Regarding Special General Meeting - H Wing (17JULY21)
Prashant Narkhede
Dear H Wing Society members,
We invite you to SGM to be held 17-July-21 at club house 9 pm
The topics to be discussed are as below:
· Updates from federal regarding getting monthly expense details and decision on next steps
· Hiring accountant’s services to manage H wing accounts
· Reviewing the decision of responsibility of leakage repair in between the flats, it was decided in one of the earlier AGMs that the responsibility will be on the flat from where the leak originates
Thanks
H Wing Committee
Prashant Narkhede
Hi H Wing Members,
Our Wing Secretary Mr. Prashant Narkhede had called for SGM on 17th July 9PM with specific agenda items (called out in his email as well as displayed on notice board). List of participants for this meeting is provided towards the end of this email.
Background:
# We reviewed the last year Audit report of Federal and observed that the amount collected from us by federal don’t seem to be spent appropriately. e.g.
1) For security, the amount allocated is Rs 1,44,000 but actual spent is Rs 98,000. The difference is portrayed as saving but in reality this is denial/compromise of service (we have less security persons than originally estimated)
2) Many of our members have complained about the issue with cleanliness in the society. We did raise this with federal as well as cleaning person multiple times. As per cleaning person, he is not getting enough money from Federal to keep all his staff and hence this is impacting his service.
3) Some government bills/fees are not paid on time (e.g. Clubhouse and Swimming pool annual charges, water bill etc.)
# As per federal by laws, the managing committee is bound to share expense details at regular interval to all other federal members but this is not followed. Currently, the managing committee is only giving audit report (~6 months after financial year end). Because of this, even the other federal members are completely clueless about the federal expenses.
# We need more visibility and clarity around how our money is spent by federal. We have requested for copies of all relevant expenses and are ready to pay Xerox/Printing charges etc. as appropriate.
# w.r.t. above mentioned issues, we reached out to Federal chairperson as well as other committee members multiple times, but we have not received replies to our queries.
# We even sent a formal request to Federal via our H wing Federal representative (who is authorized to request and get such details) in February 2021 But, even after almost 6 months, we are yet to get a formal reply from federal.
# We have consulted our auditor Mr Didwal and federal auditor Mr Gaikwad to validate our request and even they have confirmed that our request is legitimate and must be honored.
# With above background, our secretary called for SGM to discuss above (and few other) points.
Points discussed in SGM:
# Above points were discussed in detail, and everyone in the meeting agreed that we must get such details regularly from federal.
# We discussed about some of the vouchers generated by federal and discrepancies/issues in those vouchers
# We discussed the need for a review and amendments in federal by laws, and related process improvements, to have more visibility, transparency and accountability in all financial transactions. e.g. Currently, only 2-3 members are taking most of the decisions and the rest of the society (even other federal members) are completely unaware
# We discussed about the steps taken till now (e.g. formal letters given to federal and Registrar office)
# We also discussed on the way forward (knowing that federal is not sharing the requested details). It’s been discussed and decided that we would pay our monthly wing contribution to federal "as per actual". Example if security gives demand of say 1 lakh for that month we would pay as per our H wing share.
# We would convey this formally to federal and would seek details in demand letter every month. This will be continued for next 3 months and if we still dont get the requested details from federal, then as a last resort, we might have to stop the payment to federal till our concerns are addressed.
# We have also informed other wings about considering this decision and now will convey our official stance to them.
# We unanimously agreed that we are not at all against any individual office bearer but we want processes and related decisions to be streamlined and transparent
# We also discussed about outsourcing our audit work. At present auditing related work is done by secretary. To reduce workload we can outsource this work. Other wings already have done that. We will get more details about the charges by next meeting. This will also help to share expense details at regular interval to wing members proactively to make our wing specific expense management more transparent.
# We would like to reiterate that we are very transparent when it comes to our wing specific expenses and are always ready to share any details as and when asked
# We also discussed the leakage cost ownership. Last time, in our meeting, we had decided that terrace leakage fix has to be taken care by respective flat owners. This will hold true now as well.
Lastly, regarding the validity of the SGM, we confirmed from the Auditor that the secretary can call for the meeting, we had posted the meeting details on whatsapp, email and posted the meeting notice on the notice board. The only thing we missed out is sending out the invite in the form of physical letter to the managing committee, this process is a bit new to us J, but we shall follow the correct process for the next meetings by sending the letters physically along with invitations on electronic channels
Please reach out to us if you have any queries.
Thanks
Royal Casa H Wing Committee
Attendees list:
Prashant Narkhede
Shriniwas Mujumdar
Yogendra Maheshwari
Pravin Gunjal
Atul Phalke
Pravin Dalal
Sunil Joglekar
Mohanraj Kanan
Rajan Wadke
Royal Casa - H Wing
Laxmikant Patil
Dear Sir,
Can you change My mail id to llpat...@gmail.com
Regards,
From: Royal Casa - H Wing [mailto:royalcas...@googlegroups.com]
Sent: 20 July 2021 22:07
To: Royal Casa - H Wing
Subject: Re: Regarding Special General Meeting - H Wing (17JULY21)
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