Annual General Body Meeting Jun 2021 Minutes

MINUTES OF ANNUAL GENERAL BODY MEETING

HELD ON 27 JUN 2021

Homage paid to departed souls of the complex

2. After this Col JS Virk gave a detailed presentation on the launch of society website (https://mvarmyflats.com) for about 35 minutes and thereafter during Q &A session for about 10 minutes quarries raised by members were clarified. All members have been requested to visit the site, update their information and get used to it for better information with the management and amongst each other.

Next, the annual statement for FY 2020-21 along with the official audit report for the same received from the office of Asst Registrar coop societies was presented to the house for consideration and discussion. These two documents had already been circulated earlier along with the agenda points in the notice for AGM a month in advice as required under bye laws. Following observation as received from members in writing were read out and details given and explained.

a) Lt Col DS Tulsi :-

i) Reasons for accruing a loss of Rs 17, 41,053/- it was explained that the bulk of it was on a/c of payments made for repair/ recarpeting of roads and was from the corpus head as no contribution was taken from members. Shortfall in receipts due to two shops lying vacant, non-clearing of fees from various vendors due to COVID problems etc were other causes.

ii) Consultation fees of Rs 125,000/- it was informed that this was the final payment made to the Architect Sh Harwinder for his services on a/c of processing the Revised Plans 2019 with HSVP and complete approval.

iii) Payment of Rs 18000/- Rs 18000/- , 2000/- It was explained that the said charges were expended for creation of web site, uploading of society data on the RCS website and fees to CA to file the ITR.

iv) Payment of Rs 23,50,125/- It was explained that this was on account of payment to contractor for the repair/re carpeting of roads in installment as per the contract agreement.

v) Quality of road repairs. It was brought out that the road has withstood completely two winter rains and one full monsoon without any damage. Further, whatever minor faults were noticed have been rectified by the contractor before release of security in May 2021.

vi) Details of various other expenses: The house was explained these and the member was asked do see the records in office if he wished to .

vii) Rs 5000/- shown against   his name o/s. The house was informed that this is a fine imposed on the member for having deliberately making entries in official documents and thereafter failing to give any satisfactory explanation for this unauthorized act of him. The member had already been informed of the same in writing earlier after his refusal to acknowledge his wrong doing.

viii) The member sought complete details of the auditor ie, name regd no etc. The house was informed that being governed by RCS, the society is audited for its accounts annually by an auditor detailed by their office. This is a mandatory requirement and details of the auditor cannot be given away. However the audit report is available for perusal in the office and has also been circulated along with notice for AGM.

b). Lt Col LS Bedi  :-

(i)    Why ask for points when they are just read in GBM’s and the decision of house is not asked, for acceptance / rejection. The house has been informed that all letters/points received from members are discussed and then opinion of house taken during each GBM. Though the recording of minutes may not be that elaborate, but nothing been in ground or not informed to the house, Thus to ensure this, every thing will be recorded in detail and with this AGM is being done.

(ii) Details of Rs 147,192/-  for repair and maint. The house has been informed of the same and a copy will be sent to the member for perusal.

(iii) Deduction of IT for Rs 1,02,060/-. The house was informed that it is against a demand by IT deptt and this had to be paid. After discussion, the member was asked to let the MC know as to what specific clarification is required from IT Deptt and  he was further asked to give a draft for the same, which he refused to give point blank. However it was decided that issue will be taken up with designated office in this issue.

iv) Details of repair to roofs. The member was asked to get the details from office and verify physically on ground for his satisfaction.

v) Payment of Rs 1,25,000/- already covered earlier under (3(a)ii).

vi) Road repairs. The member was asked to see for himself the extent of work done as the same is seen by everyone.

vii) Action/no action for recovery of rent from shops and cable TV. For cable TV, it has been dealt in detail in earlier GBM’s a number of times and that of shops the arrear accrued due to the lock down  and reduction of sales. However an agreement has been reached with the shops to clear the dues in a phased manner and the clause of interest has been waived off due to special circumstances arising of COVID lockdowns.

4. The annual A/C statement was put to vote for acceptance by the house. The members present after having heard the replies as enumerated in the above para as and deliberating over them, were in favor of passing the A/C statement. Lt Col VS Verma proposed and Col KK Sharma seconded the motion. Thereby passing of the A/C statement.

