Minutes of Annual General Body Meeting on 11 Jun 2023

MINUTES OF THE AGBM HELD ON 11 JUNE 2023 AT 1030 HRS

1. GBM for the Financial Year  2022-2023 was held in the upper hall of society office from 1030-1300hrs on 11 June 2023.

2. A total of 58 members attended the AGBM and signed into this register on pages 161-162.

3. Before the start of AGBM,  condolences were conveyed to the families  of Col Jaswal, Col Kapoor, and Mrs Choudhary, who left us during the year and a two minutes  silence was observed.

4. Thereafter, President welcomed all the members present on behalf of the management committee and sought their permission to commence the proceedings as per the Agenda which was circulated 32 days in advance, and wide publicity was given on the society website, society WA group, and all notice boards. The house gave its consent to start the proceedings.

5. The first list point on the agenda was the presentation of a/c statement. The house was informed that this along with the profit and loss statement was given wide publicity as per para (4) above and hard copies were provided to those who had asked for them. The house was also informed that till 25 May 2023, the last day for receipt of observation no points were received. However, the members present were asked to give  and  clarify their observations even at this stage. Lt Col  LS Bedi had given a point and wanted to know the details breakup of expenditure incurred since the last AGBM. The house was informed that this being next on the agenda details will be given. Since there were  no observation from anyone, it was presumed that they were in agreement. The two financial statements were put to the house for their approval which was unanimously accepted. Col AK Kalia proposed the passing and Col Kahlon seconded the same.

6. Next on the agenda was the approval of expenditure incurred since the last GBM. The house was informed that a total of Rs 914384/- was incurred on 85 items. Out of these major expenses which were noteworthy 11 items were read out and details explained. A point was raised by Sh Nares Kumar and Col VK Batish regarding payment of IT on a subscription of members for maint charges. This point was also given by Lt Col LS Bedi in writing on 25 May 2023. Views of  Sh Harsh Sehal, Gen Manager, ICICI Bank, and a discussion held by the president with the IT office was that the IT is charged only on the income from various sources like FDR, Vendor, Shop Rent, renting out of Guest Room/Community Hall, etc.   Major expenses above are :- 

a) Purchasing of street light tubes – 10,800
b) Purchasing of mono block pump 10HP – 49,500
c) Payment of Vivesh teck (All is well) – 20,240
d) Purchase of Street Light – 13,050
e) Purchase and installation of Gym item – 1,39240
f) Repair/replacement/overhaul of all MCBs etc- 171100
g) Expenses for repairs/maint of office block – 40000
h) Renewal of society website – 15,624
i) IT paid – 197070
j) Legal Fee for various cases – 37000

7. Next on the agenda was security setup.  The house was informed that as per the decision taken in earlier GBM , the contract with the security agency was terminated wef 01 Jul 2022 and a new security system under own arrangements was started wef 01 Jul 2022. However, over a period of time, this arrangement was not found up to the mark due to various reasons including demanding a lot of time for management. Therefore the MC took a deliberate decision to give it up and it was decided to outsource it once again accordingly a new contract was signed and the new set up started functioning wef  01 Jun 2023. 

8. An SOP on redressal of internal grievances of members which had already been adopted buy the MC was put up for ratification by the house. It was approved by voice vote.

9. The status of Court Cases was intimated to the house. A point from Lt Col LS Bedi was received asking for reading out/explaining the reason for the filing of a case with the bar council of Pb and Haryana High Court against him by the society.  The case, in brief, was explained and the full judgments were read out for his and the members’ benefit.

10.The house was informed that on account of sale/purchase/transfer during the FY, a total of 15  members were accorded membership.

11. The next point listed was details of o/s dues from members House was informed that as per the decision taken in the previous AGM, legal proceedings with RCS office were initiated against all those members who had not paid the o/s amount on a/c of RP-19. As on date i.e. 31 Mar 2023, a total of eight members were there. However, orders for payment have been received from ARCS except for two. One case is a pending decision and another (Maj KS Brar) is not traceable. In addition, one member appealed against ARCS order to RCS and thus is sub-judice. AMC and other misc charges are under progress and most have already been paid as on 30 Apr 2023.

