lalitha and Puan Mazita.

A follow-up meeting has been arranged on 29th September with Mr. Danny Ting and will on this occasion, include Mr. Edwin Gomes and the Arborist engaged by GBPS.

The purpose of this meeting is to properly assess the remaining trees and to produce a holistic plan for the management of trees in GB for the remainder of 2020. We will also produce a plan and budget for tree management for 2021. The meeting will also lay a long-term roadmap to preserve the beautiful and unique landscape of GB.

GBRA Committee will provide update to GB residents following this meeting.

D. GBPS has started to use the quieter electric powered leaf blowers in some areas but the noisy motor powered leaf blowers will continue for now. This is because the electric unit can only last up to few hours per charge so it is not practical to operate in such a large area like GB. GBPS has also deployed manual sweepers but in some areas only due to labour cost consideration. Mr. Danny is looking at other better ways to address this problem.

E. Concern of mosquito breeding grounds and the population seems to be growing bigger. According to Mr. Danny Ting the pest control company rotates between 4 different fogging chemical sanctioned by the Ministry of Health for its effectiveness in eradicating the mosquitos. The GBRA have highlighted to Mr. Danny Ting that fogging alone is not enough to control the mosquito problem and he will have to come up with a systematic plan to identify and eradicate mosquito breeding sites.

F. In an effort to further reduce electricity consumption and save costs (after replacing the street lights to energy efficient LED lights), GBPS is looking at installing “smart sensor” to control the street lights. Further info will be provided in future update.

G. In view of the current COVID-19 pandemic situation and uncertainty of the situation in the near future, it will not be feasible to organize any social event at this time. So GBRA Committee has decided not to plan any social events in 2020 until at least early 2021.

It is important that all the residents within GB are able to highlight areas of concern and feel they have a say and representation over all aspects of living within GB including issues of service, maintenance and security.

Every development has representation within GBRA through their members of the various MC’s. Please refer to Committee page to find out the names of the different GBRA representatives of all the various developments within GB.

We will also invite the various chairpersons of the MC’s who are not current members of GBRA to our future meetings.

Please don’t hesitate to contact any of the GBRA Committee Members or email to gitabayura@hotmail.com if you have any question or comment.

From The Secretary, on behalf of 2020/21 GBRA Committee

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Approved Amended Constitutions passed in 2020 AGM

GBRA Constitutions 2020 April (Bahasa) Perlembagaan Pertubuhan – PPM-010-10-30062005 (Approved 2020-04-22)

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