DIVINE MANSION RESIDENTS’ WELFARE SOCIETY, PURI: Proceedings

PROCEEDINGS OF THE GB MEETINGS OF“DIVINE MANSION RESIDENTS’ WELFARE SOCIETY, PURI” (DMRWS-P)

SUMMARY OF MEETING DETAILS (Index)

taken over by the Society w.e.f 1.08.2019 vide GB Res#3 dt.30.06.2019 & GB Res# 2 dt.4.8.19 and society name approved w.e.f. 1.1.2019 vide Res#3 dt.18.11.2018 of 1st EC Meeting)

S.no.	No & Type of the Meeting	Date	Venue	No of Resolutions
1	2^nd Meeting of Flat Owners	18.11.2018	Apt. premises, Puri	07
2	1^st Meeting of EC(First Official Meeting of the EC soon after new office bearers are elected)	18.11.2018	In flat# 110 of the Apt at Puri	08 (with Guidelines for Members)
3	1^st official GB Meeting	26.11.2018	Hotel Kamas Inn. Berhampur	06
4	2^nd GB Meeting	30.06.2019	Niwas Real Estate, Berhampur	07
5	3^rd GB Meeting	04.08.2019	Apt. premises, Puri	11
6	2^nd EC Meeting	01.09.2019	Hotel Kamas Inn. Berhampur	08
7	3^rd EC Meeting	11.11.2020	Apt. premises, Puri	14

Appeal: All Members are requested to bring to the notice of the Secretary of the Society, if they find any information either typographically or factually incorrect within seven days from the date of sharing the website link through WhatsApp for correction, revision or deletion which the Secretary is the sole authority to do so.

PROCEEDINGS OF THE SECOND ( INFORMAL MEETING BEFORE TAKEN OVER) MEETING OF THE FLAT OWNERS OF DIVINE MANSION APARTMENT, LOKANATH ROAD, PURI WITH THE BUILDERS/DEVELOPERS (NIWAS REAL ESTATE PVT LIMITED) HELD AT DEVINE MANSION APT PREMISES AT PURI ON 18.11. 2018 AT 11.30 AM

MEMBERS PRESENT: ATTENDENCE OF MEMBERS ATTACHED AS ANNEXURE-1

The second meeting of the flat owners of the Divine Mansion Apartment (DMA) as convened by the Builder(s)/Developer(s) was held in the premises of the Divine Mansion Apartment located at Lokanath Road, Puri on 18.11.2018 at 11.30 AM to discuss the following key issues pertaining to the Apartment. Owners of 36 units/flats out of 78 flats attended the meeting (see attendance of Members as Annexure-1). Along with the three partners of M/s Niwas Real Estate, Berhampur, three representatives of the flat owners, as invited by the Builder(s), were present in the podium. The issues/items that figured prominent in the discussion include:

(i) To review the progress of pending works of the Apartment before formal/official takeover of the building by the Society; and

(ii) To consider the request of the Builder for formation of the Society by nominating/electing representatives (or Office bearers) to the Executive Committee/or Managing Committee to initiate its formation.

In the Meeting the following resolutions were adopted/decisions arrived at unanimously with the consent of the Builders present:

Res.#1:The Builder(s) has/have agreed to execute/complete all the pending works as reflected in Annexture-2 within ten days.

Res.#2: The Builder(s) has/have assured the Flat owners in the meeting to allocate/earmark parking Space to those owners who have paid for the parking space and/or the allocation of parking space has been reflected/assured in their respective Sale Agreements within 90 days.

Res.#3: The Builder(s) has/have further assured the Flat owners in the meeting that, their application for the approval of the 4^th floor is pending before the competent authority which they will expedite its early approval. The Builder(s) has/have also assured to submit a copy of the letter of approval of 4^th floor, both to the society and the concerned flat owners of the 4^th floor, the sooner the approval is accorded and they receives the same from the competent authority in this regard for record. However, they expressed their inability to give any specific date to the members present in the meeting for which the all the members expressed their concern.

Res.#4: The Builder(s) has/have assured to the Flat owners in the meeting that they will provide a copy of occupancy certificate to all the flat owners/purchasers and to the society soon for record which they are said to have been working for the same.

Res.#5: The Builder(s) has/have assured further to the Flat owners in the meeting that, they will bear the cost of maintenance of the building and equipments and common utilities up to 31^st of December 2018 and requested the Members to form the society/executive body/managing committee of their own to look after the maintenance w.e.f. 1^st January 2019 to which the learned flat owners/members present in the meeting have agreed to takeover maintenance only on the condition that, the builder(s) execute/comply all the pending works as reflected in Annexure-2 and thereafter complied subjects covered under Resolutions# 1-6 respectively. However, if the builder fails to execute the pending works as reflected in Annexure-2 as assured, the Society/Committee is advised not to take over the maintenance work of the Apartment under any circumstances or till the builder complies.

Res.#6: The Builder(s) has/have also assured further to the Flat owners in the meeting that, they will execute/comply all pending works of only those flats of individual flat owners who have had lodged complaints/or reported the builder(s) about such pending works to which they are entitle, by end of December,2018 in respect of flat Nos. 104, 109,217, 314, and 403 as complained/reported by the flat owners in the meeting.

Res.#7: Keeping the request of the Builder(s) and the prolonged delay caused by the builder(s) in executing the pending works, the Members present in this meeting unanimously elected the following members to the executive committee/managing committee in the positions as noted against their names for the year 2019.

(i) PRESIDENT : KAMANA PADHI

(ii) VICE-PRESIDENT: PROF.(Dr) K.C. PANDA

(iii) SECRETARY : PRABIN NAYAK

(iv) TREASURER : LADU KISHORE SAHU

The meeting ended with Maha Prasad Sevan.

(KAMANA PADHI) (PROF. K.C. PANDA) (PRABIN NAYAK) (LADU KISHORE SAHU)

Agreed.

For NIWAS REAL ESTATE, BERHAMPUR (Builder/Developer)

ANNEXURE-2

LIST OF PENDING ITEMS/WORKS OF “DIVINE MANSION APARTMENT” (PURI) TO BE EXECUTED/COMPLIED BY THE BUILDER (s) “NIWAS REAL ESTATE”, BRAHMAPUR AS AGREED IN THE MEETING OF FLAT OWNERS HELD AT PURI ON 18.11.2018

S.No	Description of the work	Time Period assured by thebuilder (s)/Developer	Remarks
1	White washing (only patch works) of the external walls and balconies wherever the wall is disfigured	Within 10 days	civil
2	Thorough checking of the functionality of Generator since the it got stuck recently and did not work during failure of current	-do-	electrical
3	To provide four big LED light-points with LED bulbs i.e. two in each of the two main gates	-do-	electrical
4	To provide three additional light points with bulbs on two sides of the Apt (i.e. two on the backside of the building (west side) and one on east side for better illumination	-do-	electrical
5	Construction of one security room near the main gate for security/watch and ward with one table, one Chair, one cot, and one fan with one bulb point	-do-	Civil & electrical
6	Construction of one small tin room/shed on the backside of the Apt for Drivers with one light and fan points	By 15^th Dec 2018	Civil & electrical
7	One ceiling fan for Society’s office room	Within ten days	electrical
8	To provide and install all the six CCTVs and the monitor in the security room	By 15^th Dec 2018	Electrical (currently all the CCTVs and cables have been removed due to non availability of security room)
9	To provide two Display Boards/Charts showing the allocation of parking space and list of 78 Occupants with their respective names, flat no, and contact no.	By 15^th Dec 2018	stationeries
10	To address/comply the problems/pending works of individual flats who have had lodged complaints	By 15^th Dec 2018	-
11	To Remove all the construction materials, equipments and machineries & waste materials, etc ,if any of the builder, from the premises of the Apartment	-do-	Labour work
12	To provide two large plastic garbage box with lock system for dumping day today garbage and waste materials in the box by the inhabitants	-do-	Stationeries/Purchase items
13	Allotment/Earmarking of Parking space to bonafide buyers only as per the agreement.	Within 90 days
14	To handover a copy of the approval letter of the 4^th floor and Occupancy Certificate (OC) approved by the competent authority to the Society as well as to each of the individual flat owners	As soon as the builder receives these two crucial documents.	The builder has reported in the meeting that, he is expediting the approval and the matter is pending before the competent authority.
15	Restructuring of back side pipes/drains for smooth flow of waste and rain water	By 10 days	PHD work
16	To comply/execute/address the pending works of individual flats in respect of flat Nos. 104, 109,217, 314, and 403 as complained/reported by the flat owners in the meeting.	By 15^th Dec 2018	Civil, Electrical, PHD & Carpentry woks
17	To give in writing a statement of expenses incurred by the Builder towards day to day management/maintenance of the Apartment for the year 2019, out of the fund collected @ Rs.6000/- from 78 and to refund/handover the balance amount if any to the society with justification.	By 15^th Dec 2018	As per the objections of the members raised in the meeting
18	One GI/Aluminium Ladder(Nishuni) to be provided to climb water tank atop for cleaning	By 15^th Dec 2018	To be Purchased
19	The compound wall crack is to be stitched and repaired & the lower portion of the back side gate is to be covered to prevent dogs entering the premises	By 15^th Dec 2018	Civil work/welding
20	The premises of Electrical Transformer need to be cleaned and the floor is to be displayed with metals. The wild plants and waste materials are to be removed.	By 15^th Dec 2018	Civil/labour work
21	The hole found on the wall of Flat No.217 to be closed	By 10 days	Civil work

