GBM dated 19 Feb 2017

SANDEEP VIHAR (AWHO) WELFARE & MAINT SOCIETY, GHS-79, SEC- 20, PKL

GENERAL MEETING OF THE COLLEGIUM HELD ON 19^TH FEB 2017

MINUTES OF THE PROCEEDINGS

Attendance

General Meeting of the Collegium was held on 19^th Feb 2017 which was attended by 31 members out of 60 members of the Collegium (52 % attendance).

Agenda Points

a) Welcome address.

Passing of Minutes of AGM held during Oct 2016;
“Additional 2^nd Land Enhancement Cost as demanded by HUDA recently.
Audit Report/Points put up by internal auditor/sub-committees;
Ex-post facto sanctions of financial expenditures incurred by Managing Committee,Bye-laws 26(xii);
President, General Secretary, Treasurer in emergent circumstances as laid down in
Supplementary demands : i) Projection of new projects/wks for fin yr 2017-18;
ii) Projection of repairs/rectification & Mod wks;
Consideration and approval of Society’s Budget and also General Policy and Programme for the next fin year as prepared by Managing Committee;
Replies to questions submitted by following members:-i) Brig(R) Sarjit Singh iii) Col (R) Parveen Ahluwaliav) Col (R) Hari Om Khandelwalvii) Col (R) Sanjeev Kumar
vi) Col (R) RC Jaswal
iv) Col(R) Jasbir Thind
ii) Lt Col(R) GS Jeryal,

viii) Misc/any other point(s) permitted by President;

ix) Vote of thanks.

Welcome Address

Sh. Subhash C Pathania General Secretary wished good morning and welcomed all the members of the Collegium who have spared their valuable time to attend this General Meeting. He, with the permission of the Chair, read out the agenda items one by one to the House.

Deliberations

Passing of Minutes of previous AGM. The General Secretary read out minutes of proceedings of the previous AGM dt. 23^rd Oct 2016 from the Proceedings Book which were passed by voice vote by all the Collegium Members. He then requested the President to address the House while taking up the aforesaid agenda points for discussion/ deliberations.
President Col SK Chauhan, too welcomed the Collegium Members and hoped that everyone would co-operate in successful conduct of the meeting. The President informed the House that a number of tasks have been completed during the short span of a few months since his taking over as President 7-8 months back. He opined that this gigantic task would have not been completed without the support of dedicated members of the Society and hence he had a special word of praise for the following officers and the House too acclaimed their contributions with claps:-
a) Col Sudershan Bhardwaj – for sign boards and road marking tape;

b) Col Subhash Chander Joshi and Hav Ashok Bali for concertina wire and liaising with HUDA for augmentations of water supply;
c) Col Ajmer Singh- for his advice in curing the repaired cemented roads;
d) Col VR Rampal – for arranging quality articles at competitive rates from the local market for pump-house/ electric panels etc.
e) Col RC Jaswal – for arranging ornamental plants & getting repaired elect items;
f) Lt Col Kulwant Singh –for arranging brass bushes & empellers used in water-house pumps from Ludhiana at 1/4^th of the rate prevailing in local market.
g) Lt Col Kulwant Singh and H/Capt GC Bhatt for compiling the data in r/o Society’s property & Tenants’ Security which had been pending for 6-7 years.
h) Pushpainder Kalia – for helping in updating/maintaining Society a/cs in tally system of accounting.

i) Lt Col R S Benal & Col K K Kaushal – for minutely studying the legal implications/repercussions of proposed amendments to the existing Bye-laws.

j) Brig KC Sood, Col Hari Om Khandelwal & Col Surjit Singh for elaborately auditing the internal accounts of Society and for making useful recommendations.
k) Brig SMS Rathore – for discreetly analyzing facts & figures of depreciation of society’s assets, its revenues and exps etc. details to arrive at the exact fin state of the Society to justify/recommend normal increase in the maint charges.

l). Block Members, who have personally supervised the work relating to nailing/fixing of green marble on internal walls of their blocks.

