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Minutes of the 6th Annual GB Meeting of JNFOA PDF Print E-mail
Written by Administrator   
Sunday, 05 November 2017 11:28

MINUTES OF THE SIXTH ANNUAL GENERAL BODY MEETING OF JNFOA HELD ON 29.10.2017 (SUNDAY) AT 10.00. A.M. AT 6TH BLOCK CAR PARKING AREA.

The following were present during the meeting:

JNFOA OFFICE BEARERS

  1. Thiru T.Bhasker, President.
  2. Thiru R.Ramdoss, Secretary.
  3. Thiru T.Raja, Treasurer
  4. Thiru R.E.Raghunathan, Joint Secretary-I.
  5. Thiru P.Ravi Thilakesh, Joint Secretary-II.

Total No. of members in attendance – 77 Members.

The list of members who attended the meeting is enclosed as Annexure I..

Quorum:

The Secretary welcomed all the members gathered for the 6th Annual General Body Meeting.  As the number of members present did not form the quorum, the meeting adjourned for 30 minutes to form the quorum.

 

The adjourned meeting commenced at 10.30 a.m and the members present decided to go ahead with the day’s agenda with the members present being the quorum.

 

WELCOME ADDRESS

Delivering the welcome address, the Secretary, JNFOA expressed the office bearers’ desire for active involvement of all the members of JNFOA in the development activities undertaken by the Association.

1. APPROVAL OF AUDITED ACCOUNTS FOR THE FINANCIAL YEAR ENDING 31st MARCH 2017.

Tabling the audited accounts for the financial year 2016-2017, the Treasurer, JNFOA explained the various sources of revenue and the different sectors in which expenditures were incurred.  The Treasurer read out the complete accounts including the auditor’s report and notes on accounts.  He also explained that the increase in the maintenance receipts was mainly due to increase in the maintenance charges from 1st July 2016.  The increase in repairs and maintenance expenses has gone up by Rs.15,00,000/- approx. compared to the previous year was mainly due to  various repair works undertaken due to floods and also increase in the AMC cost.  Other expenses were more or less same compared to the previous year. Certain queries raised by the members were clarified by the treasurer.  Copies of the audit report along with the audited accounts were distributed to the members.

The treasurer insisted on the payment of the maintenance dues in the beginning of each month as per the regular practice, as some of the members are delaying the payment by one month, which affects our cash flow.  The Treasurer also requested the members to make payment of their arrears dues on maintenance as per the list published in the notice board of all the blocks.

Dr.Chandramohan proposed a motion to adopt the audited report and annual accounts presented and Mr.K.Sampath seconded the motion.  The motion was passed unanimously by members.

The audited financials for the year ended 31st March 2017 is enclosed as Annexure II.

2. RE-APPOINTMENT OF AUDITORS FOR THE FINANCIAL YEAR 2017-2018.

The treasurer informed the members that the present auditors M/s.Srinivasan and Gayathri have agreed for reappointment as auditors for this financial year 2017-2018 at a remuneration of Rs.22,000/- plus applicable taxes.  He recommended to the General Body to reappoint the auditors for one more year for the said remuneration.  The members accepted the proposal and passed a motion to that effect unanimously.

It was resolved to appoint M/s.Srinivasan & Gayathri, Chartered Accountants as auditors for auditing the accounts of JNFOA at a remuneration of Rs.22,000/- plus taxes for the financial year 2017-2018.

3. DEVELOPMENTAL WORKS UNDERTAKEN FROM FEBRUARY 2017.

Tracing the history of developmental activities undertaken by the Association since February 2017, since taking over from the previous office bearers, the President, JNFOA made a detailed power point presentation of the achievements, initiatives, improvements and renovations and future plans.   The presentation made during the meeting is attached as Annexure III.   The members appreciated the efforts taken by the JNFOA and requested to continue the excellent services in the same manner in future also.

