NOTICE
The 14th Annual General Meeting of the Happy Nook Co-operative Housing Society Ltd. for the co-operative year 2009-10 will be held on 21.02.2010 (Sunday) at 4.30 P.M. at the Community Hall of Happy Nook Co-operative Housing Society Ltd to discuss the under noted Agenda.
For transacting the business as per the under noted Agenda, Members are requested to kindly attend the meeting.
Secretary
AGENDA
1. Confirmation of the proceedings of the last Annual General Meeting held on
22.02.2009 which was circulated earlier.
2. Consideration of the Secretary’s Report (Annexure-A)
- Consideration of the Audit Report and Audited Statement of Accounts for the
year 2008-09 (Attachment – I ) with Additional Information ( 3 sheets)
- Refund of surplus Fund (Attachment-II)
- Details of CRES A/C –CESC Advance Deposit Scheme (Attachment – III )
- Details of Fixed Deposit Investment (Attachment – IV )
3. Approval of Budget for the year 2010-11 & Programme of Activities for 2010-2011
(Annexure-B)
4. Annual Maintenance Charges on the Members for the year 2010-11 (Annexure-C)
5. Appointment of Internal Auditor (Annexure-D)
6. House Transfer / Rent Procedure (Annexure-E)
7. Levying of Revised Parking Charges and Parking Norms for Cars, Motor
Cycles/Scoters (Annexure-F)
8. Installation of Lifts in Each Block of Society (Annexure –G)
9. Consideration of any other matter which may be forwarded in accordance with
Bye Laws with the approval of Chairman.
ANNEXURE-A
Secretary’s Report for the year 2009-2010
On behalf of Board of Directors, I heartily welcome you all at the 14th Annual General Meeting of our Society. The pertinent information and activities of the Society during the year 2009-2010 are presented below:
1. Membership Status: 175 Members are on roll as on date.
2. Flats taken over: Out of 176 flats, possession has been taken for 175 flats.
Presently 115 members and their families are residing in their allotted flats.
Another 17 flats are under occupation of tenants and the remaining flats are not
being regularly used by the owners.
3. Share Certificate: Out of 175 Share Certificates ready for issue-166 members
collected their Share Certificates. Remaining 9 members are once again being
requested to collect their Share Certificates after observing the required formalities to
avoid any adverse observation by any statutory authority.
4. Mutation: Mutation of all 175 flats have been completed.
5. Board of Directors approved transfer of Ownership of only one flat namely Flat No.
A-7/3 during the year.
6. No inspection or inquiry was held during the year - hence consideration of report of
inspection or enquiry does not arise.
7. There was no case relating to loans and advances made to the Directors
of the Board and their relatives during the year and therefore recovery of
the same does not arise.
8. No relation of the Directors were appointed by the Society during the
year.
9 Accounts for the year 2008-09 of our Society and audit of the same have been
completed. The audited accounts for the year 2008-2009 is enclosed as
Attachment-I. There was a cash surplus of Rs.61,431.69 in 2008-09 and the Board of
Directors has decided to refund the entire cash surplus equally among the members.
The matter has been proposed for discussion in Attachment –II to this Report.
10. Deposits made under CRES Scheme of CESC is enclosed as Attachment-III.
11. Fixed Deposits of Rs.53,00,000.00 is with the Indian Overseas Bank, Kasba Gold
Park Branch (details enclosed as Attachment-IV), carrying interest rates of 10.5%
p.a on Rs.4,00,000.00, 10% p.a. on Rs.43,50,000.00, 9.50% p.a. on Rs.1,00,000.00,
8.5% p.a.on 3,00,000.00 and 6.75% p.a. on 1,50,000.00.