AGREED TO COMPLY

Sd/-

For Bulder (s)/Developers of ‘DIVINE MANSION” (PURI)

Niwas Real Estate Private Limited, Berhampur

(KAMANA PADHI) (PROF. K.C. PANDA) (PRABIN NAYAK) (LADU KISHORE SAHU)

PROCEEDINGS OF THE MEETING FIRST EXECUTIVE BODY OF ‘DIVINE MANSION’ APARTMENT (PURI) HELD ON 18.11.2018 IN THE FLAT NO.110 IN THE APARTMENT PREMISES

MEMBERS PRESENT:

1. Mr. Kamana Padhi, President …. In the Chair

2. Prof.(Dr.) Krushna C. Panda, Vice-President

3. Mr. Prabin K. Nayak Secretary

4. Mr. Ladu Kishore Sahu Treasurer

Soon after the new executive body/office bearers of ‘Divine Mansion’ are elected, the first official meeting of the executive committee was held in flat no.110 of the President and discussed threadbare the following issues. After thorough discussion, the meeting adopted the following resolutions unanimously:

RESOLUTION-1: Resolved that, the society may consider taking over the day to day management and maintenance of the Apartment w.e.f. 1^st January 2019 only if the builder complies/executes all the pending works of the Apartment latest by 31^st of December 2018, as agreed upon in the meeting, and as reflected in Annexure-2, except item No.13 and 14 to be complied within the stipulated time frame as assured by the builder in the meeting. If the builder fails to comply/execute the pending works latest by 31^st of December 2018, the onus of day to day maintenance/management of the Apartment shall lie upon the Builder at their own cost, not the Society.

RESOLUTION-2:Resolved that, the cost of fixing aluminum zalli in all the balconies and other open spaces to prevent monkeys, shall be taken by the society and the entire cost to be incurred thereof be shared equally by the owners of all the 78 units. The task of executing the zalli work including fixing price on behalf of the flat owners/society be entrusted to the President Mr. Kamana Padhi. Further Resolved that, each Member be requested to pay either in cash or deposit the amount online in the personal bank account of Mr. Kamana Padhi an amount of Rs. 3500/- (rupees three thousand and five hundred only i.e. Rs. 2900/- towards the cost of Zalli work and Rs.600/- towards one-time payment of corpus fund) at the earliest to effect payment to the Contractor Mr. Babuli Maharana who is executing the work.

RESOLUTION-3: Resolved that, the name of the society for registration be kept as “DIVINE MANSION RESIDENTS’ WELFARE SOCIETY, PURI”.

RESOLUTION-4: Resolved that, a bank account in the name of the society be opened immediately in any nearest nationalized bank at Puri with initial deposit of one time corpus fund so far collected from the Members as opening balance with Cheque, ATM Card, and Net-banking facilities. Further Resolved that the said account be operated jointly by the Secretary and Treasurer of the Society.

RESOLUTION-5: Resolved that, the following stationary items be purchased for the office of the Society for smooth functioning of the society office and proper documentation of official records:

(i) Letter Head Pad in the name of the society- 2nos

(ii) Rubber Stamp for President, Secy & Treasurer and Round stamp of the society-4nos

(iii) One sign board for Office Room-01

(iv) Hard bound Register for Visitors book, for attendance of staff, Stock Register, Cash book; for Proceedings of the Executive Body.

(v) One Notice Board duly framed with velvet cloth to pin up day to day notices-01 no

(vi) One stapler

(vii) One A-4 size white paper packet

(viii) One gum

(ix) Paper enevelops-25 (medium size)

(x) Alpine box one

(xi) Guard File-01 (for vouchers)

(xii) Files (with clips) for official letters- 5 Nos.

(xiii) Dispatch Register for numbering outgoing letters- 01

(xiv) Cash Receipt Book-2 nos (each one hundred)

Further Resolved that, the amount of expenditure to be incurred for the above items be met/booked from the corpus fund collected so far.

RESOLUTION-6: Resolved that, the draft Guidelines submitted by Prof.K.C.Panda for day to day functioning of the society be approved for implementation. These guidelines be made effective from 1^st January 2019 (Annexure-3).

RESOLUTION-7: Resolved that, an amount of Rs. 600/- per month be collected from the owners of each flat towards monthly maintenance cost of common utilities provided for the members of the Apartment “DIVINE MANSION RESIDENTS’ WELFARE SOCIETY, PURI”. Further Resolved that, Members those who have purchased more than one flat shall have to pay Rs. 600/- per each flat under their possession/ownership.

RESOLUTION-8: Resolved that, the following staff be engaged temporarily on consolidated wage/honorarium basis as noted against each position. The monthly wage/honorarium recommended for each position be treated as maximal/upper limit per month:

(i) Caretaker : 01 Minimum @ Rs. 8,000/- Maximum @ Rs.10,000/-

(ii) Security Guard/Watchman: 02 Minimum @ Rs. 7,000/- Maximum @ Rs. 8,000/-

(iii) Sweeper : 01 Minimum @ Rs. 4,000/- Maximum @ Rs. 5,000/-

Further Resolved that, the Society may explore to fix the initial wage/honorarium of these staff members at minimum rate as recommended above in the best financial health of the society.

(KAMANA PADHI) (PROF. K.C. PANDA) (PRABIN NAYAK) (LADUKISHORE SAHU

PRESIDENT VICE-PRESIDENT SECRETARY TREASURER

ANNEXURE-3

GUIDELINES FOR THE MEMBERS OF “DIVINE MANSION RESIDENTS’ WELFARE SOCIETY, PURI”.

All the bonafide Flat Owners/Members of the “Divine Mansion Apartment” are here by requested to obey the following guidelines which come into effect 1.1.2019.

1. Each member shall have to pay the prescribed monthly community fee/Maintenance subscription of Rs. 600/- (rupees six hundred per month), either in cash or through online transfer of money to the Society’s bank A/c No……………………………………(IFS Code…………………………) on or before 5^th of every month for smooth maintenance of the Apartment and/or common utilities. The bank A/c No. and IFSC code of the concerned branch will be posted/circulated to the learned Members; the sooner the account is opened.

2. In case of performance of any social function/rituals/festives/Pujas,or any other ceremony using common areas (like balconies, parking space, or roof or parking space) by any bonafide member of the society, the concerned Member shall have to clean the relevant area immediately after the function/puja is over or else shall have to deposit Rs. 400/- with the care taker for such cleaning on Members behalf.

