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KUDOS ON BEING COMMUNITY LEADERS
We congratulate you and thank you for taking
up this voluntary responsibility to create Safe,
Sustainable, Harmonious Living Spaces. You are
contributing to the betterment of the Social
Fabric of this Country at large!
Of all the Management Committees

an Association will ever have,

The FIRST BORN matters the most!


It is the FIRST Management Committee 

that sets the CULTURE of a Community. 

The Culture of Harmony and Vibrancy.


It is the FIRST Management Committee 

that sets the VALUES of the Association Office. 

Values of Integrity and Collaboration.


It is the FIRST Management Committee

that sets the PROCESSES. 


Processes that will ensure Compliance,

and safeguard the Investment 

and Property Value of each Owner.


It is the FIRST Management Committee

that hires the PEOPLE. 


People who are Passionate

and Committed to what they do.
The First MC Poem
8TipsfortheNewMC
Membersopine;MCdecides
BeawareofLegalRisks
TheBestIsSeldomCheap; 

TheCheapIsSeldomTheBest
AvoidFinancialEngineering
AssociationOffice  

CorporateOffice
OutsourcingIsTheBestPolicy
FewRules,WellEnforced
RespectyourLimitedTime
1
3
5
7
2
4
6
8
UseResidentsforumtogatherinputs,nottotake
decisions.OwnerswhohavenotservedasMCdonot
havecompletecontext.Askingthemtodecidemay
createpolarisation.

AnMCthathearsallbutdecideswithin 

themselvesisrespected.
Fires,crimes,manualscavenging-someknown
issues. 

Therearemanyunknowns.KeepLegalcounselready

fortherudeshocks.

OftenLegalRisksarefromMembersand

notOutsiders.
Thelowestpaidmanager,cheapestsecurityagency,
cheapestonlinesoftware,duplicatehardwareetc.
maybringapplausefromfewmembersinthe 

shortterm.

Inthelongterm,itcausesdetrimentto 

theoverallPropertyvalue.
WheninpublicofficesuchasMC,avoidrisky
strategieswithcompliancessuchasTaxes.

Thoughdonewithnobleintention,whenthetime
comestoexplaintoauthoritiesthestrategistmay
notbeinMC,ormaynotevenbeanOwnerinthe
Community.
AmongtheMC/ECthereisnorealHierarchyand
norealReportingLine.

DecisionMakingisbyconsensus.Youcannot

alwaysWin,butcanalwaysbea

greatTeamPlayer!

TakingallManpoweronownPayroll,having 

MembersdocriticalTaskse.g.,Accounting-pro 

bono.. Someofthetypicalmistakes.

ThereareExpertsforeverything.Outsourceand 

demandAccountability
Youcannotdoeverythingyourself,onyour
volunteeredtime.Buildanenvironmentof
collaborationsomoreMembersareworkingbyyour
Side.BuildSystemsandProcessesthatyoucan
proudlyhandovertothenextMC.MChandover
shouldbeaCeremonyofRecognition

andGratitude.
Makeminimalsetofrulesthatareeasytofollow

inaresidentialenvironment.

Enforcethesewellsoacultureoffollowing

rulesisbuilt.Thisisessentialforharmonious

communityliving.
Property
Operations
Finance
Legal
Property Documents executed between the Landowners and Builders


Approved Construction Plan


Completion Certificate


Occupancy Certificate


NoC from Fire Department


NoC from Electrical Inspector


Clearance to operate Elevators


Property Insurance Document (if any)
Drawings of the Electrical Wiring including Earthing Points


Drawings of the Water Piping


STP Drawing & certification by Architect/Pollution Control Board


Waste Disposal system with approval from Pollution Control Board


AMC Documents – Lift, Generator, Transformer, ADDA portal, etc.


Invoices and Warranties for all Assets – Pumps, Lift, Generator, Transformer, Pool/Gym Equipments


Maintenance Schedule for all Assets


Work Schedule of all Staff maintaining the complex


Sump and Overhead Tank Documentation


Approval from local authorities for Bore well, RWH compliance documented evidence.


Technical documentation for pumps/overhead tanks/borewell depth, etc.
Payment Record for Taxes towards Property, Construction and Maintenance


Payment Record for City/Municipality Water Supply


Record of Maintenance Expenses while under Builder’s Maintenance


Record of all Collections made from the Owners (except purchase related)


Contracts with existing Maintenance, Security staff (could be same as L6)


Apartment wise Detail of IFMS and Sinking fund to be refunded to the AOA/

Apartment Owners and detail of deductions (if any).


