Minutes
of Proceedings of Half Yearly General
Meeting held on 24.02.2019 at Society’s
Community Hall
In terms of the Notice dated 3rd February, 2019 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
24.02.2019 at the Society premises with Sri Bimal Kumar
Ghosh as Chairman of the meeting.
Members Present: 58 (Fifty Eight)
The Chairman called the
meeting to order and requested the Members to observe one minute’s silence to
pay respect to the departed soul of Mr. B.K.Paul of A -10/7 and the forty CRPF
Jawans who have become martyr in the Pulwama attack in Kashmir recently. The
Chairman then requested the Secretary to take the HYGM forward as per the
Agenda.
Agenda 01 :
To Review the Activities
of the Society on the basis of the Report placed by the Board
The Secretary read out
the Report which had been circulated earlier.
Mr. Dilip Kumar
Mukhopadhyay (A -03/07) mentioned that the following three points which had
been discussed in the previous GBMs have not found any mention in the
Secretary’s Report and should have been touched upon along with Action Taken
Report:
a)
Internal U Bend pipein the bathrooms
coming from the commode flush of upper floors to be taken out externally
b)
The blockage under the culvert between
Building No.05 and 06 to be removed
c)
Backdoor gates of the buildings to be opened
again
Regarding the removal
of the internal u bend pipe the Chairman said that such exercise has been
undertaken in D Block and asked the House if all the Members present are
agreeable to undertake this activity.
Mr. Subir Das (A -01 /04)
expressed his apprehension that the bathroom tiles etc. may get damaged while
undertaking this project and it would be a big financial loss for him since he
has very recently renovated his bathroom.
Mr. Debasish Das (A-06/07)
said that this activity should be undertaken since this will solve a perennial
problem of water dripping from the upper floor from time to time. After
deliberations the House agreed to go ahead with this activity and the Chairman
said that the Board will come back with some more inputs / concrete proposal in
the coming AGM.
The Chairman replied
that the blockage under the culvert between Building No. 05 and 06 has become
so solid and thick that any amount of push and shove will not help. The road
needs to be dug up and there lies the problem.
Mr. Samareshwar Sen (A-06/01)
expressed his anguish about the drain levelling not having been taken care of
as also the issue of the blockage removal under the culvert leading to
stagnation of water and thus inviting mosquito menace. He said that drilling
operation under the culvert should be undertaken to clear the blockage.
The Chairman mentioned
that the water stagnation problem in the adjoining drains is getting compounded
due to certain Members letting the washing machine wastewater drained out into
the open drain instead of draining the water through their bathroom outlets. He
requested the Members to refrain from doing so.
Mr. Kaushik
Bhattacharya (A-10/01) while congratulating the new Board of Directors said
that Members have very high expectations from this new Board and hope the new
Board will strive hard to perform. He said that the culvert adjacent to
Building No. 10 and Building No. 06 needs to be cleared of the blockage as
well. Mr. Bhattacharya also added that the rainwater pipes need to be replaced,
shrubs growing by the side of the pipes and walls need to be destroyed and
cracks in pillars etc. need to be taken care of.
The Chairman said that
in any case Building repair works will be taken up in the near future and at
that time all those points would be taken care of. He thanked him for bringing
all these points to the notice of the Board.
Mr. Joydeep Chakraborty (A-10/08) said that pipes need to be changed and
that “stop cock” in each connecting pipe is not being closed properly and the
stopcocks need to be repaired.
Regarding the backdoor
gate opening it was decided that the backdoor will remain open in all the
buildings except Building No. 01.
Mrs. Rupa Motwani ( A-09/12)
and Mrs. Krishna Patra ( A-06/02) expressed their objection to the rare gate of
Building No. 09 and 06 respectively being opened up. The Secretary said that it
is very difficult to heed to individual objections in a collective decision
making process and that the Members of the respective buildings should discuss
amongst themselves on this issue and the majority opinion should prevail.
Mr. Debasish Das said
that roof keys should remain either in the Office Room or with the Security
Guards.
