Minutes Of The Annual General Meeting Held On 25-02-2024
AGM / MC / 03-2024 / 05 Dated : 07-03-2024
Minutes Of The Annual General Meeting Held On 25-02-2024
The AGM of the Society was scheduled to commence at 14:15 hrs on 25th February 2024 in the Community Hall of the Society. As the quorum was not complete, the meeting was adjourned three times for fifteen minutes on each occasion. The meeting finally commenced at 1500 Hrs.
President, Shri J B Kaushik, welcomed all the members to the AGM.
- President announced the ground rules for the meeting and explained to all present which were as follows:
- Members would speak one at a time.
- Agenda points already circulated would be followed in sequence as listed.
- All other queries would be taken up at point number 12.
- Separate seating arrangements were made for the members and non-members. This is done so that members only raise their hands for the resolution of agenda points.
- The President apprised all present that the audited Balance Sheet, Receipts and Payment & Income Exp. statement for the period 01.04.2022 to 31.03.2023 had already been circulated with the AGM Notice. He moved a motion to adopt the audited report and the same was accepted by the members unanimously.
After adoption of the audited accounts Mr. P K Yadav asked the details of “Legal and professional expenses”. He was informed that these expenses are for Accountants who maintains the Accounts for the Society and also for the preparation of Monthly Maintenance Bill, claiming of Electrical Subsidy, etc. It was also informed that there was no legal expense. The account head is only Legel and Professional. He was asking for the details on which the house was informed that he and any other member(s) may come to the Society Office to see the Account details. After discussion Mr. P K Yadav suggested to share the details in next AGM.
- President informed that Mrs Harshali Kaur, Vice President, resigned upon selling her Flat.
- President gave a brief update on the work accomplished during the past one year:
- Ten cases of Membership Transfer had been processed during the last one year. No case is pending was the Reply of the President on Mr GS Pant’s query.
- Garbage bins were put in the enclosure, meant for the purpose.
- Construction of New Cooking Area and washing area near Mother Dairy Booth.
- Underground electric cable in Block 2 from Feeder Box replaced.
- All the Electric poles along the Perimeter wall were joined with new Earthing.
- Replacement of Lift Ropes and Sheaves in one Lift of Blocks 1, 2, 3 and 4. (4 lifts in total)
- Purchased and Installed a new PNG GenSet of 125KVA along with a new industrial connection of PNG for the said GenSet, as approved in Special General Body Meeting held on 29-11-2023. It was also decided by the Committee to get the Phase Panel replaced by the Auto Phase Change Connection Panel. It is yet to be installed. The cost for the same is Rs. 1,50,000 (Approx).
- Total collection @ Rs. 11,000 per Flat x 160 = Rs. 17,60,000.00
- Total Expense (Rs. 16,60,430 + 1,50,000) = 18,10,430.00
- Difference of approximately Rs. 50,000 will be from the Society’s Regular Maintenance Account.
- Three Members are yet to pay their share of Rs. 11,000 each.
- It was informed that the AMC has been given to the Supplier for 4 years after the Warranty period.
- Stilt Level repair is going on in all the Blocks.
- Fixing of new cement Jalis in shafts. This work is in progress. 150 new jalis have been procured.
- New Washroom is being constructed behind the Guard Room.
- Purchase of new Amplifier (Ahuja) for PA System.
- Installation of new Fire Fighting Systems. This is in progress. The Tender Processing Committee (TPC) and the MC is constantly monitoring. (xiii) Cleaning of Sewers and all the water tanks.
- Replacement of manhole covers, wherever broken.
- Cleaning and maintaining of Rainwater Harvesting (RWH) System.
- The President informed that the RWH is to be completely revamped as per the new guidelines of the Delhi Jal Board, which says that only the Roof Top water can go in RWH pits.
- The cost will be borne by all the Members, whenever there is a compulsion for its implementation. A separate demand will be raised for the same after the SGBM approval for this purpose.
- Major face lifting was done in the Community Hall. (All the doors, windows and washrooms were faulty / damaged.) The House appreciated the efforts of the MC and Infra Committee with special thanks and appreciation to Mr Mahesh Khemka, when President apprised his role and dedication. Special Thanks to Shri VK Gupta for having devoted a lot of time and efforts. The Society Staff was also appreciated for their efforts and hard work.
- Planting of 55 Palm Trees to maintain the greenery and for beautification.
- Proposal for Individual BSES Electric Meters. After discussion it was decided that MC may call a Meeting specially for this purpose, after collecting complete details of the project and the cost involved, which includes Solar Panels as well.
- Proposal for Rationalisation of Maintenance
- The slide for the rationalisation of Maintenance having the calculation based on Sq. metre was shown and the details were informed. This was already circulated as Agenda Point No. 6 in the notice for AGM, dt. 09-02-2024.
