MINUTES SGBM JUL24

 MINUTES OF SPECIAL GENERAL BODY MEETING HELD ON 14 JUL 2024

RO RAMVIHAR SOCIETY OFFICE<rvaows.noida@gmail.com>
To:​ OFFICE - RVAOWS
​Fri 7/19/2024 6:54 PM

Dear Members of RVAOWS,

          Further to the SGBM of Ram Vihar Apartment Owners Society held on 14 Jul 24. Draft Minutes of the said Meeting are given below for scrutiny by members, who attended. Comments if any, may be sent to the Society Office by 25 Jul 23. Finalised minutes will be placed on the notice boards and circulated to all members, once approved.                                                                                            

Date 19.07.2024                                                                     Secretary

COMMENTS/REMARKS ON MINUTES ARE SHOWN IN RED FONTS

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 MINUTES OF SPECIAL GENERAL BODY MEETING HELD ON 14 JUL 2024

1.     A Special General Body Meeting (SGBM) of the Ram Vihar Apartment Owners Welfare Society (RVAOWS) to review the Estimated Income and Proposed Expenditure Proposal for the society for 2024-25, was held in the Society’s Community Hall from 11:00 am onwards on 14 July 2024; consequent to a notice issued by the Board of Management (BoM) on 22 Jun 2024.

2.    31 Members were present. Attendance was checked as per the record and quorum was declared complete by the Secretary, Brig S Visvanathan (F-723).

 3.    The President, Brig Ashok Anand (A 103) in his opening remarks, welcomed the members who were present and congratulated all residents on the 30th Inauguration Day of the Society. Ram Vihar was inaugurated on 14 July 1995.

 Review of Previous Minutes.

4.    Minutes of the Annual General Meeting held on 5th May 2024 were read out by the Secretary, Brig S Visvanathan and approved by the General Body as follows:

a)    Proposed by Lt Col JBS Rekhi, D-314.

b)   Seconded by Lt Col Avinash Varma, C-001.

Review of the Estimated Income and Proposed Expenditure Statement for the FY 2024-25

5.    The Treasurer, Shri Amneet Singh F-721, stated that Statement of Estimated Income and Proposed Expenditure for 2024-25 were circulated to all members on 07 July 2024 and a hard copy handed over to those present during the SGBM. The President then invited observations and comments from members. Queries raised and decisions taken are enumerated in subsequent paragraphs.

6.    Charges for Classes. Brig Vijay Atray (E 617) pointed out a disparity in rates being charged for holding classes in the Community Hall compared to rates for holding private parties. After discussion, it was decided to maintain status quo.

                GOOD

7.    Follow Indian system for Writing Numerical Figures. Lt Col JBS Rekhi (D 314) pointed out that figures in all accounting statements should be written in the Indian System ie Crores, Lakhs, Ten Thousands, Hundreds etc and not in the European method. President stated that the software is so designed that it converts data into millions. However, issue can be examined.

  REMARKS / OBSERVATIONS -        FIGURES CAN BE ENTERED AS TEXT IN EXCEL SHEETS TILL AN UPDATE IS AVAILABLE TO PUT COMMAS AS PER INDIAN ACCOUNTING SYSTEM

8.    Visitor Car Parking Charges. Lt Col Avinash Varma (C 001), suggested increase in visitor parking rates. After some discussion, it was left for the BoM to decide.

REMARKS / OBSERVATIONS -      PRESENTLY RS 20/- PER NIGHT ARE CHARGED WHICH SHOULD REMAIN SO. IN PAST, WHEN THESE WERE INTRODUCED, WE SAW GUARDS RESORTING TO UNAUTHORISED COLLECTIONS FROM CARS ENTERING  RAMVIHAR AT ANY TIME OF THE DAY.  THE STATUS MAY PLEASE BE MAINTAINED SINCE IT IS THE RESPONSIBILITY OF THE RESIDENT RECEIVING GUESTS TO PAY THESE CHARGES THE FOLLOWING DAY.

.9.    Tenant Charges. Col S C Kochhar, VSM, (D 614), recommended rationalization of tenant charges, especially for those shifting from house to house within Ram Vihar. After discussion, it was left for the BoM to decide.

