EGBM, dated 5/01/2025

Emergency General Body Meeting DATED: 05-01-2025 Venue: Clubhouse, Prajay waterfront city. Time: 10AM - 1.00 PM Attended: 29 numbers of house owners AGENDA: 1. Establishing the MB Committee 2. Finalizing the Selection of the Contractor 3. Reviewing and Finalizing the Election Process 4. Addressing Maintenance Concerns 5. Discussing and Resolving Pending Work Items The general body meeting was started with welcoming remarks by the general secretary Vijaya Saradhy and highlighted to all owners that attending General body meetings is essential and works huge weightage if we all work together. It is not only the duty of the board of directors to look at every issue, after all, it's essential to understand it volunteering work, not a paid task. He penlight that so many owners are always active and criticize and comments on WhatsApp group, which is not a healthy signature. lf you have any questions, please bring them into GB meetings and let us try to reply instead of putting it on WhatsApp group with no follow-up and no outcome. General notes 1. A zoom meeting was scheduled by Srikanth Manikuntala for the benefit of owners who could not be present physically at the venue. 2. Online meeting was not part of the initial plan, some owners who were physically present at the venue objected to facilitating online meeting. There were some other attendees who argued that interested owners should not be excluded since a zoom meeting was already scheduled by Srikanth 3. EC accepted the zoom link based on the request of owners and as a trial. EGBM was therefore a hybrid of both offline and online modes, EC will discuss the utility of online channel for future meetings and will take a decision after consulting with owners Meeting started very late at 10:45 AM due to low attendance 1. General Secretary Vijaya Saradhy requested all owners to have civil conversation in the meeting and to refrain from making sarcastic and derogatory comments, to refrain from initiating and propagating rumors and unfounded allegations against anyone. 2. Chairman said EC or individual members of EC are not involved in taking up any contracting work on behalf of the society or builder and that some owners are making false allegations on this topic. He requested everyone not to circulate rumors in WhatsApp. 3. Several attendees voiced their frustration with the numerous messages floating on WhatsApp group chats, the constant fights, sarcastic and instigating comments. They voiced their concern that important updates and requests are getting lost in the spam Vacancies in EC and elections 1. There are currently 4 vacancies in EC. General Secretary is inviting nominations to fill up the positions as soon as possible for efficient functioning of the EC. 2. A couple of more members of the EC shared their intention to resign verbally but Chairman is awaiting official written letters. 3. Director Vinay Bolla said that all the EC members are extremely disappointed and deeply hurt with the constant criticism against EC and has shared several examples where they worked hard even at odd times leaving their personal lives aside for the benefit of the society – Ex: Managing water supply during pump failures, out-of-pocket expenses for hiring water tankers during shortages, resolving electricity failures, catching snakes, cleaning up roads/parks etc. 4. Vinay Bolla said several members of the EC are ready to resign if there are enough nominations from more active members for the positions 5. Vice-Chairman Venu Raparthi advised that the new directors need to take charge on 01-Apr- 2025 so we will need to conduct elections at least a few weeks before that date 6. Chairman Kanaka Raju said a few owners have proposed independent third-party observers/presiding officers for conducting and overseeing elections. This option can be taken up with the consent of owners if the expenditure is acceptable for everyone 7. Mr. Vijender Solanki has proposed to utilize independent third-party observers/presiding officers on a voluntary basis to avoid expenses and has offered to bring his friends to take up those roles 8. All attendees agreed that guaranteeing fair elections is the priority Mission Bhagiratha status 1. General Secretary Vijaya Saradhy requested all owners to help in MB reviewing available quotations from vendors and finalize the vendor for pending works. 2. He also advised the owners to help with new quotations including negotiations. 3. A proposal to create a sub-committee for Mission Bhagiratha was announced and accepted by the attendees 4. This sub-committee will need to review the prior work of vendors, review quotations and finalize one vendor after negotiating for the actual work 5. This sub-committee will also need to visit the various government offices for any documentation and approval process required before starting the civil works as well as take care of ongoing formalities 6. This sub-committee will also need to be physically present at the site to oversee the actual work when it is in progress. 