Regn. No. 73/2005-06 Kendriya Vihar-II Apartment Owners Association Community Centre-1, Kendriya Vihar-II, Plot No.3, Sector-82, Noida-201304, U.P. (Website: www.noidakv2.org ; E-mail: noidakv2@gmail.com ; Tel: 0120-2463700) No. EC MEETING/2012-14 Dated: 20-07-2014 Minutes of the 23 rd Meeting of Executive Committee of KV-II AOA held on 20-07-2014 Secretary AOA had invited all the Executive Members of KV-II AOA for the 23 rd EC meeting on 20/07/2014. Agenda items were already circulated separately to the Members. List of Members who attended the meeting is attached herewith. Shri S.C.Sachdeva, Smt. Renuka Rajgopal, and Smt. Preeti Verma could not attend the EC Meeting. At the outset, the President welcomed all the Members for the 23 rd meeting of the Executive Committee. Secretary briefed the members about various works being done or taken up by the AOA since last EC Meeting. These are: i) Dy. Registrar and CEO Noida Authority have again been requested to give inprinciple approval for few amendments in the proposed Bye-Laws of the AOA. ii) As per the decision taken during 18 th EC Meeting held on 02/02/2014, the AOA has now become member of the FONRWA. In this regard one time FONRWA membership charge of Rs. 2100/- and Rs. 2500/- towards yearly subscription for the year 2014-15 has also been paid to FONRWA on 08/07/2014. iii) FONRWA has also been requested to take up the matter of amendment in Bye- Laws of AOA with various authorities including Registrar, Dy. Registrar and CEO. The decisions taken by the EC on various agenda items are as below. 1. Confirmation of the Minutes of the 22 nd EC Meeting : The Minutes of the 22 nd Executive Committee Meeting held on 01-06-2014, the draft copies of which, sent in advance to the members on their e-mail was confirmed by the EC. 2. Vetting of Expenditure for the month of May 2014 and June 2014: The provisional expenditure statement for the month of May and June 2014 were presented by the Treasurer for vetting up by the EC members. After detailed discussions and clarifications, the expenditures for these months were approved by the EC. 3. Finalization of Dates for 8 th AGBM : The Secretary proposed that in view of the delay in grant of approval for amendment if the AOA Bye-laws as per U.P. Apartment Act, 2010 from CEO NOIDA Authority or from Dy. Registrar, we may hold the AGBM with the condition that if approval from competent authority is obtained during this period, then the same may be Page 1 of 5
incorporated in our Bye-Laws subject to GBM approval, otherwise the Model Bye Laws as notified by the U.P. Government may be adopted as such by the AGBM. EC approved the proposal and decided to hold the AGBM at the earliest but not later than 14/09/2014. 4. Approval of EC for transfer of AOA Membership to New Members: Secretary informed the members that 87 new flat owners have duly submitted the required affidavit and application from for new membership of AOA. He therefore requested the EC to allow AOA membership to these members. EC approved for grant of membership to these 87 new members. It was also decided to issue circular so that other flat owners who have so far not submitted required affidavit may submit the same so that they may be allowed AOA membership by the EC. 5. Acceptance of Resignation of two EC Members: The resignation submitted by following two EC members from Executive Committee of AOA due to their personal reasons was discussed. The members are: i) Smt. Krishna Tyagi ii) Shri A.S.Bisht The resignation of both the members was accepted by the EC with immediate effect i.e. w.e.f. 20/07/2014 in accordance with Clause No. 48(1) of AOA Bye-Laws. 6. Approval for Repair of Shelf for DG Set installed at SS- 7 : Shri Devesh Kumar, additional I/c Electrical & Lift informed the EC that the DG Set installed at SS-7 had developed a fault as its shelf was not working. In view of the urgency of the work, M/s Haryana Generators, who are maintaining these DG Sets were contacted. Quotation was obtained from M/s Haryana Generators. The firm quoted an amount of Rs. 12,500/- +S.T. for the repairing work. As the work was very urgent, the same was taken up immediately. Accordingly ex-post fact approval and sanction of Rs. 12,500/- +S.T. was requested from EC. The Ex-Post Facto approval and expenditure sanction of Rs. 12,500/- +S.T. was accorded by the EC. 7. Purchase of Hammer Machine: Shri V.Giridharan, i/c Office administration informed that a hammer machine is required to be purchased from the market so that the building Block Boards being provided on every Building Block could easily be fitted by AOA Staff itself without giving contract to any agency. In this regard, quotations from various shops were obtained. Rates from M/s Surya Electricals Bhangel is found lowest and total cost is Rs. 7980/- including VAT @14%. The proposal has been vetted by the Purchase Committee. Page 2 of 5
