Minutes of Proceedings of Half Yearly General

Meeting held on 10.12.2017

In terms of the Notice dated 11^th November, 2017 issued by Sri Kushal Roy, Secretary, Happy Nook Co-operative Housing Society Ltd., the Half Yearly General Meeting of the Society commenced at 6.10 P.M on 10.12.2017 at the Society premises with Sri Bimal Kumar Ghosh as Chairman of the meeting.

Members Present: 47 (Forty Seven)

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 Ashutosh Bhowal (A-5/13), Sabita Chowdhury (A-8/13), Manjula Jha (A-1/6), Ruby Banerjee (A-3/16), Jharna Roy (A-9/8), Saibal Mitra (A-3/14) & Anjali Mondal (A-7/7) when the members stood in silence.

The Chairman requested the Secretary to read out the Notice dated 11^th November, 2017 of the Half Yearly General Meeting for convening the meeting which was done.

Being requested by the Chairman, the Secretary initiated discussions Agenda wise.

Agenda 01 :

Review of the Activities of the Society on the basis of the Report placed by the Board

The Secretary read out the report of activities that have been undertaken during the period of 1^st April to 30^th September 2017.

On the point of non-payment of Society’s dues on time by some of the Members Mr. Arun Bhowmik of A-3/2 informed that he generally pays all the dues when he makes the annual visit to the campus from USA and wanted to know if there could be some other mode of payment and if some advance payments could be made since he did not want to be a defaulter. The Secretary informed that notice for Society’s dues are mailed to each of the Members along with the Minutes of the Proceedings of the AGM and the HYGM where the deadlines of payments to be made are mentioned and that the payments could be made on line through “net banking” channels.

Mr. Sisir Kanjilal of A-2/6 wanted an explanation of the word “futile” written in the context of non-receipt of Society’s dues on time. The Chairman stated that it is not that some of the Members are willfully defaulting, there may be other reasons of non-payment like oversight, etc. and the word “futile” may not have been appropriate in this context.

Mr Dilip Kumar Mukhopadhyay of A-3/7 drew the House’s attention to Point No. 11 of the Secretary’s Report and pointed out that a formal resolution should be moved. Accordingly the following resolution was moved :

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“In response to Point No. 11 of the Secretary’s Report the House resolved to approve an expense of Rs. 1,00,000.00 towards replacement of Electrical Fittings, Furnitures, Computers etc. that had got omitted by oversight in the last AGM”

The Resolution was Proposed by Mr. Joydeep Naskarof A-10/15 and Seconded by Mr Samarjit Sen of A-10/2.

Mrs. Nargis Sattar Hussain of A-8/6 said that the road repair outside our campus has not happened upto Ruby hospital as mentioned in the Secretary’s Report and that some parts of the pavement have developed holes. While acknowledging Mrs. Hussain’s statement the Secretary informed that it is a job of external agencies and that the Anandapur Road could be fully repaired and a part of the footpath recovered due to relentless effort of the Board and some members. He stressed that the residents should use the footpath as much as possible to ensure that the footpath is not lost again to the hawkers. He appealed to all the Members to make joint visits in larger groups to these stalls once in a while on holidays and request them to keep the footpath free in case some of them are found to have encroached the space again. He stressed on social action for keeping the footpath encroachment free.

Mr Arunava Maitra of A-4/1 wanted to know the status regarding new Corporation tax system. The Chairman stressed that while Property Tax is an individual responsibility but in the larger interest of members the Board will advise the members as to how to take things forward and keep them appraised of the developments. He also informed that action in this regard will be taken jointly with the neighbouring Housing  Societies.

The Secretary’s Report was approved and accepted thereafter.

Proposed by : Mr. Subrata Chakraborty ( A-1/14)

Seconded by : Grp. Captain S.B.Majumdar ( Retd.) ( A-11/8)

Agenda 2:

Consideration of the Audited Accounts for the year 2016-17

The Chairman informed the house that there was a mistake in the Auditor’s Report and the Auditor has sent a corrigendum. Copy of the same was circulated in the house.