7. Not every member of the sub-committee needs to be present every single day, but expecting reasonable efforts and attendance 8. Chairman and General Secretary made it very clear that anyone can join the sub-committee and invited all interested owners for active participation 9. Rakesh Saghar (Plot 332) and Devanand (Plot 366) nominated themselves 10. Vinay Bolla proposed Kiran Kulkarni (Plot 146) – Accepted by Kiran 11. Vijaya Saradhy proposed Sesham Srinivasan (Plot 16) and Amjad Hussain (Plot 30). Consent to be taken for inclusion in the sub-committee since both were absent from the meeting. 12. Chairman Kanaka Raju proposed Anand T (Plot 232) – Accepted by Anand 13. Chairman proposed R.Venu, Srinivas Reddy and Suresh Babu from the EC team – Accepted by all 14. Srikanth Munikuntla proposed to wait for 3-4 more days to see if more owners nominate themselves to join this sub-committee 15. Chairman said that a sum of 25 Lakh rupees was paid over 3 months ago to MB department of Telangana and that the department has advised that the approval will lapse if there is further delay 16. Chairman also pointed out that the request was already made to all owners to help create a sub-committee for Mission Bhagiratha, but no one showed interest. 17. Chairman proposed 10-Jan-2025 as the target date to form the sub-committee. This proposal was accepted by the attendees with the clause that the sub-committee may be expanded based on need and interest after the target date 18. A total of 46 Lakh rupees was collected towards MB as of 27-Dec-2024. 19. 249 owners paid either fully or partially, 234 pending who did not contribute at allegation 20. L1 work was completed with a dedicated outlet for Prajay Waterfront at Rajiv Rahadari Highway, with a T-junction 21. 25 Lakh rupees were paid to the MB department 22. Unused funds from MB contribution was put in a fixed-deposit which earned an interest of 39 thousand rupees 23. 14 Lakh rupees balance amount is currently available in the bank. 24. MB amount or the interest earned from the related FD was not used for any other purpose 25. A further amount of 10-15 lakhs will be required to complete MB pipeline works. 26. Rohit had promised to contribute some amount towards MB as a share of unsold plots, however he had indicated different amounts at different times, ranging from 5 lakh rupees to 15 lakh rupees (Rohit + Sujeet + PESL). He is currently willing to contribute only 5 lakh rupees 27. EC to review all past MoMs which were signed by Rohit to hold him to a confirmed amount 28. Pending works include road-cutting along the Genome Valley road which needs approval from TGIIC,Gram Panchayath, and Traffic police etc, plumbing and filling 29. Pavan Kumar asked the plan for further contributions towards MB works, especially from owners who have not paid yet. 30. EC answered that they will start campaigning again advising owners about potential water shortages once the occupancy increases, especially during summers, the benefits of dependable water supply sources, the cost of MB supply per kiloliter etc. K Nagaraju, (owner134) proposed adding a penalty for owners after setting a due date, with the penalty proportional to the delay in payment. Amendment of byelaws 1. Several owners asked about amendment of byelaws on WhatsApp 2. Anand asked about the amendments during the meeting, particularly about making amendments giving the owners the ability to elect Chairman, Treasurer and General Secretary directly instead of the current process where they are elected only by the EC members. 3. EC advised, to approach the registrar with the copies of current byelaws and clearly highlighting the sections that we want to amend, including the prior versions and proposed versions. 4. General Secretary proposed Vinay Bolla and T. Anand to visit the registrar of societies and get the information and advice directly from official sources 5. The General Secretary advised that the information obtained should be shared with the rest of the owners for review. 6. Anand asked for a soft copy of the byelaws so he can review and make notes. EC agreed to share 7. Naresh also asked about amendments and Vice-Chairman Venu has advised that all owners will be notified when there is more information available on the proposed amendments. Pending works from PESL 1. EC prepared a consolidated list of more than 200 points with details of pending works and shared to Rohit. 2. Rohit said he will arrange a meeting in Jan-2025. EC will publish the date and venue when that information is available. EC is requesting owners to be present and discuss the details with Rohit. Maintenance fees 1. Commitment made by EC to PESL on payments towards maintenance fees from owners is subject to conditions, mentioned in the mail. 2. EC has only forwarded any information received from PESL to owners. 3. Rohit called for a meeting to discuss maintenance fees in Dec-2023. The Board of Directors joined the meeting at the Celebrity club where he asked for a fee of 1000 rupees per house. EC discussed and proposed 500 rupees per house in blocks A & B because there was some development already completed and 0 rupees for C & D because they were in a very bad shape. Rohit was willing to discuss only with the then General Secretary Vijendar Solanki who committed to 500 rupees maintenance per house with the clause that all development should be completed by Feb-2024 4. The current General Secretary Vijaya Sarathy said there is pressure from PESL on the EC to fulfil the commitments made to PESL by the previous committee mentioned in the above point. 