  REMARKS / OBSERVATIONS -       AFTER THE DISCUSSION THE OPINION OF THE MEMBERS WERE NOT TO DO AWAY WITH THESE FOR SHIFTING WITHIN RAM VIHAR. THE CHARGES WERE LAID  DOWN TO MAKE UP FOR DAMAGES TO THE BUILDING AND TO LIFTS BY TRANSPORTING HEAVY BAGGAGE AND FURNITURE . PLEASE CONSIDER THIS ASPECT BEFORE TAKING A FINAL DECISION.

      WHEN I MOVED IN TO MY FLAT IN 2001 I PPAID Rs 350/- FOR THE USE OF LIFT, IT MAY BE NOTED THAT THESE CHARGES WERE EQUIVALENT TO THE ONE MONTHS SUBSCTION AS MAINTENANCE CHARGES PAID BY THE RESIDENTS TO THE BoM.

 

10. Thereafter the discussion moved to the Proposed Expenditure.

11.  Pipeline Project. Brig Y Mukherjee, (F 622), Sena Medal, Pointed out that the  Pipeline Project canot be considered complete as provision has to be made for same remaining works related to the pipeline laying project, like bitumen laying on repaired portions of the road. This was agreed to by the members.

  REMARKS / OBSERVATIONS -      IT IS NOT UNDERSTOOD AS TO HOW BRIG MUKHERJEE GETS CONNECTED WITH THE IMPLEMENTATIONOF THE PROJECT TO SUGGEST THAT PROJECT WAS NOT COMPLETE.  DURING THE AGM IN MAY THE PRESIDENT HAD ANNOUNCED THAT PROJECT HAD BEEN  COMPLETED. THE BoM MAY PLEASE PLACE THE SCOPE OF THE WORK IN THE PROJECT IN PUBLIC DOMAIN AS APPROVED TO KNOW AS TO WHAT REMAINS STILL TO BE DONE.

 

12. Technical Aspects of Pipeline. Brig N K Dhand (D 616) questioned various aspects of the Pipeline Project including need for Concrete vs Bitumen for filling the trenches which had been dug up to cover and protect the pipeline. These points were succinctly explained by      Brig Vijay Atray, who included all technical requirements and considerations.

REMARKS / OBSERVATIONS -          BRIG ATRAY COULD NOT PROVIDE A SATISFACTORY ANSWER TO THE QUERY SO RAISED. THIS CONCRETE FILL HAD UNNECESSARILY RAISED THE COST OF THE PROJECT TO APPROXIMATELY Rs 5200/ PER METER OF THE PIPE LINE.  THE UNEVEN CONCRETER LAYER WILL  GIVE RISE TO ANOTHER AVOIDABLE WORK OF THE ROAD SURFACING AT TREMENDOUS COST. THE BOM HAD NOT INCLUDED THIS IN THE SCOPE OF THE WORK AND WAS A AFTER THOUGHT ON HIS ADVICE FOR REASONS BEST KNOWN TO HIM. THE BoM SHOULD HAVE CONSULTED EXPERTS ON ROAD PROJECTS BEFORE FORMULATING THE SCOPE OF THE PROJECT.

        THE POINT RAISED ON THE NUMBER OF TROLLIES WORTH LOAD OF MALVA WHICH WAS TAKEN OUT AND THE COST SO CHARGED FROM THEM PER TROLLY MAY PLEASE BE MENTIONED IN THE MINUTES.

13. Additional Expenses on Pipeline. Brig N K Dhand questioned the additional expenditure of Rs 5 lakhs on the pipeline project (Rs 25 Lakhs spent vs Rs 20 lakhs sanctioned). The President explained that this additional expenditure was incurred, due to certain works which surfaced with the progress of work. This included requirement for JCB to dig trenches and premixed concrete of high quality for filling up the trenches. Further, the additional amount was sanctioned by the BoM and minutes circulated during the execution of work.

  REMARKS / OBSERVATIONS -          THE BOM WAS NOT CORRECTLY ADVISED BY THE IN-HOUSE ENGINEER AND SHOULD HAVE TAKEN ADVISE FROM QUALIFIED ROAD ENGINEERS BEFORE ENTERING INTO THE CONTRACT WITH THE CONTRACTOR. THIS HAS RESULTED INTO EXTRA AND AVAOIDABLE FINANCIAL LOAD ON THE SOCIETY.

