A good beginning always sets the stage for an easier ride in the future. This is why it is important to ensure a smooth handover from the builder after a Management Committee (MC) or Resident Welfare Association (RWA) is formed. It ensures that the daily affairs of the community can be addressed by democratically elected representatives of property owners.
A smooth handover is also important to ensure that the MC or RWA is well organised prior to taking over the challenging task of managing a residential complex. It is critical in ensuring that they have access to all relevant information and documentation. The preparation for the process should ideally start well before the main event so that committee members are well versed about the necessary documentation.
Checklist for the Builder Handover
The management and maintenance of any apartment or residential complex and related amenities are initially handled by the builder. This arrangement continues till an apartment owners’ association or management committee is formed. The builder has to then hand over these responsibilities to this representative body. Other than important documents like Occupancy and NOC Certificate, this also includes leftover money from the corpus of funds to manage the premises. This has to be accompanied by audited accounts of the maintenance fund and interest earned.
One of the critical aspects of the handover process is the handing over of key documents. These include:
Occupancy certificate: An occupancy certificate is a proof that the builder has completed the project as per the approved plan and observed all relevant government compliances. The inability to furnish the occupancy certificate should be taken as a red flag as it may mean that the builder is violating building laws.
NOC certificate: The builder has to submit a NOC or No Objection Certificate from pollution, fire safety, electricity, and water authorities to the MC or RWA.
Building and car parking record: This refers to the approved building plan with details of block-wise and floor-wise layout and specifications on fire protection, drainage, sewage, and power. Car parking records should include allocation details.
Other documents: These include original registration documents, audited accounts documents with all tax documents, conveyance of property, insurance papers, contracts with vendors, and all papers related to the handover of the corpus fund. The builder has to hand over invoices, warranties and Annual Maintenance Contracts on assets and equipment like transformers, generators, lifts, and gym equipment. The MC must also ensure that they have the clearance to operate elevators. In addition, get the list of amenities and services along with maintenance and staff schedule. Finally, get the architectural and structural drawings, such as wiring, and plumbing layout.
Transfer of Maintenance and Amenities
One of the contentious issues can be the transfer of maintenance and amenities from the builder to the committee. In many cases, maintenance charges are shrouded in mystery before the takeover as the quantum is disclosed only during the handover. The RWA can set its own schedule and rules for calculating maintenance charges. However, it’s always a good idea to know the builder’s terms for charging maintenance.
Amenities can be another contentious topic, especially where the builders do not follow through with their commitments. Some builders may delay the construction or may fall short in terms of the project quality. All the documentation on the delivery of these projects should be collected and agreed upon at the time of the handover.
Secure Records with ApnaComplex
Once the MC has these documents, their storage is equally important. Ready access to these documents is also critical in carrying out administrative tasks, formulating policies, and when settling disputes or disagreements. As a digital platform, ApnaComplex offers safe and easy access to these records and documents through its Community Wiki feature.
The MC or the RWA can upload all or some of these records on the app, ensuring that every resident can view them when required. This transparency is further supplemented by ApnaComplex’s strong security framework. With ISO/IEC 27001:2013 certification for Information Security Management system, the international standard validates that the platform uses acknowledged processes and best practices to manage the infrastructure that supports and delivers its services.
For more information on our data repository or security measures, get in touch with us at support@apnacomeplex.