Minutes of Proceedings of Half
-Yearly General
Meeting held on 19.04.2015 at Society’s
Community Hall
In
terms of the Notice dated 27th
March, 2015 issued by Sri Kushal Roy, Secretary, Happy Nook Co-operative
Housing Society Ltd., the Half -Yearly General Meeting of the Society commenced
at 5.15 P.M on 19.04.2015 at the Society premises with Shri Bimal Kumar Ghosh
as Chairman of the meeting.
Members
Present: 72 (Seventy Two)
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 Aloke Sen (A-8 / 3) and Late
Binita De
(A-9 /
7) when the members stood in silence.
The
Chairman then requested the Secretary to read out the Notice dated 27th March, 2015 of the Half -Yearly
General Meeting for convening the meeting which was done.
Being
requested by the Chairman, the Secretary initiated discussion Agenda wise.
Agenda
No: 01
To
review the activities of the Society on the basis of the report placed by the
Board.
The
Secretary asked the Members whether the report needs to be read all over again
since it had already been circulated to which the Members said that it was not
necessary. The report was considered as having been read and was then thrown
open for general discussions.
Mr.
Dilip Kumar Mukhopadhyay (A-3 / 7) stated that the amount which is overdue from
the Members should be mentioned in the Secretary’s Report. He also suggested
that full Bank details of the Society be informed to especially those Members
who are not residing in the campus so that they can make NEFT / SWIFT transfer
to the Society’s Account directly which could help to streamline the collection
process. The Chairman in reply to Mr.Mukhopadhyay’s query informed that about
Rs.3.0 (three) Lakhs remains as receivable from some of the Members.
Mr.Benudhar Munshi stated that the overdues should be collected from the
Members as soon as possible.
Mr.Debasish
Das (A-6 / 7) lamented that no new Fixed Deposits have been made in the last
three years. The Development Fund is being used without being converted into
FDs. He stated that the maintenance charges are going up sharply. He said that
the Society is losing out a lot on the interest that could have accrued had the
overdues been recovered.
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He
also stated that while a huge amount has been spent on gardening it pains him
to look at the umbrella structures in the Park that remain dismantled.
He
also stated that CCTV installation being a Capital Expenditure it should first
have been done only after having taken an approval in a General Body Meeting.
He also questioned what purpose would the CCTVs serve and in spite of CCTV
being there how could the Hijras come inside and reach Flat No. A-3 / 11.
The
Secretary tried to explain to the Members that CCTV would not ensure that the
Security system in the campus will become 100% foolproof. The Society does not
have the manpower to station a person to monitor the CCTV Monitor unlike what
is done in a Police Control Room. The CCTVs would be useful to detect the
culprits in case any untoward incident happens or if any person/s are indulging
in any sort of mischievous activities. The CCTV will and can act as a deterrent
for any illegal activities.
On
this point Mrs. Sanghamitra Ray, Director and Mr.Anup Dewanji, Vice Chairman
added that stopping Hijras from entering the campus and visiting a targeted
flat is difficult. They had been coming to different houses before also and
nothing much could be done. Mrs. Sanghamitra Ray stated that this sort of menace
could only be stopped if we all come out together in numbers to resist them
which unfortunately never happens in Happy Nook.
Mrs.
Kalyani Dutta (A-10 / 6) stated that the damp condition of the portion of her
flat and quite a few other portion of her building need to be looked into. She
also stated that one of the fencing rods in the stair case half landing has
been taken off and needs to be replaced immediately. To this the Secretary said
that the Board is aware of the rod issue and same is being looked into. As far
as the damage in portion of her flat / building is concerned he said that
inspection needs to be done to ascertain whether the problem is internal or
external. If it is external then it will come under the purview of the Society
to get it fixed. The Secretary said that it is a little surprising as to why
such problems are coming up even though the civil repair work having been
undertaken not to distant in the past. Mr. Biswatosh Sarkar, Director said that
civil repair work had been undertaken by the previous Board only for the
portions which needed attention at that point of time.
