The Residential Welfare Association of an apartment is responsible for setting up rules and regulations for its apartment community. These rules help in smooth operation of the community and avoid confusion in operational facets of the apartment.
Key points to consider when setting up rules of engagement for your apartment
- Generalize basic rules - Setup a mandate for generic rules to be followed in the apartment no matter whether the person is a resident or a worker
- Custom Rules for specific roles - Identify and implement tasks that are custom to your apartment and define rules of engagement for the same
- Communication - Know your audience and define the rules and regulations for each audience. Call for a forum and communicate the rules clearly to everyone in the apartment premises
- Responsibility - Clearly define who is responsible for the tasks and track the enforcement of the rules for that individual using a logbook and a supervisor
The rules and regulations for an apartment community are formalized as part of the by-laws through the Society Act. Once setup, these by-laws have to be documented and submitted to the registrar of societies as part of the society registration. If the Association is already registered, you may setup the rules and regulations document and submit it with your annual filing.
Generic rules
1. Water bill and maintenance needs to be paid within first week of every month. If not paid following action will be taken. This is decided by the association through a voting process with the owners
a. First month — Rs. X per day penalty for every delayed day.
b. Second month — Onwards Y% interest will be added to the unpaid amount per month on top of the already accrued penalty + maintenance amount
c. Third month — A legal notice will be given to the apartment owner. Water and Electricity facilities may be cut for the defaulted flat. Garbage collection will be halted for the flat owner
2. Decision taken during “Owners meetings” will be considered as a final decision (agreement) from all the owners. Decision is taken based on discussion and opinion of the majority of the owners who attend the meeting. Those who do not attend will be considered as in agreement with the decision taken.
3. All concerns/feedback/queries will be addressed in the monthly meetings and/or in face to face discussions with the members of the association. Questions sent in electronic form or media will not be responded to or resolved by the association.
4. New owners/tenants must ensure maintenance dues have been paid by previous tenants/owners before purchasing/occupying the flat. If previous dues are not cleared, it will be added to the upcoming monthly maintenance cost with a penalty. New owners/tenants may contact the association for information on these dues.
5. Any repair/construction work which causes noise disturbance to the adjacent flat or the community in general should be carried out only between 8 AM to 12 Noon and 4PM to 6 PM.
6. Any change in the rules and agreements will be updated and published in the apartment community groups. Residents are requested to check these groups on a regular basis for updates.
7. All tenants should be instructed by flat owners to follow-up the rules and regulation of association.
8. Garbage segregation is mandatory in our community. Green and Red bin garbage will be collected every between defined time period (Example 8 AM and 9 AM) every day. White bag (Dry) will be collected only on Ex: Thursdays and Ex: Sundays at the same time.
a. Do not keep the garbage bins or bags during non-collection hours outside your apartment. This results in dispersion of foul smell and increased rodent activity in the premises
b. In case of urgent disposal of garbage, residents must follow disposal protocols by disposing garbage only in the color coded bins provided in the collection area in the apartment. Do not throw your garbage anywhere else in the apartment. The party responsible for flouting these rules will incur a fine of 5000/- INR.
c. Garbage must be segregated into Wet, Dry and Reject waste as mandated by the municipal authority. Garbage segregation defaulters will be fined 150/- INR per day.
d. Do not throw any garbage (paper, plastics) in the common areas such as lifts, corridors, basement, and roads in front of the apartment. Please ensure your kids follow the rules and regulations. Violations will result in a fine of 5000/- INR to the guardians.
9. Party hall may be booked by paying an advance amount (as decided by the association). The charges include cleaning and sanitization of the party hall after use. Residents must ensure the party hall is locked after use.
10. Common area storage may not be used to store personal belongings and if found will incur a fine of Rs. M/day.
11. We have X plates, Y tumblers, Z spoons, S bowls (All steel reusable) in the association. Please make use of it. It is mandatory to use these to avoid plastic and paper cups to maintain cleanliness and save the environment. No charges are applied on the usage. Residents will be responsible for cleaning and disposal of any additional or alternative cutlery used in the premises
12. Corridor lights will be switched on between 6:30 PM and 10:30 PM. Lights with switches marked as “E” will be ON between 6:30–10:30 PM and “N” will be ON between 10:30PM to 7:00 AM. This is to save electricity. Please contact the association if you need any changes. Do not change this protocol without consultation.
13. All guests, maids or vendors need to make an entry in the security room. No strangers will be allowed in the building without proper identification and attribution to a flat owner. This is mandatory to ensure a secure environment in the apartment.
14. Any modifications in the building external to the flats such as corridors, external windows, external facing walls, elevations, common areas should be approved by the association. If these modifications are executed without the approval of the association, the committee has the right to dismantle/remove the modification without notice.
15. Strictly park your vehicles only in your allotted parking spot. Seek permission of the respective owner if you want to park elsewhere. Parking should be done within marked lines and should be in a linear fashion without obstructing the other vehicles to be taken out.
These rules combined with proper communication will significantly reduce resident grievances and set correct expectations within the apartment community. If you have more questions or need help in forming your apartment association, feel free to connect with us at contactus@ecarma.in or +91 9663165300. You may also visit us at www.ecarma.in
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