Minutes of Meetings

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Minutes of the meeting held on 14 October 2001

Minutes of the meeting held on 04 November 2001

Minutes of the meeting held on 13 January 2002

Copy of the Letter sent to Commissioner for House Tax matter

Copy of Letter sent to the Builder in 2002

Minutes of the meeting held on 08 June 2003

Guide Notes after meeting with Mr. Dewaskar on June 2003

Minutes of the meeting held on 27 July 2003

Meeting with Builder on 07 August 2003

Minutes of the meeting held on 24 August 2003

Minutes of the meeting held on 7 September 2003

Secretary's Note of GBM of 21 September 2003

Proceedibgs of GBM of 21 September 2003

Donors List of Articles

 

 

 

Minutes of the meeting held on 14 October 2001

·        Block common toilet should not be sold. No space on the ground floor should be sold/gifted for commercial purpose.
·        Security guards are found missing from check post frequently hence fencing is required on railway trackside boundary wall & security to be tightened.
·        Dustbin with covers to be placed near boundary wall in front of each block.
·        Central duct to be made open  (to be covered from top open from inside).
·        Lift certification, earthing / electrical audit certification required from competent authority. Modification required in lift like
      - Proper numbering as per floor no;
      - Glass in door to be removed & replaced by grill;
      - Emergency light inside lift to be provided.
·        Account of external electrification with details.
·        Notice board as per enclosure to be provided.
·        Car pass/stickers to be made available.
·        As per terms & conditions cable installation was to be made free, but now Rs. 300/- has to be charged.
·        Finishing of inside of flats is not proper like uneven plaster, wrong slopes in floor etc.
·        Agreement with cable operator, security agency and any other agreement need to be made available to residents.
Foul smell from water. Chlorination is required periodically.
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Minutes of the meeting held on 04 November 2001

  • There was a general agreement by alls present to send registered letter to Mr. Teja Singh, Director, Paras Builder Pvt. Ltd. regarding the issues faced by residents.
  • The issue mentioned in the letter was approved by all present. All residents to sign this letter before it is sent to Mr. Teja Singh.
  • It was decided to hold a family veg. Dinner on 17th Nov'01. The contribution would  be Rs. 50/- for adult and Rs. 30/- for children above 5 yrs. All members were requested to give their contribution to Mr. Sheshadri, Flat No. D-3/303 latest by 11th Nov'01.
     Next meeting scheduled on 11th Nov '01 to discuss about Diwali celebration.
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Minutes of the meeting held on 13 January 2002

The issue of Property Tax was discussed at length. It was shared that three basic issues related to this are :
      (a) Rate of Bag Sewania to be applicable instead of Arera Colony.
      (b) Tax Calculation to be based from the possession date for year 2001-02.
      (c) Calculations to be based on the area mentioned in Registry.
The members were informed that many residents have taken up this issue individually and that the Zonal Office has agreed to Point (b) & (c) as mentioned above. However, the Zonal Office has suggested to take up the matter of tax rate at the Commissioner's level.
It was therefore decided that a letter to this effect will be sent by the Association latest by 20th January'02. This letter is to be signed by Shri Goswami on behalf of the Association. For the purpose of correspondence in future, the Association will use the address of Shri Goswami and he would share the development in the next meeting.
It was also decided in the meeting that the present cable operator will be removed from Paras City. The Security was given the necessary instruction in this regard. It was also decided in the meeting that no payments will be released by any residents to this operator. It was also decided that See TV will be explored. Shri Goswami to get back on this in the next meeting.
The Committee also discussed on the letter sent to Mr.Teja Singh. It was agreed that any follow-up should start after 15 days only. It was also decided that the cc of this letter to be sent to the entire addressee.
The issue of Security in light of recent theft was discussed at length. It was decided that all the vehicles of residents will have proper stickers. The residents would be issued a badge, which has to be deposited at the gate at the time of exit, and collected at the time of entry. It was also decided that entry of all vehicles/visitors to the colony will have to be recorded at the gate. Gate pass system to be explored and implemented at the earliest. Mr.M.Hussain to work in this regard and share development in next meeting. It was also decided to start the system of Identity Card for servants etc.
Registration of Society was taken up and it was decided that it has to be expedited.
The last minute of the meeting held on 16th December 2001 was shared. The names of nominated Society members were shared and objections solicited. The nomination of Mr.V.P.Sharma was welcomed by all present.
Shri Aggarwal shared the budget and expenses for the dinner held on 1st January 2002.
The names of the nominated Block representative were shared.
It was also decided to collect the Society membership fee of Rs.100/- at the earliest. The necessary stationeries to be procured at the earliest.
It was also decided to allow a vegetable vendor to setup his stall every Monday near the site office for the benefit of the residents. This stall to be subsequently put up every Sunday after two weeks. The vendor has agreed to deposit Rs.100/- ( non refundable ) to the society for this service. 
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Copy of the Letter sent to Commissioner for House Tax matter
D-1/103 Paras City, Opp. Shalimar Enclave, Arera Colony, Bhopal

January 15, 2002.
The Commissioner
Municipal Corporation
Bhopal
Sub: Property Tax at Paras City, Bag Sewania ,Bhopal 2001-2002.
Dear Sir,
This is to bring to your kind attention that the Property Tax notice has been received from the Office of Zonal Officer, Municipal Corporation, Ward No.51, E-6, Arera Colony by Paras City Residents based on the rates applicable to Arera Colony i.e @ 24/sqft. We would, however like to stress on the fact that this location is situated in Bag Sewania (as per our documents), hence Tax should be calculated at the rate applicable to Bag Sewania.

