Minutes of the HYGM held on 29.08.2021 at Society’s
Community Hall
Date : 29.08.2021
Venue : Society’s
Community Hall
Members
Present :
46 (Forty Six)
In terms of the Notice dated 7th
August,
2021 issued by Sri Kushal Roy, Secretary, Happy
Nook Co-operative Housing Society Ltd., the Half-Yearly General Meeting of the
Society was held on 29.08.2021 at the Society Community Hall with Sri Bimal Kumar Ghosh as Chairman
of the meeting.
The
Chairman started the meeting at 5.45 PM once the quorum became complete. At the
outset the Chairman requested the House to observe a minute’s silence as a mark
of respect to the departed souls of the honourable Members who have left us
since the last AGM till date. Thereafter the Chairman requested the Secretary
to start the HYGM as per the Agenda put
forward in the Notice of HYGM dated 7th August 21.
1. To review the Activities of the Society on the
basis of the Report placed by the Board
The
Secretary read out the report. The Chairman asked the House if anybody has
anything to say on the report.
Mr.
Dilip Kumar Mukhopadhyay (A-03/07) complimented the Board for renovating the
office room and said that it looks like a Corporate Office now. He observed
that no budget for the expenses towards the renovation work of the Office room have
been allocated and since it is a capital expenditure it should be formally
approved in the next AGM.
Similarly
the expenses incurred towards the first phase renovation of the Community Hall
should also be formally approved in the next AGM.
Mr.
Shubhodeep Roy Chowdhury (A-11/07) wanted to know from the Chairman as to what
are the plans for the 2nd phase development of the Community Hall
and what is the timeframe for the completion of the 2nd phase of
development work. To this the Chairman replied that the Board is fully on the
job for the 2nd phase of development. He informed the House that an
approximate amount of Rs. 25 lakhs will be required to undertake the 2nd
phase development of the Community Hall and as per a resolution taken in the
Board meeting dated 25.08.2021 the entire amount will be spent from the
“Development Fund” and the Society will not ask for any contribution from the
Members. He also informed the House that
it is expected that the 2nd phase of the development project will
get completed in coming six months time.
On
the basis of above discussions the following resolution was taken by the House
unanimously :
“Resolved that the expense of Rs. 25 Lakhs ( Rupees
twenty five lakhs ) towards the renovation of the second phase of the Community
Hall will be incurred from the Development fund corpus of the Society.
Proposed by : Mr. Shubhodeep Roy Chowdhury ( A-11/07)
Seconded By : Grp. Capt. S B Majumdar( Retired) ( A-11/08)
Mr.
S N Roy Chowdhury (A-07/10) wanted to know if there were any long term defaulters
with respect to non-payment of Society’s dues. The Chairman said that there are
no long term defaulters. However, he said that he did have with him the list of
top ten defaulters but would rather refrain from reading out their names. Mr.
Debasish Das (A-06/07) requested the Board not to publish the name of the
defaulters as per the tradition of Happy Nook.
Mr.
Siddhartha Roy Chowdhury (A-02/01) suggested that regular reminder for payment
of dues be sent to Members so that such defaults do not happen due to
oversight. To this the Chairman responded that computerization of the Society’s
Accounts is in progress and we shall be shifting to Tally soon. The Society has
hired the services of a person on a temporary basis to undertake the
computerisation of the Accounts and such payment due reminder notices will
start reaching the Members on a regular basis from the near future.
Mr.
Siddhartha Roy Chowdhury said that car parking feesfor the 1st car
should not be taken any more. To this the Chairman said that the car parking charges
for the first car is being collected on the basis of a AGM resolution taken
earlier and the fees is being collected to undertake the development of the car
parking area which is for everybody to see. There is still a lot of area where
the laying of the interlocking tiles remains pending and to complete the
development work lot of more funds are required and hence this collection needs
to continue. Moreover, he said that those who do not have cars should not bear
the charges meant for developing the parking area. He also added that the
resolution taken in one of the earlier AGMs was to augment revenue generation
too.
Mr.
