MINUTES OF THE ANNUAL GENERAL BODY MEETING OF. ABODE VALLEY OWNER S ASSOCIATION HELD ON 21 st September, 2014

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1 MINUTES OF THE ANNUAL GENERAL BODY MEETING OF ABODE VALLEY OWNER S ASSOCIATION HELD ON 21 st September, 2014 Third Annual General Body Meeting of the Members of the Abode Valley Owners Association was held on Sunday, the 21 st September 2014 at the Community Hall in the Abode Valley Sports & Recreation Centre, Potheri. The GB meeting was scheduled to start at am. However, since the attendance was not satisfying the quorum requirements, the meeting was adjourned for 30 minutes. The GB meeting was reconvened at am with the existing members who empowered the Executive Committee to conduct the GB Meeting with the available members and transact the business as slated in the Agenda fixed for the meeting. The GB meeting commenced with a prayer Tamiz Thai Vazhthu invoking blessings of The Almighty God. The following are the details of the proceedings of the GB Meeting written for record purposes. 1. Shri G Anand, President of AVOA presented the Welcome Speech and highlighted the Agenda of the meeting, expectations on the Members in transacting the business for the day, and solicited the co-operation and participation from all the Members. 2. Shri V Ramesh, Hon. General Secretary of AVOA then read out the Secretary s Report highlighting the activities of the Association thus far, and touched upon the way forward for the Association in the coming months. The Secretary s Report, read at the meeting, will be forwarded to all the Members along with this Minutes. 3. The Minutes of the Meeting of the GB held on the 19 th January 2014 was read out for approval of the GB. The same was proposed to be approved by Col. Chakravarthi and Seconded by Mr. Mr. C. Rajendran. 4. Shri S S Sundaram, Hon. Jt. Treasurer of the AVOA then read out the Income & Expenditure for the Year Ended 31 st March 2014, Balance Sheet as at the 31 st March 2014 and auditors report of M/s. KVM & Associates. The General Body approved the Accounts for the financial year as presented by the Jt. Treasurer. 5. The President then elaborated on the various activities of the Association including those read out by the Hon. General Secretary in his initial Report. The General Body placed on record its approval of the decisions taken by the AVOA Executive Committee in its various meetings and other deliberations. The President then put forward the following resolutions deferred by the 1 P a g e

2 Executive Committee for want of concerted decisions/unanimity/complexity of the subject matter. The President then read out the following resolutions. The decisions of the GB on these resolutions are indicated there against in the following table. Sl. No To considers and adopt the resolutions moved in the EC Decision approved and ratified by the GB 1 Appointment of M/s. KVM & Associates as the Auditor for Abode Valley Owners Association for the past periods and the current financial year also and fixing the remuneration of Rs. 15,000. The GB approved and ratified the appointment of M/s. KVM & Associates as the Auditor for Abode Valley Owners Association for the past periods and the current financial year also. 2 Impleading in the writ petition filed by Lancor challenging the TNEB arbitrary demand. 3 Appointment of legal counsel Mr V Meenakshi Sunder on retainer basis to advise AVOA for impleading the TNEB writ petition and during the transition period. 4 Transfer of Common EB meters at ABV in the name of LHL to AVOA. 5 Sinking of additional bore wells and Construction of open well to manage the water crisis at Abode Valley. 6 To collect late fee from non-payers of corpus fund, Water deposit, Diesel deposit and maintenance charges. 7 Takeover of all common assets from Lancor Holdings Including original drawings and parent documents. The GB approved the decision to implead in the writ petition filed by Lancor challenging the arbitrary demand. The GB approved and ratified the appointment of the legal counsel on retainer basis to advice AVOA and utilizing his service for impleading the writ petition. The GB approved the name transfer of the Common EB meters in the name of AVOA. The GB approved Sinking of additional bore wells and Construction of open well to manage the water crisis at Abode Valley. Before commencing the work, budget will be sent to all owners for approval and contribution. The GB approved collection of late free from non-payers of corpus fund, Water deposit, Diesel deposit and maintenance charges. The GB approved the Takeover of all common assets from Lancor Holdings Including title deeds, parent documents, and 2 P a g e

