Minutes of the fiFteenth annual general meeting 2013-14telegardens.pk/agm-book.pdfpresented before...

T&T ECHS

Held on 23rd February 2014

(Telegarden) CDA Sector F-17 Islamabad

Minutes of thefiFteenthannualgeneralmeeting2013-14

Telegraph & Telephone Employees Cooperative Housing Society

T & T ECHS

Minutes of thefiFteenthannualgeneralmeeting2013-14

Minutes of the

fiFteenthannualgeneralmeeting2013-14

23rd February 2014


The 15th Annual General Meeting of T&TECHS was held on 23rd February 2014 at Islamabad Hotel Melody Market, Islamabad. The meeting was attended by all the members of the Managing Committee along with 600 plus members from all around the country.

T & T ECHS

23rd February 2014

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T & T ECHS

Mr. Sadaqat Hussain, Circle Registrar, Cooperative Societies Department, Islamabad, graced the occasion with his presence and observed the entire proceedings of the meeting.


23rd February 2014

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T & T ECHS

Point wise agenda items, as circulated and published in the leading newspapers, were put before the members for their approval, the detail of which is as follows:


23rd February 2014

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The meeting was formally started with the recitation from the Holy Quran by Mr. Tariq Mehmood Kooria, Executive Member.

Agenda Item No. 1

T & T ECHS

The General Secretary in his inaugural message enlightened the members with the current status and significant achievements of the society. The General Secretary informed the details of the agreement signed between T&TECHS & MPCHS on 4th February 2014 and thanked the management of MPCHS and especially Ch. Abdul Majeed on behalf of the management of the T&TECHS for facilitating and approving the terms of agreement. The General Secretary reiterated that it is a “win-win” situation for both the societies; and it is not an issue of winning or losing, yet it is an occasion of celebration for the members of both the societies that a long outstanding matter between the two societies has come to an end for which we all should be profusely thankful to Allah the Almighty.

Agenda Item No. 2


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Minutes of the 14th Annual General Meeting, duly approved vide Circle Registrar letter No. 1574 CR/ICT/B dated 10.09.2012 were presented before the members as per bye-laws and duly approved by them without any objection from any member present in the meeting hall.

Agenda Item No. 3

T & T ECHS

Annual audit report and accounts for the year ended on 30.06.2013 were presented before the members along with special audit reports for the year 2010-11 & 2011-13 for approval. The General Secretary apprised the members that special audit for the year 2011-2013 was conducted on the petition of Mr. Tazarab Ali Raja and in pursuance with the instructions of the Registrar, Cooperative Societies Department Islamabad. The members were also informed that the audit has been conducted thoroughly by an independent auditor and no extraordinary observation was reported there in. Para wise copies of audit reports were duly provided to the members for their perusal prior to commencement of AGM proceedings. The members unanimously approved the Annual Audit Report and Accounts for the year ended on 30.06.2013 along with special Audit Reports for the period 2010-11 & 2011-13.

Agenda Item No. 4


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23rd February 2014

T & T ECHS

In an impressive ceremonial way, specially printed “Possession Certificates” were presented to the eligible members by Mr.Sadaqat Hussain, Circle Registrar. There were around 200 eligible members to whom these certificates were required to be presented in the meeting but due to the time constraint of the Chief Guests and identity issue of the genuine members, a few token certificates were presented in the meeting. It was announced that the rest of the certificates would be dispatched to the members through courier services. General Secretary also informed the members that there are 350-400 clear plots still ready for possession of the members subject to clearance of their dues. Furthermore the schedule of the 2nd phase was also announced wherein it was informed that possession of 400-500 plots would be given to the eligible members within six to twelve months. All the eligible members were congratulated and asked to get the physical possession after clearing possession charges and other dues if any, and ensuring the demarcation at site.

Agenda Item No. 5


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The members were apprised of the latest mutual agreement of 04th February 2014 between Multi Professional Cooperative Housing Society (MPCHS) and Telegraph & Telephone Employees Cooperative Housing Society (T&TECHS) by virtue of which T&TECHS has been assured by MPCHS for providing electricity & gas along with exchange of land in their respective layout plans, life time right of way to T&TECHS and facilitation in purchase of land from land

Agenda Item No. 6

T & T ECHS

owners by setting aside problems, if any.