3. Each Member shall have to keep their day to day garbage’s in a basket or disposable cotton bag and put the same in the garbage drum kept in the designated place every day to be collected by the PMC staff. Keeping or dumping the domestic garbage and waste materials in front of the Flat/Room or on the balcony corridors by the Members is strictly prohibited.

4. Members shall have to ensure that they properly lock their room and switch off their domestic energy points, gas cylinder, and water tap before they leave the apartment, failing which they have to come on notice to Puri to close the same and may be liable for the penalty to be decided by the society/committee.

5. Each bonafide owner/ Member (only those who have paid for Parking space) is entitled to park only one four wheeler vehicle in the parking space during their stay in the Apartment. In case of additional vehicles or vehicles of their Guests, the concerned bonafide Member shall have to pay Rs. 50/- per day to the Society, subject to availability of space in the parking area. But no outsiders would be allowed to park their vehicles on payment even if space is available to avoid any unpleasant situation.

6. Any Member engaging/ utilizing the services of any outsider as maid servant or labor or cook or personal Assistant, shall have to inform the Manager/Supervisor/or Caretaker, the detail identity of the concerned persons and contact no for security reasons.

7. The Caretaker/Security Staff shall have to maintain a Register with prescribed columns to record the details of the Visitors at the Main entry point of the Apartment on day to day basis recording the details of identity of the concerned visitors/guests such as Name, Address, Contact No., person and flat no. to be visited, time of arrival and time of departure, purpose of visit, etc. for security reasons.

8. That, under any circumstances, no outsiders or any local public shall be allowed to use any space of the Apartment premises or to perform any function or to hold any meeting or to park any vehicle which might destroy peace and conducive ambience. Members are strictly advised not to make such recommendations.

9. Members those who carry out their interior design work (such as wardrobe, AC fittings, cot, aluminum and glass partition in kitchen, ceilings, etc) are advised to instruct their contractor/carpenter/workers to take the measurement and prepare the same in their own room OR in the front parking space, but not in the common utilities area or balcony. During such renovation or interior work, if any damage is caused to any wall, floor, lift, or stair reeling’s, the concerned owner/member would be sole responsible to repair the same and bear the cost of damage, if any.

10. The Lift of the Apartment shall be made operational from morning 6 AM to 11 pm night, and not beyond in order to keep the energy charges of the common utilities area at minimum level and to prevent its misuse.

11. If a Member/owner has purchased a double room in this apartment or in possession of two rooms, shall have to pay double the prescribed monthly maintenance/community fee.

12. Since most of the residents of this Apartment are senior citizens and peace loving persons, no political activities should be carried out by any Member/owner of this apartment and/or society within the building and its premises, as such political activity when escalated might destroy the peace and tranquility of the building. Similarly, members are advised not to keep banners of any political party nor should encourage conducting any political meeting with their party affiliates and followers inside the building premises.

13. Each Member/owner shall furnish to the society office details about their vehicles if any parked in the Apartment premises citing their name, flat no., type and number of vehicles and their regd. No for record.

14. Each Member shall have to furnish to the society office details about the tenant, if any, to whom the Members/Owners have given their flat on rent citing the personal details such name of the tenant, address, contact number, and his/her occupation for records. Members are advised to verify the antecedents of such tenants before giving their flat on rent.

APPROXIMATE BUDGET OF THE “DIVINE MANSION RESIDENTS’ WELFARE SOCIETY, PURI”.

Income:

i) Collection of Monthly Community fee from the Members

for day to day maintenance of the building/common

Utilities area @ Rs. 600x78 Rs. 46,800=00

ii) Other sources…. Rs. Nil

Expenditure:

i) Wage/salary One Care Taker 7 AM to 11 am & 3pm to 7 PM (8 hrs) Rs. 10,000=00

ii) Wage of Two security Guards/Watchman

(one from 3 pm to 11 pm & another from 11 pm to 7 am)

@ Rs. 8000/- = Rs. 16,000/- Rs. 16,000=00

iii) Approximate energy charges of common utilities area

(Such water motor, lighting of common areas & Lift, etc.) Rs. 05,000=00

iv) Wage of one full time Sweeper ( 6 am to 11 am & 3pm to 6pm) Rs. 05,000=00

v) Average cost of monthly purchase of items like, brooms, electric

Bulbs, phenol, Kerocine, Acid for cleaning, Water wrapper, etc. Rs. 01,000=00

vi) Average Cost of maintenance of Lift + Generator,etc. per month Rs. 02,000=00

----------------

TOTAL Rs.39,000=00

BALANCE TO BE IN HAND Rs.46,800/-(-) 39,000/-= Rs. 7,800=00

(KAMANA PADHI) (PROF. K.C. PANDA) (PRABIN NAYAK) (LADUKISHORE SAHU)

PROCEEDINGS OF THE FIRST OFFICIAL GB MEETING OF“DIVINE MANSION RESIDENTS’ WELFARE SOCIETY, PURI” (DMRWS-P) HELD AT HOTEL KAMAS INN, BRAHMAPUR AT 11.30 AM ON 26.11.2018

MEMBERS PRESENT: ATTENDENCE OF MEMBERS ATTACHED AS ANNEXURE-1

The GB meeting of “DIVINE MANSION RESIDENTS’ WELFARE SOCIETY, PURI” as scheduled was held in the premises of “HOTEL KAMA’S INN” located Zannana Hospital Road at Berhampur on 26.11.2018 at 11.30 AM to discuss the following key issues pertaining to the Apartment. Owners of 21 units/flats (represented by 18 owners) out of 79 flats attended the meeting (see attendance of Members as Annexure-1) and participated in the deliberations. Significantly, one of the three partners of M/s Niwas Real Estate, Berhampur (the builder) who is also a flat owner and member of the society was also present in the meeting. The issues/items that figured prominent in the discussion include review the progress of the pending works and to evolve mechanism for their execution; updating members about the society’s current fund position; fixation of monthly maintenance charges including the method of collection, etc. Members present in the meeting expressed their concern for poor attendance of the members in the above meeting in spite of the meeting date and venue notified in the society’s WhatsApp Group and telephonic requests made to some members.

After threadbare discussion, the following resolutions were unanimously adopted in the above GB meeting of the society:

Res#:1 RESOLVED that, an amount of Rs. 600/- (Rupees six hundred only) per month be collected from each of the 79 flat owners towards monthly maintenance charges w.e.f. the month of April 2019. Members are, therefore, be requested to pay their monthly maintenance fee to the society in advance between 1^st to 5^th of every month either through Cash or DD or deposit the amount online in Society’s bank account (to be opened soon and to be intimated/notified to the learned Members through Society’s WhatsApp Group). Further resolved that, Members those who wish to pay the monthly maintenance charges of the entire year at once, shall have to pay only Rs. 7000/- (Rupees seven thousand only) with a discount of Rs.200/- of the prescribed fee.

Res#:2 RESOLVED that, the builder (M/s Niwas Real Estate, Berhampur ) be requested to bear the entire maintenance cost of the Apartment up to the ending of the current financial year i.e. up to March 2019 since the builder(s) have not executed the pending works of the above Apartment yet. This was conveyed to one of the Partners (of M/s Niwas Real Estate, Berhampur) Mr. S. Maharana who was present in the above meeting who consented to inform the other partners to act accordingly.

Res#:3 RESOLVED that, as per the decision taken earlier, an account in the name of the Society, in any of the nationalized banks, either at Puri or at Berhampur, preferably in SBI be opened with in a fortnight so as to be notified to the Members to deposit their dues/monthly maintenance charges in the said official bank account of the society from time to time. After the bank account is opened, the balance amount collected from the Members for Zalli works shall be deposited in the said official account of the Society accordingly.

Res#:4 RESOLVED that, Mr. Sanjay Maharana has been entrusted to construct a room (10x15 ft size) exclusively for Security personnel on the right side of the Main Entrance (in the premises of the Apt) with provision of a small kitchen plate as per the cost estimated within a month from now (i.e. latest by 5^th of March 2019) to make the security functional round the clock. The amount to be spent for the purpose be met from the consolidated amount already paid by the builder to the President of the Society through Cheque. The remaining small works can be carried out by the society accordingly.