- On perusal of the maintenance charges for each category since beginning, it was revealed that Equal Percentage Increase followed till 2013 and different thereafter. As per Rule 102(2), …. “the Regulations shall have to spell out the basis of fixing up of the charges for the maintenance of essential services, specially in such complexes, where area of dwelling units and no. of storey of flats differ in sizes.” …… Till now there was no such basis, though the maintenance charges were different for different categories of flats.
- The basis of Area was considered while rationalising the maintenance @ Rs. 24 per Sq. Metre (after implementation, the total maintenance which will be collected by the Society will remain almost same), which was passed by the majority of the members.
- Upon the query of Mr PN Sharma, Mr Rajiv Bajaj and the President clarified that the new maintenance which has been passed is the same as the figure mentioned in the Agenda No. 6 of the AGM Notice, dt. 09-02-2024.
- A = Rs. 2,900; B = Rs. 2,500; C = Rs. 2,370; D = Rs. 1,770 and E = Rs. 3,990. (Effective from the Maintenance Bill for the month of March 2024, to be raised in first week of April 2024).
- Mr Khemka reiterated for the proposal and requested the Members to please stand who were in favour of this proposal. Majority of the Members present stood up and passed this resolution.
6. Proposal for Central Park to be given to Members for functions was not agreed by the Members present.
7. Reissuance of Parking Stickers. After discussion and deliberation, it was finally decided that All Flats will get One Sticker each for Open Area Parking and one additional sticker will be issued for each covered parking. This was passed by the majority of the Members Present. It was also decided that a maximum of One additional Sticker to be given as provisional Sticker to Members, subject to availability of open parking space. This is being done to ensure better regulation of vehicles’ entering the Society.
8. Shop: On the issue already mentioned in the Notice, Mr RP Gupta was adamant that there should be no Maintenance for the Shop. He also emphasised that his Shop should be Treated as common area, for which he had no logic or reason. He said that he will open the Shop only after closure of the Mother Dairy Booth.
- Mr Khemka apprised the House that instead of replying to the MC’s Letter and furnishing the documents asked for, he sent a letter (seems to be drafted by a Lawyer) alleging the MC of harassing him. In Society’s record it is One Shop, whereas apparently he has converted it into Three Shops, which again is illegal and in contravention to the Approved Completion Plan by the DDA.
- The Secretary also said that if the Shop is common Area than a Temple may be constructed. The House applauded on this proposal. He also requested Mr Gupta to sell or hand over the Shop back to Society, in case he has no intention of opening the Shop.
- After lot of deliberation, Mr Khemka asked for his Commitment on opening of the Shop as Grocery Store for the convenience of the Ladies and the Society as a whole. Finally, it was decided that the Maintenance for the Shop will remain the same @ Rs. 2,300 per month and the Mother Dairy will keep on functioning as usual as the Society benefits from the Mother Dairy economically as well apart from the convenience to the Members.
- Mr RP Gupta finally committed that he will open the Grocery Store from 01-07-2024.
- Allottee can only open the Shop as Departmental Store for Welfare / convenience and should not violate the conditions mentioned in the undertaking and Indemnity Bond given by him at the time of Allotment.
9. Outstanding dues. On presentation of this slide, President informed that there are in total Ten members, who have not paid the amount for Fire Fighting Systems, Structural Strengthening and the New PNG based GenSet. (4 x 40,000, 3 x 20,000, 3 x 10,000 and 3 x 11,000). The Three members who have not paid Rs. 11,000 are among the Ten Members only. The names were not disclosed to maintain the dignity of the Members.
- Mr PK Yadav quoted past AGM’s Minutes dt. 18-06-2022, the reason for him not paying his dues. The President clarified that the demand was raised as approved in the AGM of 29-01-2023.
- Mr PN Sharma also appealed to the Members having outstanding dues, to clear all their dues. His plea was that the majority has already paid and only 10 members have yet to pay.
- Mr DK Sharma was also of the view that only 10 members cannot disrupt the functioning of the Society.
- President clarified on query of Mr Pant, that no demand has been raised by this MC without the approval of the AGM/SGBM, and Late Fees / Interest will be levied on the Demand raised after AGM’s/SGBM’s approval.
- Finally it was decided that the dues be cleared latest by 02-04-2023 by all, including late fees and interest. The Secretary reiterated that all dues will keep on accruing Late Fees / Interest, till paid.
- FAR: Mr Mahesh Khemka apprised the House that the FAR will be done on Proportionate Basis (Maximum Feasible Area), as was mentioned in the AGM Notice.
- He also requested all, that the Consent Form be submitted as soon as possible (once circulated to Members) along with a sum of Rs. 10,000 as intent money to proceed further.
- Majority agreed and applauded.
Total Fifty Four (54) Members attended the AGM. The Record for the same is in the Society Office.
Decisions taken in this AGM supersedes all previous decisions on the respective subject.
After discussion of all agenda points, President thanked the Members & requested them to proceed for snacks.
For & on behalf of The Managing Committee
(Mahesh Khemka)
Secretary
Copy to :
1. The Assistant Registrar (Section 1) office of the RCS, Delhi.
- All Members of the Society and Notice Boards of the Society.