NOTICE
The 15th Annual General Meeting of the Happy Nook Co-operative Housing Society Ltd. for the co-operative year 2010-11 will be held on 20.02.2011 (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
21.02.2010 which was circulated earlier.
2. Consideration of the Secretary’s Report (Annexure-A)
- Details of CRES A/C –CESC Advance Deposit Scheme (Attachment – I )
- Details of Fixed Deposit Investment (Attachment – II )
3. Approval of Budget for the year 2011-12 & Programme of Activities for 2011-2012
(Annexure-B)
4. Annual Maintenance Charges on the Members for the year 2011-12 (Annexure-C)
5. Creation of a Sinking Fund (Annexure-D)
6. Appointment of Internal Auditor (Annexure-E)
7. Revised Parking Charges for Power Driven Two Wheelers (Annexure-F)
8. 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 2010-2011
On behalf of Board of Directors, I heartily welcome you all at the 15th Annual General Meeting of our Society. The information and activities of the Society during the year 2010-2011 are presented briefly 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 15 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-167 members
collected their Share Certificates. Remaining 8 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. Membership Register : Membership Register is the fundamental evidence of
membership and is required to be maintained in accordance with Rule 121 of WBCS
Rules, 1987. Audit has observed that though Society is maintaining the same
properly, but in some cases signatures of members are wanting in the Membership
Register, Photos are not provided at some cases, while at some places nominations are
missing. The Board is constantly pursuing the matter with the members to meet up the
deficiencies, but it is observed that 29 members have not yet provided the required
photographs and 34 members have not signed the nomination particulars. Members
are once again requested to cooperate to complete the Membership Register.
6. Board of Directors approved transfer of Ownership of one flat namely Flat No. A-10/8
during the year and also included spouses as Joint Members with the original members
in respect of 05 (five) flats namely flat nos: A- 10 / 3, A-6 / 13, A-6 / 7, A-3 / 12 and
A -10 / 2.
7. No inspection or inquiry was held during the year - hence consideration of report of
inspection or enquiry does not arise.
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8. 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.
9. No relation of the Directors was appointed by the Society during the year.
10. Accounts for the year 2009-10 of our Society and audit of the same have been
completed. The audited accounts for the year 2009-2010 has already been accepted
by the Members in the SGM held on 03.10.2010.
11. Deposits made under CRES Scheme of CESC is enclosed as Attachment-I.
12. Fixed Deposits of Rs.62,74,999.00 is with the Indian Overseas Bank, Kasba Gold
Park Branch as on 31.12.2010 (Details enclosed as Attachment-II), carrying interest
rates of 10% p.a. on Rs.43,50,000.00, 9.50% p.a. on Rs.1,00,000.00, 8.5% p.a.on
Rs.3,00,000.00, 7.50% p.a.on Rs.3,00,000.00, 7.25% p.a.on Rs.3,00,000.00,7.00 %
p.a. on Rs.1,49,999.00, 4.50% p.a.on Rs.4,00,000.00, 4.00% p.a. on Rs.3,75,000.00.
13. The details of monthly staff salary and wages during 2010-11 are as follows:-
Sl No. Name of Staff & Designation Monthly salary Remarks
i) Sri Joydev Giri , Caretaker Rs.6,600.00 Expenditure ii) Sri Anukul Biswas ,Electrician Rs.3,700.00 chargeable to
iii) Sri Ashok Kumar Roy ,Pumpman Rs.3,550.00 Salary & Wages
iv) Sri Raghunath Patra, Gardener Rs.2,550.00 Expenditure chargeable to
Gardening expenses
v) Sri Arjun Mahato ,Sweeper Rs.2,700.00 Expenditure vi) Sri Jhantu Sardar,Sweeper Rs.2,550.00 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.