Res#:5 RESOLVED that, the builders be requested/reminded to submit the following documents/records pertaining to the above Apartment to the Society, as agreed by them earlier, latest by 7^th Feb 2019 since most of the Members present in the meeting once again reiterated the matter and pressed their concern for delay in submission of the above crucial records to the society:

5.1. Copy of Application with revised plan/drawing of the Apt. submitted to Government/competent authority by the Builder seeking approval of Ground Floor and 4^th floor;

5.2. A list of Flat Owners who are entitle to enjoy parking space (based on the payment made for one 4-wheeler parking and/or based on reflection of such allotment made in the Agreement/or Sale deed of the respective flat owners, as the case may be). It was also decided that, in case the builder (s)/firm fails to provide one 4-wheeler parking space to whom they have assured in the Agreement/Sale Deed OR those who have paid, the Builder shall have to return the money taken for the purpose of parking space. Further Resolved that, the builder(s) be also requested to provide a designated space for parking of 10-15 two wheelers/scooters/motor cycles at any given time with in the premises of the Apartment, as a general provision/or common facility for flat owners. This was informed to Mr. Maharana accordingly.

Res#:6 As raised out of discussion, it was RESOLVED that, an Occupancy Chart of Flat owners and a Notice Board (with aluminum frame and glass having velvet cloth inside) with locking system be prepared for display in the entrance for convenience of the flat owners and visitors. The expenditure be met from the funds/accounts of the society.

(KAMANA PADHI) (PROF. K.C. PANDA)

President (DMRWS-P) Vice-President (DMRWS-P)

PROCEEDINGS OF THE SECOND GB MEETING OF“DIVINE MANSION RESIDENTS’ WELFARE SOCIETY, PURI” (DMRWS-P) HELD IN THE PREMISES OF “NIWAS REAL ESTATE”, BRAHMAPUR AT 11.30 AM ON 30.06.2019

MEMBERS PRESENT: ATTENDENCE OF MEMBERS ATTACHED AS ANNEXURE-1

A GB meeting of “DIVINE MANSION RESIDENTS’ WELFARE SOCIETY, PURI” as scheduled was held in the premises of “NIWAS REAL ESTATE” located Opposite to Commercial Tax Office at Berhampur on 30.06.2019 at 11.30 AM to discuss the issue of official handing over of charges of the Apartment by the Builder/Developer M/s Niwas Real Estate along with other key issues pertaining to the Apartment. Owners of 29 units/flats out of 79 flats attended the meeting (see attendance of Members as Annexure-1) and participated in the deliberations.

The issues/items that figured prominent in the discussion with the builder include review the progress of the pending works and to evolve mechanism for their full execution; engagement of staff for day today maintenance including the method of collection,etc. Members present in the meeting expressed their concern for poor attendance of the learned members in the meeting in spite of the meeting date and venue notified in the society’s WhatsApp Group and telephonic requests made to some members ahead of the meeting in time.

After threadbare discussion, the following resolutions were unanimously adopted in the above GB meeting of the society:

Res# 1: The Minutes of the previous GB meeting held on 26.11.2018 held at “Hotel Kamas Inn” at Berhampur was discussed threadbare and confirmed. However, in regard to action taken report, the President has informed that, an official bank account in the name of the society in any nationalized bank (either at Puri or at Berhampur) as decided vide Res.No.3 of the GB meeting held on 26.11.18 is yet to be opened. Similarly, the Builder has neither handed over all the concerned original documents to the society which he ought to, nor has completed the construction work of the Security Room and allocation of Parking Space to the concerned Members yet.

Res# 2: Resolved that, the builder M/s Niwas Real Estate represented by Mr. S. Maharana who was present in the meeting (both as an erstwhile partner of the Builders and as a Member of the present Society (DMRWS-P)) has agreed to submit the original copy of the following documents to the President of the Society and compliance of the following pending works latest by 30.7.2019 i.e before the formal takeover of the building is signed:

(i) Cash memo and Payment Receipt of Lift along with its warranty card and AMC agreement;

(ii) Cash memo and Payment Receipt of Generator with its warranty and AMC, if any;

(iii) Original document pertaining to handover of Transformer to CESU along with original deposit Receipt for its maintenance;

(iv) A copy of the letter along with the supporting documents submitted by the Builder to the competent authority for Post-facto approval of the Plan for Ground Floor and 4^th Floor ;

(v) Allocation letter and a copy of Notification of the Builder showing allotment of Parking Space to the bona fide owners;

(vi) Proof of Installation of Electric Meter in the Flats pending so far (i.e. completion of electric meter installation in all the flats of the Apartment);

(vii) Completion of the construction work of the Security Room in all respect including Civil, Electrical, PHD work, white washing including fixing of a door, a fan and CCTV camera- all latest by 30^th July 2019.

Res# 3: Resolved that, it was unanimously agreed that the Society (DMRWS-P) will formally take over the above building/apartment and its maintenance from the Builder w.e.f. 1^st of August 2019 only on the condition that the above pending works/issues are fully complied by the builder before 30^th of July 2019.

Res# 4: Further Resolved that, only if the builder fully complies the above pending works as enumerated vide (i) to (vii) above before 30^th of July 2019 as agreed in meeting, the builder will be paid an amount of Rs. 10,000/- (consolidated) out of the Society fund as a good gesture towards the maintenance cost of the Apartment for the month of July 2019 and the Society shall bear the monthly maintenance from its own fund from the month of August 2019 onwards.

Res# 5: Resolved that, the following Nine Members, in spite of repeated requests, who have not yet paid their subscription for fixing of iron jalli in the balconies of the Apartment, as per the decision of the GB are here by requested once again to contribute an amount of Rs. 3500/- for the purpose either in cash or online within a week time (Owners of Flat No. 2, 17,116, 203, 206, 207, 209, 211, and 305 respectively).

Res# 6: Resolved that, a new Member preferably residing in the Berhampur town and who can ensure his presence on call at the time of meeting and financial transactions of the society from time to time, be inducted as Secretary of the Society in place of the existing Secretary Mr. Prabin Nayak (who was nominated to the post of Secretary vide Res. No. 7 dated 18.11.18 in the First Meeting of the Executive Body) for convenience. It is, therefore, Resolved that, Mr. Harish Chandra Mishra be here by nominated as the new Secretary of the Society from 1.7.2019 in place of Mr. Nayak. Similarly, Mr. Prabin Nayak be also nominated to the EC of the society as Joint Secretary till . Further resolved that, an account of the society be opened in the Bank of India at Puri and the same be operated jointly by the President and Secretary of the society with immediate effect, instead of Secretary and Treasurer, as decided earlier, since the members nominated earlier are unable to spare time. This Resolution supersedes the earlier relevant decisions (i.e. both Res. No.4 & 7 of the First Executive Body Meeting held on 18.11.18 at Puri). A copy of this revised Resolution be submitted to the Bank accordingly at the time of opening the account.

Res# 7: Resolved that, the General Body unanimously confirms the election/nomination of the following office bearers of the Society with aforesaid changes. Thus, the names of the office bearers for the year 2018-19 and 2019-20 are as follows:

(i) PRESIDENT : KAMANA PADHI

(ii) VICE-PRESIDENT : PROF.(Dr) K.C. PANDA

(iii) SECRETARY : HARISCHANDRA MISHRA

(iv) JOINT SECRETARY : PRABIN NAYAK

(v) TREASURER : LADU KISHORE SAHU

This rectifies and supersedes the resolution No.7 of the General Body meeting held on 18.11.18. Resolved further that, 11 more members including a female member be elected/nominated to the executive body for the above term in the next GB meeting to be held on 4.8.2019 at Puri.

