AGENDA FOR ANNUAL GENERAL BODY MEETING – VCHS LTD SLAMABADTO BE HELD ON 28 FEB_2016

AGM-2015 shall be held on 28 Feb 2016 at 1100 hours (Sunday) in Islamabad Hotel (Old

Holiday Inn) Melody, Islamabad. All members are requested to attend the AGM to offer their valuable

suggestions as well as to complete the quorum. Members are requested to bring their original membership

cards, allotment letters or any other proof of plot payments/receipts and original CNIC for identification.

Following agenda has been approved by MC and further approval is required by the General Body:-

a. Approval of minutes of the last AGM-2015 held on 01 Mar 2015 the same have been

approved by the DC/Registrar vide CR letter No.1567/CR/ICT/B dated 06 July 2015.

b. Approval of minutes of the Managing Committee Meetings held during the period

Dec 2014 to Dec 2015. Most of the important decision taken by the Managing Committee

are included in the AGM agenda for approval by the General Body. This approval is

required to provide legal cover to the grand decisions taken by the MC to run routine

official business.

c. Approval of the Internal Audit Report from 01 July 2014 to 31 Dec 2014 and Annual

Audit Report for the year 2014/2015. Both the audit reports will be available in AGM

meeting hall for the information of honourable members.

d. Approval of expenditure and income / receipt incurred during 01 Nov 2014 to

31 Dec 2015 as attached.

e. Discussion on land matters.

f. Approval of the Development Plan of Society, payment of development charges and other

associated matters.

g. Approval of agenda presented by President Gp Capt (Retd) Muhammad Bashir Shakir.

1. Approval of Audit Report for the year 2014/2015 prepared by M/s Tahir Siddiqi & Co Chartered

Accountant Lahore and Internal Audit from 01 July 2014 to 31 Dec 2014 prepared by M/s G.A. Naqvi &

Co Rawalpindi.

2. Land Matters. Land holding, purchased / exchanged / sold during the period 01 Nov 2014 to 31

Dec 2015.

a. Land Holding Position (Scheme area) as on 31 Dec 2015

Village

As on 31 Dec 2015 TotalWith Possession Without Possession

K M Ft K M Ft K M FtBadhanaKhurd

585 06 196 53 12 - 638 18 196

Pour 107 15 136 383 13 55 491 08 191

Total 693 02 60 437 05 55 1130 07 115

BarkatOut of Plan

- - - 247 06 150 247 06 150

G.Total Land 693 02 60 684 11 205 1377 13 265

(1) Total land available in Badhana Khurd & =1130 Kanals 07 Marlas 115 Feet

Dhoke Pour (Scheme area).

(2) land required for Veterans Enclave (Phase-I) = 974 K – 06 M – 98 Yq Yds

(Badhana Khurd = 637 K – 14 M) and (Dhoke Pour = 336 K – 12 M)

(3) Above land includes 16 K – 09 M – 156 ft which is acquired from Mr. Abdul Latif

in exchange of residential plots as per agreement No.5079 dated 15 July 2015.

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(4) Land measuring 7 k – 03 M – 45 ft will be included in the total land of Dhoke Pour

after the correction of computerized land record.

(5) Land measuring 233 Kanals situated in Mouza Barkat have been transferred in

Society’s name after the restoration and attestation of Mutation No.514 & 515.

Efforts are being made for the sale of Barkat land in accordance with AGM

Resolution No.9.f. (2) dated 01 Mar 2015

(6) Shortage of land in Mouza Badhana Khurd and Dhoke Pour will be completed after

selling Society’s land in Mouza Barkat.

b. The application for NOC and approval of LOP of the housing scheme namely “Veterans

Gardens” (Phase-II) will be submitted after arranging 60 feet wide access road to link

Society’s land situated across the Motorway.

3. Approval of Agreements

a. The contract/agreement No. 6120 dated 30 Sep 2015, signed between VCHS and Mr.