The President also informed the House that each of the following 15 officers – residents of the Society had donated a sum of Rs. 4,500/- as cost of one iron-bench each to the Society and the House ack with cheers their this guesture for common cause:-

Brig Sarjit Singh * Col Kailash N Jetly
Brig Raghu Kapoor, SC, VSM * Col R K Kapoor
Col Ravinder S Benal * Col K K Kaushal
Col Subash C Joshi * Col S K Chauhan
Col Hari Om Khandelwal * H/Capt M L Angrish
Col N P Lama * Col Sudershan Bhardwaj
Col Ajay Sharma * Sh. K C Sood (father of Lt Col S Sood E14/504)
Col Vimal Kumar Sharma.7. Additional 2^nd Land Enhancement Cost as demanded by HUDA. Sh. Subhash C Pathania, General Secretary explained to the House that reminders have been sent to HUDA on the subject matter for taking final call. He informed the House that GHS-103 & GHS-104 had filed a “contempt of Court case” against HUDA whereby its certain officials have been summoned to remain personally present in the Court during the next hearing on the said issue. Though the case is sub-judice, the Management is in constant touch with functionaries of local Joint Action Committee also to hammer out a viable out-of-Court settlement. Its next date of meeting with HUDA officials is fixed for 06^th March 2017. Gen Secy apprised the House that from the preliminary deliberations it has emerged that HUDA is at its back-foot and shall certainly review the Demand Notice. 8. Amendment to Society’s Bye-laws. The BOO did not recommend any amendment or change in the existing Bye-laws as the Society is in a nascent stage as yet. However, the House unanimously accepted the proposal of the BOO that a separate proforma, similar to the one as is already in vogue for MC membership at Annx I to Appx “A” of Society’s Bye-Laws, be introduced/ used with suitable modifications for filing nomination for Collegium’s membership. 9. Audit Report/Points put up by internal auditors/sub-committees 10. Detail of Running Projects The President apprised the House with the progress report of the projects initiated after formation of the existing MC and the exp thus incurred after adopting proper austerity measures as follows:-Name of Proj Amt sanctioned by GBM on 23.10.2016 Amt spent as on date(19.2.2017)Road Repairs Rs. 4.00 lakh Rs. 0.75 lakh CCTV Cameras 26.00 “ 5.80 “ Fire Fighting System 6.00” 0.30 “ Guest Rooms/Banquet Hall 0.70 ” 0.45 “
11. Achievements of the Management The President, Col SK Chauhan also narrated the sterling achievements of the Management some of which are as under:-
The House unanimously resolved to have passed the aforesaid financial expenditure and all other misc exp made by the President, Gen Secy and Treasurer under sec 26(xii) of Society’s Bye-laws wef June 2016 to till date.
Lightening Conductors 2.00 “ 0.13 “.
Fixing of Green Granite 7.50 “ 1.90 “
External Security Fencing 1.50 “ 0.30 “
The President explained that Internal Auditors Report in r/o fin yr 2015-16 as furnished by Brig KC Sood, Col Hari Om Khandelwal & Col Surjit Singh is being complied with meticulously by the Management after beseeching due co-operation of concerned personnel.

water sup contract reduced from Rs 25k to Rs 15k per month;
elec bill reduced from Rs 3.98 lakh to Rs 1.72 lakh per month;
lifts from Rs 13,74,610/- to Rs 12,85,000/- per year;
all expdr on lifts spare parts by the vendor;
reduction of one gardener (mali) saving of Rs 6,500/- per month;

