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PRIVY RESIDENT WELFAREASSOCIATION,SPAZE PRIVY, SECTOR 72GURGAONMINUTES OF THEANNUAL GENERALMEETING (2020-21)
1PRIVY RESIDENT WELFARE ASSOCIATIONMINUTES OF THE ANNUAL GENERAL MEETING HELD AT 1830 HRS ONTHE 27th SEPTEMBER 2020 AT THE TENNIS COURT SPAZE PRIVYPresent1.Governing Body. The following members of the Governing Body were present:(a)Cmde R K Okhandiar (Retd)(b)Sh S P Mathur(c)Col Mahinder Singh (Retd)(d)Sh Ankit Goel(e)Sh Abhinav Gupta(f)Ms Harleen Oberoi2.All the Members except Sh Bharat Bhushan Raghav, Gen Secy, were present. Leaveof absence was granted to Sh BB Raghav as he was under quarantine.3.Members. 61 members out of a total of 180 members were present as per the listattached. Since the quorum was not completed, the meeting was adjourned and wasreassembled at 1900 hrs the same day. On reassembling the required quorum was 25% ie,45. This was achieved and hence the proceedings started.PROCEEDINGS4.Quorum. The Jt Secy Col Mahinder Singh (Retd) conducted the proceedings. Heinquired from the Independent Observer Mrs Harsh to report whether the quorum of 25%was achieved. She reported that the total numbers of members of PRWA present during themeeting was 61 which was well above the minimum number of 45 required for the quorumafter one adjournment. Thus, the quorum was considered achieved.Welcome Address by Joint Secretary5.The Jt Secy then extended a formal welcome to all members and thanked them forbeing present during the meeting. He then requested the President to make is openingremarks.Opening Remarks by The President6.The President welcomed all present and introduced the Governing Body Officials. Heinformed the GB that Sh Ankit Goel was appointed as the new Treasurer by the Governing
2Body consequent to resignation of Ms Anshula Kumar and his appointment would be put upfor ratification by GB.7.Then he stated that there were many questions in the minds of residents whichneeded to be answered before the AGM proceeds with the regular agenda and he intendedto clarify those.8.Priorities of Governing Body. He started with the priorities of The Governing Body .and made the following points:(a)He stated that the Governing Body had been working strictly within the aimsand objectives laid down in the bye-laws and the commitment given by it in itsmanifesto (or pledge). He stated that the Governing Body has addressed all the issueslisted in the manifesto and many of them have been completed. Only those pointshave not been addressed which can only be done after we take over maintenance.(b)Further, he stated that we have to share our efforts on 05 things viz, coreissues, immediate requirements, institution building, maintaining order in society andthe activities related to the routine well being of residents. He emphasized that as thefirst elected Governing Body, it was their bounden duty to establish systems, practicesand procedures which would make the society strong from within and keep it safefrom unethical and corrupt practices that many RWAs are suffering from. And hencethe efforts being made in formulation of rules and SOPs are a kind of long-terminvestment and have to be done, while core issues are taking time to get resolved attheir own pace. He added that among the multiple issues requiring attention, ourefforts must be directed on those which are within our capability and wait for time forthe remaining issues.9.Status of Completion Certificate. The he briefed members on the status of CC asfollows:(a)RTI had been filed on 19 Feb 2020 with the office of DTP Gurgaon.(b)Letter from DTP on 23 May 2020 asking to inspect the files in person.(c)File inspection done in mid Aug. It revealed:(i)Application for CC had been filed before June 2019.(ii)DTCP Chandigarh asked DTP Gurgaon on 04 Jun 2019, to send a siteinspection report.(iii)(d)Response submitted through STP Gurgaon on 25 Nov 2019.Another RTI filed with the office of DTCP Chandigarh on 18 Aug.(e)A letter to the DGTCP, Chandigarh was also sent the same day requesting himfor expediting the matter.
