Minutes of Meeting

Title of Meeting: “Kick-Off” Meeting of Contract T8021

Date of Meeting: 29/1/2019 Time: 12.00pm

Venue: Meeting Room FF

Attendees:
Mr. Chandran , Mr. Nathan, Mr. Sivakumar, Suresh ,Nor Ashikin, Mala, Tamil Selvie, Subashini, Punitha

No. Items Remarks/Action

1.0 Purpose & Objectives

To notify on new contract/award to all departments/HOD in order to ensure comprehensive planning and
execution of the contract within the required time to client.

2.0 Matters Discussed

2.1
COO

i. Fully responsible for the SESB contract

ii. Maintain the Commercial and Contract documents related to awards appropriately
iii. Prepare letter and attach previously sent letter on the change of address . Forward the letter to the
Amir

CSD

i. Fully assist COO on contract related matters

ii. Check with SESB on contract document. If it’s applicable; request SESB to send the contract
document by courier
iii. Provide the shipping information to Finance (Suba) for marine insurance purpose
iv. Create a log book to maintain the job number for all the contracts

Finance

i. Notify Amir to appeal with SESB on issuing the Bank Draft. Required to buy a bank draft upon
confirmation from SESB
ii. Liaise with the insurance provider on Marine Insurance application
iii. Forward the PO to the Maybank
iv. Review the margin every three months once
 Procurement

i. Attach approved technical drawing with the PO before sent to the suppliers
ii. Specifically indicate in the PO about required documents for the shipment
iii. Gather container & packaging details and share on the next meeting
iv. Survey about plastic pallets.

Production

i. Share the sample of label on next meeting

ii. Gather information about packaging and share on next meeting
iii. Ensure the items to delivered by end of March
iv. Assure the silk screening is meet the requirement

Engineering Services

i. Conduct Pre-PI before the actual PI

ii. Advise on marking for Silk Screening
iii. Review the approved Kit Content & instructions
iv. Share the technical drawings to Procurement ( Mala)
v. Ensure IQC and silk screening quality meet the requirement

2.2 Others:
i. Next meeting is scheduled on 11 February 2019

Meeting adjourned at 1.00pm

Prepared by: Punitha Mahendra