Minutes of Proceedings of 17^th Annual General Meeting

held on 31.08.2014 at Society’s Community Hall

In terms of the Notice dated 7^th August, 2014 issued by Sri Kushal Roy, Secretary, Happy Nook Co-operative Housing Society Ltd., the Annual General Meeting of the Society commenced at 5.15 P.M on 31.08.2014 at the Society premises with Shri Bimal Kumar Ghosh as Chairman of the meeting.

Members Present: 96 ( Ninety 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 H.K.Dutta (A-9 / 7), late Ananta Kumar Majumdar (A- 6/ 10), late Saswata Majumdar (A- 4 / 4) & late Chitralekha Kar (A-3 / 8) when the members stood in silence.

The Chairman then requested the Secretary to read out the Notice dated 7^th August,  2014 of the 17^th  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 Half- Yearly General Meeting

Held on 27.01.2013

Secretary read out the minutes of the last Half-Yearly General Meeting held on

27.01.2013 which was duly circulated earlier. Members were requested to

deliberate on any point to be included or omitted. Nobody raised any further

point and the minutes of the last Half-Yearly General Meeting were confirmed

unanimously which was proposed by Shri Pijush Basu (A-5/14) and seconded

by Shri. Hirak Ghosh (A-5/15).

Agenda No: 02

Secretary’s Report

Smt. Jharna Ganguly ( A-5/2) drew the Member’s attention to Point No. 8 of

the subject report.

Her observations were as under :

a) She said that the election process which was initiated by the Co-operative

Election Commission was cancelled through a notice issued by the then

Secretary as because an Ordinance had come up extending the life of all Board

of the Co-operative Societies from three years to five years following Hon’ble

Justice Samaddar’ s order.

b) The fact that the then Board was dissolved and a Special Officer was appointed by the Assistant Secretary to the Govt. of West Bengal was again because of the fact that another Ordinance was promulgated which again reduced the life of the Board of the Co-operative Societies from five years to three years.

c) The Secretary’s Report, which says that the Accounts for the year 2012-13 were not prepared and audited tends to suggest that it was a not done by the previous Board out of negligence / deliberately.

The fact remains that since the earlier Board was dissolved all of a sudden in February 2013 they were not in a position to complete the Accounts for the year 2012-13 and thereby get same audited.

As per her all these facts should get reflected in the Secretary’s Report .

The Secretary replied that since the Notice for election was issued by the Co-

operative Election Commission the notice for any cancellation of such election

notified earlier needed to be issued by the Election Commission only and the

Secretary had no right to issue such a Notice of cancellation.

He also replied that why Smt. Ganguly is assuming that the simple statement that the Accounts for the year 2012-13 were not prepared and audited was suggestive in nature hinting at negligence of the previous Board. It is a known fact that the Accounts are prepared at the end of a particular financial year only and in this instance the erstwhile Board was not in a position to do so since they had to leave office all of a sudden in Feb 2014.

The Secretary said that the facts stated by Smt. Ganguly in serial number (a) and (b) and (c – 2^nd para) above have been noted and should be read in conjunction with the Secretary’s Report already circulated.

Mr.Pratul Roy Chowdhury ( A-9/8) wanted to know whether the rate that has been agreed upon with the new Security Service provider is inclusive of Service Tax and if so then he wondered how he is able to manage after paying Rs.5,500/- to the Security Guards as the balance left is almost equivalent to the Service Tax amount that he would need to pay to the Tax authorities. He told the Board to look into this to avoid any problem / liability later on.

Mr. Amit Banerjee ( A – 2/ 12) said that the onus is on the Service Provider to pay the Service Tax and not on the Service Receiver.

After these deliberations the Secretary’s Report was passed unanimously.

Proposed by : Shri. P.B. Sinha (A-9/14), Seconded by : Group. Capt. S.B. Majumdar

( Retd.) ( A-11/8)

Agenda No. 03.

Approval of the Audited Accounts for the year 2012-13 & 2013-14

Mr. Pratul Roy Chowdhury wanted to know as to why the Car rental Charges got reduced in the year 2013-14. The Secretary replied that the number of tenants having car had come down during the year 2013-14 and hence the reduction in collection.

Mr.Pratul Roy Chowdhury also expressed his concern at the amount of “Receivables” from the Members being quite high and wanted to know as to what steps the Board is taking to recover the Receivables. He also suggested that the name of the defaulters be displayed in the Notice Board. The Secretary said that traditionally all the Boards so far had dealt with the defaulters rather softly. He stated that some time be given to the Board to pursue with the defaulting members and get the dues recovered and if the situation still does not improve then a decision could be taken in the next Half yearly General Meeting

to put the names of the defaulting Members in the Notice Board.

Mr. Subir Das ( A-1/4) suggested that instead of putting the names at least the Membership numbers be put in the Notice Board.

Mr. Benudhar Munshi ( A- 5/8) made several observations on the way the Accounts have been presented for the year 2012-13 and 2013-14. . He stated that his comments / observations are not to be treated as a complaint.

Some of the salient points he observed are as under :

a) The fact that one FD was prematurely broken by the Special Officer to run the

Society’s expense since no maintenance charges have been collected from some defaulting members during the last two years should have been mentioned in the FD list.

b) The Admission Fee collected for three new Members should have been mentioned.

c) Printing mistakes should not be there in Audited Accounts

d) Accounting formats / policies should not be changed and if so done then approval should be taken for same in the AGM

e) The Accounting Heads should not be changed since it makes comparisons difficult with previous years.

Finally, after threadbare discussions, the Audit Report and Audited Statement of Accounts for the year 2012-2013 & 2013-2014 were unanimously accepted

which was proposed by Shri. Hirak Ghosh ( A – 5/15) and seconded by Shri Arun Kumar Saha ( A-4/ 11)

Agenda No: 04

Approval of Budget for the year 2014 –15

Mr.Pratul Roy Chowdhury referred to the Budget Sheet ( Annexure –C of the AGM Notice) and pointed out some anomaly under the item head “Salary & Wages” and he wondered how could the salary and wages figure jump from previous year’s Rs. 3,0229 lakhs to Rs. 4.50 lakhs. Apparently what he was saying seemed to be correct but later on, on careful examination it has been found that by inadvertent mistake he was referring to Row No. 4 ( which is the Account Head of Security Charges ) and comparing against last years’ figures instead of comparing the figures in Row No. 5 ( which is the Account Head for Salary & Wages) of the Budget sheet ( Annexure –C of the AGM Notice Dt. 7thOf August 2014 circulated to all the Members). If Row No. 5 is minutely read then it would be seen that the “Salary & Wages” budgetary figure for the year 2014-15 is Rs.3.30 lakhs only and not 4.50 lakhs as inadvertently claimed by Mr. Pratul Roy Chowdhury as against previous year’s Rs. 2.8665 lakhs which is an increase of about 15 %. ( We would request all the Members to kindly go through Annexure C ( Page 32) of the AGM Notice Dt. 07.08.14 to understand and appreciate as to what we are

trying to explain.)