12. The details of monthly staff salary and wages during 2009-10 are as follows:-
Sl No. Name of Staff & Designation Monthly salary Remarks
i) Sri Joydev Giri , Caretaker Rs.6,000.00 Expenditure ii) Sri Anukul Biswas ,Electrician Rs.3,350.00 chargeable to
iii) Sri Ashok Kumar Roy ,Pumpman Rs.3,200.00 Salary & Wages
iv) Sri Raghunath Patra, Gardener Rs.2,300.00 Expenditure Chargeable to
Gardening expenses
v) Sri Arjun Mahato ,Sweeper Rs.2,450.00 Expenditure vi) Sri Jhantu Sardar,Sweeper Rs.2,300.00 chargeable to
Campus Cleaning Expenses
Besides above, Society is contributing @ Rs.200.00 p.m. for above 6 employees under Employees’ Welfare Fund Scheme w.e.f. April,2008. The employees themselves are also contributing @ Rs.200.00 p.m. and individual bank accounts have been opened for this purpose at the Indian Overseas Bank, Kasba Gold Park Branch, in April,2008.
13. The financial picture for the year 2009-2010 is presented below:
(in Rs.Thousand)
Estimated Income Approved Budget Estimated Expenditure Excess
upto 31.03.2010 2009-2010 upto 31.03.2010 Expenditure over Income
(Including Maint.
Charges of
Rs.1,250/- per Member)
1060.75 1009.40 1148.39 87.64
14. Activities performed during the year 2009-2010
Apart from routine works for upkeep, security and maintenance work, the following
activities were also undertaken / performed:
i) Road repairing was done from May 28 ,2009 to June 3,2009 . M/S Banerjee
Rs.3,38,683.00.
ii) 16 nos. of cycle stand were made for keeping cycles particularly for the use of the
drivers. Expenditure for this purpose was Rs. 15,652.00.
iii) Name and flat nos. were written on all the letter boxes of 11 buildings.
Expenditure incurred was Rs.1,950.00.
iv) Lawn Mower for cutting grass was purchased at a cost of Rs. 3,700.00 for
beautification of the campus.
v) Indoor white washing was done for Office & Community Hall. Expenditure was
Rs.4,000.00.
vi) Spraying of mosquito repellent oil & cleaning of surface drains inside the Campus
are being done regularly.
vii) While taking over the Common Area of our Society on 31.01.1996, at the request
of WBHB, as a gesture of goodwill, we agreed to allow WBHB to use the place
occupied by them for the purpose of godown, steel stacking yard, electrical switch
room on the commitment from WBHB that the same area will be handed over to us
to form a part of our Common Area after construction of the entire E.C.T.P,Phase-
IV is completed sometime in December,1996. Accordingly the same area was
marked on ‘Lay Out Plan of Handing over & Taking over’ document as the area to
be handed over to us by December 1996 by WBHB. Thereafter, completion of the
Project works pertaining to entire E.C.T.P,Phase-IV,was delayed.
Incidentally, Switch room for the construction of entire E.C.T.P, Phase-IV was
located between the back of the godown and boundary wall of our Society. A door
opening was provided during this construction stage in the boundary wall of our
Society for electricians to come inside the switch room from the public road
between boundary wall of our society and boundary wall of Manjulika Housing
Society (Type-C Flats).
Through constant follow up, WBHB in a meeting held on 15.11.2001 finally
agreed that as soon as the money for the godown would be deposited to WBHB by
our Society and the shifting of existing office premises of E.C.T.P, Phase-IV is
completed, the gap in the boundary wall would be closed by them. However,
inspite of our depositing money for the godown and removal of the electrical
switches after completion of the Project, no action was taken by WBHB to close
the boundary wall.
Finally, after our constant endeavour, WBHB placed an order with a contractor
on 10.05.07 to construct the small portion of boundary wall left open within the
campus of our Society. Unfortunately, on 18th May 2007 ,when WBHB started the
work of closing the opening in our boundary wall through their appointed
contractor, residents of Manjulika Co-operative Housing Society Ltd obstructed
the work and the contractor was prevented to perform. The happenings were
reported to the Officer-in-Charge ,Tiljala Police Station by Joint Director (EP) /
WBHB as well as by us.
