1. The SGBM commenced at 1030hrs on 02 November 2014 at GVCC, AWHO Township Gurjinder Vihar, Greater Noida (GVGN). The agenda points were as under :-

Transcription

1 MINUTES OF SGBM HELD ON 02 NOVEMBER 2014 : AWHO TOWNSHIP GURJINDER VIHAR GREATER NOIDA (UP) 1. The SGBM commenced at 1030hrs on 02 November 2014 at GVCC, AWHO Township Gurjinder Vihar, Greater Noida (GVGN). The agenda points were as under :- (a) Agenda Point No 1 - Opening of Two Secondary Schools in AWHO Township GVGN. (b) Agenda Point No 2 - Approval of Proposed Budget (c) Agenda Point No 3 - Passing of Accts (Expenditure) (d) Agenda Point No 4 - Observations on Accts (e) Agenda Point No 5 - Issues pertaining to sub letting of shops. (f) Agenda Point No 6 - GVI Membership & Management. 2. The SGBM was attended by 142 members, the attendance record of which is with RWA Office. At the outset, the president RWA welcomed the members and projected the agenda points that were to be covered during the SGBM. 3. The minutes of the meeting are as under:- Ser Points Discussion/Suggestions Remarks No 1. Opening of Two (a) The House was apprised that as There was an Secondary per the AWHO Township, unanimous vote Schools in AWHO Township Gurjinder Vihar, Greater Noida project plan there are two against construction the and GVGN. Secondary Schools, two opening of the Primary Schools and two schools as all Nursery Schools which are members were planned to come up. This is as per the requirement of the against construction the and Greater Noida Industrial opening of both the Development Authority secondary schools (GNIDA) Master Plan. The as well as both the failure to open these schools Primary Schools. will result in penalty by GNIDA. The two Nursery Schools have since been opened and are functioning in the buildings constructed by AWHO. (b) The issue of the two Secondary Schools and two Primary Schools was discussed in great detail and there was a very strong resentment against the construction and opening of these schools in view of serious problems and disadvantages that will accrue

2 for the residents and the society at large. These problems will be in terms of excessive congestion, adverse environmental effects, unsuitability and inadequacy of space for recreational facilities/social gatherings and activities for residents, profile of residents and so on. The members have decided to take up the issue at political level with the Chief Minister of UP, Chief Secretary of UP, Union Minister of Urban Development and even resort to agitation and take legal recourse right up to the Supreme Court. (c) At the end of the discussion the House was asked to vote for and against the construction and opening of the schools. 2. Passing of Accts (Expenditure) & Proposed Budget Col HK Trivedi (Retd), Vice President, RWA presented the income for FY and projected income for FY , expenditure for FY and proposed expenditure for FY to the house on slides. The Budget proposal is attached as Annexure. The under mentioned points were raised by members :- Brig Kanwal Batra (Retd) Gave u/m points:- (a) The projected income through sale of recharge coupons does not depict the true income as these include the electricity charges, water charges etc. These should be segregated into different heads to display the true picture. (a) The point was accepted and the House was informed that already the process for shifting the current method of accounting to fund based accounting is in progress. It will

3 be completed by December Membership Annual Subscriptions (b) Total income under sale of recharge coupons cannot be double of income till 25 Sep 2014, as depicted since consumption of electricity reduces during winters because people stop using ACs. (c) Shop rent income in FY cannot be just Rs 3,03,257/-. This again is wrong depiction since it is not being segregated after recharge coupons sale proceeds. Col SS Dhindsa (Retd) Manpower strength deployed for Housekeeping and Maintenance had gone down drastically during Deepawali. Same is the case with Security Agency. These Agencies should be penalised for the same. Vice President, RWA brought out that there is a provision in Bye-Laws to collect Rs 1000/- annually as Membership subscription from each member. Since these were not being collected till now, it is being started from current FY. In current FY, since only 5 months are balance, it has been decided to collect Rs 200/- p.m. through recharge coupon sale from each house. This is necessary, since Registrar of Societies has pointed out that they require receipt for Membership Registration charge from each member. Vice President, RWA pointed out that total income under head sale of recharge coupons is Rs 1 Cr less than double to cater for this difference in consumption. The contention was accepted and it was brought to the notice of the House that the issue will be taken care of once the new system of fund based accounting is functional. The President, RWA accepted the point and informed the house that proper attendance records is being maintained in register as well as of Biometrics and only after verifying both the payment is made on actual attendance.

