11th AGM - 20-6-2010 - Minutes

MINUTES OF THE 11th ANNUAL GENERAL BODY MEETING OF SANJEEVA REDDY NAGAR WELFARE ASSOCIATION HELD ON 20th JUNE 2010 AT 3.00 PM AT APHB COMMUNITY HALL, SR NAGAR, HYDERABAD 500038

IN THE CHAIR: Y. BABJI, PRESIDENT

QUORUM: As per the attendance taken in the register of AGM. [According to the Rules and Regulations of the Association, the quorum should not be less than 40. The meeting was attended by 43 members and the requirement fulfilled.]

LEAVE OF ABSENCE: Granted to Sri M Lingam Goud, Joint Secretary-III

After the welcome address and opening remarks by the President, the Annual General Body transacted the following Agenda

ITEM No.1
Confirmation of the Minutes of the AGM held in 2009
Resolution: Confirmed


ITEM No.2
Action taken on the Minutes of the AGM held in 2008
Resolution: Noted


ITEM No.3
Presentation of Secretary’s Report for the year 2009-10

Resolution: AGM considered the report and approved it. Also appreciated the efforts made by the Executive Committee during the preceding year i.e. from July 2009 to June 2010.

Record Notes: The activity report of the Secretary is appended to the minutes of the AGM


ITEM No.4
Consideration of Audited accounts for the year 2009-10

Resolution: Considered and approved the accounts i.e. (1) Trial Balance for the year ended on 31st March 2010, (2) Income & Expenditure account for the year ended on 31-3-10, (3) Balance Sheet as on 31-3-10

Record Notes: The above statements of accounts submitted by the Treasurer appended to the minutes of the AGM.


ITEM No.5
Appointment of the Auditors for the year 2010-11

Resolution: Resolved to continue M/s SVR Murthy & Co., Chartered Accountants  as Auditors to the Association for the year 2009-10.

ITEM No.6
Approval of Budget Estimates for the year 2010-11
Resolution: Resolved to approve the budget projections

Record Notes of discussion: The budget estimates for the year 2010-11 appended to the minutes of the AGM

ITEM No.7
Any other item with the permission of the Chair
Resolution: No specific resolution adopted

Record Notes of discussion: (1) Smt K V S Swarajya Lakshmi, a Life Member of the Association suggested that the main road of SR Nagar Colony from Umesh Chandra statue to Police Station may be named after her father late Dr Tirumala Rao, a popular freedom fighter. AGM is of the opinion that necessary recommendation may be made to GHMC in this regard. (2) Sri Sreerama Murthy, a Life Member of the Association suggested that the list of life members may be circulated to all the members of the Association. Noted for action. (3) Sri V Anjaneyulu, Past President of the Association that just before the elections, the names of candidates who have filed nominations for the posts of office bearers may be circulated to all the members. This has been noted for future guidance.

Election to the Executive Committee for the term 2010-12

Sri P Narender Reddy, a Life Member of the Association who has been appointed as Returning/Election Officer conducted the elections. Where-ever there is a contest, he organized secret ballot as decided by the AGM and finally declared the following as elected. All the 12 EC members were elected in the AGM.

Sri CB Richard as President (by ballot)

Prof JS Babu Rao as Vice President (by ballot)
Sri P Shankar as Vice President (by ballot)
Sri MS John as Vice President (by ballot)

Er. CS Rao as Secretary (unanimous)

Sri K Hanumantha Rao as Joint Secretary-I (by ballot)
Sri V Viveknath as Joint Secretary-II (by ballot)
Er. K Indra Reddy as Joint Secretary-III (by ballot)

Sri T Pentaiah as Treasurer (unanimous)
Sri T Srikanth as Joint Treasurer (unanimous)

Dr V Anjaneyulu, Past President as EC Member
Er BSR Murthy, Past President as EC Member
Sri Y Babji, Immediate Past President as EC Member
Sri MS Sampath, Immediate Past Secretary as EC Member
Sri SVRB Raju as EC Member
Sri C Venkata Rao as EC Member
Sri T Jacob as EC Member
Sri Ajit Singh as EC Member
Smt G Saraswathi as EC Member
Smt KVS Swarajya Lakshmi as EC Member
Smt Sarada Katakam as EC Member
Smt K Joy Manorama as EC Member

After declaration of results, the outgoing President Sri Y Babji handed over the Office of the Association to the newly elected President Sri CB Richard.

The AGM ended with vote of thanks from the outgoing Secretary Sri M S Sampath.

Sd/- M S Sampath
Secretary

Sd/- Y. BABJI
President

Minutes of the 8th EC Meeting held on 8-2-2009

Item No.1: Confirmation of the minutes of the last ECM dtd 11-1-09
Confirmed


Item No.2: Action taken on the minutes of the ECM dtd 14-12-08
Noted


Item No.3: Community Hall

Issues related to development: Resolved to request Hon’ble MLA to write to APHB expediting preparation of estimates for renovation of Community hall and copy marked to the Association so that the issue can be persuaded.

Litigations in the Court: Resolved to wait further.


