AGM/MC/02-2023/01                                                                                                   Dated : 02-02-2023

Minutes of the ANNUAL GENERAL MEETING held on 29-01-2023

The AGM of the Society was scheduled to commence at 1030 hrs on 29 January 2023 in the Community Hall of the Society. As the quorum was not complete, the meeting was adjourned two times for fifteen minutes on each occasion. The meeting finally commenced at 1100 Hrs.

President, Shri J B Kaushik, welcomed all the members to the AGM. At the very beginning, he apprised the house that in the previous year, we had lost our esteemed member, Shri O P Jain, owner of C-34, and two minutes silence was observed by all present as a mark of respect and homage to the departed.

1. The meeting commenced thereafter and the ground rules for the meeting were announced 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 that they were listed in.
   • All other queries would be taken up at point number 8. It was intimated that some members had submitted their written queries which would be addressed at Point No. 8.

2. The President apprised all present that the audited Balance Sheet, Receipts and Payment and Income Expenditure statement for the period 01.04.2021 to 31.03.2022 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.

3. President gave a brief update on the work accomplished during the past one year which included the following –

• Ten cases of Membership Transfer had been processed during the last one year.
• Painting work was carried out in all the 14 lifts of the society.
• CCTV Cameras were procured by following the due process, involving infrastructure committee, and same were installed in all the lifts, as approved in the AGM held on 05-06-2022.
• Further, as approved in the last AGM, Structural Audit of the society was carried out by M/s Structural Audit & Solutions, an organization having on their payroll a MCD Empanelled Structural Engineer. Due process was followed while awarding the work contract and the work was carried out under the supervision of the Infrastructure and Managing Committee.
• Seven CCTV Cameras were installed in the common areas (internal peripheral roads) through MLA funds and the job was carried out by their approved vendors directly. No Society funds were spent for these cameras.
• Internal roads were widened in front of Blocks 2 & 5 by straightening out the parks and carrying out RCC work, which has helped to create additional parking spaces as well as eased the passage of vehicles within the society. This work was also done by involving the Infrastructure Committee.
• The vendor who had installed the 150 Fire Extinguishers in the society was engaged to carry out a thorough Inspection of the same. It was found that the pressure was satisfactory in 146 and only 04 units had pressure below the required limit, which will be rectified shortly.
• Grouting work has been carried out on 16 rooftops out of 20, in order to prevent seepage in the top floor flats. It will also be carried out in the balance 04 rooftops in due course.
• Cleaning of all Sewers in the society was carried out through a vendor using latest mechanized pressure washers.
• Survey of all Lifts was carried out by the Lift Inspector, and as per his recommendations, adequate lighting has been installed within the shafts of all Lifts using a total of 140 light bulbs. Also, arrangement are being made for installing one emergency light in each Lift, in case of any power cut. Conduiting of Earthing wire has been carried out in the Lift Machine Rooms in each block.

4. President apprised the members that a survey of existing Fire Fighting Systems has been conducted and existing system has been found to be defunct. BOQ and Estimate has been obtained from a vendor for installation of the proposed Fire Fighting System, after due consultation of the vendor with one of our members who has expertise in this field. The Estimate and BOQ has been discussed with the Infrastructure Committee as well as FAR Committee. A sum of approximately Rs 70 Lakhs will need to be allocated for this purpose. This figure is tentative and includes the applicable GST, as well as the fee for obtaining Fire Safety Certificate.

5. President further informed that necessary repairs and retrofitting of the buildings would also need to be carried out as mandated by DDA and as outlined in the structural audit report. The structural audit report includes the BOQ and Estimates for carrying out retrofitting / repairs for strengthening of the buildings. This would necessitate an expenditure of Rs 2.5 Crores, approximately.

