Date: Saturday, 1st October at 7PM
Venue: AET Play Area
Dress Code: Red

Section I. Conduct of the GBM

1. When and where is the GBM-3 scheduled?
A. The 3rd GBM of the AETFOCMSL is scheduled to be held from 9.30am on Sunday, 8th May, 2022 within the AET premises.

2. Who can attend the GBM?
A. All registered members of the AETFOCMSL can attend the GBM. Spouses/immediate family members can accompany the member but will not have voting or contesting rights. Due to space and time constraints, we encourage participation of one member per flat.

3.  If the apartment is the name of joint family members and the same is mentioned in the sale deed, are they also allowed to attend the meeting in person?
A. Yes, but only registered members of AETFOCMSL can vote (one allowed per flat). Due to space and time constraints, we encourage participation of one member per flat.

4. When was the GBM announced?
A. As per the regulations of the Cooperative Society Maintainence Act and our bye-laws, the notice of the GBM was e-mailed to all members of the Society, displayed on the physical and electronic notice boards, shared on whatsapp/telegram groups and printed in prominent newspapers of the city including an English and a vernacular newspaper. The agenda items have also been shared well in advance. The same has been shared and approved by the Dy. Registrar of Societies, Golconda.

5. Will e-voting on resolutions be allowed?
As per section 25(1) of Telangana Cooperative societies Act of 1964, every member shall have one vote in the affairs of the society and shall exercise his vote in person and not by proxy.  There is no such provision in the act to allow e-voting currently.

6. Will there be live coverage of the GBM?
A. The GBM committee has discussed this and recognised that a live broadcast through Zoom / YouTube will increase transparency of the proceedings. However, we will not be able to validate membership or regulate attendance in the live broadcast, so comments or questions through that forum cannot be admitted. Sharing the video recording (which is done anyway) of the GBM proceedings achieves the same transparency as a live broadcast without additional logistical requirements. The GBM committee has therefore recommended for sharing the recording of entire proceedings of GBM with all the Members post the GBM in lieu of a live broadcast.

Section II. Resolutions – Amendments to the Bye-laws

1. Why is this amendment being made?
A. This is a simple amendment to correct the words used in the provision of the act to allow only the current owner of a flat to be a member of the society and a share certificate will be issued as per the byelaws.

1. What does this amendment mean?
A. In case of any vote or poll on resolutions or to decide any other matter other than election of members, the item securing maximum number of votes polled by members present (upon achieving the requisite quorum for the meeting) would be considered as the winner / voted for.

2. Why is it necessary?
A. If there are more than two options to choose from, then it becomes difficult to obtain a 51% vote for any option. Hence it is suggested that the option that secures the most votes be considered as the winner / voted for.

1. Why is the total number of MC/Board members being increased?
A. Currently, the number of MC members stands at 7 including one reserved for SC/ST category and two for women. For a society as large as AET, it makes sense to have a larger governing body so that the burden of work gets shared among more shoulders. Hence it has been proposed to increase the number of MC members from 7 to 13.

2. Why is block level representation being sought?
A. In the past MC, there was no representation from one of the blocks and a few members have opined that issues pertaining to that block were not given priority. To ensure that no block feels compromised or left out and to ensure enhanced governance, it was suggested by the Dy. Registrar that AETFOCMSL MC must have some some compulsory representation from all blocks. Hence, it was decided that there be two members from each block to make up the 10 non-reserved positions in the MC.

3. Will one vote only for their block representatives?
A. No, all eligible voters will have the right to vote for all 13 posts of the MC, with the limitation that they vote for a maximum of two members per block for the non-reserved positions.

4. If less than two nominations are received from any of the blocks, will the shortfall be filled by members of other blocks?
A. No, if less than two nominations are received under the non-reserved category from any block, that seat would remain vacant.

5. Are the reserved categories exempt from block level representations?
A. Yes, the one SC/ST category and two women’s representations in the MC will be open for all members of the society without any block level segregations.