The increase in Row No. 4 i.e. under the Head Security Charges is indeed Rs.4.50 lakhs from Rs. 3.0229 lakhs but that is because the rate per security person per month has gone up to Rs. 6,200/- from Rs 4,900/-.and the number of Security personnel too have been increased to six persons from five persons leading to a percentage increase of about 49%. All the Members present in the House including the Board of Directors got inadvertently mislead by this unintentional error of mixing up the Rows in the Budget Sheet ( Annexure – C ). Inconvenience caused is regretted.

Mr. Debashish Das (A-6/7 ) insisted that the item head of “Legal Expenses” be removed from the Budget and the budget be recast accordingly. However the Secretary reminded him that even though there had been a precedence created by one of the earlier Boards to fight a court case without taking any money from the Society, the previous Board, of which the erstwhile Secretary - who is a member of the present Board also and in which Mr. Das too was a Member, had set a precedence of fighting Court cases using Society’s money and thus it was not fair and logical on his part to insist for dropping this item from the Budgetary provision. The Secretary also assured the members that it is just a provision and if there is no such need the entire amount will remain intact as it is.

Mr.Smarajit Sen wanted to know as to why the budgetary provision for gardening has been kept so high as he does not see much gardening being done. To this the Chairman replied that under the gardening head the salary of Raghu is included which in itself is working out to Rs. 61,295/- and another temporary gardener is also employed from time to time whose wages too come under this head only.

Mr.Subir Das stated that the increase in the Plumbing head when compared to last year seemed to be high. The Chairman explained that during the time of the Special Officer except for very routine maintenance job not much plumbing job had been undertaken and now lot of valves etc. are being replaced which are very costly and hence this apparent jump in the figure.

After detailed deliberation, Annual Budget & Programme of Activities for 2014-2015 were unanimously approved which was proposed by Shri. Sadiquzzaman ( A-8/14) and seconded by Shri. P.B. Sinha (A 9/14).

Agenda Point No. 5

Annual Maintenance Charges on the Members for the year 2014-15

Mr. Debashish Das said that the amount of Maintenance charge which has been suggested being more than five thousand rupees per year will create hardship for retired persons. To this Mrs. Sulagna Dawn ( A-8/8) replied that the maintenance charge being charged in Happy Nook is one of the lowest amongst all the Housing Societies and in one of the Housing Society which she knows the monthly maintenance charge is more than 5000 /- per month itself.

We would once again like to draw your kind attention to the statement of facts of unintentional mixing up of rows in the Budget sheet ( Annexure C) as explained above under Agenda Point No. 4.

On this apparent mistaken figure of Salary & Wages being considered as Rs. 4.50 lakhs ( due to intermixing of errorful reading of a Row in the Budget Sheet – Annexure C of the AGM Notice dt.7^th August 2014 ) and being subsequently corrected to 3.30 lakhs , which the house overlooked as well, a reduction of

Rs. 675.00 per member per year from the Budgeted Maintenance fee amount of Rs.5850.00 was calculated and the Revised Maintenance Charges per member per year was fixed as Rs. 5175.00 which was accepted by the House.

Even though this reduction was uncalled for as found out on scrutiny later but since this figure has been accepted already by the House, Maintenance Charges would remain as Rs.5,175.00 per year per member for the Cooperative year 2014-15 and not Rs.5850/-.

“Resolved that Annual Maintenance Charge of Rs. 5175.00 for the year 2014-15 with effect from 01.04.2014 be paid by Members either one time within 30^th September , 2014 or in two instalments of Rs. 3,000.00 by 30th September, 2014 & Rs. 2,175.00 by 30^th November, 2014 and interest @ 2% per month would be payable for delayed payment”.

Agenda No: 06

Court Cases and related issues - Lift

Sri Hirak Ghosh (flat A 5/15) stated that the issue of installation of lift has attained finality by virtue of different solemn orders passed by the Hon’ble High Court and steps taken by KMC. He also referred to photographs of premises situated at Golf Green which were built and constructed by West Bengal Housing Board like our complex and informed that construction for installation of lifts have started there already. He also stated that Contempt Rule in WPCRC in 354 (W) of 2012 is pending against Sri Biswatosh Sarkar in the Hon’ble High Court and he has already submitted on affidavit as Secretary ( Chief Executive) of the society ,tantamounting to the stand of Board of Directors that he has no objection to the installation of the lifts.

Shri Hirak Ghosh further said that the current Board has been elected with the

mandate of installing the lift in all the eleven buildings and it is imperative the

Board fulfils the aspiration of the majority Members who are willing to have the

lifts installed.

He thus concluded that the present Board of Directors be entrusted by the

General Body members by majority decision to proceed with the construction of

the lifts in accordance with the solemn orders passed by the Hon’ble High Court

from time to time. He further states that the inconvenience caused by absence of

lifts must be cured and solved by installing lifts at an early date.

Mr. Arun Kumar Saha ( A-4/11 ) lamented that he has lost his mother recently

and regrets the fact that he could not bring his mother to his flat even for a single day since she was not in a position to climb the stairs. He made a fervent appeal to all those Members opposing the proposal of installation of lift to co-operate on humanitarian grounds at least.

The house then took the following resolution which was passed by show of

hands :

Resolved that the General body of members authorise the Board of Directors to do all acts and deeds necessary to get lifts installed, operational and maintained in all 11 blocks of the Society, including getting approval from KMC and all statutory authorities in accordance with the orders of the Hon'ble High Court, Calcutta

Show of hands :

In Favour of the above Resolution - 52.

Against the above Resolution - 16

Agenda No: 07

Change of the old Barbed Wire fencing

The Chairman informed the House that the barbed wire fencing is in a very bad shape having got absolutely rusted and brittle. He told the House that the approximate 

contribution per Member for taking up the installation of new barbed wire fencing would work out to about Rs.1000/.

The House felt that it was necessary to replace the Barbed wire fencing and it was resolved that the proposal would be formally brought as an agenda point in the next Half Yearly General Body meeting giving cost estimate break up etc. for the consideration of the House.

Proposed By : Mr.Pijush Basu ( A-5/14), Seconded by : Mr. Hirak Ghosh (A-5/15)

Agenda No: 08

Community Hall Development:

The House unanimously felt that the Community Hall need to be developed for the benefit of the Members. The Secretary called for suggestions from the Members and said that once the suggestions have been received it would be kept as an Agenda Point in the coming Half Yearly General Body meeting and taken forward.

Proposed by : Mr. Goutam Banerjee (A-6/14), Seconded by : Mrs. Sulagna Dawn (A-8/8)

Agenda No. 09

Installation of Lightning Arrestors

The Chairman said that in view of many electrical gadgets having gone out of order in many flats in the campus due to lightning it was felt necessary that Lightning Arrestors should be installed in the eleven buildings of the Society.

The House agreed to explore this proposal in the coming Half Yearly General

Body meeting and to take the proposal forward.

Proposed by : Lt.Conl A.K.Roy Chowdhury ( Retd.) (A-11/16), Seconded by : Smt. Ruby Banerjee (A-3/16)

Agenda Point No.10

Appointment of Internal Auditor for 2014-15.

