Shweta Aryan Residents Welfare Association (SARWA)

First General Body Meeting – 15th October, 2017

Agenda

Welcome Note

Our Society Details

Financials (Budget Vs Actuals)

Road Ahead

Transition from Builder

Organization

Volunteers

Society Details

Our Society details

Bank Name : HDFC Bank SecunderabadAccount Type : Current AccountAccount No : 50200027070795IFSC : HDFC0000042

Our Portal : www.shwetaaryan.com

Social Collaborationhttps://www.facebook.com/shwetaaryan.club/@SARWA - https://twitter.com/SARWA2017/

SignatoriesPresidentSecretaryTreasurer

sarwa2017@yahoo.comsarwa@shwetaaryan.cominfo@shwetaaryan.com

Activities till date

Activities - Completed

Registration of Society

Opened bank account

PAN allotted

Steam Room – Operational

Fans in club house

Water tanks cleaning

Swimming pool (rectification and wall tiles)

BGL – operational

Safety grills for DG

Manhole covers

Concave mirrors installation

Asset Identification of SARWA

Driveway repair – A block

Fogging initiated

Removal of debri outside the main gate

Rules for common amenities framed

Staff optimization (Gym, gardening & house keeping)

New staff – club house caretaker (24x7)

Activities – WIP

Solar fencing

Installation of additional security cameras (100+)

Seepage rectification

Additional iron benches

Shelter near main gate

Website development

Resident parking allotment (B,C,D)

Data entry in ADDA (society management & accounting system)

Sign-boards & marking

Additional Sand in play area

Financials (Planned Vs Actuals)

Budget

• Metrics• Total Flats (368)• Sold (281)• Unsold (87 @ 60% of maintenance)

• Heads• Security• Maintenance• House-Keeping• Club-house• Legal & Secretariat• Communication

Plan Ahead

Plan Ahead

Re-Organizing the Staff, Vendors, ContractorsOptimization of resources Demarcation of visitor parkingInvolve volunteers for more efficiencyInstallation of RFID for vehiclesInstallation of bio-metric devices for staffImplementation of effective visitors management systemIncrease income by AdvertisementMicromanagement for next 2 monthsTrackable Communication, Ticketing and Reporting SystemImplementation of Bye-laws in letter and spiritGet residents KYR and membership feeCollect Corpus Funds (TBD by all)

Transition Status

Transition – From Builder• Transfer of Electricity to SARWA – WIP

• Transfer of common property to SARWA – WIP

• Structural documentation – WIP

• Purchase of land bank by the builder from the land owners

• Occupancy Certificate – Received

• Structural Issues & Water Logging - WIP

• Common Wall between SA & Armsburg - Pending

• Intercom in lifts - Pending

• Gym Extensions - Pending

• Doors & Lock for Terrace - Pending

• Fire Equipment's Verification and Mock drill - Pending

• Cover Emergency Fire Motor in terrace - Pending

• Thunder Antenna - Pending

• 1 more Bore well - Pending

Organization

The Team

Name Title Additional Responsibilities

Mr. Rajagopal President Safety and Security

Mr. Manoj Vice President Maintenance I

Mr. Satyasekhar Secretary Legal and Secretariat, Office Administration, Rules and Regulations for the society

Mrs. Annapurna Joint Secretary Maintenance II, Temple, Play area & Cultural activities

Mr. Gautam Treasurer Budgets, Financial planning, Accounting

Mr. Pramod Joint Treasurer Financial matters, Vendor coordination

Mr. Saibaba Executive Member IT & Communications, Maintenance III

Mr. Debraj Executive Member Clubhouse

Mr. Govind Executive Member Housekeeping, Gardening

SARWA OFFICE

RESIDENTS

GOVERNING BODY POC

General Secretary

PRESIDENT

Complaint/

Suggestion

Reports to POC

GOVERNING BODY

ESCALATION: (In case of not resolved by Office)

SARWA@shwetaaryan.com

Resident complaints and communication mechanism

Communication Channel:Present:

1. Intercom2. Landline3. E-mail4. Walk-In to office and write in register5. Walk-In to office and use complaint box

Upcoming:1. ADDA2. All Above

Update to Residents

What is ADDA ?

• https://www.youtube.com/watch?v=SGhoJILX_S8&t=416s

Code of ConductMechanism for Communication, Tracking and solving the day to day problems

Please pay the maintenance on time as defined in Bye-laws

Please pay the Corpus Fund as decided in GBM

Please follow the rules defined in Bye-laws and defined by Governing body forresidents welfare via notice time to time.

Please pay penalties (If Any) on time

Please use proper channel and protocols as defined for communication

Please do not waste resources like water, common area electricity etc.