Section III. Other Resolutions

Resolution: Approval of Legal Fee Payment

1. What is the legal fee for?
A. As per the previous GBM resolution AETFOCMSL is proceeding legally against the AHIDCO (builder) for non-completion of the project in various fora. There is an FIR against MC of AETFOCMSL filed by the employee of builder and a quash petition was filed against the FIR by our legal counsel in the Telangana High Court. The approximate cost of these would be around INR Six Lakh rupees plus other expenses.

2. What are the legal cases that we have filed?
A. AETFOCMSL filed a writ petition at High Court of Telangana to take action against builder for furnishing false information and obtaining clearance from statutory bodies (GHMC, Fire Dept., HMWSSB etc). Additionally, a case is filed at the National Consumer Forum, New Delhi for delinquency in services rendered by the builder.

Resolution: Appointment of Legal counsel and his/her fee

1. Why do we need a legal counsel?
A. There are many legal issues that crop up from time to time that need legal advice. These comprise (but are not limited to) Police cases, violation of bye-laws, violation of government regulations by residents, other internal issues, recovery of pending dues, etc.

2. Would this legal counsel be different from those involved in the cases against the builder?
A. No, the same person will be our legal counsel and will handle the day-to-day cases or any minor matters that arise at the local level.

Resolution: Appointment of End to End Facility Management Services

1. What is an E2E FMS?
A. An end to end Facility management service is an agency contracted to look after all services like housekeeping, security, mechanical, electrical, plumbing, helpdesk and accounting services under one umbrella.

2. What type of services we availing at AET currently?
A. Currently, Housekeeping and Security services are being outsourced to professional agencies while other services like mechanical, plumbing, electrical, etc are being handled by personnel employed by the Society.

If you have any more doubts or queries regarding the GBM-3, please leave a comment below and the GBM team will respond to the same at the earliest.

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Festive Greetings on the auspicious month of Ganesh Utsav. I cordially request you all to attend the General Body meeting on Sunday, Sep 26^th 2021.

Before dwelling further into the background and agenda, on behalf of the Managing Committee I would like to extend our heartfelt gratitude to all the members for extending their cooperation and patience in making this society a better place to live. We believe by and large the community standards have improved, whilst there are outstanding issues from the builder and ongoing maintenance issues that need to be resolved. As you can appreciate, this is a journey and we at the Managing Committee are increasing our pace towards this goal and need your continuous support. In this regard we would like to thank the volunteers who joined this journey (via the committees) recently for coming forward and supporting along with the existing volunteers.

The gist of the agenda for GBM along with our representation to Dy. Registrar of Cooperative is herewith mentioned below. In order to avoid any contentious observations as indicated by the Dy Registrar through his letter to AETFOCMSL on the conduct of GBM on Feb 21^st, we have requested Dy Registrar to be present at the GBM on 26^th Sep. This is to ensure that the Govt authority shall be witness to the proceedings and resolutions. Dy. Registrar has assured to send a representative from their office to oversee the proceedings.

Additionally, we would like to provide some background on some of the agenda items so that it will help you transparently asses the rationale and take a decision on the resolution at the time of voting in the GBM

1.       CAPEX Incurred until now:

As you are aware there were few expenses that are CAPEX in nature that were necessitated to be attended (like new Borewell in the play area, B1 barricading etc.) to address the immediate needs. These amounts were borrowed from the maintenance kitty since there was no CAPEX available and now need to be replenished as maintenance amount was utilised. All these expenses have been transparently notified and details shared. We need the General Body to approve these expenses post facto and allow to plough it back to the maintenance kitty once the CAPEX collection is realised.

2.       Creation of CAPEX Fund:

We have collated a list of planned CAPEX projects that needs to be funded by the AETFOCMSL. List will be shared during the GBM, that needs to be discussed, prioritised by the General Body and to that extent appropriate amount needs to be collected from the Owners.