You are requested to look into the matter urgently & ensure that the Tax is calculated on the rate as applicable for Bag Sewania, so that all the residents can make the payment at the earliest.
Thanking you,
Yours truly,

President
(Paras City Residents Association)
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Copy of Letter sent to the Builder

PARAS CITY RESIDENT'S ASSOCIATION
E-3, Arera Colony, Bhopal  
31-Mar-02
Mr. Teja Singh
Managing Director
Paras Housing Pvt. Ltd.
M. P. Nagar, Zone-I, Bhopal
 
Sub: Problem & issues concerning the Paras City Residents
Dear Mr. Singh,
We the residents of 'Paras City' would like to bring the following to your notice:  
We are getting foul smell in drinking water these days. We request you to look into the matter as it concerns the general health of the residents. Please note that at the time of booking it was not highlighted to us that there will be no provision for fresh water supply. Meanwhile we suggest periodic cleaning of the underground as well as main overhead tank along with regular treatment etc. We would also request you to get the water checked for its potability from RRL/CFL and a copy of the same sent to us.
The boundary wall at the left side of the entrance near the main gate is yet to be made causing a major security risk to our life & property. We appreciate the fact that security guards have been provided, however, we have observed the following vis-a-vis security
      - Security guards are found missing from post frequently;
      - Unauthorized elements are allowed inside the colony;
      - Security guards are associating with all kinds of people coming to the colony;

We therefore suggest the following:       
 -Open area to be covered with fencing/boundary wall. 
 -Boundary wall should have fencing on top on all sides especially the railway trackside.
 -All the cars/scooters to be given stickers.
 -All vehicle (without stickers)/person (non-resident) entry to be noted in the register at the gate by security.
 -All servants/vendors to be issued gate passes.       
 -A notice board to be provided at the gate for writing messages.    
 -Sigh board like "Dead Slow", "Children are playing", "Vehicle parking" etc to be provided inside the colony.
 
We are facing lot of problem with Citi Cable. The telecast is erratic and major channels are not shown. We request you to switch over to 'See Cable' at the earliest. Moreover, all the residents are in the favour of 'See Cable'. As per the term mentioned in the brochure we were to be given installation free cable connection. We have been, however, charged Rs. 300/-, that too, after much negotiation. We request for the refund of the same.
We would also like to have the copy of the contract agreement you have entered with Citi Cable, Security agency or any other agreement, which concern our colony & residents.
We would also like you to provide us with the certified copy of the following from competent authority
      a) Lift safety certification;
      b) Earthing / Electrical Audit certification;
      c) Earthquake resistance Certification;
      d) Building completion certificate from Municipal Corporation.
As per your brochure you were supposed to provide Modern Lift in all the flats. We would like to apprise you of the fact that the lift provided by you are nowhere near definition of 'Modern Lift'.

We would anyway request you to provide the following in the lift;
      - Emergency light;
      - Intercom facility with your site office;
      - Grill in place of glass window
As per your brochure you were supposed to provide Common toilets in each block, which has not been provided till date. We would also like to request you not to sell the common toilet in each block. 
Please justify & explain why the "Press Wala" was gifted a shop in D3. Please provide copy of the Gift Deed. Further, no more common space is to be gifted/sold for commercial purpose.
We would also request you to provide covered dustbin near the boundary wall of each flat so that the sweeper do not throw garbage outside the wall.
We would also this take opportunity to appraise you regarding air crack & poor finishing of the inside wall as well as roof of almost all the flats.
We would also request you to provide us the detail of the external electrification as well as expenses done by you in this regard. We would also request you to provide us the detail of expenses on maintenance/Security etc. on a monthly basis. It is evident to be brought to your notice once again that all the residents have contributed for that.
Please make provision for flag hoisting pole for functions on 26th January & 15th August.
As a resident we expect that a colony like ours should have a temple/stage & we hope that you would do something in this regard.
There is no ventilation & poor daylight in the drawing & toilets of the entire flat since the duct is closed from top. Please modify the system.
There is a difference in floor number & lift button. For example, for flat 202 we have to press for floor 3.
Please also let us know your future plans in Paras City. Please let us know the number of flats you are finally going to build.
Please also let us know the number of Guards, Sweepers etc. you are going to employ for the security & upkeep of the colony.

Lastly, we would like to inform you that we the residents of 'Paras City' have formed our association to discuss the day-to-day issue on every Sunday. We are an informal group and we intend to get registered once all the residents have occupied all the flats. We suggest & request you to send one senior representative of yours to discuss the issue with us. We meet every Sunday at 11.30 am in the Paras City Park.
Looking forward to a positive response from you.
Thanking you,

Yours faithfully,

(PARAS CITY RESIDENTS ASSOCIATION)
Signature of all the residents with house nos. enclosed.
Cc: Principal Secretary, Urban Housing Development,
Chief Municipal Commissioner,
Commissioner, Town & Country Planning,
Collector, Bhopal,
S.P., Bhopal
Editor, Hindustan Times
Editor, Dainik Bhaskar
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Minutes Of Meeting held on 8/6/03 at 10 AM at
Office Of Society at A4 Block of Paras City Complex

All the executive members of Society were present together with additionally called Block Representatives Shri Sahni of D-5, Shrivastava of D-1 and Shri Manke of A4. The meeting start ed with Review of Last MOM –Dated 25/5/03. Following are the highlights:

