TGEOWA 1st Special General Meeting (SGM) Minutes of Meeting - Date: 4th June 2017

Communication on 29th June 2017

Dear All,

Thanks to all the members for participating in SGM meeting on 4th June 2017 and Email voting thereof (from 6th June to 13th June 2017). Regret for the delay in publishing the voting compilation; just got occupied in other important work. 
  • SGM Meeting - 17 member’s participated
  • Email Voting – 4 member’s participated
For rest of the owners who have neither participated in the meeting nor in the Email voting, we are considering them with the Association Decision. 

Please find attached the PDF document marking association decision.

We are meeting again on 2nd July 2017 for which we had shared the brief agenda before. Details of the agenda/points of discussion will be shared at the earliest.

http://trinitygoldenera.blogspot.in/2017/06/management-committee-member-meeting-on.html

Request all to participate in the upcoming voting/ decision making subjects so that it would be easier for the association to implement the changes collectively. 

And finally many thanks for your support. 

Kind regards,
Samrat Biswas 
Contact No: +91 8095039316
-----------------------------------------------------x-------------------------------x---------------------x--------------------------------x----------------

SGM Voting Results (During Meeting and Post Meeting thru emails)

Contingency Fund: 30% of the contingency fund will be used for basic necessity and will put in a) Common Area Power Backup b) Water (Automatic cut off switch, LED Bulb, normal small electrical maintenance. Remaining 70% will be kept in bank as fixed deposit and will be used for a) Water pump outage b) Bore well outage c) Common electrical outage d) Legal expenses, if any c) Any unknown emergency expenses.
Decision of Association: No owners opposed this 30/70 spilt proposition (except 1 owner out of 64) neither in the meeting nor over email. Hence we will implement this.

Part 2

1.   Commercial Expenses Approval (Voting Required)
Clause
In Favor
Against
      i.        Any onetime expenses below Rs. 5,000/- can be approved by Core committee (7 members) meeting attendees thru majority votes. This excludes any emergency fund requirements in case of water pump, electrical or any other outages impacting all residents.
Attendees: 17
Thru Email: 4
Attendees: 0
Thru Email: 0
    ii.        Any onetime expenses between Rs. 5,001/- to 15,000/- can be approved by Management committee (18 members) meeting attendees thru majority votes. This excludes any emergency fund requirements in case of water pump, electrical or any other outages impacting all residents.
Attendees: 17
Thru Email: 4
Attendees: 0
Thru Email: 0
   iii.        Any onetime expenses above Rs. 15,001/-, all 64 association members should be consulted and decision will be taken on majority votes (thru physical presence during meeting or email. This excludes any emergency fund requirements in case of water pump, electrical or any other outages impacting all residents.
Attendees: 17
Thru Email: 4
Attendees: 0
Thru Email: 0
Decision of Association: To be implemented.

2.   Proposition of the following and subsequent commercial approval from all members:- (Voting Required)
June 2017 Requirements
In Favor
Against
      i.        Outside cleaning of the apartment complex – Rs. 5000 approx. (One time)
Attendees: 17
Attendees: 0
    ii.        Procuring of LED bulbs for common area - Rs. 6000 approx. (One time)
Attendees: 17
Attendees: 0
   iii.        Automatic Water cut off switch during the overflow of overhead water tanks. Rs. 5000 approx. (One time)
Attendees: 14
Attendees: 3
Thru Email: 1
   iv.        Iron Chest (Locker) for TGEOWA Office Rs. 8000 approx. (One time)
Attendees: 17
Attendees: 0
    v.        Rodent and Pesticide administration – Rs. 3000 approx. (Monthly)
Attendees: 17
Attendees: 0
Decision of Association: All okay except #iii, Automatic Water Cut Off switch will be implemented after due diligence of the existing motor and its capacities.

