Minutes of Proceedings of Half-Yearly General Meeting held
on 23.10.2011 during the Co-operative year 2011-2012
In terms of the Notice dated 30.09.2011 issued by Sri Biswatosh Sarkar, Secretary, Happy Nook Co-operative Housing Society Ltd., the Half- Yearly General Meeting of the Society commenced at 4.45 P.M on 23.10.2011 at the Society premises with Sri Benudhar Munshi as Chairman of the meeting.
Members Present: 39 (Thirty nine)
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 B.K.Jaiswal (A-9 / 9), late Sujit Kumar Sen
(A-6 / 5) , late Satyajit Roy (A-10 /15), late Amal Kumar Bhattacherjee (A-5 / 7), late Manjushree Som (A-7 / 6) and late Tarun Sarkar(A-8 / 12) when the members stood in silence.
Chairman appraised the House that as per direction of the New Act and Rules, Half-Yearly General Meeting is required to be convened in every Co-operative year and this meeting has been convened accordingly.
The Chairman then requested the Secretary to read out the Notice dated 30th September, 2011 of the Half-Yearly General Meeting for convening the meeting which was done.
Being requested by the Chairman, the Secretary initiated discussion Agenda wise greeting everybody present.
Agenda No: 01
Confirmation of the proceedings of the last Annual General Meeting held on 20.02.2011.
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Secretary stated that the minutes of the last AGM was duly circulated. Members may deliberate on any point to be included or omitted. He informed the House that no letter was received from any member in connection with the Proceedings.
Nobody raised any further point and the minutes of the last AGM were confirmed unanimously which was proposed by Shri Goutam Basu Thakur (A-1 / 2) and seconded by Shri P.K.Ghosh (A-11 / 10).
Agenda No: 02
Consideration of the Secretary’s Report
Secretary stated that since the report along with the enclosures have been circulated to all, this may be treated as read.
Secretary invited for discussions on his report and the enclosures attached therein.
He clarified the details of CRES A/C and the current status of Fixed Deposits which were Rs.1,97,207.04 and Rs.67,00,000.00 (in total) respectively as on 30.09.2011.
Nobody initiated any discussion on the report.
Accordingly, the Secretary’s Report was unanimously accepted which was proposed by Shri Satyabrata Banerjee (A-9 / 1) and seconded by Shri N.G.Chatterjee (A-4 / 5).
Agenda No: 03
Consideration of the Audit Report and Audited Statement of Accounts for the year
2010-2011
Secretary invited discussions on the Audit Report and Audited Statement of Accounts for the year 2010-2011.

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Secretary also stated that the Auditor has inter alia pointed out about non-compliance of statutory obligations of some of the members towards completing Membership Register from their part as yet.
Shri Basu Thakur (A-1 / 2) wanted to know whether such members were asked to comply with the same or not.
Chairman stated that several reminders were already sent to such defaulting members for compliance.
Nobody initiated any further discussion on this Agenda Item.
So, the Audit Report and Audited Statement of Accounts for the year 2010-2011
were unanimously confirmed which was proposed by Shri Shiviji Bose (A-6 / 16) and seconded by Shri P.K.Ghosh (A-11 / 10).
Agenda No: 04
Review of the Activities of the Society
i) Installation of New Water Supply Network
Secretary stated that the New Water Supply network has been successfully completed. Following this work, the electricity cost of the Society has come down considerably and it is expected to generate a saving of Rs. 1,20,000.00 (approx.) this year on this account.

He also stated that completion cost for the work is Rs.5,17,160.00 which was inadvertently reported as Rs.5,00,000.00 in the Agenda Note for which he sincerely regretted. He, however, added that no extra charge would be imposed on members as the additional cost could be met from the existing budget provision on Plumbing works.
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He also apologized for some printing mistake in the Detailed Expenditure Statement of new water supply network, which was circulated in the meeting. He added that the correct Statement will be enclosed with the Minutes to be circulated as an Annexure-A.
ii) Repair of External Surfaces of Residential Buildings & Other Common Areas
Chairman stated that the repair works of external surfaces of residential buildings and other common areas are now in final stage of completion.