reasonable and justifiable expdr on all projects in conformity with the bye-laws;
the cheapest and extensive road repairs;
free instln of concertina wire around society’s perimeter fence;
amalgamation of CCTV projects;
on the job trg to the society workers
filing of IT returns and getting refunds worth Rs 2.5 lakh;
arboriculture and preparation of green manure;
mobile fresh vegetable shop and intercom facilities for BSNL customers;
shifting of accts from current to saving bank account;
validation of tenants security records and up-to-date maint of property ledgers by
Lt Col Kulwant Singh and Sub Maj ( H/ Capt) GC Bhatt;
procurement of welding machine for welding works – cost recovered manifolds;
proper care and maint of permt assets of the society by regular visits by the Mgt;
liaison with HUDA to augment water supply;
sanitation contract @ Rs 80,000/- per month ( incl disposal of house- hold refuse);
AWHO office rent increased retrospectively– from Rs 1,500/- to Rs 3,500/- pm; The House profusely praised the initiative taken by all the Members of Managing Committee As on 31.03.2016 As on 30.06.2016 As on 31.01.2017 Total 1,86,30.776/- 2,06,11,876.37 2,27,45,469.62 13. Budgetary Approvals In view of the Detail of Projects and Achievements as at Paras 10 and 11 above, the President informed the House that only an amount of Rs 10.00 lakh appx has been expended so far against the funds worth Rs. 60.00 lakh allocated during the AGM dt 23^rd Oct 2016 (c.f. Para 16 of its minutes of Proceedings). Whereas the current fin yr shall lapse on 31^st Mar 2017, the President therefore put forth proposals for Budgetary Approval from the House (Collegium) to complete the left-over projects and to take up some of the new works/projects during the next fin year 2017-18 as under:-
FDRs 1,47,00,000/- 1,87,00,000.00 2,14,00,000.00
Ledger Bal in SB a/cs 39,30,776/- 19,11,876.37 13,45,469.62
(Rs.) (Rs.) (Rs.)
12. State of Accounts The Treasurer Lt Col Kulwant Singh apprised the House of the state of society’s accounts as under:-
especially the personal interest taken by the President in this regard.

road repairs – Rs 2.00 lakh;
fixing of green marble – Rs 2.00 lakh;
repairs to grit wash – Rs 2.00 lakh;
repairs to drainage system – Rs 2.00 lakh;
repairs and maint to external fire fighting system – Rs 3.00 lakh;
painting of lifts – Rs 1.50 lakh;
repairs to building – Rs 2.00 lakh;
installations of split ACs in the community hall – Rs 4.00 lakh;
electric panels and gen sets – Rs 5 lakh;
ramp for CSD canteen – Rs 2 lakh;
water supply system – Rs 2 lakh;
office and security – Rs 3 lakh;
lifts’ repairs – Rs 5 lakh;
garden and area maint – Rs 1 lakh;
misc – Rs 4 lakh;

fixing of engraved marble slabs

(paid and guest parkings only) – Rs 1.00 lakh

tiling of islands’corners/garden walls – Rs 1.50 lakh

(total budget Rs 43.00 lakh appx)

Brig Sarjit Singh Ex-President questioned as to how the exp of these proposed projects would be met. The President Col SK Chauhan replied that the funds obviously have to come from the members. The General Secretary clarified that FDRs worth over 214.00 lakh as on date include a sum of Rs. 50.00 lakh as Building & General Dev Funds the 50% of which ought to be exp on major dev/repair & maint works as per CA’s suggestions. Moreover, dev works shall be taken up on priority-cum-merit basis while austerity measures in this regard shall be meticulously adhered to. The House felt satisfied with the clarifications and unanimously resolved to pass the budgetary proposal for aforesaid projects/works worth Rs. 43.00 lakh during the fin yr 2017-18.

The President reminded the House that during the last AGM dt 23^rd Oct 2016, vide Para 7 of its minutes of proceedings he had sensitized the members that a shortfall of Rs. 7.03 crore appx (at factor cost) on account of depreciation of the value of major common assets need to be replenished and therefore a Board of Officers headed by Brig SMS Rathaur was constituted to go into the details of meeting out funds shortage as well as to study the feasibility of demand of reducing or categorization of monthly maint charges as per the size of the Dwelling Units viz Deluxe, Economy, Utility & Thrifty etc. The full report and recommendations made by the Board were read out by the President to the House and also explained by its one of the members- Col VK Seth, VSM. After thorough deliberations on these recommendations, the House unanimously accepted/resolved that a sum of Rs. 500/- in monthly maint charges be increased wef 01 April 2017 and extra amount so collected should be held in the depreciation column and only be incurred on major repair/replacement of equipment.