Manjulika Housing Society, thereafter, has filed a suit against WBHB in the court
of the Learned 1st Civil Judge (Junior Division), Alipore on various issues
including the closure of our boundary wall. We have through our appointed lawyer
filed a petition seeking to be an “Added Party” in the court case to safeguard our
interest which has since been granted. We are keeping in touch with our Lawyer in
the matter. This is for present information of the Members.
viii) Patch repair works were done in Building nos.A-1, A-4, A-5, A-6, A-7, A-8, A-9,
A-10 & A-11 and also the overhead tanks were repaired in Building no. A-5
(2 nos.) ,A-7 (2nos.) ,A-10 (4nos.) & A-11 (1 no.). Total expenditure was
Rs.74,695.00.
ix) One member donated garbage bins for our Society. We are thankful to him.
x) Painting of Security room and Main Gate was made at an expenditure of
Rs. 2,992.00.
xi) A Library in our Society is functioning since 14.06.2008. Presently, the total no.of
books is 178 and the membership strength is 37. On a Board decision, Shri Joydev
Giri, Caretaker is being paid Rs.300.00 p.m. in addition to his salary for
maintaining the library and library related works. The cost is chargeable to library
expenses.
xii) A free Medical Camp was organized in our Society for the benefit of our members
on 09.04.2009 and 23.04.2009 with voluntary services from Dr.A.Pal (A-9/16),
Dr.N.Sarkar (A-7/16) and Dr.(Mrs.) M.A.Archarya (A-7/13). Dr.Alok Raha
(A-10/11) ably co-ordinated the matter. We thank them all for their noble gesture.
xiii) An iron removal plant was mooted to be installed in our Society which was
subsequently abandoned as the water test result showed that the iron content in our
water is less than the permissible upper limit. The arsenic content in water is also
found to be within the acceptable limit.
Members will be glad to know that the KMC has already taken up a project for
supply of treated surface water from Hooghly River
we will also be benefited in not a very distant future.
xiv) Cleaning and repair of submersible pump & motor for our Tubewell to improve the
quality and quantity of water were done. The total expenditure was Rs.9,640.00.
xv) Regular maintenance of Distribution pump was made by professional mechanic to
ensure smooth supply of water.
xvi) Leakage repair of water supply pipe line was made behind bldg no.2 ,Boot House
Park, near 2nd gate, between Bldg.no.4 and 5, underneath the road in front of bldg
no.7 which remained unrepaired for quite some time and also at some other places.
xvii) Beautification through flower plants and saplings are being done.
Trimming of trees are also being periodically undertaken.
xviii) Lighting arrangement in front of each block has been made at an expenditure of
Rs.3,050.00.
xix) A Special General Meeting was held on 11.10.2009 to discuss the technical,
financial and legal implication of installation of lift in each block of our Society.
81 members attended the meeting. During voting by show of hands, 37 members
voted in favour and 28 members voted against installation of the lift. 16 members
did not respond. Subsequent to this Special General Meeting, 66 members
submitted a written petition to the Chairman of the Society for rejection of the
proposal of installation of the lift in our Society citing various reasons including
technical, legal and other procedural matters.
xx) An agreement with CESC was signed on 01.04.2008 for payment of rent
@ Rs.400.00 per month for the transformer room located below our Society Office
with provision of 10% increase in rent in every three years. Society has received
@ Rs.400.00 p.m. for 2008-2009. But till date CESC has not paid any amount for
the year 2009-2010. Arrear rental charges from 01.01.1996 to 31.03.2008 are also
pending. The matter is being pursued with CESC.
xxi) The existing contract with Deekay Security for providing security services in our
Society will expire on 30.04.2010. The Board will review and take appropriate
action in the matter to get quality security services.
xxii) A agreement was made with ABP Pvt.Ltd which was effective from 1st
September’08 to 31st August’10 to put on glow sign boards at a few places in our
campus. ABP Pvt.Ltd agreed to reimburse the electricity charges @ Rs.1,100.00
per month to the Society. But since April,09 no payment has been made to us. We
are pursuing the matter.
xxiii) A complaint register / suggestion book has been opened and kept with the Security
for the benefit and convenience of residents.
xxiv) With the objective of encouraging ‘participatory management’ in managing the
affairs of our Society, an Advisory Committee has since been formed comprising
of more than 30 members to advise the Board on various matters. The first meeting
of the Board of Directors with the Advisory Committee has since been held on
24.01.2010. Response from the advisors is encouraging.
xxv) To bring in more transparency in our accounting system, it has been decided to
introduce internal audit system in our Society in addition to regular external audit.