Shahid Hussain (Facilitator) to obtain sanction of the “Veterans Enclave” housing scheme

from TMA Taxila in accordance with the “Punjab Private Housing Schemes and Land Sub-

Division Rules 2010”. This agreement was signed in accordance with the AGM Resolution

No.10.f. dated 01 Mar 2015.

b. The agreement No.5079 dated 15-07-2015 signed between VCHS and Mr. Abdul

Latif for the exchange of land measuring 16 Kanals, 09 Marlas situated in different

khasra numbers of Mouza Badhana Khurd with residential plots. This agreement is

prepared in accordance with Resolution No.9, f. 4. Dated 01 March 2015.

c. The agreement No.6121 dated 30 Sep 2015 signed between VCHS and M/s

Javaid Iqbal Govt Contractor Islamabad to carryout Partial Development Works at VCHS

site.

d. Agreement dated 10 Oct 2015 signed between VCHS and Mr. Misbah Ud Din (Landlord)

for the hiring of his building for office.

e. Approval of M/s MAPS Consulting Associates quotation No.MAPS/VCHS/141115/5

dated 15 Nov 2014 to arrange copies of land record (Fard Malkiat etc) and “Non

Encumberance Certificates (NEC)” of Mouza Badhana Khurd and Dhoke Pour

duly certified by the concerned Revenue Officers as per Clauses 1, 1.11 (a) & L of

the agreement Regd No.227 dated 06 March 2012.

f. Approval of services agreement with M/s Saviours Security Services (SMC-PVT) Ltd

Islamabad wef 01 July 2015, with the salary package of Rs.15000/- (including all taxes)

per month, per guard and extension of Service agreement of M/s Saviour Security

Services Ltd, Wef 01 Nov 2015 to 31 Oct 2016 (AN) with same salary package.

4. BOR Case

a. The approval is required to add a Clause “Clause 5, d (1)” in Contract / Agreement – 2

dated 27 Feb 2014 signed between VCHS and Mr. Shahid Hussain (Contractor) for the

preparation of Misal Haqiat / Jamanbandi”, and the issue of “Fard Malqiat” for land

measuring approx 233 kanals situated in Mouza Barkat, Tehsil Rawalpindi. This land has

been transferred in the name of VCHS after the restoration and attestation of Mutation

No.514 & 515.

5. Development related matters.

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a. Total eleven applications for pre-qualification were received, out of these under

mentioned, nine Firms / Contractors were pre-qualified to carry out development works at

VCHS site:-

(1) HASAS CONSTRUCTION LIMITED, Islamabad

(2) ASTRON CONSTRUCTION COMPANY (PVT) LTD, Islamabad

(3) ZORAIZ ENGINEERS (PVT) LIMITED (ZECO), Islamabad

(4) HAJ MUHAMMAD KHAN & SONS, Peshawar

(5) SULTAN ENGINEERING & CONSTRUCTION (PVT) LTD, Islamabad

(6) ANSER BROTHERS (PVT) LTD, Islamabad

(7) JAVED IQBAL GOVT CONTRACTOR, Islamabad

(8) CH. A. LATIF & SONS (PVT) LTD, Islamabad

(9) ENGINEERING SQUAD, Islamabad

b. The letters for submission of bids documents for misc partial development works were

sent to all the nine Firms/contractors (already prequalified). Three firms / contractors

deposited their bids on 08 Aug 2015 by 1030 hours, which were opened at 1500 hours on

the same date, in the presence of Inspector Faraz Ahmed Siddiqui, of CR office. MC

granted its approval for the award of Partial Development work to M/s Javaid Iqbal Govt

Contractor being the lowest and feasible. The approval of house is required.

c. The approval is required for the cancellation of old LOP approved by CDA vide letter

No.CDA/PLD/RP-2 (540)/90-738 dated 11 June 1991, in the light of Resolution No.7. k.