The General Secretary while informing the clause wise details of the agreement explained the reasons and justification for entering into this agreement:

Despite 28 years of rift and cold war between the two societies and struggling through litigation process for more than two years, the society has not received any tangible relief. It was not possible for the society to execute the project smoothly and effectively without resolving all the issues between the two societies. The society was stuck up for the last three decades and the purchase of land and execution of development work was becoming difficult day by day.

Prior to present Managing Committee various agreements were signed with MPCHS but the issues remained unresolved which caused serious setbacks to the society and the process of purchase of land and development work could not be executed in due course of time and the society went into unnecessary dispute. So it was imperative and vital for the society to enter into this agreement.

By entering into this agreement T&TECHS has achieved its major objective and succeeded in creating a cordial atmosphere between T&TECHS & MPCHS which not only resolved chronic problems faced by T&TECHS but also improved the value of society’s plots as well.

It was also emphasised that with the signing of this agreement, the society will be able to buy land in a non-competitive environment and the imbalance in the prices of land in the area will be stabilized accordingly.

The General Secretary also informed the members that MPCHS has showed its consent in facilitating T&TECHS in the process of matters pertaining to CDA as well.

The Present Managing Committee unanimously approved this agreement vide Resolution No.125 dated 06th February, 2014 and subsequently revalidated the same in its 149th meeting held on 22nd February, 2014.

The General Secretary on behalf of T&TECHS thanked the Management of MPCHS and particularly Ch. Abdul Majeed for facilitating and granting such approvals.

The members appreciated the efforts made by the present managing committee and unanimously approved the contents & terms of the agreement of 4th February 2014 signed between T&TECHS & MPCHS.


Minutes of the


23rd February 2014

T & T ECHS

The General Secretary informed the members that since long the present managing committee has been vigorously pursuing all the legal cases of ex-managing committee including cases under section 50-A, 117/11 for recovery in the court of central special judge and SUO MOTO case NO. 61/12 under Supreme Court of Pakistan. Besides adverse financial impact, these cases have consumed a lot of precious time of the managing committee. As such the society is of the view that beside on-going legal course of action, it is imperative that a process of parallel negotiation be carried out with the delinquents for which a high powered committee from the existing members be created. In case of failure of negotiations the committee should be authorised to recommend the measures to be adopted to take the matter to its logical conclusion. The committee shall comprise the following members:

1. Mr. Azher A.Khan Baloch General Secretary2. Mr. Azher Hussain Jokheo Executive Member3. Sh.Izhar ul Haq General Member4. Mr. Aurangzeb Alamgir General Member5. Raja Inaam Amin Minhas General Member/Advocate T&TECHS

The committee was required to submit its final recommendations within 30 days. The members approved this agenda item accordingly.

Agenda Item No. 7


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The General Secretary informed the members that keeping in view the political and other intricacies involved in the smooth running of the society there is a dire need of creating a slot of General Manager Operations & Public Relations in the society. It will be a permanent position of the society to work in line with the Managing Committee or any other governing body of the society in achieving its objectives. The position will be without perks & privileges, with the exception of reimbursement of actual expenses like travelling & conveyance etc. It was suggested that since Mr. Azher Baloch has comprehensive knowledge and proven expertise of running the society, therefore Mr. Azhar Baloch should continue as the General Manager Operations & Public relations.

The members were informed that the Managing Committee of the society vide its Resolution No. 123 dated 30.01.2014 has duly approved creation of the post of General Manager Operations & Public Relations and unanimously approved the appointment of Mr. Azher Baloch for the post of Manager Operations & Public Relations.

The members duly understood the situation and approved creation of the post of General Manager Operation & Public Relations for which Mr. Azher Baloch was authorised to take charge of this slot on permanent basis without any perks & privileges in addition to the responsibilities of the General Secretary. The approval for appointment of General Manager was granted.

Agenda Item No. 8

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The General Secretary informed the members that keeping in view the political and other intricacies involved in the smooth running of the society there is a dire need of creating a slot of General Manager Operations & Public Relations in the society. It will be a permanent position of the society to work in line with the Managing Committee or any other governing body of the society in achieving its objectives. The position will be without perks & privileges, with the exception of reimbursement of actual expenses like travelling & conveyance etc. It was suggested that since Mr. Azher Baloch has comprehensive knowledge and proven expertise of running the society, therefore Mr. Azhar Baloch should continue as the General Manager Operations & Public relations.

The members were informed that the Managing Committee of the society vide its Resolution No. 123 dated 30.01.2014 has duly approved creation of the post of General Manager Operations & Public Relations and unanimously approved the appointment of Mr. Azher Baloch for the post of Manager Operations & Public Relations.

