The Sarve Satyam Co-operative Group Housing Society Ltd.

Transcription

1 The Sarve Satyam Co-operative Group Housing Society Ltd. Plot 12, Sector 4, Dwarka, New Delhi [Regn. 1409(GH)-SW] February 9 th, 2018 The Annual General Body Meeting of the Sarve Satyam Co-operative Group Housing was held on 4 th February 2018 at 1100 Hrs., as per the notice dated issued to Members. Since there was no quorum even after waiting for half an hour of scheduled time, the meeting was adjourned for 15 minutes, and resumed at 1145 Hrs. Meeting was presided over by Mr. V. K. Bajaj, Hony. President. Following members or their representatives were present: Sl. Name ( S/Shri/Ms. ) M. Sl. Name (S/Shri/Ms.) M. 1 Shiv Kumar Sharma V K Bajaj S. Bhattacharjya Ashwani Kumar Sethi Rajeev Kumar Saini R. P. Upadhayay Avinash Sharma Rajiv Malhotra Lt. Col. R K Khosla (POA Holder) D N Bhandari (POA Holder) Kiran Kushwaha Dr. Col. J D Mukherji Dr. Manish Rai V N Prasad Col V K Mahajan Mrs. Avinash (Nominee of Late Mr. 303 Sumer Chand) 17 S K Bhutani Anaro Sehrawat N D Gaur Vijay Rani Gupta Veena Puri Seema Kumari Rakesh Kumar Naveen Khanna Vivek Pandey Neena Gupta Joginder Khanna Akshay Khosla Priya Goel Suruchi Gandhi K S Singhwan Vikram Kharata Rajeev Malik Dharmendra Bhatia Vijay Jain Narendra Bhardwaj Indramani Sharmila Devi Ranjeet Singh Sunil Arora Dr. S S Bhardwaj & Dr. Kamla Archana 395 Bhardwaj 43 Ashok Rana Usha Rani Minocha Ramesh Kumar Katyal The Hony. President welcomed the members to the Annual General Body Meeting, and requested that before the agenda for the meeting is taken up, all members should stand up and Page 1 of 6

2 pray silently for the peace to the departed soul of Shri Sumer Chand, Member who unfortunately passed away on 2 nd October Before the agenda was taken-up, the Hony. President further announced that the elected member of the Committee, Shri Ranjeet Singh has since resigned from the post as his employer Government of India has not permitted him to act as office bearer in the Management Committee (MC) of the Society, and in his place the MC has since co-opted Mr. Mahesh Kumar (M. 408) as member. The Hony. President further informed that since posts reserved for women members went un-filled at the time of elections on 1 st October 2017, the MC has coopted Mrs. Neena Gupta (M. 356), Mrs. Vijay Rani Gupta (M. 337) and Mrs. Sunita Marwah (M. 406) in order to have gender sensitivity in decision making process. This was welcomed by members. I. APPROVAL OF MINUTES OF LAST AGM HELD ON First item in the agenda i.e. Approval of the Minutes of the last AGM held on was taken up. President informed that as per the decision of the General Body of the Society in its meeting held on , the draft minutes of AGM were uploaded on the website of the Society, and later modified / issued after taking into consideration the comments / remarks received from Members. As there were no further comments / observations, the minutes of AGM held on were taken as approved. II. CONSIDER AND ADOPT THE AUDITED ACCOUNTS OF THE SOCIETY AND REPORT OF AUDITORS FOR THE YEAR ENDING MARCH 31, The Hony. President took up the second item in the agenda i.e. considering & adopting the audited accounts of the Society and the report of auditors thereon for the year ending March 31, He informed that salient features of the financial position were attached with the AGM Notice dated , and full report had been uploaded by the MC on the website of the Society for perusal of the members, and invited members for their comments. As there were no comments/observations, the Audit Report for the year ending March 31, 2017 was taken as adopted by the General Body of the society. III. CONSIDER AND APPROVE ENGAGEMENT OF CONTRACTOR, TERMS & CONDITIONS AND FINANCIAL ESTIMATES ETC. FOR REPAIR/RENOVATION WORK IN SOCIETY 6. Taking up the third item of the agenda viz. consider & approve engagement of contractor, terms & conditions of contract and the financial estimate etc. for the repair / renovation project of the society, the Hony. President apprised that most of the members have since contributed Rs.85,000 each to Society in the Building Repair & Maintenance Account, and at present Society has two FDRs with Central Bank of India, Rajapuri of Rs. 20 lakhs each, and; another two FDRs with Punjab National Bank, Sector-10, Dwarka of Rs lakhs each. Thus a total of about Rs.63 Page 2 of 6

