Minutes of EC meeting held on 3rd March 2013

[Keerthi Kumar]

Hi,

Here is the minutes of Sunday's EC meeting. I have attached the document as well as put it in this email for easy reference.

Regards,
- Keerthi

Private and CONFIDENTIAL

 

Minutes of Executive committee meeting held on 2^nd September 2012 from 3.30 PM to 7.00 PM

Attendees

1.   Mr. M.K. Moorthi (President)

2.   Mr. M. Hegde (Vice President)

3.   Mr. Sudhakar (Secretary)

4.   Mr. Keerthi Kumar (Treasurer)

5.   Mr. Muralidaran (Chairman welfare committee)

6.   Mr. J. Niranjan

7.   Mr. Ramesh

8.   Mr Praveen Raj

9.   Mr. Sridhar

10.                 Mr. Govind Prabhu (Manager)

11.                 Mr. Veerendra Gangwar (Chairman Sub-committee)

 

Mr. Veerendra was invited as a special attendee to the EC meeting to give an interim report from the sub-committee. The following is the update Mr Veerendra gave based on the sub-committee meetings.

1)   The initial briefing was related to ways to charge for water consumption.

·         Installation of water meter - Analog meter. Pros - Simple to use, tried and tested methodology. Cons - Difficult in installation, need to ensure good quality product, cumbersome process to note the readings on a regular basis and high maintenance. Total cost Rs 28 to 45 Lakhs as per the quotations received earlier.

·         Installation of water meter - RF sensor meter. Pros - Easy to install, easy note down the readings. Cons - New technology and not used in places, Difficult to identify faulty meters (if any). The cost is about Rs 20,000 to Rs 25,000 per apartment.

·         No meters, instead charge based on people residing in the flat. Pros - No cost. Cons - Difficult to track the number of people in each house, especially when the majority of the flats are rented out.

·         If water meter is approved, then methodology to be adopted for installation  - Use democratic approach and go based on Voting or install partially for approved flat owners.

2) Sewerage Treatment Plant - Discussions are on to get the cost. As of now the initial estimate is Rs 30 Lakhs only for the plant and it does not include the additional piping work. Cons - High risk due to methane gas generated. Need atleast 10 X 10 m area and lack of that space is a big challenge.

3) Recharging of borewell - May or may not work.

4) Additional Cauvery water to be released - No data and no concrete proof of that.

 

Mr. Veerendra has agreed to conclude the subcommittee work and submit a final report by Wednesday/Thursday this week and has accepted the proposal to have a joint EC and Sub-Committee meeting on Saturday 9th of March 2013 @ 7PM. The sub-committee will come up with suggestion and will discuss with EC and decide on further action.

 

The following were some of the issues raised, discussed and decisions taken not necessarily in the same order

1.   Concern - Court case is not proceeding.

(a) The President addressed this by indicating that there has been a delay in getting the required certified quotation for civil work, which is the only pending. He has met a few engineers who has demanded a cost to come up with a detailed estimate. The EC has approved Rs 10,000 to be spent in order to get a quotation for the remaining civil work that needs to be furnished to the court.

2.   Concern - Original documents still not with Association.

a)   It was decided that Mr. Sudhakar, Secretary will talk to R.K. Surendra Babu and check about the documents present with him. Then request Mr. Surendra Babu to hand over the same to the Association.

3.   Concern - Lifts condition is dangerous and needs immediate attention.

The President addressed that there is no progress from the builder side after repeated reminder to install new lifts. The builder Project Manager Mr. Veeresh keeps giving dodging and is still to give a Purchase Order to the lift company Vertical Transport System who are waiting for the PO to start the work.

It was decided in the EC, that the Manager will meet the Dy Chief Electrical Inspector and get a couple of contact of Lift manufactures approved by Electrical Inspectorate office. Based on this, the EC will initiate discussion and get a quotation for replacement/repair of the existing lifts that would meet the necessary safety criteria and approval from the Electrical Inspectorate office. Based on this, the EC will present it to the General body and decide on the course of action to be taken. In the meantime, Sudhakar will call Mr. Nageswara Rao and inform them about the trouble we are having with his Project Manager and request him to initiate the process immediately.

4.   Gym Room - Action will be taken by the next week. After talking to Chandresh, will break open the lock and start using the room.

5.   Pest Control work is due in our complex - Mr. Sudhakar will take up this and get the quotations for getting this done.

6.   Emergency lights inside the apartment - It was decided that we will purchase Emergency tubelight system with inbuilt batteries and install 1 per floor and some in the common area. Mr. Niranjan has been appointed to work on this.

7.   Our Ex-President Mr. Madhavan has requested a session by ISKON people who want to come to our Apartment requesting donation for Akshaya Patra scheme. The EC approved this and people interested can attend/donate for this session.

8.   Maintenance to be collected from shops - Due to lack of time, this was postponed for the next week's meeting.

 

Finally President informed about the Tally Package installed in our System for accounting and acknowledged the herculean task taken up Mr. Muralidaran in uploading the data to finalize our accounts. He also acknowledged the effort taken by Mr. Sudhakar in taking his personal time to go and pay the Electrical Inspectorate office the Rs. 8,800/- as per the notice issued.