Half-Yearly General Meeting

NOTICE


The Half-Yearly General Meeting of the Happy Nook Co-operative Housing Society Ltd. for the co-operative year 2011-12, as per Section 30 of W.B.Co-Operative Societies Act, 2006, will be held on 23.10.2011 (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.


30th September, 2011 (Biswatosh Sarkar)
Secretary

AGENDA

1. Confirmation of the proceedings of the last Annual General Meeting held on
20.02.2011 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. Consideration of the Audit Report and Audited Statement of Accounts for the
year 2010-2011(Annexure-B)

4. Review of the Activities of the Society

Installation of New Water Supply Network (Annexure-C)
Repair of External Surfaces of Residential Buildings &
Other Common Areas (Annexure-D)
Painting Works to External Surfaces of Residential Buildings
& Other Common Areas (Annexure-E)

5. Realisation of Tenancy Charge from the New Tenants and Increase in Service Charge
of the Existing Tenants (Annexure-F)

6. Payment of Electricity Charges by Happy Nook Cultural Association

7. 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 Half-Yearly General
Meeting during the year 2011-2012
On behalf of Board of Directors, I heartily welcome you all at the Half-Yearly General Meeting of our Society for the co-operative year 2011-2012. This Half-Yearly General Meeting has been convened for the first time in our Society in view of the coming into force of the W.B.Co-Operative Societies Act, 2006 and the W. B. Co-operative Societies Rules, 2011 w.e.f. 18.01.2011.
The activities of the Society during this half of 2011-2012 ( upto 30.09.2011) are briefly stated below:
01. Accounts for the year 2010-11 of our Society and audit of the same have been completed. The audited accounts for the year 2010-2011 is separately enclosed vide Annexure-B.
02. Deposits made under CRES Scheme of CESC upto 30.09.2011 is enclosed as Attachment-I of this Report.
03. Fixed Deposits of Rs. 67.00 lakhs are with the Indian Overseas Bank, Kasba Gold Park Branch as on 30.09.2011 (Details enclosed as Attachment-II of this Report).
04. Board of Directors approved transfer of Ownership of flats namely Flat
Nos. A- 9/12, A-4/3, A-5/9 & A-7/14 upto 30.09.2011 during the year
and also included spouse as Joint Member with the original member in
respect of 01 (one) flat no: A-10/2 as per W.B.C.S. New Act & Rules.
05. The details of monthly staff salary and wages fixed during 2011-12
are as follows:
Sl No. Name of Staff & Designation Monthly salary Remarks
i) Sri Joydev Giri , Caretaker Rs.7,300.00 Expenditure
ii) Sri Anukul Biswas ,Electrician Rs.4,100.00 chargeable to
iii) Sri Ashok Kumar Roy ,Pumpman Rs.3,950.00 Salary & Wages
iv) Sri Raghunath Patra, Gardener Rs.2,850.00 Expenditure
chargeable to
Gardening expenses
v) Sri Arjun Mahato ,Sweeper Rs.3,000.00 Expenditure
vi) Sri Jhantu Sardar,Sweeper Rs.2,8 50.00 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.
Shri Chinmoy Mukherjee has been engaged temporarily on 13.03.2011 at a monthly remuneration of Rs. 4,500.00 p.m. for supervision of building repair works.
Shri Bhola Mondal is working as a casual Electrician during the absence of our regular Electrician Shri Anukul Biswas @ Rs.150.00 per day.
06. The financial picture for the year 2011-2012 (upto 30.09.2011) is
presented below:
(in Rs.Thousand)
Approved Budget Income Expenditure
2011-2012 upto 30.09.2011 upto 30.09.2011
(Including Maintenance Charge of
Rs.2,500/- per Member)
1378.00 780.00 545.00
07. Part Roof Waterproofing at Building No: 3 over the wings of 3/15 &
3/16 & at Building No.06 over the wings of 6/13, 6/14 & 6/15 have
been done.
08. Repair of Deep Tubewell and Switch Board of Pump House have been
made.
09. Replacement of 06 nos. manhole covers, repair & replacement of
sewerage pits (A-8 & A-9 ) , pipes ,rain water pipes at different places
have been carried out.
10. Contract of the Security services of the Society with Deekay Security
has to be prematurely terminated on 01.08.2011 due to poor services
and a new agreement made with Clarion Security for 9 months upto
30.04.2012 @ Rs.18,000.00 per month with same Terms & Conditions.
11. A Special General Meeting was held on 3.10.2010 to discuss and
decide inter alia about installation of new water supply system and that
work has been completed on 26.03.2011.
12. Exterior repair work of the buildings and other common areas are now
in completion stage under supervision of Technical Committee.
13. Spraying of mosquito repellent oil & cleaning of surface drains inside
the Campus are being done at regular intervals.
14. Beautification of the Society campus through flower plants and
saplings are being done.Trimming of trees are also being periodically
undertaken.
15. Website for our Society (hnchsl. blogspot.com) opened on 20.01.2010
& a e-mail no. hnchsl@gmail.com is functioning as usual for the
benefit of our members.
16. A Complaint Register has been kept at the Main Gate with the Security
which is being regularly reviewed and actions are taken.
17. Rent for Transformer Room from CESC Ltd for Rs.4,800.00 not
yet received for 2010-11 in spite of regular reminders.
18. ABP Pvt. Ltd is still very irregular in clearing our dues. A new
Agreement effective from 01.09.2011 @ Rs. 1,375.00 per month from
the present rate @ Rs.1,100.00 p.m. has been sent to them. Concurrence
from their end is still awaiting.
19. Court Cases : There are currently two court Cases:
i) Manjulika Co-operative Housing Society Ltd had filed a suit ( T.S.
No. 2199 of 2007) against West Bengal Housing Board in the court
of 1st Civil Judge (Junior Division), Alipore on various issues
including the closure of our boundary wall.
We were ‘Added Party’ to the said suit.
The Learned Civil Judge (Junior Division), 1st Court, Alipore in
order no. 25 dated 01.09.2011 has ordered that the suit be and the
same is dismissed for default.
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.
Society is defending the case and the matter is expected to come up for
further Hearing in due course and some anticipatory budget provision for
legal expenses has been kept for this purpose in the budget estimate of
the Society.
20. All Residents are requested to cooperate and help us to maintain our
Society clean and green in every respect and park their cars at the places
outside the thoroughfares.
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 and a wonderful
festive season.


