JAL VAYU VIHAR FLAT OWNERS WELFARE ASSOCIATION Jalvayu Vihar, Plot no.8, Pocket-4, Builders Area, Greater Noida, U.P-201308 & Fax: 0120-2390950 www.jvvgreaternoida.com Email:- jvvgreaternoida@yahoo.co.in

JVV/Min/013 19 May 2016

AGM – MINUTES OF THE MEETING HELD ON

15 MAY 2016(SUNDAY) AT 1045 HRS IN COMMUNITY HALL

1. The AGM was held on 15 May (Sunday) at 1045 Hrs in the community centre.

2. The following were present:-

(a) Captain PK Singh (Naval Veteran) President

(b) HFO A K Gupta (Air Veteran) Vice President

(c) HFO S S Bhadauria (Air Veteran) Secretary

(d) Members: Permanent = 59Nos, Associate = 6Nos (Total= 65Nos )

3. The following agenda points were discussed/transacted:-

S.No Point Details Remarks

(a) Introduction The meeting that was scheduled on 10:30 hrs was postponed by 15 minutes as quorum was not complete.

The meeting commenced at 10:45 Hrs

(b) Address by President

Welcome address President welcomed every one and requested to maintain decorum so that business of the house could be trans-acted

Condolence The house stood in one minute silence to pay homage to Shri Vikram Bhati (elder brother of Shri Satish Bhati R/o Flat No. N- 480 and nominee of Samajwadi Party, for Dadri Vidhan Sabha)

Details of work/activities /Achievements during last one year

Since most of the members were not aware with the work done by the present management the President presented the list of work/activities/achievements by the management

List placed at Encl 1 to the Minutes of the Meeting

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(c) Bal. Sheet FY 2015-16

Approval of AGM The President highlighted the salient points, including the lesser expend

iture compared to last year(in spite of higher salary/NPCL Bill/large scale development work), judicious use of fund, status of FDs, Internal Audit, Four-monthly Audit by CA, etc.

The copy of provisional Bal Sheet FY 2015-16(Encl 2) was made available to members through Notice Board/ Web Site to the residents for reference.

Ensured high level of accountability/ transparency in purchases in spite of no support from the nominated committee members

President sought approval from the house for passing the Balance Sheet FY 2015-16

The house approved the Bal Sheet unanimously

(d) Budget FY 2016-17: With or Without Cuts(Bye Laws 23 (a)

Approval of AGM The President proposed Budget for the FY 2016-17.

The copy of the Budget FY 2016-17(Encl 3) was made available to members through Notice Board/Web Site to the residents for reference.

The President highlighted salient points of the budget and sought approval from the house

The house approved the budget unanimously

(e) Vote on Account

Approval for Three months expenditure

Point for AGM Approval

The president sought approval for Vote on account for meeting the expenditure for three months (commencing 01 Apr 2016, for approximately Rs 27.5 lakh so as to meet routine and essential expenditure

The House approved the proposal (f) Election of

Office Bearers

Draft Election Schedule

President presented the Election Schedule from 20 May 16 to 19 June 16 (Encl 4) to the members.

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(g) Appointment of Election Officer and Standby Election Officer for conduct of Election (Bye Law 23(b)

To be decided in the AGM

The names for Election Officer Shri Bhupendra Kumar (Flat No. P- 495) was proposed by Shri Sanjay Singh (Flat No. N- 484) and seconded by Shri Amar Das Rathore (M – 455).

Name of stand by Election Officers viz Shri A K Kaushik (Flat No. V-720 ) was proposed by Shri Jasmer Singh (Flat No. S – 596) and seconded by Shri Sanjay Singh (Flat No. N- 484)

(Note: In view Shri A K Kaushik holding the office of profit viz. Property Dealer, his name is being amended and replaced. A notice to this effect is being issued)

Use of Postal Ballot To be examined/implementation by the Election Officer in consultation with MC

(h) Appointment of Auditors or Extension of Present Auditor on Fresh Terms and Conditions for the Financial Year 2016-17 (Bye Laws 23 (c)

Point for approval in AGM

The President brought proposal for continuation of the CA on fresh terms and conditions for FY(2016-17).