Approval of EC was therefore solicited for supply of Hammer Machine from M/s Surya Electricals Bhangel. EC accorded necessary approval and sanction. 8. Appointment of Manager for AOA : Secretary submitted a proposal of appointment of a Manager for looking after the work of AOA in accordance with the direction given by EC through Secretary and other EC Members. Secretary further informed that we are in need of such a staff who can be entrusted the work of overall management over and above other AOA Staff and supervisors and ensure that any decision taken by the Executives are implemented with responsibility. It was also noticed that many complaints of plumbing, Electricity, housekeeping etc. are not resolved to the satisfaction of residents. By appointing a Manager, he may ensure on day to day basis that such complaints are resolved properly and problems are not faced by residents. It was also noticed that in the absence of Manager, the various AOA staff are not optimally utilized. In this regard various persons were interviewed by the President, Secretary and Treasurer. Mr. Deepak Choudhry, who has a bachelor s degree and an experience of working with RWA, was shortlisted for appointment as Manager. His work was also observed from 15/07/2014. After seeing his work, EC was requested to appoint him as Manager w.e.f. 15/07/2014. EC approved the appointment of Shri Deepak Choudhry as a Manager. EC also finalized a total monthly salary of Rs. 20,000/- (Rupees Twenty Thousand only). It was also decided to allow reimbursement of a maximum amount of Rs. 500/- per month towards mobile phone charges to him. 9. Provision of R.O. in EC Meeting Room : Shri V.Giridharan, i/c Office administration submitted a proposal to provide R.O. type water purifier in EC Meeting Room on the First Floor of CC-1 for providing treated water in the AOA Office for use by office staff and during EC and other Meetings. In this regard, few dealers from Eureka Forbes were contacted for supply and fixing of Enhance RO model. Total cost of one such RO is Rs. 14,990/-. Approval of EC was therefore solicited for providing and fixing of Eureka Forbes Enhance RO. EC accorded necessary approval and sanction for Rs. 14,990/-. 10. Installation of Air-Conditioners in Library Room : Shri V.Giridharan, i/c Office administration submitted a proposal to provide two numbers of Air-Conditioners in Library Room of CC-2. Decision to provide two numbers of.5 ton Air-Conditioners in Library Room was already taken in 15 th EC Meeting. For this purpose, quotations were taken. Based on this quotation, one.5 ton split A/C was provided in AOA Office @ Rs. 36,000/- from M/s New Rhythm House. Shri V.Giridharan Page 3 of 5
proposed to install two more Air-conditioners from M/s New Rhythm House in the Library. Total cost for two A/Cs will be Rs. 72,000/-. Approval of EC was therefore solicited for providing two numbers of 1.5 ton Hitachi make split type A/C from M/s New Rhythm House at a total cost of Rs. 72,000/-. EC accorded necessary approval and sanction for Rs. 72,000/-. 11. Inauguration of Library and Independence Day Celebration : The matter regarding opening of Library was discussed in detail. It was decided by the EC to purchase Library books for a maximum amount of Rs. 50,000/- as per the decision taken in 15 th EC Meeting. It was also decided to request Dr. Mahesh Sharma, Hon ble Member of Parliament, Gautam Buddha Nagar for inaugurating the Library, preferably on Independence Day i.e. on 15 th August 2014. In this regard an in-principle approval for incurring a maximum expenditure of Rs. 15,000/- towards inauguration expenses including stone, tent, decoration, snacks etc. was also approved by the EC. In-principle approval for incurring a maximum expenditure of Rs. 30,000/- towards Independence Day function expenses including sweets, Sound System, Decoration, Photography etc. was also approved by the EC. Thereafter, meeting ended with vote of thanks to the chair. (D.P.SINGH) Secretary Copy to: 1. The President/All the EC Members 2. Notice Boards. 3. Website Deptt for uploading on the KV II Website http://noidakv2.org Page 4 of 5
List of Participants in the 23 rd Executive Committee Meeting of KV-II AOA held on 20.07.2014 S. N. Name Post Held 1. Shri Om Prakash President 2. Shri D.P. Singh Secretary 3. Shri Nagendra Singh Treasurer 4. Shri K.K.Rao Executive Member 5. Shri B.K.Mishra Executive Member 6. Shri Devesh Kumar Executive Member 7. Shri V. Srinivasan Executive Member 8. Shri S.K.Srivastava Executive Member 9. Shri S.K. Mandal Executive Member 10. Shri V. Giridharan Executive Member Page 5 of 5