NOTICE
The 16th Annual General Meeting of the Happy Nook
Co-operative Housing Society Ltd. for the co-operative year 2011-12 will be
held on 10.06.2012 (Sunday) at 5.00 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.
18th May, 2012
(Biswatosh Sarkar)
Secretary
AGENDA
1. Confirmation of
the proceedings of the last Half-Yearly General Meeting held on
23.10.2011
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)
- Details of Expenditure of Exterior Repair Works of the Buildings & Other Common Areas (Attachment-III)
- Copy of Single Bench Judgement of Hon’ble High Court, Kolkata on WP No. 3458 (W) of 2010 (Attachment -IV)
3. Excess
Expenditure in respect of Painting Works (Annexure-B)
4. Approval of
Budget for the year 2012-13 & Programme of Activities for 2012-2013
(Annexure-C)
5. Annual Maintenance
Charges on the Members for the year 2012-13 (Annexure-D)
6. Opening of the 2nd
Gate of the Society for Limited Hours (Annexure-E)
7. Funding for
Infrastructual Development and Special Maintenance Works
(Annexure-F)
8. Report of the
Internal Audit of the Society for 2011-2012 & Actions being taken
(Annexure-G)
9. Appointment of
Internal Auditor for 2012-2013 (Annexure-H)
10. 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 2011-2012
On
behalf of the Board of Directors, it is my proud privilege to welcome you all
at the 16th Annual General Meeting of our Society. The information
and activities of the Society during the year 2011-2012 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 14 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-169 members collected their Share
Certificates. Remaining 6 members are once again requested to collect their
Share Certificates after observing the required formalities.
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 (Rule 111 of
WBCS Rules,2011). Audit has observed that though Society is maintaining the
same, but in some cases signatures of members are wanting in the Membership
Register, Photos are not available at a few cases, while nominations have not
yet been furnished by some members. The Board is constantly pursuing the matter
with the members to meet up the deficiencies, but the Membership Register is
still remaining incomplete. Members
are once again requested to cooperate to complete
the Membership Register in all respect.
6. Board of Directors approved transfer of Ownership of flats
namely Flat No. A-9/12, A-7/14, A- 5/9, A-4/3 & A- 9/13 during the year and
also included spouse as Joint Member in respect of flat no: A- 9/2. The flat
no: A-8/12 was transferred to the nominee of the deceased member Late Tarun
Sarkar.
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The Board of Directors heartily welcome the
following New Members in our Society:
Name Flat
No.
i) Mrs.Rupa Motwani A-9/12
ii) Mr.Avijit
Roychowdhury &
Mrs.
Mou Roychowdhury A-7/14
iii) Mr.Debapriya Ghosh &
Mrs.
Shubhra Ghosh
A-5/9
iv) Mr.Debadutta Purkayastha A-4/3
v) Mr.Kumarjit Banerjee
A-9/13
vi) Mrs.Smita Sen A-9/2
vii) Ms Reshmi Sarkar A-8/12
7. No inspection or
inquiry was held during the year by a Competent Authority - hence consideration
of the said report of inspection or enquiry does not arise.
8. Internal Audit was carried out for the first time in our Society by Shri Dilip Kumar
Mukhopadhyay (A-3/7) in terms of the Resolution taken in the 15th
Annual General Meeting held on 20.02.2011 and the said Report has been
funnished vide Annuexure –G.
9. 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.
10. No
relation of the Directors was appointed by the Society during the
year.
11. Audited
accounts for the year 2010-2011 has already been approved by
the Members in the Half-Yearly
General Meeting held on 23.10.2011. The Audit of the Accounts for the year
2011-2012 by the Director of Co-operative Audit is awaited.
12. Deposits made under CRES Scheme of CESC is enclosed as
Attachment-I.
13. Fixed Deposits of Rs.73,00,000.00 is with
the Indian Overseas Bank, Kasba Gold Park Branch as on 31.03.2012 (Details
enclosed as Attachment-II), carrying interest rates of 10% p.a. on
-3-
Rs.39,50,000.00, 9.0% p.a. on
Rs.29,50,000.00, 6.25% p.a.on Rs.4,00,000.00.
14. The details of monthly staff salary and wages paid 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
Expenditure
iv) Sri Raghunath Patra, Gardener Rs. 2,850.00 chargeable to
Gardening exp.
 |
v) Sri Arjun Mahato ,Sweeper Rs.3,000.00 Expenditure
vi) Sri Jhantu Sardar,Sweeper Rs.2,850.00 chargeable to
Campus
Cleaning
exp.
