Minutes of Proceedings of 15th Annual General Meeting held on 20.02.2011

In terms of the Notice dated 28.01.2011 issued by Sri Biswatosh Sarkar, Secretary, Happy Nook Co-operative Housing Society Ltd., the Annual General Meeting of the Society commenced at 4.35 P.M on 20.02.2011 at the Society premises with Sri Benudhar Munshi as Chairman of the meeting.
Members Present: 46 (Forty Six)
The Chairman called the Meeting to order.
At the outset, the Chairman requested the members to observe one minute silence to show respect to the departed souls of late S.Dutta (A-9/7), late Narayan Bhattacherjee
(A-8/8), late Masudul Hussion (A8/6) and late Gita Mukherjee (A-5/5) when the members stood in silence.
The Chairman then requested the Secretary to read out the Notice dated 28th January, 2011 of the 15th Annual General Meeting for convening the meeting which was done.
Being requested by the Chairman, the Secretary initiated discussion Agenda wise.
Agenda No: 01
Confirmation of the proceedings of the last Annual General Meeting held on 21.02.2010.
Secretary stated that the minutes of the last AGM was duly circulated. Members may deliberate on any point to be included or omitted. He read out one letter of Sri Kushal Roy (A-7/6) dated 26.02.2010 received in this connection and with the consent of all members, the minutes of the 14th AGM were modified to that extent. Nobody raised any further point and the minutes of the last AGM were confirmed unanimously which was proposed by Group Captain S.B.Majumdar (A-11/8) and seconded by Shri Dilip Kumar Mukhopadhyay (A-3/7).
Agenda No: 02
Consideration of the Secretary’s Report
Secretary wanted to know whether the Annual Report of the Secretary circulated earlier might be presumed to be treated as read. Smt. Nargis Sattar Hussion (A-8/6) requested to recapitulate the salient points which the Chairman narrated in brief. Secretary then placed the report to the General Body for discussion.

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Sri Pratul Roychowdhury (A-9/8) opined that for change of Membership the names of new members should be informed to other members.
The Chairman specially thanked all the members of the Technical Committee, Tender Committee and the Advisory Committee for their co-operation, help & guidance in running the Society.
Secretary stated that a network connection has been taken in the Society Office from Cable Operator for use of web site more regularly.
Mr.Pratul Roychowdhury wanted to know the reasons behind lower electricity bill in 2007-08 compared to its previous year when there is steady increase in other years.
Secretary stated that the matter was related to the period of earlier Board and the reasons will be looked into and made known to him.
In reply to Sri Roychowdhury’s enquiry in Attachment I at Secretary’s Report, Chairman
stated that the amounts shown in Bill paid during the year (column 6) depict only such amounts which are adjusted from CRES A/C. These consumptions are for running of pumps and street lights and do not reflect the entire electricity bill of the Society.
Sri Kushal Roy requested for taking some steps regarding regular traffic jam in front of Happy Nook and Ruby crossing.
Chairman replied that he took some initiative in this matter in the past. The matter will be further followed.
Secretary mentioned about the urgent need of cleaning of the outside drain of Happy Nook which is looked after by KMC. He stated that a concerted effort is necessary in this regard.

The Secretary’s Report after detailed deliberation was unanimously accepted which was proposed by Sri H.K.Dutta (A-9/7) and seconded by Sri Tarun Sarkar (A-8/12).
Agenda No: 03
Approval of Budget for the year 2011-12 & Programme of Activities for 2011-2012
The Secretary initially explained the trend of increasing expenditure on various heads in the Society over the years due to ageing of the various assets.
Secretary stated that the Annual Maintenance Charge for 2011-12 has been proposed for Rs.2,500.00.
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Sri Goutam Basu Thakur (A-1/2) told that the budget provisions for legal expenses, wages, gardening expenses etc. are justified. He said that there is also possibility of increase in legal expenses to defend cases against the Society. He, however, questioned on the necessity of increase in garbage removal expenses.
Secretary pointed out about the difficulties being presently faced regarding garbage disposal demanding more provision in this respect.
Sri Pratul Roychowdhury wanted to know the reasons for increase in budget provisions for Civil Repair & Maintenance, Plumbing & Fittings, Pump & Tubewell etc.
Secretary stated that being very old, rain water pipes, sewer pipes etc.require frequent replacement. Riser pipes, gate valves etc. for water supply also require changes at places quite often. Likewise, Pumps, Motor & Tubewell maintenance cost has been kept on higher side since all these are very old. These maintenance provisions have not been included in the project works being taken up in the Society.
Chairman stated that there is hardly any scope of reducing the expenditure further save & except on electricity consumption which may be less on completion of the new water supply network. However, the actual ground reality needs to be observed.
Secretary stated that an appeal has been made in the Notice Board requesting voluntary participation of one or two members from each block to oversee civil works in their respective blocks to be undertaken shortly by the Board. Unfortunately, excepting Shri Goutam Basu Thakur, nobody has shown any interest so far. He urged upon the members to come forward to ensure betterment of quality and speedy execution of the work.
The flowing members volunteered to oversee the repair works in their Blocks.
Block No. Name Flat No.
A-1 & 2 Shri Goutam Basu Thakur 1/2
A-3 Shri Anup Dewanji 3/9
A-4 Shri Swapan Dutta 4/8
A-5 Shri P.K.Guha Biswas 5/3
A-6 Shri Goutam Banerjee 6/14
A-7 Shri S.N.Roychowdhury 7/10
A-8 Shri Sushim Mukherjee 8/1
A- 9 Shri H.K.Dutta 9/7
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A-10 Cdr A.K.Paul 10/3
A-11 Shri P.K.Ghosh 11/10