4 4. Queries on Expenditure incurred/proposed Sunil Kalra (a) How Lift Maintenance is being reduced by Rs /- only as compared to last FY when the savings should have been more. (b) Explanation for Expenditure under white wash and Grit Furnish. Maj Gen RK Yadav (Retd ) Who has sanctioned the expenditure for GVCC at serials 36 and 37 and what is the status. Vice President, RWA brought out that contract with M/S Jhonsons was for Rs 1 Cr 7 Lacs per annum approx and that with M/s Thyssenkrupp is for Rs 72 Lacs per annum. Therefore net saving for full one year will be Rs 35 Lacs. Since 6 months have already elapsed and new Agency has been contracted wef 01 Oct 2014, the savings for six months will be approx Rs 17 Lacs. Vice President, RWA brought out that white wash was contracted for Ph II blocks by previous Management Committee, which was stopped due to rains. The same has commenced and certain Grit Work has fallen off, which required repairs. This amount caters for the same. Vice President, RWA explained that these expenditures have already been incurred by previous Management Committee and the point is noted for future compliance.

5 Col Anurag Salwan (Retd) (a) Requirement for appointing two Estate Supervisors and an Accts Officer has been projected, at the same time some honorarium is also being projected. What are the financial implications (b) House was of the opinion that Management Committee should come up with full proposal in the house for approval of the above requirement. President, RWA explained the requirement of these appointments and at the same time highlighted that since this township is now fully grown, the involvement of Vice President, Secretary and Treasurer is full time. Therefore some honorarium for these appointments must be fixed. President, RWA concurred with the opinion of the House and stated that a detailed proposal will be put up in the next SGBM. (c) Huge pending expenditure on account of Income tax was pointed out. Vice President, RWA informed that assessment for FY is going on and that it may get finalised by this month end. Basically, we have to pay Income Tax on interest income and shop rentals from third party. Once finalised, the income tax arrears till now will be cleared in one go to avoid interest as well as penalty.

6 5. CSD Opening House wanted to know the status of CSD opening and whether it is on profit sharing basis. 6. Budget Allocation for Arboriculture 7. Passing of Accts (Expenditure) & Proposed Budget Col SPS Raghav (Retd), Member Arboriculture gave a presentation on Budget required for Arboriculture. He explained that two agencies have been hired, one for Ph I/II and one for Ph III. Issue of statutory compliances like PF, ESI and service tax was discussed. Vice President, RWA requested members for passing the Budget and Accts ( Expenditure) for FY President, RWA informed that CSD is being opened by HQ Paschim UP Sub Area and will be run under their aegis. They will be paying to the society fixed rentals plus electricity charges on actual, as of now. The monthly rental is Rs 26,000 pm. There are no provisions for profit sharing as per rule position. However, once the CSD becomes financially viable, we may take up some projects to be developed for our welfare out of QD generated by CSD. The President, RWA also applauded the efforts put in by Col ML Sharma(Retd) and Lt Gen Vinod Bhatia (Retd), because of whose efforts CSD opening has been possible. It was agreed that Contract will be finalised accordingly and payment will be made only after checking statutory compliances. Col BC Pandey (Retd) proposed the approval and Lt Col SP Singh (Retd), Major TC Rahi (Retd), Major YVS Sisodia(Retd) and Col SB Sharma (Retd) seconded. Thus the Proposed