  • With the objective of bringing the transparency in handling the financial matter, SB Account No 005501027395 dated 7/6/03 was opened with ICICI Bank, MP Nagar Branch. The initial amount, which is available in the bank, of Rs. 2000 plus balance cash within Rs. 1000 with the Treasurer will be utilized for day-to-day operation of society. Also the fix Deposit of Rupees  10,000 ( FD No 1341381,005515282089 dated 7/6/03) was opened for one year period and this amount will not be utilized and will remain as Fix Deposited. The source of this fund is from Member ship contribution. All further collection over and above the running balance of Rs. 1000 with the treasurer will be periodically deposited in the SB Account of ICICI . It was also decided that Mr. Manke will audit the accounts on monthly basis and report will be submitted to president.
  • The flat residents list (yet not enrolled members) was not ready and the executive members requested Mr. Aiyer to submit the list immediately so that all-possible efforts are done to collect the member ship fee. However it was strongly felt that member ship drive should be completed by month end.
  • It was also decided that the entry fee will be collected from the service providers as per circular dated 4/6/03 and the treasurer and joint secretary Mr. Dhawan will be responsible for this activity.
  • It was also decided that instead of forming the advisory body, selected member from every block will be called by rotation as a special invitees and their opinion and advise will be sought regarding improvement and suggestions.
  • Work related to sign boards, speed control was appreciated and it was decided that such activity would continue in future.
  • The representative from lift installation company came and the maintenance related activity was discussed and following decision was taken:

1.    The safety instruction will be placed inside the lift indicating how to open the door incase of light failure

2.    The on off switch will be replaced with push pull switch to stop the misuse of fans

3.    The emergency bell will be made operative in all the lifts, which is presently not functionally.

Following points were discussed from agenda listed for 8/6/03:

Builder Related issues:  It was decided that Mr. Dhawan will fix the date for meeting with builder and accordingly the executive committee will discuss all the issue listed in agenda, dated 8/6/03 and finalize the strategy for discussion with builder.

Reported Maid Servant: it was discussed that after interacting with the maidservant and flat owner final decision will be taken and shared in next meeting. Mr. Dhawan is authorized to deal with this matter.

Committee formation: It was decided that functional sub committee will be formed for sports, cultural programme and educational programmes and the suitable action plan will be finalized by executive committee, making them fully functional and responsible in their fields.                                                             Secretary                                                                 President 

CC  : All  Block Representatives / All  Executive Members for their information with the request to follow the proceedings for all betterment of welfare of Paras City Residents / Complex as a whole, keeping all the residents posted up to date.

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Minutes Of Meeting held on 27/7/03 at 11 AM at Community Hall

 All the executive and working members of Society except the following were present together with additionally along with cultural committee members.

Shri VP Sharma, R.B. Singh, Dr. Khandait, U C Shrivastav and Mrs. Muktha Rathi, Shilpi Jhawar, Mr. Rupa Husain, Mrs. Shalini Gupta, Mrs. Gyananba Ravindran, Arvinder Kaur

 Following are the highlights:

  • Unsafe activity in Paras City ( Foot ball / Cricket playing): During discussion there were arguments in favour as well as against the said games, it was held that the children do need the scope of some games to platy around. It was highlighted that in no case the children play should cause any inconvenience to the residents , some senior citizens and ladies were reported to be hurt by foot ball play with the breakage of one tube light. It was also indicated that the residents have to bear in mind the legal aspects of the purchase agreement of flats wherein no scope of heavy out door games is provided. However it was agreed that the lighter indoor games like Basket ball , Badminton  and Table tennis may be permissible as an alternative to the children play. In order to assess the scope of this activity together with the modality and the financial availability contributed by the residents may be worked out by the sub committee agreed and formed as under:
    • Headed by Dr Joshi with additional members Shri Bedi, M K Gupta, Shri Manke and Dr. Bharal. This committee is required to submit their proposal by 3/8/03 to the society executive so that the requirement may be finalized.
  • Formation of Cultural Sub committee: The issue was discussed with the earlier formed cultural committee with the intention to have a additional body to assist in the actual process of arranging cultural programmes in all the national / religious function. In general it was agreed that the additional cultural sub committee may be formed for the purpose out of the no of ladies willing to volunteer for such activity accordingly. Accordingly additional sub committee is formed for the purpose as under:
    • Headed by Mrs. Vinita Marwa, the other members are nominated as: Mrs. Rupa Hussain, Mrs. Salini Gupta, Mrs. Gyanamba Ravindran, Mr. Arvinder Kaur &  Dr. Mrs. Rasmi Jain.
    • This committee will be co coordinating all the cultural activity with the earlier formed cultural committee with all their mutual co-operation.
  • 15th August Celebration: Due to the rainy season it was agreed that no cultural activity is advisable , further so with the forth coming the Ganesh Festival, the cultural committee the desired to better concentrate for the same. It was finally decided to organize flag hoisting with National Anthem followed with distribution with sweets to children.
  • Dr Joshi Memorandum: All out appreciation from all the members was extended to Dr Joshi for taking pains to bring out the said memoranda covering  almost all the aspects of general welfare for the residents and the complex. Many of the issues concerning discussion with the builders were summarized and sort listed for discussion. The main issues which could be discussed and decided for the present are summarised below:

 

    • Contribution to the society: For long-term financial strength of society the monthly contribution of Rs. 300 per month is proposed , it was discussed in detail and as per the general feeling of the present members it was held in principal to have some reasonable monthly contribution from Jan’04. It was agreed in general to initiate the contribution of Rs. 100 per month by each resident ( owner as well as tenants on behalf of owner. As an incentive for speedy collection it was proposed that the willing residents may be allowed to pay Rs. 1100 in lump sum for full calendar year. It was also proposed that some sort of arrangement of collection box for the cheques may be readily available in society office to facilitate the contribution by individual residents. Late fee of Rs. 10 per month was also proposed to be charged from the defaulting residents. This proposal as whole needs to be approved and wetted by general body.

