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1. Draft minutes of the meeting held on 12 August were approved.

2. The committee ratified the Financial Strength Analysis of the 6 Shortlisted Developers, which was finalized and emailed to the Managing Committee (MC) on 20 August 2025. The committee corrected the report title from "Financial Analysis Strength of the 6 Shortlisted Developers" to "Financial Strength Analysis of the 6 Shortlisted Developers". The note was also posted on the RdC Patrakar WhatsApp group the same day.

3. The committee noted that the MC has not acted on the RdC’s communication sent in mid-July regarding convening a Special General Body Meeting (SGM) to consider the RdC’s new Rules and approve a process for hiring consultants. The MC took an unreasonably long time to reply and merely asked for more time to discuss the proposals, even though it had been made clear that these were for the SGM to approve, not for the MC to debate.
   On 13 August, the RdC provided the MC with three possible meeting dates (14, 15, and 16 August). However, the MC did not meet on any of these dates and has not provided alternative dates.

   The MC’s conduct is discourteous and unprofessional. It is also directly harmful to the redevelopment project, since the delay in approving the consultant-hiring process prevents the appointment of consultants who may be required imminently. The MC’s stance suggests an unwillingness to work with the RdC, disregard for the SGM’s decision, and a willingness to jeopardise the redevelopment project through persistent non-cooperation.
   The MC also continues to meet to discuss redevelopment matters but does not invite the RdC and does not share minutes of its meetings.

4. The committee noted that the MC has not acted on the RdC’s direction to write to Markand Gandhi & Co. instructing them to begin work on the Development Agreement (DA) and Letter of Intent (LoI).
   This delay, or apparent unwillingness to proceed, endangers the redevelopment project by potentially delaying critical legal drafting. The RdC again directs the MC to write to Satyen Vora (Partner, Markand Gandhi & Co.) and to keep the RdC informed of developments, as already requested earlier.

5. The committee noted and discussed the feasibility report received from the PMC.

6. The committee discussed a note prepared by Sanjay Kher on enabling e-voting for members. This note is attached in Appendix A.
   The RdC recommends that the MC use this note to place a resolution in the upcoming SGM so that members who do not reside in Patrakar and those living overseas can participate meaningfully in Society decisions. This is particularly important for redevelopment.
   The committee discussed the applicable regulations and concluded that while new rules may be announced soon, a resolution enabling e-voting would still be useful. Once approved by the SGM, the Registrar may be informed accordingly.
   The next step will be to ensure that the processes for e-voting are robust and secure.

7. Sanjay Kher reported that he met Ashish Raikar regarding the documentation process. A new, simpler format is being drafted. Ashish has been travelling and the work will resume after his return next week.

8. Sunil Singh informed the committee that recent legal changes require an increase in the Society’s Share Capital. The RdC decided to recommend that the MC take appropriate steps and issue fresh share certificates to all members at the earliest.

9. The committee observed that although the RdC has been proactively assisting the MC, the MC continues to ignore or not acknowledge RdC communications. The RdC has so far:
   i. conducted outreach sessions with members to explain the redevelopment project and continues to engage with members on the RdC WhatsApp group;
   ii. prepared a detailed process note on hiring consultants;
   iii. analysed the bids and shortlisted developers based on conformity with tender requirements;
   iv. prepared the financial strength analysis of the shortlisted developers;
   v. drafted a note to enable e-voting;
   vi. initiated efforts to help members with documentation;
   vii. drafted Rules to govern interactions between the RdC, General Body, and MC.

   Despite this, the MC remains aloof, non-communicative, and uncooperative.
   The committee discussed whether it should approach the General Body directly to empower the RdC and serve as a real counter-balance to the MC’s unilateral functioning. While this path may be considered, the RdC will continue its redevelopment-related work.

The meeting concluded at approximately 8 pm.

Appendix A
Concept Note and Rules to Enable Remote Voting

Background and Context
Patrakar CHSL is undertaking redevelopment, a process with long-term implications for all members. It is essential that all members—including those living outside Mumbai or unable to attend physically for health reasons—are able to participate effectively in governance, especially in General Body Meetings (GBMs).
At present, non-resident members or those unable to attend in person are effectively excluded. While appointing an Associate Member is technically possible, many members are not inclined to do so.
The Society therefore proposes a structured framework for online GBMs and remote voting, enabling inclusivity, transparency, and administrative efficiency.

Legal Basis
Although the Maharashtra Cooperative Societies Act, 1960 and its Rules do not explicitly mandate online voting, several enabling trends support such a framework:

• Model Bye-Laws permit technological adoption and do not prohibit online formats.

• Draft amendments propose enabling online GBMs and e-voting.

• Registrar circulars during COVID-19 permitted virtual meetings.

• Courts support inclusive participation as part of fair governance.

• The Companies Act, 2013 already recognizes online meetings and e-voting.

Practical Advantages

• Enables participation by non-residents and members with health issues.

• Improves attendance and quorum.

• Prepares the Society for the period after members vacate the Colony.

• Reduces costs and administrative burden in the future.

• Ensures verifiable records of meetings and transparent voting.

• Reduces misinformation and dependence on proxies.

Operational Safeguards

• Use of a secure and authenticated platform.

• Advance circulation of agenda and instructions.

• Digital recording of meetings and audit trail of votes.

• Clear cut-off dates and registration requirements.

• Backup procedures and technical support.

Protocol for Hybrid GBMs
Before moving to fully online GBMs (which will become necessary once premises are vacated), the Society will adopt a transitional hybrid model.
Initially, online attendance and voting will be allowed only for:

• Members not ordinarily residing in Mumbai, and

• Members who are unable to attend due to age or health.

Guidelines:

• Eligible members must inform the MC at least five days before the meeting.

• The Hon. Secretary will record their attendance as “Online Attendance”.

• Meetings will be video-recorded and stored as Society records.

• Online attendees must keep their camera on during voting and interaction.

• A secure e-voting mechanism will be used.

• A credible technology partner will be appointed.

• The Registrar will be informed after the SGM approves this framework.

Way Forward
The MC should:

• Place the proposed resolution before the next GBM;

• Appoint a technology service provider;

• Circulate SOPs for hybrid meetings;

• Inform the Registrar with supporting documentation.

Proposed General Body Resolution
Resolution No. [●]/2025 – Enabling Online GBMs and Remote Voting
RESOLVED THAT the General Body authorises the MC to:

1. Convene GBMs through online or hybrid formats;

2. Permit online attendance and voting for non-resident members and senior citizens unable to attend physically;

3. Implement registration, authentication and digital attendance protocols;

4. Record meetings and maintain digital archives;

5. Inform the Registrar of the resolution;

6. Transition to fully online GBMs once redevelopment begins and premises are vacated.

Explanatory Note
This resolution strengthens governance by enabling broader participation, enhancing transparency, and ensuring continuity during redevelopment when physical meetings may not always be feasible.