The house approved the proposal

(j) Bye Laws of JVVFOWA

Point for AGM ratification President sought approval of the house on the modified Bye Laws (details were already put on Website/Notice Boards) that included the provisions of share for the house owners. The points had the clarification/approval of AFNHB

House approved the modified Bye Laws of JVVFOWA

The approved Bye Laws need to be ratified by Dy Registrar, Meerut

Capt S Bahadur (Retd) is requested to process the matter expeditiously

(k) Status of Swimming Pool

Current Status

Ratification of expenditure till 10 May 2016 Amt Rs 4.89 Lakhs

Expected date of completion of work end May 2016

President apprised the members about the progress and sought continued support from the house on the ongoing efforts

The house expressed satisfaction on the progress of the work

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(l) Proposed contribution by Brokers of JVVFOWA, Greater Noida on sale Purchase/Renting:

(a) Sale/ Purchase : (i) Rs.15,000/- (Type –A), (ii) Rs. 10,000/-(Type –B) (b) Renting : Rs.1,500/- (Type –A), Rs. 1,000/- (Type – B)

Point for Ratification by AGM

The point was debated and the following emerged:

Unnecessary burden on Property Dealers(Shri Satender Singh)

Need for imposing burden on the house seller(Shri Satender Singh)

New Provisions exist in the proposed Society Bye Laws-Secy

Registration of Property Dealers in Real Estate Bill (Gp Captain Upadhya)

Decision : Issue be re-examined by the MC after obtaining more inputs

(m)

Penalty for Unauthorised Occupation of Garages

Rs 100/- pm

Point for Ratification

The President highlighted: (i) The legal position and problems/ hazards associated with such occu-pations that included fire hazard in the society

(ii) Efforts taken to clear/clean the area which in some cases are giving a slum look (iii) Notices were issued in the past that included need for approval from MC for such occupation even temporarily

Decision: Such occupation, that is on increase, leading to frequent friction among the members, can not be legalised as in some cases it is giving impression of junk yard/garbage yard. Therefore the issue is to re-evaluated by the MC

(n) Recovery of Outstanding Dues

Point for AGM: Due Amount(in Rs) as on 09 May 2016 (a) Maint: 9,69,845/-

(b) Water: 3,63,278/-

--------------------------------

Total : Rs 13, 33,123

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The outstanding dues has come down from Rs 24 lakh to 13 Rs 13 Lakh Decision: The management with support from members to take all possible measures, including legal action to recover the outstanding dues

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(p) The water supply status from authority

(i) Present Status of GNIDA Authority Water Supply (ii) Status of Authority Water Supply to Ground floor Gardens (iii) Appeal for conservation of Water by all concerned

The President highlighted the water supply status in the Society:

Total daily water quota for JVVFOWA as per national norm is=135 liter *6person *836 houses= 6,77,160 Ltr

Society is ensuring the water tanks(1000 Ltr) filled up twice=1000*2*836= 16,72,000 Ltr

Assuming only half is supplied = 8.0 lakh Ltr.

GNIDA is presently supplying 4-6 lakh ltr per day rest is being augmented by internal resources.

The water supply by GNIDA is only for drinking and not for parks/ gardens

Decision: The President appealed all the members to conserve water keeping in view the alarming water situation in the country/region and help the management to tide over the problem.

(q) Security/Visitor Management Software

Evaluation by Committee is been done

The President apprised all the members about trial of computer/

cloud based Visitors’ Software and its utility for the society specially for elders/ladies/children.

Besides members were informed about the Evaluation Committee nominated about the system/software

(r) Violation of Bye Laws/Norms/Orders

House Modification

Security and Safety

Respect for Rules/Orders

Co-operation from Members

Implication for Management and its Functioning

President expressed his deep concern and anguish about the frequent, blatant and shameless violation by members who keep on quoting previous violations and take them as sanction for themselves to undertake bigger violation themselves/ challenge the management/creating false rumours/harass management/ at times threaten to physically harm to office bearers

These kinds of acts are neither accepted nor expected from the civilised members of the Society and encourages the law breakers and discourages office bearers to take up Society work

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In case the members are really interested in development and well being of the society they must come forward and take up work for the society.

(s) Volunteer for Committees

Members are requested to volunteer whole heartedly for various committees/works(treasurer, screening, purchase, works, maintenance charges recovery, block in-charges etc) as the office bearer face lots of problem due to paucity of support, resulting in deficiency in quality of work in every area.

