MOM of weekly Board meeting conducted on 03-Feb-2019

[Uttam Jha]

Dear Owners,

This is to inform you about latest Board meeting held today, several points were discussed and decision made during this meeting, details can be found below.

We request all owners to kindly clear their pending dues before 10th Feb to avoid any penalty on same. 

At the same time we are working to stabilise accounting, based on which, maintenance inflow and expenses in future will be scrutinised in GBM and invoices will be raised based on the actual cost.

MEETING MINUTES

Meeting Name:	VVAAOA Board Meeting
Meeting Purpose:	Weekly Board Meeting - 4th
Meeting Date:	03-Feb-2019
Meeting Time:	09am – 11am
Meeting Location:	Community Hall
Meeting Facilitator:	General Secretary
Attendees:	Srinivas KG, Nayaz Khan, Subrat Sahu, Arjun, Gopal Kumar,Krishna Kumari,Natraj Sali,Nana Mohan,Sunil Kumar Tripathi,Amith kattimani, Jitesh ambady,Prasad,Nagraj,Vijay Hawaldar,Chandramoulli kumar,prashanth YM,Uttam Kumar Jha,Sali PS, Manjunath Kalyankar
Absentees:	Rajiv Kumar, Vadiraj, Satheesh,Rejish George,Chetan
Minutes Issued By:	Core Committee

 

Decisions Made: (What, Why, Impacts)

-        Board has decided that Lift maintenance Invoice will be cancelled (Void), based on lack of clarity & inputs received from owners. -        Owners who have already paid lift maintenance charges, their amount will be treated as excess payment and adjusted accordingly in advance payment. -        Pending dues of owners to be cleared before 10 February 2019, else, 10% penalty charges will be levied. -        New board has decided to hire Lawyer to take legal help for handover process from ex board, and to check legal aspects on actions. Ø  This decision was made on basis of disclosure made by ex-president that bills of 87 lacs were missing and discrepancies found in bank signatories. -        Decision was made to hire an external reputed auditor to audit books of account of association, from July 2017 till January 2019 and present finding to all owners. -        It was decided that Ex-board members must get NOC from new board for selling their property, and NOC can be issued only after complete audit done by external auditor. -        General body meeting will be conducted on last Sunday of every month. -        New board to work and check total monthly Income v/s total monthly expense (it has been found that monthly expense is more than total income). Ø  Steps will be taken to reduce monthly expense and details to be presented in GBM. -        New board will work on monthly budget forecasting. -        Decision was made to get from vendors, their actual pending dues from January 2019, accordingly payment to be done. -        Decision was made to form team of 5 each from board to segregate duties within board -        New board to check list of vendors and their authenticity.

 

Pending :
New board is still waiting for handover from ex board members, it was promised in front of GB that handover will be done by 28 Jan.

Thanks & Best Regards,

Uttam

(General Secretary)

On Friday, February 1, 2019, 7:08:22 PM GMT+5:30, Uttam Jha <utta...@yahoo.com> wrote:

Dear Owners,

This is to inform all owners that new board is still in process of taking handover from previous board.

It was promised in last GBM by Ex-President (Bipul) that he will complete handover formalities by 28th Jan but unfortunately still pending.

Background:

There are some discrepancies with respect to bank signatories maintained in Bank of Maharashtra due to which handover is delayed. Discrepancies will be explained to all owners during next upcoming GBM.

Ex board has given assurance that all administrative access (ADDA, VVAAOA etc....) will be handed over to new board on Saturday.

Very Important:

It was informed by Ex President (Bipul) in last GBM that Bills of 87 Lacs expense that was made are missing and they do not have any details about it.

Requirement:

As new board it becomes our responsibility to get external audit done of  Association books of account from July 2017 till January 2019 from a reputed firm.

and present audit report to all owners,  if any deviation found, strict action to be taken.

We look forward for your kind cooperation and request to kindly attend upcoming GBM.

Our Priority:

We want to first fix all maintenance dues problems for all owners, in this process, you would have received several emails from ad...@vvaaoa.com , Feel free to reach us on that email for any queries related to your dues and we will be happy to assist you. :-)

 

Regards,,

Uttam

(General Secretary New Board)

On Monday, January 28, 2019, 6:53:03 PM GMT+5:30, 'Uttam Jha' via VBHC Phase 2A Owners Group <VP2...@googlegroups.com> wrote:

Dear Owners,

This is to inform all owners about General Body Meeting that was held on 27-Jan-2019.

It was a good meeting between ex-board members and new board members, discussion were held and agreed to complete handover by 28-Jan-2019 by Ex-President.

Please find attached minutes of meeting of same.