      IT IS ALSO A MATTER FOR CONSIDERATION OF THE GENERAL BODY AS TO HOW AN IN-HOUSE MEMBER CAN BECOME ADVISER TO THE BOM OR BE A COPTED MEMBER OF THE PROJECT COMMITTEE IN THE CAPACITY OF  AN ADVISER WITHOUT THE APPROVAL OF THE GENERAL BODY. 

 

14. Project Budget Estimate. Col R K Dargan (B 508) stated that a project budget is an estimate and the BoM is entitled to make decisions due to the impracticality of calling for SGBM every time.

  REMARKS / OBSERVATIONS -     IT MUST BE INCLUDED IN THE MINUTES AS MENTIONED BY ME DURING THE DISCUSSION THAT THIS ADDITIONAL EXPENDITURE MUST BE LINITED TO A SMALL PERCENTAGE AND NOT A FREE HAND FOR THE BOM TO INCUR ADDITIONAL EXPENDITURES AND THAT THE SCOPE OF WORK AS CONTRACTED AFTER APPROVAL BY THE GENERAL BODY DURING THE AGM CANNOT BE CHANGED OR ALTERED BY THE BOM WITHOUT APPROVAL FROM THE GENERAL BODY

 15. Provision for CCTV and Intercom. Lt Gen S Kulkarni, (D 613), pointed out the poor quality of intercom services. The need for better CCTV coverage, including for the lifts, was also discussed. Upgrading of CCTV to an IP based network and an improved Intercom facility was agreed by the General Body.

    REMARKS / OBSERVATIONS -        THIS IS A GOOD POINT AND ACTION SHOULD BE TAKEN TO GET A NEW EXCJANGE WHICH CAN WORK AT ROOM TEMPERATURES WITHOUT AN AC. WE FORTUNATELY HAVE A QIUALIFIED AND EXPERIENCED VETERAN IN TELECOMMUNICATIONS IN THE CURRENT BoM. AS REGARDS THE LIFTS IT IS PROPOSED THAT A TELEPHONE FACILITY IN THE LIFTS BE PROVIDED IN PLACE OF THE IP BASED NETWORKED CCTV CAMERAS, WHICH IS USEFUL ONLY IF THE OM LINE OUTPUTS ARE MONITORED BY A DEDICATED STAFF  ON 24/7 BASIS WHICH IS NOT THE CASE WITH US.  OUR CCTV MONITOR IS PLACED IN THE GUARD ROOM UN MONITORED.

 16. AC Condensation Dripping and Loose Wires. Ms Anuradha Mukherjee (E 620) pointed out that Dish TV and broadband cables hang loosely all over the buildings. These should be property organized. Similarly, AC condensation dripping on the ground reveals a very messy outlook. The President agreed to study both aspects and explore feasible solutions.

  REMARKS / OBSERVATIONS -       GOOD POINT PLEASE

17. Solar Project. The President explained the proposal for installation of solar panels on the roof above the Generator. The Society was examining various quotations for this purpose. Brig Om Prakash was invited to set the context of the project. He explained the necessity in detail. The President mentioned saving in common area electricity bills, which are presently in the range of Rs.90,000.00 per month. Various suggestions were offered by members with respect to the proposal. It was agreed to consider the project in detail and share the cost with members before starting the project.

   REMARKS / OBSERVATIONS -          THIS PROPOSAL WAS GIVEN BY THE PRESIDENT OF THE BoM WITHOUT ANY CONCRETE OUT LAYS OF THE PROJECT STILL BEING IN THE THOUGHT PROCESS OF THE BoM, AND NEEDS TO BE THOUROUGHLY GONE THROUGH AND EXAMINED BEFORE THE GENERAL BODY CAN BE APPROACHED FOR THE APPROVAL OF THE PROJECT. WE SHOULD NOT HURRY IT UP,  THE POINT RAISED BY GEN KULKARNI THAT BREAK EVEN OF THE COST OF THE PROJECT WITH SALE OF THE POWER TO THE ELECTRICITY DEPARTMENT BE EXAMINED BEFORE HAND.