The members duly understood the situation and approved creation of the post of General Manager Operation & Public Relations for which Mr. Azher Baloch was authorised to take charge of this slot on permanent basis without any perks & privileges in addition to the responsibilities of the General Secretary. The approval for appointment of General Manager was granted.

Agenda Item No. 8

T & T ECHS

The General Secretary informed through multimedia presentation the details and financial impact of all the development work done so far along with the details of 303 kanals purchased, possession obtained and agreements made between the society and the land owners in respect of purchase, possession and affiliation of land till now. The General Secretary also explained that as per approved LOP, total land measuring 1530 kanals is required for the Society against which 949 Kanals of land has so far been purchased and the balance of 581 kanal land is still required to be purchased by the society for which advance/token biana of Rs.69 million has been given to various land owners/suppliers (Annex Attached).

The General Secretary explained the members that looking in to the history of the society for the last 28 years the previous management could not manage to purchase a compact piece of land and under the circumstances in which the present Managing Committee took the charge of the society, none of the land owners were willing to offer their land even at market price because of their mistrust on part of the society. The present Managing Committee with its meagre resources had no other alternatives except to negotiate with the land owners for the purchase of land by compensating them in the shape of plots or hard cash through sale of plots and through land sharing formula, under exceptional circumstances.

The General Secretary also informed the members that it was vital for the society to enter into agreements with the land owners for the purchase of land either through payments, issuance of plots or against land sharing formula. The General Secretary explained that under exceptional circumstances the society entered into an agreement for the purchase of vital piece of land for the society under land sharing formula, where no amount was paid from society’s account and the land was acquired against land in terms of size & value of the plots.

The members were also informed about all the agreements made with land supplier, Mr. Ramzan Khan for supply of land measuring 390 Kanals approx. for which advance payments have been made by the society as shown in multimedia presentation. It was also informed by the General Secretary that the society is purchasing land with the prior approval of Circle Registrar conveyed vide Letter No.2009/CR/ICT/B dated 27.11.2012 and No.573/CR/CT/B dated 21.03.2013.

Some of the members raised certain questions, which were duly replied to their entire satisfaction and finally the members approved all the expenditure incurred and all agreements made in respect of development work, purchase & possession of land either through payments, issuance of plots or against land sharing formula.

Agenda Item No. 9


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The members were duly informed by the General Secretary that in order to purchase land and obtain possession of land from the land owners and to carry out the development work, memberships of various

residential, commercial & mixed used area plots were issued to land owners, developer and in open market for which approval of the members are required along with transfers, inclusion and exit of member till date.

Agenda Item No. 10

T & T ECHS

The General Secretary explained that there are 1613 plots in the approved LOP of the society out of which 1583 memberships have already been issued since inception of the society; as such a cushion of 30 plots is available at the disposal of the society for meeting its future requirements.

The members were informed about the major land owners like Noor Din, Allah Ditta, Shoukat , Khalid and others from whom the society has purchased major portion of land falling under prime location within the LOP of the society. In this regard all the relevant agreements made between these land owners along with all the resolutions passed and minutes of the managing committee meetings for these approvals were presented before the members through multimedia presentation.

The members were apprised of the fact that keeping in view the status of the society where a good number of plots are not in possession and the development work is not complete, the society has issued these plots at market price even on instalment basis in order to generate and stream line future cash flow of the society to clear the bills of the developer, purchase of land & for obtaining possession of land.

The General Secretary also explained the members of the society that it was not possible for the society to carry on the development work and purchase land due

to shortage of funds. So it was imperative for the society to cover the land deficit through consolidation of land and issuance of new memberships/plots at market rate. All such purchases of land and possessions were duly processed after passing necessary resolutions and obtaining approvals from the members of the Managing Committee of the society and with the prior approval of the Circle registrar conveyed vide letter 2009/CR/ICT/B dated 27.11.2012 and No.573/CR/CT/B dated 21.03.2013.

The members showed their concern on the delay in purchase of land for which the members authorised and approved the management of the society to purchase land either through sale/allotment of commercial plots/ mixed used area or against hard cash and approved the issuance of all new memberships to land owners/open market against purchase & possession of land, development work along with all the transfers, inclusion and exit of members up till now.


