Minutes of the Emergency/Special General Meeting held in Club House on June 14, 2015.

Minutes of the Emergency/Special General Meeting held in Club House on June 14, 2015.

1.    The Chairman adjourned the meeting up to 10.45 due to lack of quorum.

2.    The Chairman called the meeting to order at 11.00 am and welcomed all members to the Emergency/ Special General Meeting. He informed that as per the advise given by the Dy. Registrar’s Office, the Managing Committee had decided to video film all General Meetings.

The Chairman Mr. Dayanand Nene outlined the reason for calling this emergency meeting. He reviewed the Transport service thus - We started the Transport service in 2004, as people of the complex were suffering due to lack of regular service from TMT.

Initially, we had made it compulsory for all members @ Rs. 200/- per family and had put the transport charges in the maintenance bill.

However due to resistance from many members, we changed it to Committed members and Non committed members where committed members were given 4 passes per family while the non committed had to buy coupons of Rs. 200/- per month.

At that time, we had almost above 400 committed members. We used to operate the service to CIDCO with a few services up to Teen Haath Naka.

However, for various reasons, the same was changed and the service was then restricted only form Saket to CIDCO.

The drop in the users of the bus (committed members) continued over the years and because of that, the past Managing Committee had to take a decision to allow 60 people from Saket Towers to be members of the service.

CURRENT SCENARIO.

The Secretary Bipin Kulkarni reviewed the Transport scene for the past 3 years.

1.    As per the Balance Sheet for the year 2011-12, the Income for the Transport service was Rs. 20,16,445/. This included Rs. 3,74,625/- contributed by people staying on rent. ( We charge them double).

2.    The Balance sheet for the year2012-13 shows that the Income for Transport was Rs. 24,11,409/-. This included a sum of Rs. 2,20,987/- contributed by people staying on rent.(We charge them double).

3.    It was in April 2012, when the society took a decision to revise the member’s contribution to Rs. 600/- per family and still at the end of the year there was excess of expenditure over income in transport service of Rs. 26,067/- - the expenditure being Rs. 24,37,476. This could be attributed to the drop in the number of rented people post the price increase.

4.    The Balance sheet of the year 2013-14 shows the Income for transport was Rs. 28,75,508/-. This included a sum of Rs. 2,74,086/- contributed by rental people. The expenditure for that year was Rs. 29,17,695/- - a deficit of Rs. 42,189/-.

5.    Last year’s unaudited figures (2014-15) show that a sum of Rs. 29.28 lakhs was collected from all sources (i.e. Rs. 2.5 lakhs pm) while the outgo for the year was Rs. 28.45 lakhs. This included a figure of Rs. 5.59 collected from Rental people.

6.    This shows that our transport service is dependent on props for survival. If their number fluctuates, we start making a loss – which has in the past year’s been funded by using Maintenance money.

7.    He added that the Society does not intend to deficit finance the Transport service and that we need Rs. 3 lakhs per month to run the service.

Mr RR Abhyankar (B3) suggested that it is most appropriate that the people using the bus should share the expenses. He suggested that the service should be reviewd every quarter and the loss be recouped by the committed members.

Mr. Asif Dabir (B2) suggested that the service be made compulsory and a certain amount must be charged from every member. He also suggested that Towers people should be charged the same as non Saket people.

Mr. Ashim Dasgupta (B2) insisted that the service should be under the control of the society management. He also suggested that coupons should be reintroduced.

Mr V G Chary (B3) suggested that the fare should not be increased and coupon be introduced to generate additional revenue. He also suggested that family passes be discontinued as they were being misused and individual passes be introduced.

Mr Chanchal Chatterjee (B1) explained to the members how the bus service was most economical and charges of auto or even the TMT bus were far costlier today.

Mr Vivek Rane (A9) suggested that checking should be improved.Mr Torgalmath (C3), Mr Sawai (A6) and Mr. Gupte (A9) also participated in the debate.

The Chairman Mr. Dayanand Nene stated that this year, post April the drop has been more pronounced and as of date there are only 217 committed members.

As against a monthly outgo of 2.45 lakhs, the income from all sources is only Rs. 2 .02 lakhs. This means that there is a deficit of Rs. 43,000/- per month – which means that the deficit is being funded from society’s maintenance account.

He added that running a transport service is not the core business of the Managing Committee / Society. The service was started with the sole intention of mitigating the transport problems faced by Saketians and today has become a lifeline for members. But today the committee needed Rs. 3 lakhs to run the service smoothly.

Mr. Vishwanathan (A9) stated that the user should pay concept was valid here. It is expected that the service should be self funding. Which means, primarily the committed members should fund the cost of running the service.

Mr RR Abhyankar (B3) said that he agreed with Mr Vivek Rane’s suggestion that every member must pay a certain amount for transport and they be given coupons against that amount.

Mr. Jitendra Khanvilkar (A8) opposed the figure of Rs. 300/- per member and said that it should not be more than Rs. 225/-.

Mr. Shine Raj (A4) suggested that the society should introduce new routes to attract more members.

Mr. Jaywant (B2) said that trips should not be reduced else the contractor will force you to reconsider his rates. He said that the policy should be User should pay. He also suggested that applications for fresh passes be asked in January next year so that by March 31, the picture will be clear as to how many are using the passes.