3(f)Managed to speak to DGTCP (Sh Makrand Pandurang, IAS) on 23 Sep 2020and he has assured that he would look into.(g)RTI reply has been issued on 18 Sep 2020 and received on 26 Sep 20.(h)As per the reply, Spaze was asked on 04 Jun to deposit Facility Augmentationcharges or seek exemption, which has not yet been done.10.Repair of Façade. He briefed the member that the west wall of A1 tower was almostcomplete. The contract for pulley and cradle system for repair of facacde was about to befinalized. The work progress had been slow due to shortage of manpower as well as sluggishresponse from support departments of Spaze and their internal problems. RWA has beenhelping them to move things faster and hopefully things would improve gradually.11.Maintenance Management. In order to improve maintenance response time, varioussteps had been taken by RWA viz,(a)Periodic meetings with FM(b)Demanding action on case to case basis.(c)Modifying complaint management system(d)Standardising escalation matrix(e)Incentivising and motivating workers(f)Assigning clear responsibility to each person(g)Complaining to the Directors of Spaze12.He hoped that these measures would improve the performance and requested theresidents to understand the complaints management system, follow up aggressively with FM,follow the escalation matrix and strengthen the Block Rep system. He further requested thatresidents must know the key maintenance personnel and directly speak to them whenrequired.13.Finally, he requested Sh S P Mathur, the Vice- President to present the report onactivities of the PRWA since the last AGM.Presentation on Activities Undertaken by PRWA14.The Vice President then briefed all present about the activities of the Association. Hehighlighted the following points:(a)New Initiatives.(i)Implementation of Rules like CoC and Car Parking Rules(ii)Implementation of Waste Segregation norms
4(b)(iii)Website Development(iv)Promulgation of Rate Card for Domestic Helpers(v)Laying of IGL pipelines and providing PNG Connections(vi)Induction of Jio Fibre Broadband, thus ending monopoly of Airtel(vii)Operationalisation of Swimming Pool(viii)Adoption of our Flag and MottoInternal Organisation.(i)GB Meetings – four during 2019-20 and two during 20-21.(ii)Netbanking and Starting MoD Facility.(iii)Institution of Internal Audit by volunteer residents and compilation ofStandard Operating Procedures towards transparency and institution building.(iv)Membership Drive – 21 new members joined since the last AGM.Total Membership is 180.(c)Improvement in Maintenance(i)Complaint Management on nobrokerhood app(ii)Incentivisation scheme launched to motivate employees and create acompetitive work environment.(iii)Dedicated Housekeeper assigned for each block with theiraccountability to Block Reps.(iv)Emphasis on following escalation matrix.(d)Event Management. The main events organized were Diwali Mela, SportsEvent for Children, Christmas Event, Independence and Republic Days. The totalrevenue from events had been Rs 26,500/- and total expenditure had been Rs12,900/-.(e)Management of COVID 19. He reported that RWA’s plans were seriouslyimpacted by COVID. But through the use of our communication networks we wereable to disseminate information and discuss issues very fast. This and COVID bulletinsissued by RWA on daily basis helped in keeping residents aware, motivated andassured. Sanitization and social distancing was observed meticulously i.a.w. govtorders. He thanked the residents for their co-operation during this period. He addedthat we were amongst a very few societies which had zero cases till lockdown. Evenafter relaxation, we have had negligible number of cases till recently.
5(f)Major Setbacks. He acknowledged that our society had a few setbacks alsolike stoppage of work on façade and basement repairs, waterlogging in basementduring heavy rains, delay in processing of CC and deterioration in maintenance of cluband horticulture.15.Vital Pending Issues. Having recounted the activities of RWA, he then pointed outthat the road ahead was difficult and listed out a few vital issues being worked upon follows:(a)Repair and painting of façade.(b)Basement seepages(c)Supply of extra gym equipment(d)Installation of forced ventilation or centralized AC in Clubhouse basement(e)Upgradation of Club facilities(f)Shifting power supply to Urban Feeder(g)Operationalisation of Boom Barrier and RFID system(h)Recarpeting of Roads(i)Traffic furniture, Signages and road markings(j)Recarpeting of Roads(k)Traffic furniture, Signages and road markingsTRANSACTION OF BUSINESS AS PER AGENDAAgenda Point No 1.1 - Presentation of Financial Statements and Audit Report8.The Treasurer Mr Ankit Goel stated that the detailed audit report, balance sheet andfinancial statements had already been tabled alongwith the Agenda. He highlighted thefinancial position as under:SerReceiptsAmount1.Opening Cash/Bank Balance1,65,6552.Receipts from Membership fee (incl advance)12,0003.Income from Bank Interests9,8334.Income from Event Management26,5005.Grant from Govt1,00,0006.Security Deposit19,0007.Advance of Car Parking Fee43,5008.Deposit from Mahila Wing4,767TOTAL RECEIPTS3,81,255
