Minutes of the General Body Meeting Held On 27.04.2019 at The Atria

   

Minutes of the Annual General-body Meeting of
The Atria Owners Association, Thevara
(Venue: The Party Hall, Ground Floor, The Atria)
(Date:27.04.2019)

The meeting started at 6:55 PM with the opening remarks of Mr. Sreekuttan, the President of the Association. After welcoming all attendees, the agenda of the day was presented;

Agenda:
  • Welcome address by President
  • Annual Report and accounts presentation(FY 2018-2019)
  • Minutes of Previous years AGM meeting was discussed and minuted
  • Election of new office bearers
  • Open forum for discussion
  • Dinner
The audited accounts of the Association for the financial years of 2017-18 and 2018-19 was presented by the President. Mrs. Anita, the Secretary of the Association joined the President in explaining the figures mentioned therein the account statements. Along with the accounts minutes of each meeting with the Builder's representative were also presented. Further it was announced that the account statements as well as the minutes would be made available to the owners by mail and blog. Comments and queries/clarifications were also invited from the members.

While explaining the position of sinking fund, Secretary emphasized on some owners not paying the same citing some or other reason. President, Secretary, Mr. Roy (D13) and Mr.Shaji Baby John (A14) reiterated that Sinking Fund should not be clubbed with any other issue as it is the for a specific purpose. One of the the owners who has defaulted partial payment of Sinking Fund stated that they are willing to pay once the damages caused by the painting parties are addressed by the association. From the explanation of the owner and caretaker followed by the above discussion the owner agreed to look into the matter once again and clear the dues immediately. The same owner raised the issue with Electrical connection to the flat and caretaker clarified that the issue was pending with M/s. KSEB.

While discussing the minutes of meetings with the Builder's representative it was requested by Mr. Shaji Baby John that Mr.Balagopal would have been invited to better explain their position. The owners pressed for the need of the following to be addressed with high priority;
  1. Car parking plan
  2. Handing over of original land documents
  3. Payment of balance amount of Sinking Fund i.e. Rupees 20.5 lakhs by Mr. Shaji Baby John to the association.Mr.Shaji Baby John informed that April ,2019 onwards, every three months..he will be handing over an amount of Rs.5 lakhs..thereby contributing to the pending sinking fund of 20.5 lakhs
  4. Payment of Rupees 48,000/- (forty eight thousand only) for pollution clearance of STP (Mr. Shaji Baby John agreed to pay the same whenever required).Currently our certificate has expired and was last valid till June 2012.

Regarding the grills in the windows,the Builder agreed to pay the due amounts for the fixing of grills to the Owners who had fixed it before the Builder representative started doing the grill fixing exercise.It was decided to keep a deadline of 90 days to settle the issue.(latest by 30th July,2019).

The general body decided that in the light of Builder's representative ready to fix grill for each window of the flat as a statutory requirement, it's the onus of the owner to make sure that they become compliant with the government rules. If no response is received from the owners, the Association shall consider that each owner is complying with the related rules.

Next in agenda was the election of office bearers. Majority wanted the present team to continue and team agreed. Secretary appealed to the owners to be participative in the affairs of the society and further to the owners and their tenants not to take everything for granted when it comes to the running of this society. Mr. John Varghese (3A) was inducted as an additional executive member of the committee managing the day to day affairs.

Mrs. Anita further explained the financial position and from the accounts presented it is seen that the income and expenses are barely breaking even. The general body then passed the decision to enhance the monthly service charge to Rupees 3,000/- (three thousand only) with effect from the month of October, 2019.

Then the matter of swimming pool was taken up and much deliberation the General-body formed a team of two comprising Mr. Thomas (D08) and Mr. Praveen (F07) for studying the scope of either revamping the pool or to look into alternatives.

Mr. Thomas (D08) brought the attention of general-body to the scope of Solar Power and the team formed for the pool along with him was also assigned with the task to exploring scope of the same.

Further the general-body after discussions, decided the following;
  1. Strict compliance of the owners/residents on no maintenance work resulting in noise to be carried out after 7:00PM
  2. Owners must obtain a no objection certificate from their tenants as and when required by the Association from time to time.
  3. Owners must submit details of tenants in the prescribed format as required by the Association (a form shall be issued by the association for the same)
At 7:30PM the meeting concluded and President and Secretary requested the attendees to proceed for dinner.


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Minutes of the Meeting Held On 02.03.2019 at The Atria

   
Minutes of meeting held onSaturday 02,March 2019 at 16:30 hrs

Venue:Atria office at Lobby level.

Members present were:
Mr.Shaji Baby John
Mr.Balagopal
Mr.Srikuttan
Mr.Arun
Mrs.Neena Bhatt
Mrs.Anita Mary Peter


Points discussed are as follows
1.Discussed last MoU
2.WE had received Rs.6.5 lakhs from Shaji Sir as against 27 lakhs assured to us.
Hence Rs.20.5 lakhs still pending
Shaji sir said that from April 2019 onwards- he would be giving the association Rs.5lakhs each every alternate month to the association
3.Sinking fund of Rs.75000 will be cleared by the 5th of March,2019.Mr.Bala to facilitate this payment.Done
4.Shaji sir advised Mr.Bala to get the Pollution under control certificate updated till date.Was last valid till June 2012 .Association to give details wherever required for its updation.pending
5.Balcony grills done/to be done/wherever Owner refused was discussed.
i)to be done grills…the owners to be contacted by Mr.Bala and get the work completed
II)wherever grills put by owners on their own- to be paid a refund amount
iii)wherever owners refused grills- owners to give in writing to Builder as well as association a letter stating the same.
All of the above to be facilitated by Mr.Bala.Pending
5.Shaji Sir mentioned that at the earliest..the waste management system by Credai will be set up.He advised Mr.Bala to follow it up with Credai.pending
6.The Atria KSEB name to be changed from Mrs.Rita John’s name to the Atria Secretary name.Mr.Bala to facilitate.pending
7.All the members present proposed to conduct the AGM in the last week of April,2019 and the dates will be announced minimum 3 weeks in advance.
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