Mr.Dilip Kumar Mukhopadhyay of A-3/7 referred to point 3 of Auditor’s Report on Bye Laws. He stressed that the Bye Laws should be amended at the earliest as the Committee formed for this purpose has submitted its Report. The Secretary informed the House that the board is considering the Report and would present the amended Bye Laws for approval of the members in the next General Body Meeting.

Mr Arunava Maitra of A-4/1 objected to the lift Account being incorporated in the HNCHSL Accounts as it relates to only a section of the members who had contributed for erection of lift. Mr Samarjit Sen of A-10/2 supported Mr Maitra. Mr. Sunil Kumar Roy of A-4/13 pointed out that the lift was constructed by the Board after detailed discussions in the AGMs. So the lift Accounts should be part of HNCHSL Accounts only. Mr Dilip Kumar Mukhopadhyay mentioned that lifts have been constructed in the common area and 97 members have already contributed for the lift. Hence it should be in the Society’s Account. The Chairman informed that the Internal Auditors Mr. Benudhar Munshi and Mr. Dilip Kumar Mukhopadhyay, for the two previous years, too had suggested that the lift Account be included in the Society’s Account and the Statutory Govt. Auditor also accepted this without any remark .The Chairman also said that the Board wanted to remain absolutely transparent of all the expenses incurred towards the construction of the lift for the general information of the Members.

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The Audited Accounts for the 2016-17 was accepted and approved by the House.

Proposed by Mr. Subrata Chakraborty ( A-1/14)

Seconded by Lt.Col A.K. Roy Chaudhury ( Retd.) (A-11/16)

Agenda 3 :

Consideration of any other matter which may be forwarded in accordance with the Bye-laws with the approval of the Chairman.

1.      Mr. Arunava Maitra mentioned that the internal sanitary lines going through inside the respective bathrooms are not scientific at all and requested the Board to see if this could be made external as this will solve a lot of avoidable problems. He informed that this had been done in our neighbouring D Block. The Secretary said that his point has been noted and this has to be taken as a project. The Board will work on this and try to come back in the next GBM with cost estimates etc.

2.      Mr. P.K Ghosh of A-11/10 pointed to the problem of stagnant water in the drains. Mr. Kanjilal pointed to the foul smell originating from the drains in the morning and evening. The Chairman informed that the basic levelling of the internal drains are not uniform and proper. Moreover the main drain outside our campus is at a higher level than the internal drains as a result of which the inside residual water cannot flow out properly. The problem also gets compounded because of some Members operating their washing machines in the verandah and draining out the water in to the external drain next to the verandah. To add to the problem the passage under the culverts between Building no 5 and 6 and near Building No. 10 have got choked and hence water cannot flow from one side to the other side. In case the culvert under passage way are to be cleaned and cleared then we have to cut the roads and it will create a big mess. So the temporary solution is to manually drain out the water by brooming them out on a regular basis.

Mr Kaushik Bhattacharjee of A-10/1 proposed a scheme for cleaning of drains, especially under the culvert. He suggested that the mid portion of the culverts be replaced by removable iron grills so that the underpass can be cleaned as and when clogging happens.

3.      Mr. P.K Ghosh, Ms. Debika Narayan of A-3/13 and some other members pointed to the problem faced by them due to the overgrowth of tree branches intruding their flats. This is resulting into obstruction of sunlight coming in, insects getting in to the flats as well as the roof water outlets getting clogged with dead branches and dried leaves. Members maintained that distinction should be made between trimming of trees and felling of trees. They insisted that the Board should not shy away from trimming of the trees. Mr. Kaushik Bhattacharjee stated that the Gulmohar tree in front of Building No. 10 is precariously leaning down and this could create a major accident any day. He requested that the tree be cut down considering the accidental hazards. The Chairman informed that tree felling is not permitted  as such and we have to take the advice of the concerned Authority as to how we can resolve such typical issues where hazards are apprehended.