6Ser1.2.3.4.5.6.7.ExpensesBank ChargesProfessional ExpPrinting & PostageRates & TaxesOffice ExpenditureFestival Celebration ExpAudit FeeTOTAL EXPENSESClosing Cash in HandClosing Bank BalanceFixed depositsTotal 3,14,9439.After brief discussions, the General Body RESOLVED to approve the Audit Report by avoice vote.Agenda Point No 1.2 - Presentation of Budget Proposals10.The Treasurer then presented the Budget Proposals for the remaining part of the FY20-21 as per the agenda. He informed the members that the budget details have undergonesome changes as against that published in agenda and that members may take note of it.REVENUE ESTIMATESCategoryRevenue DetailsMembership FeeGrant from GovtInterest from BankMembership fee of 1000 INRProjectedIncomeReceipts till31 Aug 202010,0002,0001,00,0001,00,00015,0004,282Interest received from bank forsaving depositRevenuefrom 3 events considered forSocial Eventspotential revenue – DiwaliMela, New Year, HoliRevenue from Car Rental ,532CAPITAL EXPENSES ESTIMATESMajor HeadMinor HeadProjectsTrafficManagementWebsite DevelopmentTraffic Signs/ FurnitureCar Clamps (03 Nos)ProjectedExpenseExpenses till31 Aug 202012,5006,19540,0003,000
7Club/Society MiscItemslike,GymImprovementEquipment, Plastic Chairs,Carrom Board, PA System or assuggested by ResidentsMachine & ToolsHammer Drilling MachineFlag & PoleTotal100,0003,00015,0001,73,500REVENUE EXPENDITURE ESTIMATESHeadProjected Expense Expenses till31 Aug 2020Annual Audit, uploading of returns & other statutory7,0005,700ExpensesLegal Expenses (Expenses incurred to get legal1,00,000niladvice/ create legal documents )Operational Expenses (Printing and Stationery)10,0002,524Operational Expenses (Travel)1,000nilOperational Expenses (Bank Charges)20021Operational Expenses (Conduct of Mtgs etc)10,0002607Operational Expenses (Incentivisation)15,000Social Event Expenses10,0002,190Total Projected Expenses1,53,20011.The General Body then RESOLVED to approve the Budget Proposals for FY 2020-21 bya voice vote.Agenda Point No 1.3 - Revised Code of Conduct for Residents (CoC).12.Points of Agreement. The Revisions to the Code of Conduct, as proposed in theagenda were discussed. Members agreed to all the proposed amendments including thefollowing:(a)Para C (6) – about responsibility of owners in respect of tenants,(b)Para D (2) – about compulsory registration on Nobrokerhood app and onwebsite when launched.(c)Para F (2a) – about compliance with waster segregation norms(d)Para F (2h&i) – about TV cables and AC condensate pipes.(e)Para F (2k & l) – about restrictions on plucking flowers and feeding pigeons.(f)Para H (5) – Restrictions on riding/parking bicycles in Park area.(g)Para J (1h) – No parking areas
8(h)Para M (2&3) - Obligation to provide access to Flat for maintenance and SOPto be followed in absence of resident for gaining access.(i)Para N – Conflict Resolution System(j)Para O (5) – Advertisements on website13.Discussions on Management of Pets. However, there was some debate on theManagement of Pets, with regard to allowing the pets in the central park area (Para G4) andabout off-leash periods for the pets (Para G6). The Member from H043 Mrs StuthiChakraborty and her spouse Mr Chirjeet Sengupta presented her arguments in support of theproposed provisions on the grounds of kindness to pets, pet parents getting deprived ofopportunity to use the Central Park Area, psychological well being of pets and directions ofAWB. This was however opposed by numerous residents primarily on the grounds of risk tochildren, possibility of defecation by pets and available alternatives to resolve such problemslike walking the dogs on Badshahpur Drain Area or separating their times to walk the dog andtheir usage of Central Park area etc.14.The President opined that till the residents are assured of the safety of kids and zerodefecation possibility by pets, such relaxations were not possible. He also stated that the petswere given adequate space in the society to walk including some green area and hence therulings of AWB in other cases did not apply.15.However, on insistence of the Member from H 043, a voting was done and both theproposals made by H043 were defeated by a voice vote.16.Unauthorised Constructions in Balconies. One of the members also raised a pointabout the unauthorized construction of rooms in the balconies by various residents. Aftersome discussions, the President clarified that as per the rules, any construction ormodification in the flats have to be approved by MCG and RWA/Builder and if not done theowner may be asked to remove the construction at his risk and cost. However, this actioncan only be initiated by the agency who has the ownership of the Condominium, that is thebuilder. Therefore, RWA would take appropriate action only after taking over the estate fromthe builder. He added that for the General Body would have to deliberate on what kind ofmodifications can be permitted by RWA to what extent. This issue would be discussed as anagenda after we take over from the builder.17.Accordingly, the General Body Resolved that the proposed CoC be approved withParas G (4 & 6) deleted and Para G(5) be modified to delete reference to exemption.Agenda Point No 1.4 - Penalties for Contravention of CoC.18.The members were informed that the Revised penalties for contravention of the Codeof Conduct for Residents (CoC) had been amended only to match with the proposed changeswith CoC and that there were no material changes. General Body was therefore requestedthat the same may be approved.19.The General Body RESOLVED to approve the proposed Revised Rules for Penalties asper agenda unanimously.