3 lakhs is available in Building Repair & Renovation account after making payment to previous contractor. He further informed the General Body that the previous contractor had taken up work in Block C but left for some unknown reasons. As such, the new MC which took over on had drafted the Notice Inviting Tenders (NIT) for engaging a new contractor for the balance work, which was exactly on the same lines with same terms & conditions and measurements, for balance work, as were drafted earlier and approved by the General Body in its meetings held on (AGM) and (Spl. GBM). This NIT was issued to firms shortlisted based upon EOI notice. He apprised the members that the complete NIT was uploaded on the website of Society simultaneously with the AGM notice for perusal of members. The Hony. President further mentioned that based upon the rates quoted by lowest tenderer, the MC has prepared different approximate financial implications with different scenarios of Paint / outer finish as follows: Scenario-1: Complete Apex Ultima Paint (non-texture) -- Rs.1,61,00,000 (incl 18% GST) Scenario-2: Complete Acro Rustic Texture Paint -- Rs.1,80,00,000 (incl 18% GST) Scenario-3: Complete Acro Rock Spray Texture Paint -- Rs. 1,76,00,000 (incl 18% GST) Scenario-4: Complete Acro Insula Plast Texture Paint -- Rs. 2,02,00,000 (incl 18% GST) Scenario-5: Complete Acro Rock Art Texture Paint -- Rs. 1,76,00,000 (incl 18% GST) Scenario-6: Complete Acro Rustic Texture Paint except -- Rs. 1,74,00,000 (incl 18% GST) Inside of boundary wall, which will have Grit wash, and inside of balconies of Flats which will have Apex Ultima non-texture paint 7. The Hony. President invited the members to have a look at different types of Acro Texture Paints, as above, which have been displayed on the panels prepared / painted on the walls near the Society Office, and then give their preference. A five minutes break was given for the purpose. After return of members after the break, the Architect Shri Nishit Dutt Gaur, who was associated as Architect in honorary capacity on voluntary basis for the Repair/Renovation project, explained different features of texture paints as also rates to facilitate members to take a conscious decision. Matter was deliberated. Members raised issues like need for having a uniform look and thus single paint all-over; 7 years warranty given for Apex Ultima Paint vis a vis 5 years for texture paints; need to have the best quality paint as such things are done once in 10 years or so ; need to go by the views of Architect who is the best person to advise in the matter; decision should be a balance between cost estimate and quality; etc. After detailed discussions, it was decided to go with Scenario-6 above i.e. Complete Acro Rustic Texture Paint except Inside of boundary wall, which will have Grit wash of matching colour, and inside of balconies of Flats which will have matching Apex Ultima non-texture paint. The additional cost liability (over and above Rs.85,000 paid so far) per member, thus was worked out as Rs.94,000 [ Rs.1,74,00,000 (-) Rs.63,00,000 = Rs.1,11,00,000 divided by 118 = Rs.94,000]. 8. The related issues raised by members like having an additional balcony with dining room or drawing room; extension of balcony of first bedroom on entrance; community centre in the Page 3 of 6

4 basement; etc. were discussed in details, with members having divergent views in favour or against the proposals. A view was also expressed that this is perhaps the last stage when these proposals could be taken up otherwise these would not be feasible later or atleast for the next 10 years. The Architect explained that perhaps FAR is available for extension of balcony of first bedroom but other proposals prima facie look to be beyond permissible FAR at this stage. The Hony. President intervened at this stage to mention that such proposals need be looked on at different footing from that of Repair / Renovation / Maintenance project of Society, and it is important that there is consensus in such proposals. Even if a single member is against such proposals, these should not be taken up. Further, even if there is consensus, it may be looked whether at this stage, when exterior plaster / paint is in extremely bad state, steel bars are exposed at a few places, etc., can we afford to delay the Repair / Renovation project? He mentioned that the process for extension of balcony or additional balcony may require engaging a full time Architect; getting the drawings prepared; submitting them to DDA for approval; if it is approved, then again follow the whole procedure of engaging a Contractor which according to his personal estimate may take around 2-3 years, and thereafter construction would take another year or so if everything goes smoothly. He mentioned that members may like to take a view keeping the above in mind. After detailed discussions, the suggestions of having a new balcony or extension of balcony was dropped and it was decided to concentrate on the existing Repair & Renovation project only. 9. Keeping in view the approximate additional financial liability of Rs.94,000 per member (para-7 above), it was decided to make the demand in 3 installments with first installment of Rs.30,000 by 25 th March 2018, presuming that the work starts by 25 th February The date for other installments would be decided in the Spl. GBM to be convened during middle of work, depending upon the pace / progress of work. Members, however, are free to pay before the prescribed date. IV. PROGRAMME OF ACTIVITIES FOR ENSUING YEAR 10. The last item in the agenda viz. to consider and approve the programme of activities for the Society for the ensuing year was taken up, and following activities were approved by the General Body: (i) (ii) (iii) (iv) (v) (vi) (vii) (viii) Completion of Repair / Renovation work; Re-development of Gardens; Stone/ Tile fixing on the pavement along the underground water tanks; Pursuing with RCS / DDA for regularization of self-draw in respect of remaining members; Grant / transfer of member-ship to new owners of flats; Distempering of common areas in all the three towers of Society, including in the shafts on both sides of the elevators; Strengthening of over-head Water Tanks with alarm system; Keeping the Firefighting system in perfect working order; Page 4 of 6