7 8. Shop Allotment and Management (a) A presentation to amplify the status and management of shops was given by Col DK Salwan (Retd) Ex President, RWA. (b) During the above presentation, it was made clear that following are binding conditions on the allottees :- (i) No Subletting. Any infringement will result in cancellation of shop, forefeiture of 25 percent Security as penalty and debarment for any future allotment. (ii) No Partnership. This is a euphemism for sub letting. (c) The President, RWA also emphasised on the above. (d) Col SK Nagpal (Retd) Member RWA MC and Incharge Shops Management Committee also stressed upon the above and asked all the shop allottees to complete requisite documentation with concerned Govt authorities and the same be presented for scrutiny by 25 Nov 14. Budget and Accts (Expenditure) were passed by the House. President, RWA informed the house that a Shops Committee has been formed as under :- Chairman. Col SK Nagpal (Retd) Members Brig AS Galout (Retd) Brig Sudhir Lanba, SM (Retd) Col SS Dhindsa (Retd) Col JS Malik (Retd) The above committee will go into the various details and any shop allottee found violatiing the allotment norms/conditions will have vis his shop allotment cancelled. 9. GVAI Membership and Management (a) A presentation on the GVAI in detail was given by Col DK Salwan (Retd), Secretary, GVI. The issues pertaining to the GVI are given in succeeding paras. (i) Associate Membership. Veterans of Air Force and Navy, who are DU owners and residing in the Complex, are to be granted membership under Resident Members category. There is no change in their status of membership of RWA. After discussing all the options, House agreed to maintain status quo as of now. President suggested that Mr Sunil Kalra to obtain views of non resident owners on various options for increase in the membership of GVI.

8 Difference in amount paid by those who have already taken Associate membership will be refunded and such veterans seeking membership hereafter will pay Rs 25,000/- only ie the rate of Resident Membership. (b) Home Delivery By Caterer to Tenants. To enhance the vibrancy of GVI Restaurant, the Caterer will start home delivery of food to tenants with immediate effect. (c) Membership Fee. Status quo to be maintained as some members expressed their dissent on making membership compulsory by reducing membership fee. (d) Monthly Subscription by all DU Owners Instead of Membership Fee and Security Deposit. It was proposed that we should charge Rs 200/- per DU owner per month as subscription for financial management of GVI and dispense with membership fee and security deposit. The House selectively acquiesced as it involves taking such a decision suo-moto/suo-jure ie without obtaining concurrence of approx 2500 DU owners, who are not living in the condominium. To this end, Mr Sunil Kalra has been entrusted with the task of obtaining concurrence of all such DU Owners thru medium of and give it to the management for consideration during next AGM.

9 4. The President, RWA thanked all the members for the attendance & participation in SGBM. Further, he complimented the members for the decorum and orderliness in the conduct of SGBM. After discussing all the Agenda points listed, the SGBM was concluded. He brought out that some more agenda points concerning society and other issues will be discussed in next SGBM to be held on 07 Dec Members were requested to forward agenda points for the same. Sd/- xxxx x xxx Sd/- xxxx xxxx Sd/- xxxx xxxx xxx Lt Col Pushpender Singh (Retd) Col HK Trivedi (Retd) Maj Gen Rajesh Singh, VSM (Retd) Secretary Vice President President Sd/- xxxx xxxx xxx Col RNP Singh (Retd) Treasurer Members 1. Sd/- xxx xxxx 2. Sd/- xxx xxx 3. Sd/-xxxx xxx 4. Sd/- xxxx xxxx 5. Sd/- xxx xxxx 6. Sd/- xxx xxx xxx

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11 Annexure RWA AWHO GURJINDER VIHAR GREATER NOIDA BUDGET (Amount in Rs.) DETAIL OF INCOME DETAIL OF INCOME SR.No. ACCOUNTS HEAD ACTUAL AMOUNT SR. No. ACCOUNTS HEAD 1st APRIL TO 25th SEP ACTUAL AMOUNT ESTIMATED AMOUNT 1 Recharge coupon 135,849,099 1 Recharge coupon 88,732, ,210,836 2 Manual Recharge 746,769 2 Manual Recharge 128, ,000 3 Late Payment Penalty 839,527 3 Late Payment Penalty 472, ,000 4 Miscellenious Rent 116,988 4 Miscellenious Rent 139, ,000 5 Adminstrative Charges 3,318,000 5 Adminstrative Charges 1,785,000 4,000,000 6 Sale Purchase 9,084,598 6 Sale Purchase 4,461,046 8,000,000 7 Corpus Fund Member 2,130,000 7 Corpus Fund Member 880,000 2,000,000 8 Miscellenious Income 768,240 8 Miscellenious Income 505,132 1,000,000 9 Inercom Security 127,200 9 Inercom Security 28,000 50, Interest on FDR & Other SD 9,509, Interest on FDR & Other SD 2,917,637 12,000, Counter Rent (Veg) Counter Rent (Veg) 93,000