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14. The financial picture for the year 2010-2011 is presented below:
(in Rs.Thousand)
Estimated Income Approved Budget Estimated Expenditure Excess
upto 31.03.2011 2010-2011 upto 31.03.2011 Expenditure over Income
(Including Maint. 1244.90 1278.22 3.22
Charges of
Rs.2,000/- per Member)
1275.00
15. Activities performed during the year 2010-2011
Apart from routine works for upkeep, security and maintenance work, the following
activities were also undertaken / performed:
i) Part Roof Waterproofing at Building No: 3 over the wing of 3/13 and part roof
waterproofing at Building no.10 over the wings of 10/14 & 10/15.M/S Art &
Architecture was entrusted with the work. Total expenditure for this purpose was
Rs.34,000.00.
ii) 3 nos. distribution pump and 2 no. submersible pumps (including stand by) were
repaired / overhauled.
iii) Repair of small portion of surface drain, replacement of 20 nos. manhole covers,
repair & replacement of sewerage pipes ( Bldg.No: 01,02,04,06,08,09,10) , rain water
pipes (Bldg No: 01,02,03,06,07,08,11) & gate valves at different places.
iv) Purchase and fitting of curtains at the Society office.
v) Tarfelting at the damaged portion of the roof of the Community Hall.
vi) The flooring of the Community Hall has since been renovated by the Happy Nook
Cultural Association for which we are thankful to them. Following the renovation
and improvement of the Community Hall, an increase has been made in the service
charges to augment generation of revenue of the Society. The details of usage
and revised charges have already been communicated to all members and residents.
vii) Spraying of mosquito repellent oil & cleaning of surface drains inside the Campus
are being done regularly.
viii) Two folding type wooden seats between 1st floor and 2nd floor and also between 2nd
and 3rd floors have been installed at Building No:10 on an experimental basis for
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taking some rest / break while climbing up stairs, if necessary. If it is considered
useful by the residents, it may be installed at all the 11 Blocks.
ix) Rent for Transformer Room from CESC Ltd for Rs.4,800.00 received for 09-10
after a lot of persuasion.
x) ABP Pvt. Ltd has not yet made any payment for the glow sign boards in spite of
repeated reminders since 01.10.2009.
xi) Contract of the Security services of the Society with Deekay Security has been made
for 2 years @ Rs.18,000.00 per month.
xii) 500 liter PVC Water Tank replaced at Society office.
xiii) Medical Expenses amounting Rs.2,006.00 paid to Shri Jhantu Sardar, Sweeper who
sustained some injury while on duty.
xiv) Beautification of the Society campus through flower plants and saplings are being
done. Trimming of trees are also being periodically undertaken.
xv) To encourage participatory management, meetings with the Advisory Committee
formed for this purpose were held on 24.01.2010 , 29.08.2010 & 27.01.2011. The
response is very positive.
xvi) A Special General Meeting was held on 3.10.2010 to discuss and decide about
installation of new water supply system, exterior repair and painting of the buildings.
Following the decisions taken in the above SGM, Installation of New Water
Distribution System Network is already in progress. The work has been awarded to
Sri Haripada Gayen @ 1% above the Schedule of Rates.
xvii) A Tender Committee has been formed for evaluation and offering recommendations
to the Board of Directors for acceptance of Tenders for works valued at Rs.50,000.00
or more. This is in addition to Technical Sub-Committee already existing for advising
and implementation of Technical proposals.
xviii) Negotiations have been started with some of our neighbouring Hospitals for
getting some special benefits / discounts for our residents towards indoor and
outdoor treatments as well as on Lab and other Investigations etc. Further
development in this respect will be intimated in due course.
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Frank Ross Pharmacy located at Nabapally on Raj Danga Main Road are already
offering 12% discount to our residents on purchase of medicines including free home
delivery service. More members are requested to avail of these benefits in their own
interests.
xix) A free medical Camp was organized in our Society on 05.12.2010 with the
assistance of Fortis Hospital
camp evoked a good response from members and ended with a lively question-answer
session between the participants and the visiting doctor.