3.    Additions in Apartment Rules of conduct- With reference to Section “ Rules of Conduct”, page#27 of the agreement document, Management committee would like to add the following:- (Voting Required)
Clause
In Favor
Against
      i.        Referring #XXIV, Members have to pay Rs. 500/- to the association for using the party hall. This money will be used to clean-up the place. However intentional keeping the party hall’s wall, floor, roof dirty will attract penalties.
Attendees: 17
Attendees: 0
   ii.      Individuals using Gym facility have to pay additional Rs. 100/- for monthly upkeep of the fitness instruments.
Attendees: 0
PUT ON HOLD
Attendees: 0
   iii.        Water pumps will be switched-on in specific timing. No members can force run the water pump thru securities anytime or every time. Pumping water is based on the availability of water and power. In case of any power/boring outage at the designated time; person in charge will run the motor with specified duration once power/bore well water is back. (This is till we have the automatic cut off.
Attendees: 17
Attendees: 0
Thru Email: 14)
   iv.        Every flat should have a limited occupants i.e., maximum 4 residents (including kids) +1 guest. Flat owners has to pay additional Rs. 1500/- per month for more than 5 residents in a single flat. Management committee’s decision is final in this matter.
Attendees: 0
PUT ON HOLD
Attendees: 0
    v.        No owners/tenants should put clothes for drying in the front/garden area. If the lift is working with backup then everyone should go to terrace to do the same.
Attendees: 17
Attendees: 0
   vi.        No members should put their belongings in the apartment corridor
Attendees: 17
Attendees: 0
  vii.        Rental agreement copies of all tenants with number of people staying along with their ID cards to be submitted by either Tenant or the Owner to the association and when they are vacating they need to take NOC from association.
Attendees: 17
Attendees: 0
viii.        Garbage dropping time (in the bucket kept beside lift) is between 5am to 9am. Post that garbage will be thrown and drums will be cleaned and kept outside to avoid rodent problem.
Attendees: 17
Attendees: 0
   ix.        No tenants and owner should drop any garbage from their balcony and apartment corridor. If caught, penalty will be imposed.
Attendees: 17
Attendees: 0
Decision of Association: All okay except #ii and #iv. Gym and Maximum occupant per flat concern is PUT ON HOLD.

Amendments in Bye Laws

Apart from the above Voting list following are the additional points discussed/captured during the meeting:-
  1. Amendment in Bye Laws (Refer Page 9 of Bye Laws Document)
    1. As per Page #9. Section “Continuation of the Membership chapter” Every Purchaser of property/Flats in Trinity Golden Era with effect from 1st June 2017 shall become a member of the Association and be bound by its By-laws. A non-refundable membership fee of Rs.500/- (Five Hundred Only) {Instead of Rs.10, 000 mentioned earlier) shall be paid to the Association by such Purchaser/New Member with effect from 1st June 2017.
    2. As per Page #8, Section Membership, In all cases of transfer by way of sale, gift or exchange or any other legal means, the seller is duty bound to inform the Association of the intended transfer and shall obtain a "No dues Certificate" from the Association.  The Association shall provide such a certificate in writing, to the concerned member, (subject to there being no outstanding from the said member) within 10 days (Earlier 30 days) of receiving the written request from the member for the aforesaid "No Dues certificate" and the member shall acknowledge in writing all communication he receives from the Association pertaining to the same.  In the event of the Association failing to respond in any manner within the said 10 days (Earlier 30 days), the member shall be at liberty to proceed on the basis that there are no outstanding dues from him and transfer his residential premises on such terms as he deems fit and proper.
  2. Maintenance Payment Request (Refer Page 1 of SGM Document)
    1. Last date of maintenance payment (including contingency fund) is extended till 14th June 2017
    2. Penalty will be applicable for delay in maintenance and contingency fund payment.
  3. List of Immediate Expenses/Basic Necessity and Wish List Items (Refer Page 3 of SGM Document)
    1. Owners can donate items from the given list as per their wish.
  4. Apartment Rules of Conduct (Refer Page 9 of SGM Document)
    1. Refer # ii, gym facility accessing charge of Rs. 100/- is put on hold till we get around 40 members contingency fund. {Immediate preference will be given to basic amenities before Gym}
    2. Refer # iv, need to observe for next one month and do a survey on the number of occupants by 1st July 2017. Post this we will implement this rule of conduct on need basis.
    3. Refer # vii, in the rental agreement the tenant should mention the name and number of residents staying in their flat.

Communication on 13th June 2017

FINAL REMINDER on the VOTING ITEMS of SGM Document shared earlier.

Voting will be closed tomorrow EOD and analysis and result will be published over the weekend.

Thanks & Regards
Trinity Golden Era Owner's Welfare Association

Communication on 11th June 2017


REMINDER 1


Dear All,

Please share your thoughts on the SGM outcome. Especially those points which needs voting of all owners.

Till today we have received feedback from only 4-5 owners thru email and 17 owners thru direct participation.

These suggestion/feedback round is also applicable for those who have participated in the SGM. Please contribute by giving your thoughts.

Thanks & Regards
Trinity Golden Era Owner's Welfare Association

Communication on 7th June 2017

Dear All,

Many thanks to those who managed to join the meeting in person and thanks to those who have intimated their absence. For those who have not attended, especially who live out of country/Bangalore and Senior Citizens, I would like to request them to PLS go thru the attached SGM document (Shared Thru Email) and provide comments and concern on any of the decisions taken during the meeting and signed in the attached document in next 7 days.