For
2012-2013, monthly salary and wages & attendance allowance have been fixed
and is proposed to be paid w.e.f. 01.04.2012, subject to approval of the Budget
in this AGM, in the manner as follows :
Monthly Attendance Total
Salary
Allowance Monthly
Salary
i)
Sri Joydev Giri, Caretaker
Rs.8400.00 Rs.350.00 Rs.8,750.00
ii)
Sri Anukul Biswas,Electrician
Rs.4700.00 Rs.200.00 Rs.4,900.00
iii) Sri Ashok Kumar Roy,Pumpman Rs.4,550.00
Rs.150.00 Rs.4,700.00
iv) Sri Raghunath Patra, Gardener Rs.3280.00 Rs.120.00 Rs.3,400.00 v) Sri Arjun Mahato ,Sweeper Rs.3450.00 Rs.150.00 Rs.3,600.00
vi) Sri Jhantu Sardar,Sweeper Rs.3280.00 Rs.120.00 Rs.3,400.00
Besides, 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 their
individual bank accounts have been opened for this purpose at the Indian
Overseas Bank, Kasba Gold Park Branch from that date.
-4-
The
Society has also been paying Rs.600.00 p.m. to Shri Bhola Mondal, Part time
Electrician for his services in absence of our regular Electrician one day in a
week and this is proposed to be raised to Rs. 700.00 p.m. w.e.f. 01.04.2012.
For
Household garbage collection from door to door Shri Kumar Singh has been
engaged. The Society was paying Rs. 1,200.00 p.m. and this is proposed to be
raised to Rs. 1,450.00 p.m. w.e.f. 01.04.2012.
Shri
Shiyaram Sahani has been engaged as a Senior Gardener of the Society w.e.f.
03.05.2012 @Rs. 4,000.00 p.m.
15. The financial picture for the year
2011-2012 is presented below:
(in Rs.Thousand)
Actual
Income Approved Budget Actual Expenditure Excess Income
upto
31.03.2012 2011-2012 upto 31.03.2012 over Expenditure
after
considering
including
depreciation
outstanding
(Including
Maint.
liabilities
Charges
of
Rs.2,500/-
per Member)
1428.95 1378.00 1394.08 34.87
16. Activities during the year 2011-2012:
Apart from routine works for upkeep,
security and maintenance work,
the following activities were also
undertaken / performed:
i)
Installation
of New Water Supply System has been completed and it has been successfully
working. The water supply is now stable and electricity consumption has reduced
considerably.
ii)
Exterior repair works of the buildings and
other common areas are almost complete, total expenditure being Rs. 8,51,328.00
( details available in Attachment-III).
iii)
Painting
Works of Building & other common areas are in progress. We expect the
painting works to be completed before the onset of monsoon.
iv)
Repair
of Deep Tubewell has to be done on a couple of occasions.
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v)
Repair
& Replacement of sewage pipes, rain water pipes, overflow pipes at
different places of all the buildings have been carried out before painting
works alongwith repair of sewage pits. A portion
of
broken drains and the projection of the roof of boot house park
have been repaired.
vi)
Part
Roof Waterproofing treatment have been done at Building No: 3 over the wings of
3/15 & 3/16 & at Building No.6 over the wings of 6/13, 6/14 & 6/15.
vii)
Contract Agreement with Deekay Security for providing
Security Services to the Society had to be prematurely terminated on 31.07.11
due to poor services and a new agreement was made with Clarion Security for 9
months upto 30.04.2012 @ Rs.18,000.00 per month for 5 persons with same Terms
& Conditions.
After following the tender formalities, Merlin
Security has since been selected and appointed as the new Security Services
Agency w.e.f. 01.05.2012 @Rs.4,900.00 per person / per month plus Service Tax.
For 5 persons Rs.24,500.00 per month plus applicable Service Taxes is payable.
viii)
Spraying
of mosquito repellent oil & cleaning of surface drains inside the Campus
are being done at regular intervals. External surface drains now belonging to
KMC are, however, seldom cleaned. These drains also appear to have been
constructed without proper level and slope. As a result we are quite often
facing stagnant water nuisance due to back flow from outside in our campus
drains for reasons beyond our control. We have
brought
the matter to the notice of the civic body. Some cleaning
of the outside drains have since been done, but the
major causes of water stagnation have not been addressed as yet. From our side,
we are making all endeavors to keep our internal drainage system obstruction
free.
ix)
Beautification
of the Society campus through flower plants and saplings are being done.