Cable issue: in spite of all out efforts the quality of transmission together with the services of cable operator is not up to the mark and is deteriorating month after month where as at other places transmissions are good. Hence it was decided to get the connection / infrastructure technically examined . Shri N K Ojha of B1/204 Volunteered for the task and assured to get it examined within a weeks time. After the report the executive committee will decide the further course of action.

Lift Use: It was agreed to discourage the usage of lift by service providers for its lasting utility.

Community Hall usage by out-siders: It was agreed to take up this matter with builder and be discouraged.

Public Utility Centre: The concept was detailed by Dr. Joshi to invite the supply center for various utility to provide the home delivery of utility articles to the residents on the best competitive rates and with assured quality, contributing additionally to the society welfare fund . This issue welcomed by the general needs approval in general body , mean while the proposals as available may be procured and processed.

Left out issues are deferred for the next meeting.   

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Minutes Of Meeting held on 24/8/03 at 11 AM at Community Hall  

All the executive and most of the working members of Society along with the special invitees attended the meeting. Following are the highlights:

  • Brief of activity done in last few months: The MOM dated 27/7/03 was reviewed and status as on toddy shared with the members. The other activities were completed except the Games committee report /public utility center. The Games committee report is likely to be submitted shortly and afterwards the society will take decision on it. Regarding public utility concept, keeping in mind the inconvenience and restriction on residents this idea was dropped with majority. The cultural committee proposal for Ganesh / Durga Puja was shared and approved.
  • Sharing MOM held with Builder dated 7/8/03: The proposals with regard to Intercom, back up system for lift, solar lightening in the garden was dropped as regretted by the builder. As opined by the present members following items need further persuasion by the builder:
1.      Water logging in the corridor from both sides causing slippery movements and also damage to the sidewalls plaster, peeling out.
2.      Pump house maintenance to be assigned to the plumber for better availability of the plumber all the time in the campus.
3.      Copy of lift maintenance agreement to the society for further control on lift maintenance.
4.      Permission to allow indoor games like badminton and carom in the community hall.
5.      Provision of ID Cards to the workers engaged by the builders

The issue of investigation of additional sources of bore wells and the scope of supplementing water harvesting system, as desired by the builder was discussed and a committee of selected residence being formed to investigate both the issues for further persuasion.

·        Inter connectivity with the Gate: Two proposals of having telephone connection and of intercom, as proposed respectively by Mr. Hussain and Gita Krishanan were discussed And detailed by them. The proposal of India Card was demonstrated and detailed by a senior executive of touch tel. The proposal of intercom being initially very costly involving members of at least 100 members @ Rs. 1500 each, needing proper education and consents of members. It is proposed to do proper feasibility study by RB Singh for Final discussion in Forth Coming GBM. The other proposal of Installation of Telephone at the gate with the involves initial 50% rebated expenditure of Rs. 750(refundable deposits)+ Rs. 400 toward cost of installation and the monthly rental of RS 250. In addition the outgoing calls over and above free allows call of 50 will be extra chargeable. To control the extra expenditure the use of India card was suggested for which installation of instrument costing Rs. 1000 is being offered free to society. The extra cost of out going calls is likely to create extra burden to society needing final approval in the GBM.

·         Proposed GBM in Sep’03:  Shri Saxena, the president briefed about the process of fresh registration of the society and its revised By laws together with the initiative for the settlement of accounts, planning the welfare activities with the proper coordination and communication amongst the residents and needs systematic implementation during last three months. It was indicated that the final assignment of this ad hoc committee for the election of the permanent body, is being initiated together with the passing of society’s accounts for the annual audits in the next GBM Proposed in Middle of Sep’03.

·        The accounts audit reports: Shri RB Singh , the secretary detailed the scrutiny of the earlier ad hoc society’s accounts done by Shri A. Manke, whose efforts are highly appreciated. This was essential due to the appreciable amount of balance of Rs. 13323 received by the present body while taking over. The Total receipts together with the expenditure as indicted in the earlier records were also appreciated, nearing the approval of present forum with regard to its accounting. As such the accounts was passed with applause for incorporation in the annual account. It was further indicated that the proper accounting procedure is initiated from July’03 as pointed out by Shri Manke.

·        General Discipline: As proposed by Mr. K.S Saxena, there are many items needing reminders to educate the individuals residents for various following discipline to be followed for all out betterment of the society. Efforts were made in the past but with little results needing further attention.

1      Use of lifts need to be strictly restricted to the residents and their guests for its prolonged utility. All the service providers and also its misuse by the children play need to be strictly controlled by each individual resident.
2.      To maintain the cleanliness of the campus the throwing of garbage outside the flats, particularly so as observed in all the three back side of the flats need to be stopped with immediate effect. The maidservants should also be strictly warned to carry the garbage properly to the dustbins, instead of carelessly throwing outside.
3.       Use of corridors for any individual purpose be strictly avoided and in no case any luggage or any sort of fittings/structures/articles should be allowed in the corridors. Causing disturbance to the neighbors and spoiling its cleanliness and beauty.
4.      It was reported that during leisure hours in day time the workers and maidservants together with some outsides unknown person sitting in groups create disturbance to the residents. This needs to be discouraged.
5.      In spite of repeated cautions displayed on the boards some of the vehicles are still seen rushing with speeds inside the campus. This has to be stopped for the safety of the resident’s families.

