NOTICE
The 18th
Annual General Meeting of the Happy Nook Co-operative Housing Society Ltd. for
the Co-operative year 2014-15 will be held on 28.06.2015 (Sunday) at 5.00
P.M. at the Community Hall of Happy Nook Co-operative Housing Society Ltd.
to discuss and transact the business as per the under noted Agenda,
I request the Members to
kindly attend the meeting.
5th
June, 2015
(Kushal
Roy)
Secretary
AGENDA
01. Confirmation
of the Proceedings of the last Annual General Meeting held on
31.08.2014 & Half-Yearly General Meeting
held on 19.04.2015 which was
circulated earlier
02. Consideration
of the Secretary’s Report (Annexure-A)
03. Approval of the Audited Accounts
for the year 2014-15 (Annexure-B)
04. Approval
of Budget for the year 2015-16 (Annexure-C)
05. Annual Maintenance Charges for the
Members for the year 2015-16 (Annexure-D)
06. Installation
of Lift in all the 11 Blocks (Annexure -E)
07. Replacement
of the existing Barbed wire fencing (Annexure-F)
08. Construction
of new Umbrella / Shade structures in the Boot House Park (Annexure- G)
09. Installation of Fire Extinguishers in the campus
(Annexure -H)
10. Post
facto approval of the expenses incurred towards the installation of CCTV in the
Campus (Annexure -I)
11. Appointment
of Internal Auditor for 2015-16
12. 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 2014-15
Dear
Members,
On
behalf of the Board of Directors, it is my honour and privilege to welcome you
all at the 18th Annual General Meeting of our
Society.
At
the outset, we are trying to present briefly below the information and
activities of the Society during the year 2014- 2015:
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 06 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
have 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 W.B.C.S Rules, 1987 (Rule 111 of W.B.C.S Rules, 2011). The Auditor
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 for 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- 08 / 08, A- 09/ 03 & 04/14
and included spouse as Joint Member in respect of Flat no: A-11 / 04, A-11 /
08, A-08 / 14 & A-10 / 08.The flat no: A- 09 / 07 was transferred to the
nominee of the deceased member Late H.K.Dutta in the year.
The Board of Directors heartily welcome the following New Members / Joint
Members in our Society:
Sl.no.
Name
Flat No.
i)
Mrs.Sulagna Daw
A- 08 / 08
ii)
Mr. Dayamay Kobi A- 09 / 03
iii)
Mrs.Nandita Dutta
A-
09 / 07
iv)
Dr. (Mrs.) Kabari Das
A- 11 / 04
v)
Mrs. Krishna Majumdar
A
- 11 / 08
vi)
Dr. (Mrs.) Manashi Zaman
A-
08 /14
vii)
Mrs.Susmita Chakraborty
A- 10 / 08
viii)
Mrs.Antara Chowdhury & Mr.Tirthankar Dasgupta
A- 04 / 14
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.
Board
had to prepare the Accounts for the 2014-2015 and got same audited by the
Department of Co-operative Audit. Copy of the Audited Accounts is 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
2014-2015.
11. Fixed
Deposits of Rs.68,00,000.00 is with the Indian Overseas Bank, Kasba Gold Park
Branch as on 31.03.2015 (Details enclosed as Attachment-I), 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 2014-15 are as
follows:-
Sl
No. Name of Staff
& Designation
Monthly
Salary Remarks
i)
Sri Joydev
Giri , Caretaker
Rs.12,075.00
Expenditure
ii)
Sri Anukul Biswas
,Electrician
Rs.6,785.00
chargeable to
iii)
Sri Ashok Kumar Roy
,Pumpman
Rs.6,500.00
Salary & Wages
iv)
Sri Raghunath Patra, Gardener
Rs.
4,715.00 Expenditure chargeable
to
Gardening Expense
v) Sri
Arjun Mahato ,Sweeper
Rs.5,000.00
Expenditure
vi) Sri
Jhantu Sardar, Sweeper
Rs.4,715.00
chargeable to
Campus Cleaning exp.
For
2015-2016, Monthly Salary & Wages have been fixed and is proposed to be
paid w.e.f. 01.04.2015, subject to approval of the Budget in this AGM, in the
manner as follows :
i) Sri
Joydev Giri, Caretaker
Rs.
13,885.00
ii) Sri
Anukul Biswas,Electrician
Rs.
7,800.00
iii)
Sri
Ashok Kumar Roy,Pumpman
Rs.
7,475.00
iv) Sri
Raghunath Patra, Gardener
Rs.