Details will be discussed in a separate agenda item (Item No.5).
xxvi) A website for our Society has since been opened ( hnchsl.blogspot.com) which
would display various information relating to our Society. This will, particularly,
benefit members residing outside the campus.
xxvii) We have started negotiation with some of our neighbouring Hospitals for getting
some special benefits / discounts for our residents in indoor and outdoor
treatments as well as on Lab and other Investigations etc. Development in this
respect will be intimated in due course.
After the Election of the Board of Directors of our Society held on 13.12.2009, the new Board took over the responsibility on 17.12.2009. Since not much time was available thereafter before convening this AGM, the newly constituted Board could not apply their mind adequately and finalize the programme of bigger activities which would be required to be taken up during 2010-11.
The most important task which demands immediate attention is the replacement of the existing water supply net work of our Society which has been very badly damaged and causing a lot of problems due to leakages occurring here and there, particularly in the sub-surface portions and underneath the roads. This may result in serious health hazards apart from frequent interruptions of water supply, larger pumping costs and various other inconveniences which we are experiencing. We propose to prepare a detailed work plan and cost-estimate in this respect and discuss the matter in a Special General Meeting to be convened for this purpose for seeking the approval of the Members.
Exterior repair and outside painting of buildings are also needed. Phasing of programmes will be made in such a manner, so that the members are financially less inconvenienced.
We are making every endeavour to keep our campus clean including the rear portions of our Blocks. It is our earnest request to all our residents not to throw and dispose any waste materials including used flowers etc. from their apartments into the common area which are being done in some cases now. All are requested to co-operate and utilize our door to door collection service for this purpose.
Residents are also once again requested to park their cars at the scheduled car parking spaces and not on roads to facilitate better movement within our campus.
At the end, it would be my pleasure to thank you all on behalf of the Board of Directors.
I wish every one best of health, happiness and prosperity.
(Biswatosh Sarkar)
Secretary
Enclo: as stated
ANNEXURE- D
APPOINTMENT OF INTERNAL AUDITOR
The Board of Directors has unanimously decided for engaging an Internal Auditor for this Co-operative Society.
It was proposed and Board of Directors in their meeting unanimously decided that, as a guard / precautionary measure an Internal Auditor be engaged from amongst members of this Co-operative Society who is not a member of the Board of Directors of the Society. This will be help to the Board to carry on the job of the Society, in financial matters and will act as an additional guideline. The post of Internal Auditor will be for a term of 01(one) financial year renewable for extended term / terms of 01 (one) year each, on the decision and consideration of the Board of Directors in its meetings. The post of such Internal Auditor will carry no emoluments or honorarium. Any contingent expenditure in this connection will be done under the supervision of the Board of Directors.
All relevant information of the internal audit of a year will be placed before the regular External Auditor for the Statutory Audit of the Society.
If approved, the following resolution may be adopted:
“Resolved that an Internal Auditor be appointed by the Board of Directors of the Society from amongst the members of this Society who is not a member of the Board of Directors without any emoluments or honorarium. The tenure of the Internal Auditor will be for one year which is renewable for extended terms of one year each at the consideration of the Board of Directors. The internal Audit information will be furnished before the regular External Auditor for the Statutory Audit of the Society. Any contingent expenditure in this connection will be done under the supervision of the Board of Directors.”
ANNEXURE- E
HOUSE TRANSFER / RENT PROCEDURE
Permission for Transfer of Flat
An intending transferor of a flat should intimate his intention to the Society office at least 45 days before the proposed date of transfer which would be displayed in the Notice Board of the Society for the knowledge of other members.
Thereafter application with an application fee of Rs.1000.00 (non-refundable) shall be made by the prospective transferor of a flat of the Happy Nook Co-operative Housing Society Ltd which should reach Society’s Office clear 30 days before the proposed day of transfer (excluding the days of application and transfer) alongwith the following papers:
01. Application for membership of Happy Nook Co-operative Housing Society Ltd. of the would-be member in the prescribed application form.
02. Affidavit by the transferee in the prevailing Form.
03. Copy of Sale West Bengal Housing Board and Reconveyance Deed with the Society.
04. Copy of Agreement for transfer between the Transferor & the Transferee.
05. I.T Clearance / copy of T.D.S.Form No.16 / Salary Certificate and Employer’s Certificate towards Professional Tax of the Transferee.