Secretary stated that the original estimated cost for this work was Rs.6.16 lakhs which would escalate to Rs.8.5 lakhs (approx.) due to extensive nature of the work, the extent of which could not be foreseen earlier.
Chairman and Secretary then invited any specific complaints against the repairing works.
Shri Satyabrata Banerjee (A-9 / 1) stated that the repairing work has been done by different groups- therefore quality was not uniform for this work and the supervisor did not perform his job dilligently.
In this context, Secretary mentioned that in order to reduce the execution period which was taking too much time, two modes of execution were adopted-one through departmental labours on daily wage basis and the other through labour contract system, materials being supplied by the Society in both the cases. In spite of this arrangement, the completion time took more than 6 months.
Shri Pratul Roychowdhury (A-9 / 8) mentioned that at least one resident member from each building was requested to supervise the repairing works in addition to the Society appointed Supervisor, but not much response was received except from Shri Goutam Basu Thakur and a very few others.

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Shri Swarup Ghosh (A-7/1) opined that before approving the escalated cost for repairing works, satisfactory completion certificate may be obtained from the Technical Sub-Committee.
Chairman and Secretary reiterated that any specific complaint received from the members will be definitely looked into.
Shri P.K.Guha Biswas (A-5 / 3) stated that before undertaking the painting work, members may be requested to point out any grievance from them in the matter.
Shri Pratul Roychowdhury (A-9 /8 ) stated that extra charge of Rs.650.00 as proposed for the repair works may be taken within 31.01.2012 as it will be difficult, particularly for the outside members, to pay it by 30.11.2011.
After detailed deliberation, Shri Pratul Roychowdhury (A-9/8) proposed that the additional charge for repair of external surfaces of residential buildings and other common areas be placed before the house for acceptance which was seconded by Shri H.K.Dutta (A-9/7) and the Resolution as below was carried unanimously:
“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 31.01.2012,
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failing which interest @ 2% per month would be payable for delayed payments.
iii) Painting Works to External Surfaces of Residential Buildings & Other Common Areas
Secretary stated that due to delay in completion of the repair works, commencement of painting works got delayed which is now likely to start in January, 2012.
He said that after the sad demise of Shri Tarun Sarkar, Technical Sub-Committee and the Tender Sub-Committee have been merged together with the inclusion of a few more distinguished members and this Committee would look into the various aspects of painting works.
He then stated in some details about the earlier considerations and decisions taken in the matter in the last Special General Meeting held on 03.10.2010.
Lt.Col (Retd.) A..Roychowdhury (A-11/16) suggested that painting company should be entrusted to do this work instead of labour contractor.
Shri Pratul Roychowdhury (A-9/8) stated that painting work may be done by the painting company, but proper supervision is nevertheless required.
After long deliberation, Shri Pratul Roychowdhury (A-9 / 8) proposed the charges for painting works to external surfaces of residential buildings and other common areas be placed before the house for acceptance which was seconded by Shri P.K.Guha Biswas (A-5 / 3) and the Resolution as below was carried unanimously:


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Accordingly, the Resolution on painting works as was already adopted in the SGM held on 03.10.2010 modified and the modified Resolution as follows is 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.”
Agenda No: 05
Realisation of Tenancy Charge from the New Tenants and Increase in Service Charge of the Existing Tenants
Chairman stated that as per new Act and Rules, 10% Service Charge may be charged from the new tenants whose agreements are going to be signed and for existing tenants the same be charged after renewal of their old Agreements. Till then the present Service Charge for existing tenants @Rs. 300.00 per month which was effective from 1st April,2006 be revised to Rs. 500.00 per month w.e.f.1st November, 2011.
Shri S.N. Roychowdhury (A-7 / 10) proposed that whether the unalloted flat in our Society could be purchased and subsequently rented out to our members on their needs for a maximum stretch of say 3 days at a time on daily rental basis.
Shri Pratul Roychowdhury (A-9 / 8) enquired whether a uniform service charge could be levied from all tenants existing or new.
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Secretary elaborated the provisions of the new Act and Rules and pointed out the difficulties in levying uniform service charges from the both type of tenants.
