MOM (Meeting Notes) – 2023

Minutes of the Executive Committee Meeting
TIME: 8:30 AM to 9:30 AM

• Our new celebration was a grant success through which we have generated a fund of Rs.27253/- which will be transferred to the association account.
• Our committee thanks Mr.Saravanan and his volunteer team members for the success of the new year event.
• Our committee has decided to buy a wheelchair to help the senior citizens and patients who need it when moving to the hospital using an ambulance from their flat.
• Our committee had decided to buy a 100 GB storage space(1 year) using our association gmail id through which we can share the photos and videos of the events conducted to all the residents of our nagar.
• Our committee has decided to buy a LED Focus light for the mother Theresa Park entrance area.
• The expenses for all the above items will be paid using the fund generated in the New year event.

5th ANNUAL GENERAL BODY MEETING

Minutes Of SSMFOA Executive Committee Meeting

• It is resolved to challenge the legality of SSM Nagar Maintenance Society, which is acting like a benami to builder.
• It is resolved to approach court of law to take injunction order to restraining builder from running maintenance and collecting maintenance charges as it is against RERA judgment and formation of SSM Nagar Maintenance Society.
• It is resolved to question the maintenance accounts as the Association feels the funds are used by the builder for other business activities and as the builder is not revealing the accounts, will approach court to get the same published.
• In this regard, it is resolved to appoint Advocate Mr. Benedict Vincent to represent SSMNFOA in the court of law.
• It is resolved to give police complaint in Peerkankaranai Police station and commissioner of police, Tamabram regarding disconnecting of water supply to residents who have stopped paying maintenance. The builder hasn’t given any reply to the complaints regarding lapses in construction/maintenance.
• Its is resolved to authorize Mr. V. Bhaskaran, President of SSMNFOA to sign all documents pertaining to the legal case against builder and society.
• It is resolved to ask builder who has been denying allotting office room to SSMFOA, to provide withing a week’s team.

Members who attended the EC Meeting

1. V Bhaskaran
2. Saravanan
3. Padmanabhan
4. Vijay Bharathi
5. G. Palanikumar
6. S. Arul Raj
7. PS. Jayaraman
8. Vinod. R
9. P. Kalaiamuthan
10. R. Baskaran

Minutes Of SSMFOA Executive Committee Meeting

• It is resolved to pay Rs 45,000/-to advocate V. Benedict Vincent for filing a suit before Hon’ble District Munsif at Chengalpattu against M/S SSM Builders & Promoters. The same is posted for hearing on 28.06.2023. Mr. Satheesh Proposed the resolution and Mr. Arul & Mr. Vinod seconded the same. – (o.s no 80/2023)
• It is resolved to convince the Inspector of Police Peerkankaranai to convert the CSR issued against SSMBP into an FIR as SSMBP undertaking the SSM Nagar maintenance is a repeat offender, who is disconnecting water lines to residents having maintenance dues. Despite advice from police.
• It is resolved to thank all the members who contributed towards legal expenses and request enlisted members to contribute for the same.
• It is resolved to update the website and redesign the SSMNFOA website (adding/deleting) the members as per latest membership. My Vinod will co-ordinate with the concerned agency.
• It is resolved to add the following members in the executive committee (Block Representatives)
  • Pramod A-13 102
  • Ashok Kumar A-15 210
  • Ashok Kumar A-15 210
  • Shankar A-3 204
  • Raguraman K 106
• It is resolved to conduct AGM in the week II of July and convenient to be finalized by next EC meeting.

