MEMORANDUM to committee of PIBG SMK Seri Hartamas

To:
The Committee members of the 2012/2013 Parent Teachers Association, SMK Seri Hartamas, Kuala Lumpur

1. Advisor : Pn Rosmawati bt Saad
2. Yang Di Pertua : Puan Salmah bt Haji Abu Bakar
3. Naib Yang Di Pertua : Datin Noor Azimah bt Abdul Rahim
4. Hon Secretary: Pn Sharifah Noor Izyani bt Syed Othman
5. Asst Hon Secretary: Pn Hazlina bt Sharif Hassan
6. Hon Treasurer: Pn Siti Nazliah bt Rosli
7. Asst Hon Treasurer: Pn Norasikin bt Johari
8. Committee member: Pn Mazidah bt Mohd Zain
9. Committee member: Pn Samira bt Zakaria
10. Committee member: Tg Zamri Tg Mahmood
11. Committee member Pn Syuhaza bt Shuib
12. Committee member: En Patrick Yeoh
13. Committee member: Pn Sheila Gurlhosur
14. Committee member: En Nasran Rushdi
15. Committee member: Pn Rashidah bt Darus
16. Internal Auditor: Pn Kam Swee Har
17. Internal Auditor: Pn Sarina bt Sulaiman

We, the undersigned, are concerned members of the Parent Teachers Association ("PTA") of SMK Seri Hartamas, Kuala Lumpur 2012/2013.

It has come to our attention that the 21st Annual General Meeting ("AGM") of the PTA which was conducted on the 23rd of March 2013 at 3.30pm at the Dewan Seri Permata, SMK Seri Hartamas, Jalan 48/70A, Desa Sri Hartamas, 50480 Kuala Lumpur was irregularly conducted and as such we seek clarifications from each and every one of you to reply to us within seven (7) days the following queries and suggestions:

1. It has come to our attention that the SMKSH PTA Accounts for the year ended 31st December 2012 which was tabled to the PTA members and duly adopted, had not been duly presented to the full Committee for approval prior to its presentation to the members. Kindly let us know if this is correct.

2. It has come to our attention that the SMKSH PTA Accounts for the year ended 31st December 2012 which were presented for the members to adopt had material misstatements and omissions including a finding by the Auditors, which would have precluded us as members from adopting had these findings been reflected in the accounts. This, is a grave and serious misrepresentation to us as members of the PTA of the true transactions that had occurred during the year under review. As members, we are entitled to a full and further particulars of the accounts. Kindly let us know if this is true.

3. It has come to our attention that the SMKSH PTA Accounts for the year ended 31st December 2012 which were tabled and approved had not been properly audited by the internal Auditors although there was a Report by the Internal Auditors that the accounts had been audited. We have been made to understand that the accounts were in fact, forced upon the Internal Auditors to be signed within an unreasonable short time, thereby not allowing the auditors to properly audit the accounts and investigate any impropriety (if any). Kindly clarify if this is true.

Ordinarily, a copy of the audited accounts should have been bona fide distributed to members for consideration at least seven (7) days prior to the AGM to enable all members a chance to go through the accounts and make queries. However, this was not done but instead copies of the accounts were only available to members at the time of registration of attendance ie only at 2pm. The excuse to save printing costs should never be used as each member who paid subscription is entitled to the accounts.

4. If in the affirmative, we hereby ask that an independent auditor, to be appointed by us, to re-audit the accounts again to ensure that the accounts are in order. Kindly give your cooperation by passing all the accounts for the previous year to our appointed independent auditor.

5. It has come to our attention that the Cadangan Kutipan Bayaran Bayaran Lain bagi SMKSH bagi tahun 2013 had not yet been passed by the committee for approval before it was presented for the members for approval. This is serious as it had meant that the committee, that we as members had elected, had not yet been consulted on the matter thereby seriously misrepresenting to us as members that the matter had been approved after due consideration given, and not an arbitrary decision without consultation. Please let us know if each and everyone of you had been aware of the Cadangan Kutipan Bayaran Lain before it was presented to the members.