WE ALSO NEED TO CONSIDER AND KEEP IN MIND OUR COMMITTED LOAD  WITH THE UPCL. THE UPCL WILL CHARGE US AT THE SANCTIONED LOAD EVEN IOF OUR CONSUMPTION IS LESSER THAN THE SANCTIONED LOAD, THE UPCL WILL NOT REIMBURSE FOR THE  POWER GENERATED BY THE SOLOR PANNEL. WE MUST CONSIDER ALL ASPECTS BEFORE CHALKING OUT THIS PROJECT AND CONSULT EXPERTS AND NOT DEPEND UPON IN HOUSE ADVISORS OR THE SALES EXECUTIVES OF THE COMPANIES.

 18. Modernisation of Fountain. The proposal for modernization of fountain also received many opinions from members. The President expressed the need for improved aesthetics, better drainage, (due to mosquito menance), difficulty of maintenance of the present system and lack of spare parts. Some members were against any change, except for repair and maintenance. The matter was put to vote. 13 members agreed to the modernization, whereas 9 members were against it. The proposal was declared approved at a cost of Rs. 3 lakh.

OBSERVATION -     THE APPROVAL GIVEN BY THE GENERAL BODY WAS TO MAINTAIN THE EXISTING FOUNTAIN AND NOT TO CHANGE OR REPLACE THE EQUIPMENT INSTALLED. THIS MUST BE NOTED IN THE MINUTES AND ADHERED TO. THERE IS NO POINT IN INCURRING EXPENDEITURE WHICH DOES NOT ADD TO THE EASE OF LIVING OF THE RESIDENTS.

 19. Passing of Expected Income and Proposal Expenditure Plan for FY 2024-25. The Proposal for Expected Income and Proposed Expenditure for 2024-25 was proposed by Lt Gen S Kulkarni          (D 613) and seconded by Col R K Dargan.

Points from Members

20. Common Switch for Lifts. Lt Col JBS Rekhi (D 314) proposed that a common switch for both lifts in a block should be installed, so that the nearest lift becomes available to the residents. The BoM will examine the suggestion in consultation with M/s Otis Elevator Ltd.

 REMARKS / OBSERVATIONS -           THIS WILL SAVE POWERE AND WILL AVOID BOTH LIFTS BEING USED AT THE SAME TIME AND SHOULD BE EXAMINED WITH THE COMPANY.

 21. Cooling of Overhead Water Tanks. Ms Anuradha Mukherjee,      (E 620), said that the water stored in water tanks reaches very high temperature in summer rendering it difficult to use during the day. Solar panel should be installed near Overhead Water Tanks.

    REMARKS / OBSERVATIONS -     NO COMMENTS SINCE THE BoM GAVE A NO GO ON THIS PROPOSAL

22. Approval of Bye-laws by the Registrar of Societies. Brig N K Dhand had sent a mail earlier on the subject. He stated that Society Bye-laws 2016, have not been approved formally by the Deputy Registrar of Societies, Meerut. This is legally infirm. After much discussion, including statements by past members of the BoM including Lt Col T C Aghi (F 423), past President and Lt Col Avinash Verma (C 001), past Secretary, it was agreed to examine the issue.

  REMARKS / OBSERVATIONS -     A TIME LIMIT TO EXAMINE AND MAKE AMENDMENTS OR FRESH APPROVALS AS PER LAW OF THE LAND IN CONFORMITY WITH THE ALLAHABAD HIGH COURT JUDGEMNET BE LAID BY THE BoM.

       IN THE ABSENCE OF ANY VALID APPROVAL OF THE BYE LAWS THE BUSINESS CONDUCTED AT THE GENERAL BODY MEETINGS DOES MEET THE  LEGAL REQUIREMENTS. THE LAW IN UP, LAYS DOWN  STATES THAT FOR ADOPTION OF THE BYE LAWS OR CARRYING OUT ANY AMENDMENTS OR UPDATES MINIMUM  OF 2/3 OF THE MEMBERS OF THE SOCIETY MUST BE PRESENT  IN THE MEETINS WHICH HAD NOT BEEN THE CASE WHEN, OUR BYLAWS WERE  SAID TO HAVE BEEN ADOPTED OR REFRAMED AT THE TIME OF RENEWAL OF THE REGISTRATION. IN THE LATTER CASE THEY WERE NEVER PRESENTED TO THE GENERAL BODY FOR APPROVAL

 

23. Budget Head of Corpus. Brig N K Dhand stated the need for a single budget head for Corpus. The President stated that there is just one Budget Head for Corpus in the Balance sheet of the Society for FY 2023-24. It was duly audited and approved by the General Body. Brig Dhand was invited to the Society Office to clear his doubts on the subject.