Members who attended the EC Meeting

1. V Bhaskaran
2. Saravanan K
3. Vijay Bharathi
4. S. Arul Raj
5. Vinod. R
6. P. Kalaiamuthan
7. V.R. Anitha
8. Sathish Kumar R
9. L. Sankar
10. T. Rukmankatharajan

Minutes Of SSMFOA Executive Committee Meeting

• It is resolved to intensify the “New Member enrollment Drive”. EC has instructed block representatives/Sector secretaries to play an active role and take the help of existing members to reach out to new members.
• It is resolved to write letters to principal secretary housing & urban development dept. Govt of Tamil Nadu & the member secretary, CMDA to inspect the SSM Nagar, premises and make sure the builder complies with the RERA judgments and take SSMNFOA into confidence before issuing completion certificate for the project as there are many unfinished constructions works.
• It is resolved to write letter to SEIAA (State Environment impact assessment Authority), basis the complaints received from members on foul smell from STP treated water in bathroom flush to inspect the functioning of STPs in SSM Nagar.
• It is resolved to form a committee consisting of 1) Mr. ArulRaj 2) Mr. Palani Kimar 3) Mr. Vinod to update the member list and their contact details.
• It is resolved to simplify the membership form to have only the most relevant information of members & upload it to the website.
• The legal team to meet (Mr. Raghuram / Mr. Muthukrishnan/Mr. Baskaran) the advocate Mr. Vincent on the ongoing case filed against builder/Society as the case comes from hearing on 28th July.
• It has been resolved to conduct AGM in week 1 of August.
• It has been resolved to undertake a campaign to highlight the lapses of SSM maintenance through mailers to residents & prepare them for a mass gathering to protest the poor maintenance.

Members who attended the EC Meeting

1. Saravanan K
2. K. Raghuraman
3. V Bhaskaran
4. Vinod. R
5. S. Arul Raj
6. Vijay Bharathi
7. Sathish Kumar. R
8. P. Kalaiamuthan
9. Padmanabhan
10. K. Thyagarajan
11. A. Elayaraja
12. T. Rukmankatharajan
13. R. Baskaran
14. N. Saravanan
15. G. Palanikumar
16. L. Sankar
17. S. Senthil Arumugam

Minutes Of SSMFOA Executive Committee Meeting

• It is resolved to assemble at 150 ft road (to get the attention of SSM Maintenance top management which is sitting inside School premises and divert the SSM buses on the other side of Nagar without causing any inconvenience to general public or property.
• It is resolved to include Mr. R. Srivinsasan B10 in the Executive Committee.
• It is resolved to take up the maintenance of Pillayar Kovil Park by generating revenue from the outsiders who are interested in conducting activities by taking a donation of a nominal amount say 2500/-for announcing the activity to our members
• It is resolved to close the Thaneer pandal as summer is over and to install it next Summer.

Members who attended the EC Meeting

1. Saravanan K
2. R. Srinivasan
3. Padmanabhan
4. A. Elayaraja
5. V Bhaskaran
6. G. Palanikumar
7. J. Radhakrishnan
8. T. Rukmankatharajan
9. K. Raghuraman
10. M. Valarmathi
11. S. Parthiban
12. S. Arul Raj

Minutes Of SSMFOA Executive Committee Meeting

• It is resolved to conduct Annual General body meeting on 24th Sep 2023. Invite & agenda, accounts, president’s address, Bye law amendment to be prepared on or before 28th August 2023.
• The EC has approved the legal expenses of Rs 32,500/- and Rs 20,000 incurred. The bills for the same have been submitted.

Members who attended the EC Meeting

1. Saravanan K
2. V Bhaskaran
3. S. Senthil Arumugam
4. G. Palanikumar
5. T. Rukmankatharajan
6. K. Raghuraman
7. Sathish Kumar R
8. PS. Jayaraman
9. J. Radhakrishnan
10. S. Arul Raj
11. P. Kalaiamuthan
12. K. Vijay Bharathi

Minutes Of SSMFOA Executive Committee Meeting

• It is resolved to allocate an estimated sum of Rs 25,000/- for the arrangement of AGM which is scheduled on 24th Sep 2023
• It is resolved to bring out a Annual report and Annual Magazine and generate revenue from Sponsors who are interested in giving advt in the Annual Magazine.
• The Annual report and Audit report to be placed in AGM has been ratified by the EC
• The Amendment to the Bye laws to be taken up in upcoming AGM is deliberated
• Preparedness for AGM is discussed and responsibilities delegated

Members who attended the EC Meeting

1. Saravanan K
2. V Bhaskaran
3. G. Palanikumar
4. R. Srinivasan
5. S. Senthil Arumugam
6. S. Padmanabhan
7. K. Vijay Bharathi
8. K. Thyagarajan
9. PS. Jayaraman
10. S. Arul Raj
11. P. Kalaiamuthan

Minutes of Annual General Meeting of SSM Nagar Flat Owner’s Association was held on 24th September 2023 at 3.30PM at Mother Teresa Park, SSM Nagar, Alapakkam,
Chennai 600 063.