Mr.
Siddhartha Roy Chowdhury (A-2 / 1) highlighted the problems being faced by
residents of Building No. 2 and 1 due to waterlogging after smart showers which
was echoed by Ms. Shampa Basu (A-2 / 8). The Chairman explained at length the
inherent problem of the outlet drain level being higher than our inlet drain
level and the steps that had been undertaken by the Board to somewhat mitigate
this problem which both of them acknowledged. The Chairman assured that if
there is anything more that could be done to minimize this problem that would
be looked into with all seriousness. Both Mr. Siddharth Roy Chowdhury and
Ms. Shampa Basu suggested that the rear gate of the Building be kept open, the
pathway leading to building number 2 be raised and also the land area behind
the rear gate of Building No. 2 ( the backside of Building No. 3 ) be elevated
as well. Mr.Siddhartha Roy Chowdhury also suggested that Syntex Tanks be
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purchased
and the rain water be pumped and stored in those tanks so that the water could
be utilized for gardening and other purpose. He also suggested that Fire
Extinguishers be installed and a Loudspeaker be installed in the Boot House
Park so that announcements could be made in case of any emergency etc. He
proposed that the Complaint Register be reinstalled at the Gate.
Mr.Siddhartha
Roy Chowdhury suggested that existing tube lights be replaced by LED lights.
The Secretary stated that the Board would be more than willing to do so but
that will have an additional impact on the Maintenance Charges which some of
the Members are already cribbing being getting higher each year. The Secretary
observed that it is unfortunate that while the Members are looking for better
living standards and amenities within the campus they are not ready to spend
more in terms of higher maintenance charges.
Agenda
No: 02
To
review financial position on the basis of provisional Accounts
Mr.
Smarajit Sen ( A-10 / 2 ) enquired as to why a legal expense of Rs. 10,500/-
had been made by the Board. The Secretary explained at length that a fraud
letter impersonating as Lalbazar Police Headquarters addressed to the Board had
been received. The purported letter had threatened that the Secretary’s
passport would be impounded and the Board of Directors would be put behind
bars. Considering the seriousness of the matter it had become necessary for the
Board to take legal opinion. The Secretary informed the Members that the matter
had been brought to the notice of the Anandapur PS as well as the CP, Kolkata
Police and a few Members of the campus had been interrogated also by the law
enforcing authorities. However, since the letter was a part of an
incident involving a stray dog and the matter has since been resolved due to
one of our Members having kindly adopted the dog the Board did not pursue with
the case any further. Mr. Smarajit Sen also asked that if the lawyer was
consulted why a case was not filed in the Court.
Mr.
Debasish Das (A-6 / 7) wanted to know what steps have been undertaken by the
Board to recover the outstanding dues from the errant Members. Mr. Anup
Dewanji, Vice Chairman informed that he had personally visited many such errant
Members and had requested them for clearing their long outstanding overdues but
so far his multiple visits have not elicited much response. The Chairman
informed that there are Members who are telling that unless some internal
problem / repair work of their respective flat is not got done ( which actually
does not fall under the purview of the Society ) he / she will not clear the
dues. Mr.Pratul Roy Chowdhury (A- 9 / 8) ,Mr. Debasish Das, Mr. Smarajit Sen (
A-10 / 2) suggested that the name of the defaulting Members be displayed in the
Notice Board of the Society. Mr.Arunava Maitra (A-4 / 1) suggested that first a
strong letter be given to the errant Members and if things do not work then as
a last resort their names be displayed in the Notice Board. He also suggested
that Board gives them an opportunity to pay up the overdues in instalments. To
this Prof. Amitava Ray ( A-1 / 9) said that why
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should
Board give an amnesty like that, if at all it is for the errant Member to come
and appeal to Board to allow him / her paying back the overdues in instalments.
