Sun Tower RWA - BOM Formation & Responsibility Allocation

Sun Tower RWA - Board of Management 2025-26

New BOM Formation | Election held on 01 Feb 2026 | Responsibility Allocation

Election Successfully Completed - 01 February 2026

As mandated by GBM held on 16.11.2025, elections were conducted in a cordial & peaceful environment with an outstanding turnout of 174 voters. 168 valid ballot papers cast for 12 candidates. Top 10 candidates elected to BOM.

Today's Agenda

Review election results & congratulate elected members
Overview of 50 challenges across 6 categories
Define 7 BOM positions and their roles
Fair election formula for office bearers (President, VP, etc.)
Legal provisions under UP Apartment Act 2010
Elect office bearers among 10 BOM members
Allocate responsibilities based on capacity & profession
Review consolidated dashboard & 90-day action timeline

Why This Matters

Transparent, fair and legally compliant governance
Equal distribution of workload among all 10 members
Accountability through clear ownership of tasks
Systematic tracking of daily/weekly/monthly activities
Professional governance following UP Apartment Act
Prevent concentration of power in one individual
Serve 174+ voter families with excellence

6 Challenge Categories | 50 Tasks | 10 Elected BOM Members

A Security (Panzeer) - 6 tasks

B Housekeeping (Shineburg) - 8 tasks

C Fire Fighting (Skenterprise) - 5 tasks

D Other Facilities - 6 tasks

E Revenue Collection - 8 tasks

F Infrastructure - 18 tasks

Election Results - 01 February 2026

Sun Tower Residents Welfare Association (SRWA) - BOM Election 2025-26

Election Summary

Election Date	01 February 2026
Mandated by GBM	16 November 2025
Total Voters Turnout	174
Valid Ballot Papers	168 (6 rejected)
Total Candidates	12
Vacancies (BOM seats)	10
Environment	Cordial & Peaceful

Key Highlights

Outstanding voter participation - shows strong community engagement
Top candidate secured 129 votes (76.8% of valid ballots)
Very competitive - only 23-vote gap between rank 1 and rank 10
Close contest between rank 8 & 9 (both at 106 votes)
All 10 elected members have strong mandate from residents

Election Results - All Candidates

Rank	Candidate	Flat No.	Tower	Votes	% of Valid	Status
1	Sh. Lakhmi Chand	304	STB	129	76.8%	ELECTED
2	Sh. Sunil Kumar	701	STD	128	76.2%	ELECTED
3	Sh. Santosh Kumar Srivastava	104	STC	123	73.2%	ELECTED
4	Sh. Himanshu Chaudhary	502	STC	117	69.6%	ELECTED
5	Sh. Mahesh Chand Gupta	901	STD	115	68.5%	ELECTED
6	Sh. Biman Saha	805	STC	113	67.3%	ELECTED
7	Sh. Raj Kumar Rana	504	STC	107	63.7%	ELECTED
8	Sh. Laxman Singh Pangtey	603	STC	106	63.1%	ELECTED
9	Sh. Rajeev Mehta	902	STC	106	63.1%	ELECTED
10	Sh. Harendra Singh	906	STD	105	62.5%	ELECTED
11	Sh. Neeraj Kumar	808	STA	94	56.0%	Not elected
12	Smt. Meenu Dutta	708	STB	64	38.1%	Not elected

Tower-wise Representation in New BOM

Tower	Members Elected	Names
STA	0	-
STB	1	Sh. Lakhmi Chand
STC	6	Santosh, Himanshu, Biman, Raj Kumar, Laxman, Rajeev
STD	3	Sunil, Mahesh Chand, Harendra

Note on Representation

STC tower has highest representation (6 members). STA has no representation. BOM should ensure all towers get equal attention regardless of member distribution.

Complete Challenges & Responsibilities

All tasks from BOM Task Sheet - categorized with frequency

A Security / PANZEER (23 Guards + 2 Supervisors)

#	Activity / Challenge	Process / Monitoring	Freq.
A1	100% Car owners to be issued Park Plus Sticker	Weekly pursue with residents for early implementation	Weekly
A2	Monitoring of CCTV & critical cases	Weekly analysis with Security team & notify improvement actions	Weekly
A3	Monitoring of Security Supervisor & Tower Guard activities	Alternate day discussion for critical issue resolution with Tower Guard	Daily
A4	Verification of daily Patrolling report & analyse issues	Weekly analysis with Security Supervisor / RWA maintenance	Weekly
A5	Verification of Security Team welfare (Min wage/PF/Leave)	Monthly document verification	Monthly
A6	Mock running of PA system from Main Gate	Daily morning musical instruments run for 1 hour	Daily