Mr. Gautam Banerjee
(A-06/14) remarked that the roof keys do remain with the Security Guards only.
On a particular day it might have so happened that the roof key had been with a
particular upper floor Member but that is not the practice.
Mr. Benudhar Munshi (A-05/08)
congratulated the new Board and hoped that they will undertake all the works
diligently. He asked why the small stainless steel hand railing is not there at
the entrance of certain buildings.
The Chairman replied
that all those buildings did not need such a railing to be put as the access to
those Buildings were comfortable enough as the height of the stairs is minimal.
Mr. Munshi wanted to
know the status of the Bye-laws amendment and said that the draft copy of the Amended
Bye-Laws may be circulated amongst the Members well in advance before the next
GBM.
The Chairman stated
that the Amended By-Laws will be placed before the House in the coming AGM.
Mr. Munshi also wanted
to know have an update on the UAA scheme of the KMC House Tax.
The Chairman told the
House that there is no update as such and we should continue paying the Tax as
per the Invoice being raised by KMC.
Mr. Munshi said that a
Gate should be made at the entrance of each Building.
The Secretary’s Report
was then adopted by the House unanimously.
Proposed
by :Mr. Subrata Chakraboty ( A-01/14)
Seconded
by : Mr. Goutam Banerjee ( A -06/14 )
Agenda No. 02 :
Placement of Audited
Accounts
Mr. Debasish Das asked
about the expense break up for the amount of Rs. 17.00 Lakhs that has been paid
to KMC.
The Chairman informed
that the total KMC water line installation cost was 14,89,364.00 and not 17.00
lakhs as stated by Mr. D.Das.
A part payment was made
on 2016-2017 and balance Rs.8,00,000.00 was paid on 2017-2018 financial year.
Mr. Benudhar Munshi said
that it is not to be shown as “deposit”, it should be written payment to KMC.
The Chairman replied
that it is not deposit with KMC. It was final payment for water line, Road
repair cost, etc. to KMC.
Mr. Munshi said that while
signing the Balance sheet papers under signature the date must also be written.
Mr. Munshi said that
the Lift Account should not be shown along with the Society’s Account.
The Secretary told Mr.
Munshi that when he was the Internal Auditor, he in his Internal Audit Report
had clearly written that the Lift Account should be shown along with the
Society’s Account, then how come now he is telling something in the contrary.
Mr. Debasish Das said
that Lift Account should be eliminated from Society’s Accounts.
Mr. Subir Das also
opined that the Lift Account should not appear in the main Account.
Mr. Debasish Das wanted
to know which Accounting method had been used to maintain the Lift Account. He
also wanted to know how much is the electricity cost for the operating the lift
in a particular building to which the Chairman informed that the electricity
charges are Rs. 800 /- per month at the maximum and the entire electricity
charges of the common stair case lighting for each floor in each building is
being paid by the Lift Committee.
To Mr. Munshi’s query
as to who is the owner of the Lift the Chairman requested the Society’s current
Internal Auditor Mr. Dilip Kumar Mukhopadhyay to reply.
Mr. Mukhopadhyay said that
all the willing Members who have paid for the Lift are the owner of the lift.
The Audited Accounts for
2017-2018 was finally accepted by the House unanimously.
Proposed
By : Mr. P.P.Basu ( A-05/14)
Seconded
by : Mr. Debasish Das ( A-06/07)
Agenda No. 03 :
Interim Budgetfor
2019-2020 (April to June)
Mr. S.N.Roy Chowdhury (A-07/10)
asked as to why there had been an increase of about 25 % in this year’s budget
while the general inflation prevailing in the country is about 5 %.
Mr. P.K.Mukherjee (A-06/03)
pointed out that the budget allocation for Plumbing & Fitting is very high.
The Chairman replied
that the Plumbing and Pipe replacement costs are going to become more than
double the way things are. The pipe fittings are more than 21 years old and all
of them need immediate replacement.