5 (ix) (x) (xi) (xii) (xiii) Organizing festivals like Deepawali, Holi, Lohri, Independence Day, Republic Day and New Year Eve in Society; Preparation of a plan for renovation / upgradation of Gymnasium, to be placed in the next Spl. GBM for approval; Re-developing the TT Room into a multi-purpose room like TT, Carom, Chess, small library, etc.; Improving signages in Society premises, including a resident board in each block depending upon the space available; and Completion of grouting of water traps and floor/wall tiles inside all the flats. V. ANY OTHER ITEM / SUGESTIONS RECEIVED FROM MEMBERS 11. The issue raised by one of the members that income on account of water charges being much more than expanses and there being surplus shown in audited balance sheet, water charges might be waived for 1-2 years, was discussed. The President explained that this issue was also raised in the AGM of Society held on , when the then President placed before the AGM the details of receipt and expenditure on account of maintenance and water charges taken together, showing that only an amount of Rs.140/- per flat was excess in the account (pages 9-10 of minutes), offering to adjust the amount in future bills, which was rejected by the General Body. The Hony. President mentioned that the excess amount is available to meet the exigencies like we witnessed recently when a bill was received from Delhi Jal Board (DJB) about additional sewerage charges from retrospective Rs.100/- per member per month for using the borewell, from 2015 or so. Similarly, recently the Society received a bill from DJB to pay penalty for Rain Water Harvesting. Like-wise, the maintenance of RO system is a regular affair for which payment is made from Maintenance / Water bill. Thus Society can increase the maintenance charges to meet the day-to-day expenditure, and reduce/stop the charges on water bills. At this point, members suggested that in such a situation, it would be advisable to merge the two heads of Maintenance and Water into one single head, to be named Maintenance Charges, including water charges. This was accepted by the General Body with single voice. It was also decided that in view of merger of heads, instead of collecting quarterly maintenance charges, an amount of Rs.3000/- per month would be payable by Members wef April 2018 as Maintenance Charges, including Water. 12. To avoid any delay in payment / receipt of Ground Rent from members, and hence payment to DDA which charge interest even for a delay of one day, the members should authorize their tenants to pay Ground Rent to Society by deducting the amount from their monthly rents payable to owners. 13. As some dismantling of old plaster and thus re-plastering at few places in Block C was left by the earlier contractor, it was decided that this would be taken care of before painting of Block C. Page 5 of 6

6 14. Following decisions taken in the earlier AGMs were re-iterated, and agreed by General Body, for strict compliance by members: (a) A penal interest of 9% is payable on delayed payments by members in respect of Ground Rent and Building Fund. Similarly delayed payment of Maintenance Charges/Water charges would attract penalty as indicated in Notices; (b) Members should take NOC from Management Committee before letting-out their flats OR disposing of flats through POA / Sale Deed / Agreement Sell etc. Failure to do so may result in tenants / new owners being not allowed in Society premises; (c) Paid Stilt parking should be used for parking of vehicles only. Storing old / broken furniture or household waste is not allowed as it not only give an ugly look to Society but is also a fire hazard; (d) All vehicles in Society should move in clock-wise direction irrespective of distance from their parking place; (e) Members should refrain from feeding Pigeons / other birds by keeping feed in their balconies / wall of balcony as the droppings from Pigeons fall on the washed clothes of members hanged for drying; (f) Members should not keep their flower pots on the walls of balconies without a protection, as fall of flower pots may result in some serious mishap. Similarly, while watering the plants, care may be taken to ensure that water drops/shower do not fall below in others balconies or on the people/vehicles moving on society roads; (g) Cars should not be parked outside in front of Society Gate so as to avoid inconvenience to member s vehicles entering the Society gate of going out of Society Gate; and (h) Vehicles should not be parked in driveways as that prevent fire Brigades to move freely or block their way in case of any emergency / mishap in Society. 15. Meeting ended with expression of thanks/gratitude by the Hony. President to members for their cooperation in successful conduct of business in the AGM. ( S. Bhattacharjya ) Hony. Secretary 294/SS/AGM/ th February 2018 To 1. All the Members of the Sarve Satyam CGHS Ltd. 2. All the Notice Boards of Society 3. Website of Sarve Satyam CGHS Ltd. 4. The Registrar, Cooperative Societies, Government of NCT of Delhi, Old Court s Building, Sansad Marg, New Delhi Page 6 of 6