• The Secretary called meeting of members at 3.30PM, considering more members to participate the meeting was adjourned to 4.00PM
• By 4.00PM, Meeting is called to order by the Secretary. To start with “TAMIL THAI VAZTHU” was played and the members stood up and paid to respects. The proceedings of the Annual General Meeting Commenced then.
• As a novel initiative the proceedings of the AGM was telecast through GOOGLE MEET link to members who could not attend the meeting in person.
• The President the association welcomed the members to Annual General Meeting.

Annual Report

The Annual report of the SSMNFOA was read out by the secretary and put to discussion and questions on the same.

Mr. Shiva Kumar, a member spoke on the annual report and suggested improvements. One prominent issue was that the TN RERA order on execution filed by SSMNFOA should have been highlighted and explained in the annual report. The Association was also called to include the number of members, membership added and members left the association in the annual report and efforts taken to improve the membership. Subsequent events and future plans should also be brought in the annual Report.

The President and Secretary explained that the TN RERA order is dated 13th Sept 2 023 and order made available on 15th Sept 2023. The notice of the AGM was already circulated on 01st Sept 2023 and could not capture the same. However, we have listed the subsequent events under “other matters for discussion”. The Secretary mentioned that every effort is taken to improve the membership of the association. Suggestions were accepted form implementation in future AGMs.

The annual report was moved to adoption by members and the same was accepted by all members unanimously. It was resolved to adopt the Annual Report and take the Annual Report for year 22-23 on record.

Financial Statements.

The financial statements for the year 2022-23 was circulated along with notice of AGM. The Treasurer of the Association read out the key items such as major source of income and expenses. Mr. Raman one of the members suggested Association to track the “Donations for legal expenses and the expenditure against the same separately. Some typo error in the expenses heading was brought to the notice of the Association and the same was accepted and corrected.

The Financial statements was moved for adoption by members and the same was unanimously accepted by all members. It was resolved to adopt financial statements and the take same on records.

Appointment of Auditors

The Secretary proposed to appoint the M/s S.V.V and Associates, Chartered Accountants as the auditor for the 2023-24 also. The same was accepted by members and was resolved to appoint The Treasurer of the Association read out the key items such major source of income and expenses, M/s S.V.V and Associates, Chartered Accountants as auditor of accounts of the Association for the year 2023-24.

Amendments to Bye Laws of the Association

The amendments proposed to by-laws of the association was read out and explained to the members in details and same was put to discussion by members. Majority of the members raised objections to include the residents to membership and the name change. As there was no consensus and majority of the opposed to make amendments were rejected by most of the members and the proposal was dropped.

TN RERA order.

The TN RERA order dated 13th Sept 2023 on the Execution petition filed by the Association was read out and explained to the members by the Secretary

Most the members expressed displeasure/ unhappiness over the way the maintenance carried out by the builder. Despite RERA orders the builder is collecting maintenance and not doing any service worth the money collected. One of the member questioned whether the Association is capable of such a task when taken over. The Secretary explained that lot of talent available among members and can be carried with some supervision by outsourced agencies available in market.

The Secretary explained unless the Maintenance is taken over by the association, deficiency and problems faced by flat owners cannot resolved. If Collection of maintenance charges and maintenance services are handled by this Association efficiency and improvements can be brought in. At any point payment of maintenance charges cannot be avoided. Some of the members suggested to make a plea to TN RERA / Govt. to appoint a Receiver / Administrator and collect maintenance charges.

Action Plan for the year and Future.

The secretary discussed and proposed the following action for this year.

