President PWCAOA - Mr. Shantha Gowda H.B. Dr. Nalneesh Tewari, and Ms. Vidya Mishra

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1 MINUTES OF THE GENERAL BODY MEETING OF PROVIDENT WELWORTH CITY APARTMENT OWNERS' ASSOCIATION (PWCAOA) 2nd July :00:00 AM Multipurpose hall Clubhouse, PWC Meeting called by Type of meeting Facilitators Note taker Attendees President PWCAOA - Mr. Shantha Gowda H.B. General Body Meeting Board of Managers Dr. Nalneesh Tewari, and Ms. Vidya Mishra 108 owners excluding 9 memers of the Board. Leave of Absence - Mr. Prem Kishor Prasad, Board Member. Leave of Absence - Ms. Preena Nair Choudhury, Board Mamber. Agenda Points and Topics 30 minutes 1. Introduction by new members of the Board Discussion Conclusion Brief Introduction by the new members of the Board of Managers Introduction received from all Board members present, starting with President Mr. Shantha Gowda H.B. 30 minutes 2. Finalization of Block Representatives Discussion Secretary appraised the owners about the need of nominating volunteers for each block, considering the number of blocks. Secretary requested interested owners residing in PWC to give their names to Mr. Sanjay and Mr. Rammohan. The break up is as follows: A Block - 1 representative B Block - 1 representative C Block - 1 representative D Block - 1 representative E Block - 1 representative F Block - 1 representative G Block - 2 representatives H Block - 1 representative J Block - 2 representatives Suggested duties of Block Representatives Collection and updation of records of residents Follow up of documentation for Registration Follow up for collection of maintenance charges To mediate and address disputes if any, in close co-ordination with the

2 Conclusion Resolution passed Board. To co-ordinate with the owners and the Board of Managers. Communication will be through the Block Representatives. Once the full list of volunteers is ready, the Board will have an interaction with the volunteers and release the final list within a week. Proposal adopted and resolution passed by voice vote in favour. 15 minutes 3. Registration of Society under KAOA Discussion Secretary appraised the owners about the tasks involved for Registration. Every owner has to submit the following documents 1. Photocopy of Sale Deed 2. Photocopy of ID Proof. 3. Power of Attorney either in favour of President or Secretary All the owners of 3360 apartments have to submit the documents for initiation of Registration. Time frame. In a society of 167 apartments, the registration process took three months. By this example, registration of our Society may take longer. Costs of Registration. The tentative cost of Registration could be Rs. 1 lakh to Rs. 2 lakhs. Resolution passed Proposal adopted and resolution passed by voice vote in favour. 15 minutes 4. Status of Collections for Discussion Treasurer appraised the available owners of the following figures: Total amount collectible April 2016 to March Rs crores Actual amount collected in the same period - Rs crores. Collection efficiency % Actual expenses incurred for the period July 2016 to March 2017 Rs crores. Average monthly expenses for nine months - Rs lakhs. Bank Balance as on 31/03/ Rs lakhs. 15 minutes 5. Status of Collections for the period April 2017 to June Discussion Treasurer appraised the available owners of the following figures: Total amount collectible in Q1 of Rs crores. Total amount collected in the same period - Rs. 91 lakhs Collection efficiency % Actual expense incurred during Q1 of Rs crores. Average monthly expense - Rs lakhs. Bank balance as on 30/06/ Rs. 7 lakhs. Secretary informed the owners that these figures were based on secondary data provided by Accounts Department of PWCAOA. 15 minutes 6. Revision in Petty Cash limits. Discussion Secretary intimated that the Resolution passed in the GBM of 6th June 2016 the petty cash limit of Rs. 5,000/- was raised to Rs. 20,000/- The current Board of Managers have deliberated and are of the opinion that the petty cash limit should be reduced to Rs. 5,000/-

3 Resolution passed Proposal adopted and resolution passed by voice vote in favour. 15 minutes 7. Status of Audit of Accounts for Discussion Secretary appraised that the Books of Accounts, Trial Balance, Profit & Loss Account and Balance Sheet for the year are under preparation. The Accounts Department has assured that these will be ready for audit by 15th July The Audit of the Books of Accounts will start on 17th July Statutory Audit Report will be ready and submitted within 4 weeks of start of Audit. Tentative date for submission of Statutory Audit Report to owners is 1st September minutes 8. Discussion on maintenance charges. Discussion Secretary appraised the owners of the following: At present the maintenance charges are being levied on a flat basis of Rs. 5,000/- per apartment irrespective of the size. At present there are three sizes of apartments. Block B and C sq.ft. 896 apartments Blocks A, G, H and J sq.ft. - 1,920 apartments Blocks D, E and F - 1,180 sq.ft apartments There have been many representations from owners that maintenance charges should be levied according to apartment size. Likewise, there have been many representations that the maintenance charges should be levied on a flat rate basis. The matter was thrown open for discussion and the available owners were divided on this issue. Therefore the owners agreed to put their names, flat no. and signature for their choice/decision. The regiater was circulated among the owners for their opinion. 64 owners opted for charging maintenance based on apartment size. 28 owners opted for a flat rate of maintenance. 16 owners abstained from voting. The Board of Managers will ponder upon this and come back to the owners at the earliest. Secretary also requested the owners to pay the balance maintenance charges for the current quarter - Julu to September Th Association is also taking legal opinion about the methods to collect overdues and legal/punitive action to be taken against habitual and regular defaulters. Resolution passed Proposal adopted and resolution passed to convert the charging of maintenance dues based on apartment size.

