GOVERNMENT EMPLOYEES’
CO-OPERATIVE HOUSING SOCIETY LTD. KARACHI
Saleem Avenue, Suit No. 201, Second Floor, Opposite Bait-ul-Mukaram Masjid
Main University Road, Gulshan-e-Iqbal, Karachi. Phone 021-34972436-37
GECHS/AGM/4/2012 September 23, 2012
MINUTES
The Annual General Meeting of the Society was held on Sunday the 23rd September 2012 at 11:30 a.m at PASSP Club, ST-4, Block 5, Gulshan-e-Iqbal, Karachi under the supervision of Cooperative Department Assistant Registrar, Audit (West) Mr.M. Muneer Baig and Government Co-operative Inspector, Audit (West) Mr. Mirza Shaukat Baig. A list of 148 members who attended the meeting is pasted in the minute book.
In the absence of Mr. Muhammad Moinuddin Abbasi, President undergone Harnia operation, the meeting was presided over by Dr. Syed Salik Anwar Jeelani, Committee member.
The AGM was conducted by Mr. Muhammad Iqbal Qureshi, member managing Committee and transacted following business as per Agenda:
1. RECITATION
Hafiz Qari Waliullah recited verses from the Holy Quraan.
2. CONFIRMATION OF MINUTES OF THE LAST MEETING HELD ON
25 – 09 – 2011.
Before presenting minutes of the last meeting, Prof. Syed Tahir Ali Jafri, Honorary Secretary condemned the anti Islam and blasphemic film made in United States of America. He wished Ummah to continue protest, sacrifice whatsoever needed and strive for United Nation's Resolution to prevent these nefarious acts.
The minutes of the last meeting held on 25 – 09 – 2011 were read out with translation in Urdu and confirmed unanimously.
3. REPORT OF CHAIRMAN FOR THE YEAR 2011 – 2012.
The report of Chairman for the year 2011 – 2012 was presented by Prof. Syed Tahir Ali Jafri, Honorary Secretary. The report covered following aspects:
On behalf of Managing Committee of the Society, he warmly welcomed all members particularly those who became members of the Society this year and were present in this 3rd Annual General Meeting. He expressed his pleasure to present accounts and report of the Auditor for the year 2011 – 2012.
The aims and objects of the Society for which this Society was formed in March 2009, was recalled as to provide low cost plots at better location to the low income employees of Government, Non-Government and other Departments, including their relatives and friends. He told that the aims and object of the Society were being carried out in letter and spirit.
He further said about hard days we were passing in which dream of a low income employee to build his own house remain dream till end, but by the grace of Almighty Allah, GECHS is determined to make dream of sala ried persons true by all means. With this spirit, the Society is providing plots on no loss and no profit basis and the price of plot has been kept as low as possible so as to bring it within the reach of low income employees. He prayed for the removal of all hurdles and have all success in the mission (A'ameen). He said that difficulties are there yet with the cooperation of members and blessings of Almighty Allah, the Society is moving ahead successfully.
MEMBERSHIP
The members were informed that last year strength of members was 890 and the position as on 30 – 06 – 2012 was as under:
VALID MEMBERS SUSPENDED MEMBERS WITHDRAWN TOTAL
650 270 19 939
The members were reminded to extend membership to their relatives and friends so that they also have similar opportunity to make their own home.
ADMINISTRATIVE MATTERS
The members were informed that due to increase in the membership, secretarial services are being improved to make it fast by using modern facilities. All information about the Society can be obtained in any part of the World through society website: www.gechs.com.pk
LAND
The fact known to members was recalled that soon after registration of the Society, land at Deh Babbar Band, Tappo Huttal Buth, Thano Boola Khan, Disatrict Jamshoro which is on the best location of Super-High-Way near projects like Defence Phase 9, 10, 11, and 12, City University, Education City, Agha Khan Medical Complex, SIUT, Malir Development Scheme, Quaid-e-Azam University, Shaukat Hospital and other residential and commercial projects, was acquired keeping in view the interest of members joining Society in large numbers. The location where the land of the Society exists, will be a new city of the future, Insha Allah. The Society was lucky that the Government of Sindh had issued tender for water line and motor-way from Jamshoro to Lucky Cement as well as development works on other projects was started too.