Arising out of discussions, Members expressed their serious concern for poor attendance of members in the meeting. The Secretary and Treasurer were also found absent in the today’s meeting. Both the President and the Vice-President expressed their unwillingness to continue in the post any further and urged upon the Members present in the meeting to kindly volunteer to involve with the responsibilities of the Society and participate in large number. Members are also requested to pay their monthly maintenance charge of Rs.600/- per month in advance (between 1^st to 5^th of every month) starts with effect from July 2019 positively. Some Members also requested the society to take initiatives in helping the builder to get the approval of the competent authority for the Ground floor and 4^th floor while some other members requested the Society to write a letter to the SP (Police), Puri for issue of ID card to all the Members of the Society to avail same facilities pertaining to the entry of Members to the Temple and other restricted zones at par with the local inhabitants/public by virtue of their property at Puri.

(KAMANA PADHI) (HARISH CHANDRA MISHRA) (PROF. K.C. PANDA)

President (DMRWS-P) SECRETARY Vice-President (DMRWS-P)

PROCEEDINGS OF THE THIRD GB MEETING OF“DIVINE MANSION RESIDENTS’ WELFARE SOCIETY, PURI” (DMRWS-P) HELD IN THE PREMISES OF “DIVINE MANSION” APARTMENT AT PURI ON 4.08.2019 AT 12 NOON

MEMBERS PRESENT: ATTENDENCE OF MEMBERS ATTACHED AS ANNEXURE-1

A GB meeting of “DIVINE MANSION RESIDENTS’ WELFARE SOCIETY, PURI” as scheduled was held in the premises of DIVINE MANSION APARTMENT located at Lokanath Road, Puri on 04.08.2019 at 12 noon to discuss the following issues. After threadbare discussion, the following resolutions were unanimously adopted in the above GB meeting of the society:

AGENDA:

1. To confirm the Proceedings of the Meeting of the GB held on 30.6.2019 at Berhampur;

2. To discuss the official handing over of the charges of the Divine Mansion Apartment to the Society and to take stock of the progress of the pending works as assured by the builder/Developer M/s Niwas Real Estate;

3. To finalize and approve the Accounts placed by the President up to July 2019.

4. To open the bank account of the society jointly in the name of the President and the Secretary;

5. To approve the draft bylaw of the society;

6. To register the society under Registration of Societies Act, 1860

7. Any other item with the permission of the Chair (non submission of documents by the builder and delay in allocation of parking space etc.)

The General Body, after threadbare discussions, the following resolutions were unanimously adopted by the society:

Resolution#1: RESOLVED that the minutes of the last General Body Meeting of the Society held at Berhampur on 30.06.2019 be confirmed and approved.

Resolution#2: After threadbare discussion on the issue of taking over of charges of the Apartment with objections and counter objections by the learned Members present in the meeting and after assurances given by the Builder to complete the remaining pending works and handover of certain documents to the Society within 10 days time , it was finally and unanimously RESOLVED that the Assets along with the Maintenance/Management of the Apartment “Divine Mansion” at Puri be formerly taken over by the “DIVINE MANSION RESIDENTS’ WELFARE SOCIETY,PURI”(DMRWS-P) from the Developer/Builder (M/s Niwas Real Estate Private Limited, Berhampur) w.e.f. 1^st August 2019. NOW, the onus of the Maintenance and Management of the aforesaid Apartment and its common utilities solely lies upon the Society w.e.f. August 2019 from Society’s own resources.

Resolution#3: RESOLVED that, the following Accounts of the Society placed by the President up to the end of July 2019 be approved. Resolved further that, the balance amount along with other funds available, if any in hand, be also deposited in the Society’s Bank Account to be opened on 5^th August (Monday). The bank account number bank name, and its IFSC code be circulated to the Members through WhatsApp group to enable them to deposit their annual maintenance charges Rs. 6000/- once in every year online (Statement of A/c enclosed)

INCOME:

1. Collection from 73 Members for fixing Aluminium Zalli Rs.2,55,500=00 @ 3,500/- per person

EXPENDITURE:

1. Paid to Aluminium Zalli Contractor Mr. Babuli Maharana Rs.2,00,000=00

(Against Estimated/quoted price of Rs. 2,11,000=00)

2. Office furniture, etc. purchased from Grand Road Puri for Society

Including the cost of transport, etc. Rs. 11,350=00

3. Statationaries, Sign board and Rubber Stamps + bill books+ cash

Memo etc. for Society Office purchased from Berhampur Rs. 4,100=00

4. 50% of the Lift Repair cost paid to Mr. Maharana Rs. 40,000=00

BALANCE IN HAND (CASH) Rs. 500=00

RESOLVED further that, since the entire repair cost of the Lift was borne by the Builder, an amount of Rs. 40,000/- (shown to have been paid to the builder in the A/c) along with the subscription cost of Aluminum Zalli to be collected from 06 more Members be deposited in the Society’s Savings Bank Account after deducting expenditures if any incurred as on July 2019. The Secretary be requested to collect cash memo/money receipt in support of the remaining expenditure worth Rs. 2,15,450/- from the President accordingly for necessary entry in the cash book.

Resolution#4: RESOLVED that an account of the Society(“DIVINE MANSION RESIDENTS’ WELFARE SOCIETY,PURI”(DMRWS-P) be opened jointly in the name of the President and the Secretary in the Bank of India (BOI), Lokanath Road Branch at Puri and the said SB account be operated jointly by the President and the Secretary of the Society from time to time.

Further RESOLVED that, the Cash Register, Cash Memo Book (Money Receipt Book), the Bank Pass book along with the Cheque Book be kept under the custody of the Secretary of the Society in addition to Correspondence & Meeting Proceedings respectively. The Secretary may take the help and advice of the Vice-President in case of correspondence and meeting proceedings and in case of accounts matter he may take the help of Treasurer respectively.

Resolution#5: RESOLVED that the draft bylaw of the Society along with the Memorandum of Association prepared by the Vice-President of the Society Prof.K.C.Panda on request, be approved for onward submission to the government for registration of “DIVINE MANSION RESIDENTS’ WELFARE SOCIETY, PURI” under Societies Registration Act, 1860. If there is any deficiency in documents as demands by law and/or by the competent authority, the builder be asked to comply the same by submitting the required documents to the Society without any further delay. Members those who are interested to go through the same may submit their e-mail to the Vice-President to get soft copy of the same for perusal and scrutiny or to make any suggestions thereof.

Resolution#6: RESOLVED that, the President and the Secretary of the Society be authorized to submit the Application along with the Memorandum of Associations and the bylaw before the competent authorities for registration of “DIVINE MANSION RESIDENTS’ WELFARE SOCIETY, PURI” under the Societies Registration Act, 1860 and to comply the necessary documents required under law for the purpose. Any document not available with the Society and due from the builder, the builder be asked to comply the same within a week time to enable Society to get it registered to avail the benefits of law.

Resolution#7: Arriving out of discussion, the GB unanimously resolved the following:

7.1. In regard to Payment of Holding Tax of all the 79 units of the Apartment, it was decided that, the tax as calculated/levied by the competent authority/local body will be borne by the Individual owners except those owners who have either paid to the builder the required amount at the time of purchase or the owner has a written assurance/documentary proof with him/her from the builder that the same will be borne by the later. One of the learned Members, namely, Mr. Krushna Chandra Panda (Flat No.2) being requested by the GB, has agreed/ volunteered himself to convey the prescribed cost in consultation with the local Municipality and take necessary initiative for deposit of holding tax on behalf of the owners at pmce. The Builder (represented by Partner Mr.S.Maharana) being present in the meeting has assured to furnish a list of those owners to the society who have already paid the required tax amount to them within a week time.