5. Point from the management. Following points were put forth to the house and after discussion the decision taken are given as under :-

a) Launch of society website. The house after having heard the presentation and having been informed that it was mandatory as required by RCS, accepted the creation of it. The house appreciated the efforts of Col JS Virk for having volunteered for this and his dedication and hard work in the creation of it as a working practical website.

b) Road repairs. The house was informed that the project has finally been completed and last installment of the security deposited by the contractor paid to him. The members appreciated the work done in one voice. (Refer 3(a) (iv).

c) The house was informed that the income of society is decreasing as two out of the four shops have closed down due to continued losses incurred by them on account of COVID lockdowns and depleting strength of residents, especially tenants. The house asked the management to be more careful in spending till the shortfall is made up.

d) Thursday meetings/Redresses of grievances. The house was informed that management committee meets every Thursday in the office from 1130hrs onwards. All members are requested to put forward their problems/points/grievances in writing to the office so that necessary action can be taken.  The house appreciated the move.

e) The house was informed that a comprehensive stock taking of the complete property held by the society is underway and Col Bhardwaj with Sh Ashutosh Mody have volunteered to undertake the task.

f) Break down of on transformer. The house was informed that one of the four transformers had broken down in the early hours of June and supply from A-F blocks was not there as a result of this. The efforts and prompt help from Sh Manoj Shrivastava a resident XEN ensured that the supply was restored temporarily by 0900h. Further suitable arrangements have been made to get the transformer repaired and an alternate transformer has been placed and full supply resumed by 1600hrs. The approximate cost of repairs etc and the servicing of other three transformers is likely to cost of RS 1,40,000/-. House was asked to approve of this expenditure on actual as and when bills are presented by the contractor. The proposal was accepted and approval accorded.

g). Members were requested to forward their choice of sapling for tree plantation.

h) Risky Extensions. The house was informed of the damages caused to various cars and other properties due to the recent storms. All were advised to call their contractors and ensure that all loose fittings by way of nuts/bolts, welding joints,etc are fully secured. The emphasis was laid on this aspect since the storms were at night and thus did not result in loss of life or serious injuries. The members agreed to ensure action on priority.

f) The total amount outstanding on account of annual maint charges and other common charges as a result of RP-2019 was, given out and members asked to pay the same without further delay failing which penal action will be taken.

j) It was proposed to hold flag raising/hoisting functions on 26 Jan/15 Aug. The house was in full agreement and approved of the same.

k) The house was apprised about a letter received from our garbage collection contractor. It was debated upon and the house approved of raising the monthly charges from the present Rs 100/- pm to Rs 130/- pm.

6. Point from members:-

a) Col AS Rathee. A proposal for use of the existing generator to its optimum potential during the power outages was given. The house was informed that an exhaustive exercise was carried out earlier and members were asked to give their consent as it involved financial charges to be levied for creating the infrastructure by way of cables, wiring, additional private meters etc. No member had opted for it then. The issue was debated again and it was resolved that a committee will be formed to go in to the feasibility with necessary help from Sh Manoj Shrivastav, XEN and the house updated on the subject.

b) Road Repair from Col SPS Multani . The letter was read out in its entirety and opinion of the house sought on the proposal that road from N-W blocks be done up or the expenditure incurred so far be charged to residents of A-M blocks and proportionally refund be given to residents of N-W blocks. It was proposed to form a committee with two members presided over by Col SPS Multani to study the condition of the road on the ground and give its recommendations. The choice of two members was left to him. Col Multani turned down the proposal and instead asked the management to decide. However, pending this, all other projects be kept on hold. After deliberations, the house resolved that the since the condition of road from N-W blocks is in reasonably good condition hence as of now no repairs are needed. The house also turned down the proposals of extra charges/refunds and also stopping of future projects.

c). Lt Col DS Tulsi.   The Member proposed that since block members have individually   paid for the installation of lifts, hence it should not be reflected as the society’s asset. The house was explained in detail the facts of lifts project. The house debated the issue and resolved that status quo to be maintained. That is the blocks will pay the AMC charges to society, which will pay to contractor to ensure smooth functioning. However, it was agreed that a note in the annual a/c statement will be made to the effect that lifts are the assets of respective blocs.

There being no other points a vote of thanks was passed and the house once again appreciated the efforts of Col JS Virk for the website and Sh Manoj Shrivastava for timely and prompt assistance in the restoration of power supply. The meeting was closed at 1315hrs.

Sd/-   xx

Brig (Retd) (AS Bhatti)

President