Annual General Meeting 2008

East Enclave Co-operative Housing Society Limited

02 Major Arterial Road, New Town, Rajarhat, Kolkata – 700156

MINUTES AND RESOLUTIONS OF THE ANNUAL GENERAL MEETING HELD ON 16 MARCH, 2008

1. Welcome

The sixth Annual General Meeting (AGM) of East Enclave Co-operative Housing Society Ltd., held on March 16, 2008, started at 3.00 p.m. when the presence of the required number of members for quorum was ensured. Altogether 72 members were present in the meeting. Sri S. C. Basu took the chair as Chairman of EECHSL. He welcomed the members present in the meeting and thereafter expressed his inability to conduct the meeting on health ground and requested the members to allow Shri Durgadas Bhuin, Vice Chairman of EECHSL to conduct the meeting on behalf of him. Shri Bhuin took over the charge and conducted the meeting as per agenda.

2. Confirmation of the Minutes of the Previous AGM

With the permission of the chair the secretary, Shri Achin Chakrabarti read out the minutes of the last AGM held on 15.07.07 for consideration. The minutes were passed unanimously by the members present.

3. Secretary's Report

The secretary then read out the Report of the Board of Directors for the year 2007-08.

4. Treasurer's Report

The Chairman then called upon the Treasurer of EECHSL, Shri Tarak Chattopadhyay to present the accounts and the Balance Sheet for 2007-08 (up to 12 March, 2008). The Treasurer presented the same and the members approved the Accounts. The Treasurer stressed the need for augmenting Society’s fund to meet the growing expenses. He suggested the possibility of raising funds by inviting advertisers.

5. Minutes of the Discussion

The Chairman then invited discussions on the Reports of the Board of Directors and the Statement of Accounts. The following members raised issues in this connection.

(i)

Shri Ananda Chakrabarti of B-1/13 thanked the members of the Board for carrying out their responsibilities in a smooth and efficient manner. He also suggested advertisements as a way to solve the fund problem. He pointed out that in the last AGM a resolution was adopted on building maintenance but no progress has so far been made. He suggested that the maintenance charges he enhanced by 10 percent and the maintenance work be started immediately.

(ii)

Shri Partha Bhose of D-4/09 pointed out that an application signed by ‘C’ and ‘D’ type allottees for extension of their flats was submitted to the Society long back. But the status of that application is not known yet. He requested the Board to take up the matter.

(iii)

Shri Arun Kumar Ghosh of D-4/07 made the same point of extension of flats / buildings of all types, not just ‘C’ and ‘D’ types and appealed to all members to consider the matter.

(iv)

Shri Debabrata Roy of B-1/06 requested the Board to take up the repair and painting of buildings on an urgent basis. He said that in spite of the AGM resolution made last year no progress has been made.

(v)

Shri N. Dhar Choudhury of A-1/12 pointed out that in the last AGM it was resolved that a Memorandum of the Society would be prepared. But nothing has been done. It must be done on a top priority basis. He also suggested that advertisements could be a way to solve the fund problem. He further suggested that if space for advertisement is taken from specific buildings the members residing in those buildings should be compensated for the inconvenience by, for example, exempting them from paying the maintenance charges. He stressed the need for making all the decisions known to the general members by displaying them on the Notice Boards. The board may also seek opinions / comments / suggestions of general members on various decisions by putting up a `suggestion box’. He also suggested that the Lift Maintenance charges be doubled for those who let out flats on rental basis, in the same manner as general maintenance charges.

(vi)

Shri Jayanta Mitra of D-1/16 suggested that a notice board be fixed on each building for greater notice-ability. He wanted to know the status of mutation of flats.

(vii)

Shri A. Mondal of D-4/10 suggested that the Report of the Board be presented in Bengali as well so that it is clearly understood by all.

(viii)

Shri Umashankar Bhattacharya of B-4/09 said that repair and maintenance of the buildings were overdue and therefore needed immediate attention. He suggested that the members be asked to pay @ Rs. 5 per sq. m. / month to raise the required fund, in addition to an initial one-time payment.

(ix)

Shri S. N. Khetri of D-3/03 suggested that the Security Company be asked to periodically rotate the security personnel to ensure better safety. He also suggested that charges be imposed on vehicle owners to meet the costs of maintaining such facilities as the road inside the estate. He suggested rates were Rs. 50 for cars and Rs. 20 for two wheelers.

(x)

Shri N. K. Ghorai of D-3/15 raised the issue of the vulnerability due to fire accident in the buildings, as the one recently occurred in C-2 building. He suggested that the measures to prevent two-wheelers from parking inside the buildings must be taken immediately.