(3) of AGM 16 Dec 2012.

d. The WASA Rawalpindi has issued NOC vide letter No.MD/WASA/004/87 dated 14 April

2015.

e. HQ Civil Aviation Authority (HQ CAA) vide letter No.HQCAA/1117/006/ARAH-P/C)/014

dated 02-1-2016 has issued NOC to VCHS for 300 feet building height.

f. Approval of policy to hand over possession of the developed plots to the members who

will pay their full development charges as per payment schedule, according to the

seniority list as per Resolution No. .7. k. (3) of AGM 16 Dec 2012. Members seniority list

will be maintained strictly according to their payment dates.

g. As per AGM Resolution No.10.c. dated 01 Mar 2015, the members were requested to

make payment of partial development charges in two installments first installment by 10

May 2015 and second installment by 25 June 2015. Majority of the members cleared their

dues in time. On the request of the Honourable members who could not make payment,

MC kept on extending the dates for the payment of partial development charges up to 31

Aug 2015, 30 Nov 2015, 31 Dec 2015 and finally 25 Feb 2016 (Total extension 8 months).

It was decided by the MC that no more extension will be allowed and the defaulters will be

moved to Phase-II with the permission of AGM. Approval is required to transfer the files /

plots of the defaulters from Veterans Enclave (Phase-I) to Veterans Gardens (Phase-II).

6. Plot Matters.

a. Transfer of files / plots of first four members in the order of seniority list from each

size of plot i.e. 916.66 Sq Yds, 444.44 Sq Yds and 233.33 Sq Yds from Veterans

Gardens (Phase-II) to Veterans Enclave (Phase-I) subject to the payment of partial

development charges by 25 Feb 2016 and the approval of AGM-2015 (Total 12

Plots / Files).

b. Approval / consideration for the transfer of files / plots of five members on

compassionate grounds (03 members) and offering their service voluntarily to

facilitate the Society in the plantation of five thousand plants of 6 to 7 feet hight to

meet the mandatory requirements of NOC issued by the Environment Protection

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Agency (EPA) Punjab Lahore (02 members). Out of above mentioned members

four members have already paid their partial development charges well in

advance.

c. Allotment of two adjacent plots to the members whose cases were approved by

AGM have been completed.

d. Approval for the transfer of following plots / Files / memberships during the period from

01 Nov 2014 to 31 Dec 2015:-

(1) 233.33 Sq Yds = 11

(2) 444.44 Sq Yds = 23

(3) 916.66 Sq Yds = 31

Total = 65

e. Approval to increase transfer fee, membership fee and mosque fund.

7. Approval of Payments / Receipts.

a. Approval of payments / expenditures incurred during 01 Nov 2014 to 31 Dec 2015

b. Approval of receipt of various amounts.

c. The under mentioned accounts were transferred to General Fund Account No.16500866

in Askari Bank, which is exempted, from deduction of Zakat:-

(1) UBL Account No.173910131004 F-8 Markaz = Rs. 145, 000/-

(2) Development Fund Account No.1650501621 = Rs.26, 687,333/-in Askari Bank

Total = Rs.26, 832,333/-

8. Increase in salary of VCHS staff @ 7.50% as announced by the Govt in Budget for the year

2014/15. (SRO No.1(3)Imp/2015-630 dated 7th July 2015).

9. Employment / Discharge / Extension in service of staff.

10. Extension / termination of service agreement with Unique Security Service (Pvt) Ltd for the

provision of Security Guards to VCHS Office / Site.

11. Miscellaneous items for approval

a. AGM – 2014 Expenditures. The approval of the house is required for the

following expenditures:-

(1) Food (Catering), tip etc = Rs.65,500/-

(2) Extra Guards 10 @ Rs.1500/- per = Rs.17,000/-Guard and Rs.200/- per guardfor good performance).

(3) Booking of Community Hall and = Rs. 7,750/-Generator rent

(4) Paid to Design Art for preparation of = Rs. 3,000/-presentation

Total Expenses = = Rs.96,250/-

b. Approval of the policy regarding receipt of Share Money and issuing share

certificate as per Bye-Laws 17 & 18 and recommendations of the auditors.

c. Financial assistance in the form of Food Allowance @ Rs.1000/- per month per

guard for performing 24 duties at VCHS office and site, as compensation for

performing extra duties.

d. Permission to transfer Rs 5 Million from Development Fund to General Fund as

refundable loan. Accordingly 3 million has been transferred to General Fund, as per

