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Minutes of the General Body Meeting
Date Sunday, 23 August 2026 | Time 11:00 AM | Issued by Executive Committee, VPROWA |
Dear Owners,
Please find below the minutes of the General Body Meeting held on 23 August 2026. For clarity, the record separates final approvals, items accepted in principle, and matters that still require confirmation or financial approval.
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1. Resolutions and Approval Status
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| # | Matter | Recorded decision / status | Budget / condition |
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| 1 | Pedestrian gates | Approved
Proceed with implementation. | Indicative budget: ₹80,000 to ₹1,00,000. | | 2 | Boom barrier | Approved
Proceed with implementation. | Indicative civil-works budget: ₹40,000. First-year AMC was stated as free; verify the total supply, installation and AMC scope before issuing the work order. | | 3 | STP exhaust fan | Approved
Replace the existing exhaust fan. | Indicative budget: ₹75,000. | | 4 | A Block terrace waterproofing | Approved
Treat the work as a priority and proceed through the approved process. | Indicative estimate: ₹1,50,000. | | 5 | Six cellar seepage locations | Action / confirmation required
Rectification was accepted as necessary. Confirm budget availability and the execution plan. | Indicative estimate: ₹80,000. | | 6 | Building painting, cracks and seepage | Accepted in principle
The Painting Sub-Committee will prepare the scope, estimates and execution plan after obtaining wider owner feedback. | Final scope and financial approval are pending. | | 7 | EV charging station | Accepted in principle
Revise the proposal with a recommended installation location and present it for owner feedback and a final decision. | The location remains unresolved; no budget was recorded. | | 8 | Street-light cable line and earthing | Safety work - phased implementation
This work is essential for residents' safety, particularly to prevent electrical shocks and short circuits in the power lines. Although separate financial approval was not obtained in the GBM, the EC will implement the work in phases as part of regular day-to-day maintenance, based on priority and available maintenance funds. | Indicative estimate: ₹1,00,000. Work will be taken up phase-wise under regular maintenance activities. |
| Budget note: All figures above are indicative amounts recorded in the source minutes. Before any commitment, confirm the final scope, taxes, installation, warranty / AMC, comparative quotations, budget head and required approval. Item 8 is the stated exception: essential electrical-safety work will be implemented phase-wise through regular maintenance, based on priority and available maintenance funds. |
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2. Maintenance, Security and Community Actions
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| Matter | Discussion / recorded position | Action / responsible party |
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| Security services and budget | A possible revision of the security budget and evaluation of a different security agency were discussed. | EC: obtain and compare suitable vendor proposals, service scope, statutory compliance, manpower and budget before making a recommendation. | | Cellar lighting and CCTV | Complaints were raised about inadequate cellar lighting. Some CCTV cameras were reported as non-functional, and the coverage needs review. | EC / Facility Team: restore faulty cameras, verify daily working and recording status, assess lighting and coverage gaps, and propose additional lights or cameras where required. | | Seepage near D507 / E-G2 | Leakage was reported near the D507 parking area. The plantation box beside E-G2 was referred to as a possible source. | EC / Facility Team: confirm the exact location and source, inspect the area and initiate repairs. | | Terrace hygiene | Fungus formation was observed on the terraces. | Facility Team: schedule regular terrace cleaning and suitable preventive treatment. | | Cellar signage | Entrance and directional boards are required for A, B, C, D and E Blocks in the cellar. | EC / Facility Team: prepare and install clear entrance and directional signage. | | Old or unauthorised vehicles | Old or unauthorised vehicles parked in the cellar need to be addressed. | EC / Security: identify the vehicles, notify the owners in writing, provide a defined response or removal period, and segregate vehicles only as permitted under community rules. | | Pet vaccination and safety | Collection and verification of pet vaccination records were discussed. A breed-specific safety concern was also raised. | Pet owners: submit valid vaccination certificates. EC: verify applicable GHMC / Telangana requirements and VPROWA bylaws before issuing any breed-specific restriction. | | Damage to clubhouse common property | Issuing a final notice to the concerned owner was discussed. | EC: issue a written notice stating the required remedy or reimbursement and a clear deadline for response. | | Email responses | The need to respond promptly to emails from residents and stakeholders was noted. | Concerned EC member: acknowledge and respond within a reasonable, documented timeframe. | | Enhanced community guidelines | Enhanced community guidelines and proposed new rules were discussed. | EC: circulate the draft, obtain acknowledgements and feedback from owners / residents, and complete any approval required by the bylaws before implementation. |
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3. Financial and Legal Matters
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| Matter | Discussion / recorded position | Action / next step |
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| OPM staff and fund handling | The role or requirements concerning OPM staff involvement in funds were discussed. | No action was approved. Any future change should document duties, authorization limits and controls. | | EC-6 budget variance | Variance between the planned and budgeted figures of EC-6 was discussed; the security contract was stated as the main reason. | No action was approved. The variance was presented solely to bring the matter to the attention of all owners. | | External audit report | The external audit was conducted in response to feedback received from owners and covered the 13-month period from April 2025 to April 2026. | The report is available in the clubhouse for owners to review through the Treasurer. | | Additional VPROWA bank account | Opening an association bank account for Utsav income and expenditure, and for approved petty-cash-related payments, was discussed. | Treasurer / EC: document the account purpose, authorized signatories, operating controls, reconciliation process and the required resolution before opening or using the account. | | Legal case status | The legal-case update was discussed and 'status quo' was recorded. The minutes did not include a written advocate update, next date or next course of action. | EC-6: obtain a written update from the advocate covering the exact status, next course or date, expenses and any action required from EC, and circulate it separately. | | Legal expenses and future funding | Interest income was reported as having been used for legal expenses, with the remaining interest funds being low. Three future funding options and owner suggestions were discussed. | EC: circulate all three options with amounts and basis, collect owner feedback, and obtain approval through the applicable bylaw process before collection or spending. |
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4. Wider Owners' Feedback Principle
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Where consensus could not be reached on pooling the funds utilised for the legal case, the EC proposed a combined fund-pooling option covering building painting and seepage works. The EC will conduct a MyGate poll to collect owners' feedback on this proposal.
