SPECIAL GENERAL BODY MEETING: 30 AUG 2009

Ref. No. DIN/1/SGBM/2009 17th Aug 2009



A Special General Body Meeting will be held in the Society premises at 11 AM on 30th Aug 2009.

The following agenda items have been scheduled for discussion:-

1. Minutes of the Last SGBM Held on 25 Dec 2007. Not to be approved as it was not recorded correctly

(a) Collection of Rs 15, 000/- from members for Rana Case was not approved by the House.

(b) The previous MC was requested to allow the elections to be held and leave gracefully (Not recorded).

2. Passing of Accounts for 2007-08. The charge of the Society was handed over to the present MC on 14 Sep 2008 without the audit for the period Apr 2007 to Mar 2008 having been conducted. The documents for the audit too had not been prepared. The present management had to ferret out details of the accounts, prepare the audit documents and get the audit done.

3. Completion Certificate. Application for ‘Completion Certificate’ to the DDA has to be filed by 09 Sep 2009, failing which the Society stands to be penalized heavily. The original architects, M /s Aggarwal Arora Architects Private Ltd. has not responded to the MC’s appeals to take the action required to obtain the ‘Completion Certificate’ from the DDA. Approval of the SGBM is essential in order to appoint a new architect to take on the task.

4. Monthly Maintenance Charge from Owners of Rented Flats. As per Section 102 (2) Of Delhi Cooperative Societies Rules 2007, the General Body is empowered to fix higher charges of maintenance in respect of dwelling units which are on rent and in possession of tenants. Presently, 77 flats out of 160 are occupied by tenants (48.12 %). It is proposed to increase the monthly maintenance from such flats from the present Rs 1000/- to Rs 2000/- p.m

5. Shifting Charge @ Rs 1000/- from Flats on Rent. Considerable damage to stair cases and lifts is caused due to tenants / member moving in / out. It is proposed to levy a ‘Shifting Charge’ of Rs 1000/- upon the owner of the flat(s) each time a tenant/ member moves in or out.

6. Policy for Allotment of Car Parking Space. There being no clearly defined policy for allotment / sale of car parking space, the issue was so far left to the discretion of the members selling their flats and leaving. While some members have surrendered the parking space for allotment to others who had been waiting for years, some chose to sell the space along with the flat(s). There is a pressing need to lay down a vivid policy to be followed by members wishing to sell their flats and leaving as far as the sale of parking space is concerned.

7. Introduction of a Monthly Charge for Use of Open Car Parking Space. Considering the significant increase in the number of cars being parked in the Society and the fact that the resultant chaos is only likely to increase with time, there is a need to muster resources and streamline the system of parking within the Society premises. Suggestions to overcome the menace need to be discussed and effective measures instituted. In addition, two wheelers are being parked haphazardly in the parking corridors blocking access to syntax tanks as well as adding to the overall parking confusion.

8. Additional Charge from Second Car Owners. Members / residents owning a second car to be charged Rs 200/- p.m in order to reduce the parking chaos in the Society.

9. Power Backup Capacity. The present generator (63 KVA) has been in service since 1998 and has suffered frequent and expensive break downs. Since the Society’s security, lifts and water supply system depend upon this generator during power cuts / failures, there is an urgent requirement to plan ahead for an emergency situation. It is proposed to start a ‘Generator Fund’ by charging the members Rs …. (To be decided by the house) per month for the same. A limit for such fund can also be laid down by the SGBM.

10. Monthly Water Charges. Presently, Rs 50/- per member / resident is charged to pay for the water bills received from the DDA. With the average monthly water bill coming to Rs 15, 843/-, the monthly collection from members is highly inadequate and the short fall has to be paid out of maintenance fund. This leaves negligible amount left to spend on maintenance of assets. If the house approves, a slab system of billing water to individual flats may be introduced, depending upon number of people staying in each flat.

11. Settlement of Chand Case. The Society had to pay Rs 20, 00, 000/- (Rupees twenty lakhs) to Chand Construction Co. following avoidable legal battle and protracted negotiations with Mr Chand. Had serious efforts been made earlier, the Society could have saved lakhs of rupees in interest paid and legal fees.

12. Settlement of Jeet Raj Sethi Case. While the present MC was able to negotiate an ‘out of court settlement’ with Mr Jeet Raj Sethi and close the case, years of futile legal battle has left the Society poorer by an indefinite amount.

Any Other Point with the Permission of the Chair.


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Copy to: The Registrar Cooperative Societies
NCT of Delhi, Old Court Building
Parliament Street, New Delhi – 110 001