B Housekeeping / SHINEBURG (11 Helpers + 1 Supervisor)

#	Activity / Challenge	Process / Monitoring	Freq.
B1	Adopting team with each Tower to work with Tower Guard	Weekly analyse of resident issues at tower with Tower Guard	Weekly
B2	Plant & Flower pots at Entry points - Basement & Ground	Regular maintenance	Weekly
B3	Daily Shining of Lift Cars & ensure dirt-free door channel	Weekly record on inspection (for KONE AMC terms)	Daily
B4	Cleaning of Electrical / Fire / Utility Shafts	Weekly verification	Weekly
B5	Weekly Cleaning of Basement Car parking + Front area	Scheduled cleaning	Weekly
B6	Weekly cleaning of Common area at all floors / Stair / Glass	Monitoring with team combined with Tower Guard	Weekly
B7	Dusting Door/Window Glass pane for Ground floor Reception	Weekly monitoring	Weekly
B8	Cleaning of Backside Pigeon waste through Fire Hose	Monthly verification (resident support desired)	Monthly

C Fire Fighting / Skenterprise

#	Activity / Challenge	Process / Monitoring	Freq.
C1	Tower Guard daily FAD panel checking & report deviations	Record verification & making Tower Guard feel easy operation	Daily
C2	Mock Run / Test of Water Sprinkler at Basement	Quarterly once	Quarterly
C3	Mock Run / Test for Electrical Panel room Spark/Smoke detector	Weekly - one twin tower (A/B/C/D/Club house)	Weekly
C4	Stock availability of all type of Sensors	Inventory check	Monthly
C5	Quarterly AMC visit by Service vendor	Scheduled AMC	Quarterly

D Running of Other Facilities

#	Activity / Challenge	Process / Monitoring	Freq.
D1	Library with Children Quiz / Movie play	Nomination from Resident	Weekly
D2	Medical Room with Physio therapist	Operational monitoring	Weekly
D3	Indoor Play Rooms - keep operational	Operational monitoring	Weekly
D4	Driver's / Guest Room management	Operational monitoring	Weekly
D5	Club House / Monthly Movie play	Event planning	Monthly
D6	Snacks & Tea Counter	Vendor management	Daily

E Revenue Collection

#	Activity / Challenge	Process / Monitoring	Freq.
E1	Collection of SEL (Society) Dues	Monitoring & issuance of letters	Monthly
E2	Car parking through Gate No 2 - make chargeable	Implementation & monitoring	One-time
E3	Introduce accounting entry through MyGate ERP	Updated Invoice, Payment & Collection on same platform	One-time
E4	Lift Displays (advertising revenue)	Vendor management	Monthly
E5	Kiosk Display (advertising revenue)	Vendor management	Monthly
E6	Club House renting	Booking management	Weekly
E7	Flat Sell Fee & Renovation Penalty	Policy enforcement	Monthly
E8	Plant Nursery (keeping basement greener)	Vendor coordination	Monthly

F Infrastructure Projects

#	Activity / Challenge	Process / Monitoring	Freq.
F1	Completion of remaining work for Security Room Gate No 1	Project completion	Project
F2	Gate No 2 entry to merge with Park Plus & MyGate	Integration project	Project
F3	Painting & Repairing for Basement & Ground floor	Contractor management	Project
F4	Renovation of Ground Floor Reception & Entry	Design & execution	Project
F5	Camera Installation for more Critical Areas	Vendor selection & install	Project
F6	Lift Renovation - Open tender & Resident committee	Tender process	Project
F7	Garden area Development with preplanned layout	Local nursery involvement	Project
F8	Fire NOC - Exit point at roof level for evacuation (twin tower)	Compliance project	Project
F9	Swimming Pool	Feasibility & construction	Project
F10	Club House with Closed Kitchen area - Internal facilitation	Renovation	Project
F11	Tools Rack & Electrician Rest area at DG Backup Room	Setup	Project
F12	Renovation of DG Basement area - Indoor Play area	Renovation	Project
F13	Painting & Closing of openings at Lift Room / 11th Floor	Maintenance	Project
F14	Setting up Electric Charging Station (Gr Floor) - public	Vendor selection	Project
F15	Repairing of Overhead Tank	Contractor work	Project
F16	Repairing of Rain Water / Kitchen / Toilet Pipe Shaft	Plumbing contractor	Project
F17	Ground Floor Toilet renovation / New opening	Renovation	Project
F18	Illumination all around	Electrical contractor	Project

6 Working Committees - Residents + BOM Partnership

Each committee has 5 members: 2 BOM members (including 1 Convenor) + 3 Resident volunteers. Committees work with SOPs and report to BOM monthly.