3.       Collection of Corpus Fund:

As the building ages the assets like Lifts, Diesel Generator, Motor Pumps, external façade may lose life and need to be attended to. Corpus fund is a necessity in any gated community and in fact the builder collects them upfront and, in some cases, use the interest earned on it for operational maintenance. Unfortunately, in this project whilst the builder only collected the cheques and not the actual monies and hence it is imperative that we create a Corpus fund to address future needs. We will need the General Body approval to collect the same  at Rs One lakh( Rs.1,00,000.00) per flat.

4.       Maintenance Methodology:

As you were aware that Dy Registrar has issued a recommendation to put the maintenance methodology for re voting with only two options, we were also guided by our legal counsel to go along with Dy. Registrar recommendation to avoid legal complications and put the society functioning at jeopardy. Hence, this item shall be put for re-voting for the General Body under the observance of Dy. Registrar/ representative from the Dy. Registrar office and settle this issue once for all.

5.       Approval of Audited Financial Statement:

As per the Cooperative society audited financial needs to be presented to the General Body and approved before submitting them to the Dy. Registrar office as part of Compliance requirement. We are currently having our accounts audited by our Chartered Accountancy firm Bosu & Co and these shall be shared prior to the GBM for your pursual and further approval in the GBM

6.       Operational Resolutions:

There are few operational resolutions that need to be reviewed and approved by the General Body. Refer the Agenda for details. It should be noted that the provisions of bylaws under Chapter II are applicable for Voting & Quorum.

Looking forward to all your cooperation and a successful General Body meeting for the betterment of Aditya Empress Towers

S. Mahipal Reddy

President
AETFOCMSL

We have been going through the pandemic for a long time and it seems with increasing vaccination taking place, hopefully we shall  be out of the woods as far as the severity of this dreadful virus is concerned. Regardless, we need to be cautious and follow the Covid protocols for a few more months.

As you all recall post the GBM on Feb 21st 2021, we received a recommendation from the Deputy Registrar of Co-operative societies to reconduct the voting for maintenance methodology with only two options along with procedural notifications.

Based on the Deputy Registrar notice and legal opinion the Managing committee have taken a decision to conduct a GBM on the Sunday, 26th of September. This has been duly notified to the Deputy Registrar Co-operative societies along with proposed Agenda.

A detailed notice along with the proposed Agenda , signed by our President Mr. Mahipal Reddy will be sent to all the members of AETFOCMSL in the next few days as mandated by the Bylaws. 

This notification is being sent so as  to give all the members a heads-up to block the date in their calendar. 

Regards,
Managing Committee

These committees have been formed on the basis of one member from each tower in each of the groups. The nominees were chosen on volunteering and self nominations in response to a communication from MC a few weeks ago.

The MC shall also be calling for nominations to the other committees like Gardening & Cultural shortly that will help streamline the working of the society better.

With the formation of these teams, we shall improve our communication with the residents and the functioning will be more transparent. We at MC look forward to working with the above Team members to meet the above objectives  and request all of you to wish these teams  the very best so as to make AET a place to live in peace and harmony.

We also thank the others who sent their names for becoming members of some of the groups and shall be in touch with them while we go for formation of the groups as mentioned above.

The MC team met up with the volunteers over the weekend and set the ball rolling in bringing a better teamwork and accountability into the working of the society.

The occasion also featured some elders talking about the nation’s development and kids and youngsters singing patriotic songs and reciting poems.

Here are some pics from the occasion.

• Click on the Cowin logo to go to the Cowin portal.
  
  
• Login using your Cowin registered mobile number and the OTP you receive.
  
  
• Click on Raise a Issue.
  
  
• Under Raise a issue, select the ‘Add Passport Details’ option.
  

• You will see this screen.
  

• Select the Name of the person from the drop down menu.
  

• Enter the Passport number of that individual. Please double check the number as this cannot be changed once submitted.
  

• Click on the Declaration and then click on Submit Request.
  
  
• Your Passport number will be included in your certificate which you can download immediately.
  