Mr. Nene then said that the society can deliver 70 trips realistically in Rs. 3 lakhs. He said that the committee estimated that there will be around 825 members when the new system is introduced and we have to raise that to 1000 and for that the committee envisaged new routes. Mr Chary (B3) and Mr.Dasgupta (B2) suggested that a review be done every quarter and rates be fixed/ reviewed.

Mr Sunil Shinde (A7) suggested that there should be 82 trips and rates should be Rs. 275/- for Saketians and Rs. 500/- for non Saketians.

Mr Kadam (B4/704), Mr. Vivek Rane (A9) and Ms. Vidya Heble (A3) participated in the deliberations. Mr Bipin Kulkarni the put up the proposal for members approval.

“It was resolved to enhance the Transport Charges for Saket members to Rs. 275/- per month and non Saket people to Rs. 500/- per month.

Proposed by: Mr. Amit Pandya (A3)

Seconded by: Mr. Sunil Shinde (A7).

The motion was passed by a majority voice vote.

Post the vote, Mr. Amol Acharya (A2), Mr. Jitendra Khanvilkar (A8) asked what will happen if at the end of 3 months there is a surplus. The Secretary replied that it would be refunded to members.

Agenda 2.CCTVs for society.

The Secretary, Mr. Bipin Kulkarni introduced the subject of setting up of a CCTV network for the complex. He said that ours is an extremely porous complex with multiple entry and exit points – 58 in number to be precise.

It is almost impossible to man all the points thru guards because it will require over 100 guards in 3 shifts and send the cost spiraling. As of now the society spends appxRs. 30 lakhs on our security.

Recently, the state govt. has announced a decision to make installation of CCTV cameras for big complexes.

Our complex people have been victims of chain snatching and stealing of vehicles. We also witness that salesman and unwanted elements enter our complex routinely. On such occasions, whenever we have approached the police for aid, they have time and again suggested to us to install CCTV cameras in the complex.

He suggested that in view of changing times and to enhance the security arrangement of the society, the Managing Committee proposed to set up a CCTV network in the complex.

He added the committee has interviewed over one dozen vendors and has shortlisted 3 people for final negotiations. The cost of installation of CCTVs at the entrance lobby of all 24 buildings, 3 gates and 5 other vantage points – in all 32 in number will be around Rs. 8 lakhs and we propose to recover the same by adding a small sum of Rs. 100/- for one year in the members monthly bill – so that members are not burdened at one time.

He then asked Mr. Vivek Rane from A9 and Consultant to the Committee on CCTV matter to brief the members about the benefit of CCTV network.

Mr. Vivek Rane very lucidly informed the benefits of CCTV. For the society, CCTV is a very useful instrument for many reasons. Some of them are obvious: preventing crimes like thefts, helping the police.

·         CCTV helps prevent crime, of course. The hidden cameras are able to help investigators to identify how a crime happened and to spot it in action. However, they are more likely to prevent the crime from occurring simply by letting everyone know they are being watched.

·         CCTV is convenient for keeping records.. This may be convenient for law enforcement officials and security staff.

·         CCTV is able to inspire confidence, because it creates a safe feeling environment.

·         The most obvious benefit is that the unit is not subject to the failure of any type of wiring, because CCTV cameras use wireless technology in order to accomplish their task.

·         One more advantage of CCTV is the clarity of the images captured. Today, most of the wireless cameras produce a high-resolution image which makes it very easy to identify faces and other physical characteristics.

·         Finally, CCTV cameras are in most cases less expensive than people would think. Actually, today you can buy wireless units cheaper than many of the wired counterparts on the market. Taking into account that wireless cameras require much easier installation, it comes as no surprise that more and more people today are choosing wireless security cameras.

He added that:

·         It will be a one-time investment which will help us reduce the cost of security.

·         It will help in better monitoring of the entire complex.

·         We will be able to trace and stop movement of unwanted elements in the complex.

·         CCTV security system technology and CCTV equipment can be used in both internal and external environments to watch over and protect people, property, vehicles and valuables.

·         .CCTV security systems and CCTV security cameras can be bought in in an endless variety of configurations, sizes, and functions. We can choose our system based on our needs. In addition, it’s easy to expand the system for more coverage as and when we need it.

Mr. Vivek Rane (A9) then briefed members about the Guard Patrol System which the committee intended to install alongwith the CCTV to enhance our society security.

Mr. Jitendra Khanvilkar (A9) complimented the Managing Committee for coming up with this bold proposal and informed that in the past he had opposed the proposal but today was welcoming it as the committee has very nicely informed about its merits. He added that instead of putting up only 32 cameras, the society should go ahead and put up 48 and charge Rs. 150/- instead of Rs. 100/- but provide full proof network when the momentum is there. He also suggested that the Guard Patrol System should also be installed.

Mr. Ashim Dasgupta (B2) suggested that society should ensure proper maintenance of the cameras and insure them.

Mr. Chary (B3) suggested that the society should close all gates and restrict entry through 3 main gates only, install CCTVs and also an Intercom system to enhance security.

The Secretary, Mr. Bipin Kulkarni then put the proposal to vote and it was unanimously resolved to install the CCTV network and the Guard Patrol System for Saket Complex by charging Rs. 150/- from members per month for one year.

Proposed by: Mr. Jitendra Khanvilkar (A8)

Seconded by: Mr. Ashim Dasgupta (B2), Mr. Arvind Hate (C7).

The meeting ended with the chanting of National Anthem.