About 30 residents were present and the meeting was chaired by Colonel (Retd) A Sridharan, VSM, Managing Director of Covai Property Management Services Pvt Ltd.
Welcoming all the residents present Colonel Sridharan thanked them for sparing their valuable time for the meeting which was to discuss the various issues concerning Shenbhagam Estates. Colonel Sridharan apologized for not holding the meeting on an earlier date due to unavoidable pre occupations. All the points which have been raised by the residents were discussed one by one and the summary of the discussion is as follows:
UPS BATTERIES – The batteries are currently being maintained by our staff since we had initial warranty period which is getting over now. We are discussing with the supplier for Annual Maintenance Contract and will be finalizing the same so that this service can be handled by a professional agency. Necessary charges will be added to the monthly bill of the residents.
DRINKING WATER – The status of the case for Siruvani water was explained to all concerned. The matter is being pursued with vigor.
STP – The STP has since been cleaned and on the advice of the manufacturer, air vents are being introduced in the pipe line to eliminate the foul smell. It was pointed out that one of the reasons for the foul smell was that the aerator was not running continuously because of 3 hours of load shedding every day. We have since designed and fixed a new control panel of the gen set and the aerator has been hooked to the standby genset so that even with load shedding, the aerator will run. This should improve its function. We will review the status once the air vent is also fixed.
BSNL CONNECTION – With regard to the junction box, the BSNL authorities have said that no junction box is required. It was also brought to the notice that we have problem with BSNL Maintenance staff as some of the residents have paid service charges to the maintenance staff which has created heart burns among their staff. The MD requested all not to pay any money to them and that all service charge which is required to be paid (if any) will be paid collectively by the management and the residents will be informed. He also requested the residents not to shout at the TNEB, BSNL, Panchayat officials, as we need their services and requested all to be polite and extract maximum assistance from them.
DELAY IN ATTENDING COMPLAINTS – The MD pointed out that there is only one entry in the register as far as the complaints regarding maintenance/service is concerned and that has been attended to. Residents are requested not to use phone and ask for immediate attention to any problem. The Management cannot attend to all complaints immediately as we have limited maintenance staff who can attend to one problem at a time. He said that we have a plumber cum electrician who knows his job very well. We are also trying to get assistant electrician for him. In a community living all complaints should be logged so that the management can monitor the efficiency of the staff. Therefore all residents were requested to log in their comments/complaints for which books have been provided. He also requested residents not to call the maintenance personnel directly as it causes problem for every one. Let the Manager see the complaints and organize the work in a systematic manager. Delays may occur which need to be accepted in a spirit of accommodation.
BINS FROM RAAC – These bins are not to dump any waste collected from the villas, but are only meant to put the waste that someone finds on the roads. As such the bins do not lead to any unhygienic conditions and therefore the present location of the bins is considered ideal for the use for which it is meant.
SOLAR LIGHTS – Colonel Sridharan said that many of the batteries of the Solar lights need to be changed for which action has already been taken and we have placed order for the batteries worth Rs.1.40 Lacs. This action will be completed soon.
ACTIVITY CENTER - The problem of lighting in the activity centre has been completed. The activity centre is now bright.
MAIN BOARD – We have placed order for a main board for Shenbhagam estates and it will be placed once received.
LIBRARY – Racks are ready. Residents are requested to donate books which can be shared by everyone.
RESIDENTS’ MEETING – Colonel Sridharan requested that all meeting be held at the activity centre and not in the lounge.
TESTING OF WATER – Water testing has been done as per norms laid. He also said that the RO plant is maintained professionally and anyone can check the records maintained. We have got no complaint of RO water being non-hygienic so far.
INTERCOM - We have placed orders with BSNL for four intercoms at the following places. SBM Office – 2616199, Security at the main gate – 2616097, Security at Gate-2 – 2616098 and the Club house 2616196. Residents are requested to note and make use of this facility when necessary.
EARTH PIT – This has to be left open and not covered. We also need to fill it with sand. This action is being taken.
KITCHEN STAFF – The MD accepted that there is a problem of shortage of Kitchen staff as the turn over is very fast. We have decided to have additional staff employed to meet any contingencies arising out due to some of the staff resigning abruptly. The existing shortages will be filled up very shortly. The residents are requested to kindly co-operate in the interim.
With regard to the suggestion of having Medical checkup of the kitchen Staff, the MD said that the staff is checked for cleanliness and personal hygiene and so far there has not been any complaint against any staff for having served with dirty hand or improperly dressed or otherwise. The existing system with the checks and balances is considered sufficient.
SECURITY – The MD said that we are taking action against the security agency to improve their standard of personnel whom they supply. If we do not find any improvement, we will change the security agency. With regard to the separate toilet for the security staff, it will not be possible to provide at each of the gates and they have been advised to use toilets meant for staff.
MILK FROM VENDOR – Residents are being given only Aavin milk and the milk vendor is supplying milk for the staff who do not like Aavin milk. This suggestion of giving them milk from the milk vendor was given by one of the residents, which has been adopted.
SPEED BREAKERS – The speed breakers have been completed within the complex but on the common road, since it belongs to the Panchayat, we are in dialogue with them and will do the needful.
SIGN POSTS – These have been ordered and will be positioned for all the streets.
WATER LOGGING – The drains have been cleaned already. Water logging is due watering the plants along the roads. Normally this dries off in a few minutes. However, in future during the rains, if we notice any water logging we will take necessary action.
SPRAYING OF INSECTICIDE – Spraying of insecticide is being done on a regular basis. However, for mosquito eradication we have no solution.
CARPENTER/MASON – There was a point regarding making available carpenter and mason. If the requirement is written in the register we can make arrangements since no work is going on in the project site, we will need some time to organize the carpenter and mason and they will have to be paid by the resident utilizing their services for the work that they do for the residents.
PARK – The MD gave the details of action taken. Mrs Premilla Rajan (Villa No.66) has volunteered and has taken active interest and on her advise, we gave the job to one garden contractor. However on Mrs Rajan’s advice, we changed him and the job was given to another garden contractor. He gave us a quote for Rs.7.58 Lacs which is too high and which Mrs Rajan also felt was unnecessary. We are now reworking the requirement with the help of Mrs Rajan. With the monsoon expected in a month’s time, it may be better to postpone the plantation of trees and plants, so that the plants survive in the rainy season.
DEALING WITH THE STAFF – The MD requested all present to be humane in their dealings with the staff as it is very difficult to get people to work today. If there is a problem in service please bring it to the notice of the management and we will do the needful, instead of shouting at the staff. He also said that the overall performance of the staff is more than satisfactory. We shall always endeavour to improve our services. The co-operation from our residents will go a long way in achieving this aim.
The MD also gave the plans for Serene Senior care and the broad plans on execution of this plan in other cities in India. He said that Covai Property Centre will have full time MD who can provide the services to the residents and that the MD would assume the role of Chairman of CPC as well as CPMS. However, his involvement with the residents of all the projects of senior care will in no way be diluted and the residents can always approach him for anything that they desire. This arrangement is basically to provide better and professional service to our residents. The full time MD for these two companies will be able to deliver necessary service with our team and with the guidance of the Chairman.
There being no other points, the meeting closed at 1:15 PM
Colonel (Retd) A Sridharan,VSM 30 April 2010
Managing Director |