Such feedback or a poll is advisory unless it is conducted as a formal vote in accordance with the VPROWA bylaws. It does not replace any required notice, quorum, voting threshold, or formal EC / GBM resolution. This principle is intended to support transparency, wider participation and informed decision-making.
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The meeting emphasized timely resolution of maintenance, security and infrastructure issues, with priority to:
| • | Resident safety, including street lighting, CCTV functionality and security services. | | • | Rectification of terrace leakage and cellar seepage. | | • | Cellar illumination, signage and management of old or unauthorised vehicles. | | • | Regular terrace cleaning and hygiene. | | • | Preparation of the building-painting scope, estimates and execution plan after owner feedback. |
Regards,
Executive Committee
VPROWA
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Appendix A. Attendance Register
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The supplied register contains 38 signed attendance entries. The typed list below is a best-effort transcription for convenience; the signed source sheets that follow remain the controlling record.
| S. No. | Name | Flat No. |
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| 1 | Siva Rama Krishna | C-309 | | 2 | M. Balaji | D-510 | | 3 | Bhavani | E-201 | | 4 | Srikanth | A-107 | | 5 | K. Srinivas Murthy | E-101 | | 6 | K. Aditya Varma | E-502 | | 7 | P. Raghu Chandra | E-206 | | 8 | Rohit L. | A-307 | | 9 | S. V. Sudheer | C-503 | | 10 | Vasavya Yagati | D-G10 | | 11 | T. Chandra Sekhar | D-307 | | 12 | T. Jagan | D-102 | | 13 | Ashwin Moharir | D-203 | | 14 | Dora Reddi | E-407 | | 15 | Balaji T. | D-208 | | 16 | S. Venkatesam | B-104 / B-108 | | 17 | Babu R Araveti | B-205 | | 18 | Venkatesh D. | D-207 | | 19 | Rajendra Prasad N. | D-407 | | 20 | Rama Krishna T. | D-406 | | 21 | Neeraja A. | A-201 | | 22 | A. R. K. Rao | B-506 | | 23 | Ashith Mishra | E-G7 | | 24 | Bala Shankar | C-506 | | 25 | Radhiv | D-103 | | 26 | V. Kalpana | C-208 | | 27 | N. N. Prasad | D-309 | | 28 | R. Sudhir | C-G9 | | 29 | D. Pavan Kumar | C-511 | | 30 | N. Kishore | A-509 | | 31 | V. Suryanarayana | C-103 | | 32 | Emanuel | C-G3 | | 33 | Karuna | C-G3 | | 34 | G. Ramakrishna | C-110 | | 35 | Gandhi V. | B-101 | | 36 | M. Mahesh | D-404 | | 37 | S. Kamalakar | D-409 | | 38 | Vamsi | B-201 |
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Appendix B. Presentation Presented at the GBM
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| Record note: The MOM and signed attendance register are dated 23 August 2026, while the supplied presentation is dated 22 August 2026. The 25 slides below are reproduced as supplied. The EC should confirm the correct meeting date for the final record. |
| Slide 01 of 25 | Owners | General Body Meeting |  |
| Slide 02 of 25 | Know Your Executive Committee |  |
| Slide 03 of 25 | Office Bearers |  |
| Slide 04 of 25 | Block Members |  |
| Slide 05 of 25 | Agenda |  |
| Slide 06 of 25 | Escalation Matrix |  |
| Slide 07 of 25 | Vendor Review | OPM |  |
| Slide 08 of 25 | Vendor Review | Kapston Security |  |
| Slide 09 of 25 | Vendor Review | Further Meetings |  |
| Slide 10 of 25 | Role & Responsibilities of the FM |  |
| Slide 11 of 25 | Asset Status Snapshot |  |
| Slide 12 of 25 | EV Charging | Safety Guidelines |  |
| Slide 13 of 25 | EV Charging Station |  |
| Slide 14 of 25 | Boom Barriers |  |
| Slide 15 of 25 | Pedestrian Gate | Option 1 |  |
| Slide 16 of 25 | Pedestrian Gate | Option 2 |  |
| Slide 17 of 25 | Enhanced Community Rules | 01-03 |  |
| Slide 18 of 25 | Enhanced Community Rules | 04-05 |  |
| Slide 19 of 25 | Enhanced Community Rules | 06-07 |  |
| Slide 20 of 25 | Enhanced Community Rules | 08-10 |  |
| Slide 21 of 25 | Enhanced Community Rules | 11-14 |  |
| Slide 22 of 25 | Enhanced Community Rules | 15-18 |  |
| Slide 23 of 25 | Other Matters | 01-02 |  |
| Slide 24 of 25 | Other Matters | 03-04 |  |
| Slide 25 of 25 | Before We Close |  |
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