HAPPY NOOK CO-OPERATIVE HOUSING SOCIETY LIMITED
MINUTES OF PROCEEDINGS of the 27th ANNUAL GENERAL MEETING held on 06.04.2025
Date: 06.04.2025
Venue: Happy Nook Society’s Community Hall
Members Present: 60 (Sixty)
In terms of Notice, dated 16th March 2025, issued by Sri Gautam Das, Secretary of Happy
Nook Co-operative Housing Society Limited, the 27th Annual General Meeting of the Society
commenced at 5.15 PM on 06.04.2025 at the HN Society’s Community Hall with Sri Anup
Dewanji as the Chairman of the Meeting.
The Meeting started with Welcome Address by The Chaiman to all the Member’s present.
Next the Chairman requested all the members to abide by the Agenda Points of the Meeting
for Q & A session, and advised everyone not to raise any personal agenda, personal attacks
or use any unparliamentary words during the course of entire meeting process.
The Chairman then requested the Secretary to start the AGM proceedings as per the laid
down Agenda Points.
Agenda 1: Confirmation of the Proceedings of the last Annual General Meeting held on
31.03.2024 and Half-yearly General Meeting held on 01.12.2024, which were circulated earlier.
Since the MOM of the proceedings of the above-mentioned meetings have been circulated
earlier, the House agreed that they need not be read out again and the House unanimously
confirmed them.
Proposed by: Sri. Subrata Chakraborty (A-1/14)
Seconded by: Dr. Manimala Das (A- 11/15)
Agenda 2: Action Taken Report for the AGM held on 06.04.2025
The Chairman read out the progress on the actions decided in the last AGM dated 31.03.2024.
The House accepted the same
Proposed By: Sri Goutam Mukherjee (A-6/4)
Seconded By: Sri Goutam Banerjee (A-6/14)
Agenda 3: Consideration of the Secretary’s report:
The Secretary read out the report. The Chairman then asked the House if there are any
comments / observations with respect to the Secretary’s Report.
Chairman, Sri Anup Dewanji mentioned that excellent work has been done by the Garden
Committee under the stewardship of Smt Purabi Guha Biswas, and the entire committee
members deserve a big appreciation. He also mentioned that Smt P G Biswas has also
donated lot of saplings out of her immense love and affection towards the Society. The same
was acknowledged by The House.
He also mentioned that during 3rd week of February 2025, a major electrical fault occurred at
the Distribution Pump House. It was because of the prompt and untiring efforts rendered by
Sri B K Ghosh & Sri Subhodeep Roy Chowdhury, that a major crisis could be averted and the
pumps are working fine now. This was also applauded by The House.
Smt Krishna Patra (A-6/2) appreciated the Board for their good work. However, she
mentioned that 60K for gardening purpose is not a meagre budget and it should be controlled.
To this, The Chairman requested Smt Krishna Patra to judiciously compare the Gardening
Budget of a single flat vis-à-vis 4 Acres of Society premises. Smt K Patra also mentioned
that the Devdaru trees along the periphery of Boot House Park can be trimmed at the onset
of monsoon or during winter for better result. The suggestion has been noted by the Garden
Committee.
Smt Rupa Narayan (A-6/13): She requested the Board to trim the tree facing their balcony,
due to which they are facing problem of bats and insects. To this Sri Gautam Banerjee,
Member of Garden Committee replied that he will look into the matter and do whatever is
best possible. He explained that there is always a predicament about tree trimming as a
section of the Members want trees to be trimmed while the other section doesn’t. Moreover,
at times the trimming operation becomes risky because of the tree branches being
dangerously inaccessible for trimming.
Sri Gautam Banerjee (A-6/14): He requested all the members to raise any issue regarding
trimming of trees, to the Garden Committee or to the BOD members. He also requested
members to not take the matter in their own hands as that may lead to legal complications.
Trees with above certain diameter cannot be cut as such. It needs permission of forest
department, and previously there have been such incident in our campus wherein problem
had arisen due to cutting of trees without proper permission.
Smt Kalyani Dutta (A-10/6): She mentioned that branches of a big tree behind their building
have developed major cracks and needs immediate trimming to avoid any accident. The
Garden Committee took a note of the same.
Smt Dipali Banerjee (A-7/3): She requested the Board to take a note of the big Radha Chura
Tree behind their building for trimming purpose. The garden Committee will oversee it.
