Building Owners Association Guidelines

1. Responsibilities of the Promoter (Builder)

Requirement	Details
Maintenance Funds	The promoter must hand over all maintenance money collected from flat owners to the association.
Maintenance Expenditure	The promoter must provide full details of maintenance expenses incurred until the association is formed.
Commercial Property Details	The promoter must disclose the owner of the commercial property (Decathlon).
Maintenance Charges from Decathlon	The promoter must disclose the maintenance amount collected from Decathlon.
Association Membership	Clarify whether Decathlon will be a member of the association.
Parking Possession	A copy of the parking possession document of Decathlon must be handed over to the association.
Commercial Rights	The promoter must disclose all rights granted to the commercial property.

2. Formation of Building Association

1. Conduct a meeting of all flat owners.
2. Decide the name of the association.
3. Prepare memorandum and by-laws.
4. Collect documents from the promoter.
5. Register the association legally.
6. Open a bank account in the association's name.
7. Transfer maintenance funds to the association account.

3. Minimum Agenda of the Association

Area	Responsibilities
Maintenance	Cleaning, repairs, and upkeep of the building.
Security	Security guards, CCTV monitoring and visitor management.
Utilities	Common electricity, water supply and facility management.
Facilities	Gym, swimming pool, community hall management.
Parking	Parking allocation and rule enforcement.
Finance	Maintenance collection and financial planning.
Resident Welfare	Dispute resolution and community welfare.

4. Office Bearers of the Association

Position	Responsibilities
President	Leads the association and supervises decisions.
Secretary	Handles communication, documentation and meetings.
Treasurer	Manages finances and maintenance funds.

Note: These positions are elected after the association is officially formed.

5. Election Process

1. Announcement of election date.
2. Submission of nominations.
3. Verification of nominations.
4. Voting by members.
5. Counting of votes.
6. Declaration of results.

Voting Rules

• Only registered flat owners can vote.
• One flat equals one vote.
• Voting may be conducted through secret ballot, show of hands or digital voting.

6. Rules for General Body Meeting

Rule	Description
Notice Period	Meeting notice must be given at least 7 to 15 days in advance.
Quorum	A minimum number of members must be present.
Voting	Majority vote decides the outcome.
Minutes	Secretary must record meeting decisions.
Transparency	Financial records must be shared with members.

7. Rules for Common Facilities

Gym, Community Hall and Swimming Pool

• Use only during designated timings.
• No outsiders without permission.
• Members must maintain cleanliness.
• Damage must be compensated.
• Community hall requires booking.

8. Parking Rules

Car Parking

• Use only allotted parking slots.
• No blocking of other vehicles.
• Visitor parking must be designated.

Two Wheeler Parking

• Park only in designated areas.
• Do not block pathways or exits.

EV Charging

• Dedicated EV charging points may be installed.
• Electricity consumption must be monitored.

9. Security Rules

Item	Requirement
Security Guard	Guard room must be installed at Gate No. 2.
Visitor Entry	All visitors must register at the security gate.
Resident App	Residents should use a mobile app for visitor approval.
ID Verification	Delivery and service staff must show identification.

10. CCTV and Communication Systems

• CCTV cameras at entrances, parking areas and corridors.
• Cameras inside lifts.
• Intercom system for communication.
• Central monitoring system for security.

11. Internet Installation

• Internet providers such as Jio Fibre must install cables properly.
• Installation should not damage building infrastructure.
• Association approval may be required.

12. Infrastructure Requirements

Item	Requirement
Building Name Board	Install the building name at the entrance gate.
Letter Boxes	Provide one locker for each flat on the ground floor.
Uniform Name Plates	Standard design for all flats.
DG Set Covering	Generator area must be properly enclosed.
Lift Garnishing	Final polishing and finishing.
Ground Floor Paint	Final paint work must be completed.
Parking Cover	Roofing for open parking area.

13. Common Property Rules

• Common property cannot be privately occupied.
• Maintenance cost must be shared by all members.
• Damage or misuse may result in penalties.

14. Financial Transparency

Document	Purpose
Maintenance Ledger	Record of income and expenses.
Bank Statement	Financial transparency.
Annual Audit	Review of financial accounts.
Budget Planning	Yearly expense planning.

15. Documents to be Handed Over by Promoter

• Approved building plan
• Occupancy certificate
• Structural drawings
• Maintenance account statements
• List of flat owners
• Commercial property details
• Parking allocation plan