5,420.00
v) Sri
Arjun Mahato ,Sweeper
Rs.
5,750.00
vi) Sri
Jhantu Sardar,Sweeper
Rs.
5,420.00
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.980.00 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. 1,130.00 p.m. w.e.f. 01.04.2015.
For
Household garbage collection from door to door Shri Kumar Singh has been
engaged.
The Society was paying Rs. 2,015.00 p.m. and this is proposed to be
raised
to Rs. 2,315.00 p.m. w.e.f. 01.04.2015.
15. As per
Audited Accounts for the year 2014-2015 it was noticed that the Society has
incurred loss amounting to Rs. 2,70,492.52
16. Activities
during the year 2014-15 ( upto 31.03.2015)
It would be pertinent to mention the
list of steps / work that have been undertaken
during the period :
i) 8
Nos. Close Circuit Cameras (CCTV) have been installed at strategic locations
as an endeavour towards increasing the surveillance in the campus.
Attempt has been made to cover the surveillance of as much of the campus as
possible. In the second phase it is proposed to increase the area of coverage
under CCTV surveillance. Moreover, this also complies with the directions we
have been receiving from Anandapur PS from time to time.
ii) Overhauling
of spare Distribution Pump & spare submersible pump has been undertaken.
iii)
Quarterly
Underground Reservoir & Overhead Water Tank cleaning process have
been regularly undertaken 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, A-3 /15, A-4 /14,
A- 6 /16, A-8 /15 & A-6 /15.
v) 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.
vi) 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.
vii) Rent
for Transformer Room from CESC Ltd. @ Rs. 400.00 p.m. totalling to
Rs. 24,000.00 has not yet been
received for 2010-11, 2011-12, 2012-2013, 2013-2014 & 2014-2015 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.
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 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. Now that a new Councilor is
in place we are trying to take up the matter again with him and also directly
with the MIC Drainage and the Mayor. 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 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 and along the periphery of the entire boundary wall has
been cleaned thoroughly making the passageway accessible and usable.
x) 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 and
Building No. 1 and 7 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.
xi) 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.
xii) CFL
Lights have been installed on the boundary walls along the periphery of the
campus. This has also been done to enhance the overall security of the campus.
xiii) Direction
signages for the Buildings have been installed to help visitors find their way
to the respective buildings easily.
xiv) Repair
of Deep Tubewell, Distribution Pump and Switch Board of the Pump
House have been undertaken.
xv) Repair
& replacement of sewerage pipes, rain water pipes (A-1, A-7, A-8,
A-9, 10)
at different places have been carried out.
xvi) The
Society has approached the KMC for starting supply of sweet water from the Dhapa
Booster Pumping Station. However, everything had been kept on hold from KMC’s
side in view of the KMC Elections. Now that a new Council is in place efforts
will be renewed by the Board to ensure the supply of sweet water in the campus.
KMC is supposed to issue a Demand Note to each of the Housing Societies in
EKTP, Phase -IV on payment of which only the supplies will start.
xvii) As a follow up of the discussion ( vide Agenda No 11 (
c) ) held in the last AGM on Sri Arunava Maitra's (A - 4 / 1) dismantling of
the wall between Flat Nos. A - 4 / 1 and A - 4 /2 belonging to his son Sri
Aronyak Maitra), Society has issued a letter dated 12.09.2014 to Sri Arunava
Maitra to submit to Society copy of permission letter given by KMC to dismantle
walls between Flats A - 4 / 1 and A - 4 / 2 within three days from the
issuance of the letter. On health grounds which is not tenable Sri Maitra
requested for 15 days time to comply the request of the Society. Even after
lapse of more than thirty days when the requested original papers were not
received Society issued another letter dated 31st of October, 2014
to Sri Maitra to comply with their request within three days from the issuance
of the letter. So far Society has not received any of the requested papers in
original
including
the “No Objection Certificate” supposedly issued by KMC as claimed by Sri
Maitra.
Society
plans to issue another letter to Sri Arunava Maitra once again requesting him
to submit Original Copy of the Order received from KMC to dismantle the walls
failing which he should restore the walls in both the flats A-4 /1 and A-4 /2
to its original form before dismantling. If with in the stipulated period one
of the above mentioned alternatives is not complied by Sri Arunava Maitra -
Society will be compelled to take necessary legal action for bringing case to
Justice.
xviii) West
Bengal Housing Board has issued a letter claiming that the Pump Man’s Room
(which is occupied by our Security Staff) has been illegally occupied by the
Society since it’s inception and that if same is not vacated forthwith legal
action will be taken against the Society. A fitting reply has been furnished to
WBHB refuting the allegation which is occupied by Society for which necessary
legally valid order and mentioning in the Sale Deed of all Members of the
Society was received from WBHB by the Society and a reply from WBHB is awaited.
