Minutes
of Proceedings of 22nd Annual
General
Meeting held on 07.07.2019
Date : 07.07.2019
Venue : Society’s
Community Hall
Members
Present : 48 ( Forty Eight )
In terms of the Notice dated 9th June, 2019 issued by Sri Kushal Roy, Secretary, Happy Nook Co-operative Housing
Society Ltd., the 22nd Annual General Meeting of the Society
commenced at
5.30 P.M on 07.07.2019 at the Society premises with Sri Bimal Kumar
Ghosh as Chairman of the meeting.
The Chairman called the Meeting to order.
The Chairman requested the Secretary to read
out the Notice dated 9th June, 2019
of the 22nd 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 06.05.2018&
Half-Yearly General Meeting held on 24.02.2019 which were circulated earlier.
Since
the proceedings have been circulated already the House said that there was no
necessity to read out the proceedings again. The proceeding of the respective
meetings were confirmed and approved unanimously.
Proposed by : Sri. S.B.Majumdar ( A-11/08)
Seconded by : Sri. Gautam Banerjee ( A-06/14)
Agenda 2:
Consideration of the Secretary’s Report
The Secretary’s Report
was read out by the Secretary and was then thrown open for discussions.
Mr. Arunava Moitra (A-04/01)
requested that a railing along the entrance stairs similar to the ones
installed in several buildings be installed in Building No. 4 as well to
facilitate the movement of the senior citizens in that building. The Chairman
said that same will be done. Mr. Moitra also requested that the Members who are
yet to fill up the Membership Register properly be intimated and also be told
what remains to be done from their end to make the Membership Register
complete. He also suggested that the Painting work of the buildings be taken up
at the earliest and also that the painting may be done every five years or so
instead of every seven years. To this the Chairman informed the House that
necessary groundwork to start the repair and painting works are being done and the
Society is in touch with the top five Painting companies in India and the
Tender will be floated by August 2019.
Mr. Subir Das ( A-01/04)
said that the damaged rainwater and sewerage pipes after being replaced are
being dumped at the back of the building. Field rats are hiding underneath
those dumped pipes. Some of the upper floor Members are throwing waste food and
other material from the top and the rats are feeding on them and making
burrows. That could lead to snake hazards as well.
The Chairman promised
that the damaged pipes will be removed from that spot soon and appealed to all
the Members and their families living on the upper floors not to throw any
thing down from the top. The Chairman also said that letters will be sent to
all the Members living on the upper floors of building no. 1 highlighting the
plight being faced by the ground floor Members and requesting them to refrain
from throwing anything below from the top.
Mr. P.K.Ghosh (
A-11/10) said that in view of the space constraint being faced by the Society
to preserve old documents , all the documents may be digitized. He suggested
that in view of sharp increase in lightening phenomena over the last few years
lightening arrestors need to be installed in the buildings. He also suggested
that if rain water harvesting could be done. He also said that the Contractor
who had done the painting work last time had given a Guarantee for seven years
and as to whether the guarantee was still active and operational. The Chairman
said that the painting that had been done seven years back has almost lived
it’s life and the Performance guarantee thus may not be valid anymore.
Coming to rain water
harvesting he invited concrete suggestions from the Members.
Mrs. Kalyani Dutta (
A-10/06) said that the condition of the sewerage pipe in building no. 10 is in
precarious condition and needs immediate attention and replacement. The
Secretary informed that due to fund constraints the Society was going a bit
slow on the pipe replacement drive but now that the maintenance charges are
getting collected fast the pipe replacement job will get momentum. The
replacement of the pipes are being planned to be taken up systematically.
However, he added that if any particular pipe replacement becomes urgent then
it will be done out of turn.
Mrs. Jayanti Ghosh (A-02/02)
said that one pipe in her building needs to be changed. The Chairman said that
it would be looked into but generally the replacement process will go on as per
priority decided by the condition prevailing.
Mr. Kaushik
Bhattacharya ( A-10/01) said that Building 10 gets a stepmotherly treatment
from the Society staff and they are not so enthusiastic and proactive in
cleaning the building and it’s surroundings as compared to the other buildings.
He said that one of the rainwater pipes is hanging precariously and extremely
foul smell is emanating from the septic tank adjacent to his flat. He said that
in spite of telling Society staff several times no action have been taken. To
this the Secretary said that if that be so then he should have brought this to
the notice of the Board Members then and there. The Secretary said that many of
the Board Members are available in the Office Room on most of the Sundays and
in case any Member has any problem / grievance they should come to the office
room and discuss such matters with the BOD Members. The Board members are
always approachable.