1. Follow up with authorities legally to make the RERA order implemented by the builder both in letter and spirit.
2. Take over maintenance from the builder.
3. Executive Committee member shall participate in all committee meetings and if found absent for 3 consecutive meeting, such member will be removed from committee and any willing new member will be nominated in his place.
4. To bring back members who left this association and joined the SSM Maintenance agency.
5. To bring women members in the association and a minimum of 20% in the executive committee
6. Create a youth wing of this association and train them in leadership and team work.
7. Every effort shall be made to reduce Water Stagnation and to improve drainage facility.
8. To arrange for transport facility from SSM Nagar to Perungalathur for SSM Nagar residents.
9. Emergency care and Ambulance facilities at SSM Nagar.
10. To demand for an office room from the builder for the Association.
11. To make temporary wooden bridge for the children cross the deep canal and water logged road from SSM Nagar.

Action Plan suggested by members

1. Theft of motor cycle, cycles and pilferage of petrol from Two Wheelers require police patrolling at Night and demand for a Police Out post in SSM Nagar.
2. To represent to postal authorities and install a Post box in SSM NAGAR Complex.
3. Playing of heavy vehicles inside SSM Nagar which a residential area, cause damage the roads. Make representation to the authorities prohibiting of heavy vehicles in SSM Nagar and install an appropriate barricade.
4. To clear the clogged drains before monsoon so that it carries more water out of SSM Nagar and reduce water stagnation on the roads.
5. All members are appealed to transfer their Ration card, Aadhar and Voter ID to SSM Nagar. A sizeable population with votes can demand more from Govt. and get it done easily.
6. All members are appealed to transfer their Ration card, Aadhar and Voter ID to SSM Nagar. A sizeable population with votes can demand more from Govt. and get it done easily.

The Vice President of the Association made vote of thanks for all the office bearers, committee members, advertisers, Volunteers and the well-wishers for the support extended during the year to make this Association to grow and for organizing smooth conduct of 06th Annual General Meeting.

Finally, National Anthem was played, all members stood up paid respects.

The meeting concluded and came to an end.

Minutes of the Executive committee meeting of SSM Nagar Flat owners Association held on 08th Oct 2023 [08.15 AM] at Annie Besant Park, SSM Nagar, Alapakkam,
Chennai 600 063.

The Secretary welcomed members to the meeting and proceedings started by 8.20 AM.

1. The Secretary read out the minutes of AGM held on 24^th Sept 2023 and was approved by the members unanimously and to upload the minutes in Association’s website and circulate to members.
2. The Secretary thanked all members of the EC committee and volunteers for the active support extended in conducting AGM. The Secretary and the members wished to record the thanks, appreciation to members of Vinayaka Chaturthi celebrations committee for the cooperation and sparing the furniture to conduct the AGM as planned in a tight time schedule on that day. EC committee records its appreciation to all those organizers and volunteers for conducting the week long Vinayaka Chaturthi celebration in a grand scale.
3. The committee wished to records it appreciation and gratitude to all sponsors who had confidence in the Association and issued advertisement in Association’s annual Magazine as it helped in creating a surplus. The revenues generated has surpassed the expenses incurred in conducting the AGM.
4. The members felt that OSR areas in SSM Nagar i.e. Mother Teresa Park, Annie Besant Park and Kakkan Play Ground can be better maintained by this Association for the welfare of the residents. Hence, it was decided to make representation to Nedungundram Panchayat to take control of the same and maintain it well by the Association and Volunteer groups of SSM Nagar. This will also help in regulating various events conducted by our residents from time to time.
5. Members raised the issue of roadside eatery started on the foot path in SSM Nagar. It was decided to write letter Local Panchayat and police station to stop eateries/ street vendors putting up Stalls in Foot path inside SSM Nagar as it will create health, hygiene and cleanliness problem inside Nagar in the long term.
6. The committee thanked the Treasurer and Joint Treasurer’s initiative in getting a QR code for the association’s bank a/c. This QR code facilities quick and accurate transfer money with least effort by members.
7. The Secretary wished to bring transparency in handling finance and accounts and to initiate a practice of submitting previous month receipts, payments and Finance position at the end of the month, beginning next meeting
8. In order to take over maintenance from the builder, it is important that we reach 51% majority membership at the earliest. The Secretary appealed to Sector secretaries to form a group / team and to meet all residents and increase Association membership and collect the arrears of subscription on priority.
9. Members of the committee suggested some additional points to be included in the follow up letter proposed to be filed with CMDA and TNPCB.
10. The members urged to initiate action and to file further Execution petition for the pending amenities and facilities that builder failed provide/ complete as on date.
11. The Secretary urged to complete annual compliance documentation with DRO-South within the coming week.
12. The committee urged all residents and members to clear and pay the maintenance fees arrears to the builder. Any further delay in payment will only prolong the takeover of maintenance from the builder which every member desires.
13. The Committee wish to record in Appreciation to Mr. Srinivasan, Mrs. Subha and Mr. Arul who followed up with the Collector, Chengalpattu regularly and arranged for laying of new concrete Road at the entrance of SSM Nagar. They have also followed up with local panchayat and organized for finding a solution for water logging in Mahatma Gandhi Road / SSM Nagar.
14. The committee appreciated Mr. N G Kesavan for leading the legal fee fund collection and collecting a sizable amount from members for the common cause.
15. It was decided to nominate willing members as block representative wherever there is no representation.
16. The Committee appreciated the initiate taken by the Panchayat President for taken time to personally address the residents in SSM Nagar and efforts put to clear the water logging in SSM Nagar and to lay new road at the entrance of the SSM Nagar.