Trimming of trees are also being periodically undertaken.
A new experienced Gardener has since been engaged to
bring about a quality improvement in this respect.
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x)
A
Complaint Register has been kept at the Main Gate with the Security which is
being regularly reviewed and actions as needed are taken.
xi)
Rent
for Transformer Room from CESC Ltd. @ Rs. 400.00 p.m. totalling to Rs. 9,600.00
not yet received for 2010-11 & 2011-12 in spite of regular reminders.
xii)
ABP
Pvt. Ltd is still very irregular in clearing our dues. A new draft Agreement @
Rs. 1,375.00 per month w.e.f. 01.09.2010 from the present rate @ Rs.1,100.00
p.m. was sent to them. But ABP Pvt.Ltd ultimately did not agree to enhance the
existing rate. At last an Agreement was signed upto 31.01.2012 as per the
existing rate. We have simultaneously sent a letter to ABP for enhancement of
rate for the new agreement to be signed to which ABP verbally agreed to enhance
the rate w.e.f. 01.04.2012 only, but we have not yet received any official
confirmation in this respect from them so
far.
xiii) From inception, Mass Education was collecting household waste &
garbage from our Society and our sweepers were lifting rubbish & other
waste materials and used to dump those at an open space outside our campus nearby. But now a days, KMC is not allowing
disposing of those rubbish at that open space. We requested Mass Education to
collect those materials also but they did not agree to do this. So, we are
facing an immense problem for disposal of those kind of rubbish on a regular
basis. We are now periodically removing those waste materials to a distant
place through hiring truck from outside @ Rs.600.00 per truck at present.
17. Court
Cases :
a)
You
are aware that Sri Subrata Ray & 13 Other Members had filed a Writ Petition
(WP No.3458(W) of 2010) at the Hon’ble High Court,
Calcutta against the Society and Ors relating to installation of lift in
each
block of the Society.
Society has been defending the case and on
09.12.2011, in the Single bench of the High Court, Hon’ble Justice Ashoke Kumar
Dasadhikari has inter alia passed an order as follows:
-7-
Quote:
Accordingly,
I direct the KMC to give such permission in favour of the Writ Petitioner to
install the lift and I set aside the impugned direction and / or order and / or
decision taken by the Managing Committee of the Society. The Writ Petitioners
would install the lift in each block following all norms and rules applicable.
A copy of the
said Judgement in full is enclosed as attachment –III for perusal of the
Members.
Unquote:
Being
aggrieved by and dissatisfied with the aforesaid order on various points, the
Society has since filed a Review Petition (RVW 27 of 2012) on 06.02.2012 in the
High Court at Kolkata.
The matter is expected to come up for 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 for 2012-13.
Meanwhile, 59 members of the Society have filed a
Recall Petition (C.A.N. 3836 of 2012) on the judgment and order dated
09.12.2011 passed by the Hon’ble Justice Ashoke Kumar Dasadhikari in the above
WP No. 3458 (W) of 2010 for recalling and stay of operation of the said Order,
for maintaining status –quo etc., wherein the Society and the Board of
Directors have been made a party.
The Board has also received a letter dated
10.01.2012 on 16.01.2012 signed by 42 members asking us not to spend any money
out of the general fund of the Society to meet the legal expenses against WP
No.3458 (W) of 2010 despite the fact that the successive budgets of the Society
containing such provision for legal expenses are getting duly approved by the
General Body in the Annual General Meetings.
b)
You
have been already informed in the Half-Yearly General Meeting of our Society
held on 23.10.2011 that in the T.S. no.2199 of 2007
filed by Manjulika Co-operative Housing Society Ltd.
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 wherein we were an ‘Added Party’ to the said suit, it
-8-
has been ordered
that the suit be and the same is dismissed for default.
The Boundary Wall has since been closed by us.
18. 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.
19. Residents are also once again requested
to park their cars at the
scheduled car parking spaces
only, if it is available, and not on
roads to facilitate better traffic movement within our campus.
20. All residents are once again reminded that it is imperative to
keep the common areas near the Electrical Meter Boxes installed by CESC
absolutely clean and clear of all dumped materials from the view point of
safety against fire hazards and other requirements.
