DRAFT MINUTES - AGM ON 22 MAY 16

MINUTES OF ANNUAL GENERAL BODY MEETING HELD ON 22 MAY 16

1.     An Annual General Body Meeting (AGM) of members of Ram Vihar Apartments Owners Welfare Society was held at the Community Hall, Ram Vihar, Sector 30, Noida from 11.20 hrs onwards, on Sunday 22 May 16,consequent to a notice issued by the Executive Committee (EC) on 24 Apr 16.

2.     32 members attended the meeting. Attendance was checked as per attendance register & quorum declared complete by the Secretary, Mrs. Pramila Singh, E720.

3.     Meeting was presided over by the Society President, Brig Ashok Anand (retd), A103.

4.     Review of Minutes of EOGM held on 11 Oct 15.The Secretary read out the progress on minutes of EOGM held on 11 Oct. Progress on minutes was approved as follows:-

a)    Proposed By.    Col Avinash Verma C- 001.

b)    Seconded By.   Brig Y Mukherjee  F-622.

5.     Opening Remarks by the President. The President welcomed all members and listed salient events since taking charge on 06 Sep 15,namely:-

a)     Re-opening of Bank Accounts & starting another Bank Account.

b)    Repair of Generator set & activation of AMC with OTIS.

c)     Revision of Society Byelaws.

d)    Modernization of Lifts.

 

6.     Gist of salient issues discussed & important decisions taken is listed in subsequent paragraphs.

Agenda Points

7.     Society Byelaws, 2016.

a)     President explained that our current byelaws are of 2007 vintage. Moreover, UP Govt has notified the UP Apartment Act in 2011.Therefore, the General Body in its meeting on 11 Oct 15 had desired that Society Byelaws should be revised. Accordingly, draft revised byelaws were circulated twice during Mar 16. An EOGM was organized on 03 & 10 Apr 16 to discuss contents. Approved amendments were again circulated after the EOGM. No comments were received. Now final Society Byelaws are placed before the House for adoption.

b)    Discussion.

c)     Brig Om Parkash, B 605 stated that changes in financial aspects should be highlighted. President categorically stated that there are no changes in the existing financial controls in the new byelaws.

d)    Mr Dandapani, C509, an eminent practicing Advocate, stated that the he has checked the final version and all amendments have been incorporated. He proposed that the Byelaws be approved unanimously.

e)     Lt Col J B S Rekhi, D-314 seconded the proposal.

f)      President thanked all members for their valuable suggestions & comments.

g)     Decision. General Body unanimously approved Society Byelaws, 2016. To be implemented with effect from 01 Jun 16.

 

8.     Balance Sheet for FY 01 Apr 15 -31 Mar 16.

a)     President explained the circumstances under which the EC took over the accounts leading to delay in appointment of  the CA.

b)    Treasurer, Col SC Kochhar, D 614, gave a resume of salient contents. Audit report had been placed on Notice Boards as well as on ramvihar yahoo group. CA, Mr Rajesh Jetley was also present at this stage.

c)     Discussion. After a brief discussion , Balance Sheet was approved , as follows:-

·         Proposed By.   Lt Gen N R Khanna , D-615

·         Seconded By.  Brig N K Dhand, D-616

d)    Lt Gen N R Khanna suggested that a certificate should be obtained from the bank stating that no FDs have been encashed and no loans have been procured against existing FDs. The Treasurer assured the house that it will be obtained.

9.     Appointment of an Auditor for FY 16-17. After a brief discussion, it was decided that the next EC should suggest a new Auditor & decision should be taken by the General Body in the forthcoming GBM.

a)     Proposed By.  Col T S Sobti D-213

b)    Seconded By.  Col Avinash Verma

 

Elections

10. At this stage, President invited the Returning Officer, Mr Deepak Bhan, B 605, to take over the stage & proceed with the Society Elections.

11. Mr. Deepak Bhan came forward and stated that:-

a)     Sealed covers containing nominations were opened by him in the Society Office at 1810 hours on 15 May 16 , as scheduled. All members were invited to witness. Only two members turned up.

b)    Only one nomination has been received per post for all appointments. Therefore, there is no need for election.

c)     New committee will comprise of the following:-

 

·         President. Brig Ashok Anand         (A-103)

·         Vice President. Col Suresh Jetley  (C-410)

·         Secretary. Col Anil Kumar Taneja (D-113)

·         Treasurer. Col Anil Bhatia (D-515)

·         Joint Secretary. Mrs Ratan Mala Sharma (E-005)

·         Joint Treasurer. Lt Col Krishna Kant (F-224)

·         Member 1. Sh Vijay Deep Singh (B-405)

·         Member 2. Sh Tapan Kumar (B-507)

 

d)    Returning Officer thanked all for their support & co-operation.

e)      President requested the House that the incoming EC should be permitted to nominate two co-opted members, as per Society Byelaws. The House approved the request. 

f)      Lt Col TS Sobti, D213 enquired from the Returning Officer, whether he was clear that all members who had filed their nomination were qualified to do so. Returning Officer stated that he had cross checked with the data supplied to him by the outgoing EC& he was satisfied that all candidates were qualified as per that data. Disparity, if any, should be referred to the outgoing/Incoming EC.

g)     Later Lt Col TS Sobti stated that Col Anil Bhatia, D 515, incoming Treasurer, had outstanding dues.

h)     President ruled that matter will be taken up as per Society Byelaws.

Conclusion

12.  President thanked all members for their support & co-operation. In particular, he thanked members of the outgoing EC for sparing their valuable time. He also welcomed the new committee which will be known as the Board of Management with effect from 01 Jun 16.President announced that Handing / taking over will be completed within the next week and new committee will take over at 1200 hours on 29 May 16.

Vote of Thanks

13. A vote of thanks to the outgoing EC was proposed by Lt Gen NR Khanna & unanimously seconded by the House.

14. There being no other points, President declared the meeting closed.

 

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