4 15 minutes 9. Appointment of Facility Management Company Discussion Secretary appraised the owners that most of the contracts such as security, maintenance and housekeeping are due for renewal. Owners were unanimous on the issue of hiring a facility management company to run these activities. Association has invited proposals from companies and several have responded. The schedule for awarding FMC contracts would be as follows: Receipt of quotations from new and existing vendors - 8th July. Vetting of quotations, by 15th July Presentations by shortlisted vendors - 17th to 22nd July These presentations will be attended by all available owners. Owners meeting on 23rd July 2017 to finalize the vendors. All available owners to attend. Vendors start providing services - 1st August minutes 10. Priorities of the Board of Managers Discussion Secretary listed out the prorities of the Board as follows: Registration of Association (President and Secretary) Electrical substation activation (Mr. Javed Abbas). Dialogue with PHL for collection of corpus fund and credit balances It was decided that Board members, Block Representatives and a few owners will take up this activity. Collection of overdue maintenance charges Functioning of all plants and machinery (Mr. Sanjay). Security and housekeeping of colony. Garbage collection, segregation and disposal - Dr. Tewari. Suggestion and feedback box - Ms. Vidya Mishra. Handling customer grievances - Mr. P.K.Prasad. 15 minutes 11. Roles and Responsibilities of Board of Managers. Discussion Accounts - Mr. Rammohan and Ms. Preena Administration - Mr. Javed Abbas and Ms. Vidya Mishra Legal, Audit and PHL affairs - Mr. Shantha Gowda and Mr. Subramaniam Security - Mr. Kurbett and Mr. Shantha Gowda. Housekeeping - Lt. Col. Anita Gupta and Dr. Tewari Garbage collection and disposal - Dr. Tewari and Ms. Vidya Mishra STP and WTP - Mr. Sanjay and Mr. Javed Abbas. Bore wells and DG sets - Mr. Sanjay and Mr. Javed Abbas Electrical and plumbing - Mr. Sanjay and Ms. Vidya Mishra Sports facilities - Mr. Rammohan and Mr. Sanjay. Event Organization - Ms. Vidya Mishra and Mr. Shantha Gowda. Customer Grievances - Mr. Prem Kishor Prasad and Lt. Col. Anita Gupta Official spokesperson - Mr. Subramaniam and Ms. Vidya Mishra.

5 15 minutes 12. Other issues. Discussion Statements of Accounts to individual owners. This was a major issue with most owners that Society is not providing an individual Statement of Accounts. Secretary assured and reiterated that once audit of the Books of Accounts is completed, owners will be provided with individual statements of accounts on a regular basis. Commercial activities in the colony. Some owners and tenants are engagingin commercial activities in ther apartments. According to the bye laws of the Association, the apartments are meant for residential purpose only. Secretary assured that guidelines will be framed and circulated regarding this. Mr. Ragothaman raised the issue that there is no information available whether a person is an owner, a tenant or a sub tenant. People are shifting in and shifting out ot the colony. Secretary assured that due vigilance will be kept on them. In this matter the neighbors and Block Representatives will be the key persons to keep a watch. One owner raised the issue of rash driving by school buses and two wheelers at the circle of A abd B block. He suggested that a security person should be posted there to direct the traffic. Secretary mentioned that the matter would be looked into. Few owners raised the issue of pets in the colony. Some owners, while walking their pets, get them relieved on the grass lawns, roads and parks. Secretary emphasized that there are guidelines already in place regarding pets. We will ensure that they are implemented. Mr. Raghunath Pillai raised a point that maintenance charges should be based on apartment size only. This is the practice followed all over the country. Ms. Rita Mathai suggested that we should go for temporary registration through KSRA. Owners rejected this proposal by voice vote. Discussion President thanked the owners and requested them to co-operate in running the Society smoothly. He assured all support from the Board. He also emphasized to deposit the maintenance dues regularly, so that there may not be any crunch of funds. We have to ensure that the water supply from outside has to stop as soon as possible. Signed by the following members of the Board of Managers President - Mr. Shantha Gowda H.B. Vice President - Mr. Javed Abbas Secretary - Mr. Narayanan Subramaniam Joint Secretary - Ms. Vidya Mishra

6 Treasurer - Mr. Rammohan Member - Dr. Nalneesh Kumar Tewari Member - Lt. Col. Anita Gupta (Retd,) Member - Mr. Adiveppa Kurbett Member - Mr. Sanjay Hampanavar