With regard to above disciplinary items separate notices are further being displayed on the notice board of every blocks. This needs to be strictly followed.  As suggested a suggestion box is also being installed out side the society office in Block A4, All the residents are intimated and welcomed to put their valuable suggestion, which will be taken care of by the society.

                 Secretary                                                                                            President

CC: Copy all committee members/participants for their information & for sharing with block residents.

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     Minutes Of Meeting Held On 7th Sep’03 At Society Office A4 Block

 All the members of Executive / Working committee and sports committee were present except: Dr A Joshi, Dr R K Bharal, Shri B Mandal Shri A Manke, Shri N K Gupta Shri UC Shrivastav Mrs. Dev Priya Yadav.

 The issue was discussed as per Agenda circulated together with sports committee recommendation dated 25th Aug’03. The details of discussions are given below: 

  1. Sports committee recommendations:  The facts narrated as per recommendations were agreed in totality with regard to recommendations. The proposed arrangements were categorized, discussed and agreed upon as per details below:
o       Out door games like Football, Cricket and Basket ball - The proposed availability of fields need to be further assessed with regard to its exclusive availability for Paras City children except that of BHEL Sports club. The charges of sport club, transport and the security of the children need to be finally assessed for its practical implementation. It was also felt that the children may hesitate to the farther area to avail this facilities.
o       It was felt more desirable that the grounds available on the western and southern side of the out side the Paras city boundary may be better alternative for which the available gate on the western side and opening the additional gate on the southern side will be the basic necessarily. For basketball the southeast and southwestern corner are felt to be suitable where the height of the iron net needs to be increased. After visiting the proposed site and doing the necessary assessment of expenditure involved, the builder may be contacted to get the desired permission of the proposed opening and the collection of funds may be proposed, amongst the residents in the next GBM as suggested by the committee.
o       With regard to indoor games like badminton, table tennis and carom – The courts for badminton are already available and are being used by the players. This may be continued with additional improvements and provisions as desired for which additional collections may be made from concern residents and the requirements may be fulfilled accordingly. The sports committee is requested to further process and progress with desired elements. For other games of table Tennis and carom the basic need of the community hall may further be persuaded with the builder for its final implementation by the society.
o       Arrangement of coaching facilities for the children interested in Martial Art may be initiated by Shri Rajender Singh with his good offices with sports authority of India as proposed. 
  1. Interconnectivity: The proposal of intercom involving initial expenditure of Approx Rs. 3 Lacs as per the quotation received presently seems to be impractical however residents opinion may be taken on this subject before taking final decision in the next GBM.

The proposal of installing a regular telephone line at Gate by Touch Tel involves initial expenditure of Rs. 1150 (750 refundable security + Rs. 400 as installation charges) and recurring cost of Rs. 250 rental per month. In this proposal 50% concession is available for refundable security of Rs. 1500 to Rs. 750. In this arrangement only the incoming from the residents to the gate will be available to have contacts with the security as and when required. The proposal was agreed to be implemented at once according the society will do the needful for its implementation.

  1. Transport Restriction / Sticker: With the obliging initiative of Mr. S S Bedi of Apollo Tyres, the stickers available for cars and two wheelers have been affixed on about 90 % vehicles of Paras residents, the remaining residents are being further forced to make use of the available sticker within next 15 days. After wards the stick checking of the vehicle is proposed at the gate, after notifying to all the residents in the next GBM. A Circular to this effect may follow.
  2. Corridor Misuse: As already circulated earlier, to avoid the misuse of corridor by the residents, this needs to be further notified in the next GBM.
  3. Lift Maintenance certificate: It was highlighted that during last one month, after getting the arrangement of maintenance certificate from the society before payment of monthly maintenance charges by the builder the general working of the lift seems to have been improved, the provision of certificate needs a regular arrangement for which it was agreed that before issuing a certificate the president / secretary will examine the complaint register and in case of any complain block representative will be consulted for ok report. In case there is no complain registered and having no complaint from block representative, ok report will be released for payment of maintenance charges.
  4. Next GBM is proposed on 21/9 where in after discussion on the available issues the appointment of election authority / panel will be nominated to progress further to elect the new body. Notice for next GBM will follow with agenda.

                   Secretary                                                                               President

CC: All executive / working / sports committee members for their information, they may kindly keep all the block wise residents informed accordingly.

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SECRETARY’S NOTE IN GBM of 21/09/03

 Dear All Paras Resident’s

I heartily welcome to all of you in this, the only General Body Meeting of the present ADHOC BODY. As you are aware that there are certain decisions, which affect most of the residents’ financially as well complex environment, for such issues the society strongly feels that it should be debated at larger forum and collective decisions are taken. Also the current society body is ad hoc body by gathering general consensus and not elected by involving all the residents. The Ad hoc body was formed with objectives of running the society and getting the society registered, has completed the task well ahead the time given by last GBM. So the General Body meeting is called with the twin objectives of taking decisions on common issues linked to most of the residents and formation of new body through Election.

The ad hoc body’s external work is quite visible and the progress is well appreciated, however I will like to reemphasize the tasks completed for General interest of residents.

