Roll call

The meeting was convened at 12 noon but was adjourned due to a lack of quorum and reconvened at 12.30 pm as per the bye laws with the members present.

MEMBERS AND valid PROXIES.The members were welcomed to the meeting by Dr. Nachiket Shanker President.

Proof of notice

Dr Shankar read the notice of meeting and the same was accepted as in order by the house. The minutes of the previous meeting had been circulated. A resolution to pass the minutes was proposed by John Alexander and seconded by Ramesh Gopalkrishnan. The resolution was carried unanimously.

Annual Report and Annual accounts

The annual report and the balance sheet had been circulated to all the members.

Sharing highlights of the year, Dr. Nachiket informed that the finances of the association are healthy, and the costs are under control. Prudent management of funds has helped maintain a surplus which would be used for maintenance and renovation of fixed assets.

Several capital works including Club House upgradation, addition of a second guesthouse, creating recharge wells, repairing patches of road, strengthening fencing etc. are underway without any additional call for funds. 

The security of the estate has been outsourced to a third party and residents have seen a marked improvement in safety with the presence of additional guards. 

The Secretary explained the salient points of the accounts and the efforts made to recover outstanding dues a task made difficult by the fact that several plot owners are not traceable. However as and when a plot is sold all dues are recovered with interest. A resolution to pass the accounts was proposed by Dr Mahabaleshwar and seconded by Suraj. The resolution was carried unanimously.

Chartered Accountant

The proposal to re-appoint the Chartered Accountants was proposed by Sivaraman and seconded by John Alexander . The resolution was carried unanimously.

Thefts at RRVRPOA / Appointment of an external security agency

The recent incidents of theft were discussed. The members felt that the EC should view these incidents in an empathetic manner and provide support.

At the same time it was brought to the notice of members that neither the association nor individual members of the EC could be held responsible for any theft or break-in, loss or injury that may occur at RRVRPOA. This resolution was proposed by Mr. Mahesh and seconded by Mr. William Fernandes. The resolution was carried unanimously.

In view of the break ins /thefts that occurred in May, it was decided to strengthen the security setup. It has been decided to appoint an external security agency on contract to manage the night security needs of RRVRPOA.

Suggestions to install a camera at the main gate and strengthen the boundary fencing were noted. These suggestions are already under the consideration of the EC and they are awaiting a quote from Mr. Dominic for repair of the boundary wall.

Increase in AMC

The Secretary explained the need to increase the AMC to meet the increasing costs of maintenance of the common areas, staff wages, maintenance of the Club House and the swimming pool, security etc.

In view of the increasing wages and costs of raw materials etc. it was recommended to increase the AMC by Rs.1000/- per year from Rs.12,000/- to Rs.13,000/- per annum for two years w.e.f. April 2024 till April 2026.

The resolution for the increase in AMC was proposed by James Kunnath and seconded by John Alexander . The resolution was carried unanimously.

Commercial Activity Prohibited

The GB reiterated the need to abide by the bye laws which prohibits any commercial activity at the estate as this is a residential community. An exception will be given to renting a home on long lease with the approval of EC.

The resolution was proposed by Sushil Joseph and seconded by Ramesh Gopalakrishnan. The resolution was carried unanimously.

Change of nomenclature

It was recommended to rename the one-time plot transfer fee of Rs 25000. It was resolved that the EC consult with lawyers and select one of the following three terms to avoid any conflicts in the future:

• Development fee
• Clubhouse membership transfer fee
• Clubhouse fee

The new EC will consult with the lawyers and decide on the right terminology.

Dr. Nachiket Shankar proposed the resolution and Mr Sivaraman seconded the proposal. The resolution was carried unanimously.