The Chairman thanked Shri Benudhar Munshi ( A-5/8) for the mentorship role that he had been playing by giving valuable inputs with respect to Account Statements and Balance Sheet being prepared by the Society. He then requested him to be the Internal Auditor for the year 2014-15 to which the House unanimously agreed. Mr. Munshi was kind enough to give his consent to this proposal.

The House thus approved the appointment of Shri Benudhar Munshi (A-5/8) as

Internal Auditor for 2014-15 with his consent and the following Resolution was

adopted:

“Resolved that Shri Benudhar Munshi (A-5/8) be appointed as Internal Auditor of the Society for 2014-15. ”

Proposed by : Group. Capt. S.B.Majumdar ( Retd.) (A-11/8), Seconded by : Shri. P.B.Sinha (A-9/14)

Agenda No. 11

Consideration of any other matter which may forwarded in accordance

with Bye Laws with the approval of Chairman

a) Mrs. Kalyani Dutta ( A-10/6 ) said that the installation of lift should be through consensus. She said that there are some newcomers in the Society who may not be knowing the background of many an issue. This statement was objected to by Mr. Debdatta Purakayastha (A-4/3), Mr. Goutam Banerjee (A-6/14) and Mrs. Sulagna Dawn

( A-8/8). They said that just being new Members does not imply that they are not aware of the systems, practices, rules prevailing in the Society.

b) Mr. Keshab Bhattacharjee ( A – 7/5) said that the court verdict is clear and it implies that only those Members who had filed the writ petition can install the lift. He also stated that one cannot interpret the Court Orders in one’s own way. In reply to his claim the Chairman read out the excerpts from the Order passed by Hon’ble Justice Shri. Ashoke Kumar Das Adhikary – ’’ in my view, the concerned Applicants as well as the persons who are willing to instal the lift in the co-operative Society should be allowed to instal such lift’’ which Mr.Bhattacharjee had not mentioned during the deliberations. Mr.

Sadiquzzaman said that one should not carry the impression that others do not have any knowledge of law and did not have the intelligence to understand the Court Verdict.

c ) Mr. Sadiquzzaman said that there had been numerous instances where inner walls have been dismantled in many Flats. In fact outer walls of two adjacent flats have been dismantled between in the same building. If those dismantling did not cause any structural damages to the building then why is the rumour being spread by a few of the Members that if lifts are installed then the building will get damaged structurally and collapse.

While on this issue he wanted to know that when the outer wall between two

adjacent flats (Flat 4/1 and 4/2) in Building Number 4 in the Ground Floor had

been dismantled whether any permission had been taken by the flat owners from

KMC and if not how could the then Board allow such thing to happen.

He also mentioned that it had come to his attention that the Kolkata Municipal

Corporation's ( KMC ) order and other supporting papers based on which the

previous Board had allowed Mr Arunava Maitra ( A - 4 / 1 ) to dismantle the

walls between A - 4 / 1 and A - 4 / 2 ( belonging to his son Mr Aranoyk Maitra)

 to make it a single unit is missing from the Society Office . Mr Sadiquzzaman

repeatedly insisted that he thinks that this has been done deliberately by

somebody to suppress the genuinity of the order and since KMC's order is a

public document missing from the Society's Office - it is a must that present Board should immediately file an FIR in the Anandapur P.S. with a request to investigate and find the culprit for bringing them to justice.

The above proposal was supported by Mr P.B.Sinha ( A - 9 / 14 ). He wanted to

know if the current Board was trying to save somebody.

The Chairman informed the members that the Board has already constituted an one man enquiry committee comprising of Mr Hirak Ghosh ( A - 5 / 15 ) to enquire about the above case. Mr Hirak Ghosh has already started enquiring about the case. Board will take appropriate action on Shri. Sadiquzzaman’s proposal as supported by Shri. P.B.Sinha as deemed fit after receipt and taking into consideration enquiry report of Mr Hirak Ghosh.

For the information of the Members the Secretary informed that going through the old records it looked like that the purported Original Stability Certificate issued by the KMC Empanelled Structural Engineer and all other papers in original were never submitted to the Board. He also added that it is rather surprising that the Member does not have any copies of such important papers that he had supposedly submitted to the earlier Board. The secretary also wondered whether the earlier Board inspected after the removal of the walls and it conformed to the permission given.

d ) The Chairman informed that Mr. P.K.Guha Biswas ( A-5/3) had submitted a letter highlighting the necessity of having a fire fighting system in place in the campus. He then invited Mr.Guha Biswas to come and speak on the subject. Mr.Guha Biswas again highlighted the importance of having at least a minimum fire fighting arrangement in place. The Chairman informed the House that already quotations have been obtained from different sources for Fire Extinguishers and they are under study. He also mentioned that cost of maintaining the fire extinguishers will be quite substantial. It was decided that

the matter would be discussed in greater details and Mr.Guha Biswas’s help will be solicited in this regard.

e ) Ms.Shampa Basu mentioned about the hardship being faced especially by the residents of Building No. 1 and 2 because of water logging in the common area between the two buildings in the event of a smart shower even for a very short period of time. While she acknowledged the fact that the root cause of the problem are the perennial clogging of the external drains outside our campus because of the unauthorised pavement encroachment and the level of the external drain being higher than our internal drain, she appealed that some short term solution be found out so that they can at least come out of the building without having to wade through ankle deep water. She suggested that bricks be laid or some wooden bench / ramp sort of a thing be placed leading to the entry

point of the building. Mr. Siddhartha Roy Chowdhury (A-2/1) suggested that a provision be made where the rain water could be pumped into a well and the water be utilised later on some other purpose. The points were well noted.

f ) Mr. Debdatta Purakayastha also reiterated the fact that the area near the rear exit gate of the building where the Meter Boxes are located especially in Building Number 4 is getting waterlogged and this could pose a great danger leading to short circuit etc.

He also requested that the rear portion of the buildings be always kept neat and clean so that snakes, rodents etc. do not get an opportunity to thrive.

 Mr.Siddhartha Roy Chowdhury added that carbolic acid be spread around the campus on a regular basis.

Chairman thanked all the members and declared the end of the meeting.

(Kushal Roy)                                                                                     (Bimal Kumar Ghosh)

Secretary                                                                                                          Chairman

03.09.2014                                                                                                      03.09.2014

Minutes of Proceedings of 17^th Annual General Meeting

held on 31.08.2014 at Society’s Community Hall

In terms of the Notice dated 7^th August, 2014 issued by Sri Kushal Roy, Secretary, Happy Nook Co-operative Housing Society Ltd., the Annual General Meeting of the Society commenced at 5.15 P.M on 31.08.2014 at the Society premises with Shri Bimal Kumar Ghosh as Chairman of the meeting.

Members Present: 96 ( Ninety 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 H.K.Dutta (A-9 / 7), late Ananta Kumar Majumdar (A- 6/ 10), late Saswata Majumdar (A- 4 / 4) & late Chitralekha Kar (A-3 / 8) when the members stood in silence.