6. Bearing in mind that both, the Firefighting Systems as well as Structural Strengthening, are critical as well as mandatory, the President advised that these need to be addressed on priority and funds need to be collected for the same. The combined expense of point nos. 4 & 5 works out to Rs 3.2 Crores, amounting to about Rs 2 Lakhs per flat. This figure is tentative / approximate and is subject to finalization of the open tender. It was proposed that a sum of Rs 20,000/- (Rupees Twenty Thousand Only) should be collected from all members per month for a period of 10 months, starting with the billing of March 2023, payable w.e.f. April 2023. The amount so collected would not be used for any other purpose and would be kept in a separate existing savings account with Canara Bank. However, in order to oversee the structural rectification and strengthening work, as well as installation of Firefighting systems, we would need to hire an Engineer, Supervisor & Accountant, the cost for which would be met out of this fund. This proposal was approved unanimously by all present.

7. President advised that the total cost of CCTV cameras installed in the lifts recently, as well as the expense incurred on conducting the Structural Audit, works out to approximately Rs 3000/- per flat. It was proposed to collect this one-time amount from all members in the next monthly bill to be raised in February 2023. This proposal was also unanimously approved by all present.

8. A presentation was made by the Structural Auditors, Shri Chandan Singh & Shri Rakesh Kumar, who explained the methodology followed for carrying out the structural audit, which included Visual Inspection, Non-Destructive Testing as well as Destructive Testing. They further shared their recommendations for carrying out structural strengthening, which requires micro-cementing as well as jacketing of the pillars, slabs and beams of the identified areas in the buildings as well as Community Hall. President advised that their report had already been shared with the members on the society WhatsApp group.

During the presentation, they pointed out that most of the columns near the bathrooms and kitchens are in dire need of strengthening and repairs and majority of these columns are to be repaired externally as well as internally. Smt Miglani of A61, suggested that repairs should not be done from inside the bathroom area if there was no visible damage from inside the flat.

However, it was the view of the structural auditors that full strengthening could only be achieved if the repairs were carried out from inside as well as outside, because the objective of strengthening the column will only be achieved if complete repairs are done from stilt to the top.

Accordingly, Secretary Shri Mahesh Khemka clarified that repairs of columns from inside would not be optional and all flat owners, without any exception, would have to cooperate to have the same repaired from inside as well. It was also informed to the house that whilst the column repairs (repairs and plaster) would be done by the society, the retiling, painting etc inside the bathroom would have to be carried out by the flat owner only. This proposal was approved by the majority of members present.

9. Shri Sudesh Kaul of B2, raised the issue of a recent circular issued by the MC wherein it had been mentioned that repairs of the balcony would be the responsibility of the flat owner individually, and not the society. He suggested that the repairs of the balconies should also be done collectively as it is not possible for an individual to carry out such repairs. President clarified that balconies do not form part of the common areas, therefore common funds cannot be used for such repairs. It was suggested by Smt Suman Yadav of B18 that this should be done collectively block-wise at owners’ expense, as it would be very difficult to get individuals to do it on their own. Smt Miglani of A61 contended that this should not be done collectively as flat owners should not be penalized by having to contribute funds for other flats if their own balconies did not require repairs.

After due deliberations it was decided that each block would get it done in a collective manner at the flat owners’ cost, and the society would provide scaffoldings for this purpose, along with any other feasible assistance.

10. President advised the house that on the subject of increased FAR, as was decided in the last AGM, two options were to be tabled before the house – whether to go in for equal or proportionate increase in FAR. The tentative drawings had already been shared with the members earlier and the cost implications, the challenges and impact of implementation of FAR were also shared along with the AGM notice.

Architect, Shri Jaideep Agarwal, who had worked on the options, was kind enough to come for the AGM to make a presentation to the house and address the queries of the members on this subject. The presentation covered both the options and most of the queries of members were answered on the spot. The architect also informed members present that the rate for purchase of FAR from DDA had been increased and cost implications for this would need to be re-worked based on the increased rate. Shri Miglani of A61 had shared some apprehensions about placement of the columns for the increased area, and some concerns about the increased balcony size and location were also shared by Shri S K Marwaha of C57 & Dr Rupesh Yadav of A58, to which Shri Jaideep Agarwal responded that these factors could only be worked out accurately once it had been decided which option of FAR we were going in for, as the drawing would have to be based on increased area available.