  

• Click on Track Request. You will be shown the Request status. You can then download the certificate again the normal way.
  

You can repeat the process for other members as well.

AETFOCMSL is co-ordinating with Apollo Group for vaccination for AET residents tentatively around the 10th June for the first dose. This is being done in line with the local government policy and is subject to changes in terms of cost, timeline and vaccine availability.

The tentative cost of the vaccine per dose including injection charges is:
Covaxin (₹1400) and Covishield (₹1000) (subject to change) + ₹ 50 administrative charges.

Payment needs to be made 5 days prior to vaccination date (Tentatively by 5th Jun). Exact details will be shared here soon. AETFOCMSL will collect the payment.

You can get your maids, cooks and other domestic helps also vaccinated. Please fill the form on their behalf as well.

If you are interested in availing vaccination at AET, kindly fill the form to evince your interest in the same.

Last day to fill form is tomorrow May 26th as we have to submit the data to our hospital contacts to procure the vaccine stock.

For 18-44 years, plz fill this form (ignore if already filled in the past 3 days):

https://www.adityaempresstowers.in/register-for-covid-vaccine-18-44-yrs/

For 45+ years, plz fill this form:

https://www.adityaempresstowers.in/covid-vaccine-at-aet-for-45/

This Pandemic has brought an unprecedented challenge to deal with and hopefully with some discipline and team efforts we all can rein in the spread of the Pandemic. Requesting all residents to co-operate and support during these difficult times. Should you need any further clarifications or support please reach out to the Block representatives or Managing committee.

These guidelines shall be regularly reviewed by the committee and update shall be circulated.

1. Security Services: As of now Security services do not foresee an impact and they shall implement the government guidelines. Movement shall be restricted to only essential and emergency services between 10 AM to next day 6:00 AM (during lock down timing) and no other services shall be allowed. Please do not argue with Security services and restrain your movement during lock down timings.
   
   
2. Housekeeping: We are working with Vendor to implement regular services as in practice now 7.30 AM- 4.30 PM. However, in case of any issue with it then we may have to restrict the same services to 6.00 AM to 10.00 AM. As we progress, situation shall be reviewed daily and an update shall be shared.
   

3. MEP Services: MEP services shall continue as is in 2 shifts instead 3 shifts. Arrangements are being made to station team in house. There may be slight delays in attending complaints in case movement of staff movement is restricted.
   
   
4. Door delivery of goods: In line with Govt orders, e-commerce, Food, Medical door delivery shall continue as is. Our supervisors continue to deliver to individual flat or you can collect from Ground Floor lobby area.
   
   
5. Interior work requests: Any such requests need to be sent to the committee. With prior approval committee may allow to strictly function between 9.00 AM to 6.00 PM. Workers movement beyond the flat where they are working shall not be allowed. Particular owner needs to take responsibility for adhering to these guidelines. In the event of any issue raised by co residents such approval may be withdrawn.
   
   
6. Maids & Domestic Help Services: In line with Govt guidelines maids shall be allowed during 6.00 AM to 9.30 AM.
   
   
7. Supermarket Services: Ratnadeep has announced their functioning and current timings shall be 6.00 AM to 9.45 AM. We are in discussions with their management to extend these by a few more hours. An update shall be provided if this works out.
   
   
8. Milk Vendor Services: No impact to the current services. It will be continued on as is basis.
   
   
9. Online e-Pass: As Per the instructions of the DGP, TS, in view of Covid -19 guidelines for implementation of lockdown from 12-05-2021 to 22-05-2021, citizens might utilize the E-Pass system for movement within the city or outside the city. To apply for E-Pass, CLICK HERE.
   
   
10. Movement for Vaccination: Unrestricted movement for Covid-19 vaccination is allowed between 9 AM – 4 PM. Please carry your Aadhaar/ Govt Photo ID card and your Vaccination appointment certificate print and reach your nearest UPHC / vaccination centre. Please note that as of now, only 2nd dose is being administered till further notice,
    

Regards,
MC