P.K. Ghosh (A-11/10) said that some of
the persons who had taken the Vaccine at the vaccination camp organized by the
Society have not got the Vaccination Certificate in the Cowin Portal. The
Secretary informed that it was the primary responsibility of Apollo Gleneagels
Hospital to have made the entry. Cases
of certificates not being found in the portal had been brought to the attention
of the Society and such cases had been taken up with Apollo promptly and the
latter had done the needful to rectify the anomalies and ensure that the
Certificates were made available on the Cowin Portal. The Secretary informed
that on quite a few cases it had been found that the vaccine taker had given
wrong information while registering their names and hence such anomalies had cropped
up.
Mr.
P. K. Ghosh said that the Society should mail the Deeds in soft copy to all the
Members. The Chairman said that Deeds are not with the Society, they remain
with the individual Members.
The
Secretary’s Report was finally unanimously approved by the House.
Proposed
by ; Mr. Shankar Chakraborty ( A-05/01)
Seconded
by : Grp. Capt. S B Majumdar( Retd.) ( A-11/08)
2.
Placement of Audited Accounts 2019-2020
Mr.
Dilip Kumar Mukhopadhyay said that the compliance report should be sent with in
45 days from the date of issuance of the Audit Report. Mr. Mukhopadhyay also
requested to pay attention to the general observations and suggestions made by
the Auditor, especially the points regarding letting out and transfer of Flats.
Mr.
Biswatosh Sarkar (A-11/05) wanted to
know about the status of the Bye-laws amendments that were to be done. The
Chairman informed that the Committee which had been formed to look into this
has since long placed the amended Bye-laws to the Board and the same is being
forwarded to DRCS immediately for their final ratification.
Mr.
Ratan Mukherjee (A-09/04) suggested that
all documents like Secretary’sReport , Minutes of AGM etc. be sent to Members
by mail. The Chairman having agreed to this observed that there are a lot of
senior citizens in the campus who are not that Tech savvy and for such persons
it is required to continue with the traditional system of sending hardcopies.
Mr. Debashish Das also supported this and so also Mr. Siddhartha Roy Chowdhury.
Mr.
Debasish Das said that placement of Audited Accounts of 2019-20 so late does
not make any sense and is thus quite irrelevant. He said that relevant and
current data need to be provided on the basis of which discussions can take
place. He said that a lot of software is available these days which can
expedite the Account finalization process. He suggested that in case of delays
in getting the Accounts audited then copy of unaudited Accounts be placed
henceforth so that the discussions can be more meaningful.
The
Chairman said that never in the history of Happy Nook is there any precedence
of placing unaudited accounts in the AGM. Just to take care of the delay in
getting the Accounts audited which is more a norm now, DRCS has come up with
the idea of holding Half Yearly GBMs so that the Accounts could be placed
before it is too late and become irrelevant. It is only because of the
unforeseen pandemic that the audit of the Accounts from the statutory body has
got so much delayed.
Mr.
Dilip Kumar Mukhopadhyay drew the Board’s attention to the point of “Management
&Meetings”of the Statutory Audit Report and said that there is scope of
improvement in this area.
The
Audited Accounts for the year 2019-20 was unanimously approved by the House.
Proposed
by : Mr. Shankar Chakraborty ( A-05/01)
Seconded
by : Mr. Joydeep Naskar ( A-10/15)
3.
Security Upgradation in the campus
The
Secretary said that in the last AGM there had been a request specifically from
Mr. P.K.Guha Biswas (A-05/03 ) , Lt.Conl A K Roy Chowdhury (A-11/16) and Mr. Debashis Das (A-06/07) that Society’s
very long serving security staff Mr. Goutam Biswas (Biplab) and Mr. Bijon
Biswas be absorbed by the Society as staff and be taken in Society’s payroll.
The Secretary said that similar sentiments have been echoed by a large section
of Members as well. So keeping such Members requests and suggestions in mind
and also as a recognition of their long service to the Society the Board has
decided to absorb both of them viz. Mr. Goutam Biswas (Biplab) and Mr. Bijon
Biswas as Society’s staff and to bring them under Society’s payroll. The
Secretary informed that a vacancy had already been created with the resignation
of our Pumpman Mr. Ashok Roy due to old age. In his place a person has been
appointed on a temporary basis. So one of the two will be absorbed in his
place. So the additional financial burden will thus actually be for one person
and not two. The Board will decide on the job allocation for the two new
additional staff in the coming days.
Mr.
Shankar Chakraborty said that Goutam (Biplab) be kept in supervisory role for
the Security of the campus.