Mr. Arunava Moitra ( A-04/01)
said that his sunshed has got severely damaged as a result of water being
thrown from upper floors.
Mr. Joydeb Sarkar ( A-07/09)
said that the rain water pipe outlet joint leading out of his balcony has
remaind lose for several months now. He complimented the Board for installing
very nice glowsign boards at the entrance of the Complex. He said that
previously it used to be quite difficult to locate the complex but with the
installation of bright and attractive glowsign boards that problem has been
resolved.
He requested if the
lights could be made a little more bright near the Parking lot opposite
Building No. 8 as at times for a novice driver like him it becomes a little
difficult to park the car in the darkness.He also suggested that the trees in
the parking lot opposite to Building No. 8 be trimmed a little.
The Chairman said that
the low intensity lights have their plus points like low carbon emission, etc.
Mr. Siddhartha Roy
Chowdhury ( A-02/01) suggested that the Complaint Register be reintroduced and
kept in an accessible place so that the Members could lodge their problems in
that Register.
The Secretary’s Report
was finally approved and adopted by the House.
Proposed
by : Mr. Subrata Chakraborty ( A-01/14)
Seconded
by : Conl. A.K.Roy Chowdhury ( Retd.) ( A-11/16)
Agenda
3:
Approval
of Budget for the year 2019-20 & Annual Maintenance Charges to be paid by
the Members for the year 2019-2020
The Budget got approved unanimously by the House.
“Resolved
that the part of Annual Maintenance Charges from 1st April, 2019 to
30th June, 2019 of Rs. 4,400.00 (approx.) with effect from
01.04.2019 be paid by Members one time within 30th June, 2019 and
late fees @ 2% per month would be payable for delayed payment.”
“Also Resolved
that the remaining part of Annual Maintenance Charges Rs.7,000.00 (Seven
thousand only) should be paid by the Members by 31st August, 2019
and 2% late fees will be payable for delayed payment”.
Proposed by : Mr.
S.B.Majumdar ( A-11/08)
Seconded by : Mr.
Pijush Prasad Basu ( A-05/14)
Agenda 4:
Appointment of Internal Auditor for 2019-20
Mr. Pijush Prasad Basu (A-05/14) proposed the name of Mr. Dilip Kumar
Mukhopadhyay (A-03 / 07) to be appointed as the Internal Auditor for the year
2019-20 as well and The House unanimously decided to renominate him.
Proposed by : Mr. Pijush Prasad Basu ( A-05/14)
Seconded by : Mr. Arunava Moitra ( A-04/01)
Agenda 5:
Amendment of By-laws
The Chairman informed the House once
again that a a very competent three member committee comprising of Mr. Dilip Kumar
Mukhopadhyay (A-03/07), Mr. Debabrata Guha Majumdar, Treasurer and Mr. Subrata
Chakraborty (A-01/14) have drafted and finalized the amended Bye-Laws.
Mr. S.N.Roy Chowdhury ( A-07/10) suggested that the amended Bye-Laws be
circulated by e mail. Mr. Subir Das ( A-01/04) suggested that major points be
circulated to the Members. The Chairman said that the amended Bye-Laws copy
have been lying in the office room for a while now and the Members had been
told that they could visit the Society’s office and go through same and come up
with comments if any. But none has done that.
The Chairman requested Mr. Dilip Kumar
Mukhopadhyay to briefly inform the House about the few major points that have
undergone amendment. Mr. Mukhopadhyay highlighted those points and said that
the Bye-Law amendment process should not be delayed any further since the
changes are few.
The House adopted and approved the Amended Bye-Laws
unanimously.
Agenda 6 :
Internal U
bend pipe removal project
Mr. Subir Das ( A-01/04) said that he has invested quite a
substantial amount in putting tiles in the bathroom and if this project is
undertaken then all those tiles will need to be dismantled which will mean a
big financial loss for him. In view of above he requested the Board to look for
alternative ideas.
Replying to a query raised by Mr. Kaushik Bhattacharya ( A-10/01)
the Secretary assured him that if at all this project is undertaken all the
Members will have to contribute for the project as Members cannot pick and
choose in this regard.
Mr. Arunava Moitra ( A-04/01) asked whether this project could be
undertaken keeping the U Bend intact.
The Chairman said that since the Members are already a little
stressed out this year in view of having to contribute for the building repair
and painting in addition to having to pay the Annual Maintenance Charges the
Board does not want to burden the Members any further with this project at this
moment. He said that the implementation of this project would be reviewed in
the next AGM.
After lot of deliberations the House decided to discuss about the
implementability of this project in the next AGM.