Committee Structure - How It Works

Composition: 5 members per committee
• 1 BOM Convenor (leads)
• 1 BOM Co-member
• 3 Resident Volunteers

Governance:
• Follow SOP guidelines for each category
• Meet weekly/fortnightly
• Report to BOM monthly
• Any new project = respective committee

Benefits:
• Resident participation & ownership
• Distributed workload
• Transparency & accountability
• Total: 30 people engaged (10 BOM + 18 Residents + 2 overlap)

🛡
Committee A - Security

Vendor: PANZEER (23 Guards + 2 Sup) | 6 Tasks

BOM Convenor

BOM Member

Resident 1

Resident 2

Resident 3

SOP: Weekly CCTV review, daily patrolling report, Park Plus sticker drive, monthly welfare check of security staff, PA system test.

🚼
Committee B - Housekeeping

Vendor: SHINEBURG (11 Help + 1 Sup) | 8 Tasks

BOM Convenor

BOM Member

Resident 1

Resident 2

Resident 3

SOP: Tower team adoption, weekly basement/floor cleaning, lift car shining, shaft cleaning, plant maintenance, pigeon waste cleaning schedule.

🔥
Committee C - Fire Safety

Vendor: SKENTERPRISE | 5 Tasks

BOM Convenor

BOM Member

Resident 1

Resident 2

Resident 3

SOP: Daily FAD panel check, weekly smoke detector mock run (1 tower/week), quarterly sprinkler test, sensor inventory, AMC coordination.

🏠
Committee D - Facilities & Amenities

Library, Medical, Play Area, Club House | 6 Tasks

BOM Convenor

BOM Member

Resident 1

Resident 2

Resident 3

SOP: Weekly library/quiz schedule, physio room availability, indoor play maintenance, driver room management, monthly movie night, tea counter vendor management.

💰
Committee E - Revenue & Finance

Dues, Parking, Advertising, MyGate ERP | 8 Tasks

BOM Convenor

BOM Member

Resident 1

Resident 2

Resident 3

SOP: Monthly dues collection & defaulter letters, MyGate ERP accounting, Gate 2 parking charges, lift/kiosk ad revenue tracking, club house rental bookings, flat sell fee processing.

🚧
Committee F - Infrastructure & Projects

18 Projects: Renovation, Construction, Upgrades

BOM Convenor

BOM Member

Resident 1

Resident 2

Resident 3

SOP: Tender process (min 3 quotes for >Rs.50K), resident committee for lift renovation, project milestone tracking, Fire NOC compliance, EV charging setup, all civil/electrical/plumbing works.

Committee Operating Guidelines (SOP Framework)

Meeting & Reporting

Each committee meets weekly or fortnightly as per category needs
Minutes of meeting to be shared with BOM within 48 hours
Monthly report to be presented at BOM meeting
Emergency issues to be escalated to BOM Convenor within 24 hours

Decision Authority

Routine operational decisions: Committee Convenor can approve
Expenditure up to Rs. 10,000: Committee approval sufficient
Expenditure Rs. 10,000-50,000: BOM approval required
Expenditure above Rs. 50,000: Tender process + BOM approval
New projects: Committee proposes, BOM approves, Committee executes

BOM Positions & Recommended Responsibilities

7 Positions among 10 members - role clarity for effective governance

President

Overall leadership & external representation

Chair all BOM and General Body meetings
Final approval authority on expenditure above threshold
Liaison with Government bodies, Police, Fire dept
Oversee all 6 categories at strategic level
Conflict resolution among members/residents
Ideal Profile: Leadership experience, good public relations, management background

Vice President

Deputize President & lead Infrastructure

Act as President in absence
Lead Category F - Infrastructure Projects
Oversee tender processes and vendor selection
Co-sign on major decisions
Ideal Profile: Engineering/construction background, project management skills

