MINUTES OF THE

SPECIAL MEETING FOR MEMBER OF MAIDEN MEADOWS .

Venue online google meet: YBZ-ZHQJ-VKO

Venue Date and time: SUNDAY 20TH FEBRUARY 2022, 16:00-18:00
Member present for the meeting
G2 & F1- Ms. Maria Zita Edna Viegas, G8-Mr. Rony Anthony Rodrigues ,G9 & S9 - Mr. Seby
Agnelo Fernandes,F11 & F12- Mr.Mark Anthony Costa, F13-14-15- Mr. Cortez, S6 Mr.Valentino
Fernandes , S10 Mr. Kerman Fall Shroff, S13 Mr. Savio Pereira, S15 Mr. Girish R Revankar
Member Excused with prior intimation.1) F2-Mr.E Viegas 2) F9- Mr Domingoes

Background and purpose of arranging this special meeting on 20th Feb 2022.
Hand Over by Old Committee.
On Jan 27th the old committee called for a meeting at 10:00 am Maiden Meadows, in
coordination with Mr Seby to initiate the handover from old committee to new committee,
Mr Seby as Chairman , Mr Mark as Treasurer their names were proposed and documents &
keys were officially handed over to them at this meeting by the Outgoing Chairman , among
others present were Mr Seby Mr Mark, Ms Sonia, Ms Edna, Mr Rony, Mr Norton Mr E
Viegas… The New committee and other members attended this meeting expecting to receive
the handover but to their shock and dismay in this meeting only partial handover was done, the
FDs ,Bank Account transfer, current years account among others were left for later, to an
undisclosed date . The explanation given by the outgoing treasurer was the accountants have
delayed the process. The expectations of the old committee was that the new committee is to
take over day to day operations of Maiden Meadows from Jan 27th without any financial
support or petty cash. Several attempts by Mr Seby, Mr Mark, Mr Savio, to follow up with Mr
E Viegas and Mr N Viegas lead to only one excuse that they (Mr E Viegas and Mr N Viegas)
need official minutes of the meeting stating the names and posts of the newly selected
provisional board. So It begs one to think, who called for the Jan 27th handover meeting? Why
did the old committee partially handover the society documents / executive books to these
members? Why did the old committee accept Mr Sebys signature as incoming Chairman in the
handover document? And why hasn't the old committee not made available the minutes of the
Jan 27th handover meeting which mentions the post and the names of the nominated and
selected board to all ?

These delays employed by the old committee left the members of Maiden Meadows to conduct
their own meeting and the said minutes are here off mentioned.

The Meeting started at 16:10

1) Mr Seby Fernandes opened the meeting by welcoming the members and informing them
about the previous meetings (Jan27th)held.
The Provisional board was selected at the AGM , Ms Violet and Mr Domnic citing personal
reasons refused to accept a post , but accepted to be on the Board..
 Mr Seby as Chairman, Mr Mark as treasurer, Mr Savio as Secretary, and Ms Sonia as board
member, the last 2 names were nominated by Mr Seby, and seconded by Mr Mark.
Mr Seby sought the vote of the members for the above nominated secretary posts, out of the 9
members present 2 objected (Ms Edna & Mr Rony), after hearing arguments from Ms Edna and
other members a poll was done and by simple Majority Mr Seby selected Mr Savio as
provisional Secretary and Ms Sonia as provisional board member(all accepted her nomination).

The new provisional committee with Chairman- Mr. Seby Fernandes (G9 & S9), Secretary -Mr. Savio Pereira (S13),
Treasurer -Mr. Mark Costa(F11), Board member- Ms. Violet Pereira(S3 & S4), Board member-Mr. Domingos
Furtado (F9), Board member-Ms Sonia Vaz (G15), are given responsibility for Maiden Meadows from Jan 27th 2022
till the next AGM 2022. RESO-2022-001.