The Chairman then requested the Secretary to read out the Notice dated 7^th August,  2014 of the 17^th  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 Half- Yearly General Meeting

Held on 27.01.2013

Secretary read out the minutes of the last Half-Yearly General Meeting held on

27.01.2013 which was duly circulated earlier. Members were requested to

deliberate on any point to be included or omitted. Nobody raised any further

point and the minutes of the last Half-Yearly General Meeting were confirmed

unanimously which was proposed by Shri Pijush Basu (A-5/14) and seconded

by Shri. Hirak Ghosh (A-5/15).

Agenda No: 02

Secretary’s Report

Smt. Jharna Ganguly ( A-5/2) drew the Member’s attention to Point No. 8 of

the subject report.

Her observations were as under :

a) She said that the election process which was initiated by the Co-operative

Election Commission was cancelled through a notice issued by the then

Secretary as because an Ordinance had come up extending the life of all Board

of the Co-operative Societies from three years to five years following Hon’ble

Justice Samaddar’ s order.

b) The fact that the then Board was dissolved and a Special Officer was appointed by the Assistant Secretary to the Govt. of West Bengal was again because of the fact that another Ordinance was promulgated which again reduced the life of the Board of the Co-operative Societies from five years to three years.

c) The Secretary’s Report, which says that the Accounts for the year 2012-13 were not prepared and audited tends to suggest that it was a not done by the previous Board out of negligence / deliberately.

The fact remains that since the earlier Board was dissolved all of a sudden in February 2013 they were not in a position to complete the Accounts for the year 2012-13 and thereby get same audited.

As per her all these facts should get reflected in the Secretary’s Report .

The Secretary replied that since the Notice for election was issued by the Co-

operative Election Commission the notice for any cancellation of such election

notified earlier needed to be issued by the Election Commission only and the

Secretary had no right to issue such a Notice of cancellation.

He also replied that why Smt. Ganguly is assuming that the simple statement that the Accounts for the year 2012-13 were not prepared and audited was suggestive in nature hinting at negligence of the previous Board. It is a known fact that the Accounts are prepared at the end of a particular financial year only and in this instance the erstwhile Board was not in a position to do so since they had to leave office all of a sudden in Feb 2014.

The Secretary said that the facts stated by Smt. Ganguly in serial number (a) and (b) and (c – 2^nd para) above have been noted and should be read in conjunction with the Secretary’s Report already circulated.

Mr.Pratul Roy Chowdhury ( A-9/8) wanted to know whether the rate that has been agreed upon with the new Security Service provider is inclusive of Service Tax and if so then he wondered how he is able to manage after paying Rs.5,500/- to the Security Guards as the balance left is almost equivalent to the Service Tax amount that he would need to pay to the Tax authorities. He told the Board to look into this to avoid any problem / liability later on.

Mr. Amit Banerjee ( A – 2/ 12) said that the onus is on the Service Provider to pay the Service Tax and not on the Service Receiver.

After these deliberations the Secretary’s Report was passed unanimously.

Proposed by : Shri. P.B. Sinha (A-9/14), Seconded by : Group. Capt. S.B. Majumdar

( Retd.) ( A-11/8)

Agenda No. 03.

Approval of the Audited Accounts for the year 2012-13 & 2013-14

Mr. Pratul Roy Chowdhury wanted to know as to why the Car rental Charges got reduced in the year 2013-14. The Secretary replied that the number of tenants having car had come down during the year 2013-14 and hence the reduction in collection.

Mr.Pratul Roy Chowdhury also expressed his concern at the amount of “Receivables” from the Members being quite high and wanted to know as to what steps the Board is taking to recover the Receivables. He also suggested that the name of the defaulters be displayed in the Notice Board. The Secretary said that traditionally all the Boards so far had dealt with the defaulters rather softly. He stated that some time be given to the Board to pursue with the defaulting members and get the dues recovered and if the situation still does not improve then a decision could be taken in the next Half yearly General Meeting

to put the names of the defaulting Members in the Notice Board.

Mr. Subir Das ( A-1/4) suggested that instead of putting the names at least the Membership numbers be put in the Notice Board.

Mr. Benudhar Munshi ( A- 5/8) made several observations on the way the Accounts have been presented for the year 2012-13 and 2013-14. . He stated that his comments / observations are not to be treated as a complaint.

Some of the salient points he observed are as under :

a) The fact that one FD was prematurely broken by the Special Officer to run the

Society’s expense since no maintenance charges have been collected from some defaulting members during the last two years should have been mentioned in the FD list.

b) The Admission Fee collected for three new Members should have been mentioned.

c) Printing mistakes should not be there in Audited Accounts

d) Accounting formats / policies should not be changed and if so done then approval should be taken for same in the AGM

e) The Accounting Heads should not be changed since it makes comparisons difficult with previous years.

Finally, after threadbare discussions, the Audit Report and Audited Statement of Accounts for the year 2012-2013 & 2013-2014 were unanimously accepted

which was proposed by Shri. Hirak Ghosh ( A – 5/15) and seconded by Shri Arun Kumar Saha ( A-4/ 11)

Agenda No: 04

Approval of Budget for the year 2014 –15

Mr.Pratul Roy Chowdhury referred to the Budget Sheet ( Annexure –C of the AGM Notice) and pointed out some anomaly under the item head “Salary & Wages” and he wondered how could the salary and wages figure jump from previous year’s Rs. 3,0229 lakhs to Rs. 4.50 lakhs. Apparently what he was saying seemed to be correct but later on, on careful examination it has been found that by inadvertent mistake he was referring to Row No. 4 ( which is the Account Head of Security Charges ) and comparing against last years’ figures instead of comparing the figures in Row No. 5 ( which is the Account Head for Salary & Wages) of the Budget sheet ( Annexure –C of the AGM Notice Dt. 7thOf August 2014 circulated to all the Members). If Row No. 5 is minutely read then it would be seen that the “Salary & Wages” budgetary figure for the year 2014-15 is Rs.3.30 lakhs only and not 4.50 lakhs as inadvertently claimed by Mr. Pratul Roy Chowdhury as against previous year’s Rs. 2.8665 lakhs which is an increase of about 15 %. ( We would request all the Members to kindly go through Annexure C ( Page 32) of the AGM Notice Dt. 07.08.14 to understand and appreciate as to what we are

trying to explain.)

The increase in Row No. 4 i.e. under the Head Security Charges is indeed Rs.4.50 lakhs from Rs. 3.0229 lakhs but that is because the rate per security person per month has gone up to Rs. 6,200/- from Rs 4,900/-.and the number of Security personnel too have been increased to six persons from five persons leading to a percentage increase of about 49%. All the Members present in the House including the Board of Directors got inadvertently mislead by this unintentional error of mixing up the Rows in the Budget Sheet ( Annexure – C ). Inconvenience caused is regretted.