Mr. Debasish Das said
that there could be possibilities of reducing the cost of Garbage Removal now
that a Compactor has been installed near our Complex.
The Chairman explained
that it is not going to work out since the waste needs to be directly poured in
to the Compactor and most of time the Compactor remains unoperational.
The Chairman also
explained that under the head of “Garbage Cleaning” an amount of Rs. 35,000/-
towards the door to door collector,
Kumar has been accounted for.
Mr. Debasish Das asked
why a provision of Rs.1.00 Lakh has been kept in the Budget towards “Capital
Expenditure”.
The Chairman said that
it is too paltry a sum. If the Society wishes to change some Furnitures &
Coputer in the Society’s Office room then we shall end up having to spend more
than that amount.
The interim Budget for
2019-2020 (April to June) was then passed unanimously.
“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, 20-19 and
interest @ 2% per month would be payable for delayed payment.”
“
Resolved also that the remaining final amount of Maintenance Charges have to be
paid by the Members which will finally be decided on the AGM to be held around
June, 2019.”
Proposed
by : Mr. Gautam Banerjee ( A-06/14)
Seconded
by : Mr. Subhodeep Roy Chowdhury (A-11/07)
Agenda No. 04 :
Development Agenda for
next 5 years
Mr. P.K.Mukherjee (A-06/3)
suggested that a Development Fund be created and a certain amount be collected
every year for the next five years. He also suggested that a planning be done
for the next 05 years in similar lines.
To this the Chairman
replied that at this juncture this proposal will not be feasible as some of the
works like building repair and painting will need to be undertaken in the very
near future and for that we shall be needing immediate funds. However, the Chairman assured the Members that
the entire funds will not being taken at one go and the payment towards these
activities have been well spread out over a period of two years or so.
Mr. Debasish Das asked
if the building repair and painting could be postponed by a few years.
The Chairman said that
the building repair and painting had been done in January, 2012 and it is more
than 7 years now that those jobs had been undertaken.
The House also agreed
that building repairs and painting need to be undertaken immediately and cannot
be delayed any further.
The
following Resolution was adopted regarding Repairing / Painting of Buildings,
OfficeRoom, Security Rest Room, Boundary wall etc.:
“Resolved that Working Fund for Development of Rs. 20,000.00 for Buildings Repair & Painting with effect from 01.04.2019 be paid by Members either one time within 31st May, 2019 or in three instalments of Rs. 8,000.00 by 31st May, 2019 , Rs.6,000.00 by 31st December, 2019 and Rs. 6,000.00 by 30th June, 2020 interest @ 2% per month would be payable for delayed payment”.
“Resolved that Working Fund for Development of Rs. 20,000.00 for Buildings Repair & Painting with effect from 01.04.2019 be paid by Members either one time within 31st May, 2019 or in three instalments of Rs. 8,000.00 by 31st May, 2019 , Rs.6,000.00 by 31st December, 2019 and Rs. 6,000.00 by 30th June, 2020 interest @ 2% per month would be payable for delayed payment”.
Proposed
By : Mr. Soumya Das Gupta ( A-06/12)
Seconded
by : Mr. S.N.Roy Choudhury ( A-07/12)
Renovation
of Community Hall
The Chairman kept two
proposals. The first proposal is to make the Community Hall a G + 1 structure
with the Ground Floor being made into a covered Parking Lot where 15 to 17
cards can be parked. The parking space will be allotted on lottery basis and the
owner of the Car parking space will pay long term rental and the fund generated
from that will finance the full cost of renovation of the Community Hall.
Mr. Basudeb Mukherjee
(A-05/12) made a Power Point presentation to give a preliminary idea of what the
Society is proposing to do.
The other proposal put
forward was to fund the project from Members contribution where in 50 % of the
cost could be financed from the Development fund that the Society has.
The proposal was thrown
open to the House for discussions.
Mr. Benudhar Munshi
stated that the KMC permission angle should be looked in to before undertaking
the project, he suggested that a good Architect be employed to design the
project.