12 16, , Dog Subscription 61, Dog Subscription 11,350 61, Meter By Pass 157, Meter By Pass 69,200 70, Sticker & Token 21, Sticker & Token 7,500 15, Wood work 106, Wood work 34,100 70, Shop Rent Income 303, Shop Rent Income 229,300 4,000,000 Meter Replacement 17 charges 120, Meter Replacement charges 44, , Tennis Court Rent 12, Tennis Court Rent 18,400 40, Ampi theatre 4, Basket Ball Coach 94, Basket Ball Coach 38,260 75, ECHS Rent 198, ECHS Rent 99, , Sketting Coah fee 8, Sketting Coah fee 7,000 14, Community hall 176, , Annual Membership Subs. - 2,800,000 TOTAL 163,593,663 TOTAL (A) 100,878, ,424,286 Transfer in Corpus Fund 1 CORPUS FUND MEMBER 880,000 2,000, % OF SALE PURCHASE 2,230,523 4,000, % OF INTEREST 1,458,819 4,200,000 TOTAL (B) 4,569,342 10,200,000

13 BALANCE FUND TO BE UTILISED FOR EXPENSES (A-B) 188,224,286 BUDGETED EXPENSES (As Per Sheet) BUDGET DEFICIT 188,767,670 (543,384) Reason for Budget Deficit:- Outstanding Income Tax for A/Y 12-13,13-14, ,023,739 2 GVAI 6,090,180 3 GVCC 2,500,000 Total 15,613,919

14 RWA AWHO GURJINDER VIHAR GREATER NOIDA BUDGET (Amount in Rs.) DETAIL OF EXPENSES DETAIL OF EXPENSES SR.No. ACCOUNTS HEAD ACTUAL AMOUNT SR. No. ACCOUNTS HEAD 1st APRIL TO 25th SEP ACTUAL FOR F/Y ESTIMATED AMOUNT AMOUNT 1 SECURITY 22,916,256 1 SECURITY 10,624,773 22,749,546 2 HOUSE KEEPING & MAINT (A2Z). 22,051,084 2 HOUSE KEEPING & MAINT (A2Z). 10,312,495 26,525,700 3 LIFT MAINTINANCE ( JOHNSON LIFT) 9,746,455 3 LIFT MAINTINANCE (AMC) 4,169,102 9,000,000 4 REPAIR & MAINTINANCE LIFT 70,470 4 REPAIR & MAINTINANCE LIFT 535,645 1,000,000 5 VENDING CHARGES( ALLIANCE TRADING) 1,765,163 5 VENDING CHARGES ( ALLIANCE TRADING) 638,205 1,276,410 6 OFFICE MAINTINANCE 38,250 6 OFFICE MAINTINANCE 81, ,000 7 AC INSTALLATION CHARGES (RWA) 20, ADVERTISEMENT 95,145 8 ADVERTISEMENT 3,600 10,000 9 BANK CHARGES 15,831 9 BANK CHARGES 1,361 18, AGM/SGBM EXPENSES 174, AGM/SGBM EXPENSES 58,650 68, BONDRY WALL FANCING WORK 747, FANCING WORK 114, , CONCERTINA WIRE WORK BONDRY WALL 953, WHITE WASH AND PAINTING BUILDINGS 2,435, WHITE WASH AND GRIT FINISH REPAIR 1,887,213 3,000,000