Agenda 7 :
Community
Hall Development
The Chairman explained that two
plans had been floated and minuted in the last HYGBM for financing the
renovation / remodeling of the Community Hall. However, it had been felt that
the Plan B, which calls for Members paying for part of the total project cost, while
the balance amount is spent from the “Development Fund Corpus” which had been
built over the years (without of course touching the initial Principal Amount),
is a more equitable and practical plan and the Board has decided to go with
this plan only. The Chairman requested the House to approve Plan B as explained
above.
Conl .A.K.Roy Chowdhury ( A-11/16) enquired whether the existing structure can
take the load when the new scheme is implemented. The Chairman assured that
there will be no problem.
Group Captain S.B.Majumdar ( Retd.)
( A-11/08) said that we should look into all the legal aspects before this
project is undertaken. The Secretary assured him that everything will be looked
into. He also added that the Society is the legal owner of the Community Hall
and there is no problem in that.
Mr. P.K.Ghosh ( A-11/10) expressed
concern that if the Hall is given on rent for commercial purpose after
renovation then it could create parking issues etc. The Chairman assured him
that it will not be given for use to any outsiders but to the Members only. The
Secretary also explained that now the Community Hall is hardly being used for
social functions by the Members. Once the renovation has been done then many of
the Members are expected to use the Community Hall for Social functions like
marriage etc. which would lead to some generation of funds.
The House then unanimously approved
the renovation plan and the following resolution was taken:
“Resolved that the Community Hall will be renovated and that
part of the project cost will be borne by the Members while the balance amount
of the Project cost will be financed from the Development Fund corpus.
Proposed by : Mr. Arunava Moitra ( A-04/01)
Seconded by : Mr. Kaushik Bhattacharya ( A-10/01)
Agenda
8 :
Consideration
of any other matter which may be forwarded in accordance with the Bye-laws with
the approval of the Chairman.
01. Mr. Subir Das ( A-01/04) said that the rear gate of Building
No. 1 should be kept closed all times except when there is waterlogging in
front of Building No.1. He said that the rare gate is being used as a
thoroughfare by everybody and this could lead to a security hazard.
The Secretary said that a decision had already been taken in the
last HYGBM to keep the rare entrance of all the Buildings open except Building
No.1. He also added that it is up to the respective Building residents to take
a call as to whether the rear gate is to be kept open or closed looking at all
practicalities and majority view should prevail.
02. Mr. Arunava Moitra ( A-04/01) said that he wants the rare gate
of Building No. 4 to remain open.
The Chairman pointed out that a security risk existed because of
open ground just adjacent of the gate.
Ms. Devika Narayan ( A-03/13 ) said that cycles are being kept
near the Electric Meter Box area and they need to be removed. The Chairman said
that the Society will look in to that.
03. The chairman informed the House that HNCA has written a formal
letter to the Board to take over the responsibility of collecting the
subscription for the yearlong HNCA’s activities from the Members along with the
Maintenance Charges of the Society so that more funds could be generated as it
is getting more and more difficult for HNCA to organize the yearlong events due
to dearth of funds. They felt that by this way
subscription could be collected from more Members.
Mr. Arunava Moitra ( A-04/01) asked as to whether the Board can
force the Members to pay for HNCA subscription. Mr. Subir Das ( A-01/04) opined
that HNCA subscription is a voluntary thing and it can perhaps be not forced
upon at least those Members who do not stay in the campus. Mr. Subrata
Chakraborty( A-01/14) said that it should not be the responsibility of the
Board to collect the HNCA subscription. Mr. Shankar Chakraborty (A-05/01)
expressed serious reservations about this mode of subscription collection and
said that it is a sad state of affairs if HNCA has sent such a request to the
Board to takeover the subscription collection responsibility.
The Chairman asked the Members present in the House to raise their
hands who would like to continue with the existing system of HNCA collecting
the subscription instead of the Society collecting same along with the
Maintenance Charges. Mr. Subrata Chakraborty and Mr.
Subir Das raised their hands.
After further deliberations the House decided to try out the HNCA
subscription collection process along with the collection of the Annual
Maintenance Charges on an experimental basis for one year.
04. The Chairman informed the House that talks are on with
“Reliance Jio” who wants to provide wifi, phone and related facilities in the
campus at a nominal cost.
The
Chairman, before declaring the meeting was over, thanked all the members for
attending the meeting and fortheir
active and meaningful deliberations.
(Kushal
Roy)
(Bimal Kumar Ghosh)
Secretary
Chairman
09.07.2019 09.07.2019
