1.

About the president of the society

To run the meeting smoothly and moving forward with the meeting, its required to keep the position of
the President with the current president of the society. So Sanjaybhai Patel should be the president of the
society for this General Meeting organized on 28-07-2019.

2. Selecting management committee for the year 2019-20 (Selection of block wise Representatives
and selection of 11 members for the management committee)

There are total 76 Blocks and 5 sectors.

ORCHID : A, B, C, D, E, F, G, H, I, J, K, L
(Total 12 Block: 12x12 = 144 Flats)

PALMS : A, B, C, D, E, F, G, H, I, J, K, L, M, N
(Total 14 Block: 14x12 = 168 Flats)

PETALS : A, B, C, D, E, F, G, H, I, J, K, L(L Block has 18 House)

(Total 12 Block: 12x12 = 144+ 6 = 150 Flats)

BLUES : A, B, C, D, E, F, G, H, I, J, K, L, M, N, O, P, Q, R, S, T, U
(Total 21 Block: 21x12 = 252 Flats)

CORALS : A, B, C, D, E, F, G, H, I, J, K, L, M, N, O, P, Q
(Total 17 Block: 16x12 = 204 Flats)

So there will be total 76 Blocks. We will select One Representative for every four blocks and in that way
we will have total 19 Represenatives.

ORCHID = 3, PALMS = 4, PETALS = 3, BLUES = 5, CORALS = 4

There must be some rules for selecting Block Representativein the society.

• Block Representative should be broad minded and not narrow minded.

• Block Representative should not have criminal background. He should not have been punished for
any crime having punishment of more than 6 months.
• Block Representative should not be named in any kind of financial fraud. No complaint should be
filed against him for financial fraud, cheque bounce etc.
• Block Representative should be well educated.
• Block Representative should have good financial reputation. For that CIBIL scores should be
asked and that should be 750+. Because if one can’t manage his/her own fund, how can we allow
them to manage our fund. 750 CIBIL score is minimum eligiblity to get a basic credit card.
• Block Representative should not have any direct or indirect interest in any kind of running
services related to society like security, sweeping, overhand tank cleaning etc.
• Block Representative must be a flat owner. He/she should be joint/sole owner.
• Block Representative must not be default in any kind of payment to the society.
• Block Representative should be endorsed by minimum 7 flat owners in the block.

3. About the provisional accounting till 31-03-2019

Provisional accounting should be reviewed. Many questions are needed to be answered.

Why the expense was same as the previous year even if the services were reduced significantly?
Why they continued providing services to the defaulters beyond 90 days after the due date?
Why penaty was charged and counted from the September – 2018 for the payment which was actualyl
due on March, 2019?
Why society members were forced to pay transfer fee even if it was illegal?
Why the expense on Club House was continued even after there was notice for demolition?
Even if Club house was illegal but still payment for management and maintenance was paid from the
maintenance money
Were any tendering was done in selecting security, sweeping agencies? If yes then share tendering process
in details and rates of all the agencies.
Share all the details at which the material was purchased

4. About handing over the society

There are pros and cons of taking society handover. To run the society we will need money and that also
in advance. Right now maintenance is with builder and we assume that if we take handover of the
maintenance, there are chances that we can save almost 20% in maintenance fund. So we may need
almost Rs.7,35,000 per month to run this society. Now, we may need money which we will have to pay in
advance too and will have to keep at least 20% of the monthly maintenance as contigency fund too for
any accidental expenditure. So for the first month, we will have to collect Rs.800 + Rs.200 from each of
the flat owner.

Now few of the challenges;

How this much amount can be collected on monthly basis? It will require significant time and resources
to collect Rs.1000 from all the block members. Lets assume that all the flat owners give that money to the
Block Representative then it will be easy. Every Block representative will have Rs.12,000 in his hand.

Now where should we put all these money? We don’t have bank accounts. We even can’t get one right
now as we will have to form a society to manage all this.