3 original drawings. 8 Fixing of water meters for all flats The cost to be evaluated and notified separately. 9 To form service division for accounting revenue receipts out of association activity mainly for the revenue generated out of Recreation and Reality services 10 Engaging Chartered Engineers to evaluate the structural and ceiling plaster strength of all 688 flats. The GB approved fixing of water meter to monitor the water consumption. EC will do further study on fixing the meter for each flat. Before commencing the work, budget will be sent to all owners for approval and contribution. The GB approved for forming a separate service division in AVOA for accounting revenue generated out of Recreation and Reality services. The GB approved for engaging Chartered Engineers to evaluate the ceiling plaster and structural strength of all the 688 flats after conducting a detail study of the plaster material fallen from the ceiling of the flat in Y Block. 6. The President detailed the activities carried out over the past 9 months by AVOA and the same was well appreciated by the GB. 7. The unaudited accounts as on Sep-14 was explained to the GB to enlighten the GB with the current financial status of AVOA. 8. The President also brought to the notice of the GB on the unpleasant incidents and events which happened at Abode Valley and subsequent actions taken. The non-resident owner members were also informed about the Intelligence tip off to AVOA about suspicious elements residing in ABV. 9. The President explained the GB about the present maintenance issues, non-compliance and other pertinent issues with the service provider. GB discussed all the pertinent issues threadbare and empowered AVOA to initiate appropriate action for resolving the long pending issues. 10. The Hon. General Secretary explained the future plans of AVOA for the welfare of the Abode Valley. 3 P a g e

4 a. To appoint a full time Manager and accounts staff exclusively for AVOA to take care of Owners needs and to co-ordinate with other agencies for compliance on statutory needs on behalf of AVOA. b. Establishment of Medical care Centre within the campus for children and Senior Citizens. c. A renowned cardiologist is helping us to establish the clinic within our complex. We have requested LHL to handover the vacant built up space in R to W Blocks in our premises. d. To sink additional bore wells to overcome the present water crisis. e. Various options are being studied. To seek experts opinion to reach a permanent solution for the critical STP problem. f. AVOA plans to form a service division for accounting revenue receipts out of association activity as Recreation and Reality services. g. Pilot project on Solar lighting for Common Utilities h. To enhance the stake holders value and to provide handsome return on the capital invested 11. The President made appeal to the members on the scrutinising the tenants, a. IB & TN Police have cautioned AVOA of undesirable elements residing in ABV as tenants. b. Owners are requested to take abundant caution while of fixing tenants. c. AVOA Appeals to all owners to verify their tenants antecedents before renting out their flats. d. Interested Owners shall take the assistance of AVOA for fixing a tenant. 12. The GB also was shown the sad state of collection of funds to AVOA as shown below, Sl.No Head Amount in INR No of owners paid Pending no of Flats 01 Corpus fund 10, Water deposit 3, Monthly Water Consumption Charges Actuals Contingency fund The Hon. Joint Treasurer made an appeal to the GB to remit the corpus funds in time for effective functioning of AVOA. 4 P a g e

5 13. The President took upon the most important points of the Maintenance contract and AVOA action. Few Important Points on the maintenance contract. a. Some Phases of ABV had contractual obligation with LMSL/LHL for maintenance and warranty till 31 st Dec 2014 b. Renewal of Maintenance Contract which is due from 1st Jan c. LHL completing the project and handing over of flats to the respective owners. d. Points raised in the previous AGM mainly on the increase in maintenance charges and break up for the maintenance charges. AVOA Action. Considering the above aspects EC in its sitting in Feb 2014, constituted a Core Committee to focus on the evaluation of Service Providers in Chennai with following members, Shri. G.Anand / Col. Chakravarthy / Shri. MS Ramesh / Shri. R.Rajendran /Shri C. Rajendran / Shri. Vishweswaran./ Shri. S.S.Sundaram / Shri. Manivannan / Shri. Veeraraghavan The President explained the process involved in evaluation and identifying a competent service provider. a. The core committee Identified 4 credible service providers plus Lancor for relative benchmark and prepared a 360 degree Evaluation matrix for structured evaluation. b. All the 4 service providers were invited to our complex to conduct detail survey and evaluated the present condition of the complex and other maintenance activity. Three rounds of discussion were held with all the 4 service providers and a Technical evaluation with rating was evolved. The IFMS providers were called for onsite inspection. AVOA Core Committee visited the service providers corporate offices for understanding their technical and financial strength. c. Technical evaluation of LMSL was done independently as they are the existing Service provider. The quotes from all the service providers were received. Both the aspects of the technical and financial bids were scrutinized by the core committee and placed before a Special EC called exclusively for this purpose. d. Through a power point presentation, the Technical and Financial evaluation process were explained to the GB by the President, Col. Chakravarthy, Sh. MS Ramesh, Mr R Rajendran, Mr C 5 P a g e