The Secretary welcomed members to the meeting and proceedings started by 8.05 AM. Discussion was held on among members present on various issues and points for action and the same are listed below

The Secretary welcomed members to the meeting and proceedings started by 8.05 AM. Discussion was held on among members present on various issues and points for action and the same are listed below

1. In July 2023 an FIR was registered with false charges on the past and present office bearers of the Association at Peerkankaranai Police Station for legitimate, peaceful protest to expose the bad road conditions based on complaints by SSM School Drivers as instigated by the Promoters i.e. SSM Builders and Promoters. The Association officer bearers moved the court and got anticipatory bail and nothing happened afterwards. It was decided to find a suitable advocate and file an application for quashing the false FIR registered. The legal expenses incidental to quashing of FIR will be borne out of funds of the Association.
2. Case filed against SSM Maintenance agency will be pursed further at the Chengalpattu District court.
3. Follow up for the completion of formalities such as Annual Return and other documents with Registrar of Societies office. Ensure the formalities are completed, acknowledgement and receipts are obtained.
4. Shops / Eateries on footpath of Mahatma Gandhi Road are increasing. Raise objections with SSM Maintenance and complain to Local Panchayat and Local police.
5. Follow up with Panchayat for maintaining the CSR areas inside the SSM Nagar by SSMNFOA.
6. Present Receipts and Payments account for the previous month to the executive committee every month.
7. SSMNFOA and executive committee members wish to appreciate and record with thanks, the efforts taken by Mr. Venkatesan (D1-302) in getting an appointment with CMDA and TNPCB officials for discussing the problems haunting SSM Nagar.
8. To engage an advocate and file Execution Petition before TN RERA for pending amenities to be provided by the Builder.
9. Appraise the Inspector of Police Peerkankaranai about the situation prevailing in SSM Nagar about bad roads and water stagnation everywhere and builder’s indifference in maintaining SSM Nagar.
10. SSMNFOA made best efforts to restore the road on Sector 1 side so that vehicles and Children reach to school safely. Water stagnated on the road was drained, filled with debris and gravel and leveled with JCB and Road Roller. Expenses incurred for the same are as follows and the same was approved the by Exe. Committee for payment.
    