So we have two options, either we can take handover of the current society or form a new one.

It is easy to take handover of the existing society but before taking handover, all old pending dues must be
cleared because otherwise those service provider agenciesn can sue on us for recovery of their dues as
well as alsmot Rs.35,00,000 (Rupees Thirty Five Lakhs) has to be recovered from defaulter members.
Until and unless all members pay their due and all expenses of the agencies are not cleared, it will be a
burden on current management. That is not advisable.

Builder being all strenght could not recover from almost 250+ members who enjoyed services without
paying for almost one and half year will motivate others not to pay and they will still enjoy the services.
This is a wrong practice. If we take handover then what if again 250+ members don’t pay maintenance.

If we try to use force and disconnect their services like water, electricity there are chances that there can
be police complaints, court cases etc. All this the chairman will have to face. No one will personally like
it.

Again we will have less money and less services. We will be at the same stage. It will not make any
difference if it was with builder or with us.

And in this situation if there is any unplanned expense happens like borewell etc then it will be extra
burden and again there will be issue of collecting fund. People will fade up of regular demand of money.

Most of the investors are happy in transferring one time yearly maintenance to the society via bank
transfer or giving cheque rather than paying Rs.100 / 200 / 500 / 1000 everytime. This will be a headache
and waste of time. As well as it will be collection issue too. Block representatives will fade up too by
repetatively explaining members to make payment. There will not be any option of online transfer as
there will not be any account and no one will accept the maintenance fund in their personal accounts.

Considering all these factors, its advisable to;

• Let the builder manage the society for next 2-3 years
• We have 19 Representatives who will actively monitor what the management committee is doing.
• All the members who had not paid maintenance must have to pay their due maintenance with
penalty as everyone had paid in the same way and there will not be special law for them.
• If someone is arguing that we had suffered then all had suffered so accept it.
• Start thinking a fresh
• Let builder complete the pending task
• Society is almost 7 years old now. We may have to be ready for other expense too as many of the
things may have reached their expiry dates.
• Management should be Block level.
• Maintenance should be divided among Block Maintenance and Society Maintenance. Only
Common Services should be managed by Builder / Management committees.
• Block members will manage their own services like Lift, Overhead Water Tanks, Parking Lights,
Foyer/Stair Lights, Terrace, Doors, Windows, Wiring etc.
• If every members has to pay Rs.1000 maintenance per month then out of that payment for
common services should be paid to society and block services to block representative.
• If someone has less money to spend or will not have any power to spend money then there will be
less corruption and better services.

5.About the recovery of the maintenance fund for 2018-19

Every members of the society should pay the maintenance and on time. Old maintenance should be
cleared with penalty and other charges.
If anyone don’t pay or refuse to pay or demand to complete pending things and then pay, all those who
had paid the maintenance and want to continue the services, should give free hand to builder to take any
type of actions they want against these defaulters including disconnecting their water, drainage, lift etc.
We should give our written consent on Rs.50 stamp paper to the society chairman to take action against
these defaulters including attaching their property and all possible actions which are legal. We should
support the chairman against the defaulters in case there is litigation or police complaints.
Members who had paid maintenance or those who wants to pay maintenance should not suffer due to
those who had not paid.

6. About declaring the list of defaulter members of the society

Name of all these people should be published. Those defaulter members must not forget that they had
enjoyed the services because many other paid. If we had not paid then how can water reach to their home,
how can they hang out in late night when there is no parking / garden / street lights.

7. About paying the pending bills of the agencies who provided maintenance services

Bills of all the service providers should be cleared. They are pooe people. Security guards, sweepers,
gardners etc who came thousands of kilometers to earn their bread and god has given us lot of wealth,
cars, our own homes, alloted parking, large gardens for playing for children etc. We can’t be greedy.

8. Pending issues of the society

We should demand our pending issues to be resolved too. We are not paying maintenance to builder but
they are in backup. That is also a value addition for us.
9. Any other things presented by the President

Will discuss later on....