AGM-2018

KANCHANJANGA VIP ENCLAVES APARTMENT OWNERS’ ASSOCIATION

Chandrasekharpur, Bhubaneswar-751016

To

All Members,

Kanchanjanga VIP Enclaves Apartment Owners’ Association

Resolutions adopted in the Annual General Body Meeting- 2018 held at 6.30 pm on 04^th March, 2018

Members present:

1. Mr J C Mishra (1/2) 2. Capt P C Misra (1/4) 3. Dr. B.M.Otta (1/5)

4. Mr P Chopra (1/14) 5. Mr R S Rao (1/15) 6. Mr M Patra (1/16 )

7. Mr R K Padhi (1/18) 8. Mr Subrat Mishra (1/19) 9. Dr. Suvendu Das (2/6)

10. Mr Jayajit Jena (2/8) 11. Mr D. Tarasia(2/11) 12. Mr R N Mall (2/14)

13. Mr T P Mishra (2/17) 14. Mr T K Das (2/19) 15. Mr A K Swain (3/2)

16. Mr A N Mohanty (3/5) 17. Mr Himansu S M (3/6) 18. Col N C Bebortha (3/7)

19. Mrs. & Mr N Dey (3/9) 20. Mr B N Chaki (3/12) 21. Mr Sidharth Das (3/16)

22. Mr R S Rao (3/18)

Proceedings:

1. The Hon. President of the Association Dr. Suvendu Das presided over the meeting and welcomed the members to the Annual General Body, 2018

2. The annual report was presented by Sri Debasis Tarasia, Hon. Secretary of the association. In his report he stated that, during last year, the Executive Committee met regularly on every 2^nd Sunday of the month to discuss matters relating to the day to day running of the association. The Secretary welcomed Ms. S. Priyadarshini (1/3) to the Association.

Discussing the major achievements during the year, the Secretary stated the followings:

a. Intercom system has been successfully restored by replacing the damaged cards, connecting the intercom with a stabilizer to take care of fluctuating voltage and an electrical switch to prevent the machine from lightning.

b. During the year the damaged sewerage chamber covers were replaced with new covers.

c. A part time Gardner has been appointment to clean the space between the blocks and removal of unwanted weeds around the complex.

d. A large portion of our boundary wall damaged due to rain was reconstructed. The boundary wall was reinforced with external support and the gap between the wall and drain was sealed with concrete to prevent future collapse.

e. Electrical transformer in Block-I and Block-II was replaced by CESU with initiative from the respective blocks. This has resulted in improved the voltage situation in both the blocks.

f. Block-II during the year took initiative in replacing the submersible pump and thereby lift water directly from underground to the roof top storage tanks bypassing the sump. This has resulted in about 50% savings of electricity.

g. The cast iron stairs from the roof top to the lift room of all the three blocks were painted.

h. Lift doors of all the three blocks were repaired.

i. Periodical Maintenance of DG set was carried out.

j. The insurance to the building and some of our equipments that was discontinued in the previous year has been restored during the year.

k. Account for the year 2016-17 was audited and IT returns were filed. The secretary announced that a sum of Rs. 49,210 has been refunded by the IT department towards deductions made.

3. Following the Secretary’s report, the Hon. Treasurer, Dr. B. M. Otta presented the unaudited financial statement of the Association for the period April, 2017 to January, 2018. Earlier in the day, the vouchers and the Cash Book was made available in the association office for inspection by the members from 4.30 to 6.30 pm. ( Pls see Annexure-1 )

4. This was followed by the presentation of suggestive budget for the year 2018-19. It was resolved that the new executive committee will discuss the budget and adopt after making necessary changes. ( Pls see Annexure-2 )

a. Consequent to the presentation of the budget the general body adopted the proposal to raise the monthly maintenance charges from the existing Rs.1800/- to Rs.2000/- per month with effect from 1.4.2018. The general body also adopted the proposal to enhance the new membership fee from existing Rs.5000/- to Rs.20,000/- with effect from 1.4.2018.

b. The proposal by the house to increase the new tenant fee from the existing Rs.300/- to Rs1000/- was also unanimously accepted.

c. The proposal of the executive committee to collect a sum of Rs.10,000/- per flat over and above the monthly maintenance charges to restore the damaged boundary wall and other Capital Maintenance expenditure was discussed. There was a suggestion from the house to put a time limit to this collection.

d. To encourage greater participation by the blocks and thereby decentralize power, there was a proposal by the executive committee to provide a non-refundable sum of Rs.1,26,000 to the blocks which they could spend on electrical, sewerage, plumbing and cleansing material. The matter was discussed and accepted. It was resolved that modalities for such distribution and submission of vouchers etc. will be worked out by the next committee.

e. Some of the other proposals to raise the monthly remuneration of the sweepers from the existing Rs.2000/- to Rs.3000/- per month and that of the Supervisor from the existing Rs. 2600/- (inclusive of monthly telephone allowance) to Rs. 3000/- will be taken up by the new committee.

5. The Hon. President declared that he has received 5 valid self nominations from Block-1, 3 from block-2 and 6 from Block-3. Since the constitution of the Association provides for only 5 members per block to the executive committee, all nominations from Block-1 and 2 were accepted and elections to elect 5 members from block-3 was warranted. ( Pls see Annexure-3 )

6. Lastly the secretary expressed his gratitude to the executive body in running the affairs of the association and all members to have attended the AGM.

PRESIDENT VICE-PRESIDENT TREASURER SECRETARY