Jains Pebble Brook Flat Owners Association

SPECIAL GENERAL BODY

Date 4-Dec-2017 Venue Jains Pebble Brook
(10 AM to 1 PM IST) Community Hall
Participants Total Number of Eligible Attendees = 65 (Owners or POAs or Proxy). Few
more attendees accompanies to observe but voting was per eligibility only
Video Recording Yes

MEETING SUMMARY (Key Discussions)

Meeting started after voting sheets on resolutions that need to be made based on majority
consensus. Agenda that was circulated by December 1st, 2016.

Context on calling for the meeting on emergency as represented in the meeting invitation was
explained to owners - Unstable state of the association due to disputed older by-law, New by-law as
per voting on 16th October 2016 was not registered due to lack of 3/4th majority, announcement on
election committee but their inability to conduct elections due to no proper by-law guidelines on the
structure of association that need to be followed, faulty assets that are not being maintained for a
long period and at verge of extinction, expiry of facility management contract which might interrupt
day to day life was explained in brief highlighting the situation of the apartment.

The following were the key discussions in brief per agenda flow:

1. Interim Management Committee report & Accounts: It was explained by Mr. Ashwin
on what has been done by committee members and the challenges faced. No physical
prints were given on report to avoid costs to association where the association is already
in unstable and deep cash crunch situation. Accounts was submitted and distributed to
all via formal communication which was explained.
a. The General Body appreciated the efforts of the 3 committee members (with a
huge applause ) who have taken the responsibility of shoulders and took care of
day to day facility management activities as a small team with less support and
so much of criticism during the period
b. No questions were raised on accounts. However, committee took the
responsibility and mentioned that they are happy to clarify anything on accounts
even after the meeting for which (if required) they could organize for a separate
one hour clarifications sessions

2. Expansion of Interim Management Committee of the Association (from 3 members to

19 members):
a. There was an initial chaos and argument where few individuals wanted
committee to be run with 3 people or 6 people only where and questions were
raised that there previous association committee comprised of 35 members
where 3 people are now taking care of the responsibilities of 35 members team
which is very difficult and owners are doing this on honorary basis where
support expected
b. Clear need represented on expanding the interim management committee till
an election is conducted. Majority members agreed for this decision on
expanding the committee. While elections are required, day to day life cant be
operated without having a proper committee with enough members in place to
manage association affairs. Further General Body has authority to appoint a
 committee to run the association till elections was explained and majority
agreed for this expansion of members till by-law issue is fixed and elections are
announced.
c. Per calling for members in the General Body, a team of 11 members (Mr.
Rajendran, Mr. Pandian, Mr. Vasantraj, Mr. Devakumar, Mr. Rudreswar, Mr.
Suresh Sahoo, Ms. Premila, Ms. Rathna, Mr. Navin, Mr. Lokesh, Mr. Palanivel)
agreed to join the existing team of 3 members (Mr. Shantakumar, Mr. Sreedhar,
Mr. Ashwin) thereby a 14 members team was formed. Remaining 5 vacancies
were not filled. It was agreed that they would take the association forward and
run the show till elections. Mr. Rajendran unanimously appointed as Chairman
of the meeting and also Interim Management Committee
d. Fixing by-law, Conducting and Announcing election is not the responsibility of
Interim Management committee since an administrative body legally is not
authorized to run elections. Also a formal by-law committee was already formed
for the purpose during 31st July 2016 and an election committee was formed per
Emergency Special Meeting held on 20th November 2016 who have to discuss
together and take forward
e. Majority agreed and the resolution on the same agreed to be passed