Smt Supti Roy Chowdhury (A-11/16): She mentioned that the condition of her roof has
deteriorated and requested the Board to get it repaired. To this the Secretary replied that the
same will be taken up in CY 2025-26.
After all these deliberations the Secretary’s Report was accepted by The House
Proposed By: Sri Shankar Chakraborty (A-5/1)
Seconded By: Sri Goutam Mukherjee (A-6/4)
Agenda 4: Approval of Budget for the year 2025-26 and Annual Maintenance Charges on the
Members for the Year 2025-26.
Smt Kalyani Dutta (A-10/6): She mentioned that since Library is no more functioning, then
why include it in the budget. To this, The Secretary replied that since lots of books are existing,
so to ensure they are properly maintained and to keep a stock register of the books, our
caretaker Mr Giri gets a meagre remuneration of Rs 300/month.
Sri Siddharta Roy Chowdhury (A-2/1): He suggested that some newspaper & recent
magazines can also be kept for the interest of the members. A reading room can also be
thought of to keep alive the purpose of library.
Sri Subhodeep Roy Chowdhury, Vice Chairman: He mentioned that he regularly donates
“Desh” magazine. To this The Chairman added that any interested members can come and
read the books present in our Library.
Sri B K Ghosh, Director: He mentioned that the Club House can be very well used as a reading
room by the members. The Board always encourage such activities and is ready to spend
some money for the betterment of such facilities. But it is very disheartening to see the
apathy among the members after a few days and as a result of which such investments go
waste. A glaring example is the case of the Tabe Tennis Board which is now lying idle for
months together in one corner of our Community Hall.
The Budget was thereafter unanimously approved by The House
Proposed By: Grp. Capt. S B Majumdar (A-11/8)
Seconded By: Sri Krishna Jha (A-1/6)
Smt Krishna Patra (A-6/2) & Smt Rupa Narayan (A-6/13): Both of them questioned about
keeping Sumanta Mondal (Bhola) as a salaried person, as he is not at all available during
need of the hour, when Anukul is on leave or absent due to illness and as per the said
members his assistant Bappa charges exorbitantly for small electrical fittings inside the
members flats. Smt Rupa Narayan also mentioned that since Anukul is not totally fit now a
days, so we must look for a stand by arrangement.
Sri P B Sinha (A-9/14): He suggested since Bhola is not available on call, so the Board must
replace him with another efficient electrician who can be available during need of the hour.
Mr B K Ghosh mentioned that his proposal is well noted and the Board will definitely consider
another option.
Thereafter, the AMC Charges for CT 2025-26 were unanimously approved by The House
Proposed by: Sri P K Ghosh (A-11/10)
Seconded by: Sri Subrata Chakraborty (A-1/14)
“Resolved that Annual Maintenance Charges of Rs 19,500 (Rupees Nineteen Thousand Five
Hundred only) for the Co-operative Year 2025-26, with effect from 01.04.2025, to be paid by
the Members, either one time within 31st May 2025 or in two instalments, the first instalment
of Rs. 12,000/- by 31st May 2025 and the second instalment of Rs.7,500/- by 31st August 2025.
A late fee @ 2.0% per month would be payable for delayed payment.”
Agenda 5: Upgradation of Security Arrangement:
The Secretary placed the proposal of enhanced security in front of The House, wherein it is
stated the due to enhanced security arrangements and appointment of New Security Agency,
there can be an outgo of additional Rs 2000/member/year vis-à-vis the existing Security
Arrangement. The Secretary sought views of the members on this subject.
Sri Subir Das (A-1/4): He wanted to know that what more enhanced services will be available
if a new Security Agency is appointed. Without proper detail it is not possible to decide. He
also mentioned that there are many nuisances created by outside vehicles in front of our
main gate, causing difficulty for our members, which is beyond the control of our existing
Security Team. So, the proposal needs to be more elaborative.
Smt Sampa Basu (A-2/8): She mentioned that many times it happens that the delivery person
reaches the flat before the same is approved thru MyGate app.
Sri Kushal Roy, Director & The Chairman explained the reason for such incident to both Sri
Subir Das & Smt Sampa Basu. Mr. Kushal Roy while replying to Mr. Subir Das’s query said
that the quality of enhanced service is a very subjective matter. It is very difficult to predict
about the service that will be provided by new Security Service Agency unless pressed into
service. The current enhanced rate that has been shared is based on the points that the
security personnel will be of age less than 45 years, agile, able bodied and they will be smart
and tech savvy. However, to judge how good or bad they are that can be done only once they
have been pressed into service.