06. Form No. XXIX for membership.
07. 4 Nos. passport size photographs of the Transferee.
In addition to the quoted steps as above, the following points also to be fulfilled:-
- Submission of
i) Self attested Xerox copy of PAN CARD (both sides)
ii) Self attested Xerox copy of Passport (if any) 3rd,4th and last 2 pages
iii) Self attested Xerox copy of proof of last place of stay eg. Ration Card / Electric Bill / Telephone Bill (any one)
iv) Self attested Xerox copy of intimation to his / her recent employer about his / her new address
Permission for Rent out of Flat
01. At first the Owner / the Constituted Attorney apply with a fee of Rs.500.00 (non
refundable) for renting out the flat with Bio-data , Passport / Pan Card , proof of
last staying eg. Ration Card / Electric Bill /Telephone bill, intimation to his / her
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recent employer about tentative new address of the prospective tenant. Only after
getting the formal approval from the Board, the Owner / the Constituted Attorney
will make agreement of tenancy with the proposed tenant.
02. Licensee should abide by the Rules ,Regulations and Orders of the Management of
the Society.
03. The Licensee / Owner shall pay Rs.300.00 per month towards Service Charges
payable within 10th of every month failing which late fee @ 2% per month on the
outstanding due shall also be payable. The monthly Service Charges and interest
due to non-payment remain open for revision from time to time on reasonable
grounds depending on norms which guide the earning of revenue to meet the
expenses of the Society. It will be time to time supervised by the Board of
Directors.
04. The Licensees / Owner shall pay Car Parking Charges for the car @ Rs.750.00
per month or @Rs.100.00 per month for the motor cycle / scoter within 10th of every
month failing which late fee @ 2% per month on the outstanding due shall be
payable. Parking of 2nd car or motor cycle / scoter of the tenants will not be allowed
inside the complex.
There may be hike of the car or motor cycle / scoter parking charges and change of
the last day of monthly payment. The rate of interests may also change on
reasonable ground of price hike etc. as mentioned in (03) above .
05. Even if the stay of the licensee and / or parking of car or motor cycle / scoter is part
of a month and not for the whole month, payment for the purposes mentioned in sl.
no.03 & 04 above shall be made for the whole month. It will not be calculated in
terms of days of stay or parking of car.
06. In case of any outstanding money / claim pending on him / her it has to be cleared by
him / her prior to leaving the flat. Failure to do so will call for taking some step as
postponing removal or shifting his personal belongings from the flat and will be
applicable, till the matter is settled.
LASTLY, IN CASE OF RENTING A FLAT THE ORIGINAL OWNER SHALL REMAIN FINALLY RESPONSIBLE TO SET RIGHT THE WRONG-IF ANY DONE BY THE TENANT.
ANNEXURE-F
Levying of Revised Car Parking Charges and
Parking Norms for Cars ,Motor Cycles / Scoters
In view of the dwindling earning of the Society due to lesser banking interest rates etc, it is inter alia required on one hand to review the existing parking charges of conveyances belonging to owners and tenants and simultaneously the shortage of parking space in our campus is also a major concern.
Keeping these twin objectives in mind, it is proposed that no member will be allowed to park in all more then two nos. four wheeler and / or two wheeler inside the campus. There will be no parking charge for the 1st four wheeler / power driven two wheeler as before. However, for the 2nd four wheeler / power driven two wheeler the parking charges will be Rs.750.00 p.m. and Rs.100.00 p.m. respectively.
Tenants will not also be allowed to park more than one four-wheeler car / power driven two wheeler. The parking charges for the car and motor cycle / scoter for the tenants will be Rs.750.00 p.m. and Rs.100.00 p.m. respectively.
The proposal is proposed to be made effective w.e.f. 01.04.2010.