The
Secretary said that he is not personally satisfied with the quality of the
service being provided by the Security Agency and their staff and an
overhauling of Security is very much required. Members should remain prepared
to bear additional expenses towards getting a more professional security
service as no compromises can be made with the campus security.
Mr.
Ratan Mukherjee suggested that more CCTV cameras be installed to cover those
areas which are not covered as on date. The Secretary informed that the Board
has already taken a decision to install eight more CCTV cameras with in the
next two months.
Mr.
Ratan Mukherjee suggested that water filling in the tanks, pump operation could
be made technology driven which could make the operations simpler and easier to
control. The Chairman requested Mr. Ratan Mukherjee to come out with a detailed
plan and present to the Board for consideration. Mr. Subhodeep Roy Chowdhury
volunteered to work together with Mr. Ratan Mukherjee in this regard.
Mrs.
Kalyani Dutta (A-10/06) said that the Centrex facility is not available for the
phone at the Security Gate and things needs to be fixed. The Secretary informed
that the BSNL lines are not working properly and a Mobile Phone has been
installed at the Gate and the number will be shared to all the Members soon. The
Secretary also informed that through MyGate app Members who have installed the
app in their respective mobiles can make calls to Members free of cost just
like Centrex.
Mr.
Debashis Das said that the same Security Service Provider may continue since
they had been here for long but it needs to be seen that the security personnel
are not frequently changed.
Resolved that
Mr. Gautam Biswas (Biplob) and Mr. Bijon Biswas will be aborbed as Society’s
staff and brought under the Society’s pay roll from 1st of October
2021.
Proposed
by : Mr. Shankar Chakraborty (A -05/01 )
Seconded
by : Mr. Goutam Das ( A-06/08 )
4.
Consideration of any other matter which may be
forwarded in accordance with Bye Laws with the approval of the Chairman
Mr.
Shankar Chakraborty said that the gate opening timings of the 2nd
Gate may be brought back to Pre-Covid days timings. He also suggested that the
back gate entrance be beautified and the gate be refurbished.
Mrs.
Kalyani Dutta suggested that the maid servants be allowed entry through the
back gate. The Secretary informed that due to the pandemic such restrictions
are still on. The moment situation normalizes restrictions will be lifted,
added the Secretary.
Mr.
Joydeep Naskar A-10/15) lauded the good work done by the Board towards
maintaining the campus. He also suggested that more CCTV cameras be put,
especially in the parking lots. He requested if a rule could be made that only
the cars belonging to the Members of the same building be allowed to park their
cars in front of the respective buildings. To this the Chairman expressed his
reservations as there has been no individual designated car parking area in the
Society from inception.
Mr.
Joydeep Naskar volunteered to extend his help in case we are to look for better
Security Service Providers.
Mr.
Debdutta Purakayastha (A-04/03) complimented the Board for doing a wonderful
work towards refurbishing the Community Hall. He requested the Board to
immediately refurbish the individual Letterboxes. He pointed out that in many
letterboxes the name of the original Member is written even though the
Membership has got transferred to a new Member. He suggested that a doormat be
placed at the entrance of each building as the area near the lift on the ground
floor remains full of muddy patches especially during the monsoon months. He
also requested that the dustbins in the campus be changed as they are looking
very dilapidated and shabby. To this the Chairman and the Secretary said that it
will be done but the Members will have to strictly ensure that the maids of the
respective flats do not put wet and semi wet waste material, fishbones etc. in
those bins.
Mr.
S N Roy Chowdhury said that the pathway leading to Building 7 is getting
submerged and if something could be done. The Chairman said he would look into
this.
Mr.
Dilip Kumar Mukhopadhyay said that we need to take a resolution for keeping a
provision of Rs. One lakh as capital expenditure. So the following resolution
was adopted unanimously by the House :
Resolved that Rs. 1,00,000.00 is allocated for
Capital Expenditure for the year 2021-2022
meeting from Development Fund / Others Fund.
Proposed by : Mr. DebduttaPuakayastha ( A-04/03)
Seconded by : Mr. Joydeep Naskar ( A-10/15)
At
the end the Chairman thanked everybody for their wholehearted participation in
the deliberations during the HGM.
(Kushal Roy)
(Bimal Kumar Ghosh)
Secretary
Chairman
31/08/2021 31/08/2021