4.      Mr. Kaushik Bhattacharjee proposed if the Gym could be relocated / disposed off since it is taking a lot of space in the Community Hall. The Secretary said that the Society remains grateful to Mr. Sadiquzzaman of A 8/14 for having arranged this Gym free of cost from the Department of Youth Affairs some 12 years back. However, of late it has been observed that it is not being used by anybody and the gym has almost become rusted and unusable. The Secretary also informed that a Committee comprising of Mrs. Mita Banerjee of A- 7/2 and Mrs. Sanghamitra Ray of A- 8/8 was

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constituted in the last AGM to look into this and come up with suggestions / recommendations.  The committee too have suggested that the Gym Apparatus be either handed back to the Department of Youth Affiairs or dismantled and relocated. The committee has also observed that the almost defunct gym has become a breeding ground of mosquitoes and snakes. The Chairman informed that HNCA has also been consulted on this and they have also suggested that the Gym be dismantled and relocated. The Chairman asked the House if they are agreeable to this proposal to which the House responded in the affirmative.

5.       Mr. Gautam Basu Thakur of A-1/2 wanted to know if the rules and regulations formulated pertaining to car parking in the campus are being maintained and followed or not. He emphasized on the need to adhere to the parking restrictions decided earlier. To this the Secretary replied that within the acute space limitations the Society has, the Board is trying to maintain as much discipline as possible towards car parking and rules and regulations are followed. However, he brought to the notice of the House that the Board has received an appeal from Mr. Amit Banerjee of A-2/12 to allow his tenant to keep two cars since he was not aware of the rule while renting out his flat that a tenant can keep only one car. The Secretary said that if the House agrees to his appeal then the Board can make a one time exception just as a very special case for a limited period of time. Mr. Banerjee then requested the House to allow his tenant to park two cars till February 2018. The House agreed, as a special case, without setting a precedent. However, the House said that Mr. Banerjee has to give an undertaking to the Board that the tenant will not keep the second car in the campus after February 2018.

6.      Mr. Gautam Basu Thakur also said that personal encroachment of common space around respective Ground Floor flats should not be allowed and wanted to know if those rules are being adhered to by the Members or not.

7.      Mr. Arunava Maitra proposed extension of the verandahs. The Chairman advised him to come with a detailed proposal and sketch of the extension sought so that the Board could study same and come back to the Members with its views.

8.      Mr Arunava Maitra asked as to why the rear Exit Gates of the Buildings have been closed and said that they need to remain open as a second exit in case there is any emergency. The Secretary informed that there had been a specific request from certain Members in Building No. 1 to keep the 2^nd Exit Gate closed as it was intruding into the privacy of the Building and it was also posing to be a security hazard as no CCTV cameras could keep a trace of any person moving into the other interior buildings through Building No. 1. So the gate was closed and to maintain a uniformitythrough out the campus it was decided to keep the 2^nd Exit gate of all other Buildings closed too.

Mr. Anup Dewanji, Vice-Chairman suggested that keeping the privacy and security issue of Building No. 1 in mind the second Exit Gate of Building No. 1 could be kept closed while the 2^nd Exit Gates of all the other Buildings could remain open. The Chairman said that a call on this will be taken after internal discussions in the Board.

9.      Mrs. Nargis Sattar Hussain and Mr. Samarjit Sen said that Roof Top gardening should be immediately stopped and wanted to know what is the Board doing about it. Mr Kaushik Bhattacharjee stated that there should be no personal gardening and encroachment of common areas.

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10.  Mr. Swaroop Ghosh of A -7/1 brought to the notice of the House the menace of over speeding cars in the campus at late nights and aired his apprehension of a major accident to happen unless the rash driving is curbed. The Chairman promised to look into this menace.

The Chairman, before declaring the meeting as over, thanked all the members for attending the meeting and for their active and meaningful deliberations.