Mr. Debashish Das (A-6/7 ) insisted that the item head of “Legal Expenses” be removed from the Budget and the budget be recast accordingly. However the Secretary reminded him that even though there had been a precedence created by one of the earlier Boards to fight a court case without taking any money from the Society, the previous Board, of which the erstwhile Secretary - who is a member of the present Board also and in which Mr. Das too was a Member, had set a precedence of fighting Court cases using Society’s money and thus it was not fair and logical on his part to insist for dropping this item from the Budgetary provision. The Secretary also assured the members that it is just a provision and if there is no such need the entire amount will remain intact as it is.

Mr.Smarajit Sen wanted to know as to why the budgetary provision for gardening has been kept so high as he does not see much gardening being done. To this the Chairman replied that under the gardening head the salary of Raghu is included which in itself is working out to Rs. 61,295/- and another temporary gardener is also employed from time to time whose wages too come under this head only.

Mr.Subir Das stated that the increase in the Plumbing head when compared to last year seemed to be high. The Chairman explained that during the time of the Special Officer except for very routine maintenance job not much plumbing job had been undertaken and now lot of valves etc. are being replaced which are very costly and hence this apparent jump in the figure.

After detailed deliberation, Annual Budget & Programme of Activities for 2014-2015 were unanimously approved which was proposed by Shri. Sadiquzzaman ( A-8/14) and seconded by Shri. P.B. Sinha (A 9/14).

Agenda Point No. 5

Annual Maintenance Charges on the Members for the year 2014-15

Mr. Debashish Das said that the amount of Maintenance charge which has been suggested being more than five thousand rupees per year will create hardship for retired persons. To this Mrs. Sulagna Dawn ( A-8/8) replied that the maintenance charge being charged in Happy Nook is one of the lowest amongst all the Housing Societies and in one of the Housing Society which she knows the monthly maintenance charge is more than 5000 /- per month itself.

We would once again like to draw your kind attention to the statement of facts of unintentional mixing up of rows in the Budget sheet ( Annexure C) as explained above under Agenda Point No. 4.

On this apparent mistaken figure of Salary & Wages being considered as Rs. 4.50 lakhs ( due to intermixing of errorful reading of a Row in the Budget Sheet – Annexure C of the AGM Notice dt.7^th August 2014 ) and being subsequently corrected to 3.30 lakhs , which the house overlooked as well, a reduction of

Rs. 675.00 per member per year from the Budgeted Maintenance fee amount of Rs.5850.00 was calculated and the Revised Maintenance Charges per member per year was fixed as Rs. 5175.00 which was accepted by the House.

Even though this reduction was uncalled for as found out on scrutiny later but since this figure has been accepted already by the House, Maintenance Charges would remain as Rs.5,175.00 per year per member for the Cooperative year 2014-15 and not Rs.5850/-.

“Resolved that Annual Maintenance Charge of Rs. 5175.00 for the year 2014-15 with effect from 01.04.2014 be paid by Members either one time within 30^th September , 2014 or in two instalments of Rs. 3,000.00 by 30th September, 2014 & Rs. 2,175.00 by 30^th November, 2014 and interest @ 2% per month would be payable for delayed payment”.

Agenda No: 06

Court Cases and related issues - Lift

Sri Hirak Ghosh (flat A 5/15) stated that the issue of installation of lift has attained finality by virtue of different solemn orders passed by the Hon’ble High Court and steps taken by KMC. He also referred to photographs of premises situated at Golf Green which were built and constructed by West Bengal Housing Board like our complex and informed that construction for installation of lifts have started there already. He also stated that Contempt Rule in WPCRC in 354 (W) of 2012 is pending against Sri Biswatosh Sarkar in the Hon’ble High Court and he has already submitted on affidavit as Secretary ( Chief Executive) of the society ,tantamounting to the stand of Board of Directors that he has no objection to the installation of the lifts.

Shri Hirak Ghosh further said that the current Board has been elected with the

mandate of installing the lift in all the eleven buildings and it is imperative the

Board fulfils the aspiration of the majority Members who are willing to have the

lifts installed.

He thus concluded that the present Board of Directors be entrusted by the

General Body members by majority decision to proceed with the construction of

the lifts in accordance with the solemn orders passed by the Hon’ble High Court

from time to time. He further states that the inconvenience caused by absence of

lifts must be cured and solved by installing lifts at an early date.

Mr. Arun Kumar Saha ( A-4/11 ) lamented that he has lost his mother recently

and regrets the fact that he could not bring his mother to his flat even for a single day since she was not in a position to climb the stairs. He made a fervent appeal to all those Members opposing the proposal of installation of lift to co-operate on humanitarian grounds at least.

The house then took the following resolution which was passed by show of

hands :

Resolved that the General body of members authorise the Board of Directors to do all acts and deeds necessary to get lifts installed, operational and maintained in all 11 blocks of the Society, including getting approval from KMC and all statutory authorities in accordance with the orders of the Hon'ble High Court, Calcutta

Show of hands :

In Favour of the above Resolution - 52.

Against the above Resolution - 16

Agenda No: 07

Change of the old Barbed Wire fencing

The Chairman informed the House that the barbed wire fencing is in a very bad shape having got absolutely rusted and brittle. He told the House that the approximate 

contribution per Member for taking up the installation of new barbed wire fencing would work out to about Rs.1000/.

The House felt that it was necessary to replace the Barbed wire fencing and it was resolved that the proposal would be formally brought as an agenda point in the next Half Yearly General Body meeting giving cost estimate break up etc. for the consideration of the House.

Proposed By : Mr.Pijush Basu ( A-5/14), Seconded by : Mr. Hirak Ghosh (A-5/15)

Agenda No: 08

Community Hall Development:

The House unanimously felt that the Community Hall need to be developed for the benefit of the Members. The Secretary called for suggestions from the Members and said that once the suggestions have been received it would be kept as an Agenda Point in the coming Half Yearly General Body meeting and taken forward.

Proposed by : Mr. Goutam Banerjee (A-6/14), Seconded by : Mrs. Sulagna Dawn (A-8/8)

Agenda No. 09

Installation of Lightning Arrestors

The Chairman said that in view of many electrical gadgets having gone out of order in many flats in the campus due to lightning it was felt necessary that Lightning Arrestors should be installed in the eleven buildings of the Society.

The House agreed to explore this proposal in the coming Half Yearly General

Body meeting and to take the proposal forward.

Proposed by : Lt.Conl A.K.Roy Chowdhury ( Retd.) (A-11/16), Seconded by : Smt. Ruby Banerjee (A-3/16)

Agenda Point No.10

Appointment of Internal Auditor for 2014-15.

The Chairman thanked Shri Benudhar Munshi ( A-5/8) for the mentorship role that he had been playing by giving valuable inputs with respect to Account Statements and Balance Sheet being prepared by the Society. He then requested him to be the Internal Auditor for the year 2014-15 to which the House unanimously agreed. Mr. Munshi was kind enough to give his consent to this proposal.