On the same issue, we are concerned with the collection of monies for the programme which we have reason to believe, were not used for the purposes for which it was collected but spent on other expenditure not related to the programme. This, if true, would clearly indicate an abuse of the collections and for which we seek that an inquiry be held as to the manner in which the monies were utilised.

On the same issue, we would like to enquire as to whether it is true that there was an excess collected of the Kutipan Bayaran Lain for the year 2011 which excess was later channeled towards other projects unrelated to the purpose for which it was collected.

(explanation):In 2011, it was estimated that the sum of RM80 per student was required for the kelas tambahan for those sitting for PMR and SPM examinations.

A letter was issued to ask parents to pay for these kelas tambahan (otherwise the result slips would be withheld from the students when taking their results.)

However the estimates were over estimated and there was a surplus sum of RM17,000 which was chanelled towards fixing the toilets. These balance should have rightly been returned to the parents that had paid but it was instead used to fund other projects unrelated to the kelas tambahan. Could anyone verify this?

Subsequently for the following year in 2012, the charge was further increased to RM120 per PMR student and RM150 per SPM student although they were fully aware and had full knowledge that this sum would have led to more excessive sums. There led to suspicion that the monies collected were to fund other projects unrelated to the PMR nor the SPM students. Can anyone explain this?

6. There is an allegation that there were also cash donations that were donated to the PIBG towards a certain project which were unaccounted and unreceipted. Kindly address this allegation.

7. It has been alleged that some petty cash were not recorded and that the petty cash held was in the region of RINGGIT MALAYSIA ELEVEN THOUSAND (RM11,000). Kindly clarify if this was indeed true or mere allegations.

8. Prior to the AGM, we were duly informed by some of OUR CHILDREN that THEIR TEACHERS had asked all parents to attend the AGM, as the teachers had been instructed to vote for and support the same YDP, although it was against their conscience and choice. It is possible that if one child comes home and informs the parent this news then it would not be true, but when a whole class of students come home and inform the parent that this was happening, then surely, there is ground for us to accept that the story as justified and a true and accurate account of what had happened.

We, as parents, who were concerned that there may be a serious miscarriage of justice and mala fide, contrived to attend, to ensure that the votes be to the person who held the confidence of the majority. However it was obvious throughout the election process that there was a biased approach taken to ensure that the person who held our confidence was not elected during the voting process. It was marred by allegations that there were double counting of votes and even confessions by some members that they could not hear due to the malfunctioning of the microphones as well as the heavy rainfall impeding the sound system. Calls for a recount or secret ballot were turned down although pleas were made and even after admissions by the members that they had not been aware of the election process from where they were seated. The difference of 6 votes should have allowed for a re election. Especially so when there were eye witnesses who saw that even persons who were not entitled to vote were also voting. Could the person who was not entitled to vote due to the disqualification please let us know if it was true that the person did indeed cast a vote.

This “drama” was consistent with the allegations that there was a very strong bid to ensure that the person who held our confidence would not be elected to replace the choice that the teachers were coerced to choose. If at all that the allegations were indeed false, then a simple recount or reelection would have negated the allegations and put to rest the teachers allegations that they were coerced to vote against their conscience. The threat made by the YDP in her speech to bring a slander suit was also an indication that there were threats of prosecution. Kindly address this issue.

9. During the AGM it was raised that teachers do not come into class to teach. This was however brushed aside as saying that the children were telling untruths. However, it was not just one childs story but a whole class who can confirm that teachers do not come into class to teach. This is serious as children come to school to learn and not waste time doing their own revision which they can do in the comforts of their own home. Kindly address this issue.

10. We would also seek to obtain a list of all the attendees present during the AGM and how many ballot papers were distributed and to whom were the ballot papers distributed to.

11. Allegations of a serious breach of our trust must be addressed. The objectives of the PTA is to foster good relations between parents and the teachers of the school in the interests of the students as well as to improve the standard of education of the school and towards the educational advancements of all its students. As such, we need to seek these clarifications in order for parents to have a good relationship with the school.

12. Based on these issues, we would like to call for the AGM to be annulled and a proper one held.

13. Kindly forward your individual responses to concernedparentssksh@gmail.com within 7 days from the date of service to your email address.

Dated this 28th day of March 2013