5. Srikanth said maintenance should be paid only after full handover of the society from PESL. He argued that electricity meter and water supply were mentioned in sale agreements. Several attendees shared their opinion that basic maintenance fees can be paid by owners if they already took possession of their houses. 6. Srikanth also asked why EC committed to owners paying 2500 rupees to get meters in lieu of waiving maintenance fees. Chairman answered this was proposed with the sole object of getting meters ASAP 7. GV Rao (owner of 201) backed the proposal of 2500 rupees payment towards meters if PESL is ready to waive maintenance fees for the following months 8. G V Rao asked why we should not pay at least a nominal amount towards maintenance if we have already taken possession of our houses and utilizing electricity, water, streetlights, security and other basic facilities. He expressed his opinion that we will have some bargaining power if we start paying Maintenance. 9. Several attendees agreed. Vinay Bolla shared his opinion saying several people even in C & D blocks paid maintenance fees earlier but stopped paying after repeatedly voicing their concerns about electricity, water and cleanliness without any improvement. He also said these blocks were somewhat better after some of the development has been taken care of by PESL and that they are willing to restart payments. 10. EC clarified that any maintenance should only cover water supply, electricity for common facilities and physical security. Electricity for the house should either be paid directly by owners in case they received meter or by PESL if meter is still not provided 11. EC further clarified that EC or individual members are not collecting or facilitating any payments towards maintenance. Any payments should be made directly to PESL either at their site office or via UPI-QR 12. Vijaya Saradhy said Rohit has repeatedly raised the issue of pending dues running into thousands of rupees 13. Pavan Kumar asked questions about the amount of maintenance fees to be paid per house and from which date this has to be paid. Kiran proposed waiting until we can discuss directly with Rohit in the meeting he is going to arrange. Kiran also proposed to get a uniform amount and effective date for all houses 14. Murali Krishna Bonu pointed out that we should start planning for maintenance after the project is handed over by PESL. He said we should start estimating work based on expected costs at a future date in order to be in a comfortable situation to pay without problems. Electricity meters 1. GV Rao shared his experience at the Sub Registrar office when he went to get his property transferred within his family as a gift. He said he had trouble completing the registration as the registrar put the application on hold due to pending electricity dues from PESL amounting to over 80 Lakh rupees. 2. Vinay Bolla also shared his opinion that re-sale of properties without dedicated meters will run into the same trouble and registrations may be completely stopped by the officials 3. EC shared the information from the previous GBM. PESL is citing new norms from electricity board which added additional approvals to procure meters in bulk 4. Owners who already got meters fixed will need to apply for name change. Owners who did not receive meters can wait for PESL to install the meters or they can apply for meters on their own name in individual capacity. Application for individual meters can be done directly from the electricity department office, or online via TGSPDCL website or app. There may be agents who can help with the whole process including documentation 5. A few owners applied for individual meters directly from the electricity department and received meters because they had concerns about the quality and reliability of the current supply from the PESL commercial connection. There were a few power fluctuation incidents resulting in equipment damage worth a significant amount of money and the added inconvenience. This was a choice they made at their individual capacity and such owners are strongly objecting to any criticism from other owners regarding their choice to not wait for PESL to fulfill their obligation 6. EC clarified that the meters were not installed randomly or preferentially by PESL. The meters were installed based on the layout of distribution boards and cable networks which were already in place, connecting the 1st transformer of 500kVA capacity. 7. Cables and panels work has been completed for all houses and testing is also completed. Only pending work is installation of meters MyGate application 1. Pavan Kumar asked about MyGate details. Vinay answered that PESL is handling the MyGate procurement and onboarding. 