xx) A Library in our Society is functioning since 14.06.2008. Presently, the no. of books
in the Library is 242 (Bengali 211nos.and English 31). The current membership
strength is 38. Group Capt.(Retd) Shri S.B.Majundar (A-11/8), Shri Sasti Ram
Mondal (A-7/7) and Mrs.Mita Banerjee (A-7/2) donated some old books to the
library. We are thankful to them. We are also thankful to lady residents for donating
some books to the library. Shri Joydev Giri, Caretaker is maintaining the Library and
is being paid @ Rs.300.00 p.m. in addition to his salary for this purpose.
xxi) Website for our Society (hnchsl. blogspot.com) opened on 20.01.2010 is functioning
as usual for the benefit of our members.
xxii) A Complaint Register has been kept at the Main Gate with the Security which is
being regularly reviewed and actions are taken.
xxiii) Gate No.2 has been made operational after taking due safety measures and is kept
open daily from 8 A.M. to 11 A.M. and 5 P.M. to 8 P.M. with existing security
personnel.
16. Court Cases : There are currently two court Cases:
i) Manjulika Housing Society 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.
ii) Sri Subrata Ray & Ors have filed a Writ Petition W.P. No. 3458 (W) of 2010 at the
Hon’ble High Court, Kolkata against the Society & Ors relating to installation of
lift in each block of the Society.
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Society is defending the case and an expenditure of Rs.25,100.00 has been incurred
in the Financial year 2010-11. The matter is expected to come up for further
Hearing in due course and some anticipatory budget provision has been kept for this
purpose in the budget estimate of the Society.
17. Creation of Sinking Fund
Board of Directors have since decided to create a Sinking Fund to meet the
expenses for undertaking various maintenance works which would require a
considerable investment over a certain period of time. Details will be discussed in a
separate agenda item (Item No: D). Details of previous Sinking Fund is enclosed in
Attachment No.-IV
18. Appointment of Internal Auditor
In the 14th AGM of the Society held on 21.02.2010, it was resolved to appoint an
Internal Auditor and Shri Ajoy Bhattacherjee (A-11/2) was selected and duly
appointed for this purpose. Shri Bhattacherjee , however, could not find enough time
for this work and a new Internal Auditor is required to be appointed for 2011-12. As
no Report was available from the Internal Auditor, the same could not be placed before
the Members in the AGM. Further discussions will be made at Agenda Item No:E.
19. 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 still being done from some places. All are requested to
co-operate and utilize our door to door collection service for this purpose.
20. Residents are also once again requested to park their cars at the scheduled car
parking spaces only and not on roads to facilitate better traffic movement within our
campus.
At the end, it would be my extreme pleasure to thank you all on behalf of the Board of Directors.
I wish you all best of health, happiness and prosperity.
(Biswatosh Sarkar)
Secretary
Enclo: as stated
ANNEXURE-D
CREATION OF SINKING FUND
Board of Directors have decided to create a Sinking Fund for undertaking the following works:
Estimate of Sinking Fund
Description of Work Proposed year of Estimated
Activity Amount(Rs.)
01. Replacement of Roof, Installation of false ceiling
& repair of windows at Community Hall 2011-12 3,00,000.00
02. Repair of Barbed Wire Fencing 2011-12 75,000.00
over the Boundary Wall
03. Security Shed at 2nd gate 2011-12 25,000.00
04. Repair of Boot House Park
Park & railings, Main gates, lamp posts, roof doors 2011-12 1,00,000.00
 |
5,00,000.00Contribution per member = Rs.5,00,000.00 / 175 = Rs.2,857.14 say Rs.3,000.00
To consider and pass the following Resolution:
“Resolved that pursuant to the requirement for repair and maintenance of various Fixed Assets of the Society, a SINKING FUND will be set up for repairs, replacement of Fixed Assets for an amount of Rs. 5,00,000.00.
Contribution required per member for Rs.3,000.00 to be collected in 2 instalments of Rs.2,000.00 and Rs.1,000.00 by 31.12.2011 and 30.04.2012 respectively.
Late fee will be charged @ 2% p.m. for payments made after due dates”.
ANNEXURE-E
APPOINTMNET OF AN INTERNAL AUDITOR
To bring in more transparency in our accounting system, it has already been decided to introduce Internal Audit system in our Society in addition to regular External Audit.