The House thus approved the appointment of Shri Benudhar Munshi (A-5/8) as

Internal Auditor for 2014-15 with his consent and the following Resolution was

adopted:

“Resolved that Shri Benudhar Munshi (A-5/8) be appointed as Internal Auditor of the Society for 2014-15. ”

Proposed by : Group. Capt. S.B.Majumdar ( Retd.) (A-11/8), Seconded by : Shri. P.B.Sinha (A-9/14)

Agenda No. 11

Consideration of any other matter which may forwarded in accordance

with Bye Laws with the approval of Chairman

a) Mrs. Kalyani Dutta ( A-10/6 ) said that the installation of lift should be through consensus. She said that there are some newcomers in the Society who may not be knowing the background of many an issue. This statement was objected to by Mr. Debdatta Purakayastha (A-4/3), Mr. Goutam Banerjee (A-6/14) and Mrs. Sulagna Dawn

( A-8/8). They said that just being new Members does not imply that they are not aware of the systems, practices, rules prevailing in the Society.

b) Mr. Keshab Bhattacharjee ( A – 7/5) said that the court verdict is clear and it implies that only those Members who had filed the writ petition can install the lift. He also stated that one cannot interpret the Court Orders in one’s own way. In reply to his claim the Chairman read out the excerpts from the Order passed by Hon’ble Justice Shri. Ashoke Kumar Das Adhikary – ’’ in my view, the concerned Applicants as well as the persons who are willing to instal the lift in the co-operative Society should be allowed to instal such lift’’ which Mr.Bhattacharjee had not mentioned during the deliberations. Mr.

Sadiquzzaman said that one should not carry the impression that others do not have any knowledge of law and did not have the intelligence to understand the Court Verdict.

c ) Mr. Sadiquzzaman said that there had been numerous instances where inner walls have been dismantled in many Flats. In fact outer walls of two adjacent flats have been dismantled between in the same building. If those dismantling did not cause any structural damages to the building then why is the rumour being spread by a few of the Members that if lifts are installed then the building will get damaged structurally and collapse.

While on this issue he wanted to know that when the outer wall between two

adjacent flats (Flat 4/1 and 4/2) in Building Number 4 in the Ground Floor had

been dismantled whether any permission had been taken by the flat owners from

KMC and if not how could the then Board allow such thing to happen.

He also mentioned that it had come to his attention that the Kolkata Municipal

Corporation's ( KMC ) order and other supporting papers based on which the

previous Board had allowed Mr Arunava Maitra ( A - 4 / 1 ) to dismantle the

walls between A - 4 / 1 and A - 4 / 2 ( belonging to his son Mr Aranoyk Maitra)

 to make it a single unit is missing from the Society Office . Mr Sadiquzzaman

repeatedly insisted that he thinks that this has been done deliberately by

somebody to suppress the genuinity of the order and since KMC's order is a

public document missing from the Society's Office - it is a must that present Board should immediately file an FIR in the Anandapur P.S. with a request to investigate and find the culprit for bringing them to justice.

The above proposal was supported by Mr P.B.Sinha ( A - 9 / 14 ). He wanted to

know if the current Board was trying to save somebody.

The Chairman informed the members that the Board has already constituted an one man enquiry committee comprising of Mr Hirak Ghosh ( A - 5 / 15 ) to enquire about the above case. Mr Hirak Ghosh has already started enquiring about the case. Board will take appropriate action on Shri. Sadiquzzaman’s proposal as supported by Shri. P.B.Sinha as deemed fit after receipt and taking into consideration enquiry report of Mr Hirak Ghosh.

For the information of the Members the Secretary informed that going through the old records it looked like that the purported Original Stability Certificate issued by the KMC Empanelled Structural Engineer and all other papers in original were never submitted to the Board. He also added that it is rather surprising that the Member does not have any copies of such important papers that he had supposedly submitted to the earlier Board. The secretary also wondered whether the earlier Board inspected after the removal of the walls and it conformed to the permission given.

d ) The Chairman informed that Mr. P.K.Guha Biswas ( A-5/3) had submitted a letter highlighting the necessity of having a fire fighting system in place in the campus. He then invited Mr.Guha Biswas to come and speak on the subject. Mr.Guha Biswas again highlighted the importance of having at least a minimum fire fighting arrangement in place. The Chairman informed the House that already quotations have been obtained from different sources for Fire Extinguishers and they are under study. He also mentioned that cost of maintaining the fire extinguishers will be quite substantial. It was decided that

the matter would be discussed in greater details and Mr.Guha Biswas’s help will be solicited in this regard.

e ) Ms.Shampa Basu mentioned about the hardship being faced especially by the residents of Building No. 1 and 2 because of water logging in the common area between the two buildings in the event of a smart shower even for a very short period of time. While she acknowledged the fact that the root cause of the problem are the perennial clogging of the external drains outside our campus because of the unauthorised pavement encroachment and the level of the external drain being higher than our internal drain, she appealed that some short term solution be found out so that they can at least come out of the building without having to wade through ankle deep water. She suggested that bricks be laid or some wooden bench / ramp sort of a thing be placed leading to the entry

point of the building. Mr. Siddhartha Roy Chowdhury (A-2/1) suggested that a provision be made where the rain water could be pumped into a well and the water be utilised later on some other purpose. The points were well noted.

f ) Mr. Debdatta Purakayastha also reiterated the fact that the area near the rear exit gate of the building where the Meter Boxes are located especially in Building Number 4 is getting waterlogged and this could pose a great danger leading to short circuit etc.

He also requested that the rear portion of the buildings be always kept neat and clean so that snakes, rodents etc. do not get an opportunity to thrive.

 Mr.Siddhartha Roy Chowdhury added that carbolic acid be spread around the campus on a regular basis.

Chairman thanked all the members and declared the end of the meeting.

(Kushal Roy)                                                                                     (Bimal Kumar Ghosh)

Secretary                                                                                                          Chairman

03.09.2014                                                                                                      03.09.2014

                                                                              NOTICE

 The 17^th Annual General Meeting of the Happy Nook Co-operative Housing Society Ltd. for the co-operative year 2012-13 & 2013-14 will be held on 31.08.2014 (Sunday) at 5.00 P.M. at the Community Hall of Happy Nook Co-operative Housing Society Ltd. to discuss and transacting the business as per the under noted Agenda,

I request the Members to kindly attend the meeting.

7^th August, 2014                                                                                      (Kushal Roy)

                                                                                                                    Secretary

                        AGENDA

1.         Confirmation of the Proceedings of the last Half-Yearly General Meeting held on

27.01.2013 which was circulated earlier.

2.         Consideration of the Secretary’s Report (Annexure-A)

3.         Approval of the Audited Accounts for the year 2012-13 & 2013-14 (Annexure-B)

4.         Approval of Budget for the year 2014-15 (Annexure-C)

5.         Annual Maintenance Charges on the Members for the year 2014-15 (Annexure-D)

6.         Court cases and related issues- Lift (Annexure- E)

7.         Change of the old Barbed wire fencing (Annexure-F)

8.         Community Hall Development (Annexure- G)

9.         Installation of Lighting Arrestors (Annexure - H)

10.       Appointment of Internal Auditor for 2014-15

11.       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 2012-13 & 2013-14

Dear Members,

On behalf of the Board of Directors, it is my honour and privilege to welcome you all at the 17^th Annual General Meeting of our Society.