2) Mr Mark informed the Chairman that Mr Norton has done the audit till Jan 2022 and has
received the documents from the auditors, The Chairman informed the members the handover
from old committee is incomplete, As of Feb 20th neither the original FD’s nor the bank
accounts have been handed over. The Chairman informed everyone , the old Committee's
refusal to sign the bank documents to transfer the authorized signatories . Even though Union
bank has approved the format of the letter , old committee chairman Mr E. Viegas has refused
to sign this letter and drafted his version , but is yet to sign his drafted letter too. Ms Edna
(secretary of the old committee) claims that the FDs and accounts will only be handed over to
the provisional committees once the minutes of the meeting are given to the old committee.
Ms Sonia and Mr Valentino pointed out that the minutes of any meeting including the
handover meeting should be done by the outgoing committee especially since the old
committee claims they are not aware of the posts of new committee members. And it was the
old committee who called for the handover meeting on Jan 27th 10 am at Maiden Meadows. .
As of Feb 20th 2022 no minutes of the handover meeting have been given to the members .
(New Bank Account) TheChairman proposed to open a new Bank Account in HDFC to
avoid these delaying tactics and continue the work of the society smoothly, 3 members objected
Mr Vallentino, Ms Sonia, Ms Edna, by simple majority 6-3 the new account will be opened
with HDFC.

The Chairman Mr. Seby Fernandes and Treasurer (Mr. Mark Costa) are hereby authorized to jointly operate the new
HDFC account on behalf of the members of the society.RESO-2022-003.

3) After Arguments were heard and presented by ex committee member Ms Edna and Ms Sonia
about hand over , finally Mr Valentino summed up that since the new board is selected the old
committee must immediately complete the hand over asap. The Chairman had the final word
and the old committee was asked to do the needful without any more excuses.
4) The Chairman informed the members that a new watchman has been appointed from Feb 1st
2022 on probation basis for 12000/pm and will be made permanent with salary of 15000/pm
with medical /uniform /accomodation facility. The sweeper who also comes to clean the
 premises @ 3000/ pm All members agreed to continue with their services and payments done
accordingly, and also approved the purchase of uniforms for the security.

(Non Occupancy Charges)Owners were asked to submit a list of units where tenants are
staying so that the watchman can prevent unauthorized entry. Some members sought to stop
OYO from operating in the premises, the Chairman clarified at this point all contracts between
owners and OYO or any commercial firms must get panchayat approval before the committee
decides to allow or dis-allow. Mr Mark reiterated that short term contracts will not be allowed ,
the practice of day to day guests is to be stopped. Mr Rony said all members should inform the
committee when initiating any rental contract and also furnish police verification. The
Chairman said the society will issue a set of guidelines to all owners keeping tenants so as to
streamline the process’. Mr Mark summed it up by saying the committee will relook at the
monthly maintenance and will revise the annual maintenance rates charged for flats/shops and
also implement a 5% (on lease agreement)non occupancy charge on all flats/shops who sublet
their units for next year 2022-23. Mr Mark also suggested the committee should give an
itemized bill to each owner so the members are aware of what they are being charged in their
annual maintenance payments .Ms Sonia reminded all the members their duty was to inform
the society , when they keep tenants or get police clearances and not the committees job to run
after the members. If members are giving their flats to their relatives to stay they should inform
the society with 3 days prior notice, so the watchman can be informed, Ms Sonia clarified this
point when Mr Girish had this doubt. Mr Kerman clarified his doubt that the above procedure
is only required to be done if the member is not staying in his/her flat with the relative . Verna
Police station needs to be approached for any clearances.

irrespective of carpet area a 5% non-occupancy charge (NOC) on the lease agreement to be paid
monthly/quarterly/yearly and effective from 1st April 2022 is levied on all members who sublet their units(flats/shops).
In addition and without exceptions : 3 days in advance the Police Clearance , Appendix 22 of bye laws is to be deposited
in the society office , as and when a new tenant or contract is renewed.RESO-2022-002.