Record of Security deposits at various authorities like Electricity, Water etc.
Sale Deed copy/Proof of Ownership of all Owners


Share Certificate Copies for all Owners (where applicable)


Khatha Certificate Copies for all Owners (where applicable)


Car Parking Allocation Record


All Legal Documents executed between the Builder & Landowner (could be same as P1)


Contracts with Vendors


Undertaking by the Builder regarding Indemnity & Limitation of Liabilities of the Society for

all transactions prior to the Handover Date
THE BUILDER HANDOVER CHECKLIST


Make sure to Start Right with a Clean Slate. A Successful Handover spells decades of peace for all Residents.
ASSET & SAFETY AUDIT
Fire extinguishers, safety drills, electrical lines, STP, plumbing - all assets must be regularly audited to ensure
compliance with mandated safety protocols.
Elevators : Once every 6 months
Fire Extinguishers : Once every year
Plumbing : Once every 2 years
Swimming Pool : Weekly & Monthly
1
2
3
5
To Check :
To Check :
To Check :
To Check :
To Check :
Inside the Car
Corrosion, leakage, dent, pull pin seal, pressure gauge.
Clogging in drains & P-Traps, calcium buildup in faucet aerators, corrosion, 

active leakage, toilet tanks, septic tank pumping, water pressure testing, 

safety & shutoff valves, backflow testing
Weekly : Cleanliness of water, removal of floating debris, mild chlorine treatment.

Monthly : Water testing, pool vacuuming, clean sediment off pool walls, clean pump & strainer, drains, filter backwash.

Outside the Car Top of the Car Machine Room Pit
Walls

Ceiling

Doors

Buttons

Lights

Cameras

Ascendency

Descendancy
Hallway

Lights

Door

Access to Fire

Fighting Resources
Stop switch

Inspection Station

Rollers

Guide rails

Levelling devices

Debris Removal

Door Operator

Cables

Hoistway
Leaks

Unusual Vibration

Overheating

Component Lubrication

Oil level
Possible Leaks

Stop switch

Lights

GFIOutlet

Spring buffer

Rollers

Guide rails

Travel cable

Sump pump
Electrical Wiring : 

Once every 3years4
To Check :
Overloading of electrical circuits, 

Wires/sockets, 

Reduction of extension cords, 

Corrosion, Earthing & Bonding, 

Suitability of circuit breakers/RCDs/fuse elements, 

Efficiency of light fixtures, sockets, 

Switches, grouping in distribution panel, 

Cleanliness of electrical panels,

Insulation of wires near damp areas
6 Sewage Treatment Plant : Daily, Weekly, Monthly & Annually (In
mandatory consultation with an STP Engineer)

Cleaning of bar screen, repair of corrosions, design audit and oil removal from grease/grit trap, air mixing at equalization tank, manual
evacuation of sediments & non clogging of diffusers in equalization tanks, oil level in filter feed pumps & raw sewage lift pump, motor to
pump alignment, conditions of coupling, oil seals, mechanical seals, correct MLSSin aeration tank, filtration runs & backwash sequences of
Pressure Sand Filter & Activated Carbon Filter, status of filter cloth.

To Check :

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Guide Kit for New Apartment Management Committee