Please do not encroach common area

Be courteous to each other and enjoy the facility and “Live Special”

Code of Conduct

RulesBylaws is comprehensive in Rule. In this section we will give some important highlights and Governing Body also created some detail rule for each area. We will highlight here

Few section of Byelaws

4.0 MEMBERSHIP FEES:

All the owners shall apply for membership of the association in the prescribed

application form by paying a one-time life Membership Fee of Rs. 1000/- (Rupees

One Thousand only). Every Member shall be liable to pay monthly Maintenance

Charges and such other charges or contributions as are determined by the General

Body of the Association from time to time. All owners shall obtain a No Objection

Certificate (NOC) from the Association before effecting sale of an apartment. NOC

will be issued only after all dues to the Association are settled.

• 12.1.1. Maintenance charges to be levied and collected from each flat owner or theoccupant on Quarterly/Half-Yearly/Yearly basis by way of Cheque, DemandDraft or Electronic Transfer payable in favor of the Association.

• 12.1.8Corpus Fund: Subscriptions to Corpus fund to be collected from each flatowner as a reserve fund of the association for undertaking development work,acquisition of new assets, white washing and painting of common areas andexternal surfaces of the building, major repair works or renovation or for anyother outlays that the association may deem fit. The amount, frequency (onetime or more) and mode of collection shall be decided in General Bodymeeting.

• 3.4.

Upon any apartment owner selling his/her apartment or absolutely conveying the ownership of the same by way of sale deed/gift/will or any other transfer/conveyance deed, the Purchaser or the Donee shall automatically become eligible to be a member of the association and shall be admitted as the member on payment of a one time Transfer Fee of Rs.10,000 (Rupees Ten Thousand Only) to the Association.

• 23.34.

Pets are not allowed without escort within the common areas, which may

result in accidents by scare and/or threat of animal bites. No one (either

adults, kids or pets) shall be permitted to loiter in the common areas, i.e.,

corridors, stair cases, drive ways, parking slots, grass lanes, and terraces.

The litter/poop of pets should be picked up or cleaned by the pet owners and deposited in the assigned bins. The Owner of the pet shall reimburse all the medical treatment, other losses incurred to the victim/injured, in case of

accident or dog bite caused by their pet due to the negligence of the Pet Owner.

• A member shall have the right to inspect the records, documents, etc., maintained by the Association with prior notice given to the General Secretary/President. Nominal members will not have this right unless he has been specifically authorized in writing by the member to so, on his behalf. However the General Secretary shall fix up a date and communicate the same to the member who intended to inspect the records of the Association, which shall not be more than 30 days from the date of receipt of the application.

S.N0 Offence Penalty per instance in (Rs.) Remarks

1 Wrong Parking 1000 Per instance

2 Misuse of Common Area 1000 Not applicable for Kids below

5 years

3 Plucking of Flowers 100 Not applicable for Kids below

5 years

4 Damaging of Common Property 4000 Not applicable for Kids below

5 years

5 Spitting in Common Area, Making Common Area Dirty 2000 Not applicable for Kids below

5 years

6 Feeding of birds 1000 Per instance

7 Keeping Harmful / dangerous Animals and spoiling of

the premises with dog poop etc.

1000 Per instance

8 Flouting Association rules w.r.t. usage of common

facilities

1000 Per instance

9 Undertaking Commercial and/or Criminal Activity 100000 For 1st instance and then

expulsion

10 Damaging the Structure/causing permanent damage 10000+Cost of repair After 1st instance expulsion

11 Delayed Payment of dues/charges 500 Per week per head of account

Penalties

Volunteers Workflow Mechanism

Volunteers

POC

General Secretary

Registered VolunteersS.No Name-Block-Flat POC Work Assigned

1. Mr.Muffadal-B-1007 Mr. Sai Baba Cable & Internet

2. Mr.Rajesh Gyanchand-B-707

Mrs. Annapurna Temple Area

3. Mr.Dinesh Kankania – A 405

Mrs. Annapurna Cultural activity

4. Prof.Jayakar Dalavai – A 601

CA. Gautam Maintenance amount paid to the builder

5. Mr.Arun Panigrahi – A 303 Mr. Manoj Seepage issues

6. Mrs.Navneet – A 901 Mrs. Annapurna Gardening

7. Mr.Balbir- A-901* Mr. Manoj Electricity

8. Mr.Narasimha Rao – A-501*

Mr. Satya Sekhar Collection of past 3 years expense details from the Builder along with the bills

9. CA. P.K. Bengani CA.Gautam Consultancy for Finance and Accounts

10. CA. Ramakrishna CA.Gautam Consultancy for Finance and Accounts

* Volunteers form not submitted but confirmed by personal communication

Thank You !

“He who lives in harmony with himself, lives in harmony with the universe.”