Minutes
of Proceedings of Half Yearly General
Meeting held on 10.12.2017
In terms of the Notice dated 11th
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 11th
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 1st April to 30th 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 2nd 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 2nd 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 2nd
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