Item No.4: Review of works & issues

Developmental works done: Resolved to write a letter to the concerned in GHMC to get the footings of the modern lighting poles reinforced, ducts covered properly and to ensure lights till 6 am by re-setting the timers accordingly

Works in the process: Resolved to write a letter to the concerned for completing the modern lighting system in the SRT & Low cost housing area of SR Nagar.

Works to be done: Resolved to write letters to the concerned for laying foot paths in the lanes and bye-lanes wherever not done in the colony and also to repair roads at all the ‘T’ junctions.

Sunday meetings: Noted as satisfactory and decided to continue the same trend.

Attendance of members at the ECMs: Noted the attendance as follows

First 20-7-08 - 12 members; Second 10-8-08 - 10 members; Third 14-9-08 - 13 members; Fourth 12-10-08 - 15 members + 2 spl invitees; Fifth 9-11-08 - 12 members + 2 spl invitees; Sixth 14-12-08 - 13 members + 3 spl invitees; Seventh 11-1-09 - 15 members + 2 spl invitees; Eighth 8-2-09 - 12 members + 3 spl invitees.



Item No.5: Association Initiatives

Post Boxes: Noted the letter written to the Post Master under copy to Postal authorities

General Parking lot: Resolved to represent this issue at the next GHMC meeting with the representatives of the Associations.

Vendors around the community hall: Resolved to represent this issue at the next GHMC meeting with the representatives of the Associations.

Area Information Boards / Street Indicators: Noted the sponsorship by M/s Karur Vysya Bank, SR Nagar Branch. Resolved to put up to two welcome boards one at the Umesh Chandra Statue and the other near SR Nagar PS. The Treasurer is authorized to get the work done. Resolved to arrange 10 more street indicators in the places. Jt Secretary II, Sri CS Rao is requested to identify the places. Also resolved to expedite the repairs, repainting and re-writing of street indicators.

Liaison with Govt Departments: Noted the letter written by the Secretary to Commissioner, GHMC in response to a newspaper report about conduct of review meetings by the ZMC in every 3 months and DMC for every 45 days with the Colony Associations. Resolved to write a letter nominating the following 4 office bearers namely Sri B Sreeramachandra Murthy, Vice President-I; Sri M S Sampath, Secretary; Sri CS Rao, Jt Secretary & Sri T Pentaiah, Treasurer apart from the President himself.


Item No.6: Review of distribution of Calendar 2009:
Resolved to ensure delivery of calendar to every household as far as possible.


Item No.7: Permanent Issues

Library: Noted the letter written by the President in response to the letter of the Branch Librarian addressed to the Secretary, City Central Libraries on various issues.

Children’s park: Noted the letter written by the Secretary for a metro water connection, sump, raising compound wall and improving the greenery.

MCH playground: Noted the letter written by the Secretary for MOU, arranging facilities for certain games.

Sarvodaya Mahila Mandali: Noted the status of affairs. Sri MS John, Jt Secretary is authorized to do liaison between Mahila Mandali and the elders named for the purpose of securing the accommodation for senior citizens and for utilizing the shuttle court.

Sanitation: Noted as satisfactory. Noted the proposal of the Secretary to have 3 paid toilets in the colony.

Water supply: Noted as satisfactory.

Electricity: Treasurer is authorized to talk to the concerned for ensuring timers till 6 am in the morning.

Traffic: Resolved to discuss this issue seriously with the ZMC and DMC in their review meetings.


Item No.8: Income & expenditure during the current month

Noted the receipts of Rs.11,100 towards life membership and small donations. Noted the expenditure as Rs.314/- Also noted that the number of life membership is 317 as on the date of the ECM dtd 8-2-09.


Item No.9: Filling up the vacancies of JS-I, JS-II and JS-III

Unanimously resolved to fill in the vacancies as follows consequent to Sri MS Sampath, JS-I, becoming the Secretary of the Association (1) Sri CS Rao upgraded from JS-II to JS-I (2) Sri MS John upgraded from JS-III to JS-II and (3) Sri M Lingam Goud from EC Member to JS-III. The resultant vacancies of EC Members and the existing vacancies of EC members shall be filed by Women in the next EC meeting.


Item No.10: Any other issue with the permission of the Chair

Resolved by majority of consensus that the EC meetings shall be held on every 2nd Sunday of the month as usual.

Resolved to write a letter to Andhra Bank to have timings convenient for public transactions.