Regards,

Uttam

(Gen Secretary new board)

On Sunday, January 13, 2019, 3:00:50 PM GMT+5:30, 'Uttam Jha' via VBHC Phase 2A Owners Group <VP2...@googlegroups.com> wrote:

Dear Owners,

This is to inform all owners about recent democratic election that was held on 06-Jan-2019 in VBHC Anekal, 

More than 232+ owners Participated/Voted to elect new board of 24 members out of 33 contestants.

24 board members have elected 7 core committee members consisting of President, Secretary, treasurer, Jt Secretary1, 

Jt Secretary2, Joint Treasurer (details of election process attached).

This election was conducted by Election Committee under vigilance of law and media, this was also telecasted on a Akshay news channel as well.

New Board members are eager to take charge and work towards continuous improvement of society.

We have already initiated handover from outgoing association members and awaiting for a constructive response from them.

We would like to thank all previous board members for all the contribution they have made in their capacity.

The new board had its first team meeting on 12-Jan-2019 to discuss way forward and to complete handover process ASAP.

Please find attached Minutes of Meeting of same.

Thanks & Best Regards,

Uttam 

(General Secretary)

----- Forwarded Message -----

From: Sali P S <salia...@gmail.com>

To: Uttam Jha <utta...@yahoo.com>

Cc: VBHC Vaibhava Anekal Apartment Owners Association <vva...@gmail.com>; Vadiraj...@gmail.com <Vadiraj...@gmail.com>; gopalpr...@gmail.com <gopalpr...@gmail.com>; manjuka...@rediffmail.com <manjuka...@rediffmail.com>; cma...@gmail.com <cma...@gmail.com>; cheta...@gmail.com <cheta...@gmail.com>; halco...@gmail.com <halco...@gmail.com>; ym.pra...@gmail.com <ym.pra...@gmail.com>; adars...@gmail.com <adars...@gmail.com>; rejish...@gmail.com <rejish...@gmail.com>; nagar...@gmail.com <nagar...@gmail.com>; arju...@yahoo.com <arju...@yahoo.com>; kgsr...@gmail.com <kgsr...@gmail.com>; suniltri...@gmail.com <suniltri...@gmail.com>; vijay.h...@rediffmail.com <vijay.h...@rediffmail.com>; amiths...@yahoo.co.in <amiths...@yahoo.co.in>; nnmo...@rediffmail.com <nnmo...@rediffmail.com>; natra...@gmail.com <natra...@gmail.com>

Sent: Saturday, January 12, 2019, 9:50:00 AM GMT+5:30

Subject: Re: Handover Process from Old association to New Association

Dear President /Secretary,

Requesting you to kindly initiate and complete the handover process as soon as possible. 

We must target before this Sunday. 

Thanking you, 

Sali ps, 

(president) 

On Jan 11, 2019 11:53 PM, "Uttam Jha" <utta...@yahoo.com> wrote:

ATT: President / Secretary /Treasurer,

Happy New Year  !!!

As you are aware about the Election process held on 06 January 2019 (Sunday) with the help of election committee members consisting of My Theena, Mr Murthy, Mr Veeresh, Mr Prakash, Mr Devendra.

We had 33 contestants for the election and 232+ owners participated in casting their vote (Attached documents submitted by EC FYR-) Hard copies of same can be availed from us for any verification if needed.

On 09-Jan-2019 we had internal election for the Core Committee and following individuals were elected by board as Core Committee members of association.

President - Sali Ps

Vice President - Natraj B Sali

Secretary - Uttam Kumar Jha

Joint Secretary 1 - Prashant ym

Joint Secretary - Sunil Tripathi

Treasurer - Chandramoulli

Joint Scretary - Gopal Kumar

We would like to thank you for all the support rendered in your capacity and now seeking your helping hands for smooth transition/handover from existing association members to new core committee. Requesting you to please call for a special meeting for handing over some of the following documents in presence of owners.

1- DOD original

2- Bank related documents

3- Contracts between vendors

4- All original documents

5- Asset / Inventory details

6- Current stock level of materials

7- Employment Data

8- Email / Phone access

9- Police verification documents

10- Rental agreements

11- Sticker issue details

12- All supporting documents

13- All association related documents

14- Any other documents

15- ...........

We look forward for your kind cooperation on same.

Thanks & Best Regards,

Uttam Kumar Jha

(General Secretary)

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[pads]

Hi Uttam and the board,

 87 Lakhs of of un-accounted expenses is a bit concerning and I am not sure what the discrepancies in bank signatures account to. Surprising that this huge amount is un-accounted for. Thanks to the current team to attend to this and for trying to get to the bottom of it. 

regards,

padmanabhan