1. PROVIDENT WELWORTH CITY APARTMENT OWNERS’ ASSOCIATION
GENERAL BODY MEETING
2ND July 2017
GENERAL BODY MEETING
10TH DECEMBER 2017

2. AGENDA FOR THE MEETING Challenges faced by the new Board of Managers.
Nomination of Associate Members to the Board from unrepresented blocks.
Registration of Association – status report.
Report on income and expenditure – April to September 2017 – quarter-wise.
Ratifications of expenses incurred. Resolutions to be passed.

3. AGENDA FOR THE MEETING
Approvals for capital expenditure planned. Resolutions to be passed.
Presentation of the Expenditure Budget for 2018.
Discussion on converting maintenance charges.
Discussions with PHL. Information to owners.
Other points for discussion.

4. CHALLENGES FACED
The water crisis – July to September President and Sanjay to brief owners.
Sewage Treatment Plant. Sanjay to explain the problems
Street lights and cabling – Sanjay to update the situation
Accounts and audit matters. Secretary to explain the issues involved.

5. WATER CRISIS Water Crisis –
Month
Rs/1000 litre
Per litre Charges
Litres
Amount
Qtr Total
Apr-17
100
0.10
2,277,000.00
227700
May-17
7,258,000.00
725800
Jun-17
11,849,000.00
Jul-17
10,425,500.00
Aug-17
9,148,000.00
914800
Sep-17
4,492,000.00
449200
Oct-17
Nov-17
Dec-17
Reasons Shortage of Water
Action to Solve Issues
Only 2 Borewell functional and frequent repair for reasons like Power fluctuation, no auto-timer, dry run of motor, poor quality of cables, vendors fault and other manual intervention
1. Repaired Borewells motors and made functional 7 Borewells 2. Additional 2 borewells drilled which costed 4.5 lacs st borewell drilled 1100 which didn't yield water nd bore well drilled approx feet which yeild 1.5 inch water. We didn't commissioned with pump for usage for new BW as existing borewells providing sufficient water due to heavy rain
Ground Water level depleted
Due to good rain ground level water improved
No. of residents increased in PWC so usage was more
No. of residents keep on increasing everyday so already we are prepared
STP issue caused additional consumption of water
STP issue was solved. STP is functional
Note: As on 12/09, 5 borewells are working and 3 we are in process of getting repaired as backup solution

6. STP Sand Media Filter replaced D-Canter and Final Tank cleaned
STP filter pumps and motors are serviced , now both filter feed pumps and motors are working in good condition.
In our STP out of 6 Air blowers two 30 hp air blowers serviced and working in good condition and 40 hp 2 air blowers servicing is WIP& will be operational from 14th Dec 2017
STP surrounding area cleaned.
Out of 9 Ground force pumps, 3 pumps are serviced and all are in operational condition. Only Leakages has to be rectified. Waiting for the Ceilent and Gasket material to be replaced which will be ready by 14th DEC
3 raw water and 2 final tank water pumps are working in operational.
STP bar screen chamber sludge removed with the help of sewage pit cleaning vehicle. New Filter has to be replaced to filter the solid waste.
At present the STP plant is in operational condition.

7. Electricals Common Area Meter Bill
Blocks
17-Aug
17-Sep
17-Oct
17-Nov D
57178
25798
24598
22862 E
26563
65762
27990
76116 F
43217
35077
39393
28083
Grand Total
126958
126637
91981
127061
Tower
Meter Reading
Aug-17
Sep-17
Oct-17
Nov-17 B5
8618
8532
11488
8440 B6
10717
1265
20849 C1
9367
9348
9355 D1
7044
7030
6870
6875 E1
11824
1732
13686 E2
9459
2725
8949 E4
2856
2971
8124 E6
19339
2914
26687 G2
6403
6391
2774
6395 G3
12463
20462 G4
3675
7319
G12
18418
18382 J7
1268
7274
LED bulb replaced with tubelights in D,E,F of 70watts bulb in each floor.
Reduction of Bill by approx. 50%.
E block Nov month bill is high because Meters were not working and fixed new meters. Last 3 months bill adjusted in NOV.
Total 13 common area meter reading was 0 from long time. 7 New Meters are fixed on 23rd Oct 2017.
6 new Meters have to be replaced.