Note:
  • Refer Page #3 SGM Document; #6 Wish List Corpus Fund Required Table is just a high level estimate.
  • Refer Page #8, #9, #10 SGM Document; in this we had done voting on some small value commercials, if you have any concern on these then please highlight. In case of any changes required we can definitely see the possibility of updating them based on the majority votes in our next SGM or AGM.
Ideally I should have shared this document couple of days before the meeting and sought your thoughts who couldn’t make it in the SGM, the way I shared the Agenda. But going forward for any SGM/AGM or MC Meeting, I would share the Agenda and Details in advance to seek your opinion before we actually go and sit in the meeting. These are our first steps in forming and running the association and we are trying to establish ourselves by implementing suggestions/advise/feedback from all members. Without your feedback and suggestions, I personally feel the whole process becomes vain. Request all who couldn’t make it in the meeting to provide their opinions (For/Against) in anything discussed in the SGM.

Apart from the SGM proceeding document following are the additional points discussed/captured during the meeting:-
  1. Amendment in Bye Laws (Refer Page 9 of Bye Laws Document)
    1. As per Page #9. Section “Continuation of the Membership chapter” Every Purchaser of property/Flats in Trinity Golden Era with effect from 1st June 2017 shall become a member of the Association and be bound by its By-laws. A non-refundable membership fee of Rs.500/- (Five Hundred Only) {Instead of Rs.10, 000 mentioned earlier) shall be paid to the Association by such Purchaser/New Member with effect from 1st June 2017.
    2. As per Page #8, Section Membership, In all cases of transfer by way of sale, gift or exchange or any other legal means, the seller is duty bound to inform the Association of the intended transfer and shall obtain a "No dues Certificate" from the Association.  The Association shall provide such a certificate in writing, to the concerned member, (subject to there being no outstanding from the said member) within 10 days (Earlier 30 days) of receiving the written request from the member for the aforesaid "No Dues certificate" and the member shall acknowledge in writing all communication he receives from the Association pertaining to the same.  In the event of the Association failing to respond in any manner within the said 10 days (Earlier 30 days), the member shall be at liberty to proceed on the basis that there are no outstanding dues from him and transfer his residential premises on such terms as he deems fit and proper.
  2. Maintenance Payment Request (Refer Page 1 of SGM Document)
    1. Last date of maintenance payment (including contingency fund) is extended till 14th June 2017
    2. Penalty will be applicable for delay in maintenance and contingency fund payment.
  3. List of Immediate Expenses/Basic Necessity and Wish List Items (Refer Page 3 of SGM Document)
    1. Owners can donate items from the given list as per their wish.
  4. Apartment Rules of Conduct (Refer Page 9 of SGM Document)
    1. Refer # ii, gym facility accessing charge of Rs. 100/- is put on hold till we get around 40 members contingency fund.
    2. Refer # iv, need to observe for next one month and do a survey on the number of occupants by 1st July 2017. Post this we will implement this rule of conduct on need basis.
    3. Refer # vii, in the rental agreement the tenant should mention the name and number of residents staying in their flat.
Action Items
S.No
Action Items
Responsibility
1
Email Reminder to all owners requesting payment of maintenance and contingency fund
By Rajesh Panda and Samrat Biswas Done.
2
Request Suraj Condominiums to send email to all 64 flat owners and convey them to pay the June 2017 onwards maintenance to TGEOWA
Done.
3
Request Suraj Condominiums to send email to all 64 flat owners informing that she allows TGEOWA to collect the unpaid TMS maintenance dues and complete pending projects committed by them as per the meeting on 6th April 2017.
By Rajesh Panda and Samrat Biswas. Email to go from TGEOWA common email ID. Done.
4
Request Suraj Condominiums to Clean up the 3rd Floor Common Area room closest/bathroom for their stuff.
By Rajesh Panda and Samrat Biswas Email to go from TGEOWA common email ID. Done.
5
Maintenance received till date on weekly basis
To be shared by BS Raju and Rajesh Kumar
6
Number of Owners living in TGE vs. Total residents living TGE
By Rajesh Panda
7
List of unfinished projects committed by Suraj Condominiums and expected amount it can incur
By Rajesh Panda and Samrat Biswas
8
Set up a meeting with Trinity Sunrise to discuss STP and other issues common to both Trinity buildings AFTER TGEOWA talks to a STP consultant.
By Raj Pillai, BS Raju and Samrat Biswas
9
Monthly expenses incurred will be shared with all owners
To be shared by BS Raju and Rajesh Kumar

Request to All Owners
  1. URGE ALL Owners to access/subscribe the TGEOWA Blog.
  2. URGE ALL Owners to pay both the Maintenance and Contingency Funds. For payment bank details are given below.
State Bank of India, Sarjapur Branch, HNR Complex, Sarjapur, Anekal Taluk, Bangalore 562125
Account Number:  36905784912
IFSC Code: SBIN0040877 

Finally thanks for all your support and guidance thru-out the process of managing the association. 


Thanks & Regards
Samrat Biswas
Trinity Golden Era Owner's Welfare Association 


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