 (Kushal Roy)                                                                                                 (Bimal Kumar Ghosh)

  Secretary                                                                                                                 Chairman

 12.12.2017                                                                                                               12.12.2017

                    

NOTICE

The Half-Yearly General Meeting of the Happy Nook Co-operative Housing Society Ltd. for the co-operative year 2017-18, as per Section 30 of W.B.Co-

Operative Societies Act, 2006, will be held on 10.12.2017 (Sunday) at 6.00 P.M. at the Community Hall of Happy Nook Co-operative Housing Society Ltd. to discuss the under noted Agenda.

For transacting the business as per the under noted Agenda, Members are requested to kindly attend the meeting.

11^th November, 2017                                                                     (Kushal Roy)

                                                                                                          Secretary

AGENDA

1.  To Review of the Activities of the Society on the basis of the report placed

     by the Board (Annexure-A).

2.  Consideration of the Audited Accounts for the year 2016-17 (Annexure-B)

3.  Consideration of any other matter which may be forwarded in accordance

     with Bye Laws with the approval of the Chairman.  

Annexure-A

Review of the activities of the Society on the basis of the report placed by the Board

Secretary’s Report for the Half-Yearly General

Meeting for the year 2017-2018 (Period from 01.04.2017 - 30.09.2017)

              

On behalf of Board of Directors, I heartily welcome you all to the Half-Yearly General

Meeting of our Society for the co-operative year 2017-2018. This Half-Yearly General Meeting is being convened for the 6^th time in our Society in view of coming into force the W.B. Co-Operative Societies Act, 2006 and the W. B. Co-operative Societies Rules, 2011 w.e.f. 18.01.2011.

The activities of the Society during this half of 2017-2018 (01.04.2017 to 30.09.2017) are briefly stated below:

01.       Accounts for the year 2016-17 which could not be audited earlier by the Department of Co-operative Audit due to Auditors not being able to allocate any time for audit because of their preoccupation could finally be audited and same is being placed for consideration in the HYAGM.  

02.       Fixed Deposits of Rs. 79.50 lakhs are with the Indian Overseas Bank, Kasba Gold Park Branch as on 30.09.2017. A further Fixed Deposit of Rs.2.00 lakhs has been made on 06.11.2017 making the total to Rs. 81.50 lakhs.

03.    The Board of Directors approved transfer of Ownership of flats namely flat  no. A-5/13  

from late Ashutosh Bhowal to Mrs.Shampa Bhowal, during the period of 1^st April, 2017 to 30th September, 2017 as per W.B.C.S. New Act & Rules.      

04.    Roof Waterproofing have been undertaken at Building No: A-4/14 (Full portion),

         Water tank & partial roof repair in A-1/14, A- 3/16, A- 11/15, A-5/14 & A-5/15. Staircase

          repair in Building no. A-5, A-6, A-9.

05.    Repair & replacement of sewerage pipes, rain water pipes in Building No. A-01, 02, 03,

         05, 06, 07, 08, 09, 10 and at different places have been carried out. Also change of

         damaged portion of roof  water pipe line, long screw, valve etc. have been undertaken

         in most of the buildings.  

06.     Tarfelt repairing of the Community Hall roof  have been undertaken.

          

07.    In view of Dengu outbreak in various parts of the City a regimented approach towards

         keeping the campus away from mosquitoes , to the extent possible, had been

         undertaken. Spraying of mosquito repellent oil, Kerosin oil, bleaching powder &   

         cleaning of surface drains inside the Campus are being done regularly. The Society is in

         constant touch with KMC and spraying of mosquito repellant is organized through

         them as well.

       

08.    Beautification of the Society campus through flower plants and saplings are being

done in a limited manner. The grass in the Boot House Park has been re-laid and the grass is mowed on a regular basis.

09.   Two beautiful Resting Shades, as per the resolution taken in earlier AGM, have been

        constructed and a formal inauguration of same was done on the Bengali New Year’s Day on

        the 14^th of April thereby fulfilling one of the long cherished wishes of the Members.