3. Election Date:

a. Older by-law being disputed and newer by-law that was agreed by majority on
16th October 2016 but disputed by a group referring lack of 3/4 th majority on
some disputed elements was highlighted as the key reason not being able to do
elections. Many requested to explored possibilities of getting online voting from
members on acceptance of by-law or seek registrar to accept by-law on majority
basis
b. By-law committee member Mr. Leo and Mr. Ramanathan had a lengthy
conversation with members, brainstormed with people on the need for a
understanding environment to sort of differences rather than prolonging the
discussions longer in terms of legal proceedings.
i. Majority agreed and detailed discussions continued for a long hearing
the concerns from the members who disputed the new by-law and
explanation in return was provided. It appeared that majority in the
room agreed to new by-law but the people who disputed preferred
doing an online vote to seek people who didnt appear for the meeting
too
ii. There was a proposal that Mr. Leo who appeared to be the most active
member of by-law committee will work with Mr. Ramanathan and Mr.
Hariharan to sort of by-law and announce elections
iii. After a lot of debates, discussions and attempts by Mr. Ramanathan and
Mr. Leo finally no consensus was reached in terms of by-law. Hence no
decision was made on elections date
iv. Due to the chaos by then and long time spent on the subject of by-law a
lot of members provided the voting sheet on resolutions and started
moving out slowly

Due to time restriction, Resolutions specific to 4. Facility Management vendor selection, 5. Fixed
component of Maintenance fee, 6. Variable component of maintenance fee, 7. Amortization
component, 8. One time component for repairs, 9. Allowing further resident welfare activities in
the form of stalls, getting commercial lines etcs, 10. Action against Jain Housing shall be passed
per decision provided by members in the voting sheet and announced to members

At the end of the meeting, it was explained that (a) based on majority representation, (b) based on
the majority representation as recorded in voting sheet issues at the start of the meeting , (c) based
on online poll (which was circulated to all members) on facility management , further decisions
would be taken by the new team of Interim Management Committee of the association who would
be authorized the take decisions on all the agenda items as prescribed in the Extra-Ordinary
General Meeting.

Announcement of RESOLUTIONS PASSED with MAJORITY CONSENSUS (Voting sheet received for
records)

1. It is RESOLVED that Interim Management Committee will be expanded from 3 members to

19 members with the following 11 members (Mr. Rajendran, Mr. Pandian, Mr. Vasantraj,
Mr. Devakumar, Mr. Rudreswar, Mr. Suresh Sahoo, Ms. Premila, Ms. Rathna, Mr. Navin, Mr.
Lokesh, Mr. Palanivel) joining hands with existing 3 members of the Interim Management
Committee (Mr. Shantakumar, Mr. Sreedhar, Mr. Ashwin) for now

2. It is RESOLVED that the vendor voted by majority through online poll (UDS) can be accepted
to resume facility management services for the next 2 years starting January 2017 where
transition can start by 15th December 2016

3. It is RESOLVED that the fixed component of maintenance fee can be fixed in the range of Rs.
1.8 to 1.9 per sq.ft every month (including taxes) based on final contract negotiation with
the selected facility management vendor and raised from Jan 2017 invoice onwards

4. It is RESOLVED that the variable component of maintenance fee can be fixed in the range of
Rs. 0.84 to 1 per sq.ft every month (including taxes) based on actual values (per best
negotiated quotes on case to case basis) and raised from Jan 2017 invoice onwards

5. It is RESOLVED that the amortization component (CCTV, Barrier Gate etc) of maintenance fee
can be fixed in the range of Rs. 0.1 to 0.2 per sq.ft every month (including taxes) based on
final negotiations with the selected facility management vendor and raised from Jan 2017
invoice onwards

6. It is RESOLVED that a one-time component of maintenance fee in the range of Rs 0.8 to Rs

1.2 for revamping of STP (based on best negotiated quotes) can be raised in December 2016
invoice alone (including taxes)

7. It is RESOLVED that Interim Management committee can do any kind of resident welfare
activities without affecting the rights of the owners by calling for stalls, organizing events,
getting commercial lines as per EB guidelines to promote monthly stalls, other minor
installations if authorities permit.

8. It is RESOLVED that a committee could be called to initiate required actions on Jain Housing
if majority consensus is received through online polling