9Agenda Point No 1.5 – Revised Car Parking Rules20.The revised Parking Rules were discussed. The General Body was informed that themain changes pertained to two-wheeler parking, kerbside parking, complete revision ofprocedure for renting out, management of visitors parking by car-night quota system andgeneral procedures for enforcement of rules. During meeting, it was also proposed that sincethese rules were evolving constantly, the Governing Body may be allowed to make minorchanges or grant relaxations to these rules.21.The General Body Resolved to approve the revised Car Parking Rules (2020)unanimously and authorized the Governing Body to make minor changes or grant relaxationsto these rules.Agenda Point No 1.6 – Standard Operating Procedures22.The President stated that the SoPs were prepared to bring in transparency,accountability and consistency in the decisions taken by the Governing Body for all times tocome. It was expected that these would facilitate rule-based decision making than discretionbased decision making and thus reduce the chances of corruption in management of oursociety.23.This document was a part of the institution building objective. But the Presidentstated that since this document turned out to be evolving and hence it is not being put up forthe approval of AGM. It shall be put up later when the document attains some maturity. Inthe mean time it shall be followed as a Governing Body’s document.24.This agenda point was therefore withdrawn.Agenda Point No 1.7 – Stoppage of Payment of CAM Charges25.The President briefed the members that there were numerous issues on which theresponse of Spaze and Preserve was found wanting. Amongst numerous issues listed in theagenda the issues related to façade, basement seepages, maintenance response, state of Cluband delay in CC were the vital ones. The state of maintenance has become so bad that thenew tenants are avoiding to take the flats on rent and the rental value of the flats have comedown by about 15%. Many residents had demanded that the payment of CAM Chargesshould be stopped and a penalty of at least 25% on CAM Bill be imposed till effective actionis seen on the ground.26.This matter was discussed in detail. But the members finally opined that we shouldnot act in hurry and some more time should be given to Spaze/Preserve to respond to ourdemands.27.The General Body RESOLVED that:(a)the Governing Body may take up this matter again with Spaze and give them02 months to show action on ground.
10(b)Review the progress after 02 months at a Residents meeting comprisingowners as well as tenants and take a final decision on this matter.Agenda Point No 1.8 – Ratification of Appointment of Sh Ankit Goel as the TreasurerThe President informed the members that the elected Treasurer, Ms Anshula Kumar hadresigned and consequently the Governing Body had appointed Sh Ankit Goel as the Treasureron ad hoc basis in terms of Para 8(3) of Bye-Laws, after asking for volunteers and only hevolunteering for it.28.He further stated that since no one else has contested his appointment, the GB mayratify his appointment.29.The General Body RESOLVED to ratify the appointment of Sh Ankit Goel as thetreasurer wef 01 Sep 2020.CLOSING REMARKS BY THE PRESIDENT30.The President thanked all members for their active participation in the discussions andfor approving all the proposals as per the agenda. He stated that for the society had many ofinternal issues which require all residents to be vigilant and stop any wrongdoing by anotherresident or any employee. He assured them that on all issues related to the external agencies,he shall be putting his best to resolve them by appropriate actions.VOTE OF THANKS31.The meeting ended with Vote of thanks to Ms Anshula Kumar for her contributionsduring her tenure, Mrs Harsh for kindly consenting to act as an independent observer, andalso to all the residents who took the trouble of attending the meeting by adjusting theirpersonal commitments.These minutes have the concurrence of all the Office Bearers of the Governing Body(Col Mahinder Singh (Retd))Joint Secy, PRWADated the 30th September 2020At: GurgaonEnclosure: Agenda Points with Annexures
(g) RTI reply has been issued on 18 Sep 2020 and received on 26 Sep 20. (h) As per the reply, Spaze was asked on 04 Jun to deposit Facility Augmentation charges or seek exemption, which has not yet been done. 10. Repair of Façade. He briefed the member that the west wall of A1 tower was almost complete.