Mr. Samareshwar Sen
(A-06/01) volunteered to do the Architectural design. Mr. Debasish Das
supported the project.
Mr. Siddhartha
Roychowdhury suggested that a Sub-Committee be formed for designing and
implementation of the renovation of the Community Hall finally in principle the
House agreed to go for the first model.
Agenda No. 05:
Proposal for Parking Charges for 1st
car for development of Parking Area
Mr. Subir Das (A-01 /04) said that while he welcomes the
concretization of the open parking areas as it will definitely bring down the
pollution levels in the campus he has reservations in linking the levying of
the car parking charges for the first car to finance this developmental
project. He added that the reduction of pollution levels in the campus will
give relief to each and every Member in the Society irrespective of whether he
/ she owns a car or not. So the expense towards this developmental project
should be borne by all the Members. As far as Car parking charges for the first
car is concerned let it stand alone. The House agreed to his proposal and the
Secretary said that levying of car parking charges for the first car could be
looked as anadditional Revenue earning method as the Society has to look for
new avenues to increase revenue in view of the rising cost of maintenance.
The Chairman mentioned
that apart from using a part of the common space the water being used to wash
the cars also costs the Society as the Society has to pay KMC for each drop of
water being used.
Mr. Siddhartha Roy
Choudhury (A-02/01) and Mr. Subhodeep Roy Choudhury ( A-11/07) suggested that
Interlocking Tiles be used instead of concretization.
The
following resolution was adopted unanimously:
“Resolved
that Car Parking Charges for Members 1st Car of Rs. 200.00 per car
/per month for the year 2019-2020 with effect from 01.04.2019 be paid by
Members either one time Rs. 2,400.00 within 31st May, 2019 or in two
installments of Rs. 1,200.00 by 31st May, 2019 & Rs. 1,200.00 by
30th September, 2019 and interest @ 2% per month would be payable
for delayed payment”
Proposed
By : Mr. Benudhar Munshi ( A-05/08)
Seconded
by : Mr. Gautam Banerjee ( A-06/14)
Agenda No: 06
Letter from HNCA
pertaining to Annual Subscription collection
Mr. Subhodeep Roy Chowdhury,
Genera Secretary, HNCA explained to the
House the difficulties being faced by HNCA in collecting the subscription and
even conducting the events especially in view of the fact that volunteers as
officials of HNCA are hardly to be found and hence they have requested that the
Board centralizes the collection process.
Mr.Benudhar Munshi
agreed with the suggestion. However he said that since this will enhance
collection, so the subscription amount may be reduced to Rs. 3000/- from
existing 3,500/-.
Mr.P.K.Mukherjee said
that if the collection is to be done by the Board along with the Maintenance Charges
then HNCA should be merged with HNCHSL. Otherwise the subscription should be
collected separately like what HNCA has been doing so far.
Mr. S.N.Roychowdhury (A-07/10) supported this
view.
While the House agreed
to this proposal in principle after discussion it was decided that a final
decision on this will be taken in the forth coming AGM.
Agenda No. 07:
Consideration of any other matter which
may be forwarded in accordance with Bye Laws with the approval of Chairman
Mr.Joydeep Chakraborty
(A-10/08) stated frequent change of security personnel is not desirable.
Dr.D.N.Banerjee
(A-08/02) pointed out that the drains are getting damaged by the roots of the
plam trees and suggested that the tall Palm trees be replaced by smaller trees.
He also suggested that an expert committee be formed to study the entire
drainage system.
Mrs.Nargis Sattar
Hussain (A-08/06) said that gardening is not being done properly and that there
are no rose plants in the campus. To this the Secretary replied that there are no dearth of rose plants in the campus and the
roses are in full bloom around the campus at this point of time.
Mr. Munshi suggested
that a landscaping expert may be consulted to beautify the Campus.
At the end the Chairman
thanked all the Members present for their wholehearted participation in the
Half -Yearly General Meeting.
(Kushal Roy)
(Bimal Kumar Ghosh)
Secretary
Chairman
26.02.2019
26.02.2019