  • 1. KUDOS ON BEING COMMUNITY LEADERS We congratulate you and thank you for taking up this voluntary responsibility to create Safe, Sustainable, Harmonious Living Spaces. You are contributing to the betterment of the Social Fabric of this Country at large!
  • 2. Of all the Management Committees an Association will ever have, The FIRST BORN matters the most! It is the FIRST Management Committee that sets the CULTURE of a Community. The Culture of Harmony and Vibrancy. It is the FIRST Management Committee that sets the VALUES of the Association Office. Values of Integrity and Collaboration. It is the FIRST Management Committee that sets the PROCESSES. Processes that will ensure Compliance, and safeguard the Investment and Property Value of each Owner. It is the FIRST Management Committee that hires the PEOPLE. People who are Passionate and Committed to what they do. The First MC Poem
  • 3. 8TipsfortheNewMC Membersopine;MCdecides BeawareofLegalRisks TheBestIsSeldomCheap; TheCheapIsSeldomTheBest AvoidFinancialEngineering AssociationOffice CorporateOffice OutsourcingIsTheBestPolicy FewRules,WellEnforced RespectyourLimitedTime 1 3 5 7 2 4 6 8 UseResidentsforumtogatherinputs,nottotake decisions.OwnerswhohavenotservedasMCdonot havecompletecontext.Askingthemtodecidemay createpolarisation. AnMCthathearsallbutdecideswithin themselvesisrespected. Fires,crimes,manualscavenging-someknown issues. Therearemanyunknowns.KeepLegalcounselready fortherudeshocks. OftenLegalRisksarefromMembersand notOutsiders. Thelowestpaidmanager,cheapestsecurityagency, cheapestonlinesoftware,duplicatehardwareetc. maybringapplausefromfewmembersinthe shortterm. Inthelongterm,itcausesdetrimentto theoverallPropertyvalue. WheninpublicofficesuchasMC,avoidrisky strategieswithcompliancessuchasTaxes. Thoughdonewithnobleintention,whenthetime comestoexplaintoauthoritiesthestrategistmay notbeinMC,ormaynotevenbeanOwnerinthe Community. AmongtheMC/ECthereisnorealHierarchyand norealReportingLine. DecisionMakingisbyconsensus.Youcannot alwaysWin,butcanalwaysbea greatTeamPlayer! TakingallManpoweronownPayroll,having MembersdocriticalTaskse.g.,Accounting-pro bono.. Someofthetypicalmistakes. ThereareExpertsforeverything.Outsourceand demandAccountability Youcannotdoeverythingyourself,onyour volunteeredtime.Buildanenvironmentof collaborationsomoreMembersareworkingbyyour Side.BuildSystemsandProcessesthatyoucan proudlyhandovertothenextMC.MChandover shouldbeaCeremonyofRecognition andGratitude. Makeminimalsetofrulesthatareeasytofollow inaresidentialenvironment. Enforcethesewellsoacultureoffollowing rulesisbuilt.Thisisessentialforharmonious communityliving.
  • 4. Property Operations Finance Legal Property Documents executed between the Landowners and Builders Approved Construction Plan Completion Certificate Occupancy Certificate NoC from Fire Department NoC from Electrical Inspector Clearance to operate Elevators Property Insurance Document (if any) Drawings of the Electrical Wiring including Earthing Points Drawings of the Water Piping STP Drawing & certification by Architect/Pollution Control Board Waste Disposal system with approval from Pollution Control Board AMC Documents – Lift, Generator, Transformer, ADDA portal, etc. Invoices and Warranties for all Assets – Pumps, Lift, Generator, Transformer, Pool/Gym Equipments Maintenance Schedule for all Assets Work Schedule of all Staff maintaining the complex Sump and Overhead Tank Documentation Approval from local authorities for Bore well, RWH compliance documented evidence. Technical documentation for pumps/overhead tanks/borewell depth, etc. Payment Record for Taxes towards Property, Construction and Maintenance Payment Record for City/Municipality Water Supply Record of Maintenance Expenses while under Builder’s Maintenance Record of all Collections made from the Owners (except purchase related) Contracts with existing Maintenance, Security staff (could be same as L6) Apartment wise Detail of IFMS and Sinking fund to be refunded to the AOA/ Apartment Owners and detail of deductions (if any). Record of Security deposits at various authorities like Electricity, Water etc. Sale Deed copy/Proof of Ownership of all Owners Share Certificate Copies for all Owners (where applicable) Khatha Certificate Copies for all Owners (where applicable) Car Parking Allocation Record All Legal Documents executed between the Builder & Landowner (could be same as P1) Contracts with Vendors Undertaking by the Builder regarding Indemnity & Limitation of Liabilities of the Society for all transactions prior to the Handover Date THE BUILDER HANDOVER CHECKLIST Make sure to Start Right with a Clean Slate. A Successful Handover spells decades of peace for all Residents.
  • 5. ASSET & SAFETY AUDIT Fire extinguishers, safety drills, electrical lines, STP, plumbing - all assets must be regularly audited to ensure compliance with mandated safety protocols. Elevators : Once every 6 months Fire Extinguishers : Once every year Plumbing : Once every 2 years Swimming Pool : Weekly & Monthly 1 2 3 5 To Check : To Check : To Check : To Check : To Check : Inside the Car Corrosion, leakage, dent, pull pin seal, pressure gauge. Clogging in drains & P-Traps, calcium buildup in faucet aerators, corrosion, active leakage, toilet tanks, septic tank pumping, water pressure testing, safety & shutoff valves, backflow testing Weekly : Cleanliness of water, removal of floating debris, mild chlorine treatment. Monthly : Water testing, pool vacuuming, clean sediment off pool walls, clean pump & strainer, drains, filter backwash. Outside the Car Top of the Car Machine Room Pit Walls Ceiling Doors Buttons Lights Cameras Ascendency Descendancy Hallway Lights Door Access to Fire Fighting Resources Stop switch Inspection Station Rollers Guide rails Levelling devices Debris Removal Door Operator Cables Hoistway Leaks Unusual Vibration Overheating Component Lubrication Oil level Possible Leaks Stop switch Lights GFIOutlet Spring buffer Rollers Guide rails Travel cable Sump pump Electrical Wiring : Once every 3years4 To Check : Overloading of electrical circuits, Wires/sockets, Reduction of extension cords, Corrosion, Earthing & Bonding, Suitability of circuit breakers/RCDs/fuse elements, Efficiency of light fixtures, sockets, Switches, grouping in distribution panel, Cleanliness of electrical panels, Insulation of wires near damp areas 6 Sewage Treatment Plant : Daily, Weekly, Monthly & Annually (In mandatory consultation with an STP Engineer) Cleaning of bar screen, repair of corrosions, design audit and oil removal from grease/grit trap, air mixing at equalization tank, manual evacuation of sediments & non clogging of diffusers in equalization tanks, oil level in filter feed pumps & raw sewage lift pump, motor to pump alignment, conditions of coupling, oil seals, mechanical seals, correct MLSSin aeration tank, filtration runs & backwash sequences of Pressure Sand Filter & Activated Carbon Filter, status of filter cloth. To Check :