It is,
therefore, urged upon all to strictly follow the same and not to keep cycles or
any other articles near the Meter Boxes, even temporarily, else the same will
call for removal, which is not desirable.
It is also
equally important in case of residents consuming power in excess of their
installed capacities by CESC to immediately arrange for 3-phase supply with
adequate capacity to avert fire possibilities due to short circuit etc.
21. Our
Society assets are getting old requiring frequent attention and maintenance.
One of the Distribution Pumps is now required to be replaced with a new one for
which necessary fund provision has been made in Annexure-F.
22. The vacant space now available behind the Community Hall due to
closure of the Boundary wall with the Manjulika Co-operative Housing Society Ltd.
has been proposed to be developed and utilized as a Godown space for which
necessary provision has also been made in Annexure-F.
-9-
23. We are specially thankful to all the members of the Technical
& Tender Sub-Committee for the cooperation and assistance they rendered for
the finalisation of the contracts and supervision of work.
We are thankful to Shri Dilip Kumar Mukhopadhyay (A-3/7)
for his painstaking effort in carrying out the Internal Audit of the Society.
We are also thankful to Shri Sarit Kumar Chatterjee,
resident of flat No: A-10/5, for helping us in computing measurement in respect
of Painting Works.
Our thanks are due to the
esteemed members of the Advisory Board for their valuable advice and guidance
towards the betterment of the Society.
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-B /Page 1
Excess
Expenditure in respect of Painting Works
In
the Half-Yearly General Meeting held on 23.10.2011(Agenda No. 4, item no.iii),
an estimated expenditure of Rs.16,60,000.00 was sanctioned for the above work
for which each member was required to pay Rs.9,500.00 for this purpose.
However,
after the tendering process and a series of negotiations held with the reputed
Paint Companies by the Technical & Tender Sub-Committee, the job was
finally awarded to Asian Paints for the supply of paints and to its recommended
applicator for the execution of the works.
The
total approximate value of the work now stands at Rs.17,09,930.00 including
Site Special Discount of Rs.9,000.00 offered by Asian Paints subject to actual
measurements to be made on Rate / Sq.ft. basis.
The
members were informed of this fact through our Notice No: HNCHSL /NB/ 2011-2012
dated 13.01.2012 (copy enclosed for ready reference)
It is
now proposed to also carry out the Painting works of the Boot House Park along
with the painting works of Residential blocks & other places. This was not
included in the original scope of painting works and this item was previously
considered and approved separately in the 15th AGM held on
20.02.2011 as Agenda Item No.05 under the Head “Creation of a Sinking Fund”.
To
meet the excess expenditure to be incurred for the Painting works (including
Boot House Park) over and above Rs.16,60,000.00, provision of Rs.60,000.00 has
been made in 2011-2012 accounts.
Annexure-B / Page 2
HNCHSL
/ NB/ 2011-12/ 22
13.01.2012
NOTICE
The offer of
Asian Paints for the Painting works at the different places of our Society
campus has since been accepted and the work order for the job has been issued
w.e.f. 15.01.2012.
The
estimated value of the work is Rs.17,09,930.00, out of which material cost is
Rs.11,62,030.00 to be supplied by Asian Paints through its earmarked authorized
dealer and the application cost is Rs.5,56,900.00, subject to payments to be
made on actual measurement basis &
considering Site Special Discount of Rs.9,000.00 offered by Asian Paints
at the end of the job. The sanctioned estimated cost of the job is
Rs.16,60,000.00 approved in the Special General Meeting held on 03.10.2010.
On the
recommendation of the Asian Paints Shri Prabal Kumar Das of 30 / 20, Andul
Road, Howrah-711 109 has been engaged as the Applicator for the Painting works.
On viewing
various colour shade combinations proposed by Asian Paints for the exterior
surfaces of our residential blocks, by the BOD and the members of the Technical
and Tender Sub-Committee, seven nos. of colour
shade combinations have been short listed and they have been kept with our
caretaker at the society office (Marked A to G ) for viewing of the members of
our Society.
Members are requested to see the same in the society
office and select individually one colour scheme only which they like most out of
seven colour schemes (marked A to G ) in a separate sheet available with our
caretaker giving their name, flat no. & signature.
The time
for offering their choice is available to members between 11 A.M. and 7.00 P.M.
on all days upto 19.01.2012 (except 18.01.2012).
Based on the opinion poll of the members, final
colour combination for our residential blocks will be selected.
Your kind
cooperation is solicited.
