PROVIDENT WELWORTH CITY APARTMENT …welworthcity.in/GBM_of_2nd_July.pdf · PROVIDENT WELWORTH CITY APARTMENT OWNERS’ ASSOCIATION GENERAL BODY MEETING 2nd JULY 2017. FLOW OF MEETING

PROVIDENT WELWORTH CITY APARTMENT OWNERS’

ASSOCIATION

GENERAL BODY MEETING

2ND July 2017

PROVIDENT WELWORTH CITY APARTMENT OWNERS’ ASSOCIATION

GENERAL BODY MEETING2nd JULY 2017

FLOW OF MEETING

• Welcome Address by Mr. Sanjay Hampanavar, member of Board of Managers

• Agenda for the GBM

– Introduction by new Board of Managers

– Proposal and finalization of block representatives

– Registration of Society – what are the tasks

– Status of collections for 2016 – 2017–Mr. Rammohan

– Status of collections for Q1 of 2017 –Mr. Rammohan

FLOW OF MEETING (Contd.)

• Agenda for the GBM (Contd.)– Status of Audit of books – 2016 – 2017 –

Mr. Rammohan

– Discussion on converting maintenance charges

– Status report on appointment of Facility Management Company

– Other points for discussion

• Vote of thanks

INTRODUCTION

• Introduction by new Board of Managers– President Mr. Shantha Gowda H.B.– Vice President Mr. Javed Abbas– Secretary Mr. Narayanan Subramaniam– Joint Secretary Ms. Vidya Mishra– Treasurer Mr. Rammohan– Assistant Treasurer Ms. Preena Nair Choudhury– Board members Mr. Prem Kishor Prasad

• Ms. Anita Gupta• Dr. Nalneesh K. Tewari• Mr. Adiveppa Kurbett• Mr. Sanjay Hampanavar

BLOCK REPRESENTATIVES

• The proposal for Block representatives

• Roles and responsibilities– Collection and updation of record of residents

– Follow up for documentation for registration

– Follow up for collection of maintenance charges

– Mediation and Resolution of disputes in the block, with the help of Board members.

– Representatives are the interface between the owners and the Board. Communication will be through the block representatives

BLOCK REPRESENTATIVES

• The proposal for Block representatives

• Owners who would like to volunteer, to give their names to Mr. Sanjay or Mr. Ram Mohan.

• Once we have the full list of volunteers, the Board have an interaction with them, will decide the representatives and release a final list.

REGISTRATION OF SOCIETYAS PER KAOA 1972

• What are the tasks involved.

• Time frame for registration.

• Costs of registration.

• Resolution to be passed after discussion with owners.

STATUS OF COLLECTIONS FOR 2016 - 2017

• Total amount collectible during the year April 2016 to March 2017 – INR 6.72 crores

• Actual amount collected during the same period – INR 3.39 crores.

• Collection efficiency – 50.7%

• Actual expenses incurred for the period July 2016 to March 2017 – INR 3.08 crores

• Average monthly expenses – INR 34.32 lakhs.

• Bank balance as on 31st March 2017 –INR 39.20 lakhs

STATUS OF COLLECTIONS OF Q1 OF 2017.

• Total amount collectible during Q1 of 2017 – INR 1.68 crores.

• Actual amount collected during the same period – INR 91.69 lakhs

• Collection efficiency 54.57% • Actual expenses incurred for the period April 2017 to

June 2017 – INR 1.33 crores– Main increase due to water purchase, STP repair and

Pumps repair

• Average monthly expenses – INR 44.60 lakhs• Bank balance as on 30th June 2017 – INR 7 lakhs

PETTY CASH LIMITS

• Resolution passed in GBM of 5th June 2016 that BoM is authorized to raise the Petty Cash limits from INR 5,000/- to INR 20,000/-.

• Current Board of Managers propose to change to Petty Cash limits back to INR 5,000/-, as before.

• Resolution to be passed.

STATUS OF AUDIT OF BOOKS OF ACCOUNTS FOR 2016 – 2017.

• Books of Accounts, Trial Balance, Profit & Loss Account and Balance Sheet under preparation.

• These will be ready for Audit by 15th July 2017.

• Audit of Books of accounts will start on 17th

July 2017.

• Statutory Audit Report will be ready within 4 weeks of start of Audit.

• Tentative date for submission of Statutory Audit Report to Owners – 1st September 2017.

DISCUSSION ON MAINTENANCE CHARGES

• The background

• Explanation of the calculations

• Discussion among owners

• Resolution to be passed.

APPOINTMENT OF FACILITY MANAGEMENT COMPANY

• The contracts with Facility Management Companies currently providing service are due for renewal.

• We have invited a few new FMCs to bid for the services to be provided in PWC.

• Survey and discussion are under progress. • The shortlisted FMCs will give a presentation

which will be attended by all available owners. • Owners will evaluate the FMCs and give their

feedback. • Based on this feedback, the new FMC, if required,

will be appointed.

APPOINTMENT OF FACILITY MANAGEMENT COMPANY

• Schedule for awarding of FMC contracts.– Quotations to be received from new vendors – by

8th July 2017.

– Vetting of quotations – by 15th July 2017

– Presentations by shortlisted vendors – 17th to 22nd

July 2017. All available owners to attend.

– Finalization of vendor in the Owners Meeting –23rd July 2017. All available owners to attend.

• Vendors start providing services – 1st August 2017.

OUR PRIORITIES

• Registration of Association

• Electrical substation activation. Mr. Javed Abbas

• Dialogue with PHL. Collection of corpus fund and credit balances.

• Collection of overdue maintenance charges.

• Functioning of all plants and machinery.

• Security and housekeeping of colony

• Garbage collection and disposal – Dr. Tewari.

• Suggestions and feedback box.

• Handling customer grievances

ROLES AND RESPONSIBILITIES OF BoMResponsibilities Main person Back up

Accounts Rammohan Preena

Administration Javed Abbas Vidya Mishra

Legal, Audit, PHL, etc. Shantha Gowda Subramaniam

Security Adiveppa Kurbett Shantha Gowda

Housekeeping Anita Gupta Dr. Tewari

Garbage collection and disposal

Dr. Tewari Vidya Mishra

STP, WTP, borewells, DG sets

Sanjay Javed Abbas

Electrical, plumbing Sanjay Vidya Mishra

Sports facilities Rammohan Sanjay

Event organization Vidya Mishra Shantha Gowda

Customer grievances Prem Kishor Prasad Anita Gupta

Official spokesperson Subramaniam Vidya Mishra

OTHER ISSUES

• Statement of accounts to individual owners

• Commercial activities in the colony –guidelines to be framed and circulated.

THANK YOU