Outcome of Public Poll, Draft MoM and What You Need to Own Up!

Dear Co- owners!

We had volunteered collecting your opinion and till the day of SGBM dtd 19.06.2022, a total of 69 owners tendered their opinion through Google form circulated in Valencia Family/ Residents Group. The public Opinion was referred to, in the SGBM (participated by 45 people) and received due acknowledgement.

2. Now as we have draft MoM and Outcome of Public poll both ready, so we feel obligated to share with you the analysis of draft MoM vis-à-vis the outcome of the Poll

3. But, before proceeding, please go through the result of the Poll:

(I) Pie Chart autogenerated by Google Form

(II) Tabulated Order of priority in terms of option: Immediately Required, basis Pie chart above .  

4. The Volunteers tried making their points in SGBM. Accordingly, the following evolved (Many other things were also part of discussion & debate but we are listing them only to be relevant to Opinion poll)

(i). There was unanimous prevailing opinion of recalling the earlier raised invoices even before the poll

MC action:  Has been agreed, new collection date starts July 1^st, and made part of draft MoM

(ii). Highest percentage of poll was on Modality of work and Collection (roll on basis over a stretched period of time).

MC Action: Collection period stretched from earlier 2 years to 3 years now (we had option of stretching the period upto 5 years but considering cost escalation we all agreed to 3 years)- Made part of draft MoM

(iii). None of the Items of work got ZERO priority in overall public poll

MC Action:  Hence almost all works are taken up- Weeding out of work items was also done but we have no clarity vide draft MoM

(iv). There is difference of priorities assigned to work items under poll and works are supposed to be undertaken in priority order. The exterior painting costing highest, got least priority in public poll and Terrace Water Proofing has got the Highest.

MC Action: Citing an over stretched meeting, it was told by MC that Priority will be decided in next meet- -No clarity yet in draft MoM as to when.

(v)We had a public opinion in place and referred it several times

MC Action: The Opinion was not contested contrary to the anticipated response “Bye Law doesn’t talk about public opinion”

5. Now let us go through the draft MoM which talks about an Annexure- B for collection of funds. The proposed total collection is Rs. 15,575, 000 or roughly Rs. 1.56Cr approx. Annexure-A is about the comprehensive scope of work and Annexure-C is about the shortlisted items of work. The Volunteer group has made following observations mainly, apart from others:

(i)The total amount in Annexure B of MoM comes from 3 segments A, B & C which further break down to Rs. 13,000,000, Rs. 900,000 and Rs. 15,575,00 respectively.

It is seen however, that there is no layman clarity in annexure C to MoM as to what items of work out of comprehensive scope will be covered under segments A, B & C and what is the tentative cost for each item suggested by the consultant so as to arrive at Rs. 13,000,000, Rs. 900,000 and Rs. 15,575,000 respectively.

If you see the Annexure C closely, provided with draft MoM (in Valencia Pride Owners group) there is only segment C which shows tentative cost of Rs 2 lakhs and that too, is proposed to be undertaken by society’s funds.

(ii) The entire segment C of Annexure C is about to be checked on grounds of viability of withdrawing fund from society’s deposit. When will this be decided?

*(iii) Para 2 (c ) of draft MoM talks about priority of work having been decided. Public opinion has assigned least priority to painting work and the SGBM ended on the note that Priority of works will be decided in next meet. So, how can painting be clustered in priority A as per para of the SGBM?

(iv) Bottom of the Annexure A lists out many things including Painting Additional Items costing Rs 60 lakhs.  The quotes in circulation doesn’t use this terminology anywhere and hence gives extreme vagueness.

(v) Bottom of the Annexure A lists many other things (Sr. 2 to 14), not the part of official quotes by PMC in circulation. Have these been identified by MC or is it sourced from another quotes?

(vi)These ambiguities pose a serious difficulty in understanding the entire proposal. None of us has been able to correlate the proposed collection with items of work and tentative cost.  

(vii)It is felt necessary that amended Annexures should be provided with MoM to support the proposed collection of Rs. 1.56Cr along with the estimates/ quotes received from PMC (project Management Consultant) officially.