Lifts. The President apprised the House of the improvements carried out by initiating following steps for proper functioning of the lifts as this was one of the most grey areas earlier:-

re-fixing of all panels by replacing missing and faulty screws;
regular cleaning of lifts by deploying two helpers at the cost of lift vendor;
putting all unserviceable/ redundant alarms of the lifts in working state;
repairs / replacement of all ceiling fans fitted in the lifts;
regular feed- back- taken system devised;

displaying of imp instrs in the lifts for the benefit of residents;
action is in hand for provisioning of intercom facilities and to install CCTV cameras inside the lifts as part of the ongoing CCTV project;
action is in hand for putting see-through glass/jaally windows in all the 39 lifts. 16. Improvements in Water Supply. The President also informed the House that perceptible improvements have been made in Water Supply System in the Complex by taking following steps:-

four spare bushes procured – thereby protecting the life of axels;

two empellers procured at 1/4^th of the company’s cost – a spl thanks to Lt Col Kulwant Singh in this regard;
repairs to leaking pipes and water tanks;
regular liaison with HUDA Authorities for augmentation of water supply;
substantial reduction in water & sewerage bill.17. Activation of Fire Fighting System. The President apprised the House that :-

the entire internal defunct fire fighting system has been checked and made functional;
a fire fighting demo was conducted to make the owners and tenants aware of the use of fire fighting equipment on 12^th Feb 2017 in the Community Hall;
the demo was attended by 22 persons from the society despite regular announcements;
external fire fighting system is also under repairs now.
18. Imrovement in Quality of Life The President explained that following steps have been taken/being taken to improve the quality of life of the residents in our Society:-

action in hand to re-start the society restaurant;
nos of voluntarily presented wrought-iron benches increased to 15 by the team of morning walkers and by some more DU owners;
strict actions have been initiated to curb rowdism in the society;
ensuring disciplined car parking within the society complex and also ensuring area cleanliness by observing cleanliness week;
tennis coaching classes for the children;
yoga and zumba dance coaching classes for the children and ladies;
19. Important events occurred The President apprised the House of some of the important events occurred for the first time in the Complex which are as follows:-

extensive road repairs
repairs and functioning of internal and external fire fighting system
repairs/installation of lightening conductors in all blocks
CCTV cameras to cover the entire perimeter
an exclusive whats-app group for the members of the Management
action in hand to launch an excl web-site of the Society
frequent briefing of ayas and car cleaners
regular booking of both the guest rooms and community hall

penalty for electricity theft – Rs 25,000/- was fixed/charged from defaulters
penalty for breaking of society glass – Rs 5,000/- was charged

harming society assets – Rs 4,000/- (Rs. 2,000/- from each of the two defaulters) charged.
illegal/un-auth car parking – Rs 300/- charged for every time default
displaying of ad facing society complex – Rs 2400/- for one year charged.

nominal charges of Rs 50 per CCTV footage fixed.

The House appreciated and unanimously approved the aforesaid steps of the Management.

Replies to Questions a) The President informed the House that previous Mgt replaced a large number of working tube lights by LED and the replaced ones were left/remained dumped in open all over the Society without harnessing their re-sale value. White-wash contractor ran away to whom 80% of the contractual amount was paid but only 50% job was done by him. Similarly Rs. 37,500/- ie, half of the contractual amt was not paid by the Swimming Pool contractor besides no security amt (Rs. 25,000/-) was charged from each of the Restaurant as well as from the Swimming Pool Contractors though envisaged in the Contract Agreements. No efforts by the previous mgt were made to get the accounts passed which was a mandatory requirement nor any briefing of pending issues was made to the new incumbents despite an appeal made to them by the Collegium also during the AGM dt 23^rd Oct 2016 (c.f. Para 22 of its Minutes of Proceedings) to do so.

Upon this Lt Col GS Jeryal Ex-Vice President and Brig Sarjit Singh Ex-President replied that responsibility to recover aforesaid funds laid with the new Mgt as they had resigned on 1^st May 2016 and there was no embezzlement of funds on their part and moreover there was no precedent of handing/taking over of the charge by the outgoing President/Treasurer. But certain members of the Collegium asked the Gen Secy to explain the position.