  1. Improved Planning: Efforts toward proper planning / co coordinated working with proper and prompt communication with repeated meetings and circulars / notices was materialised.
  2. Accounting System: Systematic Accounting with all out economic working was implemented.
  3. Funds Control: Proper control on Funds / Expense by opening the FD Account (Rs. 10,000) and Saving Account (Rs. 8000) and Payment restriction, No payment without authorization of Bills by President or Secretary. No advance is paid to office bearers without clearing previous advance if any.
  4. Relation with Builder: Cordial Relation ship was initiated, resulting help in running day-to-day society function effectively. Following are the contribution from builder side after having joint meeting with Society members:
    • Bus Stand installed out side the campus
    • Society Office Accommodation provided in Block A-4.
    • Closure of Gate Adjacent to Community Hall 
    • Improvement in Cable / Lift Operation
  5. Donation:  Maximum Infrastructure by donation (As notified by list – 28 person donated)
  6. Registration: Registration of Society / Buy Laws within the record time of one month after decision in Executive body.
  7. Celebration of Events: 15th Aug and Ganesh Puja were celebrated with high degree of Residents participation. Separate Cultural committee was formed for organizing cultural programmes. Committee did the funds collection, organizing the events and expenditure and keeping the proper accounts. The revenue and expense detail was displayed in record time after completion of event. 
  8. Communication: Work on Telephone / Sports is initiated, certain decisions are taken and balance to be approved by GBM. The installation of a telephone at the gate with provision of incoming calls, costing initially about Rs. 1500/- with recurring rental cost of Rs. 250/- per month is almost through, needing final approval of the GBM.
  9. Security: Stickers on Paras vehicles pasted for identification and proper security. Issue of passes to maidservants and staff working inside the Paras City is almost complete. The proposal for strict checking at the gate of vehicles without stickers needs to be initiated, needing general approval of the GBM.     

                    President                                                                        Secretary

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Proceedings of the GBM dated 21-09-03 held in Paras City Campus 
As per the agenda notified on 7-09-03 and the letter dated 15-09-03 together with copy of By-laws circulated to all member residents of Paras City, a GBM was held on the ground floor of A-6 at 11 am. The desired quorum being not available, (presence of 62 members, out of total of 230) the meeting was adjourned for half-hour and was resumed at 11.30 am in the presence of said members as per provisions.
President initiated, welcoming all the participants – member residents with the vote of thanks to the ex-executive committee of Paras All Residents Advance Society, which initiated the society working which could be brought to the present stage of Paras City Residents Welfare Society, duly registered with its revised by-laws.
The listed agenda together with accounts statements ending 31-08-03 and Secretary’s Note was circulated among participants for their information. Secretary’s absence due to his unavoidable personal circumstances was regretted. In his absence, Secretary’s note was read over by Shri Sheshadri, Jt. Secretary. The main contents were further elaborated and highlighted by the President.
Item wise agenda was discussed and decisions arrived at as per details given below:-
 1. Dr Joshi’s letter dated 15-07-03:
In general the efforts put in the letter envisaging all sided welfare aspect of Paras City residents were appreciated at large. Most of the later items been already discussed in the past and being taken care of at some stage or the other, only the first item for proposal of monthly contribution, proposed from Jan 04, was discussed at large. Out of the 18 members, revealing their ideas/opinions, 6 members out rightly rejected, 5 favored and the remaining opined for better assessment of the requirement, till next body is formed. Accordingly, the proposal of the monthly contribution was deferred for arriving at better consensus till the next GBM, after the formation of the duly elected executive body. 
2. Transport restrictions/inter-connectivity:
With the provision of the stickers by the courtesy of Shri S.S. Bedi of Apollo Tyres, for all the cars/two wheelers owned by residents, the proposed initiative for the transport restriction to the outsider vehicles was supported at large. Accordingly, strict checking at the gate was agreed with all possible cordial dealings at the gate, this needs to be implemented. 
Two available proposals for the inter-connectivity within the complex were discussed. Installation of one Touchtel telephone with only incoming calls at the gate, involving initial cost of Rs. 1150/-, with recurring rental charges of Rs. 250/- per month was agreed to be expedited. Another proposal of intercom involving initial installation cost of approx. Rs. 3 Lacs, calling for contribution of Rs. 1500/- from each resident member was also agreed in principle in which the annual maintenance cost will be extra chargeable (yet to be estimated). It needed further investigation to expedite in near future. In case of intercom availability, the earlier proposed telephone was agreed to be utilized in the society office use, with both incoming and outgoing facilities. In this regard, the initiative taken by Shri M Hussain of A-2/204 and Shri Geeta Krishnan of B-4/104 were highly appreciated.
 
 3. Corridor misuse/cleanliness/use of lift and general discipline:
With the repeated educational efforts by various circulars/notices and also discussions in general meetings, the contribution by individual residents was requested and highlighted to achieve the required degree of quality and discipline, with regard to use of corridor, maintaining general cleanliness, prolonged utility of lifts, with all out disciplined habitation, which was agreed at large, to maintain decency of living in the complex.
 
 4. Passing of annual accounts:
The account sheets of receipts / expenditure circulated amongst the participants duly audited by Shri A. Manke of A-4/003 was examined in general. The first part up to 18-05-03 being already passed earlier by the present ad hoc body. The second part ending 31-08-03 was also Okayed and the account as a whole ending 31-08-03 was passed unanimously.
 
5. Proposal for dissolution of present Ad-hoc body:
The process of dissolution to be followed by General Elections of the new Executive Body was proposed & elaborated by the President. As per general consensus, the proposed dissolution was ruled out, advocating the continuation of the present Ad-hoc body, till the formation of newly elected body as per general practice in vogue.

