Minutes
of Proceedings of 23rd Annual
General
Meeting held on 28.02.2021
Date : 28.02.2021
Venue : Society’s
Community Hall
Members
Present :
55 (Fifty Five)
In terms of the Notice dated 5th February, 2021 issued by Sri Kushal Roy, Secretary, Happy Nook Co-operative Housing
Society Ltd., the 23rd Annual General Meeting of the Society
commenced at
5.15 P.M on 28.02.2021 at the Society Community Hall with Sri Bimal
Kumar Ghosh as Chairman of the meeting.
The Chairman called the
meeting to order and requested the Members to observe one minute’s silence to
pay respect to the departed souls of Sri Subrata Ray, Founder Member &
Ex-Chairman and Chairman Emeritus of the Society of Flat No. A-08 / 09, Sri Amit Kumar Banerjee, Ex-Treasurer
of the Society of Flat No. A-02/12, Sri Samareswar Sen Member of the Society of
Flat No. A-06 /01, Mother-in-law of Dr. Debasis Ghosh of Flat No. A-04 / 09 and
Mother of Dr. Nirmalendu Sarkar of Flat No.A-07 / 16.
The Chairman requested the Secretary to read
out the Notice dated 5th February, 2021
of the 23rd Annual General Meeting for convening the meeting which
was done.
Being requested by the Chairman, the Secretary
initiated discussions Agenda wise.
01. Confirmation of
the proceedings of the last AGM held on 07.07.2019 and Half
Yearly General Meeting held on
16.02.2020.
Since the Proceedings
had already been circulated the House agreed that the proceedings need not be
read out again and the House adopted both the Proceedings unanimously.
Proposed
by : Mr. Goutam Das (A-06 / 08)
Seconded
by : Mr. Dilip Kumar Mukhopadhyay (
03 /07)
02.
Consideration of the Secretary’s Report
The Report was read out
by the Secretary.
Mr. Debasish Das ( 06
/07) said that as per him there is no necessity to install any more CCTV
cameras in the campus, the existing ones are good enough. To this the Secretary
replied that many of the vulnerable areas in the Society remain unattended and
are not under CCTV coverage as on date. Parking areas have increased and also
need more vigilance. He also said that the Board had been receiving requests
from many Members to widen the coverage of further areas of the Society under
CCTV and hence installation of further eight CCTV cameras will be necessary.
Mr. D. Purakayastha (
04 / 03) mentioned that the area behind Building No. 3, 4 and 5 are very
vulnerable and that area should come under CCTV coverage immediately.
Mr. Dilip Kumar
Mukhopadhyay ( 03 / 07) drew the Board’s
attention towards item no. ix and x of the Secretary’s report. He said that
regarding the Group Health Insurance and Personal Accident Insurance there is a
technical mistake. Out of the six persons covered, four are staff members of
the Society and the other two viz. Biplab and Bijan are long serving Security
Staff.
He also drew the Board’s attention to the matter requiring
examination by the Board in respect of issues raised by the Members in general
meetings. Time to time in the GBMs members raise several points / suggestions
which the Board agrees to examine and assure that they will come back with the
replies / action taken in the subsequent GBMs. But in some cases the Board does
not come back as a result of which the Members have to raise the points again.
The Chairman assured
that all the points as raised by Mr. Dilip Kumar Mukhopadhyay would be looked
into. The Chairman also informed that from now on Audit Compliance Report sent
to Co-operative Audit Department and the Amend BYE LAWS to DRCS.
Mr. P.K. Guha Biswas
(A- 05 /03) thanked the Board for the good work being done by them especially
during the crisis ridden Covid and Amphan days. Mr. Guha Biswas suggested that
in view of the long service rendered by Mr. Biplab and Bijan as Society’s
Security staff they be absorbed by the Society as “Regular Staff”. Mr. Debasish Das and Lt. Conl. A K Roy
Choudhury ( Retd) ( A- 11 /16) supported
the proposal put forward By Mr. P K Guha Biswas.
Mr. Arunava Moitra (
04/ 01) and Mr. P K Guha Biswas
requested the Board if they could take initiative towards registering Members
of age more than 60 and those below with comorbidities for the Covid
Vaccination. Mr. Moitra said that some of the Societies that he knows are doing
so.
To this the Secretary
replied that as far as the information the Board has everybody has to register
their name through the Cowin App only or by physically going to the designated
hospitals with the necessary and relevant papers. He further added that he had
been in touch with Abhudhyoy Housing Society and they have reiterated that the
registration has be an individual initiative only. The Secretary requested Mr.