At the outset itself it is necessary to bring to your kind notice that the last Annual General Meeting was held on 10.06.2012 and is thus taking place after a gap of two years. The

present Board having taken over it’s responsibilities only on 9^th February, 2014 is not in a position to give a detailed report for the past two years. However, we are making an attempt to present briefly below the information and activities of the Society during the year 2012-2013 and 2013- 2014 :

01.       Membership Status: 175 Members are on roll as on date.

02.       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 09 flats are under occupation of tenants and the remaining

flats are not being regularly used by the owners.

03.       Share Certificate: Out of 175 Share Certificates ready for issue-170

members collected their Share Certificates. Remaining 05 members are

once again requested to collect their Share Certificates after observing the

required formalities.

04.       Mutation: Mutation of all 175 flats have been completed.

05.       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 Society 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 in their

own interest.

06.       Board of Directors approved transfer of Ownership of flat namely Flat No.

A- 06 / 11 and included spouse as Joint Member in respect of Flat no: A-10 / 06, mother in respect of Flat No. A- 08 / 04 & A-11 / 11 & also included son in respect of Flat No. A 06 / 10. The flat no: A- 06 / 06 was transferred to the nominee of the deceased member Late Juthika Ghosh in the year 2012-2013.

The New Board of Directors approved transfer of Ownership of flat namely Flat No. A-04 / 15, A-01 / 05, & A- 06 / 06 during the year 2013-2014.

The Board of Directors heartily welcome the following New Members / Joint Members in our Society:

 Sl.no.                   Name                                                                        Flat No.

i)          Dr.Subrata Kumar Sen                                                              A- 06 / 11

ii)        Mrs.Sipra Verma                                                                        A- 11 / 11

iii)       Mrs.Sabitri Chakraborty                                                            A- 08 / 04

iv)       Mrs.Kalyani Dutta                                                                     A- 10 / 06

v)        Mr.Debabrata Majumdar                                                            A - 06 / 10    

vi)       Mr.Anjan Dutta & Mrs. Mahua Dutta                                        A- 04 /15

vii)     Dr. (Mrs.) Swati Ganguly                                                            A- 01 / 05

viii)    Mr.Biswadeep Mazumdar & Mrs. Sreeparna Mazumdar            A- 06 / 06

07.       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.

08.       The three-year term for the last Board was supposed to be ending on 13.12.2012 and accordingly election for the post of ten Directors of the Society was announced by the Election Commission, Co-operation Dept. Govt. of W.B. on 12.10.2012. However, at the very last moment the Election Notice was withdrawn by the Secretary of the then Board Dated 01.11.2012 and the election process was cancelled and the then Board decided to continue for another two years. This was not tenable as a result of which the Assistant Secretary to the Govt. of West Bengal, Co-operation Department appointed a Special officer on 18.02.2013 to run the Society’s affairs till such time election was conducted to elect a new Board. So during the period 18.02.2013 to 09.02.2014 there was actually no Board and the Society functioned under the Special Officer nominated by Assistant Secretary to the Govt. of West Bengal, Co-operation Department. When the present Board took over the responsibilities on 09.02.2014 it observed that the Accounts for the year 2012-13 has not been prepared and audited. So the current Board had to prepare the Accounts for two Co-operative years i.e. 2012-2013 & 2013-2014 and we are pleased to inform that the Audit of the Accounts for both the years have been carried out and the Accounts are enclosed with this Report as Annexure – B.

09.       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 2012-2013 & 2013-2014.

11.       Audited Accounts for the year 2012-2013 & 2013-2014 by the Director of Co-operative Audit are completed.

12.       Deposits made under CRES Scheme of CESC is completed in the year

2012-2013 (Attachment-I).

13.       Fixed Deposits of Rs.68,00,000.00 is with the Indian Overseas Bank, Kasba Gold Park Branch as on 31.03.2014 (Details enclosed as Attachment-II), carrying interest rates of 10% p.a. on Rs.39,50,000.00, 9.0% p.a. on Rs.28,50,000.00.

14.       The details of monthly staff salary and wages paid during 2013-14 are as

follows:-

Sl No.        Name of Staff & Designation                   Monthly salary Remarks

i)            Sri Joydev Giri , Caretaker                            Rs.10,500.00      Expenditure

ii)           Sri Anukul Biswas ,Electrician                      Rs.5,900.00        chargeable to

iii)          Sri Ashok Kumar Roy ,Pumpman                  Rs.5,650.00        Salary & Wages

                                                                                                                    Expenditure

iv)        Sri Raghunath Patra, Gardener                         Rs. 4,100.00           chargeable to

                                                                                                                     Gardening exp.

v)         Sri Arjun Mahato ,Sweeper                                Rs.4,350.00         Expenditure

vi)        Sri Jhantu Sardar, Sweeper                                 Rs.4,100.00        chargeable to

                                                                                                           Campus Cleaning exp.

For 2014-2015, monthly salary and wages have been fixed and is proposed to be paid w.e.f. 01.04.2014, subject to approval of the Budget in this AGM, in the manner as follows :

i)          Sri Joydev Giri, Caretaker                               Rs. 12,075.00

ii)         Sri Anukul Biswas,Electrician                         Rs. 6,785.00

iii)         Sri Ashok Kumar Roy,Pumpman                     Rs. 6,500.00

iv)        Sri Raghunath Patra, Gardener                         Rs. 4,715.00

v)         Sri Arjun Mahato ,Sweeper                              Rs. 5,000.00

vi)        Sri Jhantu Sardar,Sweeper                                Rs. 4,715.00

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.

The Society has also been paying Rs.850.00 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. 980.00 p.m. w.e.f. 01.04.2014.

For Household garbage collection from door to door Shri Kumar Singh has been

engaged. The Society was paying Rs. 1,750.00 p.m. and this is proposed to be

raised to Rs. 2,015.00 p.m. w.e.f. 01.04.2014.

15.       As per Audited Accounts for the year 2012-2013 & 2013-2014 it was noticed that the Society has incurred loss amounting to Rs.1,12,081.75 & Rs.3,14,296.50 respectively.

16.       Activities during the year 2012-13 & 2013-14 ( upto 10^th Feb 2014)

The Painting work which was undertaken by the erstwhile Board was completed during the year 2012-13. It is noted that some Members had complained through letters to the previous Board about the excessive cost incurred for the Repair and Painting work. The erstwhile Board was dissolved on 18.02.13 and the Special Officer appointed by Assistant Secretary to the Govt. of West Bengal, Co-operation Department took charge of the Society from that day itself. After the Special Officer took charge only routine maintenance activities were carried out.

The Special Officer under the supervision of Co-operative Election Commission conducted the election for the post of ten Board of Directors on 02.02.2014 and the new Board was constituted on 09.02.2014.

Activities during the period 09.02.2014 – 31.03.14

The newly constituted Board hardly got any time to undertake much activities during this

short span of time. However, the major job of Road repair which was long overdue was

undertaken and could be completed by the 31^st of March, 2014.

