Minutes
of Proceedings of 20th Annual General
Meeting held on 16.04.2017
In terms of the Notice dated 25th March, 2017 issued by Sri Kushal Roy, Secretary, Happy Nook Co-operative Housing
Society Ltd., the 20th 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 25th
March,
2017 of the 20th 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 3rd
quarter of Financial year and the estimated expenditure in the 4th
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 31st May, 2017
or in two instalments of Rs. 6,000.00 by 31st May ,2017 & Rs.
1,900.00 by 30th 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 2ndcar (Four wheeler) or a motor cycle / scooter (two
wheeler) he will have to pay Rs.1,250.00 p.m. for the 2nd 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 2nd 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 10th 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