Mrs. Sabita Chaowdhury (A-8/13) also said that no linency should be shown to
those Members who are not clearing their dues in spite of repeated requests and
reminders. Mr.Debasish Das said that why should the Members suffer because of
these errant Members by having to pay more Maintenance Charges because of the
shortfall in collection which is forcing them to pay more. Ms. Reshmi Sarkar
(A- 8 / 12) suggested that the Notice should state that in view of the Members
being upset that they are being forced to pay more maintenance charges due to
non-receipt of overdues from some of the Members the Board is displaying their
names in the Notice Board.
The
Chairman pleaded that display of the errant Members names in the Notice Board
may not look nice and hence requested that such a decision not be taken.
However, majority of the Members present in the House opined otherwise. It was
finally decided that a letter will be issued to the errant Members immediately
stating that unless they clear the dues in the next 15 days then their names
will be displayed in the Notice Board. The Board is to decide if a cut off
limit is to be considered for displaying the name of the errant Member in the
Notice Board.
Agenda
No. 03.
Interim
Budget for the period April 2015 to June 2015
Mr.
Benudhar Munshi (A-5 / 8) suggested that since installation of CCTV is a
Capital Expenditure a Post facto approval for same be taken in the next AGM.
Mr.
Debasish Das wanted to know as to why a provision of Rs. 25,000/- has been kept
for legal expenses. The Secretary informed that the Society has been served
with a Notice from West Bengal Housing Board stating that the Pump Man’s room
which is next to the Office Room and part of the shopping Complex where the
Security Guards are staying since the inception of the Society has been
illegally occupied by the Society and if the room is not cleared and handed
over to WBHB with in ten days they would take legal recourse. In view of above
this provision has been kept.
The
Secretary informed the House that this particular room had been legally and
formally handed over to the Society by the WBHB and all valid papers are
available with the Society.
The
interim budget was approved and it was decided that the amount of Rs.
3,27,850/= will be a part of the actual budget to be passed in the coming AGM.
So,
it was resolved that Maintenance Charges from 1st April , 2015 to 30th June, 2015 of Rs. 1,875.00 with
effect from 01.05.2015 be paid by Members one time within 30th June, 2015 and interest @ 2% per
month would be payable for delayed payment.
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Proposed
By : Mr.Benudhar Munshi ( A- 5 / 8)
Seconded
By : Mrs. Jharna Ganguly ( A-5 / 2 )
Agenda
No: 04
Consideration
of any other other matter which may be forwarded in accordance with the Bye
Laws with the approval of the Chairman
Mr.Arunava
Maitra (A-4 / 1) suggested that the provision for making a Service Verandah be
explored. The Chairman requested him to give a concrete proposal with a sketch
/ drawing for the Board to explore the possibility.
Mr.
Arunava Maitra suggested that an alternate exit be thought of in view of
possible fire hazard in the future.
Mrs.
Nargis Sattar Hussain (A-8 / 6) highlighted the problem of Members / Residents
plucking flowers with impunity in spite of Boards being displayed urging the Residents
not to pluck flowers. She also requested the Board to enquire if any Member is
parking cars in the campus which do not belong to them.
The
Secretary made a fervent appeal to all the Members not to pluck flowers from
the garden being maintained by the Society.
Mr.Saikat
Mitra, Director asked the Members as to whether they would like the Community
Hall to be renovated / upgraded to which most of the Members replied in the
affirmative. The Secretary informed that some initial steps have already been
taken and then called upon Mr. Subhodeep Roy Chowdhury (A-11 / 7) to enlighten
the Members since he had been given the primary responsibility to co-ordinate
this developmental project. Mr.Subhodeep Roy Chowdhury explained that one
Architect had been consulted and he had prepared a renovation plan and that the
project if undertaken, would cost approximately Rs. 14.0 lakhs.
The
Secretary said that it will be put up in next AGM.
At
the end the Chairman thanked all the Members for their whole hearted participation
in the Half-Yearly General Meeting.
(Kushal
Roy)
(Bimal Kumar
Ghosh)
Secretary
Chairman
21.04.2015
21.04.2015