The Gen Secy therefore explained that in the interest of smooth functioning of Society’s affairs it is implied and obligatory on the part of out-going mgt that transition should take place by formal handing/taking over procedure and it had so happened in some cases earlier too. And therefore due to non handing/taking over of the charge by the outgoing President/Treasurer, the Society has been put into substantial pecuniary loss and the new mgt was kept in lurch/limbo inordinately. He also told that Contracts, signed with Lt Col Ashok Datta (for fixing of Granite on walls); with Sh. Raj Nath Thakur (for Painting/White- wash); for Swimming Pool and for Running of Restaurant etc., flopped and thus Society was put into substantial monetary loss.

The President and Gen Secy also apprised the House that Brig Sarjit Singh as Presiding Officer of a BOO, while carrying out internal audit of society’s account during 2013-14, had recommended appt of another BOO to investigate the accounts elaborately but he did not appoint such a BOO during his presidentship for 2 ½ years for the reasons best known to him and if such serious issues are surreptitiously eschewed by the dignitaries (Mgt) in whom the general members repose faith then such dignitaries can easily swindle the Society’s funds and can go scot-free one by one. Brig Sarjit Singh also did not co-operate to clarify certain points raised by the Internal Auditors (though a photo copy of audit report FY 2015-16 was supplied to him). Rather he has willfully undermined the legitimacy of the Mgt and Society’s Bye-laws by not complying with/replying the Mgt’s comn on important issues thus far.

The House took a serious note of the foregoings and lapses on the part of out-going President/ Treasurer. But Brig Sarjit Singh retorted that Col SK Chauhan, President has also not given proper accounts of exp incurred in r/o up-lifting of elect-wires & TPNs. To this Col KN Jetly Vice-President asked to Brig Sarjit Singh that what action he had taken on this issue since he was functioning as President then and thus the equal onus of this lapse, if any thought by him now, falls on him too. The GS reminded to the House that this issue has been raised a number of times by Brig Sarjit Singh in MC/AGM/GMs but every time it was resolved to have been thoroughly considered and closed and thus the House again reiterated that there is no point in beating the dead horse/settled issue anymore. However Brig Sarjit Singh averred that if the House drops all allegations against him (Brig Sarjit Singh) then he would not rake up any issue further against Col SK Chauhan. Col Sandeep Nautiyal and Col Udhay Chopra told that let us not fight with each other on the old issues and let the loss occurred due to inaction/recalcitrant dealings of previous President/Treasurer be of the Society now and repeatedly appealed to maintain decorum during the deliberations. But the House thereafter with more than 2/3^rd majority vote resolved that further action on the lapses, if any, be taken by the Collegium/Mgt on receipt of investigation reports from the CA/Internal Auditors besides there must be proper handing/taking over of the charge on change of the Mgt within a period of one month.

b) Regarding questions raised by Lt Col GS Jeryal :-
i) The President replied that all income & exp data has been digitised in tally system of accounting on day to day basis and the requisite detail can be verified by any member on any working day in Society Office with prior intimation to the Mgt/ Treasurer and moreover such detail on monthly basis is usually flashed on the net also.
ii) It was replied that Club is already functional under the aegis of Mgt as facilities such as Gym, Swimming Pool, Lawn Tennis, Badminton, Basket Ball, Restaurant and Card Room as per SOP framed after following the due process. Brig Sarjit Singh Ex-President pointed out that Card Room utility charges as per SOP are on the higher side. Lt Col Kulwant Singh Treasuer explained that card room facility was created with much fan fare by taking personal interest by one of its users – the then President Brig Sarjit Singh by investing Society Funds worth of Rs. 2.05 lakh against budgetary approval of Rs. 1.50 lakh. The utility charges @ Rs. 400/- pm for summers and Rs. 200/- pm for winters had been fixed after due consideration of elect consumption of 2 ton AC facility provided therein though wear & tear cost of assets is at all not being recovered from the users. After discussing the matter further at the behest of Col S Nautiyal and Hav Ashok Bali, the full House, barring two members, resolved/fixed Rs. 250/- as its monthly utility charges per member and Rs. 3,000/- as its one time membership fee (refundable on termination of membership) whilst facility of card room shall be available for 3 hours a day for 4 days in a week.