President explained that the management committee has limited capacity. This, however can be augmented manifold if members join voluntarily in the form committee members (sadly this has not been the case). On the other hand the MC is paralysed if continuously criticised /pulled down/threatened/brought under allegations. This also discourages willing members to join Management in supporting the cause of the society.

(t) Mandir Management

Current Status:

Management

Activities

Funds

Pujari

The President also apprised about the status of temple management, fund status, audit etc. He also explained to the members the perils of continuing same Pujari for very long time and the need for change.

Besides the Pujari ji has been asked to give due attention/priority to the religious activities/needs of residents of the JVVFOWA. He has also been requested to stop his commercial venture viz ‘Jyotish Kendra’ that has been running without the approval of Management.

Pujari ji has agreed and asked some more time to relinquish his position in the Mandir.

(u)

Fresh Proposals

Computer for office.

Members were informed the need to automate the Cashier working and its integration with the Common Floor

Visitors Security Software

A committee has been formed to examine all the aspects of the software.

CCTV Camera.

Modification of Community Hall.

There were diverse opinion on the modification of community hall, which has generated double the income compared to last financial year. There is a need to explore the matter under a separate committee. Secy is requested to nomine a suitable committee and establish terms and conditions

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Points from Members : Shri Amar Das Rathore (v) Swimming

Pool(point already covered)

Issues with Dy Registrar

Written explanation from the concerned Presidents have been obtained and forwarded to the Dy Registrar vide JVVFOWA letter No JVV/Regn(DR) /023-PART II dated 11 Sep 2015. As and when direction is received the same will be acted upon.

Swimming Pool Point already covered. Mr Rathore was explained that matter has been referred to the Dy registrar and his reply/direction is awaited. Besides all the records are available for examination/verification.

Point from Gp Captain MK Roy

(w)

Common Area Horticulture

Point was discussed in MC. The point was discussed in MC as well. There is limited resources in terms of Malis(already overstretched due gardening requirement and manual labour work assigned to them by society) and limited water supply. Residents are requested to take up community arboriculture

(x) Insurance of Flats

Do Individual Flat Owner’s Responsibility

(y) Payment of Maintenance Dues

Do The existing rule provide incentive to house owners who pay for one year in advance. Many flat tenants prefer to pay on monthly basis. However residents require frequent reminders to pay their dues .The system is to continue.

(z) Monthly Trial Balance

Do The mandatory requirement of yearly and quarterly balance sheet is considered sufficient and meeting the requirement of Management and higher authorities. However CA has been requested to provide quotes(if required) for monthly Trial Balance. MC to examine in detail.

4. There being no other point the meeting was declared closed and the President

expressed thanked to all members for their cooperation.

(P K Singh)

Capt (Naval Veteran)

President

JVVFOWA

...8/-

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Enclosures:-

(1) Details of work/activities /Achievements during last one year

(2) Bal Sheet FY 2015-16

(3) Budget FY 2016-17.

(4) Election Schedule (20 May 16 to 19 June 16).

Copy to:-

(i) AFNHB, Air Force Station, Race Course, New Delhi – 11003.

(ii) To, Deputy Registrar, Vikas Vihar, Mohanpuri, Meerut (with enclosure

Budget & provisional Balance Sheet).

(iii) All Notice boards.

(iv) JVVFOWA Website.

Enclosures – 1

MANAGEMENT COMMITTEE MEETING – 08 MAY

(SUNDAY) AT 1200 HRS:MINUTES OF THE MEETING.

1. The MC meeting was held on 08 May (Sunday) at 1200 hrs.

2. The following were present.

3. The following points were discussed:-

Ser No

Point Details Remarks

(a) Bye Laws Was to be coordinated by Capt S Bahadur.

He could not attend the meeting.

MC was explained the latest position.

Point for AGM ratification

(b) Finalisation of Maintenance and Water Charges

Implemented

(c) Approval of Revised Salary

Implemented

(d) Status of Swimming Pool

Status of swimming pool was informed to the MC.

Point for AGM information/ratification/approval

(e) Bal. Sheet FY 2015-16 Website/Notice Board circulation undertaken

Last date for receipt of suggestion/ comment s was 05 April.