15 14 CONSUMABLE PURCHASES 857, CONSUMABLE PURCHASES 521, , CONVEYANCE EXPENSES 19, CONVEYANCE EXPENSES 15,755 25, DEEPAWALI GIFTS. 24, DEEPAWALI GIFTS (office staff) 34,000 34, DIESEL EXPENSES 3,159, DIESEL EXPENSES 1,981,085 3,475, DOG BEAT EXPENSES 24, DOG BEAT EXPENSES 25,800 50, FREIGHT & CARTEGE 3, ELECTRICTY EXPENSES 62,626, ELECTRICTY EXPENSES 34,819,975 70,000, FENCING WORK, PHASE-3 SCHOOL, 1,422, FIRE FIGHTING ACCESSORIES EXP 1,122, FIRE FIGHTING ACCESSORIES EXP 531,316 2,000, GARDENING MAINTINANCE 2,791, GARDENING MAINTINANCE 1,722,301 6,500, MISC EXPENSES 90, MISC EXPENSES 65, , EXPENSES ON LED LIGHTS 3,072, EXPENSES ON LED LIGHTS 1,491,525 1,491, INTERNET WEBSITE MAINTINANCE 8, INTERNET WEBSITE MAINTINANCE 19,200 30, LEGAL & PROFESSIONAL CHARGES 177, PROFESSIONAL CHARGES (Audit & Assessment Fee) 78, , NET WORK INFRASTRUCTURE EXP 1,756, NET WORK INFRASTRUCTURE EXP 500,000 1,065,845 PAVER TILES PURCHASED FOR 29 REPLACEMENT 88, PAVER TILES PURCHASED (for IGL work) 28,000 40, GRASS PAVER TILES FOR CAR PARKS 2,871, POSTAL EXPENSES 3, POSTAL EXPENSES 186 5, PRINTING & STATIONERY 94, PRINTING & STATIONERY 56, , NURSERY SCHOOL MAINTINANCE 218, PURCHASE OF CHAMBER COVERS 229, PURCHASE OF CHAMBER COVERS 366, ,250

16 35 DEVLOPMENT OF COMMUNITY CENTRE 1,789, DEVLOPMENT OF COMMUNITY CENTRE 1,838,988 2,500, GVCC AC ( No of Split AC-18) 893, , AC INSTALLATION CHARGES (GVCC) 145, , Fiber Roof (GVCC) 269, , FANs (GVCC) 32,784 32, ROAD REPAIR 1,509, ROAD REPAIR 86,500 1,000, SALARY & ALLCES OFFICE STAFF 1,809, SALARY & ALLCES OFFICE STAFF 927,933 2,500, Proposed Salary for Estate supvisior(2). & Accts. Offr P.M (40,000+30,000) or Hon P.M (VP,Secy, Treas) - 420, STAFF WELFARE 85, STAFF WELFARE 37,719 70, TDS PENALTY 7, TDS PENALTY 16,266 16, TELEPHONE EXP. 70, TELEPHONE EXP. 35,141 80, WATER BILL EXP 4,950, WATER BILL EXP Nil 7,000, WELDING WORK 61, GVAI , GVAI 5,169,246 6,090, INCOME TAX ASSESMENT YEAR , INCOME TAX A/Y 12-13,13-14, Nil 7,023, ADVANCE INCOME TAX A/Y Nil 3,500, REPAIR & MAINTINANCE ELECTRICAL 4,320, REPAIR & MAINTINANCE ELECTRICAL 616,397 1,200, REPAIR & MAINTINANCE GENRATOR 270, REPAIR & MAINTINANCE GENRATOR 38, , REPAIR & MAINTINANCE MOTOR PUMP 392, REPAIR & MAINTINANCE MOTOR PUMP 146, , MISC REPAIR AND MAINTENANCE 486, MISC REPAIR AND MAINTENANCE 480, , REPAIR & MAINTINANCE COMPUTER AMC/Purchase of spare & accessories of computers

17 76, ,888 84, REPAIR & MAINTINANCE COMMON AREA 55, , REPAIR & MAINTINANCE CENTRAL MKT 21, , DEVELOPMENT OF CSD CANTEEN 17, , Fibre Roof (RWA) 786, , FUND BASED ACCOUNTING Nil 125, ELECTION EXPENSES 30,820 30, PF 99, , DONATION (ECHS Traction Machine) 36,000 36, INDP Day 2014 EXPENSES 30,660 30, COMPUTER 1 & Laptop 2 99,300 99, FOGGING MACHINE 29,500 29, ELECT. METER (Cental Mkt Shops) 1,005,993 1,005, WATER COOLERS (3) For GVCC, Central Mkt, GVAI 97,000 97, POTA CABINS AT GATES 65, , BOOM BARRIER 257, , CCTV CAMERA 75, , ,697,948 84,173, ,767,670