11. Shri Rajiv Bajaj of B21 raised a concern that in case someone was not opting for increase in FAR, what would be the implications for such members. More specifically, the apprehensions were about damage to flats that may occur during the course of construction of increased area for flats above and below such non-participating flats. Further, would there be any cost implications on such flats, with particular reference to expenditure related to mandatory requirements for carrying out FAR, for example installation of solar panels and construction of public toilets at the gate, both being specific requirements of FAR. His contention was that such cost should not be passed on to non-participating members. Shri Mahesh Khemka responded by stating that these issues would be addressed in the next SGBM which would be called on the specific subject of FAR.

12. MC informed all present that a fresh FAR Consent-cum-Option Form had been prepared wherein members would be required to indicate whether they were opting for FAR or not, and if yes, then whether they were opting for Equal FAR or Proportionate FAR. The Consent Form was distributed to all present on the spot, and same is also being attached with the minutes once again. Members are required to submit their consent form to the office not later than 15^th February 2023, so that we can proceed further in the matter at the earliest.

13. Smt Rajni Garg of A1 and Shri A K Malhan of B12 raised the issue of dustbins placed in the driveway opposite Block 1. They contended that these had been lying there for a very long time and residents of Block 1 were subjected not only to eyesore of the bins but also foul smell that they sometimes had to bear. They further suggested that the bins should be removed from there forthwith and should be rotated to all block periodically. Shri SKS Yadav of E152 was of the opinion that the bins should be placed outside the boundary wall of the society. However, President informed him that this is illegal and that MCD is issuing challans to those societies which have placed bins on the footpath. MC assured them that the issue would be addressed on priority and best possible solution would be found to the issue.

14. Shri PN Sharma of E147 raised a query about some Bank Accounts that had been handed over to the Society by the Builder and which had been lying inoperative for more than a decade. Shri P S Bambra calculated and informed him that there were three such accounts with a total sum of Rs 18002.88 which was being carried forward in the Balance Sheet year after year. Shri P N Sharma suggested that these be written off from the books, and the same was approved unanimously.

15. Shri VK Gupta of C119 said that some amounts had also been reflecting over the years repeatedlyin the Balance Sheet as outstanding liability towards the builder, which should also be written back. The President apprised the house that there are a total of two such liabilities – from the year 2000 (for Rs 48775/-) in respect of expelled members and year 2004 (for Rs 2.0 Lakhs) in respect of Odeon Builders. It was unanimously resolved that both these liabilities be written back in consultation with the Chartered Accountant.

16. Smt Sandhya Gupta of C119 proposed that the society should add more festivals in the list of collective celebrations, for example Diwali, etc. President informed the house that our monthly maintenance as approved in the AGM of year 2013, is inclusive of Rs 75 which is meant for festival celebration. This amounts to Rs 1.44 Lakhs annually, and which is grossly inadequate even for the currently celebrated events due to inflation over the years. Smt Sandhya Gupta suggested that the maintenance be increased suitably to cover more collective festival celebrations. However, President informed that presently there is no proposal for increase of maintenance.

17. President also informed that the Lifts are nearing the end of optimum life cycle and will require either a major refurbishment or replacement in the foreseeable future.

18. Shri SKS Yadav of E152 made a statement in the house that when they were in the MC they hadhanded over a sum of Rs 50 Lakhs to the current MC. President responded to Shri SKS Yadav that this was factually incorrect, and clarified that the amount handed over was 45,59,389/- but there was also an outstanding liability of Rs 8,52,785/- at the same time, which was settled from this amount and the net balance thereafter was Rs 37,06,604/-. Further, this figure of Rs 37,06,604/- was also inclusive of a sum of Rs 25,58,876/- which was handed over to the committee led by Shri SKS Yadav by the previous MC. President further stated that as on date the amount currently with the society was approximately Rs 53 Lakhs in the bank accounts, inclusive of FDs and RDs.

President thanked the Infrastructure and FAR Committee Members as well as Shri GK Vijh and Shri RK Malhotra for their valuable contribution in all matters related to Infrastructure and FAR.

Since the agenda points were all covered, the meeting was concluded with a vote of thanks to the Members by the President.

For AIMO CGHS Ltd

Managing Committee

Enclosure:

FAR Consent-Cum-Option Form, with a request to submit same not later than 15-02-2023.