7.2. In regard to allocation of Parking space, it was unanimously agreed that parking space for parking of a four wheeler will be provided only to those Members/Owners who have either paid the parking fee to the builder at the time of purchase and having money receipt to that effect, and/or those owners who have been explicitly assured of parking space as reflected in their Sale Deed presuming the cost of parking space have been included in the total consideration price of the Flat. Out of the owners of 40 units attended the meeting today, only 13 Members ( of Flat Nos. 13,101, 102,109, 114, 201,202,217,306,309,313,401,and 402 ) have claimed to have either paid separately or they were assured the parking space- the cost of which has been included in the total consideration price of the flat which has been explicitly stated in their respective Agreement/or Sale Deeds. In addition to the owners of 40 units, the Builder ( Represented by Mr. Maharana) was asked to furnish a list of Members/Owners from among the remaining 39 from whom they (builder) have either taken cost of parking (separately or along with total consideration) and/or explicitly assured in their agreement/or sale deed at the time of purchase. The builder has agreed to handover the said list to the Society within a week time. Since the number of owners who have paid parking cost and/or have explicitly been assured for a parking space outnumbers the actual number of parking spaces available with the builder, the builder (Rep. by Mr. Maharana) has categorically agreed and declared in the meeting to donate the patch of space/land measuring 100 decimal bearing Khata No.36 & 48 through a Registered Willnama to the Society within 10 days on the condition that the builder will retain the parking money already collected from the owners/purchasers. Keeping the growing need of parking space, the GB unanimously agreed. After the said space 100 decimal is donated, the Society will ensure to allocate parking space to those bonafide buyers who have paid the cost and have explicitly been assured in their Sale deed said which the President of the Society assured in the meeting.

7.3. Before taking the charge of the maintenance by the society, several Members requested the Builder (Rep. by Mr. Maharana) to declare the amount which they want to donate to one time “Corpus Fund” of Rs. 5 laks to the society as per the existing real estate practice to meet the financial crunch in day to day maintenance. The builder expressing his inability has assured that, he will consult with the other partners and convey the decision to the society before next meeting.

7.4. Some Members also suggested the Society to make necessary arrangements for issue of an “ID-CARD” to each of the 79 owners of the flat as a proof of their residency at Puri to get the same benefits at par with local inhabitants. The said ID either can be generated or signed by the Society Secretary/or President or by the competent local authority. The GB requested one the learned Members, namely, Mr. Krushna Chandra Panda (Flat No.2) to assist in the matter. Mr. Panda has agreed to help in the matter and assured the Members that he will discuss the issue with the Sub-Collector or any other local competent authority in the matter to fulfill the aspirations of the Members. All Members may submit their Adhar Card copy to the Secretary for the purpose of verifying their date of birth.

7.5. Arising out of discussion, some Members also requested the Office bearers of the Society to consider the purchase of the following out of the society fund to be availed by all the Members:

(a) One large Water Purifier with RO (to be kept at Ground Floor for of all)

(b) Two Fire Extinguisher in each floor to prevent any untoward situation

(d) One Notice Board with aluminum frame and velvet cloth

It was unanimously RESOLVED that, both the items be purchased out of the Societies Fund in phases.

7.6. In regard to maintenance fee, it was unanimously RESOLVED that, each Member shall have to pay Rs.6000/- per each unit at once annually (@ Rs.500/- per month) in advance, to meet the cost of routine maintenance of the Apartment. Members may deposit the amount online in the Society’s bank account at Bank of India, Lokanath Road Branch, Puri. It was decided that Members shall have to deposit Rs.6000/- (for the period August 2019 to March 2020) within 15 days and thereafter Rs.6000/- in April 2020 which they shall continue to pay the annual maintenance fee Rs.6000/- between 1^st to 15^th of April every year positively.

Resolution#8: RESOLVED that the following ten Members are unanimously elected/nominated to the Executive Body (EC) of the Society for the session 2019-20 in addition to the five office bearers already elected/nominated for smooth and wide spread participation of Members in the deliberations:

(i) Mr. Rama Chandra Panda Flat No. 114

(ii) Mr. Krushna Chandra Panda Flat No. 2

(iii) Mr. Satyaban Pattnaik Flat No. 410

(iv) Mr.Jagannath Choudhury Flat No. 403

(v) Mr. Satyanarayan Panda Flat No. 413

(vi) Mrs.Snehalata Panda Flat No. 109 (female Rep)

(vii) Mr. Chakrapani Sahu Flat No. 111

(viii) Mr. Bhavani K. Pattnaik Flat No. 210

(ix) Mr. Subash Chandra Padhi Flat No. 209

(x) Mr. Rajendra Kumar Panigrahi Flat No. 106

Resolution#9: RESOLVED further that, the Builder (represented by Partner Mr.S.Maharana) who was present in the meeting has assured the Members to furnish the following crucial documents within a week which they are yet to submit to the society:

(i) Liabilities and Assets of the Apartment handed over to the Society;

(ii) Views of partners on payment of one time lump sum amount of Rs. 5 lakhs to the Corpus Fund of the Society;

(iii) Two separate list of flat owners/purchasers (a) from whom the builder has taken the cost of one “four wheeler parking space” and (b) another list showing the Members to whom the builder has explicitly assured for the same parking space in their respective Agreements or Sale deeds presuming that the cost of parking space has been included in the total consideration of the flat;

(iv) A registered Willnama showing the transfer of open space/ land measuring 100 decimal bearing Khata No.36 & 48 to the Society on donation to meet the growing needs of Parking areas;

(v) List of Members/Purchasers from whom the Builder has already taken any amount at the time of purchase the flat for payment of holding tax;

(vi) Occupancy Certificate (OC) required for registration of the Society;

(vii) Possession/Handing over letter of the remaining purchasers;

(viii) The Original Receipt showing deposit of the prescribed amount with the CESU authorities for maintenance of the Transformer;

(ix) Completion of the on-going construction work of the Society’s Security-cum-Caretaker Room with all fittings and fixtures;

(x) Completion of Electric Meter Installation Work in remaining 8 flats.

(xi) ROR of the Society building/ office to be submitted for registration.

Resolution#9: RESOLVED further that, the Executive Committee/Office bearers of the Society be authorized to determine the monthly wages of the three principal staffers, namely, Caretaker, Security Guard, and Sweeper keeping in view the limited fiscal resources of the Society. Also resolved that, the EC be also requested to prepare a chart showing the duties, responsibilities and accountability of the three staffers to be engaged along with their duty hours to be notified for information of the learned Members.

Further Resolved that, a website of the Society be also created and all the documents, decisions and proceedings and information pertaining to the society be uploaded in the website from time to time. The Secretary may act as admn. for the purpose.

Resolution#10: In regard to provide shelter to the drivers (those who accompanied the flat owners) during night hours, the Society expressed its inability to provide accommodation in view of non-availability of space, however, it was unanimously decided that, the drivers can be allowed to use the toilets of the Security Room of the ground floor for bracing and can slumber in their respective vehicles as usual.

(KAMANA PADHI) (PROF. K.C. PANDA) (HARISH C. MISHRA)

PRESIDENT VICE-PRESIDENT SECRETARY

PROCEEDINGS OF THE SECOND EC MEETING OF“DIVINE MANSION RESIDENTS’ WELFARE SOCIETY, PURI” (DMRWS-P) HELD IN THE PREMISES OF “HOTEL KAMAS INN” AT BERHAMPUR ON 1.09.2019 AT 11 AM

MEMBERS PRESENT: ATTENDENCE OF MEMBERS ATTACHED AS ANNEXURE-1

The first post-taken over EC meeting of “DIVINE MANSION RESIDENTS’ WELFARE SOCIETY, PURI” as scheduled was held at Hotel Kamas Inn, Berhampur on 01.09.2019 at 11 AM to discuss the following issues. After threadbare discussion, the following resolutions were unanimously adopted in the above GB meeting of the society:

The EC, after threadbare discussions, the following resolutions were unanimously adopted by the society:

Res#1: RESOLVED that the minutes of the last General Body Meeting of the Society held at Puri on 04.08.2019 be confirmed and approved.