Sd
/-
(Biswatosh
Sarkar)
Secretary
Annexure-E
Opening of the 2nd
gate of the Society for Limited Hours
The
opening of the 2nd gate of the Society was being managed so far with
the existing security strength and it was being operated for limited hours from
8 AM to 11 AM and 5PM to 8 PM. This arrangement was providing convenience to a
sizeable no of residents in the Society, particularly, during peak office
hours.
However,
this arrangement has been kept suspended for some days now.
It
is now proposed to restore this arrangement in the same hours of the day with
an Additional Security Guard deployed from 8 AM to 8 PM. For this purpose,
additional annual expenditure to be incurred @Rs. 4,900.00 p.m. plus 12.3%
Service Tax will be about Rs. 66,000.00. Besides, provision of Rs.25,000.00 has
been kept for a security shed in the 2nd gate in the estimate for
“Infrastructural Development and Special Maintenance Works ” as an one time
expenditure ( Item No. 02, Annexure -F).
The
Additional security strength available will become handy during noon hours from
11 AM to 5 PM when the security requirement remains a bit sensitive.
If
agreed, opening of the 2nd gate will be restarted with immediate
effect.
Annexure-F / Page
1
FUNDING
FOR INFRASTRUCTURAL DEVELOPMENT
AND
SPECIAL MAINTENANCE WORKS
In
the 15th AGM of the Society held on 20.02.2011, it was decided to
create a Sinking Fund of Rs.2,00,000.00 for the following 3 works:
Sl.No. Description of work
Estimated Amount
01. Repair of Barbed Wire Fencing
75,000.00
over the Boundary Wall
02. Security Shed at 2nd
gate 25,000.00
03. Repair of Boot House Park, Painting of
the
Park & railings, Main gates,
lamp posts, roof doors 1,00,000.00
2,00,000.00
 |
The above proposal and the Resolution taken thereof
was kept in abeyance through a Notice No: HNCHSL / NB / 2011-2012 / 21 dated
07.01.2012 (Copy enclosed).
Item No. 03 is now being taken care of through the
Painting Works being carried out in the Society. Details discussed in Item No.3
(Annexure-B).
It is now also required to attend repair works of a
part of our Road system, which is badly damaged, after the monsoon.
Provisions have also been made for development of a
space for a godown behind the Community Hall as well as for purchase of a new
pump.
Accordingly, it is proposed to revoke / rescind the
earlier Resolution adopted in the 15th AGM held on 20.02.2011 by a
new Resolution based on the following estimate:
Estimate
Description of Work
Estimated
Amount(Rs.)
01. Repair of Barbed Wire Fencing 75,000.00
over the Boundary Wall
02. Security Shed at 2nd gate
25,000.00
03. Road Repair (Part)
2,00,000.00
Annexure-F
/ Page 2
04. Development of a space for a Godown
behind the Community Hall
50,000.00
05. Purchase of a New Pump for Water Supply
Distribution 30,000.00
 |
3,80,000.00
 |
Contribution
per member = Rs.3,80,000.00 / 175 = Rs.2,171.00 say
Rs.
2,150.00
To
consider and pass the following Resolution:
“Resolved
that pursuant to the requirement for repair maintenance and development of
various Fixed Assets of the Society, a FUND will be created for an amount of
Rs. 3,80,000.00 revoking / rescinding the earlier Resolution adopted on Agenda
Item No.5 (Creation of a Sinking Fund)
in the AGM held on 20.02.2011.
Contribution
required per member for Rs.2,150.00 may be paid either one time within
31.10.2012 or in 2 instalments of Rs.1,150.00 and Rs.1,000.00 by 31.10.2012 and
31.01.2013 respectively.
Late
fee will be charged @ 2% p.m. for payments made after due dates”.
Annexure- F / Page 3
HNCHSL / NB/ 2011-12 /
21
07.01.2012
NOTICE
All Members:
In the Annual General Meeting of our Society held on
20.02.2011, it was inter alia decided that the following works may be taken up
during 2011-2012:-
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
Pursuant to above, the following Resolution was adopted in
the Annual General Meeting of our Society held on 20.02.2011 for the above
works:
Quote:
“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”.
Unquote:
It has now been decided
by the Board that payment of Rs.1,200.00 to be made by each Member for this
purpose be kept in abeyance for the present and the dates for making payments
shall be notified in due course, when the programme of works will be firmed up.
sd /-
(Biswatosh Sarkar)
Secretary
Annexure-G / Page 1
Report of
the Internal Audit of the Society
for
2011-2012 & Action Being Taken
The
Internal Audit Report of our Society for 2011-12 from Shri Dilip Kumar
Mukhopadhyay (A-3/7) is enclosed.