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 in the AGM. 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 General Body by the B.O.D. and also to the regular External Auditor appointed for the Statutory Audit of the Society.
If approved, the following resolution may be adopted:
“Resolved that an Internal Auditor be nominated in the AGM 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 after consideration in the AGM. The Internal Auditor’s observations shall be placed before the General Body by the B.O.D. and before the regular External Auditor appointed 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-F
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REVISED PARKING CHARGES FOR POWER DRIVEN TWO WHEELERS
In the 14th AGM held on 21.02.2010, the following Resolution was adopted:
Quote:
“Resolved that a member can park a four wheeler or a two wheeler free of charge inside the campus. In case the member parking the 2nd car (Four wheeler) or a motor cycle / scooter (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 / scooter. 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.”
Unquote:
On receiving a no of representations from Cdr.A.K.Paul (A-10/3) and Shri Ajoy Kumar Bhattacherjee (A-11/2) thereafter for reconsideration of parking charges of power driven two wheeler, the matter was further reviewed by the Board of Directors on 07.03.2010. which is as follows:
Quote:
After thread bare discussions, it was decided that w.e.f. 01.04.2010, monthly charge of Rs.50.00 may be levied as parking charges for power driven two wheelers as against Rs.100.00 p.m. decided in the 14th AGM. This is, however, required to be ratified in the next AGM. In the event of same being not getting ratified, the owners shall be liable to pay the balance amount to the Society as per directions of the AGM.
Regarding arrears to be paid by Cdr A.K.Pal for the period from 01.04.06 to 31.03.10,
it was earlier decided in the 12th AGM held on 24.02.2008 that the Board would settle the matter in a manner as deemed appropriate. In view of this, it was decided that as a special case, Cdr A.K.Pal may be permitted to pay his arrear charges in one lump @ Rs.50.00 p.m. without payment of any interest thereon excluding the month of March, 2009 when he did not park his car in the Society campus. The entire amount should be paid within 31.03.2010. The Board authorized Secretary to intimate Cdr A.K.Pal accordingly.
Likewise, it was decided that as a special case Sri Ajoy Kumar Bhattacharya (Flat No.
A-11/2) may also be permitted to pay his arrear charges for parking his power driven two
wheeler as a second mode of conveyance for the period from June,2007 to May,2008 in
(Contd…P/2)
ANNEXURE-F
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one lump @ Rs.50.00 p.m. without payment of any interest thereon. The Secretary would intimate Sri Bhattacharya accordingly.
Unquote:
As per the above decision of the Board of Directors, Cdr.A.K.Paul & Shri A.K.Bhattacherjee cleared their arrear dues within 31.03.2010. Parking charges @Rs.50.00 p.m. are since being realized w.e.f. 01.04.2010 from the members owning two wheelers as 2nd vehicle.
Realising practical situation and verbal requests received in the matter from time to time the BOD took a further decision in their meeting dated 28.08.2010 as per following:
Quote:
“Tenants will be charged Rs.250.00 p.m. if power driven two wheelers are kept as 2nd vehicle in case tenants do not remove the same.”
Unquote:
The above decisions of the Board may kindly be ratified and the following Resolution effective from 01.04.2010 may be adopted.
Quote:
“Resolved that a member can park a four wheeler or a two wheeler free of charge inside the campus. In case the member parking the 2nd car (Four wheeler) or a motor cycle / scooter (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 / scooter. No member will be allowed to park in all more than two nos. four wheeler and / or two wheeler inside the campus.
Tenants will be normally allowed to park either a two wheeler or a 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.
Tenants, still keeping a four wheeler or a two wheeler as a second vehicle will have to pay Rs.2000.00 p.m. for the 2nd four wheeler or Rs.250.00 p.m. for the 2nd two wheeler as the case may be on getting prior specific approval of the Board of Directors in the matter.
All Parking charges are to be paid by the 10th of the month failing which interest @ 2% p.m. will be charged.”
Unquote:
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