8. Other Electrical Issues
90 % of the street lights are in working condition. New copper cables and fixtures has been replaced. Approx. 1lacs plus spent on it.
All block Electrical panels cleaned by air blower and E waste materials stored in proper storage area near OWC.
G7 block from RM yard to panel room damaged LT cable replaced by new one and all the energy meters are working in good condition. It costed approx
E and D Block RMU HT cable damaged and rectification done which costed approx
A block RMU inside inter looping aluminium cable removed , New bus bar links connected with the help of in house maintenance team.

9. CHALLENGES FACED
Collection of overdue maintenance charges – Joint Secretary to explain the details.
Swimming pool repair – Sanjay to update owners.
Diesel Generator sets servicing – Sanjay to brief owners.
Servicing of transformers – the current situation.
Civil works and repair works done
Security related issues.

10. Swimming Pool and WTP Swimming Pool WTP
Particulars
Qty
Cost
Motor Service  6
45000 
Copper Earthing all motors
Water Quantity (Adult Pool)
litres
Kids Pool
litres
Water seapage in pool garden area*
40000
Total
85000
AMC *
43000
SP was operational for week on Nov last week.
*Identified seepage from garden in swimming pool due to poor quality of plastering. Plastering done and filling with concrete. WIP
AMC has to be given for maintenance
Water used from borewells to Swimming pool.
Swimming pool was operational on 19/11/2017 till 28th Nov
WTP
WTP
Quantity
Amount
2 Motor servicing 2
10000
3 Raw water motor servicing 3
15000
Salt injection and backwash
50x170(50 bags)
8500
Acid wash to remove blockage
3750
Total
37250
WTP Functional from Nov 2017
Water hardness was 400 ppm and now its 50 ppm as per the report

11. Gymnasium
Treadmill, multi gym machine and some other exercycle were repaired and ready for use. 2 treadmill PCB to be replaced and vendor is waiting for the original parts. The cost incurred was Rs68,000 It will be operational from aprox a weeks time.

12. DG break down issues Before
All the three DG sets B check pending from long back .
DG#2 500 KVA not working and major oil leakage issue .
DG#3 250 KVA cylinder head gasket damaged and oil leakage from long back.
DG#2 500 KVA batteries are weak from long back the DG set was in shut down condition.
Daily A check was not carried out for all the three DG sets.

13. DG present equipment status
All the three DG sets B check carried out by M/S Cosmos vendor for the month of October-2017.
DG#2 500 KVA oil leakage arrested now its working in good condition.
DG#3 250 KVA oil leakage arrested in cylinder head now the DG set working found normal.
One set of new 12V 130AH batteries purchased and connected to 500 KVA DG #2 now its working in good condition.
Daily A check carried out for all the three DG sets and maintained the DG log book.

14. Civil Works
Fruit garden wall collapsed which has been constructed which costed
Fruit Garden was cleaned by staff. Residents are helping in maintaining the garden.
C block pit tank collapsed so re-constructed.
Club House Roads repaired with concrete patches.
New Garbage Shed constructed with partition for WET and DRY waste.
9 Tiles broken in Club House 2nd Floor which has been replaced.
12 tiles broken in in H1 Block.
A and C block main water supply pipe got damaged and has been fixed.
STP Shed cleaned and made STP office.
STP surrounding drainage repaired and concrete slabs placed near Garbage shed.
Lift tiles for 4 towers (G, C, B and J blocks) have been re-fixed

15. Plumbing
Pipe blocks during water crisis has been fixed for several towers.
E1 over-head tank leakage which caused seepage of water till 7th Floor. This has been fixed on 7th Oct 2017.
As last resort to recover maintenance from owner, valves are disconnected. (A,B,J,H,G). D,E,F and C blocks yet be to considered. for disconnection.
Plumbers faced challenges to climb till 7th floor and temporary solution provided by procuring rope ladder.
Repair of Motors which were having issues like winding issue or electrical issue.
Water re-connection charges imposed for 1000 and till 18th Nov 2017 aprox. 1,14,000 received
If any tap is left unattended which led to overflow of water has been penalized with 5000.

16. Security Vehicle stickers have been issued to 80% to 90% vehicles.
Vehicle stickers have been issued to frequent vendors like milkman, water can supplier, etc.
Total 11 number of CCTV cameras were installed at the identified high intensive area like main gate, exit gate, circle at A and J block, Swimming pool and Club house, behind H block and at the C,D, E block circle.
There were some unwanted issues happened during midnight and security team handled them smoothly, owners were informed in case of bachelor tenants doing the mess and taken apology letters from them.
Quotation received for barbed wire fencing of the colony. The proposal is to be implemented.