iii) Lt Col GS Jeryal also suggested that AMC for costly assets viz 2 Gensets, 9 Elect Transformers & other elct panels/VCBs etc be arranged with expert vendors/ reputed firms besides the expert opinion/inspection at frequent intervals from qualified engrs/mech/tech persons be obtained at competitive rates so that life span of these costly items may prolong. He also opined that Society should also go in for getting such items insured. The President Col SK Chauhan explained that insurance and AMC proposals are very costly affairs and House therefore did not agree to such steps as yet. Col Chauhan replied that major repairs of these assets are being got carried out from the qualified engrs but only minor repairs/cleanliness etc are done by our own electricians under his on-site personal supervision.

iv) Lt Col GS Jeryal pointed out that on-going repair of internal roads is not of good quality and instead PVC tiles oriented road at turning points should be considered. He also suggested that preventive measures for lift repairs (by stopping one lift alternatively) be taken so that lifts’ life span increases. The President Col SK Chauhan replied that road repair work was taken up after taking expert opinion of civil engrs in this regard as well as the cost factor and lift maint/repair contract has been revised with mandatory provisions for the Contractor to give quality service lest payment of penalty. The House felt satisfied with these clarifications.
v) The President SK Chauhan apprised the House that Lt Col GS Jeryal Ex-Vice President has again raised the issue for vacation of Club Room which is being used as Society Office without suggesting alternative accommodation for housing the society office. The President said that taking a room outside the Society Complex for society office shall involve more than Rs. 20,000/- a month despite the inconvenience to the society members. Col S Nautiyal questioned to Col Jeryal that as to why during his own Presidentship and Vice-Presidentship for more than 3 years this issue was not taken care of by him and his team. As suggested by Col Nautiyal &, Col Chopra, majority of members of the House re-iterated/resolved that the Society Office may continue to be allowed functioning in the existing place till a suitable alternative is possible as already decided during AGM dt.23^rd Oct 2016 (c.f. Para 19(f) of its minutes of proceedings).
c) Col Parveen Ahluwalia’s questions were read out by the President which were concerning with the functioning of Card Room and stand replied as at 20 (a)(ii) above.
d) Regarding Col Jasbir Thind’s suggestion in r/o cover for Open Car Parking, the President replied that this point also emerged during the deliberations of AGM dt 23^rd Oct 2016 and volunteers therefore should come forward to form a Sub-committee for the said purpose as already resolved.
e) Col Hari Om Khandelwal’s suggestion of adequate lighting on roads and staircases during darkness hours has been well taken. The President informed that facility of Chess, Magazines and News Papers etc for veterans in Card Room shall be considered in due course.
f) Regarding Col RC Jaswal’s suggestion of widening the Road in front of Restaurant/Society Office, the President informed the House that this matter did emerge in one of the meetings earlier also but in view of the ornamental trees already in shape on the berms, the scope of widening of road is not possible but certainly some via-media could be thought of to tackle the congestion on this road in due course.
g) The President informed that Col Sanjeev Kumar’s suggestion for beautifying/ replacing Sandeep Vihar sign board at main gate with metallic letters was well taken and shall be given due consideration shortly.
h) As suggested by Col VR Rampal, the House on the recommendation of Managing Committee decision dt 15^th Dec 2016 unanimously resolved that henceforth, notwithstanding any other decision on the matter, the use of/entry to the roof terraces shall be regulated by Mgt strictly as per the provisions of para 48 of Society’s Bye-laws.
i) The President informed the House that in view of the feed-back received, the Society Office shall henceforth be closed on Sundays instead of Wednesdays to which the House also agreed.
Vote of thanks As there was no other point for deliberations, Col Sandeep Nautiyal and Brig Sarjit Singh paid a vote of thanks to the Chair on behalf of the House while the meeting concluded at 1.30 PM after 3 hrs of smooth, free & frank discussion and Collegium Members dispersed and re-assembled after a short while to collectively enjoy a sumptuous working lunch (Chholey Bhaturey) in Society’s Restaurant.

Sd/-x x x

File No. SVWMS-15/GHS-79/GM/2016-17 (Subhash C. Pathania)

Dated : 23^rd Feb 2017 General Secretary

Sd/x x x

(Col S K Chauhan)

President