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approval of MC Resolution No.5.aa. dated 28 Oct 2015. The approval to transfer the funds

as returnable loan was granted by AGM vide Resolution No.10. d. dated 01 Mar 2015.

e. CR Circular No.2373/CR/ICT/B dated 19-10-2015 regarding appointment Focal Person

who will provide all the information about the Society to incorporate in WEB Portal of

Cooperative Societies Department, ICT, Islamabad. Maj (Retd) Zubaid Ullah Khan was

nominated as a focal person.

f. The MC granted its approval to give VCHS Tractor, Trolley and Water Tanki on

rent to contractor who is doing development work at VCHS site, whenever required by

him. The rent should be fixed according to the prevailing market rates.

g. Purchase of Computer, 2 x LCD with Accessories for Rs.17,500/-

h. Purchase of seven office chairs for Rs.5,000/-

j. Mr. Muhammad Faraz Siddiqui, Inspector CR had conducted inspection of VCHS

record on 17 & 24 Aug 2015 and the functioning of the Society was found

satisfactory.

12. Legal Matters

a. Notices issued to M/s GIS, M/s Designmen for settlement of long outstanding

advance payment of Rs.200,000/- and Rs.362,000/- respectively. Notice of M/s

GIS received back due to change of address.

b. Approval to arrange possession of VCHS land through filling of Division (Taqseem) Suits

in the court of Tehsildar / Assistant Collector Taxila through the contractor responsible to

arrange the possession of VCHS land.

c. Detail of Court Cases.

13. Items for Information

a. CR Circular No.2362/CR/ICT/B dated 16-10-2015 regarding nomination of MC members

for one week training course for Managing Committee of Cooperative Housing Societies

Registered in Islamabad on “Cooperative Laws, Revenue Laws and Zoning Regulations”.

Four persons of the VCHS attended this training course. Maj Zubaid Ullah Khan (Retd),

Secretary VCHS was awarded Shield for obtaining second position in the course.

b. The Society has completed all the requirements mentioned in “Punjab Private

Housing Schemes & Land Sub-Division Rules 2010” for the sanction of housing scheme

Veterans Enclave (Phase-I). The details are as under:-

(1) Preliminary Planning Permission has been granted by TMA Taxila vide

letter No.311/TMAT dated 29 Apr 2013.

(2) NOC from MoD vide letter No. 6/68/D-28/2012 dated 12 Nov 2013.

(3) NOC from Environment Protection Agency (EPA) Punjab Lahore

vide letter No.DD(EIA)/ EPA/F 858 (IEE)/13-1(2014)/36 dated 27 Jan 2015.

(4) NOC from WASA Rawalpindi vide letter No.MD/WASA/ 004/ 87 dated 14 Apr

2015.

(5) NOC for maximum building height (300 feet) from Civil Aviation Authority (CAA)

Karachi vide letter No.(HQCAA/1117/006/ARAS-P/C)/014 date 01 Jan 2016.

(6) Land ownership verification has been completed by the concerned Revenue

authorities.

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14. Next of Kins (NOKs) of members are requested to intimate / inform the Society regarding death of

members for updating the records and are advised to apply for the transfer of their memberships / plots /

files in the names of their nominees / NOK ASAP.

15. Members and NOKs are also requested to intimate change in their addresses with contact number

and email addresses to update the records.

16. Honourable members are requested to forward their suggestions, comments and questions

regarding AGM Agenda by 25 Feb 2016, to enable us to give satisfactory explanation on AGM day and to

avoid un-necessary discussions. Members are advised to visit VCHS website: www.VCHS.com.pk and

site regularly to keep themselves informed about Society’s matters etc.

17. Members are requested to attend the AGM to discuss the development work and other important

matters pertaining to the Society’s affairs. Members are also requested to intimate their participation on

Telephone / Fax # 051-4100029 and Email vchscoop@gmail.com for making suitable administrative

arrangements. This time very important decisions will be taken in this AGM-2015, therefore

maximum participation of members is required to complete the quorum and to get their valuable

suggestions.

18. Any other point with the permission of the President.

Dated: 12_Feb 2016 Major Zubaid Ullah Khan (Retd)Secy VCHS Ltd

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