Members were informed that the monthly installment being collected from the members is paid to landlord but unfortunately a large number of members are not paying their installment within due date despite issue of notices ands SMS for which Society has not been able to make payment of Land to the landlord by the date agreed upon. The payment so far made to the landlord was detailed as under:
COST OF LAND / PAID UPTO30-06-2011 / PAID UPTO
30-06-2012 / TOTAL
PAYMENT /
BALANCE
Rs.103845000.00 / Rs.18626000.00 / Rs.8250000.00 / Rs.26876000.00 / Rs.76969000.00
The members were apprised that due to delay in payment, Society is bearing extra expenditure on account of reminder notices and facing undue pressure from landlord who has increased the cost of land by Rs.50,000/- per acre due to which the balance payment has been increased from Rs.76969000.00 to Rs.81914000.00 to be beared by the members.
It was disclosed that among the members, some are habitual defaulters while some delibrately avoid payment which is against the spirit of cooperation as the cooperative Society consists of like minded people. The situation created due to delay in payment to the landlord may lead to borrowing from Bank, institution or person causing burden on members.
The house discussed action against persistant defaulters. In this context a resolution proposed by Mr. Aamirullah Baig (M/123) and seconded by Mr. Saeed Rizvi (M/267) was passed as under:
RESOLUTION No.1
Resolved that this house authorises Managing Committee of the Society to take appropriate action against the persistant defaulter members as per Rule.
CHOKRY SURVEY
The members were informed that the Chokry survey which was delayed due to delay in payment to landlord, has now been completed with the grace of Almighty Allah but at the cost of additional expenditure incurred on account of defaulter members. The members were requested for timely payment which was in their own interest failing which they will have to bear increased cost. As payment to landlord could not be made in time, the scheme has been divided in two sectors. The members adjusted in sector-1 were those who have been making timely payment and this sector will be completed first. The rest will be adjusted in sector-2 with increased cost of land. In this context, a resolution proposed by Qari Waliullah (M/643) and seconded by Mr. Anjum Anis (M/643) was unanimously passed as under:
RESOLUTION No.2
Resolved that the increased cost of land be recovered from the members acquiring plot in sector/Phase-2.
ENTITLEMENT/ALLOCATION LETTER
The members were reminded about circular letter dated 01 – 06 – 2012 under which members were requested to clear their dues and obtain Entitlement/Allocation letter for booking of plot in sector/Phase-1 by 15 – 06 – 2012 intimating that no reason will be accepted thereafter. However, in the AGM, members were allowed one more chance to clear their dues by 30th September 2012 and to contact office for issue of Allocation Letter.
The house approved proposal of Qari Sarfaraz to extend last date for obtaining Allocation Letter upto 31 – 10 – 2012. The house also discussed action against defaulter members and passed following resolution which was proposed by Mr. Muhammad Zakir (M/402) and seconded by Mr. Rao Sabir Ali (M/110).
RESOLUTION No.3
Resolved that approval of the house is accorded to the issue of final notice to the defaulters for recovery of dues including late payment surchage.
SITE PLAN
The members were informed that the Site plan has been got prepared from well known experienced Architect and the same has been submitted to Sehwan Development Authority (SDA) for scrutiny for which scrutiny fee has also been deposited in Government treasury. On completion of scrutiny, it was hoped that challan for the approval of site plan and development works will be issued for which Rs.40 to 50 lac will be required immediately for payment in treasury. The members were again requested for clearance of dues to gear up efforts for the approval of site plan. The members were assured of good news in future provided their cooperation is continued. After approval of site plan, provisional allotment order will be issued and development works will be planned. According to Society record there was dues of Rs.80 lac 57 thousand 150 outstanding against the members. The clearance of dues was necessary for payment to landlord and appoval of site plan.
The house agreed to recover expenditure on Chokry Survey/Site plan from the members acquiring plot in sector/Phase-1 and a resolution proposed by Mr. Hamid (M/554) and seconded by Mr. Umar Siddiqui (M/764) was passed as under:
RESOLUTION No.4
Resolved that the expenditure incurred/to be incurred towards Chokry Survey/Site plan or any increase caused due to delay in payment of monthly installment be recovered proportionately from the members acquiring plot in Sector/Phase-1.