    REMARKS / OBSERVATIONS -       THIS POINT HAD BEEN GIVEN BY ME BESED ON MY EXPERIENCE IN BUDGETTING AND AUDIT, DURING  ALMOST ALL THE PAST AGMs FOR MANY YEARS BUT WAS BEING SHYED AWAY BY THE PAST BoMS. THE REASON WHY THE CORPUS IS NOT KEPT UNDER ONE HEAD WAS GIVEN BY THE LADY DURING THE LAST AGM IN MAY. SHE SAID THAT SHE HAD BEEN SO INSTRUCTED BY THE PAST BoM THAT IT WILL NOT BE ABLE TO UTILISE THESE FUNDS WITHOUT APPROVAL FROM THE GENERAL BODY IF KEPT UNDER OMNE HEAD. 

      IT IS FIOR THE GOOD OF EVERY ONE THAT WE SHOULD KEEP THE ENTIRE CORPUS MONEY UNDER ONE HEAD IN OUR ACCOUNT BOOKS.  THERE IS NO REASON FOR THE SAKE OF BETTER MANAGEMENT OF THE FINANCES, WHY OUR CORPUS CANNOT BE KEPT UNDER ONE HEAD IN OUR ACCOUNT BOOKS.     

        TAKING REFUGE BEHIND THE STATUTARY ANNUAL AUDIT WHICH IS BEING CARRIED OUT BY A REGISTERED FIRM, IS NOT A VALID REASON SINCE THE FIRM HAS NO SAY IN THIS REGARD ON UNDER WHAT HEADS WE MAINTAIN OUR BOOKS BEING AN EXECUTIVE FUNCTION ON OUR PART.

 24. Salaries of RV Employees. Brig N K Dhand desired to know the modus operandi for raising the salaries of RV employees. He desired that the state Govt’s formula should be used. After discussion the President explained the procedure followed and stated that the increase by and large is common across the RV employees and contractual staff. After a suggestion by Maj Gen Y Bahl (G 528), it was decided to leave the decision to the BoM.

  REMARKS / OBSERVATIONS -          THE PROCEDURE TO BE FOLLOWED MUST BE LAID DOWN AND REDUCED TO WRITING FOR THE FUTURE BoMS TO FOLLOW TO AVOID AD-HOCISM. THIS WILL ALSO NEED TO BE INCLUDED IN OUR NEW BYE LAWS. IT IS ALSO POINTED OUT THAT WE HAD ONLY FIVE EMPLOYES ON ROLL SO SANCTIONED BY THE GENERAL BODY IN THE PAST AGM. THE ADDITION OF ADDITIONAL PERSON AS PERMANENT EMPLOY. HAS NOT BEEN APPROVED BY THE AGM. THE RULE UNDER WHICH THE NEWLY APPOINTED PERSON WAS GRANTED THIS SPECIAL STATUS MAY PLEASE BE PLACED IN THE PUBLIC DOMAIN.

 25. Internal SIX Monthly Audit . Brig N K Dhand stated that internal audit should be done every six month by members who have worked in the BoM or Executive Committee earlier. The President explained that the Auditor appointed by the General Body conducts audit every quarter and Annual audit report is sent to the Deputy Registrar of Societies at Meerut. There is neither a need nor a requirement to have other set of audit by members, who may not be qualified.

REMARKS / OBSERVATIONS -          FOR THE SAKE OF TRANSPARENCY THE INTERNAL AUDIT OF THE ORGANISATION HELPS IN THE LONG RUN AND ARMS THE MANAGEMENT BETTER TO PERFORM ITS FUNCTIONS. IT IS NOT UNDERSTOOD AS TO WHY SHOULD THE BoM NOT ORDER THE SAME IN ITS OWN INTEREST. OF BEING RIGHTLY MORE FORTH RIGHT AND TRANSPARENT.

 26. Vote of Thanks. It was proposed by Brig N K Dhand and seconded by Lt Col Avinash Varma.

27. There being no further points, the President declared the Meeting closed.

 …..July 2024                                                                              Secretary

 

Attendee