(Biswatosh Sarkar)
Secretary
Enclo: as stated












REVIEW OF THE ACTIVITIES OF THE SOCIETY
ANNEXURE-C

INSTALLATION OF NEW WATER SUPPLY NETWORK
New Water Supply Network in the Society has been installed and has been made fully operational w.e.f. 24.03.2011 .
The cost incurred for the work is Rs.5,00,000.00 which is at par with the estimated cost.
Members will be glad to know that following the installation of the New Water Supply Network, there has been a substantial reduction in the pumping hours of our submersible pump for filling up the underground reservoir and the distribution pump for filling the overhead tanks which is considerably saving our electricity cost.
There is a provision of Rs.4.80 lakhs towards electricity charges in the Budget Estimate for 2011-2012 and it is expected that the actual expenditure would be around Rs.3.60 lakhs resulting in a saving of approximately
Rs. 1.20 lakhs on this head.














REVIEW OF THE ACTIVITIES OF THE SOCIETY
ANNEXURE-D

REPAIR OF EXTERNAL SURFACES OF
RESIDENTIAL BUILDINGS & OTHER COMMON AREAS
The work was started on 13.03.2011 departmentally, with materials and chemicals supplied by the Society and work being executed by engaging daily labour working under our supervision.
Unfortunately, while executing the work, it was found that the damages are much more extensive than which were initially assessed from outside inspection while framing the estimate. Frequent heavy rains have also disrupted the work time and again.
All these have resulted in unavoidable huge time and cost overrun. There has also been a huge escalation in the cost of labour and materials in the intervening period.
Considering the ground reality, in order to reduce the execution time, contractors were further engaged through competitive bidding and the repair works of buildings 8,9,10 & 11 and subsequently building no.7 were entrusted to them along with the departmental labour engaged at other places. The contractors were supplied materials and chemicals from the Society free of cost while they arranged scaffolding and labours at their cost.
As on date, of issuing this Notice, repair works have now almost reached the completion stage and the cost incurred so far upto 30.09.2011 on different components are as follows:
Materials Cost (Including Chemicals) Rs. 1,98,368.00
Labour Cost Rs. 5,83,207.00
Suvervision Charges Rs. 32,298.00
Total Cost = Rs. 8,13,873.00

Based on above, the projected cost for final completion of the work has now been estimated to be around Rs. 8,50,000.00 against the original estimate of Rs.6,16,000.00 leaving a gap of about Rs. 2,34,000.00.
However, an amount of Rs.1.20 lakhs is considered to be available from the savings in the electricity charges during 2011-2012 which would effectively reduce the above deficit to Rs. 1,14,000.00.
Thus excess cost per flat works out to Rs.1,14,000.00 / 175 =Rs.651.43 say Rs.650.00 per member.
If agreed, the following Resolution may be passed:
“Resolved that the Repair of External Surfaces of Residential Buildings & Other Common Areas would involve a total approximate cost of Rs.8,50,000.00 and considering earlier payments being made by the members based on original estimate and surplus fund available from the budget, an excess amount of Rs. 1,14,000.00 is to be borne by the members for which each member will pay Rs. 650.00 within 30.11.2011, failing which interest @ 2% per month would be payable for delayed payments.