10.  All the Residents are once again requested to kindly cooperate and help us to maintain

       our Society clean and green in every respect. We would like to take this opportunity to

       once again appeal to all the Members not to throw any trash from the upper floors and

       instruct the Drivers and the Maids not to litter the campus with trash and spitting.  

11. While presenting the Budget for 2017-18, due to oversight an expenses of Rs. 1.00lakh

      towards replacement of Electric Fittings, Furnitures, Computers etc. was omitted. We seek

      approval from members towards this expense without increasing the Maintenance Charge.

12. We regret to point out that there is an apathy in a section of members in payment of Society’s

      dues in time which seriously affect the operation of the Society. Gentle reminders to these

      members have proved to be futile. We seek your guidance to overcome the problem.

13. Even though this job was not done during this period we would like to mention that the

      telephone lines and the junction / distribution boxes which had been very precariously

      hanging at the entrance of our buildings and were also an eyesore have now been very

      neatly arranged and fixed and there are no possibilities of any hazard now.

14. One more point worth mentioning is that Board’s relentless and consistent efforts to

      improve the condition of the road leading from Anandapur to Ruby General Hospital and

      to make the pavements free from encroachment have bourne fruit to a great extent. Some

      sort of a discipline have been restored and a major portion of the footpath has been regained for

      public use. However, it would be very pertinent to mention here that we need full support and

      proactive help of ALL the Members on a regular basis to maintain the status what has been

      painstakenly achieved.

     At the end, it would be my extreme pleasure to thank you all on behalf of the Board of   

     Directors. I wish you all the best of health, happiness and prosperity.

(Kushal Roy)

  Secretary

Date: 11.11.2017

20th Annual General Meeting

Minutes of Proceedings of 20^th Annual General

Meeting held on 16.04.2017

In terms of the Notice dated 25^th March, 2017 issued by Sri Kushal Roy, Secretary, Happy Nook Co-operative Housing Society Ltd., the 20^th Annual General Meeting of the Society commenced at 5.45 P.M on 16.04.2017 at the Society premises with Sri Bimal Kumar Ghosh as Chairman of the meeting.

Members Present: 44 (Forty Four)

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 Satyajit Banerjee (A-07/01), father in law of Sri Swaroop Ghosh when the members stood in silence.

The Chairman requested the Secretary to read out the Notice dated 25^th March, 2017 of the 20^th Annual General Meeting for convening the meeting which was done.

Being requested by the Chairman, the Secretary initiated discussions Agenda wise.

Agenda 01 :

Confirmation of the Proceedings of the last Annual General Meeting held on 26.06.2016 & Half-Yearly General Meeting held on 15.01.2017 which were circulated earlier.

The proceeding of the respective meetings were confirmed and approved by the Members by show of hands.

Agenda 2:

Consideration of the Secretary’s Report

Mr. P. K. Guha Biswas of Flat A-05/03 drew the attention of the House with respect to Point No. ix of the Secretary’s Report. He mentioned that area between Building No. 4 and 5 remains dirty as lot of unwanted things are found to be lying there. He also mentioned that due to Rat menace his car’s wiring had got damaged. He suggested that the area between Building No. 4 and 5 be paved as this will help to keep the area clean and also eliminate the Rat menace.

To this the Secretary replied that the very next day this issue had been brought to his notice by Mr. Guha Biswas, he along with another Director Sri. P. K. Roy Chowdhury had visited that area and necessary steps were taken to clean and spruce up that area. He also mentioned that many an appeal have been made to the Members not to throw anything from the window of the Ground Floor flats or from the Upper floors but the problem continues. He solicited suggestions from the Members as to how this problem could be eliminated.

Mr. Ranjan Chatterjee ( A-08/16) suggested that strong action needs to be taken against such errant Members and the Member’s name caught in such acts may be displayed on the Notice Board which could act as a deterrent or the Member may be called or cautioned. He complimented the Board for doing a very good job with respect to campus upkeep.