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The General Secretary informed the members about the administrative, financial, others & capital expenses incurred during the year ended on June 30, 2013 as per audited accounts presented to them for their perusal. The members duly approved all the administrative, financial, other & capital expenses incurred by the society during the year ended on June 30, 2013.

Agenda Item No. 11

T & T ECHS

The General Secretary highlighted the features of the proposed plan of underground electricity, filtration plant and solar energy option in the best interest of the society and its members for which a nominal charge of Rs.300/- PSY was proposed along with a nominal increase in the allied charges, especially in the transfer fee to help cover the administra-tive expenses of the society. The members allowed a reasonable increase in the transfer fee and principally agreed to the proposal of levying additional charges but emphasised for its applicability after significant development work.

Agenda Item No. 12


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The General Secretary informed that there are some members who are chronic defaulters and have not paid their dues as per sched-ule, since long. As a result of which their plots were cancelled by the previous Managing Committee. The present Managing Committee however, upon assuming the charge of the society offered various opportunities to these chronic defaulters to get their plots restored by depositing their dues with penalty/fine, but no amount was deposited by them. It was informed by the General Secretary that in case these plots are restored, the society is going to face a financial burden of Rs.400 million approx. Keeping in view the long association of these defaulters with the society, it was

suggested that 10 to 20 per cent discount on the prevailing market rate should be offered to them provided they opt for the restora-tion of their plots. The General Secretary proposed that either these members should be given an opportunity to get their plots restored by depositing the balance amount against subsidized and discounted market rate or the amount deposited by them be refunded. The members approved cancellation of plots by the Ex-Management and allowed despatch of refund cheques, if not restored.

Agenda Item No. 13

T & T ECHS

The General Secretary informed the members that it is very unfair on part of those members who have cleared all their dues and are waiting for the possession of plots, as against those members whose plots are in possession but they are not depositing their dues despite of repeated reminder notices through mail and newspaper advertisements. As such the Managing Committee wants to have concurrence of the members to shuffle/shift the plots of the defaulting members to undeveloped area and allot

possessed plots to regular and fully paid members. The members approved shuffling and shifting of plots of defaulting members to undeveloped area and allotment of possessed plots to fully paid members. For this purpose the members agreed on a notice period of two months with in which the members have to clear their dues in order to avoid shifting of their plots to undeveloped area failing which the managing committee will be justified to take necessary action.

Agenda Item No. 14


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The General Secretary informed the members that it is becoming inevitable for the society to levy additional charges on defaulting members because with every day passing inflationary pressure is building up and it is not possible for the society to offer the plots to defaulting members at old rates. For this purpose it was proposed that a high powered committee from the members be constituted to put forward recommendations for the levy of additional charges on the defaulting members. The members approved formation of committee and levy of additional charges on defaulting members.

Agenda Item No. 15

T & T ECHS

The General Secretary highlighted to the members the importance of filtration plant and alternate solar energy option, for which special multimedia presentation was also given. The General Secretary informed the members that street lights of the main double road, society’s site office and customer care/ complaint centre will be put on alternate solar grid and it will be only one time cost to be borne by the society and thereafter the society will save huge amounts on account of monthly electricity charges thereby offsetting the invested amount. The members principally agreed to installation of water filtration plant and solar energy option and linked its approval with considerable and significant development work.

Agenda Item No. 16


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The General Secretary informed the members that T&TECHS is working in line with the policies of the Government of Pakistan for the solution of grave energy crises. As such the society wants to make it mandatory for all the members to include solar energy drawings along with other mandatory architectural and structural drawings before construction of their houses. In this regard the General Secretary also informed the members that the society will share 50% of the cost of solar energy incurred on individual houses of the members. The members appreciated and approved this agenda item.

Agenda Item No. 17

T & T ECHS

The General Secretary informed the members of the society that a comprehensive transparent administrative system of approving the transactions is in place in the society. There is a process of passing resolutions by all the members of the Managing Committee and taking up the issues in frequently held managing committee meetings along with preparation of office note sheets before issuance of cross cheques to the beneficiaries. It was also informed by the General Secretary that up till now the present managing committee has passed 128 resolutions, more than 300

office note sheets for approval of payments and has convened 19 meetings of the managing committee. A detail presentation of agreements made with the land owners, resolutions, minutes of the managing committee meetings and office note sheets were shown to the participants through multimedia presentation. The members duly approved all the steps taken by the Managing Committee through its resolutions, minutes of the managing committee meetings, office note sheets and agreements made with the land owners, consultants and other relevant parties.