(xi)

Shri S. S. Manna of B-1/16 suggested that as first step towards repair & maintenance, an estimate for all the buildings must be made by a reputed concern and then members’ contributions be calculated on sq. ft. basis.

6. Resolutions

Several resolutions were finally adopted through a series of brief deliberations on each item.

7. Typewise Subscription for the Painting and Repair

It was resolved that the financial resources needed for repair and maintenance of the buildings be raised by additional contributions by members. The share of each member would be determined on the basis of plinth area / carpet area of each type of flats. In order to start the work without delay, an adhoc amount may be collected from members according to the following schedule:

Type of flat	Amount
A	Rs. 5,000
B	Rs. 4,000
C	Rs. 3,000
D	Rs. 2,000

However the final decision regarding the modes of payment etc. will be taken by the new Board of Directors. It was further resolved that, during the course of repair if it was found that the damage had been caused by the owner concerned, the owner would be made to pay the cost of the repair. The society would depute an engineer to assess the condition of the buildings and the estimated cost of repair. The charges to be levied on each member would then be finally calculated according to sq. ft. basis.

8. Concrete Cover to the base of C and D Type Buildings

Concrete cover of the base of ‘C’ and ‘D’ type buildings be carried out on an urgent basis, to avoid damage to buildings. The cost of this work, it was resolved, be borne by the flat owners of the respective types. This was suggested by T. Chatterjee.

9. Recovery of the Due Amounts of Service Charges

It was resolved that notices be served to the members who have not paid the maintenance charges for long. If they do not pay their dues within a period stipulated in the notice then the late payment charges to be paid would be raised for them as a penal measure.

10. Fruit Bearing Trees

It was resolved that no fruit bearing trees henceforth be planted by individual members in the common areas of Society. Only flower plants may be allowed for beautification. The Board would request the members to remove plants other than flower plants from the common area.

11. Advertisements

It was resolved that advertisements be sought to raise money for the Society, but in the process the beauty of the estate must not be sacrificed.

12. Parking Fees

It was resolved that parking fees be charged on the vehicles kept anywhere outside the garages owned by the members. However, payment of fees will not entail any claim by the member on any portion of the common area.

13. Extension of Flats

Regarding extension of flats / buildings of all types it was resolved that the matter be taken up with HIDCO, WB Housing Board or any other Govt. Dept. that must be approached for necessary clearance. Shri Animesh Chakrabarti, Advocate, suggested that a civil engineer or an architect be engaged to work out the plan and feasibility assessment before the Govt. bodies are approached for approval. It was noted that to carry it forward the original plan of buildings and other supporting papers must be kept in order.

14. Reminder to DRCS for the Maintenance Charges

It was resolved that reminder letter be issued to DRCS in connection with maintenance charges and the earlier letter sent by the Society seeking clarification on the rates of maintenance charges. The Society is yet to receive any reply on the matter even though almost a year has passed by.

15. Apportionment of the additional cost of repair and painting of buildings

The chairman strongly stated that whatever decision was reached on repair and maintenance of buildings was done keeping in view the common interest of all the members, and hence no individual objection could be entertained which would jeopardise the common interest. He appealed to all the members to abide by the decision arrived at the AGM regarding the apportionment of the additional cost of repair and painting of buildings on sq. ft. basis.

16. Election of the New Board of Directors

The members present in the meeting unanimously elected the following members to form the new Board of Directors:

No.	Name
i.	Dr. Narayan Dhar Chowdhury
ii.	Sri Rajib Lochan Pal
iii.	Sri Subhrangshu Sekhar Manna
iv.	Sri Sadhan Kumar Banerjee
v.	Sri Koushik Pattanayak
vi.	Sri Umashankar Bhattacharjee
vii.	Sri Debabrata Mukherjee
viii.	Sri Sukhen Nath Chatterjee
ix.	Sri Tapas Biswas
x.	Sri Debdutta Goswamy
xi.	Sri Shib Narayan Khetri
xii.	Sri Arun Kumar Ghosh

17. First Meeting of the New Board of Directors

It was decided that the new Board would hold its first meeting on 23. 03. 2008, in which the new Office Bearers will be elected. Thereafter the outgoing Secretary will hand over the charge to the new Secretary.

18. Thanks from the Outgoing Board of Directors

The outgoing Board of Directors congratulated the new Directors and assured all help and cooperation, wherever needed.

19. Vote of Thanks

The meeting ended at 6.00 p.m. with votes of thanks to the chair and the members present.

Signatures

Signed	Signed
Subhash Chandra Basu, Chairman 18.3.08	Achin Chakrabarti, Secretary 18.3.08