The Secretary told Mr. Guha Biswas that his suggestion to pave the area between Building No. 4 and 5 would be looked in to. He however added that paving the area will entail some cost and it needs to be explored as to what will be the financial implications. If the Members agree to bear that cost it could be implemented.

Lt. Conl. A.K Roy Chowdhury (Retd.) of A-11/16 enquired as to what steps the Board has undertaken as a replacement of Late Arjun Mahato. He said that being one staff short it must be getting very difficult for the Board to maintain the campus. To this the Chairman replied that the job had been offered to Late Arjun’s son but after having kept the Board hanging for a long time he had finally declined to accept the job. There after a few other persons have been offered the job but they have all left as they had got better packages elsewhere. He stated that getting a hand on temporary basis is also becoming a problem. He added that the person who does the door to door collection of garbage is being engaged on a temporary basis and his performance is being watched. If his services are found to be satisfactory then he may be offered the job. He also requested the Members that if they can find any suitable person as a possible replacement of Late Arjun Mahato they may please bring it to the notice of the Board.

Mr. Sushim Mukherjee (A-08/01) said that water is stagnating in the side drains and that could possibly be as a result of the roots of the Palm trees spreading upto the drains and thereby creating obstructions. He also mentioned that the dry leaves of the Palm trees falls down all of a sudden and this could lead to some accidents. The Chairman replied that the roots of the palm trees are periodically cut so that they do not reach up to the drains. Regarding the sudden falling of the dried leaves of the Palm trees he said that no imminent solution can be provided. The Society does not have such tall ladders also that can be used to trim / cut those dried leaves before hand. He solicited suggestions from the Members for eliminating this problem.

After these discussions the Secretary’s Report was adopted by the House.

Proposed by :Mr. Ranjan Chatterjee(A-08/16)

Seconded by :Lt. Conl. A.K.Roy Chowdhury ( Retd.)(A-11/16)

Agenda 3:

Approval of Budget for the year 2017-18 & Annual Maintenance Charges to be paid by the Members for the year 2017-2018

The Chairman informed that through a judicious balancing act the Annual Maintenance Charges that has been proposed for the year 2017-18 have been brought down from last year’s figures by more than one thousand Rupees. He however, highlighted the fact that while expense towards electricity consumption have been brought down due to the submersible pump being sparsely needed to be run, the cost of “buying” the sweet water from KMC has added to our Annual expenses. Similarly since the buildings have become 20 years old expenses towards Civil repair and maintenance and towards Plumbing and Fittings have gone up and will go up even further in the years to come. However, he expressed satisfaction that the Society did not have to incur any legal expenses and that is a very healthy development.

Mr. P.K.Guha Biswas pointed that instead of comparing with the Budget of the previous year if the actual expenditure upto 3^rd quarter of Financial year and the estimated expenditure in the 4^th quarter could be shown and compared then it would have been more meaningful. The Chairman appreciated his point of view. However, he added that he has detailed break up of the actual expenses with him and Mr. Guha Biswas could come to the Office Room and he can show him the details.

The Budget and the Annual Maintenance Charges for the year 2017-2018 were then approved and the following resolution was adopted unanimously:

“ Resolved that Annual Maintenance Charges of Rs. 7,900.00 for the year 2017-18 with effect from 01.04.2017 be paid by Members either one time with in 31^st May, 2017 or in two instalments of Rs. 6,000.00 by 31^st May ,2017 & Rs. 1,900.00 by 30^th September, 2017 and interest @ 2% per month would be payable for delayed payment”.

Proposed by   : Mr. Ranjan Chatterjee(A-08/16)

Seconded by   : Group Captain S. B.Majumdar( Retd.) (A-11/8)

Agenda 4 :

Revision of Car Parking Charges for the year 2017-18

The rationale behind the proposal had already been explained in the Concept Note (Annexure D of the AGM Notice).