5) (Garbage collection)The Chairman put forth the proposal for a waste management system at
the society by tearing down the Garbage well at the back of the society and installing new
garbage bins at the front. In coordination with the Majorda panchayat for garbage collections.
The purchase for 4 garbage bins will be pursued and kept near the water meter/mango tree.
The rules of garbage segregation will be distributed to all members who in turn will need to
educate their tenants as and when applicable. Mr Mark encouraged everyone to pay their house
tax as it affects the garbage collection

A waste management plan to be implemented in coordination with local civic authorities, and warnings and fines to be
issued on members and/or tenants disregarding the waste segregation process RESO-2022-006
6) (CCTV)The CCTV systems is to be upgraded to incorporate a cloud based LIVE stream
with inverters and additional cameras to be installed in the rear of the building and all floors,
quotations for the same are in progress all the members were updated that the committee will
 seek their (members)approval in the next infrastructure meeting once the plan is set in place.
For now the members have agreed to run an online cloud server so all members can view the
CCTV from their systems(anywhere ), the estimated cost of the same is about 300/ pm on a
one year contract . Cyber point has already submitted a quote after more quotes are received,
the terms and conditions will be processed &, the CCTV will be accessible online
7) Similarly Mr Girish suggested looking into the lighting of the various areas. The committee
has taken note and is working on fixing the Electric board/ switches/ lighting systems of the
premises and will present the costs and proposals in the next infrastructure meeting
8) Many Flats on the second floor are facing leakage problems either through pipe vents or the
constructed shed on the terrace . Mr Kerman pointed out the previous committee constructed
the shed without his notice, The Chairman said the decision to tear down the shed has been
taken earlier and the minor civil works of leakage will be done before the monsoons, this too
will be taken up in the infrastructure meeting.

To Break the room(Shed) and assemble it as a shelter for the watchman. RESO-2022-008

9) (Sinking Fund)Ms Sonia highlighted that the previous committee was charging a sinking
fund but without the approval or knowledge of all members were diverting this fund towards
other purposes. This fund was not deposited in a corpus account or FD by the previous
committee even though the minutes state otherwise & the members were kept in the dark .
Mr Mark seconded her and said it was decided neither this nor future committees should
continue this practice. A written explanation is sought from the accountants and previous
committee on the calculations .
10) (Vehicle Parking) The Chairman asked the members to identify 2 cars parked in the society
for several years, car numbers GA-08-N 8853 (Maruti Esteem) and GA-08-K 1454 (Hyundai
Santro) . Mr Valentino said the Hyundai belonged to S 11- Mr Grehwal, As for Parking
charges Mr Valentino said the builder promised there would be no parking charges so all agreed
that the committee will not implement parking charges.for owners . Tenants may be charged .
Mr Kerman stated to keep it simple and only allow owners to park their vehicles inside the
gates. but refuse permission for guests and tenants to park their vehicles inside the society. Mr
Mark reiterated the same. The Chairman agreed.

without incurring parking charges, only members will be allowed to park their 2-3-4 wheelers in the allotted
parking space on a first come first serve basis. All guest / tenants / customers will not be allowed to use the parking spaces
within the society .RESO-2022-005
11) (Shops) The Chairman brought to everyone's notice that the water connection given to the
owners of shops is illegal . Mr Mark informed everyone that the previous committee had
approved the water connections, & to supply water to these commercial establishments. At a
5000/ one time installation charge and 1000/pm water charges. The members were paying for
the water being utilized by these shops .Also the accounts statement does not reflect these
collections. The Chairman stated if the PWD is made aware of such a connection the society
would face a fine and it was decided to cut all such water connections immediately.The shop
 owners would be notified . Since the builder failed to provide the shops with water connections
, they should apply for commercial ones. The old committee needs to give a written
explanation of the account collection and permission given without the members approval..

all illegal water connections to be disconnected with immediate effect. RESO-2022-004.

12) , Also shop G3 has constructed a shed to prevent coconuts from falling on his property or
people, it was decided by all to cut down the coconut tree, to remove the shed and pavers from
all shops .