Actions
taken or to be taken by us in this respect on the observations of the Internal
Auditor are furnished below:
01.
Maintenance of Accounts:
Para 02
Daily
transactions are not made. But daily cash & bank balances will be drawn.
Para 03
Cres
A/C balance which has diminished considerably has been removed from the Cash
Book from 01.04.2012 & it is being maintained in a separate Ledger.
Paras 04 & 05
From
the Accounting year 2012-2013, monthly Bank Reconciliation Statement would be
made at a separate Register in proper format.
Para 06
Monthly
Cash accounts are maintained and henceforth Quarterly Trial Balance will also
be prepared from 2012-13.
Ledger
Accounts:
Paras 03 & 06
Last
year Closing balance from General Ledger was brought forward at the end of the accounting
year. From this accounting year opening balance has been brought forward at the
beginning. The Internal Auditor’s advice on other points would be complied
with.
Paras 07 & 08
Register
is maintained for recording the Assets. Now, a separate Register will be opened
where addition / deduction and deduction of yearly depreciation of assets will
be furnished.
Annexure-G / Page 2
02 Delay observed in banking the Cheques received
from the members:
Para 01
Such
delays would be avoided and cheques would be deposited at the earliest.
Para 03
Persuasions
are made to collect / recover late fees from the members who had deposited the
payable amounts after the due dates. However, members are requested to be more
cooperative in this respect and abide by the Society Resolutions.
03 TDS A/C
It
would be complied with as per rules without delay.
04.
Employees Contribution for Welfare Fund:
The
same would be complied with.
05. Cash Management:
Paras 03 & 04
In
the last financial year, two major works, namely, repair of exterior surfaces & painting works were going on
along with other regular works. So, it was difficult to anticipate when payment
will be required to be made to the labour / labour contractors / Paint Company.
But in this financial year when those works are likely to be more or less
completed shortly, management of the fund will be possible to be carried out in
a more judicious way.
06 Two major items of expenditure are being carried
out during the period under internal audit:
i)
Repair of external surfaces of Residential Building & other common areas
Para 07
As
per Statutory Auditor’s advice, Expenditure of Building Repairs Works for
2010-2011 was temporarily posted at the Balance Sheet. In 2011-12, the repair
works have been completed. Now, the amount has been charged to Revenue Account
as Income & Expenditure in the year 2011-2012.
Annexure-H
APPOINTMNET OF AN INTERNAL AUDITOR FOR 2012-13
Shri
Dilip Kumar Mukhopadhyay (A-3/7) was appointed as Internal Auditor of the
Society for 2011-12 in the 15th AGM held on 20.02.2011.
It
is now proposed to reappoint Shri Mukhopadhyay as Internal Auditor for 2012-13
also. If approved, the following Resolution may be adopted:
“Resolved that Shri Dilip
Kumar Mukhopadhyay be appointed as Internal Auditor of the Society for 2012-13
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.”
Attachment-III
Details of Expenditure of Exterior
Repair Works of the Buildings & Other Common Areas
|
Sl.No.
|
Particulars
|
Amount(Rs.)
|
|
01.
|
Cement
|
1,05,294.00
|
|
02.
|
Sand
|
32,331.00
|
|
03.
|
Bricks
|
3,205.00
|
|
04.
|
Safety Belt & Helmet
|
4,066.00
|
|
05.
|
Pvc Pipe
|
800.00
|
|
06.
|
Coir Rope
|
3,383.00
|
|
07.
|
Tarpaulin
|
2,000.00
|
|
08.
|
Sika Chemicals
|
29,286.00
|
|
09.
|
Buket
|
1,300.00
|
|
10.
|
Labour Charges (Departmental)
|
3,70,657.00
|
|
11.
|
Labour Charges (Contractual)
|
2,25,000.00
|
|
12.
|
Bamboo
|
16,265.00
|
|
13.
|
Miscellaneous (Hardware items)
|
8,238.00
|
|
14.
|
Supervision Charges
|
32,298.00
|
|
15.
|
Medical Expenses
|
3,505.00
|
|
16.
|
Labour Charges for small repair
at the time of painting
|
13,700.00
|
|
|
Total Expenses
|
8,51,328.00
|
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