REVIEW OF THE ACTIVITIES OF THE SOCIETY
ANNEXURE-E
PAINTING WORKS TO EXTERNAL SURFACES OF RESIDENTIAL BUILDINGS & OTHER COMMON AREAS
Since the execution of the Repair works got delayed, Painting works, as was originally scheduled, could not be taken up.
The Resolution as was adopted in the Special General Meeting held on 03.10.2010 for this work was accordingly kept in abeyance.
Since the Repair Works are presently in final stage of completion, necessary formalities for taking up the Painting works would now be started and the work is likely to commence from January, 2012.
Accordingly, the Resolution as was already adopted in the SGM held on 03.10.2010 may be modified and the modified Resolution as follows may be adopted now, nullifying the earlier Resolution:
“Resolved that the Painting Works to External Surfaces of Residential Buildings and Other Common Areas be carried out at an approximate cost of Rs.16,60,000.00 for which each member will pay Rs. 9,486.00 say Rs.9,500.00 either one time within 31st December, 2011 or in two installments of Rs.6,000.00 & Rs.3,500.00 within 31st December, 2011 and 29th Feb, 2012 respectively failing which interest @ 2 % per month would be payable for delayed payments.”





ANNEXURE-F
REALISATION OF TENANCY CHARGE FROM THE NEW TENANTS AND
INCREASE IN SERVICE CHARGE OF THE EXISTING TENANTS

Section 93 (7) of W.B.Co-Operative Societies Act, 2006 stipulates that in the event of letting out of a house or flat by the member, the housing co-operative society may realize a tenancy charge at the rate of 10 % (ten percent) of the monthly rent from the tenant per month.

At present, Society is realizing a flat Service Charge of Rs.300.00 p.m. from the tenants. In view of the new provision in the Act, we may now charge ten percent of the monthly rent from the tenants in lieu of the Service Charge which would augment our revenue.

However, for old tenancies this would not be possible until the Tenancy Agreements already in force are renewed. For new Tenancy Agreements, we may incorporate this provision.

If agreed, the following Resolution may be adopted:
“It is resolved that in the event of letting out of a flat by the member, the Society would realise a Tenancy Charge at the rate of ten percent of the monthly rent from the tenant per month in lieu of the Service Charge being levied at present in respect of all new Tenancy Agreements made after 1st August, 2011.”

For old tenancies, it is however, proposed that the present service charge @ Rs. 300.00 per month which was effective form 1st April, 2006 be revised to Rs.500.00 per month with effect from 1st November, 2011 in view of the ever increasing maintenance costs of the Society.

If agreed, the following Resolution may be passed:
“Resolved that Service Charges from the Existing Tenants being collected @Rs.300.00 per month be increased to Rs.500.00 per month with effect from 1st November, 2011. In case of default by the Tenants, the same will be payable by the Member. The Service Charges are to be paid by the 10th of the month failing which interest @ 2 % p.m. will be charged.
In the event of renewal of these Existing Tenancy Agreements in due course, Tenancy Charge @ 10% (Ten per cent) of the monthly rent of the Tenant would be realized by the Society every month in lieu of the Service Charge.”

PAYMENT OF ELECTRICITY CHARGE BY
HAPPY NOOK CULTURAL ASSOCIATION

Happy Nook Cultural Association is insisting for quite some time for waiver of payment of electricity charges to the Society for holding its various events in the Society campus.

In the 8th AGM of the Society held on 27th March, 2004 it was decided that:

“Resolved in view of expected drastic reduction in the Society’s revenue, the electricity bill for Durga Puja, Lakmi Puja and Kali Puja, etc will be borne by the Happy Nook Cultural Association from the year 2003-2004.”

Based on above Resolution, so long electricity charges are being realized from the Cultural Association for its usage based on actual meter reading.
In view of the demand of the Cultural Association, the Members may now
reconsider the above Resolution.