Feb-Mar 2016: Repairs

posted Jun 26, 2016, 4:45 AM by IT Administrator [ updated May 8, 2018, 10:33 PM ]

There were 3 main issues which were debated by the Managing Council, before it decided to undertake extensive repairs & renovations in Feb-Mar 2016

The issue of the Repair Fund / 12A compliance as explained earlier here
A statutorily required Structural Audit (required for all buildings more than 30 years old), had just been completed and extensive repairs were recommended at an initially estimated cost of Rs 60 lacs (as computed by the structural engineer); certain repairs (like plaster falling off the hall ceiling, demolition of dilapidated structures in the compound) were recommended to be done on an urgent basis as there was threat to life & limb
The Cultural & Recreation sub-committee, who were planning for the Thanksgiving Mass, requested the Managing Council if the repair / renovation of the Hall, Bathrooms & Compound could be taken up before the function planned for April 2, 2016, as the premises were in a really bad state; not much attention was paid to repairs while the KCA was in 'hibernation' for the previous 7 years

While the Council was open to take this up on war footing & quickly appoint a contractor for the same, we had to comply with Rule 11(b) of the KCA Rules & Regulations which states "Awarding of Contract of over Rs one lakh after inviting quotations shall be reserved for the General Body"

Given the time constraints in calling for a General Body Meeting, after much debate, the council decided to go ahead with certain repairs & renovations strictly within the rules of the KCA, without contravening Rule 11(b), on the following basis:

The work would be done on a time & material (T&M) basis; no contract would be awarded
The KCA would buy material directly from vendors & directly hire labour for specific work like carpenters, masons, electricians etc
3 quotations would be taken for specific pieces of work where vendors were appointed and wherever considered practical.
All payments to be made strictly by cheque
TDS to be deducted on all payments
The Managing Council to closely monitor, review & approve the work from time to time

Update on August 10, 2016:

Out of the total amount of Rs 21,17,947, an amount of Rs 18,82,852 has been considered in the financial statements for the previous year ended March 31, 2016, while the balance of Rs 2,35,095 will be considered in the financial statements for the current year ie the year ended March 31, 2017.

This amount was spent from the repair fund and has been categorised as Urgent Repairs (Rs 5,03,835) and Renovations / Improvements (Rs 16,14,112) respectively. A summary of the amount expended is provided in the table below:

Members may also note that the entire expenditure has been audited by our Statutory Auditors, Gonsalves & Associates. Further, the Legal & Finance Committee of the KCA, which is independent of the Managing Council, has reviewed & approved of the expenditure.

A summary of the expenditure including dates of approvals at MC meetings, list of bills from vendors, list of cheques issued, details of TDS deducted etc, for each of the 2 categories of expenses, can be downloaded from the files below

Those members interested in seeing some photographs & more details of the expenses including scanned copies of the bills can click here.

01a Summary - Urgent Repairs.pdf

(703k)

IT Administrator,

Aug 13, 2016, 12:16 AM

v.1

02a Summary - Renovations & Improvements.pdf

(396k)

IT Administrator,

Aug 13, 2016, 12:17 AM

v.1