Mr. Subhodeep Roy Chowdhury (A-11/07) stated that the increase in the Parking Charge for the second car is too steep and needs to be reviewed. He also proposed that car parking charges be taken from the Members even for the first Car as that will help to generate revenue for the Society. Mrs. Sanghamitra Ray (A-08/08) said that the increase is definitely a little steep but probably it had been done with the intention to act as a deterrent and to discourage Members to park second car in the campus looking at the extreme paucity of Parking area in the complex. If the charge is reduced then there will be many Members who will start having the second car. Mr. Ranjan Chatterjee ( A-8/16) supported Mrs. Sanghamitra Ray’s contention.

Mrs. Mita Banerjee (A-07/02) pointed out that for the Tenants the Car Parking Charge equivalent to the one charged for the second car is taken even for the first car.

Mrs. Nargis Sattar Hussain (A-08/06) asked as to why Parking charges are being taken for Power driven two wheelers and also wanted to know as to why the charge has been increased to Rs. 250/- per month as a second vehicle.

The Chairman explained that at the most four two wheelers could be parked in the space earmarked for a car. So if Rs. 1250/- is being charged for the second car then by logic also Rs. 300/- should be charged for a Power Driven two wheeler. Mr. Joydeep Naskar (A-10/15) endorsed the Chairman’s views. Mr. Naskar went on to add that in fact only three Power Driven Two wheelers can be parked in the space of one Car and not four as assumed by the Chairman during his explanation.

The Secretary put the proposal to the House and sought the opinion of the House. The House then adopted the following resolution:

“Resolved that a member can park a four wheeler or a two wheeler free of cost inside the campus. In case the member is parking the 2^ndcar (Four wheeler) or a motor cycle / scooter (two wheeler) he will have to pay Rs.1,250.00 p.m. for the 2^nd car or Rs.250.00 p.m. for the motor cycle / scooter. No member will be allowed to park in all more than two nos. four wheeler and / or two wheeler inside the campus.

No tenant will be allowed to park any 2^nd two wheeler / four wheeler. He / She will have to pay parking charges of Rs.1,250.00 p.m. for the four wheeler and Rs.250.00 p.m. towards power driven two wheeler.

All Parking charges are to be paid by the 10^th of the month failing which interest @ 2% p.m. will be charged.”

The above resolution will come into effect w.e.f. 01.04.2017.

Proposed By : Mr. Joydeep Naskar ( A-10/15)

Seconded by : Mrs. Sanghamitra Ray ( A-08/08)

Agenda 5 :

Appointment of Internal Auditor for 2017-18

The Chairman thanked Mr. Dilip Kumar Mukhopadhyay (A-03 / 07) for acting as the Internal Auditor of the Society for the year 2016-17 and for his valuable guidance.

The House unanimously decided to re-nominate and appoint Mr. Dilip Kumar Mukhopadhyay (A-03 / 07) as the Internal Auditor for the year 2017-18 as well.

Proposed by : Mr. Subrata Chakraborty(A-01/14)

Seconded by : Mr. Gautam Banerjee (A-06/14)

Agenda 9 :

Amedment of Bye-Laws

The Chairman informed the House that the Committee comprising of Mr. Dilip Mukherjee, Mr. Subrata Chakraborty and Mr. D. Guha Majumadar have submitted the draft amendments of the Bye Laws. Same will be thoroughly studied by the Board and placed to the House in the next Half Yearly General Meeting. The House agreed to this.

Proposed by : Mr. P.K. Guha Biswas ( A-05/03 )

Seconded by : Lt. Conl. A K Roy Chowdhury ( Retd.) ( A-11/16)

Agenda 9 :

Consideration of any other matter which may be forwarded in accordance with the Bye-laws with the approval of the Chairman.

i)                    Mr. Subhodeep Roy Chowdhury read out the newspaper report about payment of House Tax on Self Assessment basis and wanted to know in details about same. The Secretary informed that the Board is in touch with KMC regarding above. However, there is not much clarity amongst the KMC staff itself on this as on date. The Chairman informed that there is a possibility that for this year we have to pay Tax at the old rate only. He also mentioned that the Board proposes to convene a meeting involving all the neighbouring Housing Societies to discuss this issue and thereafter approach KMC jointly. He told that the Members will be kept appraised of the developments. He however added that paying Taxes is the individual responsibility of the Members. Board will only guide and facilitate the process.