4. STATUS OF LITIGATION AGAINST JAIN HOUSING.

The present status of litigation against Jain Housing was explained in detail by the Treasurer.  It was informed that after prolonged and persistent efforts by the office bearers of JNFOA, the litigation against Jain Housing sprung back to life.  The counter affidavit was filed by the opposition party.  The High Court had finally appointed an Advocate Commissioner vide its order dt. 27th July 2017, received on 16th August 2017 to visit the apartment and submit his report on the status of the complex for the court to take a decision.  The Advocate Commissioner had visited the apartment on 26.09.2017 along with the counsel for JNFOA.  But unfortunately, the defendant  and their counsel were not present in the apartment at the time of the visit of the Advocate Commissioner, inspite of issue of notice prior to his visit.  In the absence of the defendant, the inspection could not be carried out.  Few photographs taken at the time of his visit were shown to the members.  The Advocate Commissioner had informed that he would again make a visit to the apartment after completion of necessary formalities.  It is expected to complete the inspection of the Advocate Commissioner before the end of November 2017.  JNFOA will closely monitor and coordinate with the Advocate Commissioner to expedite the process.

5. SELECTION OF TENDERER FOR JAINS NAKSHATRA RENOVATION PROJECT

A detailed power point presentation was made by the President, JNFOA outlining the steps taken by the Association in the selection of tenderer for taking up the renovation project from the last general body meeting on 2nd October 2016 to till date.   The presentation made during the meeting is attached as Annexure IV.

Among the items included in the presentation were the formation of the building renovation committee, details of tender document, tender notice floated in the media, inspection of the complex by the bidders, pre-bid meeting conducted with the bidders,  tender bids received, tender evaluation, tender negotiation and tender finalization.  The items presented also included scope of the work of the tenderer, scope not covered under the contract other terms and conditions of the potential tenderer.  M/s.UNITECH INFRA SOLUTIONS, KOLATHUR  was the lowest bidder with a final negotiated contract value of Rs.156.00 lakhs without GST.  The final contract value with GST works out to Rs.184.08 lakhs.  M/s. V3 COLOUR SOLUTIONS OF AMINJIKARAI with a contract value of Rs.189.00 Lakhs was the second lowest bidder.

The other items such as the probable date of issue of work order, time required for mobilization of materials and labour, time line for completion of the project, along with the list of clients, details of sites visited by JNFOA office bearers along with the Chairman of the Building Renovation Committee & observations made during the site visit  was explained in detail during the presentation. The office bearers of JNFOA along with Executive Committee and Building Renovation Committee had recommended for the appointment of M/s.Unitech Infra Solutions, Kolathur for undertaking the renovation project.

The efforts of Mr.Sampath, Chairman of the Building Renovation Committee,  in the formulation of the tender document for the project was highly appreciated.

 

The Treasurer, JNFOA made a detailed presentation about the cash flow statement for the project.  The details of estimated cost of the project, present availability of funds, expected flow of funds in the future and shortage/deficit of funds and ways to overcome the shortage of funds was also elaborated in detail.  The details is enclosed as Annexure V. Blockwise list of defaulters was also displayed during the presentation.  The list is enclosed as Annexure VI.

The queries raised by the members like tentative value of the work specified in tender notice, pavement repair works, compound wall construction works, authenticity of the selected tenderer, scope of work involving service areas coming under individual houses etc. were replied by the office bearers to their satisfaction.

 

It was resolved to award the building renovation contract to  M/s.Unitech Infra Solutions, Kolathur for Rs.156.00 lakhs plus applicable GST.  In the unfortunate event of the lowest bidder backing out of the contract, the second lowest bidder  may be engaged for the project, subject to further negotiation.

It was resolved to utilize Rs.30.00 lakhs from the earlier corpus fund of JNFOA in the final stages of the project, in the event of the shortage of funds from the present corpus of the building renovation fund.  The amount so utilized would be replaced in future from any other additional sources of income and out of excess collections.

The above resolutions were proposed by Mr. Shobit Shah and seconded by Mr. Raghavan and passed unanimously.