17. NOMINATION OF ASSOCIATE MEMBERS
Owners are required to join the Board of Managers as Associate Members from the following unrepresented blocks :
D block
E block
F block
H block
Nominations to be handed over to Joint Secretary.

18. REGISTRATION OF ASSOCIATION
Issues involved with KAOA.
Advantages of Registration of Association.
Status of application
Time frame for receipt of approval.

19. REPORT ON INCOME & EXPENDITURE
April to June 2017.
Total maintenance amount collectible – Rs.1.68 crores.
Total maintenance amount collected Rs. 90,04,232/-
Collection efficiency – 53.6%
Other income – Rs.2,60,120/-

20. REPORT ON INCOME & EXPENDITURE
April to June 2017.
Facility Management – Rs lakhs
Water purchase – Rs lakhs
Lift maintenance expenses – Rs lakhs
Security expenses – Rs lakhs
Common area electricity – Rs lakhs
STP maintenance - Rs lakhs
Diesel for generator – Rs. 3.5 lakhs
Other expenses

21. REPORT ON INCOME & EXPENDITURE
July to September 2017.
Total maintenance amount collectible – Rs.1.68 crores.
Total amount collected – Rs.1,57,26,225/-
Collection efficiency – 93.6%. This includes overdue maintenance charges collected.
Other income – Rs. 4,65,700/-
Collection efficiency for Q1 and Q2 – 73.6%

22. REPORT ON INCOME & EXPENDITURE
July to September 2017.
Facility Management – Rs lakhs
Water purchase – Rs lakhs
Lift maintenance expenses – Rs lakhs
Security expenses – Rs lakhs
Common area electricity – Rs lakhs
STP maintenance – Rs lakhs
Diesel for generator – Rs lakhs
AMCs to be incurred – Rs. 11 lakhs

23. RATIFICATION OF EXPENSES
Expenses to be ratified
Bore well digging – Rs. 4 lakhs
Construction of wall – Rs. 50,000/-
Installation of CCTV system – Rs. 1 lakh
Servicing of transformers – Rs. 1 lakh.
Swimming pool repair – Rs. 60,000/-
Gym equipment repair – Rs. 60,000/-
Diesel Generator Sets servicing – Rs. 1.2 lakhs

24. RATIFICATION OF EXPENSES
Expenses to be ratified
Construction of garbage shed – Rs. 1 lakh
Cabling for street lights – Rs. 1.5 lakhs
Civil works and repair works – Rs. 2 lakhs.
Resolutions to be passed

25. APPROVALS FOR EXPENSES PLANNED
Store room for materials – Rs. 60,000/-
Multi user Tally, outright purchase – Rs. 55,000/-
Mini tractor and trailer for maintenance purposes – Rs. 3 lakhs
Garbage handling equipment – Rs. 5 lakhs
Transformer servicing – Rs. 5 lakhs
Resolution to be passed

26. BUDGET PROPOSALS FOR 2018.
Please refer excel sheet.

27. DISCUSSION ON MAINTENANCE CHARGES
Please refer calculations.

28. MEETING HELD WITH PHL The sub station issue
The credit balances of owners
The expenses of April to June 2016.
The corpus amount
The negative balances of owners
The various maintenance issues which are coming up.

29. OTHER POINTS FOR DISCUSSION
Acknowledgments of the contributions made by owners.
Access to swimming pool and gym.
Monthly usage charges for owners.
Charges for additional parking stickers
Charges for usage of common facilities on a regular basis.
Clinic and pharmacy in the clubhouse.

30. OTHER POINTS FOR DISCUSSION
Schedule for next elections – March 2018
Nominations required for Election Committee.
Filing of nominations begins – 3rd March
Filing of nomination ends – 10th March
Scrutiny of nominations received – 11th March
Last date for withdrawal of nominations – 12th March
Publication of nominations and profiles – 13th March

31. OTHER POINTS FOR DISCUSSION
Schedule for next elections – March 2018.
Last date for filing objections to nominations & profiles – 15th March
Publication of final list of candidates – 16th March
Date of elections, counting of votes and declaring of results – 25th March.

32. THANK YOU