[Y. BABJI]
President

Minutes of 7th EC meeting dtd 11-1-09

1. Confirmation of the minutes of the last ECM held on 14-12-08
Confirmed

2. Action taken on the minutes of the ECM held on 9-11-08
Noted

3. Community Hall (a) Issues related to development (b) Litigations in the Court (c) Watchman

(a)President read over to the ECM the letter of Hon’ble MLA, Dr M Shashidhar Reddy dated 1st Dec 2008 written to the Vice Chairman & Housing Commissioner, APHB.
(b) Resolved to wait to file a miscellaneous writ in continuation of the 2nd writ to handover the community hall after renovation, till the estimates are finalized and foundation laid for renovation of the Community hall with about Rs.50.00 lakhs arranged by Hon’ble MLA
(c) Noted the improvement in cleanliness and removal of junk from the premises of the community hall.
(d) Resolved to write a letter to VC&HC, APHB on allotment of community hall to Sri T Sridhar who laid a shamiana for servicing Hyundai cars, Kukatpally, which is a commercial activity, contrary to the request of the Association not to allot for reasons other than community needs and family functions
(e) Also resolved to go as a delegation to Housing Board after Sankranthi festival, to represent issues

4. Review of works & issues (a) Developmental works done (b) Works in the process (c) Works to be done (d) Sunday meetings (e) Attendance of Members at ECMs

(a) Noted that the CC Road was laid in the lane beside Sri Venkateswara Temple
(b) Resolved to write a letter to the concerned to properly cover the modern lighting ducts
(c) Resolved to write letter to the concerned for completing the modern lighting system in the SRT & Low cost housing area of SR Nagar. Resolved to write letters for laying the CC road beside Sri CS Rao’s residence.
(d) President requested the EC Members to consider attending Sunday meetings
(e) Noted the following attendance at the ECMs
20-7-08 - 12; 10-8-08 - 10; 14-9-08 - 13; 12-10-08 - 15; 9-11-08 - 12; 14-12-08 - 13;
11-1-09 - 15

5. Association Initiatives (a) Car Travel Agents & (b) Vendors around Community Hall (c) Area Info Boards/Indicators

(a) Noted & deferred
(b) Noted & deferred
(c) Resolved to repair, replace and repaint the street indicators starting from 1st February and complete by 31st March 2009

6. Calendar for 2009

Noted that the Calendar 2009 of the Association, 3000 copies, is ready for distribution from 12th January by dividing the areas among the office bearers and EC members.

7. Permanent issues (a) Library (b) Children’s park (c) Play Ground (d) Sarvodaya Mahila Mandali (e) Sanitation (f) Water (g) Electricity (h) Traffic

(a) Resolved to remind the Secretary, City Central Library over phone about the absence of the Attender, Mr Rajesh and for making alternate arrangements
(b) Resolved to write a letter to the Director, Urban Forestry, GHMC for sanction of a water connection and a sump of 5000 litres
(c) Resolved to go as delegation to the SR Nagar PS after Sankranthi festival to request for patrolling during nights to clear unruly mobs from the playground, children park and mahila Mandali etc
(d) Resolved that Sri BSRC Murthy, Vice President-1, Sri CS Rao, Jt Secretary II will talk to the President/Secretary to have premises in the Mahila Mandali building for Senior citizens.
(e) Resolved to go as delegation to GHMC
(f) Noted as satisfactory
(g) Noted as satisfactory
(h) Noted

8. Income & expenditure During the current and preceding months

Noted the expenditure during the period between the 6th and 7th EC meeting as Rs.340/-. Further noted that the amount received by way of sponsorship for calendar is Rs.64,500/- and the cost of printing is Rs.45,000/- and that the surplus is Rs.18,400/-.

9. Allotment of subjects (a) Absence of Sri K V Mallikarjuna Rao, Secretary consecutively for 3 EC meetings and not discharging his duties from the day of his election

(a) Executive Committee observed that the Secretary elected, Sri K V Mallikarjuna Rao has once again failed to keep up his promise in attending to the meetings and discharging his duties in spite of letters and personal talks by Vice President-1, Jt Secretary-1, Jt Secretary-II and the Treasurer on different occasions. Noted that he has not attended the EC meeting today i.e. 11-1-09 contrary to his promise. Since his election, i.e. in the postponed AGM held on 13-7-09, he attended only 2 EC meetings on 20th July 2008 and 10th August 2008 and has not attended any EC meeting thereafter till today. Also, he did not make any correspondence, did not write minutes of any meeting and did not cooperate in filing returns to the Registrar and also in effecting changes for operating bank accounts of the Association. EC thus construed that he failed to discharge his functions as Secretary as stipulated under Rule 14 of the Rules & Regulations of the Association. Under the circumstances, the EC resolved with regrets that he ceases to be the Secretary of the Association for absenting himself without seeking leave of absence, consecutively for 3 EC meetings, as per rule 3 (d) (iii) & rule 11 of SR Nagar Welfare Association.

(b) Resolved to fill the vacancy of the Secretary by Sri M S Sampath, Jt Secretary-I as per rule 8 of the byelaws of the Association with effect from 12th January 2009.

10. Any other issue or issues With the permission of the Chair

(a) Resolved to make ID cards for those office bearers and EC members including that of park committee
(b) Resolved to hoist the National Flag on 26th January at 8 am.
(c) Resolved that Sri BSRC Murthy & Sri CS Rao will talk to the President/Secretary of Sarvodaya Mahila Mandali and offer Prizes worth Rs.1500/- for competitors in muggula poteelu on the eve of Sankranthi festival
(d) Noted that as on 31st December 2008 the life members of the association are 310

[Y. BABJI]
President