OUTER DEVELOPMENT
The members were informed that submission of site plan to SDA for scrutiny is the beginning towards development works and as soon as the scrutiny is completed and the Government Challan for development is issued, members will be informed accordingly in order to make timely payment to SDA.
INTERNAL DEVELOPMENT
Members were informed that the Society will make efforts to start internal development alongside outer development, Insha Allah because with the pace of time increase in the expenditure was definite. According to Engineering Consultant of the Society, the present cost of internal development was estimated to Rs.1200/- per Sq. Yd. The members were told that prior planning can be done if the members were mentally prepared.
COOPERATIVE AUDIT
The members were informed that like previous two years, Society has been assigned 'A' class in the Audit Report of 2010 – 2011, which reflects the satisfactory performance of the Society in all respect. In the last audit report Society was advised to take measures to overcome income deficit which has been addressed in the year 2011 – 2012 as is evident from the Income & Expenditure Statement provided to members. Certainly such remarks could be avoided if timely payment by members is ensured.
The house discussed to add another source of Income by investing in Islamic Bank. A resolution proposed by Mr. Zakirullah Baig (M/109) and seconded by Mr. Saad Hussain (M/72) was passed as under:
RESOLUTION No.5
Resolved that approval of the house is accorded to invest share money, reserve fund or any other fund except cost of land in an Islamic Banking Account or Fixed Deposit with Bank Alfalah (Islamic) or any other suitable Islamic Bank.
ACCOUNTS FOR THE YEAR 2011 – 2012.
The members were informed that the accounts for the year 2011 – 2012 has been audited by the same auditor M/S Muazzam Ali Khan & Co. A copy of audited statement of account was provided to members. The income & Expenditure for the year 2011 – 2012 and appropriation of net income was reported as under:
INCOME /EXPENDITURE / EXCESS OF INCOME
OVER EXPENDITURE
Rs.1067181.94 / Rs.677667.00 / Rs.389513.94
APPROPRIATION OF NET INCOME Rs.389513.94
1. Reserve Fund: Rs. 38951.00
2. Office Expenses: Rs.350562.94
Rs.389513.94
The members were apprised that the nominal service charges @ Rs.50/-, Rs.70/- and Rs.100/- for plot size 120 sq. Yds, 240 Sq. Yds and 400 Sq. Yds respectively approved per month in the last AGM was considered inadequate to meet increasing office expenses and non stop price hike. The house was requested to approve uniform amount of Rs.100/- per month from 1st July 2012 for all size of plot so as to bear the burden of rising expenses.
The house agreed with the proposal but changed the date of application from July to October 2012. The house adopted following resolution which was proposed by Mr. Khalid Rizvi (M/647) and seconded by Qari Sarfaraz (M/712).
RESOLUTION No.6
Resolved that the approval of this house is accorded to collect service charges at the rate of Rs.100/- per month from all those members of the Society who are still paying their installments irrespective of size of plot applied for with effect from 1st October 2012.
The house discussed another proposal to increase transfer fee from Rs.510/- to 1010/-. One member suggested increase of Rs.50/- while another member suggested increase of Rs.1000/-. The house however, agreed to the initial proposal and adopted following resolution which was proposed by Mr. Muhammad Saleem (M/876) and seconded by Mr.Muhammad Shafi Alam (M/901).
RESOLUTION No.7
Resolved that transfer fee be increased/revised as under with immediate effect:
S.No. / TYPE OF TRANSFER / TRANSFER FEE01. / Transfer to nominee in immediate family member
i.e Spouse, Son/Daughter/Mother/Father / Rs.1000/-
02. / Transfer to immediate family member who is not a
Nominee i.e Spouse, Son/Daughter/Mother/Father / Rs.15/- per Sq. Yd
03. / Transfer to relative e.g Aunt, Uncle, Nephew, Niece
And Cousins. / Rs.20/- per Sq. Yd
04. / Transfer to non-relatives. / Rs.25/- per Sq. Yd
05. / Change of nominee. / Rs.500/-
06. / Admission Fee / Rs.50/-
07. / Transfer of share / Rs.10/-
At the end of report, it was said that the Annual Report he has presented reflects our spirit to serve, pray for success of the Society, gives hope to members and demands cooperation of the members to achieve our common objectives. The members were thanked for their confidence reposed in the Committee and invited their valuable suggestions for further improvement.