Nil response

Point for AGM approval

(f) Budget FY 2016-17

As above Point for AGM approval

(g) Vote on Account (Three months expenditure)

For running the Society. Point for AGM approval

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Ser No

Point Details Remarks

(h) Contribution by Brokers in Society Fund:

(i) Sale Purchase (ii) Rental of houses Ratification AGM

Rs.15,000/- (Type –A), Rs. 10,000/- (Type – B) {Rs.1,500/- (Type –A), Rs. 1,000/- (Type – B)

Point for AGM approval

(j) Continuation of Services of Existing CA

Point for AGM/MC Point for AGM approval

(k) Recovery of Outstanding Dues

The Committee nominated was to present status. Members were not present. In absence of Wg Cdr AK Verma(out of station), Shri PR Pandey requested to present status to AGM

Point for AGM

(l) Penalty for Garage Occupation

Rs 100/ pm Point for AGM

(m) The GNIDA water supply status and water Supply to gardens of Ground Floor Houses

Issue discussed in details There is need to sensitise the residents about the water problem, restricted water supply from GNIDA

The issue needs to be addressed keeping all the factors in view.

(n) Draft Election Schedule/Nomination of Election Officer

Draft Election Schedule enclosed Point for AGM

(n) Shop No 4: Rep by Shri Chouhan

Point was discussed in detail. It was decided that Shri Chauhan is to vacate the shop.

(p) Security/Visitor Management Software

Evaluation by Committee is being done. A committee has been nominated to examine the system and provide recommendation

(q) Violation of Norms for Screening Committee

The MC was explained the situation. Show cause notice to be issued.

The point need to be followed up

(r) List of Activities/Work

Point for info in AGM

(s) Internal Audit for the period ending 31 Mar 2016.

Nominated. Work is in progress.

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(t) Mandir Management The status of following were discussed: New Pujari, Mandir Management, Audit

Info in AGM

(u) House Modification/Violation

Point for AGM. Concern of the management was shared.

AGM point. Cooperation from members requested.

(v) Fresh Proposal: (a)Computer for Office (b) CCTV Camera (c) AC/modification of the Community Centre (d) Security Software

Approval of AGM

(w) Point from Gp Captain Roy for AGM

(i) Common Area Horticulture- Being done with limited resources (ii) Advance Payment of Maint/Water Charges- Examined. Existing arrangement is OK (iii) Monthly Trial Balance- Not feasible (iv) Flat Insurance: Insurance of Flat is individual responsibility.

Point addressed at MC level

4. There being no other points the meeting was declared closed.

(S S Bhadauria)

HFO(Air

Veteran)

Secretary

JVVFOWA

Enclosures -2

Enclosures -3

Enclosures – 4

ELECTION SCHEDULE FOR THE POST OF PRESIDENT, VICE

PRESIDENT, SECRETARY AND TREASURE JAL VAYU VIHAR,

GREATER NOIDA

S.No. Particular From/ On date Last date

01. Issue of notification 20 May 2016 (Fri)

02. Display of voters list 22 May 2016 (Sun)

03. Issue of nominations forms 24 May 2016 (Tue) 27 May 2016 (Fri)

04. Receipt of Nomination forms 28 May 2016 (Sat) 30 May 2016 (Mon)

05. Display of scrutinized list of nomination 02 June 2016 (Thu)

06. Inspection of nomination forms by contestants/Proposer or seconder

04 June 2016 (Sat)

07. Filing of appeals or objection if any, no fresh nominations will be accepted

05 June 2016 (Sun)

08. Disposal of appeals and objections 07 June 2016 (Tue)

09. Withdrawals of nominations 10 June 2016 (Fri)

10. Display of final list of Contestants 12 June 2016 (Sun)

11. Calling of names of polling agents 13 June 2016 (Mon)

12. Receipt of names polling agents 16 June 2016 (Thu)

13. Briefing by election officer to contestants, polling agents and briefing to the polling officers and assigning their duties

18 June 2016 (Fri)

14. Election, counting of votes, compiling, declaration of result and sealing of ballot papers.

19 June 2016 (Sunday)

0900 Hrs to 1230 Hrs

Note: Issue & Receipt of forms will be from 1000 hrs to 1330 hrs on specified dates.

(Bhupander Kumar)

Election Officer

20 May 2016