2. Some owners objected to unnecessary cost associated with MyGate which is a premium platform 3. MyGate generally provides free of cost service during the trial period and PESL is dealing with them anyway, some owners were of the opinion that we can use this period to gather information about pros and cons and then decide if we should continue using their service 4. Some owners voiced their concerns about data privacy including collection and documentation of pending maintenance dues which Rohit may be able to use to pressure us into paying. 5. Rakesh also raised the difficulty in data migration if we decide to switch to a different provider after using MyGate 6. Kiran asked if MyGate is a joint service for both Phase 1 and Phase 2. After EC confirmed it is a joint service, he proposed discussing with Phase 1 before accepting or rejecting the service 7. With the majority of the attendees not in favor of MyGate, EC will decide in Board meeting whether to reject or accept MyGate service and to communicate the decision to PESL. Phase 1 has also rejected in a similar manner. 8. Several owners proposed using stickers for vehicles as a temporary measure. EC will explore this option with additional color-coding if feasible CCTVs 1. Some owners asked about the status of CCTVs 2. EC answered that the current count of installed CCTVs is 10, Rohit did not confirm the total count but another 12 are expected making it a total of 22 3. EC clarified that they do not have access to the web portal for CCTVs or historical footage and that PESL maintenance team monitors the CCTVs 4. Physical Security is also PESL’ s responsibility Sewage treatment plant (STP) 1. STP is currently running on manual mode, auto-mode is yet to be tested. 2. Venkat said, outflow water sample has been sent for testing. 3. A pipeline has been laid to send the treated water to the adjoining lake. 4. There is some standing water next to the STP, which has flowed into the neighbour’ s land as well but Venkat said that is treated water which flowed out earlier and that currently there are no leakages. 5. He said they just need to backfill the low-lying area to permanently clear the stagnant water 6. Venkat also said we need to plan to have a dedicated operator for the STP after the handover and that it needs scheduled cleaning every year as part of maintenance Miscellaneous 1. Pavan Kumar asked about Single Point of Contact for issues (SPOC) 2. EC answered the current escalation matrix is as follows 3. Kumar (Site Project manager PESL) 4. Venkat (Electricity Incharge PESL) 5. Ravi (Water Incharge PESL) 6. Mr. Vijender Solanki asked EC the reason for the high number of messages in WhatsApp every day and objected to being asked to limit the messages. He said EC is not responding to questions on that platform or even emails and asking to call EC for any concerns. 7. Kiran and Rakesh intervened and said removing owners from the group or muting the channel is not a sustainable solution. They argued the only solution is to have online documentation which covers all important topics 8. Rakesh asked to assign different portfolios to each of the EC members and publish the list 9. Kiran proposed forming several sub-committees each headed by one EC member and supported by interested volunteers to handle various topics. Ex: Documentation committee, communication committee etc 10. Mr. Vijender Solanki proposed to work on the documentation committee and has advised that he was able to recover some of the documents from previous years. 11. Vijaya Saradhy has also indicated he has some documents which he will help in uploading. 12. EC agreed to support this initiative and wants to finish this in a target timeframe of 2 months. 13. Documentation sub-committee will aim to resolve any future queries from owners within reasonable timelines. 14. Documentation sub-committee will publish the documents only after review by EC 15. Priority items for documentation – MoMs, Expenses, Financial Statements, financial contributions from owners for different projects of the society, copies of email communication with PESL/Rohit, MB quotations, approvals and work orders etc. 16. Some owners expressed their concern that there is no wrong in providing mini meals as the GBM will end at 3 PM, Vote of Thanks • Mr. Vijaya saradhy, General Secretary and owner of House No. 407, proposed the vote of thanks for the general body meeting. He expressed sincere thanks to all 29 house owners who attended the meeting and 4 owners who attended online and hope in the future, more active participation towards social development will be carried out in the next general body meeting. • The meeting was closed after the vote of thanks. • All owners have given their counterpart greetings and assured the support and cooperation in society development towards better facilities. List of General Body Attendees, house owners 1. CH. KANAKA RAJU 2. RAPARTHI VENU 3. P. VIJAYA SARADHY 4. P. LAXMANA CHARY 5. S. SURESH BABU 6. G. VENKATESH 7. VINAY BABU BOLLA 8. P. SRINIVAS REDDY 9. MURALI KRISHNA 10. G. V. RAO. 11. VIJENDER KUMAR SOLANKI 12. K NAGARAJU 13. B Rajani kumar 14. Devanand Tandle 15. Rajender Madasu 16. Kiran Kulakarni 17. P Shiva Krishna 18. T Anand 19. R Srikanth 20. M Sunil Reddy 21. Ch. Kumaraswamy 22. M Sekhar 23. Pavan Kumar 24. Rajiv Kumar 25. M Anil Kumar 26. Rakesh Sagar 27. Sabita 28. D Kranthi 29. Ch. Bhaskar