 

6. Nomination of Election Officer/Panel:
The process of election of the new body as per the provisions of the newly registered by-laws was elaborated. To conduct elections accordingly, the proposals for the panel of three members were invited. Only one set was proposed as under by Shri A Manke and seconded by Shri V.L. Nilose :-
 
1.      Shri Giriraj Kishore, Election Officer
B-1/001, Tel. No. 2465526
2.      Dr A. Joshi, Member
A-1/201, Tel. No. 2420304
3.      Shri A. Maheshwari, Member
A-4/002, Tel. No. 5276629
 
It was approved unanimously. Accordingly the panel was introduced to all the members, with the request to expedite the election process by the end of the second week of Oct 03, before Diwali.
 
                                                                                                                        President
 
Cc:       All block-wise notice boards for general information
 
 
 
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MINUTES OF MEETING HELD WITH BUILDER ON 7/8/03 AT THE OFFICE OF PARAS CITY BUILDER , MP NAGAR, BHOPAL.

A delegation from Paras city welfare society met with the Builder at his office at MP Nagar on 7th Aug’03. The participants were as:

      Paras City Welfare Society                      Paras Builders

     1. Mr. K.S. Saxena -  President                      Mr. Teja Singh Moolhandani .
     2. R .B. Singh -  General Secretary                Mr.  Dinesh Mool Chandani
     3. Mr.  A . Manke  -    Member                      Mr. Harish Mool Chandani
     4. Mr. P S Dhawan  -  Joint Secretary         Mr.  Suri   

This was the 1st meeting of present Ad hoc Committee with the builder in which the society president Mr. Saxena introduced the New Ad hoc committee with Mr. Teja Singh and his team. The copy of Fresh registration together with the entire executive / working members list was also provided to them. Thanks was extended to the builder for full filling the earlier assurances for erection of gates opposite community hall, providing office accommodation in Block A4 and erection of Bus Stop out side the campus. The repair of approach road was also assured. 

Following concerns were discussed and decided as given below:

1.     Maintenance Staff: The availability of essential maintenance staff like electrician, Plumber etc was persuaded, particularly the present non availability of plumber was impressed upon, the electrician being available all the time, the plumber was assured to be available daily during the evening hours, in emergency cases plumbers availability was assured within 24 hours notice after lodging the complain in their office register. The individual residents are required to provide the material required for the desired maintenance in time. 

To attain the individual requirement of various maintenance work inside the flats, the availability was assured during the office hours as well, with the legitimate extra payments to be done by individual flats residents, for which item wise rates may be finalized by the society in consultation with maintenance staff. The local supervisor on behalf of the builder will get such complaints verified by the society weekly on every Sunday by President or the secretary.

  1. Lift Maintenance: The system of power back up to support additional power supply was fully regretted by the builder being very costly and impracticable. The provision of 24 hours attendant was also regretted however the attendant will be available since morning to evening and all the complaints was assured to be attended promptly to provide the desired security and efficient service of the lift. The use of lift by the service providers like maidservants, paper / milk vendors and others to be strictly discouraged to prolong the lift utility. On the initiative of Mr. R .B. Singh, Secretary it was agreed by the builder that the monthly maintenance charges to be paid to the lift service provider will be paid only after being duly verified by the society.
  2. Bore well: At present the working of both the tube well in order was assured by the builder. It was also clarified that the main source of water to the complex being the Kolar water supply, the bore wells are meant to supplement the shortage of water as and when required. However he is open for additional sources of water to be created in case of future requirement if required to be investigated inside the campus.
  3. Water harvesting system: The builder assured that he at his level has tried to create all possible water harvesting system originally on the western side, supplemented this year in the front areas along with eastern side of the main gate He has further welcomed to show the system to the technically knowledgeable residents of the complex, to supplement   further accordingly
  4.  Solar lightening in Garden: The system being verified by the president K S Saxena personally being quite costly, the builder resented to provide for such heavy cost of installation. He has further revealed of his own experience as a first supplier of solar lights in Bhopal that besides the system being initially costly, it is not at all lasting in future, which gets useless after getting faulty with heavy recurring cost of individual battery maintenance and other fixtures
  5. Inter connectivity with main gate: Installation / provision of intercom was discouraged by the builder, revealing his own past bitter experience of such arrangements tried by him in complex of 80 Flats in Indore and 30 Flats in Bhopal. He revealed that such arrangements become more of a nuisance to the security guards from individuals residential families than facilitating the desired securities / connectivity. As an alternative it was suggested to have a telephone at gate operated with coin, which may be used by individuals accordingly to their requirements. He assured to provide all help to expedite / such installation.
  6. Cable Operator: Beyond all discussions it was agreed by Mr. Dinesh to mediate for better co ordination and performance by the present cable operator to improve upon the situation. He will organize a meeting with cable operator for this purpose in the nearest possible opportunity with the society executive
  7. Games and fencing of the North Eastern of the corner: On the request of providing the community hall open for indoor games like table tennis and carom to the children it was regretted and requested not to be encouraged for the long term utility of community hall. With regard to request for temporary closure of the north eastern open land it was assured that the boundary wall on this area will be constructed in the near future after the rains are over to provide proper safety.        