Society may have to take legal recourse in case WBHB takes that route.
xix) West
Bengal Housing Board has intimated the Society that they have issued “Notice”
to Flat No. A –1 /16 and A-8 /11 for clearing their long outstanding dues with
in fifteen days from the issuance of the Notice failing which they would
initiate penal measures.
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:
05.06.2015
Annexure- E
Installation of Lift in all the 11 Blocks
On the basis of request by the willing members
and subsequent resolution adopted in the 17th AGM held
on the 31st August ,2014 on the subject , the Board will
facilitate the installation of lift in all the 11 buildings of the society
assisted by the lift committee of willing members . The members will be
notified in due course about the progress of this project. We solicit
cooperation from all members. Needless to mention that the cost of installation
of lift will be borne by the willing members only and all orders of the Hon'ble
Calcutta High Court in this matter will be followed.
ANNEXURE
–F
Replacement of Existing 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.
This
being a Capital Expenditure separate funding will be necessary.
The
estimated cost for repair of Barbed Wire Fencing over Boundary Wall is given
below:
Estimated cost for Repair of Barbed Wire Fencing over Boundary
Wall
Cost of wire : Rs.
82,500.00
Labour Charges:
Repair, Fitting &
painting of all posts including labour charges: Rs. 60,000.00
Approximate Expenditure :
Rs.
1,42,500.00
So cost per Member : Rs.
815.00
“Resolved
that an one time contribution amount of Rs. 815.00 will be paid by each Member towards
the replacement of the Barbed Wire Fencing along the periphery of the entire
campus over the boundary wall. The amount of Rs. 815.00 will be paid by the
Members by the 31st of
December’ 2015 and interest @
2% per month would be payable for delayed payment”.
ANNEXURE – G
Construction of 02 (Two) new Umbrella / Shade Structure at two
diagonally opposite corner at Boot House Park
You
would recall that the 04 nos. RCC umbrella shade structures which were all in a
very dilapidated condition had been dismantled about a year back. The BOD has
now decided to construct two elegantly looking shade structure complete with
sitting arrangement having a Fibre Glass shade on top at two diagonally
opposite corners of the Boot House Park.
Approximate Cost of 01 (one)
shed will be as follows:
Area - 8
feet x 7feet
Brick foundation &
antiskid tiles floor,
3” x 3” R.C.C. Pillar =
8 nos.
1 ½” x 1 1/2 “ & 1”
x 1” Angle for sloping.
TATA Blue Eskeep Shed.
7 feet x 2 feet Handle Bench –
2 nos.
02 nos. tube light & 02
nos. High speed fan
Approximate Cost Rs.
69,000.00 X 02 (Two) nos. 1,38,000.00
Cost per Member : Rs.790.00
“Resolved
that an one time contribution amount of Rs. 790.00 will be paid by each Member
towards the construction of two Resting Sheds in the Boot House Park. The
amount of Rs. 790.00 will be paid by the Members by the 31st of
July’ 2015 and interest @ 2% per
month would be payable for delayed payment”.
Annexure –H
Installation of Fire Extinguishers in the campus
The Board
proposes to install 02 (two) Fire Extinguishers in each of the 11 Blocks at 1st
floor & 3rd Floor and one in the office room and two for
Security Gates.
Cost Price of
01 (one) Fire Extinguisher
Rs. 2000.00
So, Total
cost will be Rs.2, 000.00 X 25 nos.
Rs. 50,000.00
Contribution
per Member: Rs. 50,000 / 175 = Rs.
286.00
“Resolved that an one time
contribution amount of Rs. 286.00 will be paid by each Member towards
installation of Fire Extinguishers at 11 Blocks
in the campus and one is Society’s Office & two at Security Gates.
The amount of Rs. 286.00 will be paid by the Members by the 31st
July, 2015 and interest @ 2% per month
would be payable for delayed payment”.
Annexure – I
Post facto approval of the expenses incurred
towards the
installation of CCTV in the campus
Society had published a Short Tender Notice for installation
of CCTV in our Campus
& had received 03 (Three) offers form the Bidders.
The Contract was awarded to M/S
It Solutions (L1) for installation of 08 (eight) cameras and
their associated networks at a
Contract price of Rs. 1,41,940.00.
The Board is requesting for an approval of this Capital
Expenditure of Rs. 1,41,940.00 on
Post Facto basis.