Sri P.K.Guha Biswas ( A-5/3) desired that if detailing of the repair works is made known, members may also suggest some points.
Shri Basudev Paul (A-10/7) stated that a display Board may be put up containing the names of the residents / occupants in each block.
Secretary stated that names are already there in the letter boxes in each block. However, if the members so desire this may be considered.
Shri Samarjit Sen (A-10/2) also favoured the idea.
Shri P.B.Sinha (A-9/14) & Shri Goutam Basu Thakur however, opined that since hardly any change occurs in the occupancy status unlike Govt.Housing, this is not essential. Security guards can very well guide an outsider to his destination for this purpose.
Shri P.K.Ghosh (A-11 /10) suggested that a Block Layout Map may be displayed near the Front Entrance Gate.
Shri Tarun Sarkar (A-8/12) proposed that the existing PVC rain water pipes which are no longer manufactured should be replaced with modern versions.
Secretary answered that phase wise changes of such pipes will be undertaken in view of the cost factor. However, the symmetrical pattern of the buildings will be disturbed initially due to such gradual replacements.
Shri S.N.Roychowdhury (A-7/10) stated that Fixed Deposits should be suitably prematuredly withdrawn and reinvested due to enhancement of rates of interest in recent times.
Shri Debasis Das (Director) stated in detail about the changes being made in Fixed Deposits.
After detailed deliberation, Annual Budget & Programme of Activities for 2011-2012 were unanimously approved which was proposed by Shri Goutam Basu Thakur & seconded by Shri S.N.Roychowdhury (A-7/10).


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Agenda No.04
Annual Maintenance Charges on the Members for the year 2011-12

Shri Tarun sarkar suggested that annual maintenance charges may be staggered and at least it should be payable in six instalments.
Secretary & Shri Debasis Das (Director) stated that six instalments will cause inconvenience towards maintenance of accounts.
Shri Pratul Roychowdhury said that instalment should commence from May 2011 instead of April 2011.
After long deliberation, Shri Goutam Basu Thakur (A-1/2) proposed the Annual Maintenance Charges for the year 2011-12 placed before the house for acceptance which was seconded by Shri S.N.Roycowdhury (A-7/10) and the Resolution as below was carried unanimously: “Resolved that Annual Maintenance Charges of Rs. 2,500.00 for the year 2011-12 with effect from 01.04.2011 be paid by Members either one time within 31st August, 2011 or in two instalments of Rs. 1,500.00 by 31st August ,2011 & Rs. 1,000.00 by 30th November 2011 and interest @ 2% per month would be payable for delayed payment”.
Agenda No.05
Creation of a Sinking Fund
Secretary proposed that a Sinking Fund to the tune of Rs.5 lakhs be created for the following works:
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, Painting of the
Park & railings, Main gates, lamp posts, roof doors 2011-12 1,00,000.00

5,00,000.00

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Shri Basudev Paul (A-10/7) had earlier proposed in writing that these works be carried out in 2012-13 to obviate the financial hardship of the members during 2011-12 when other instalments are also payable.
Secretary read out the letter of Shri Basudev Paul.
Shri Sasti Ram Mondal (A-7/7) stated that false ceiling is not essential at this stage, though the asbestos roofing being very old needs replacement.
Shri Tarun Sarkar stated that aluminum sheets, being eco-friendly, are considered as replacement material for asbestos sheets.
Shri Goutam Basu Thakur stated that it is to be decided in principle whether any new construction could be made with Sinking Fund.
Shri Samarjit Sen stated that some four or five years back Sinking Fund was created. So, this is not a new concept. Now it is to be decided whether the renovation work should be carried out or not, keeping in mind that the Community Hall is being used by the community in general, individual residents occasionally and this is also 15 years old.
Shri G.B.Thakur stated that whether this fund can be considered as a mere development fund or a sinking fund is debatable.
Shri S.N.Roychowdhury stated that roads of Happy Nook also require repairing.
After long deliberation, Secretary proposed that the following works may be taken up during 2011-12:

Description of Work Proposed year of Estimated
Activity Amount(Rs.)