ii)                  Mrs. Nargis Sattar Hussain said that the Board is being partial and are not thinking of the retired Members and are indulging in wasteful expenses, beautification of the Park and replacement of the Umbrella sheds being one such example. She added that the retired Members are being burdened with these wasteful expenses. To this the Secretary replied that probably she is carrying some misconceptions. He explained that the decision to replace the Umbrella structure had been taken in the last AGM, about one year back and the contribution towards that (Rs. 790/-) had been made by the Members long time back. The Secretary added that in fact a few of the Members had been unhappy and had aired their grievance as to why the Umbrella structures were not being replaced and why it is taking so much of time. The Secretary said that while it will be looked in to that wasteful expenditures are avoided but at the same time the campus ambience also needs to be kept nice and would need upgradation once in a while for better living. He also added that from maintenance perspective also the structures and the playing equipments need periodic painting as otherwise things will fall apart.

iii)                Mr. Ranjan Chatterjee requested the Board to take extra efforts to make the road from Ruby Hospital to our Complex more approachable and free .The Chairman informed that as a result of relentless push from our side the Borough Chairman of KMC has assured that external drains will be covered, Gully Pits made, the pavements will be refurbished, the shops will be put on leash not to occupy more than a designated area and the road will be Asphalt coated. The work has already started and hopefully the above mentioned job will be finished in the next few months.

iv)                Mr. P K Purakayastha (A-04/03) complimented the Board for the good work. He however brought to the notice of the House the issue of non-responsiveness of the Society’s electrician on his household electrical needs. The Chairman assured that this will be looked into and will be seen that such incidents do not recur in future. However, having said that he also mentioned that the Society’s electrician is overburdened as he has to regulate the water supply also apart from his normal duties. The water supply from KMC is now at odd hours ( from 6 PM to 6 AM) and the Society is managing with him without engaging somebody for a night shift which would have added to Society’s expenses.

v)                  Mrs. Sanghamitra Ray reiterated the need to refurbish the Community Hall and also wanted a decision being taken about the defunct gym – whether same could be relocated somewhere or dismantled. The Secretary said that the proposal to refurbish the Community Hall had been discussed many a times and Mr. Subhodeep Roy Chowdhury has put in a lot of efforts already in arranging for a Plan and design by engaging a Consultant. Now it is for the Members to decide as to whether they would like to undertake this expense to refurbish the Community Hall especially in view of Mrs. Nargis Sattar Hussain’s comment of wasteful expenditure being made thereby burdening some of the Members.

The Chairman proposed a Committee be made comprising of Mrs. Mita Banerjee and Mrs. Sanghamitra Ray to study the issue of disposing the Gym equipments etc.

vi)                Mr.Biswadeep Majumdar of A-06/06 said that the BSNL line goes out of order every now and then and if this issue could be taken up with BSNL. He suggested that lights in the campus be made more bright. He also suggested that a powerful Torch light be provided to the Security Guards at night. He also wanted to know as to what action the Board has taken against the Defaulters who have not been paying the Society’s charges.He also suggested that all the floors be cleaned with the help of a pipe which could be connected to a common outlet so that people would not need to take the trouble to carry water in buckets and pour them in the landing.

The Secretary assured Mr. Biswadeep Majumdar that if there are any area in the campus which is found to be dark or ill lit then necessary corrective measures will be taken. He also mentioned that the system of cleaning the landings and staircase through a pipe is already in practice. However, the common outlet proposal would definitely be looked in to.

The Chairman, before declaring the meeting was over, thanked all the members for attending the meeting and for their active and meaningful deliberations.

 (Kushal Roy)                                                                                                    (Bimal Kumar Ghosh)

   Secretary                                                                                                                 Chairman

  18.04.2017                                                                                                                   18.04.2017