Minutes of the Annual General Meeting (AGM) held on Saturday, 14th August 2010

The captioned AGM was held on 14th August 2010 at 20.30 hrs in Garage no.2. Sinc
e there was no quorum at 20.30 hrs, the meeting was adjourned and reconvened at
21.00 hrs on the same day at the same place. The following members were present:
1. Smt.Pushpa Jayachandran
2. Shri Ashwin Mehta
3. Miss Priti Shah
4. Shri Hemendra V.Sheth
5. Smt. Saroj Gandhi
6. Shri Sudhir Sanghvi
7. Shri Jitendra Duftary
8. Shri Prakash Popat
9. Shri R.Rajagopalan
10. Smt.Vandana J.Dhariya and Shri Jitendra Dharia
11. Shri Balkrishna Sapre
12. Smt.Harsha Shah
13. Shri Kaushik Dedhia
Shri R.Rajagopalan, Chairman of the Society presided over the meeting and welcom
ed the members.
As per Rule 60 of MCS Rules 1961, the members present were deemed to have formed
the quorum and the meeting proceeded to transact the business on the Agenda.
1. Approval of Minutes:
The minutes of the last AGM held on 15th August 2009 already circulated w
ere taken as read and in the absence of any query the same were confirmed and p
assed unanimously.
2. Statement of Accounts: The audited copy of The Balance Sheet and Income
& Expenditure A/c of the Society for the financial year 2009-2010, along with t
he Audit Report of the Statutory Auditor Shri U.D.Aval, Chartered Accountant,
were presented / circulated in advance to the members of the Society.
a.) Ms Priti said that on scrutiny of the annual accounts it was observed t
hat two items amounting to Rs 6400/- shown as Audit Fees and Rs 7200/- shown as
Accounting Charges were appearing on the Liabilities side of the Balance Shee
t under the heading of Current Liabilities and Provisions since many years with
out any supporting papers. It was not possible to trace the origin of the entri
es and besides the society had settled all the liabilities in respect of the aud
it fees and accounting charges. In the circumstances with the consent of all the
members it was resolved to write off the balances while preparing the accounts
for the next year.
Proposed by : Shri Kaushik Dedhia
Seconded by : Shri Ashwin Mehta
Passed and adopted unanimously.
b.) Ms Priti explained that a sum of Rs 4,45,000/- had been collected from
the members for repairing the compound. The expenses incurred amounted to Rs 43
1283/-, thus leaving a surplus of Rs 13,717/- with the society. She therefore
sought the opinion of the members in respect of the surplus as to whether the
amount should be refunded to all the members or as to whether it should be inclu
ded in the society funds. Shri Dedhia opined that if the amount was distributed
among the 22 members, each person would get a paltry sum of less than Rs 1000/-
Instead, it was advisable to put it in FD which could be used in future for othe
r miscellaneous/ repair expenses of the society. All the members agreed to the
suggestion. It was RESOLVED to put the balance amount in Fixed Deposit of the S
ociety.
c.) She further explained that as could be observed from the notes attache
d with the copy of Annual Accounts there was a drastic reduction in the water c
harges after the installation of the new water meters. The water charges had nea
rly halved thereby resulting in an excess of income over expenditure of Rs 93,63
6/- . She thanked Shri R.Rajagopalan, Chairman for his cooperation in the matter
.
d.) She also stated that as on date the society had an investment of Rs 3981
42/- in fixed deposit. The contribution of the members towards Repair Reserve Fu
nd was also invested in fixed deposits.
e.) The members queried about the arrears of maintenance due from some of t
he members. They also queried as to why the names of the defaulters was not dis
played on the notice board as decided in the EGM held on March 11, 2009. The Se
cretary informed that excepting Flat no. 3 all the members had cleared their due
s. It was informed that Flat no. 3 had started clearing the dues. He had already
paid the maintenance for the period April 2010 to August 2010. The arrears towa
rds the repairs was being paid in instalments. The members objected to this stat
ing that any amount received from flat no. 3 should be first adjusted against th
e arrears of repairs. They also insisted on the names of the defaulters being d
isplayed on the notice board. While on the topic the committee members informed
that some of the members were regular defaulters and had to be constantly remind
ed over the phone for an early payment. The members who are responsible citizens
would do well by making their payment on time without having to be reminded o
f their social responsibility.
f.) The secretary also informed about the repairs that were carried out in
the terrace. The pest control was also carried out at regular intervals. Shri J
.Dharia suggested that a structural audit should be carried out once in every fi
ve years to gauge the strength of the building. He also stated that whenever re
pairs exceeding Rs 4 lacs are undertaken by the building it has to be certified
by a structural engineer . It was decided that henceforth it shall be done at th
e time of carrying out major repairs.
4. To frame the rules and regulations for those who want to give their flat
on leave and licence.
Miss Priti suggested the following conditions for those who want to lease o
ut their flats:
1. The member should apply to the society for giving his flat on leave and
licence basis
2. The licensee will not be permitted to occupy the flat unless and until t
he member /licensor has complied with all the requirements of the society
3. The licensee should not be a non vegetarian
4. the licensor should pay one months rent every year irrespective of whet
her the licensee completes the full term of 11 m onths and also irrespective of
whether the same licensee renews the agreement for a further period of 11 months
The rent amount payable will be the amount mentioned in the registered agreeme
nt between the licensor and licensee to the society at the time of obtaining the
approval letter from the society.
5. The agreement should be entered into for a period of 11 months only whic
h on written request of the member may be extended /renewed.
6. the member who lets out the flat will have to pay 10% of the maintenance
charges in addition to the monthly maintenance charged to him by the society.
7. the payments have to be made by cheque for which receipt will be issued
by the society.
Shri Jitendra Dharia who has recently let out his flat objected to the rules sta
ting that they were bad in law. He stated that the society had refused his offer
of Rs 500/- per month
Shri Rajagopalan affirmed that this being the first case in the society it was
not possible to accept the same without prescribing the rules and regulations i
n consultation with the other committee members.
An oral vote was taken of all the members present and all the members unanimousl
y agreed to the collecting of one months rent from the member who lets out his f
lat in the society.
Other points:
Shri Dedhia complained that the cable operators left loose wires hanging from th
e terrace due to which the crows line up on the wires and caused nuisance by the
ir cawing continuously. The secretary informed that it was advisable to have a s
ingle cable operator for cable TV and internet viz. Incable net because majorit
y of the members subscribed to incable net . Shri Dedia informed that he had jus
t recently renewed his cable services with another operator and had paid the ann
ual rent . it was decided that hereafter nobody should renew the same but should
slowly switch over to incable net before renewing. this would solve the problem
of multiple wires hanging form the roof tops hanging