01. Repair of Barbed Wire Fencing 2011-12 75,000.00
over the Boundary Wall
02. Security Shed at 2nd gate 2011-12 25,000.00

03. Repair of Boot House Park, Painting of the
Park & railings, Main gates, lamp posts, roof doors 2011-12 1,00,000.00

2,00,000.00

Contribution per member = Rs.2,00,000.00 / 175 = Rs.1,142.85 say Rs.1,200.00


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The following resolution proposed by Shri Pratul Roychowdhury (A-9/8) and seconded by Shri Goutam Basu Thakur (A-1/2) was adopted:

“Resolved that pursuant to the requirement for development, repair and maintenance of various Fixed Assets of the Society, a Sinking Fund will be set up for an amount of Rs. 2,00,000.00.

Contribution required per member for Rs.1,200.00 to be collected by 31.01.2012.

Late fee will be charged @ 2% p.m. for payments made after due dates”.

The other works proposed will be carried out during 2012-13.

Agenda No:06
Appointment of Internal Auditor
Shri Dilip Kumar Mukhopadhyay (A-3/7) was proposed as Internal Auditor of the Society by the House.
Shri Mukhopadhyay stated that he would be out of country for five to six months. However,it was felt by the House that it would not pose any problem in discharging his responsibility.

The following Resolution proposed by Shri Goutam Basu Thakur (A-1/2) and seconded by Shri Pratul Roychowdhury (A-9/8) was adopted:
“Resolved that Shri Dilip Kumar Mukhopadhyay be appointed as Internal Auditor of the Society for 2011-12 which is renewable for extended terms of one year each at the 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.”

Agenda No:07
Revised Parking Charges for Power Driven Two Wheelers
Secretary stated in brief about the previous resolutions and the representations of Cdr A.K.Paul (A-10/3) & Shri A.K.Bhattacherjee (A-11/2) received from time to time in this respect. In view of above, Board revised the rental charges of power driven two wheelers
@ Rs.50.00 p.m. w.e.f. 01.04.2010 and allowed both of them to pay their arrear rental charges prior to 01.04.2010 in one lump @ Rs.50.00 p.m. without payment of any interest thereon, subject to ratification in the 15th Annual General Meeting.
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The above action of the Board was discussed and ratified unanimously.
Shri Pratul Roychowdhury and Shri Goutam Basu Thakur insisted that 2nd vehicle of the tenants should not be encouraged.
Chairman stated that tenants are not allowed to keep the 2nd vehicle,but in respect of one tenant this Board is not in a position to act upon as this was allowed by the previous Board.
Shri Goutam Basu Thakur stated that the increased car parking charge for the second vehicle of the tenant may be allowed in respect of this two wheeler only @ Rs.250.00 p.m. for the 2nd two wheeler as the case may be.
The house also unanimously ratified the above proposal.

Shri S.N.Roychowdhury (A-7/10) stated that the office vehicles should not be allowed to be parked in the Society campus.

Shri P.B.Sinha (A-9/14) and Shri Kushal Roy (A-7/6) felt that a person can keep one vehicle irrespective of it being private or official.

Shri Goutam Basu Thakur (A-1/2) opined that this issue is not included in the Agenda Item and should not be discussed.

Shri Anup Dewanji (A-3/9) enquired whether there is any Resolution for keeping the 2nd vehicle of the owner near pump house.

Chairman replied that there is no specific Resolution in this respect.

After detailed deliberation, the following Resolution effective from 01.04.2010 proposed by Shri Pratul Roychowdhury (A-9/8) and seconded by Shri Goutam Basu Thakur (A-1/2) was adopted:

“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.50.00 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 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.

All Parking charges are to be paid by the 10th of the month failing which interest @ 2% p.m. will be charged.”


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Agenda No.8
Consideration of any other matter which may be forwarded in accordance with
Bye Laws with the approval of Chairman.
i) Smt.Nargis Sattar Hossian (A-8/6)`proposed that mere sweeping without using any detergent, phenyl etc. will be of little use in maintaining cleanliness of the campus. She also stated that personal gardening is being done by some members in the common area, including Board member.
Chairman wanted to know the name of such member.
Shri P.K.Guha Biswas (A-5/3) felt that gardening in the common area should be welcome even through individual effort.
Secretary exclaimed that how the cleanliness will be maintained if the members refuse to provide even a bucket of water once in a week during cleaning of the staircase. He appealed to all the residents to keep the campus clean.
ii) Secretary read out a letter written by Shri Siddhartha Roychowdhury (Gen.Secretary of HNCA) that annual subscription from the members towards Cultural Association be collected by the society for the sake of convenience.
Shri G.B.Thakur stated that this is not the proper forum to discuss this matter. This issue should be discussed in the AGM convened by the HNCA.
iii) Smt.Shampa Basu (A-2/8) stated that the residents not living regularly are not bothered to check whether water is being wasted due to leakage of cistern etc. and that is why she has been suffering a lot for long.
Secretary stated that henceforth water supply to such flats where residents are not staying regularly would be stopped temporarily till such request comes from the owner.

Chairman gave heartiest thanks to the members for their cooperation in conducting the meeting properly & the meeting ended with vote of thanks to the Chair.

(Biswatosh Sarkar) (Benudhar Munshi)
Secretary Chairman
22.02.2011 22.02.2011