6. PENALTY FOR NON PAYMENT OF BUILDING RENOVATION FUND.

The members discussed about the various options available for the collection from 100 plus members and suggestions were as follows:

 

i.  Imposition of penalty of Rs.2000/- for the  default in the payment after December 2016. plus Rs.500/- for delay in payment for every month.  .

 

ii  .Disconnection of water supply connection of the defaulters.

iii. To issue notice to individual defaulters

iv.To approach individual defaulters by a group of volunteers

Around 20 members including ladies volunteered themselves to go for door to door campaigning which was proposed to start from the same day evening.

 

7. TAKING OVER OF UNOCCUPIED FLAT WITHIN THE CAMPUS.

The flat SA in Block No.1 remains unoccupied and unclaimed for more than seven years.  Efforts to trace the owner, from the records of the association remain unsuccessful.  The front door of the flat has been dislodged.  A temporary door has been installed in the place.  In order to prevent misuse of the flat by third persons, it was proposed to take over the flat by the Association after taking legal opinion on the issue.  The Executive Committee meeting held on 14.05.2017 had approved the proposal.  The flat may be handed over by the Association to any claimant upon verification of the documents.  The flat may be utilized for common purposes such as Xerox centre, internet café, storage of materials for renovation work etc.

 

It was resolved to take over the unoccupied flat by the Association after completion of the above formalities.

8. CONSTRUCTION OF GANESH TEMPLE WITHIN THE CAMPUS.

The proposal for setting up a small Ganesh temple within the campus was discussed in the Executive Committee Meeting held on 12.03.2017.  The subject was proposed to be placed in the General Body Meeting to take a decision on the issue.

The proposal was placed before the General Body for discussion.  The cost of the proposed temple, location for construction, design of the temple and other factors were yet to be decided.  The funding portion for the temple would be met from private source of funding.  JNFOA has no role to play in the financial portion.  A committee shall be formed for undertaking the work and some members from JNFOA would form part of the committee.  Detailed guidelines for taking up the work would be issued by JNFOA.

It was resolved to approve the proposal for the construction of Ganesh temple within the campus and passed unanimously.

9. CONVENING OF NEXT GENERAL BODY MEETING FOR APPROVING THE CODE OF CONDUCT FOR ITS MEMBERS.

The members had a detailed discussion on the various issues prevailing in the apartment such as the sharing of the cost of rectification of structural defects between residents, car parking in the reserved areas, adults playing in the kids playing areas, adults playing cricket in the garden etc. In order to address the above issues, it was proposed to convene a separate general body meeting

It was resolved to formulate a comprehensive guidelines for guiding the members of the apartment in resolving disputes in different areas.

10. OVERFLOW OF SEWAGE IN BLOCKS 14, 15 AND 16.

The issue of overflow of sewage in blocks 14, 15 and 16 was brought to the notice of the members.  It was informed in the meeting that the problem was a technical problem which involved inadequate design.  A soak pit was erected in block 15 car parking area one year ago, as a temporary measure for overcoming the problem.  But unfortunately, the construction of soak pit did not address the issue.  The overflowing sewage was temporarily evacuated by lorries and private consultants have been consulted in this regard.  Different options are being explored and suitable option will be taken up for addressing the issue.

During the discussion, the photographs taken at the time of disposal of excess sewage from the man holes/sewer lines were shown to the members.  Several unwarranted items such as napkins, plastic bags were found in the sewage and the members were requested to not to throw such waste in their toilet outlets.

11. RESPONSE TO MEMBERS GRIEVANCE IN WHATSAPP GROUP.   

The issue of registering of complaints in the whatsapp group was discussed in detail.  It was informed that although the complaints registered in the group were noticed and necessary actions were initiated by the office bearers,  the members were requested to register their complaints in the Association office or maintenance office for taking necessary follow up action.

As there was no other issue put forth by the members, the meeting ended with a vote of thanks to the Chair.

 

Sd/-

PRESIDENT

JNFOA.

Annexures

1) Annexure-1

2) Annexure-2

3) Annexure-3

4) Annexure-4

5) Annexure-5

6) Annexure-6

 

Last Updated on Sunday, 05 November 2017 16:07
 
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