6 Rajendran, Mr M. Visveswaran Mr Manivannan, Mr Veeraraghavan, and Mr S Sundaram. President thanked Mr M S Ramesh for the PPT preparation. e. President explained the GB on the fixed and variable cost budgeted for maintaining the ABV complex. A comprehensive costing sheet (excel statement) were presented to the GB comparing the rate received from the 4 service providers. President explained the overall reduction in maintenance charges for the current proposal. For the benefit of the members one of the proposal slides is appended below. Some of the salient features of the new proposal. The difference in rates for Families and Non-Families has been brought down as a first stage measure when compared to the prevailing rates. Intention is to have value based service at a reduced rate. Way forward, maintenance cost will be paid to AVOA s account and in turn AVOA will pay the service provider on Monthly basis. This gives AVOA an added leverage to exercise better control over the service provider. AVOA will convert advance maintenance money as short term deposit. The interest earned on the advanced maintenance amount will be credited to AVOA s account. SRC is an Integral part of Abode Valley and all owners have a measurable share in this property and hence up- keeping the SRC is the responsibility of all Owners. Hence the overall maintenance cost is inclusive of cost for upkeep of SRC. 6 P a g e

7 All the explanation given by the core committee was very much appreciated by the GB. The GB wholeheartedly appreciated the efforts of Core Committee members in conducting a detailed study and the effective manner of vendor selection. GB came forward to support AVOA in all its future endeavours. At the end of the PPT presentation President requested for the approval of the GB in selecting the highest ranked (amongst 5 shortlisted) Maintenance Service provider M/s Utilities Properties & Services Pvt Ltd (UPS). The same was proposed by Sh. Col Chakaravarthi and the same was seconded by Sh. S S Sundaram and Sh. R. Rajendran. The GB approved the same wholeheartedly with a standing ovation to the core committee members. An unanimous resolution was passed to engage new service provider M/s UPS from 1 st Jan 2015 for the all the phases of abode valley. During the GB meeting on 19 th Jan 2014, Shri G Anand was elected as the Interim President of AVOA. The election of President was an agenda for the GB held on 21 st September Col. Chakravarthi proposed Sh. R. Rajendran as President of AVOA and the same was seconded by Mr M S Ramesh. GB unanimously elected Mr R Rajendran as the new President of AVOA. Col. Chakravarthi appreciated the efforts of the core committee in carrying out activities of AVOA for the welfare of Abode Valley. Col. Charavarthy also thanked the Outgoing President Shri G Anand in carrying out the functioning of AVOA and involving the General Body for taking important decisions in time. GB responded in equal measure to appreciate both the outgoing President Shri G Anand and the incumbent President Shri.R.Rajendran for their selfless service in carrying out the functioning of AVOA. GB further acknowledges the work of Mr G Anand and Mr R Rajendran and the core committee for all new innovative dynamic actions taken to rejuvenate the association. AVOA thanks Shri V. Venkata Prasad of AAI who was instrumental to initially format and compose the data base of AVOA in Excel format with the available details. Being a rank outsider to Abode Valley this GB wishes to thank him for the interest he has shown to ABV. The newly elected President Shri R. Rajendran then proposed the Vote of Thanks and expressed the hope that all the members will continue to extend their whole-hearted support and participation on all matters taken up by the Abode Valley Owners Association in bringing about collective benefits and welfare for all the Members and ABV residents. The GB Meeting was declared closed by the outgoing President Shri G Anand (Chair) at 1.30 pm. HON. GENERAL SECRETARY OUT-GOING PRESIDENT PRESIDENT 7 P a g e