Arunava Moitra if he could get some more information about the Registration
process happening in the other Societies that he was mentioning about.
The Secretary’s report
was then adopted unanimously by the House.
Proposed
by : Mr. Subrata Chakraborty (
A-01/ 14)
Seconded
by : Lt. Conl. A K Roy Choudhuri(
Retd. ) (A- 11 / 16)
03. Approval of
Budget for the year 2021-22 & Annual Maintenance Charges to be
paid by the Members for the year
2021-22
Mr. Dilip Kumar
Mukhopadhyay said that the expenditure under Salary & Wages is showing a
figure of Rs. 10 lakhs while the figure under Budget 2021-22 is being shown as
Rs. 10.5 lakhs. It is presumed that the
increase of Rs. 50,000 is towards increment
of the staff for the year 2021-22 with effect from 1st April,
2021. However, this has not found a
mention along with the break up of the quantum of increment against each staff
which used to be a part of the Secretary’s report earlier. Considering the
excellent service rendered by the staff during the pandemic the Board should consider
releasing the increment amount to the staff with immediate effect.
He then drew attention
to Sl No. 21 of the Budget i.e. Welfare Fund. He said that at present four
staff members are covered under this scheme (after retirement of Mr. Ashok Roy
) . The Budgeted amount is Rs. 16,000/-. He suggested that Board may consider
bringing Bijan and Biplob under this scheme too considering their service
records. The extra outgo will be Rs. 400/- only PM and thus will be well within
the budgeted amount.
He then drew attention
to Sl No. 20 under Budget i.e“ Library”. He said that the earlier sub-committee
is defunct with the death of Mr. H.K.Dutta and Convenor from the earlier Board
is no longer a Member of the Board. He said that he had suggested in one of his
Internal Audit Report for the formation of a new Sub-Committee for revival of
the Library operations. The Board had agreed to do so but somehow it did not
happen. Further Rs. 5,250/- is lying with the Caretaker for the last five years
reflecting same in the Accounts. If a decision is taken to wind off the library
activities then the said sum of Rs. 5,250/- should be returned to the
contributors or transferred to either to Society’s Account or to Cultural
Association.
The Chairman wanted to
know the views of the Members present in the House and everybody wanted the Library
to continue. Thereafter a new Sub committee was formed consisting of the
following Members:
a) Mr.
Anup Dewanji ,(Director) , Convenor
b) Mr.
Dilip Kumar Mukhopadhyay, Member
c) Mr.
Siddhartha Roy Chowdhury, Member
Mr. Goutam Das ( 06/ 08) drew the Board’s attention
towards Sl.No. 13,15, 28 and 30 under Budget.
He wanted the Board to review the budget figures under these heads.
The Chairman explained
the meeting and conveyance expenses had been low in 20-21 due to the pandemic
and now that we are coming out of the pandemic it is expected that more
meetings and movements will happen and hence the increase in the budget under
these heads. He also explained that the CCTV maintenance does not cover the new
cameras that have been planned to be installed. Those expenses will fall under capital
expenditure. To his query as to why no
provision has been kept for Covid related expenses the Chairman said that it is
hoped that such a situation will not get repeated in the coming financial year.
Mr. S N Roy Chowdhury (
A -07/10) wanted to know as to why the
Professional Fee for IT has been budgeted to be high ( Sl No. 23 ). The
Chairman explained that a lot of paper work has increased towards TDS
submission etc. and hence the provision for additional expenses. He requested
Mr. S N Roy Choudhury if he could suggest some other IT Consultant’s name who may be willing to do the job at a
lesser cost.
Mr. P.K.Mukherjee ( A-
06 / 03) wanted a break up of the
expenses incurred for Covid 19 and Amphan. The Secretary said that the expenses
was mainly towards procurement of the Sanitisation tunnel, it’s running cost,
purchase of Sanitising Chemicals like Sodium Hypochlorite, Sanitising liquids and sprays, Face Shields.
The Secretary added that a huge expense had to be incurred towards the trimming
and cutting of trees which had fallen during the Amphan and removal of the
trees and logs to make the campus clean and habitable. In this context the
Secretary said that it was a herculean task to find the right people to undertake
the above mentioned activity and bring back normalcy in the campus in less than
48 hours of Amphan . The Secretary took
the opportunity to profusely thank Mr. Gautam Banerjee, Mr. Debdutt Purakayastha,
Mr. Subhodeep Roy Chowdhury , Mr. Goutam Das, Mr. Nikhil Roy, Dr. Sailesh Kumar
and his son the Members who had extended
their wholehearted support and help to the Board during the difficult times of
the Pandemic and Amphan.
