the Bye Laws of the Society and DCS Rules have laid down specific mandatory documents to be maintained by the Society. The following account related documents do not exist / are not being maintained:-
1. Cash books, registers and ledgers. (Only signed Computer generated printouts, with no authentication of entries by any office bearer, have been handed over).
2. Cash book, showing daily receipts and expenditure, and the balance at the end of
each day.
3. Liability/surety registers.
4. Monthly register of receipts and disbursements. Computer entries have not been updated after 31 Mar 2008. It is, therefore, not possible to reconcile Bank statements with ground balances.
5. Register of dividend.
6. Accounts have not been audited for the period from 1 Apr 2007 to 31 Mar 2008.
7. Accounts of financial years 2005-06 and 2006-07 have not been approved by the GBM.
8. List of all outstanding dues to be recovered from members not handed over.
DOCUMENTS AND FILES
1. Files have not been docketed; hence it is not possible to ascertain if pages have been removed from them.
2. The Society’s response in the Suit No. 90/2007 (Wherein Mr Madan Sharma, Mr YS Mathur & others had obtained a stay on holding of elections) is missing from the case file.
3. Following pending court cases’ files have been handed over without any briefing on their current status and are not court certified copies.
4. All statutory, legal proceedings and compliances to local authorities, yet to be complied with, but initiated by the outgoing MC.
5. List of mandatory reports and returns to be forwarded to RCS, DDA and MCD not handed over.
6. There is no system / record of incoming / outgoing mail after 2004.
Physical Condition of Assets
7. The ThreeTowers. The towers are in a state of disrepair, particularly Tower ‘C’ whose roof and corridor ceilings are in a deplorable condition and need urgent repairs. The outer concrete coating on Tower ‘C’ can fall off any time and result in tragic consequences. The water escape pipes on the roofs of all three Towers seem never to have been cleaned. As a result, water accumulation after showers has damaged the structure of Towers and needs immediate corrective measures. Since the iron grills and stair railings have not been painted, they have begun to rust. No white washing has been done for a long time.
8. The Electric Sub Station. The room housing the electric sub station at the rear of Tower ‘A’ needs urgent repairs. Inexplicably, the floor of the room has caved in and made the approach to the machinery dangerous. Rusted Iron gates and grills have dangerous protrusions.
9. Fire Fighting Apparatus. Untested for many years, the fiber pipes have holes in them and likely to malfunction in an emergency situation. The glass covers of fire fighting housings are broken and keys to the doors missing. The steel doors have rusted due to non-painting over the years.
5. List of mandatory reports and returns to be forwarded to RCS, DDA and MCD not handed over.
6. There is no system / record of incoming / outgoing mail after 2004.
Physical Condition of Assets
7. The ThreeTowers. The towers are in a state of disrepair, particularly Tower ‘C’ whose roof and corridor ceilings are in a deplorable condition and need urgent repairs. The outer concrete coating on Tower ‘C’ can fall off any time and result in tragic consequences. The water escape pipes on the roofs of all three Towers seem never to have been cleaned. As a result, water accumulation after showers has damaged the structure of Towers and needs immediate corrective measures. Since the iron grills and stair railings have not been painted, they have begun to rust. No white washing has been done for a long time.
8. The Electric Sub Station. The room housing the electric sub station at the rear of Tower ‘A’ needs urgent repairs. Inexplicably, the floor of the room has caved in and made the approach to the machinery dangerous. Rusted Iron gates and grills have dangerous protrusions.
9. Fire Fighting Apparatus. Untested for many years, the fiber pipes have holes in them and likely to malfunction in an emergency situation. The glass covers of fire fighting housings are broken and keys to the doors missing. The steel doors have rusted due to non-painting over the years.
10. Generators. The smaller generator has not been serviced for a long tome and is unserviceable. The larger generator has diesel pipes leaking at places and patched up with make-do repairs.
11. Lifts. These are screechy and very shabby.
12. Car Parks. These are filthy and never white washed. In addition, the haphazard parking of two wheelers blocking common walkways has created a mess that needs sound organising to be enforced.
13. Lawns . These present a dismal picture.
14. Society Office. This is the most disorganized area of the whole complex. It is dirty, the furniture damaged, one printer and one computer are not working, the other pair is kept in a filthy state. One room is full of faulty, discarded electric meters and broken plastic chairs. No condemnation boards have ever been carried out to dispose off unserviceable assets. Filing cabinets are full of dust and files / documents have a layer of dust on them. Electric fans, light bulbs and switches are filthy and the whole area is most unhygienic to work in.
15. Main Gate. The main guard room is filthy with wall plaster chipping at various places. The bathrooms stink of urine and flush tank in one of the bathrooms is broken.
Security
16. Six men from Rajapuri are allowed to enter the Society for cleaning cars of residents without any security pass / police verification. Many domestic helps too do not have any passage right and the record of authorised entrants maintained does not mention their names.
17. There are no clear instructions to security staff and no written guidelines for permitting entry to visitors being followed. There is a token check at the time of entry, but no such measure is taken while the visitors leave the Society premises.
11. Lifts. These are screechy and very shabby.
12. Car Parks. These are filthy and never white washed. In addition, the haphazard parking of two wheelers blocking common walkways has created a mess that needs sound organising to be enforced.
13. Lawns . These present a dismal picture.
14. Society Office. This is the most disorganized area of the whole complex. It is dirty, the furniture damaged, one printer and one computer are not working, the other pair is kept in a filthy state. One room is full of faulty, discarded electric meters and broken plastic chairs. No condemnation boards have ever been carried out to dispose off unserviceable assets. Filing cabinets are full of dust and files / documents have a layer of dust on them. Electric fans, light bulbs and switches are filthy and the whole area is most unhygienic to work in.
15. Main Gate. The main guard room is filthy with wall plaster chipping at various places. The bathrooms stink of urine and flush tank in one of the bathrooms is broken.
Security
16. Six men from Rajapuri are allowed to enter the Society for cleaning cars of residents without any security pass / police verification. Many domestic helps too do not have any passage right and the record of authorised entrants maintained does not mention their names.
17. There are no clear instructions to security staff and no written guidelines for permitting entry to visitors being followed. There is a token check at the time of entry, but no such measure is taken while the visitors leave the Society premises.
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