NOTICE
The 17th
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.
7th 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 17th
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 9th 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 10th
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 31st 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 30th 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.