After detailed deliberation, Shri Goutam Basu Thakur (A-1/2) proposed that two Resolutions on Tenancy Charge from the new tenants and increase in service charges of the existing tenants be placed before the house for acceptance which was seconded by Shri Shivaji Bose (A-6/16) and the two Resolutions as below were carried unanimously:
“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.”
and
“Resolved that Service Charges from the Existing Tenants being collected @Rs.300.00 per month 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 respective 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.”
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Agenda No: 06
Payment of Electricity Charges by Happy Nook Cultural Association
Secretary read out the earlier resolution adopted by the Society in the 8th AGM of the Society held on 27.03.2004 about the electricity charges to be borne by the Happy Nook Cultural Association (HNCA).
In this connection, Chairman informed that the maintenance charges are increasing every year and in the event of waiver of electricity charges for HNCA shall increase the maintenance charges by about Rs.123.00 per member. In case of waiver of electricity charges for 2009-10, 2010-11 and 2011-12 society will lose about Rs.50,000.00.
Shri Subhodeep Roychowdhury (A-11/7) stated that only about Rs.6,000.00 has been incurred as electricity charges by the HNCA this year, and therefore, it would matter little to the Society.
Shri Pratul Roychowdhury (A-9 / 8) stated that HNCA is a part of Board and our members always desire that puja should be performed with grandeur.
Shri Goutam Basu Thakur (A-1/2) stated that since the decision towards bearing the electricity charges was taken at a AGM, this requires to be amended by another General Body Meeting.
Smt.Jharna Gunguly, Director stated that the HNCA for the year 2009-2010 was able to save a substantial amount and that amount was totally spent in making marble floors of the Community Hall. Consequently, the HNCA was not in a position to pay
the electricity charges payable to the Society which was inherited by the two subsequent bodies of this Association.
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Shri Asit Kumar Sen (A-9/2) stated that the earlier resolution may be revoked and the electricity charges incurred by the HNCA should be borne by the Society. He also proposed that the receivable amount for electricity charges from HNCA may be written off through a Resolution and no complication should then arise from the point of view of Audit.
Shri Swarup Ghosh(A-7/1) stated that if prospective and retrospective effects are given to this resolution, these provisions should be made in the budget.
The matter was discussed in details and the majority of the House was in favour of waiving the electricity charges for HNCA and the receivable amounts on this acoount.
Secretary read out a draft resolution stating that electricity charges of the Happy Nook Cultural association will be borne by the Society and the previous dues to the Society are waived.
After long deliberation the following Resolution was adopted which was proposed by Shri Pratul Roychowdhury (A-9 / 8) and seconded by Shri Asit Kumar Sen (A-9/2):
“ It is resolved that no electricity charge will be realised by the Society from the Happy Nook Cultural Association for conducting its various programmes within the Society campus w.e.f. 01.10.2011 revoking its earlier resolution taken in this respect in the 8th AGM of the Society held on 27.03.2004.
In view of the special circumstances as mentioned by the members and the Happy Nook Cultural Association officials, unpaid electricity charges for 2009-10 and 2010-11 amounting to Rs.11,150.00 and Rs. 19,320.00 respectively incurred by Happy Nook Cultural Association are also waived.”
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Happy Nook Cultural Association is requested to ensure that the consumption of electricity is made judiciously and economically so as not to put any unnecessary extra burden on the members.”
Agenda No: 07
Consideration of any other matter which may be forwarded in accordance with
Bye Laws with the approval of Chairman.
Shri Pratul Roychowdhury (A-9/8) expressed dissatisfaction over the Security Service and opined that opening of the 2nd gate has further worsened the situation. He also mentioned that cleanliness of the Society deserves more attention.
Secretary suggested for one additional security personnel.
Chairman replied that without disturbing the existing system, the second gate is being managed. However, he assured the House that the security aspects due to opening of the 2nd gate will be relooked.
Secretary informed that incomplete boundary wall between Manjulika and Happy Nook has since been completed.
Everybody present appreciated this endeavor by clapping.
No other business was transacted.
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
24.10.2011 24.10.2011