12.The house was informed that since 5 years term of the present MC  will end by 18 Aug 2023, action as per society Bye-Laws and HCS Act has already been initiated and RCS office has been asked to commence the process so that the election is over before 18 Aug 2023.

13. Points from members that were received as per the required date i.e. 25 May 2023 have already been covered in the above paras during discussion on various agenda points. Points so far not covered are  as under:-

a) Col Kalia:- Obstruction for entrance to two-wheeler in the covered garages. It was informed that the owner has been asked to erect the gude rails to the original place, failing which it will be done by society at his  cost.

b) Col GPS Bedi:- Uniform whitewashing/painting of the outer walls of the society. The house was informed that as per the last GBM decision a sub-committee was formed to study and recommend the extent of civil works required as a project in two parts. Firstly the staircase blocks and secondly the central well housing all the water and sewage pipes. Painting/whitewashing would automatically be a part of this project. However, the report of a subcommittee is still awaited in spite of many reminders to its members.  The repercussions of delay in further deterioration and further adding to the cost project were clearly highlighted by the President.  It was also informed that the cost is likely to be high and it will have to be partly funded by the members. Since it involves substantial funds it was proposed to be handled by the new MC in Aug 2023. But on the insistence of the house, it was decided that a sub-committee be formed now to avoid delay and the final decision be left to the new MC. Col GPS Bedi was nominated as the presiding member and the choice of choosing his team was left to him. However, the MC  and Col Surat Singh will render necessary assistance as and when required and MC will provide all the administrative support. The report be submitted by 15 Aug 2023.

c) Lt Ashok Swarup:- Wastage/conservation of water in the society was projected in detail. The reason covered by him are as under:-

(i)   In discriminate use by car washers

(ii)  Members having either more than one OH tank or having replaced the existing with a higher capacity

(iii) Overflowing OH Tanks and owners not taking prompt action to rectify the defects.

(iv) Unchecked use of water by contractors during renovations involving civil/works/painting/washing etc The house was informed that all members covered by(ii) above have been issued with the notice for removal/reverting back to originally authorized capacity tanks and HSVP along with AWHO have also been informed. It was decided to notify the same again and list displayed on notice bds, WA group. Regarding (iv) it was decided that the contractor resorting to this practice to be fined and on repetition be blacklisted. Regarding  (i)  the owners to ensure and instruct their car washers accordingly and in case a matter is noticed/reported the pass of that individual be canceled. Regarding (iii) The MC is taking prompt action and issues are being resolved in a time-bound manner.

d) Mr Harsh Sehgal raised the issue of cars entry the society without specified stickers. It was decided to carry out regular surprise checks and also sensitize  the security staff.

e) On a General point raised,  the house was informed  that all roof tops will be cleaned  and cleared before the onset of monsoon.

f) Col Rathee:- Repair of covered garage which has been damage by another member of the block. The house was informed that such issues within the members of  same block are to be resolved by them  and all agreed to this.

14. A very important issue of paying property tax came to the light of MC when it received a show cause notice from MC. PKL regarding an o/s amt of Rs 6567693.4799999995 on 07 Jun 2023. The house was informed that such notice had been recd earlier also and on scrutiny they were found to be grossly lacking in every detail. The issue has already been raised with MC,PKL but no reply has been recd till date, instead, the present show cause notice has been recd, President and secretary visited the redressal camp organized by MC, PKL at Community Centre, Sector 4, MDC, but the team was clueless. They advised to meet the concerned authorities at MC, PKL regarding it “The house was informed that Govt of Haryana vides a notification has exempted all serving, defense personal, a retired defence personal, and also their equivalent from all paramilitary forces from property tax as long as they are self-occupied”. Accordingly, the  house authorized the MC to interact  on behalf of  affected members with MC, PKL and resolve the issue  and intimate the outcome for information of all

15. There being no other points, the meeting was closed at 1300hrs with a vote of thanks proposal by Col JS kahlon and seconded by Col Surinder Kumar with 5% salaries and Rs 20/- pm garbage collection charges wef 01 Jul 2023.

Sd/-  xxxxx

Brig AS Bhatti(Retd)

President

Col Tarlochan Singh,VP

Col CP Vij, Sec

Col Rajinder Singh –Member , ex president

Col JS Kahlon-legal Advisor