    Debris 4 Loads	Rs. 26,000/-
    Gravel	Rs. 10,000/-
    Diesel for JCB	Rs. 3,000/-
    Food exp – JCB driver	Rs. 350/-

11. Expenses incurred in previous months on restoring Street lights in Mahatma Gandhi Road replacing defective material for an amount of Rs.6500 was approved for payment.
12. In order to minimize handling of cash and holding cash in Hand the Treasurer was authorised to register for “online” banking and make online transfer for making payments for expenses approved by the Committee.
13. Create a Feedback / Survey form SSM Nagar residents for New Year Celebrations 2024 and form a Committee for Organising New year Celebrations in SSM Nagar.
14. Write letter on priority to Highway Authorities / Minister / District Collector on water stagnation on Mahatma Gandhi Road and organize a protest before Highway Authorities with prior intimation to Local Police.
15. Write Letter to the Builder staking claim to takeover maintenance as per directions/ Order of TN RERA.

Minutes of the Executive committee meeting of SSM Nagar Flat owners Association held on 10th Dec 2023 [08.00 AM] at Annie Besant Park, SSM Nagar, Alapakkam, Chennai -600 063.

Minutes of the Executive committee meeting of SSM Nagar Flat owners Association held on 10th Dec 2023 [08.00 AM] at Annie Besant Park, SSM Nagar, Alapakkam, Chennai -600 063.

1. The Secretary read out the minutes of the meeting held in November 23 to members’ approval. The Minutes of previous meeting was approved and adopted.
2. The status and follow up action on false FIR filed against the past and present office bearers of the Association was discussed and the need to get it quashed by Court through proper legal proceedings was agreed by all. It was decided to take immediate steps to quash the FIR.
3. Follow up with DRO-South to ascertain whether the Annual Returns documents filed are accepted and compliance requirement are completed.
4. Previous month expense statement was circulated among EC members earlier was accepted and approved by EC
5. Draining of half treated sewerage water (STP) in trenches and mixing it with rain water and unfulfilment of several directions of Tamilnadu Pollution Control Board / SEIAA by the builders and its implications to the residents and the Association was discussed. It was decided to take up with TNPCB or initiate appropriate legal action.
6. Recent rains, floods , unprecedented water stagnation, damage to two wheelers, four wheelers and hardship faced by the residents in SSM Nagar was discussed. Natural draining of water in natural course of waterways was blocked at several places on account of haphazard development works by Highways department / 150 Feet road. It was decided to represent to the appropriate authorities viz. Block Development Officer, Highways Department and Tamilnadu Pollution control Board so that such calamities do not recur in future.
7. One of the reasons for slow draining of water was small diameter Hume pipe at the intersection of Gsquare layout entrance and 150 Feet Road. It was decided to approach local panchayat / BDO and seek their assistance in replacing it Hume pipe with larger dia.
8. Some of the residents of F1, D2, A3 blocks and sector 6 assembled together before maintenance office on 09th Dec 2023 and demand certain services from the maintenance team. SSMNFOA strongly condemns the high-handed behavior and insensitivity of the SSM Maintenance to the suffering of Residents and not offering any solution in a time bound manner.
9. In order to strength of this committee some senior, influential and energetic resources are considered necessary. Following flat owners who volunteered to offer their services was inducted into the committee with approval all members present.
   a. Mr. S. Krishnan (B16-210)
   b. Mr. Saravanan Narayanan (D2-203)
   c. Mr. G. Sivakumar (A6-203)
10. It was decided to approach the Highways department to increase the depth of the canal that is being constructed to a level below the surface level of SSM Nagar and its water channels.
11. In response to our representation and the initiative of Mr. Chinnappan, a flat owner, MTC staff visited SSM Nagar to ascertain the requirements of transport facility. This committee acknowledge with thanks Mr Chinnappan for the efforts taken in this regard.
12. Mr Satish Kumar, a committee member presented the proposed legal notice and execution petition on pending amenities before TN RERA. Pending amenities tabulated and their current status was explained by Mr. Satish Kumar item by item to all members. It was decided to gather all documentary evidence and photographs. Members are asked to share the available evidence/ photos to substantiate our case.
13. After discussion among members it was decided to authorize Mr. K. Saravanan, the Secretary of the Association to sign and authenticate all documents in connection with filing of execution petition and further complaint before the TN RERA against SSM Builders and Promoters.