                    Secretary                                                                                  President

Cc : All the executive / working members / block members to intimate the residents

 

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 Guide  Notes: Emerged with meeting held on 23.6.2003 with Shri Dewaskar, President Shalimar enclave residents welfare society , Bhopal 

Initiative by the Executive body of Paras City Resident Society , to seek guidance from the adjacent  experience areas and informal meeting was held in the office of the said society in Block A4 on 23.6.2003, inviting Shri Deswaskar. Following executive members were present:

K S Saxena, Shri VP Shrama, Dr Mrs Uma Pandey, Shri R B Singh, Shri P S Dhawan, Shri S K Iyer, Shri Sahani – Spl invitee, Shri S Manke – Spl invitee 

Shri Deveskar strongly advocated building and maintaining the cordial relations with the builder and proper harmony among residents in order to achieve the lasting good results for the welfare in general. He further discussed and advised  the various issues based on his valuable experience of last 5-6 years as per details below:

  1. Recovery from residents: Revealing, it to be one of the most difficult task, all out efforts to be made as cordially as possible for collection of funds, opting for  the legally possible ways as the last resort without using any unfair means / muscle power and never making any prestige issue.
  2. Financial Management: As initiated by RB Singh, Secretary was suggested  as and when felt necessary the membership fee to be made annual instead of one time to meet  the usual day to day expenses of society working.

Some additional contribution may be required to meet  the general maintenance after the same is handed over by the builder in future, in case maintenance deposits interest may not be sufficient for the purpose.

  1. Formation of sub committee: To manage the various functional activities like religious / Cultural , sports and other recreations for the residents , functional sub committee are advised to be formed in order to decentralise the activities involving maximum member of residents. These should be made fully autonomous and should perform right from collection of funds to its managements and updating of accounts which in no case be mixed with society formed. The society bodies may however be made available to these committee only for the outer support as and when so desired to assist in their functioning.
  2. Society Registration: In the light of revised by- laws with the change name of society, it was advised that the fresh registration should be materilised as early as possible so as to provide it proper legal support and strength. Till then  the old registration could be utilised as and when so required. In getting the fresh registration done the involvement of the builder through one of its representative is also advised desirable as a good will towards builder.
  3. Issue of maintenance of funds / deposits: Due to specific non mention of refund of Maintenance deposits of Rs. 35000 in the agreement by the builder it was discussed at length after going to agreement clauses from 27 – 29, it was derived that due to the mentioned of refund of self deposits to the individual owner in cases of any transfer / sale of flats under clause of 29, the said amount will be in safe deposit towards each flat accordingly, it is expected that this deposit should be handed over en-block for all the flat owner to society , as and when the builder decides to handover the complex to the society . In no case this deposit should be allowed to be refunded to individual owner while handing over by the builder. In all possibility the FD’s for the said deposits as expected to be held by the builder may be requested to be transferred as such in the name of the society while handing over by the builder . In this and all other contexts it was further advised to thoroughly study the agreement deeds for proper and judicious courses of actions for future with reference to all the desired items for favourable decisions with the builder.
  4. Tenants Vs Owners: Entitlement as residents , indicated in By laws are distinguished with their membership, voting rights and the members of executive bodies. The owners only being fully responsible for the flats as the property owners for all the pros and cons are the fully entitled for all the above three categories where as the tenants, after getting enrolled as members may be allowed the voting rights without occupying any positions in the executive body, as they will always be changing due to their short leave category as residents.
  5. Water Problem : As against the present comfortable position of water availability , the complex may face water shortage at any stage in future to come, as has happened in Shalimar Complex . Accordingly some additional source of water to make the complex self sufficient in the form of bore wells are advised, costing approx 50 000 each to the expected depth of 300 – 400 ft. In addition newly advocated rain harvesting measures were also suggested.

Accordingly the society , feeling highly obliged to the above valuable guidance by Shri Desvakar, needs to adopt the advised modes of functioning for the lasting betterment of resident welfare as whole.

               R.B.Singh                                                                                 K S  Saxena

CC : To all participating members for the information           

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DONERS  LIST

Paras resident welfare society with all its pleasure extends its compliments to following benevolent donors and feels highly obliged for their support in making the society welfare efforts recognised widely and adding infrastructure for better functioning . It further expects that with such continued added support in future, they and all other, will further strengthen the society existence.

1

V .P. Sharma

A-5/302

Office cabinet

2

T.M  Siddiqi

D-2/002

Flag hoisting pole

3

M.K  Piplani

A-1/202

PVC Board in park

4

R. Mallik

A-6/002

Fan

5

Venkat  Ramana

B-2/004

PVC Flooring in office

6

Harmesh Arora

A-2/201

Ahuja Sound system

7

J.P Cement (Sudanshu Handa)

­­B-2/303

Main notice board

8

K.K.Furniture(Gita Krishnav)

B-4/104

Speed limit board

9

Shivam Asthana

D-3/102

Notice board for block  D-3; 4; 5

10

Shri. Natual

D-6/202

Notice board for block  D-6

11

Shri. Seshdari

D-3/303

Notice board for block  B-3

12

Shri.  Jeevanandam

B-4/301

Notice board for block   B-4

13

M.K.Gupta

B-2/304

Notice board for block  B-2

14

Vandam Hospital(Dr.Pandey)

A-6/101

Notice board for block  A-6

15

Sandeep Agarwal

A-5/003

Notice board for block   A-5

16

Samir Sharma

A-4/002

Notice board for block   A-4; 3

17

Shri.  V. Paliwal

A-5/303

Speed limit board at main gate

18

K. S. Saxena

A-4/004

Cotton felt floor cover

19

Shri.  Manmohan

Office chair(4)

20

Shri.  Sanjay (Paper Vendor)

 

Office chair(2) 

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