(viii) It is felt that the order of the annexures should be like this for everyone to understand

• Annexure A: Scope of work & Quotes Received from Consultant
• Annexure B: Scope of Work identified by MC themselves if any
• Annexure C: Items of work dropped in SGBM (weeded out)
• Annexure D: Items of Works shortlisted in SGBM with tentative costs, adding GST and factoring variations (+/-)
• Annexure E: Proposed Total collection and monthly workout for the owners

(ix)Broader Idea behind the need of amending annexures is that every owner should be able to keep tab on the work when it starts. And, only hands full of MC members should not be burdened with everything in society. Afterall, they have responsibility of regular affairs of society too.

6. We want to draw your attention to the discussions held in SGBM especially with regard to conveying our grievances /Opinions/ differences to MC. It has been told by hon’ble secretary that gossips on WhatsApp group is immaterial to MC and all representations should be made on official email of the society i.e, [email protected]

7. So far representing your views with regard to draft MoM under subject is concerned, the last date is 25.06.2022. So, please email your views/suggestions before the due date. Based on understanding of Volunteer group a SAMPLE REPRESENTATION is at the bottom of this post. You can copy paste if you feel your concerns are covered. If not, make suitable changes. Forget not to mention flat No. and Name

8. Election is only round the corner, please come forward and fill the Nomination form available with the Society Manager. Let us not blame someone for our voice unheard. We had interactions with the Secretary after SGBM and we are given impression that the existing committee feels exhausted and are not willing to continue. 

Explanatory

*5(iii) Priority of works is commonly understood as getting something done first. In a rolling model (i)collection period can be across the tenures of MCs, existing one and succeeding one and (ii) most urgent item of work is supposed to be done first and in order of priority as an when enough collection is available for that work item. For example, if terrace waterproofing is most urgent as per public opinion, it should be executed as soon as fund required is available

<Sample Representation through Email>

To,

The secretary/chairman,
VCHSL, Kalamboli, 

            Sub: Modification in draft MoM dated 19.06.2022 and its Annexure-reg

            Please refer the draft MoM dated 19.06.2022, in relation to SGBM and its relevant paras thereunder.

2.I wish to inform that I have been part of an Open Survey taken up by 69 society members. The said survey sought ascertaining priority of works proposed and the length of collection period.

3.Though, majority wanted the collection period to be longer as also reflected by survey outcome [roll on modality with highest %] but considering the cost escalation, the maximum period has been agreed upon to be capped at 3 years by SGBM.

4.I wish to remind further that “Deciding Priority of work was not finalized” in SGBM and the open survey again comes handy in finalizing the same. The result of the said open survey under immediately required option has following results.  

5. Obviously, painting work comes as the least priority item, the same may be taken up by the end of 3 year roll on. It is thus, requested to reflect the priority of work under relevant para of the said SGBM in accordance with the mass sentiments.

6. It is pretty difficult to understand the MoM vis-à-vis Annexures provided. Proposed collection of 1.56 Cr has not been reflected against items of work in Annexure C. And, it is felt that the following annexures (in same order), may be made part of final MoM for everyone to understand

• Annexure A: Scope of work & Quotes Received from Consultant
• Annexure B: Scope of Work identified by MC themselves if any
• Annexure C: Items of work dropped in SGBM
• Annexure D: Items of Works shortlisted in SGBM with tentative costs, adding GST and factoring variations (+/-)
• Annexure E: Proposed Total collection and monthly workout Sqft basis.

7. The same terminology for a specific item of work should be ensured throughout the communication, the reference document being the Quotes received from the Consultant. For instance, the Additional Painting Work in Annexure A gives a very confusing impression. Also, the clubbing of work items in segment A of Annexure C is no less confusing. 

8. Accordingly, it is requested to make suitable changes in the draft MoM, as pointed out, in the larger interest.

                                                                                                                             Sincerely,
(Name: Kavita..)
                                                                                                                        Flat No.….

Encl: The survey Outcome in Pie Chart.

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Note: 1 Download link of above SAMPLE representation in Word file is HERE: Just Download, change your name &Flat No. and Email it as attachment along with Survey Pie Chart below

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Note2: Download Links to Pie Charts