Res#2: In view of extension of time and relaxation of provisions in “Sarva Kshyama” Yojana (amnesty scheme) by the Government for unauthorized constructions, it is RESOLVED that, the builder of “Divine Mansion Apartment” be requested once again to submit application with all relevant documents before the competent authority seeking approval for the Ground Floor and 4^th floor (including Parking Space) in the interest of the public where the builder has made deviations in the plan. The Builder represented by Mr. S. Maharana who was present in the meeting has agreed to submit the application before the competent authority within a week time seeking regularization of the same at his own cost.

Res#3: RESOLVED that the action taken by the President of the Society in entering into an agreement with M/s ……………………………. for AMC of Divine Mansion Apartment’s Lift for the period Sept 2019 to August 2020 on payment of yearly AMC fee of Rs.25,000/- be approved and rectified.

Res#4: RESOLVED that, the action taken by the President by fixing the monthly wage/honorarium of the Caretaker by negotiating at Rs. 9000/- (rupees nine thousand only) per month w.e.f. the month of August 2019 is approved on the condition that no further enhancement be made in the wage. Further Resolved that, the draft chart of duties, accountabilities, and responsibilities attached to the post of Caretaker as approved in this meeting be handed over/served to the Caretaker by the Secretary of the Society with instructions to follow the same.

Res#5: Resolved that, the President and the Secretary be authorized to search a suitable person to be engaged as Sweeper for the Apartment on monthly basis at the earliest.

Res#6: The Members expressed their serious concern over inordinate delay made by the builder (represented by Mr. Maharana) in completing the Security Room with all fittings and fixtures and delay in handing over of some of the crucial documents (as enumerated vide Res. No. 9 (i) to (xi) of the minutes of the first GB Meeting held on 4.8.2019) to the Society. RESOLVED that, Mr. Maharana has assured the Members to complete the Security room in all respects and to handover the all the documents as stated above to the Society on or before 20^th of Sept 2019 positively.

Res#7: The fiscal state of the society was discussed as under:

The Secretary of the Society reported that up to August 2019, a total of 35 out of 79 flat owners have paid their annual maintenance subscription @.6000/- year to the Society-both in cash and online causing fiscal hardship in spite of repeated reminders over WhatsApp group and telephonic calls. Since frequent approach and repeated request to a Member often is quite embracing, it was unanimously Resolved that, the learned Members be humbly requested once again to deposit their dues to the Society account online latest by 20^th of Sep, failing which the Society will be forced to initiate punitive action against the defaulting Members since day to day maintenance of the Apartment solely depends upon the subscription of the Members. The Secretary may raise/issue money receipts in favour of those Members who have already paid their annual maintenance subscription so far.

The President of the Society also informed the Members that as of 4.8.2019, owners of 73 out of 79 units/flats had paid their subscription @ Rs.3500/- for fitting of aluminum zalli to prevent monkeys as decided. Now, out of the remaining 6 members, two members have paid their dues amounting to Rs.7000/- so far which is available with the President. Now the EC requested the President to handover a total amount of Rs 84,500/- to the Secretary or deposit the following amount in the Society’s bank account:

(a) Subscription of 2 Members towards Aluminimum Zalli @3500/-x2 Rs.7000/-

(b) Balance amount in hand as of 4.8.19 as shown in GB Proceeding Rs. 500/-

(d) Amount paid by the Builder to undertake minor pending work Rs.37,000/-

The subscription of the remaining four members (Flat Nos.203, 211, ) as and when paid, be also deposited in the Bank Account by the Secretary.

Res#8: The Members have expressed their concern for inordinate delay in installation of electric meter in eleven more flats so far (excluding the 8 flats where the installation of meter is almost at the verge of completion). It was unanimously opined that, the onus of fixing meter in the corresponding flats lies with the individual flat owners. It was, therefore, unanimously resolved further that, the builder (Represented by Mr. S. Maharana) who was present in the meeting was requested to complete the installation work of the electric meter in the pending/remaining 11 flats, in consultation with the respective flat owners and the CESU authorities, on or before 15^th Sept 2019 to which Mr. Maharana has assured. In case, the meters are not installed before 20^th of this month, the Society will be constrained to disconnect the energy supply to those flats having no meters. The Secretary be requested to inform the Members of those ten flats (Flat No.105, 206, 214, 301, 304, 311, 312, 409, 411,412 & 414) accordingly.

(KAMANA PADHI) (PROF. K.C. PANDA) (HARISH C. MISHRA)

PRESIDENT VICE-PRESIDENT SECRETARY

PROCEEDINGS OF THE THIRD EC MEETING OF“DIVINE MANSION RESIDENTS’ WELFARE SOCIETY, PURI” (DMRWS-P) HELD IN THE PREMISES OF THE PARTMENT AT PURI ON 11.11.21 AT 3.30 PM

MEMBERS PRESENT: ATTENDENCE OF MEMBERS ATTACHED AS ANNEXURE-1

The SECOND (post-takenover) EC meeting of “DIVINE MANSION RESIDENTS’ WELFARE SOCIETY, PURI” as scheduled was held in the premises of the Apartment at Puri on 11.11.21 at 11 AM to discuss the following issues. After threadbare discussion, the following resolutions were unanimously adopted in the above GB meeting of the society:

The EC, after threadbare discussions, the following resolutions were unanimously adopted by the society:

Agenda#1: To confirm the Proceedings of the last EC Meeting held on 1.09.2019.

Res#1: RESOLVED that the minutes of the last General Body Meeting of the Society held at held at “Hotel Kamas Inn” at Berhampur on 1.09.2019 is confirmed and approved.

Agenda#2: The Secretary tabled a list of defaulter who have not yet paid their dues in regard to AMC and Zalli seeking EC to suggest mechanism for realization of the dues from the following members (as on 11.11.21) in spite of repeated reminders:

(a) No. of defaulters for non-payment of Rs.3, 500/- for Zalli fixing: Rs.

(Flat Nos: )

(b) No. of defaulters for non-payment of AMC for FY 2019-20: Rs.

(Flat Nos: )

(c) No. of defaulters for non-payment of AMC for FY 2020-21: Rs.

Res#2: RESOLVED the Secretary is here by authorized to prepare a due slip showing the amount outstanding against the each Member of the society be handed over to both the Security Staff and the Caretaker with a directive to them to remind the Members as and when they come to the Apartment for payment. The Security staff should also covey such defaulter members in event they fail to pay the dues, their water and electricity line will be disconnected before their next visit.

Agenda#3: To consider the collection of token energy charges from those flat owners who have not yet fixed/installed Electric Meter in their flats (Flat No. 2, 304,311, 409, 411)

Res#3: RESOLVED that, in view of delay in installation of electric meters and subsequent taken over of energy distribution companies by TATA Power, the total cost of installation of electric meters shall be borne by the respective individual flat owners.

FURTHER RESOLVED that, a token amount of Rs. 100/- per month be collected from the above flat owners till the electric meters are officially installed in their respective flats. In case, the above flat owners fails to pay/or refuse to pay/bear both installation cost as well as monthly token energy charges of Rs.100/-, the electric line to their flats be disconnected forthwith.