Agenda Item No. 18


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The General Secretary introduced and formally launched the society’s official website (www.telegardens.pk) and informed that the members can contact the society through built-in contact feature from the website as well as through society’s email address ([email protected]). The General Secretary informed the members that the society intends to further enhance and upgrade this web site by way of creating members portal where in the members can check the status of their dues on line. Furthermore it was also informed that a special feature for the convenience of the members will also be incorporated in the website where the members will be able to trade their plots amongst themselves. The members appreciated the website along with its current and future features and duly approved the formal launch of website.

Agenda Item No. 19

T & T ECHS

The General Secretary informed the members that since long it has been the demand of various members of the society that the senior citizen members, widow members and orphan/dependent members of the society be compensated or provided with exemptions/ waiver and relief etc. on humanitarian grounds. It was not possible for the Managing Committee to embrace this responsibility due to its preoccupation with the core business of the society. However, in order to honour the ever increasing demand of the members of the society for providing relief to deserving

members, the society is inspired with an idea of establishing an authorised committee to be managed by some reputable and pious members of the society. The General Secretary explained the members that it is a preliminary conceptual frame work of a welfare committee for which legal, scope of work and other formalities will be finalized once the conceptual frame work is approved. The members appreciated and duly approved the conceptual framework of the committee and authorised the General Secretary to proceed accordingly.

Agenda Item No. 20


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With the permission of the chair the General Secretary put forward and discussed the following additional matters:

1. Incentive package for the first 20 members initiating construction of their houses in the society @ Rs. 500,000/- for 500 SQYD plots & Rs. 250,000/- for below 500 SQYDS plots upon completion of their houses.

2. Provision of carpeted roads in the society along with its financial impact, for which additional charges have to be borne by the members.

The members appreciated and approved the incentive package and provision of carpeted roads in the society.

Agenda Item No. 21

T & T ECHS

In the question answer session members were given the opportunity of coming on the stage and ask questions. Following questions were raised against which the General Secretary replied accordingly:

Question: What is the status of land?

Reply: As already explained, the present Managing Committee has purchased 123 Kanal and obtained possession of 180 Kanal of land i.e. land measuring 303 kanals have been cleared and purchase of 500 Kanals for which advance payments have been made in process.

Question: How many plots will be offered to members in the second phase?

Reply: It is expected that around 400-500 plots will be cleared for possession with in six to twelve months.

Agenda Item No. 22


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Question: Will the development work be carried on with the same quality and speed as it has been going on till this AGM?

Reply: The present managing committee, unlike its predecessors, has never deceived the honourable members and always showed the real true picture of the development work of the society. With the exception of unavoidable circumstance like

forth coming monsoon rains the development work will be carried on with the same pace and quality in future.

Question: Whether the benefit of recovering the plundered money from the delinquents be passed on to the members or not?

Reply: It will depend upon the timing of realization of the amount; however it is promised

T & T ECHS

that the same will be utilized in the best interest of the society and its members.

Question: How much time is required to complete the process of purchasing land and providing possession to the last member i.e. completion of the entire project?

Reply: The completion of project and the process of purchase of land and development depend upon the financial health of the society for which members are requested to deposit their dues immediately. However it is expected that Insha Allah the entire process of purchase of land and development work will be completed in three years’ time.

Question: How many persons approve resolutions and other approvals?

Reply: The present managing committee consists of nine members, altogether. Unless any member is absent, all the nine managing committee members put their signatures on every resolution and approval documents.

Question: What is the status & progress of legal cases and amount involved there against?

Reply: The case under section 50-A is almost in its final stages for the recovery of Rs. 500 million plus.


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Later on, a lucky draw for the “UMRA Package” was arranged by society’s developer M/s. Consolidated Perfect Engineers (Pvt.) Limited for the five lucky property dealers/agents, the cost of which will be borne by the developer.

The meeting ended with a vote of thanks to the chair followed by lunch served in the honour of the distinguished guests.

Azhar BalochGeneral Secretary

Resolved in concurrence to above:

Iftikhar A. Jogezai Hassan Jan Khan Iftikhar Hussain Tariq M. MalikPresident Vice president Finance Secretary Executive Member

Tariq Javed Azher H. Jokheo Naveed Rauf Khan Masood M. SiddiquiExecutive Member Executive Member Executive Member Executive Member

Minutes of the fiFteenth annual general meeting 2013-14telegardens.pk/agm-book.pdfpresented before...

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