In fine, the applicable parking charges for Cars, Motor Cycles / Scoters w.e.f. 01.04.2010 for owners and tenants are proposed as follows:-
| Type of Vehicles | Parking charges per month | |||
| Car Motor Cycle/ Scoter | Owner | Tenant | ||
| 1st conveyance | 2nd Conveyance | 1st Conveyance | 2nd Conveyance | |
| Free Free | Rs.750.00 Rs.100.00 | Rs. 750.00 Rs. 100.00 | Not Allowed Not allowed | |
The matter may be considered by the members and if agreed the following resolution may be adopted:
“Resolved that a member can park a four wheeler or a two wheeler free of cost inside the campus. In case the member parking the 2nd car (Four wheeler) or a motor cycle / scoter (two wheeler) he will have to pay Rs.750.00 p.m. for the 2nd car or Rs.100.00 p.m. for the motor cycle / scoter. No member will be allowed to park in all more than two nos. four wheeler and / or two wheeler inside the campus.
No tenant will be allowed to park any 2nd two wheeler / four wheeler. He / She will have to pay parking charges of Rs.750.00 p.m. for the four wheeler and Rs.100.00 p.m. towards power driven two wheeler.
All Parking charges are to be paid by the 10th of the month failing which interest @ 2% p.m. will be charged.”
The above resolution will come into effect w.e.f. 01.04.2010.
ANNEXURE-G
Installation of Lifts in Each Block of Society
An Opinion Poll was initially conducted in April-May 2008 for obtaining the views of the members in this regard and the result was as follows:
i) Member / Joint Members in favour of installation of lifts 57
ii) Members / Joint Members against installation of lifts 41
iii) Invalid papers submitted 03
iv) No.of Members / Joint Members residing in the Society
who did not submit opinion 21
v) No.of Members / Joint Members outside the campus
who did not submit opinion 51
Total 173
|
Subsequently, a Special General Meeting was held on 11.10.2009 to discuss exclusively on the technical, financial and legal issues involved in the installation of lifts. 81 members attended the Special General Meeting. A motion was moved towards installation of lifts when voting was held on the motion by show of hands. 37 members voted in favour of installation of lifts and 28 members voted against it, while 16 members did not participate in the voting. A resolution was taken in favour of installation of lifts and it was also resolved that contribution per member towards installation of lifts will be as follows:
Ground Floor Rs.14,000.00
First Floor Rs.21,000.00
Second Floor Rs.1,50,500.00
Third Floor Rs.1,64,500.00
After the Special General Meeting, 66 members filed a written memorandum rejecting the proposal for installation of lifts on technical, financial, legal and various other issues. It was inter alia mentioned in the memorandum that the purported resolution is illegal as it contravenes amongst others, provisions of Section 7 of the West Bengal Apartment Ownership Act 1972, Section 87 (sub sections 4 & 5) of West Bengal Co-operative Societies Act,1983 and various provisos especially Clause 8 of Sale Deed.
These provisions essentially demand consent from all members before proceeding further in the matter.
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Since in the instant case, there is no unanimity and a large section of members are opposed to the proposal of installation of lifts ,it is not feasible to proceed in the matter any further to give effect to the Resolutions adopted in the Special General Meeting held on 11.10.2009.
Members are requested to consider the above facts and if agreed the following resolution may be adopted:
“It is resolved that the proposals of installation of lifts in each Block of Happy Nook Co-operative Housing Society Ltd. and contributions payable thereof per member for that purpose as adopted in the SGM held on 11.10.2009 would not be proceeded any further for implementation unless a total consensus is reached amongst the members as per statutory requirement in this matter.”
Attachment-II
REFUND OF SURPLUS FOR THE YEAR 2008-2009
In the 12th Annual General Meeting held on 24.02.2008 and 08.03.2008 (Adjourned) it was decided to collect Rs.700.00 from each member to bridge the gap between projected expenditure over income. The total value was Rs.1, 22,500.00.
As there was cash surplus of Rs.61,431.69 in the 2008-09 financial year, the Board of Directors has unanimously decided to refund the entire cash surplus for the year 2008-09 and distribute the same equally among members (Rs.351.04 per member)
If the members agree to this proposal the following resolution may be adopted.
“Resolved that the cash surplus of Rs.61,431.69 in the year 2008-09 financial year be refunded and distributed equally among the members. This money shall be adjusted against the Maintenance Charges of
2010-11 ”.
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