To seek permissions from relevant local bodies to cut the said tree. RESO-2022-007
13) Ms Seema suggested all forms/appendix/annexures should be kept with the society and with
soft copies so members can get access as and when they need them.
14) The Chairman informed the members that HDFC bank is willing to sponsor the name plate
for the society and a name board of all tenants is to be kept inside the society. Once the design
and layout is set, the committee will display the same on the whats app group . There was
some discussion on whether to add house numbers or flat numbers the chairman decided to
leave room for both in the layout.
15) Ms Sonia requested members to submit a notarized copy of their sale deeds to undertake the
mutation of the land.

The committee will set up a subcommittee to look into requirements / procedures / permissions /documentation required
to register the names of the members in the land records.. RESO-2022-010.
 16) The Chairman brought to everyone's notice that the storage water tanks both overhead and
underground needed cleaning and the members approved it needed to be done , the same will
be taken up in the next infrastructure meeting.
17) (Swimming Pool)Mr Girish said the pool is the heart of the society and questioned the
committee about the swimming pool and its current state. Tht Chairman also asked member
suggestions about the swimming pool . Mr Valentino informed the members of the contact
details of the designers ,(Joyex from Mapusa) who constructed the pool. The committee will
follow up with them in the next infrastructure meeting as to how to best go about . It was also
pointed out that even though the old committee had decided to discontinue the usage of the
swimming pool for the last 2 year, they were still spending huge amounts on the maintenance
of the pool in previous years' account sheets. It was also pointed out even though fees were
collected in the past for swimming lessons and coaching no entry of the same is found
anywhere in the account books. The old committee needed to explain these points to all
members.
18) Mr Valentino drew everybody's attention towards members who were not paying their society
dues on time, suitable action will be planned against members not clearing their dues and an
action committee will be formed before next AGM to handle such cases.
19) (transfer fees) The Chairman sought suggestions from members about transfer fees and Ms
Sonia pointed out some contradictory remarks made by the old committee about transfer fees
share certificate and who pays such an amount whether the buy or seller.She suggested both
the seller and the buy must pay a certain amount before and after the unit is sold . Mr Girish
said he was charged 1% of the agreement value as transfer fee. Since the seller is earning in this
deed , it was decided the seller should be charged the higher percentage . Ms Sonia argued the
set rate for tranfers should be fixed. After some discussions the Chairman decided that, The
seller has to pay 9000 / for a no objection certificate with all past maintenance dues to be
cleared for the present financial year ,& a transfer fee of 1000/ to be paid by the seller. And the
buyer will pay 1500/ for issuing a new share certificate and 5000/ as a one time membership
premium.

The Chairman also pointed out he couldn't find any entries of past payments made by
members towards transfer fees in the account books by the old committee.Mr Mark was
requested to check the accounts for discrepancies, and revert back to the old committee if
required.

A transfer charge of Rs 1000/ and a premium of Rs 9000/ to be paid by the seller for issuance of No Objection
Certificate . Rs 1500/ for share certificate and Rs 5000 one time membership premium by the buyer along with
Appendix 2 and 15 of the bye laws . RESO-2022-009
 20) Ms Sonia Mr Girish felt these meetings should be held once every month till things are in place
, the Chairman noted the same.
21) By or before the next AGM the committee members request the old
committee(chairman,secretary, treasurer) to please furnish a written explanation for points
2/9/11/17 /19, that were brought to the notice of all members, and the reasons why members
were not made aware of these points earlier is a serious lapse, and lack of transparency.

All members will be addressed by the title on their ID cards, members who insist on being called by
their armed forces rank /title , the committee requests such members to give an official request to the
Chairman with copy of their Passport/Adhaar card, the same can be implemented in all future official
communications, else all will be addressed by same title. The committee doesn't want to hurt anyone's
sentiments, since all members are equal by law.

The special meeting ended with the Chairman proposing the vote of thanks, and thanking all for
spending their time, and sharing their thoughts. The meeting concluded at 6:00 pm.

Signature of the chairman

Seal