General Secretary

Operations, compliance & documentation

Day-to-day operations management
Lead Category A - Security & Category B - Housekeeping
Maintain minutes of meetings, records, registers
Coordinate with all vendors and service providers
Ensure compliance with UP Apartment Act
Ideal Profile: Administrative experience, organized, available for daily coordination

Vice General Secretary

Support operations & lead facilities

Assist General Secretary in daily operations
Lead Category C - Fire Fighting & Category D - Facilities
Manage fire safety compliance and AMC vendors
Coordinate library, medical room, play areas, club house
Ideal Profile: Safety awareness, community engagement skills

Treasurer

Financial management & revenue

Lead Category E - Revenue Collection
Maintain all financial records and bank accounts
Prepare annual budget and quarterly financial statements
Manage MyGate ERP accounting
Dues collection tracking and defaulter follow-up
Ideal Profile: CA/Finance/Banking background, accounting knowledge

Vice Treasurer

Support finance & audit compliance

Assist Treasurer in financial management
Handle vendor payments and petty cash
Internal audit and expense verification
Manage advertising revenue (Lift/Kiosk displays)
Ideal Profile: Commerce/Accounts background

Executive Members (4)

Category leads & project ownership

Each assigned 2-3 specific categories or projects
Lead sub-committees (Garden, Swimming Pool, EV Charging, etc.)
Support office bearers in their categories
Resident grievance handling for assigned towers
Ideal Profiles: Mix of technical, legal, medical, IT professionals

Election Formula - Fair & Transparent

Recommended process for electing President and Office Bearers

Proposed Election Process (Among 10 Elected BOM Members)

1

Eligibility Screening: Check if any member has held the President position for 2 or more terms. Such members are BARRED from contesting for President (anti-monopoly rule). They remain eligible for other positions.

2

Nomination Round: Each eligible member can self-nominate or be nominated by another BOM member for any position. A member can be nominated for multiple positions but must choose one if elected.

3

Secret Ballot - President First: All 10 BOM members vote by secret ballot for President. Candidate with simple majority (>50%) wins. If no majority, top 2 go to runoff.

4

Vice President Election: Remaining 9 members (excluding elected President) are eligible. Secret ballot among all 10 members. Simple majority wins.

5

Sequential Election: Continue same process for General Secretary, Vice General Secretary, Treasurer, Vice Treasurer - each time excluding already elected office bearers from candidacy.

6

Remaining Members: The 4 remaining members automatically become Executive Members of BOM.

7

Consensus Option: If all 10 members unanimously agree on a slate, positions can be allocated by consensus without voting. This must be recorded in minutes with all members' signatures.

Anti-Monopoly Safeguards

Rule	Description	Rationale
2-Term Cap for President	Any person who has served as President for 2 terms (consecutive or non-consecutive) cannot contest for President again	Prevents power concentration; allows fresh leadership
Cooling Period	Recommended: After serving 2 terms as President, minimum 1 term gap before any office bearer position	Reduces undue influence
Rotation Principle	Encourage rotation of Treasurer position every 2 terms for financial transparency	Prevents financial irregularities
Conflict of Interest	Members with vendor relationships must declare and recuse from related decisions	Transparency and fairness

Scoring Matrix for Position Allocation (If Consensus Route)

Score each candidate 1-5 on these parameters to match best person to position:

Parameter	Weight	Relevant For
Leadership & Decision Making	25%	President, VP
Professional Background Match	25%	All positions
Availability (Daily/Weekly)	20%	Gen Secretary, Treasurer
Past RWA/Community Experience	15%	All positions
Communication & Resident Relations	15%	President, Gen Secretary

Legal Framework - UP Apartment Act 2010

Key provisions to ensure legally compliant BOM formation

Important: UP Apartment (Promotion of Construction, Ownership and Maintenance) Act, 2010

This Act governs the formation and functioning of Apartment Owners' Associations (AOA) / RWAs in Uttar Pradesh.