Sri Subrata Chakraborty (A-1/14): He suggested that a committee may be formed to examine
the viability of the same, as this can be a sensitive issue. The Committee will deliberate on
the Security Arrangement (existing vis-à-vis New Team) and may place the detailed proposal
in the next HYGM for further discussion.
Sri B K Ghosh, Director: He mentioned that by and large the existing security team which is
with us for last 20 years are functioning, leave apart one or two cases. There has been no
case of burglary for the last 20 years and female & Senior Citizen residents are also quite
safe inside the campus.
Mr P K Mukherjee (A-6/3): He raised concern about appointing young security persons thru
new agency.
However, majority of the members were in favour of forming a committee who will examine,
deliberate and come up with concrete proposal in next HYGM.
06. Detailed Update of Major Building repair Works and Major Building repair Charges to be
paid by Members:
Secretary read out the detail of the Work Done so far and apprised the members about the
Total Estimate of Major Building Repair Project.
Sri Subir Das (A-1/4): He enquired whether the cost escalation over years have been taken
into account while preparing the Project Cost.
To this Mr B K Ghosh replied that cost escalation has not been considered here and to address
the same the Board will enter into a running contract with the Vendors.
Sri Siddharta Roy Chowdhury (A-2/1): He enquired how has the rates been arrived at. To this
the Secretary replied that the entire project cost has been prepared after due Tendering
process and L1 rates have only been considered.
Thereafter, the Major Building Repair Charges payable by Members were unanimously
approved by The House
Proposed By: Sri P B Majumdar (A-7/11)
Seconded By: Smt Srimati Mukherjee (A-9/4)
“Resolved that a Fee of Rs. 7000/- per year (Rupees Seven Thousand only) for Major Repair
of Buildings will be taken from each Member for the next four years to create a Major Building
Repair Fund, to undertake immediate and major repair works and that the second lot of
Rs.7000/- for the co-operative year 2025-26 be paid in two instalments, the first instalment
of Rs. 4000/- by 31st May 2025 and the second instalment of Rs.3000/- by 31st August 2025.
Late payment will entail a fine of 2% per month.”
07. Building Extension Project (Front Balcony):
Sri Soumen Adak, Director: He explained about the project in detail and mentioned that the
new extended balcony will be of size 55 sq. ft. The balcony will be constructed based on
Cantilever system, after dismantling the existing balcony. The approximate cost would be Rs
1 Lakh per flat.
Sri P K Ghosh (A-11/10): He mentioned that he has health issues and is against the extension
plan.
Smt. Kalyani Dutta (A-10/6): She doesn’t want extended balcony and opined that it should be
made optional, and not to be imposed on members.
Sri Kaushik Bhattacharyya (A-10/1): He mentioned that some members may want extended
balcony and some may not. So, the Board should not force everyone to agree to the proposal.
There may be legal issues, financial issues with some members and hence should not be
forced upon.
Sri Shankar Chakraborty (A-5/1): He mentioned that if the project is feasible, then members
should go for it, as it is a good proposal considering the fact that there is very limited space
within our Society with respect to scope for any building extension. The extra space will be
desirable as it can be of more utility as a storage space for members. He also questioned
that if a decision is taken in AGM for a project, is it not binding on all the members?
Sri B K Ghosh, Director: He pointed out that any decision passed in AGM is Supreme as per
Cooperative Law. But it is applicable only for development of common area and for essential
services. But in Balcony extension case, it is neither a common area issue nor an essential
item, so it has to be done on consensus basis. He also pointed out that the extension of
balcony in the ground floors will create parking space problem for at least 15 to 16 cars and
they have to be relocated to the arterial roads permanently, thereby compromising on the
aesthetics of the society and safety of the members.
Some member enquired about the necessity of permissions from KMC or equivalent
authorities. To this Sri Soumen Adak mentioned that taking permission from KMC will
significantly escalate the cost of the project and invite other problems. However, if the project
is started after taking NOC from all members, then KMC permission for such small project
may not be needed.
It was suggested by members to form a committee who will do an elaborate study on this
project and come out with concrete plan. The Chairman invited Sri Shankar Chakraborty, Sri
Subir Das & Sri Goutam Banerjee along with two BOD Members to be a part of the proposed
committee to which Sri Chakraborty did not agree, but Sri Das and Sri Banerjee both agreed.