Apart from above it would be pertinent to mention the list of steps / work that have been

undertaken / are proposed to be undertaken in the course of the next few months:

i)          Close Circuit Cameras (CCTV) will be installed in the front and rear Gates as a step towards increasing the surveillance in the campus. In the second phase it is proposed to increase the area of coverage under CCTV surveillance.

ii)         Overhauling of spare Distribution Pump & spare submersible pump has been undertaken.

iii)         Quarterly Underground Reservoir & Overhead Water Tank cleaning process has

been started as per the calendar which has been informed to the Members well in

advance through the Society’s Notice Boards.

iv)        Waterproofing treatment of Roofs has been done / undertaken at Wings No.

A-09 / 16, A- 09 / 14, A- 01 / 16 , A- 01 / 14, A- 05 / 15, A- 05 / 13, A – 10 / 14 & A- 10 / 15.

v)         The Contract of the existing security service Provider M/S Merlin Security expired on the 30^th of April 2014. After following the tender formalities, Clarion Security has since been selected and appointed as the new Security Services Agency w.e.f. 01.05.2014 @ Rs. 6,200.00 per person / per month inclusive of Service Tax for 6 persons amounting to Rs.37,200.00 per month . The strength of the Security personnel has been increased from 05 ( Five) persons to 06 (six) person. The Board has also been able to prevail upon the new Agency to increase the salary of the Security personnel to Rs.5,500.00 from Rs.4,000.00.

vi)        A kiosk has been installed near the Second Gate of the Society equipped with a telephone line (the Centrex Number being 800 ) and a fan. Having provided with the basic infrastructure and minimum comfort facilities required for a Security personnel to work the Second Gate has been opened up for a few hours in the morning and evening. This has been done especially keeping in mind the plight faced by the Office goers who have to face tremendous traffic snarls and congestion on the main road leading to Ruby Hospital crossing from our Gate No.1.

vii)        The Concrete Umbrella structures in the Boot house Park which were in precarious condition have been dismantled keeping in view the safety of the Members and their children. An alternative structure is being thought of and we welcome suggestions from the Members in this regard.

viii)       The area adjoining our office room have been cleaned and spruced up which was in a mess so far. Now the area could be put to some good use.

ix)        Repair & Replacement of sewage pipes, rain water pipes, overflow pipes at different places of all the buildings are being carried out as a part of regular maintenance job.

x)         Rent for Transformer Room from CESC Ltd. @ Rs. 400.00 p.m. totalling to

Rs.19,200.00 has not yet been received for 2010-11, 2011-12, 2012-2013 & 2013-2014 inspite of regular reminders. It will be slightly higher if the increase of rent clause as per agreement is enforced. It is being pursued vigorously.

xi)        S.P.Enterprise 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 S.P.Enterprise to collect those materials. and they agree to do this.

xii)        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 are in constant touch with the local Councilor but regret to inform that all our efforts to prevail upon him to get the outside drain cleaned has fallen on deaf ears. We are trying to take up the matter directly with the MIC Drainage and the Mayor. From our side, we are making all endeavors to keep our internal drainage system obstruction free.

xiii)       Beautification of the Society campus through flower plants and saplings have been taken up in a limited manner. More stress is being given on campus upkeep and neatness. I would once again like to take this opportunity to implore upon all the Members to help us in keeping the campus clean by not throwing anything out from our flats and also to instruct the House maids and the Drivers employed by them not to throw papers/ cigarette packets on the road. All are requested to co-operate and utilize our door to door collection service for this purpose.

Trimming of the trees are being done. The corridor area between the inside boundary wall opposite Building 08 and the Community hall has been cleaned thoroughly making the passageway accessible and usable.

17.       Court Cases : You are aware that there were 05 (Five) Court Cases on the issue of Lift. The judgements / Orders are public documents and can be read from the internet.

18.       We would like to once again thank all the Members for having co-operated with us for making it possible in keeping the road stretch between Building 5 and 6 free of vehicles. Kindly note it is our earnest endeavour to keep the entire road along the campus free from car and not just that stretch between Building No. 5 & 6. In fact notice have been put up twice on our Notice Board in this regard. We would take this opportunity to once again appeal to all the Residents to park their cars at the scheduled car parking spaces only, till such time it is available, and not on roads to facilitate better traffic movement within our campus.

19.       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.

20.       The Transformer Room below our Society’s Office has often been found to be being used by unauthorized persons who are occupying the footpath in front of the entrance of the said room. This has been brought to the notice of CESC and on our request they have put the shutters under lock and key.

21. Liason with Anandapur PS.

You are perhaps aware of the fact that a new Police Station has become operational in our area and we no more fall under Tiljala PS. A local PS level co-ordination committee has been formed on the joint initiative of the PS and a few of us and the Secretary and one of the Directors of our Society have been made Member of the subject committee. Problems being faced by us regularly in negotiating the stretch of the road leading to Ruby Hospital crossing, condition of the road, the unsocial activities going on in the area adjoining our campus, Taxi refusal problem etc. have been brought to the notice of the PS and they have promised that necessary steps would be initiated. It is expected that the Anandapur Road will get repaired before the Pujas.

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, prosperity and a harmonious living in the

campus.

(Kushal Roy)

Secretary

Date: 07.08.2014

                                                                                                    ANNEXURE -E

Court Case and Related Issues- Lift

You are aware that there were 05 (Five) Court Cases on this subject.

The judgements and orders are all public documents and can be read from the internet.

Please also note that SGM of 11.10.2009 had adopted a Resolution on the Subject of Lift.

Both of the above need to be deliberated upon.

                                                                                                    ANNEXURE – F

Change of old Barbed Wire Fencing

The barbed wire fencing along the campus boundary wall has become completely rusted and brittle and is almost useless. This needs to be replaced immediately.

We have initiated the process of ascertaining the total cost involved to replace the existing barbed wire fencing and the cost estimates will be presented during the ensuing AGM.

This being a Capital Expenditure separate funding is necessary and the contribution per Member will be intimated during the AGM.

                                                                                                                                      ANNEXURE – G

Community Hall Development

It had been a general desire of a large section of the Members for a long time that the Community Hall be developed so that it can utilised properly for social gatherings. Once developed this could also generate some income for the Society by way of rent.

If the Members agree in principle then the Board will come up with the details of the scope of development and the cost implications in the next half yearly General Meeting.

Possible areas of development:

i)        Providing False Ceiling for air conditioning.

ii)       Extending the Community Hall towards the Eastern wall side of our

           complex.

iii)      Shifting the community kitchen to the other side.

                                                                                                                                 ANNEXURE- H

Installation of Lightning Arrestors

It has been felt that our buildings should have Lightning Arrestors as a protection against thunder and lightning since many electrical and electronic gadgets get affected in the event of such natural phenomenon taking place.

The Members to deliberate and take a decision as to whether the Lightning Arrestors are to be installed or not. If the decision is in the affirmative then the Board will place the detailed costing etc. in the next Half yearly General meeting.