Mr. Subhadeep Roy
Choudhury ( A- 11 /07) asked as to why
no provision has been kept for Road repairs. The Chairman explained that road
repair will be done in patches as and when required and the funds will be
managed from within the system itself.
Mr. Siddhartha Ray Cho
udhury (A- 02 / 01) questioned the budget provisions for Printing
and Stationery, fire extinguishers and water charges.
The Secretary requested the Members to download the My Gate
App so that the Board can start sending all notifications, payment reminders,
etc. through the App and thereby reduce printing, stationery and Xerox
expenses.
The Budget was adopted unanimously by the
House.
“Resolved that Annual Maintenance Charges of
Rs. 14,700.00 for the year 2021-2022 with effect from 01.04.2021 be paid by
Members either one time within 31st May, 2021 or in two instalments
of Rs. 6,700.00 by 31st May, 2021 & Rs.8,000.00 by 31st
August, 2021 and late fees @ 2% per month would be payable for delayed
payment”.
Proposed by :
Group Captain S B Majumdar ( Retd.) ( A- 11 / 08)
Seconded by :
Lt. Conl A K Roy Chowdhury ( Retd. ) ( A- 11 /16)
04.
Appointment of Internal Auditor
The House unanimously
appointed Mr. Dilip Kumar Mukhopadhyay as the Internal Auditor of the Society
for the year 2021-22.
05.
Silver Jubilee Celebrations In Happy Nook
The Secretary said that
it is a very significant year for Happy Nook as it has stepped in to its 25th
year of existence. He requested the Members to come up with suggestions as to
how the Silver Jubilee could be celebrated in the campus in a grand manner. He
also appealed to the Members to find ways and means and to put in extra efforts
for fund generation as without funds no great celebration can be organized. He
also informed that a Steering Committee will be formed soon who will guide and
plan out the Silver Jubilee celebration events. He also informed that the
Steering Committee will include members from the Board, HNCA and general
Members. The celebrations will be executed by HNCA only under the overall
guidance of the steering Committee. The
House unanimously accepted the proposal
Proposed
by : Mr. Subhadeep Roy Choudhury (
A- 11 / 07)
Seconded
by : Lt. Conl A K Roy Chowdhury (
Retd. ) ( A-11 / 16)
06.
Enhancement of Security System in the Campus
The Secretary wanted to
know from the Members if they are happy with the existing security set up or
are they looking for enhancement of the security system in the campus. The
Secretary informed that the Society has been brought under the MyGate App system
and requested all the Members once again to download and install the App on
their mobile phones. He explained that the security in the campus can be
tightened if this App could be made use of by all the Members. He said that the
App had a free calling facility also which could replace the Centrex system
which remains non-operational on most of the times. He also said that most of
the neighbouring Societies in entire ECTP has moved to My Gate App . He
suggested that if any of the Members had any doubt, query, misgivings about the
App then a one on one meeting could be arranged. MyGate personnel would be more
than happy to assist and explain to the Members about all the facets of the App
and clear their doubts and also help in the installation process.
Mr. Debasish Das said
that it has been found that the Security persons are changed very frequently by
the Service provider. He also observed that the Security personnel are not of
good health and very old persons are being sent to our campus for doing duty.
Mr.Siddhartha Roy
Chowdhury said that nothing comes free and expressed his reservations about the
App.
07. Consideration of
any other matter which may be forwarded in accordance with
the Byelaws with the approval of the
Chairman.
Mrs. Sreemati Mukherjee
( A- 09 /03) suggested that the renovation of the kitchen adjacent to the
Community Hall be also taken up along with the renovation of the Community Hall
which is under process right now. The Chairman said that it would be looked in
to.
Mr. Debasish Das
suggested that the Board forms a committee to take care of the Senior Citizens
in the campus. The Secretary told that this initiative could be taken by the
Members also without waiting for the Board to initiate the matter.
At the end the Chairman
thanked everybody for their wholehearted participation in the deliberations
during the AGM.
(Kushal Roy)
(Bimal Kumar Ghosh)
Secretary
Chairman
03/03/2021
03/03/2021