08. Appointment of Internal Auditor for CY 2025-26:
The Chairman mentioned that Mr Dilip Banerjee have been our internal auditor for past many
years but recently he is not keeping well and hence the Board has no other option but to look
for a new Internal Auditor.
However, before doing that the Chairman on behalf of the Board put on record before the
House it’s deep appreciation and gratitude towards Sri. Dilip Mukherjee (A 3/7) for untiringly
guiding the Board in maintaining the Accounts with utmost sincerity as the Internal Auditor
of the Society through his valuable experience and would look forward to receiving his
guidance even in the future. The Board decided to send a Note of Gratitude to him, which was
appreciated and applauded by all the members present
The Chairman proposed the name of Sri Subrata Chakraborty (A-1/14) as the Internal Auditor
for CY 2025-26.
The same was unanimously accepted by The House.
Proposed By: Grp. Capt. S B Majumdar (A-11/8)
Seconded by: Sri Goutam Banerjee (A-6/14)
09. Write off of Very Old Entries in Audited Balance Sheet:
The Secretary apprised the members present about some very old entries which have been
appearing the Audited Balance Sheet for last 13-14 years. Queries regarding these entries
have been raised by Auditor in several instances. The Board proposed to write off these
entries and integrate the net amount to the Income & Expenditure Statement for the CY 2024-
25.
Sri Subrata Chakraborty (A-1/14): He mentioned that these write off were very much
necessary as they were unnecessarily impacting the item “excess expenditure over income”
in Income & expenditure statement of Society accounts.
The Write-Offs were approved by The House.
Proposed By: Sri Shankar Chakraborty (A-5/1)
Seconded By: Grp. Capt. S B Majumdar (A-11/8)
10. Consideration of any other matter which may be forwarded in accordance with the Bye-
Laws, with approval of the Chairman
The Chairman announced that the Lift Committee has proposed to the Board for a lift to be
constructed for members for easy access to the Society Office. He informed that the proposal
had been approved by the Lift Members in their General Body meeting held on 05.04.2025.
Mr B K Ghosh, Director: He explained in details that it will be a two-member lift and will be
open to all members for reaching Society Office during working hours. The entire expense
towards the construction of the lift will be spent from the Reserve Fund of Lift Members A/c.
Provision will be there for taking it to the 2nd floor of the Society Office Building.
Sri Subir Das (A-1/4): he enquired about the cost of maintaining the said lift. To this Mr B K
Ghosh replied that the AMC will be incurred from Lift A/c
He also enquired about the concept of cloud kitchen that was discussed in last HYGM. To this
The Chairman asked about any proposal from the members.
Grp. Capt. S B Majumdar suggested that a floor above the Society Office may be constructed
and to transform it to a cafeteria cum cloud kitchen. The Board took a note of his suggestion.
Srimati Mukherjee (on behalf of Sri Ratan Mukherjee) apprised the members about the
possible hazards of installing the AC outdoor units on the balcony iron grills and necessary
precautions to be taken to avoid any electrical hazard. The Chairman replied that Board will
discuss on the same and take appropriate action wherever applicable.
Sri Arun Prakash Mitra (A-11/13): He mentioned that around 84 cars are parked in the parking
areas. However, if someone comes back late night into the Society, finding a parking spot
becomes difficult and that person has to park the car on road. sometimes, the parking areas
are occupied by visitors’ cars thereby creating trouble for members. He requested if a
designated car parking spot for every member can be created.
Mr BK Ghosh replied that owing to growing no of cars and limited parking space, we have to
live with these small issues.
Sri Mahesh Motwani (A-9/12), on special invitation by The Chairman, placed a proposal for
total overhauling of the Society and transform it to tall towers thereby creating larger flat
areas for members and more open space. The proposal will be circulated among the
members for more participative discussions. Sri Motwani has suggested that he will prepare
a folder with ideas from some developer which can be used for the purpose of circulation.
Finally, The Chairman thanked all the Members for participating in the AGM and for their
cooperation towards conducting the proceedings in an orderly manner.
The Meeting ended with Vote of Thanks from The Chairman and the Board of Directors.
(Anup Dewanji) (Gautam Das)
Chairman, HNCHSL Secretary, HNCHSL