Agenda#4: To approve and peruse the up to date fund position of the Society placed by the Secretary w.e.f. 06.08.2019 (i.e. the date from official operation of the society account actually started):

(a)Opening Balance only for collection of zalli paid by 77 out of 79 Rs.2,62,500=00

Members @ Rs. 3,500/- per month

(b) 6.8.19 to 31.03.20 (FY 2019-20)

(i) AMC paid by 77 persons x Rs.6000/- Rs. 4, 35,400=00

(ii) Cost of Aluminum Zalli paid by 2 persons x Rs.3500/-= Rs. 7,000=00

(iii) Balance paid by the President Mr. Kamana Padhi Rs. 47,500=00

(iv) Bank Interest accrued for FY 2019-20 Rs. 4,747=00

TOTAL INCOME FOR FY 2019-20 Rs. 4,94,647=00

(b) Total Expenditure during the FY 2019-20

(i) Salary to 4 Staff Members Rs.1,38,500=00

(ii) General Maintenance and Misc Exp Rs. 48,288=00

(iii) Apt. Electric Bill Rs. 10,255=00

(iv) AMC for Lift of the Apartment Rs. 25,960=00

(v) Installation of five fire extinguishers Rs. 16,520=00

(vi) News Paper Rs. 1,115=00

(vii) Commission to Bank Rs. 664=96

TOTAL EXPENDITURE FOR FY 2019-20 Rs.2, 41,302=96

TOTAL INCOME FOR THE FY 2019-20 Rs.4, 94,647=00

TOTAL EXPENDITURE FOR THE FY 2019-20 (-) Rs.2, 41,302=96

TOTAL BALANCE out of income for the year 2019-20 Rs.2, 53,344=04

(A) INCOME AND EXPENDITURE OF THE FY 2020-21 UPTO 11.01.21

(i) AMC paid by 69 members @ Rs.6000x69 Rs. 4,14,000=00

(Except Flat Nos:2, 8,14,15,16,107,208,304,316,405=10)

(ii) Balance brought forward from the FY 2019-20 Rs. 2,53,344=04

(iii) AMC paid by 5 defaulters for the FY 2019-20 Rs. 30,000=00

(iv) Bank interest accrued on society account Rs. 9,589=00

TOTAL INCOME DURING FY 2019-20 Rs. 7,06,933=04

(B) Total Expenditure during the FY 2020-21

(i)

(ii)

(iii)

(iv)

TOTAL EXPENDITURE (FY 2020-21) Rs.2, 67,284=12

TOTALINCOME FOR THE UP TO 11.11.21(FY 2020-21) Rs.7, 06,933=04

TOTAL EXPENDITURE FOR THE FY 2020-21 ( - ) Rs.2, 67,284=12

TOTAL BALANCE in Bank A/c up to 11.11.21 Rs.4, 39,648=00

PRESIDENT MR. K. PADHI TO REFUND SOCIETY FUND UNSPENT (+) Rs. 99,000=00

Res#4: RESOLVED that, the up to date income and expenditure (up to 11.11.21 as presented by the Secretary as above is approved. The EC requested the President of the Society Mr. Kamana Padhi to refund/deposit the unspent balance amount of the society amounting to Rs.99, 000/-(as kept by him) in the Society’s Account by tomorrow.

FURTHER RESOLVED that, the entire account of income and expenditure of the Society up to March 21 (2020-21) be audited by a Registered Charted Accountant for perusal and record of all the members of the society.

Agenda#5: To consider the request of the Security Staff of the society for construction of a small independent room near the main gate of the Apartment covering the open space of all the sides with aluminum Zalli to protect monkeys.

Res#5: RESOLVED that, a room preferably 5 ft. x 5ft. be constructed near the main gate. The Secretary may consult experts and/or a contractor to prepare a realistic budget for the purpose which may be placed in the next EC meeting for approval.

Agenda# 6: Secretary placed the Letter No. 295/20 dated 11.1.21 of M/s Patitapaban Security Services, Puri for increase of monthly wages of their two security personnel.

Res#6: RESOLVED that, the matter be deferred to the next General Body Meeting of the Society for consideration.

Agenda# 7: To fix a suitable date for holding next General Body Meeting.

Res#7: RESOLVED that, the next General Body Meeting be held in April 2021 preferably on 25.04.21 (Sunday)

Agenda# 8: To consider the repair of the Generator which is currently defunct?

Res#8: RESOLVED that, the Generator of the Society be repaired subject to verification of Warranty. In case the warranty has already been expired a formal quotation from three firms or Mechanic be obtained to consider the lowest one.

Agenda# 9: To depute the President and Secretary to Electrical Office, Puri Municipality office and Sub Collector’s office to finalize the issues like, holding tax, garbage collection, and issue of ID Card to Members for proof as Puri residents.

Res#8: The President and Secretary personally visited the local Electrical Office on 12.1.21 and …….

ARISING OUT OF DISCUSSION BY THE MEMBERS ON OTHER MATTERS, THE FOLLWING RESOLUTIONS WERE ALSO ADOPTED UNANIMOUSLY:

Res#9: RESOLVED that, all the Members be informed through a notice and through Society’s WhatsApp Group to intimate the Secretary in writing through email or WhatsApp or message if they have parked any vehicle in parking space/or Apt premises round the year (permanently) giving details such as (i) whether two wheeler or four wheeler; (ii) Vehicle Regd. No ; and (iii) in running condition or defunct etc. for the record of the society and information of the security personnel. Such information should reach the society office within 15 days. If a member fails to give information, it will be presumed that, the owner has no vehicle parked in the premises of the Apartment.

Res#10: RESOLVED that, a calling bell be fixed at the Main Gate to facilitate those owners of the Apartment who reach Apt in late hours or wee hours of the day for their stay. The bell can be connected to the room/place where the Caretaker takes rest/sleeps in the night as this would facilitate him to open gate in time without causing any hardship to the owners concerned.

Res#11: RESOLVED that, the society may identify a small space near the Gate and to make small cabin-like closed tin-shed to open a food-court with essential items like Milk, drinking water, tea, soft drink, biscuits, cakes, breads, namkins, chalkolates, etc on payment so as to facilitate the owners who comes to their respective flats for stay in odd hours and emergency situations. However, no outsider shall be allowed to buy any item from the said food court. After, the shed is prepared; the society may give the same to any interested member fixing a nominal rent per month.

Res#12: It is brought to the notice of the Society that some owners have given their rooms/flats on rent without intimating the Society. It is, therefore, RESOLVED that all owners who have so far given their flat on rent should furnish a hard copy of the following documents along with detail information about their tenant to the Society Office/or Secretary (either through E-mail attachment or by Speed Post or in person to Security Staff on duty) with in a fortnight to address any eventuality and to comply Police as and when situation arises:

(a) A xerox copy of the Sale Deed of the Owner of the concerned flat;

(b) A Xerox copy of the Rent Agreement with the tenant;

(c) A true copy of the ID proof of the tenant with his/her address; and

(d) Contact No of the tenant.

Res#13: In regard to issue of ID card to owners of the flat as residents of Puri, RESOLVED Mr. Krushna Chandra Panda (Flat No.2) is here by authorized to explore the possibility of issuing such cards by any competent authority. Mr. Panda will discuss the matter with the local BeMC official or Sub-Collector for the purpose in the matter.

Res#13: RESOLVED that, Mr. S. Maharana (the Builder) be co-opted as a Member to the Executive Body of the Society as sharing information pertaining to the Apartment would be helpful to the EC to take decision. This be placed before the next GB Meeting for consideration.

Res#14: Arising out of discussion it is further Resolved that, Prof.K.C.Panda, Vice-President of the Society be requested and authorized to consult experts to design a website/web page for the Society (DMRWS-P) and upload all the information relating to the society right from the beginning as per the data available such as office bearers, by-laws, guidelines, all minutes of both EC & GB Meetings, assets and liabilities, for information of all the Members to maintain transparency. Soon after Prof. Panda with the help of expert uploads all the information, he be requested to handover/inform the webpage link and login PW to the Secretary who thereafter shall remain sole responsible for updating the relevant information from time to time. The Secretary can only share the link to the Members in the WhatsApp group, but not the login pass word for security reasons.

In regard to the status of “Sarva Kshyama” Yojana (amnesty scheme) by the Government for unauthorized constructions, the President of the Society and Mr. Krushna Chandra Panda (flat no.2) have informed in the EC meeting that, the Builder has already submitted/complied all the documents along with the prescribed fee before the Government seeking approval of ground floor and 4^th floor. They further informed that, all applications so far received under the said scheme from different Development Authorities including PKDA are still pending with the GA Department which may take time.

(KAMANA PADHI) (PROF. K.C. PANDA) (HARISH C. MISHRA)

PRESIDENT VICE-PRESIDENT SECRETARY

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Proceedings

PROCEEDINGS OF THE GB MEETINGS OF“DIVINE MANSION RESIDENTS’ WELFARE SOCIETY, PURI” (DMRWS-P)

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