Dear Residents,

The Extraordinary General Body Meeting / EGBM held on 15th December 2024 at Multipurpose Hall, Clubhouse 2, Casagrand Supremus, lasted nearly 4 hours with constructive discussions and important resolutions passed. The meeting was conducted with patience and maturity by the Secretary, which is highly appreciated.

Key Highlights:

1. Meeting Commencement
   • Quorum was achieved at 4:30 PM.
   • The meeting was chaired by the President.
2. Advisory Committee Announced
   • The President announced (in Tamil) the formation of an Advisory Committee consisting of 5 members.
   • Residents are encouraged to refer to the official MOM for names of the selected members.
3. Pending Resolution Register
   • It was highlighted that the Chair of the AGBM held on 9th November 2024 has not signed the resolution register.
   • The management committee assured follow-up with the Chair to complete the formalities so the new committee can proceed effectively.
4. Ratification of Audit Report for FY23-24
   • The Audit Report published on 9th November 2024 was ratified by the General Body.
   • Clarifications regarding the missing bills were provided by the auditors and accepted.
5. Lorry Water and UV Dues
   • Clarifications were provided that UV dues and lorry water charges will continue on a square foot basis.
   • The decision was ratified, with 6 members objecting.
6. Maintenance Payment Advance – Jan-March 2025
   • A resolution was passed to collect advance maintenance payment for Jan-Mar 2025 by 16th December 2024.
   • Due Date: 7th January 2025.
7. Non-Budgeted Expenditure and One-Time Invoice
   • The Treasurer presented a non-budgeted expenditure and sought approval to raise a one-time invoice of ₹2.71/sq.ft to cover a deficit of ₹25 lakhs.
   • Resolution passed with the following conditions:
     1. Maximum invoice value capped at ₹2.71/sq.ft.
     2. Treasurer to wait until 15th January 2025 to assess the financial situation, pending dues, and adjustments.
     3. Residents may raise queries till 18th January 2025 through available channels.
     4. A revised invoice, if necessary, will be issued with a due date of 28th February 2025.

Areas of Concern:

• Resident Participation: While we had productive discussions, we urge more residents to actively participate in meetings to voice their opinions and ensure better transparency in decision-making.
• Accountability on Collections: OBs must take ownership and accountability for outstanding dues and collections instead of disowning responsibilities by stating, “We are not Collection Agents” or “Ask the Accountant.” These remarks undermine the collective effort required for financial discipline and create confusion.
• Focus on Recovery First: Before seeking additional funds from residents, the management must prioritize recovering pending dues. This includes outstanding amounts from commercial establishments and other receivables.
• Unaddressed Concerns: Some residents’ concerns were not reflected in the official meeting notes. However, we will carefully observe the actions taken on those items when the updated financial data is presented on January 15, 2025.

Closing Notes:

The meeting reflected the importance of structured and transparent communication. The Secretary’s mature handling of proceedings set a positive precedent. Moving forward, accountability, recovery of dues, and active resident participation will be key to ensuring the financial health and smooth functioning of our community.

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Author: Supremus Leaks