Key Legal Provisions

Section 13 - Association of Apartment Owners: Mandates formation of AOA; all apartment owners are members by default
Section 14 - Executive Committee (BOM): AOA shall elect an Executive Committee to manage day-to-day affairs
Section 15 - Common Areas: BOM responsible for maintenance of common areas and facilities
Section 16 - Maintenance Charges: BOM empowered to collect and manage maintenance funds
Bye-Laws: AOA must frame bye-laws governing elections, tenure, disqualification criteria

Disqualification Criteria (To Prevent Mala Fide)

Defaulter: Member with outstanding maintenance dues beyond 3 months cannot hold office
Criminal Record: Member with pending criminal cases related to fraud/embezzlement
Conflict of Interest: Member who is vendor/contractor to the society
Non-Resident: Member who has rented out flat and not residing (check bye-laws)
Term Limit (Bye-Law): RWA can include in bye-laws that no person shall hold President post for more than 2 consecutive terms
Age/Soundness: Must be major and of sound mind

How to Bar Repeat Presidents - Legal Route

Step 1: Pass a resolution in General Body Meeting (GBM) to amend bye-laws
Step 2: Insert clause: "No member shall hold the position of President for more than two terms, whether consecutive or non-consecutive"
Step 3: Get the amended bye-laws registered with the Registrar of Societies / Competent Authority under UP Apartment Act
Step 4: This becomes legally binding and enforceable
Note: Until bye-law amendment is registered, the 2-term bar is a moral/internal guideline only

Recommended Bye-Law Additions

Mandatory annual audit by external CA
No single signatory for bank transactions above Rs. 25,000
Tender process mandatory for works above Rs. 50,000
Monthly financial statement to be shared with all residents
BOM meeting minimum twice a month with recorded minutes
Emergency powers to President limited to Rs. 10,000 without BOM approval
Annual General Body Meeting mandatory within 3 months of financial year end

Preventing Mala Fide Intentions

Red Flags to Watch

Resistance to financial transparency
Awarding contracts to known associates
Avoiding General Body Meetings
Unilateral decisions without BOM approval
Manipulating election process or voter list

Protective Measures

Dual signatory mandatory for all payments
Rotate bank account signatories
Transparent tender with minimum 3 quotes
Resident feedback mechanism (anonymous)
Right to Information for any resident

Register BOM Members

Enter details of 10 elected BOM members - this data will be used in the allocation tool

Responsibility Allocation Tool

Assign each challenge/task to a BOM member. Use Auto-Assign for recommended distribution.

Allocation Dashboard

Visual summary of responsibility distribution among BOM members

Action Timeline - First 90 Days

Phased approach to take charge and deliver results

Week 1-2: Formation & Handover

Day 1-3

Elect office bearers using the formula

Day 4-7

Complete handover from previous BOM - collect all documents, keys, passwords, bank details

Day 8-10

Allocate responsibilities using this tool

Day 11-14

Meet all vendors (Security, Housekeeping, Fire, Lift AMC) - review contracts

Week 3-4: Quick Wins

Week 3

Complete Park Plus sticker drive for 100% cars

Week 3

Setup MyGate ERP for accounting

Week 4

Complete Security Room Gate No 1

Week 4

Send first monthly financial statement to residents

Month 2: Operational Excellence

Week 5-6

Establish daily/weekly monitoring routines for all categories

Week 6

Start Gate No 2 integration with Park Plus & MyGate

Week 7

Initiate infrastructure projects - get quotes for painting, renovation

Week 8

Fire NOC compliance check and action plan

Month 3: Major Projects Launch

Week 9-10

Open tenders for Lift Renovation, Basement Painting

Week 10

Garden development plan finalization

Week 11

EV Charging station vendor selection

Week 12

First Quarterly Review - all BOM members present progress

Monthly BOM Meeting Agenda Template

#	Agenda Item	Duration	Owner
1	Previous MOM review & action items	10 min	Gen Secretary
2	Financial report & dues collection status	15 min	Treasurer
3	Security & Housekeeping performance review	15 min	Gen Secretary
4	Infrastructure project updates	15 min	Vice President
5	Fire safety & facility status	10 min	Vice Gen Secretary
6	Resident grievances & feedback	10 min	President
7	New proposals & approvals	15 min	All
8	Next meeting date & action items	5 min	Gen Secretary

Sun Tower RWA - Board of Management 2025-26

Election Successfully Completed - 01 February 2026

Today's Agenda

Why This Matters

6 Challenge Categories | 50 Tasks | 10 Elected BOM Members

Election Results - 01 February 2026

Election Summary

Key Highlights

Election Results - All Candidates

Tower-wise Representation in New BOM

Note on Representation

Complete Challenges & Responsibilities

A Security / PANZEER (23 Guards + 2 Supervisors)

B Housekeeping / SHINEBURG (11 Helpers + 1 Supervisor)

C Fire Fighting / Skenterprise

D Running of Other Facilities

E Revenue Collection

F Infrastructure Projects

6 Working Committees - Residents + BOM Partnership

Committee Structure - How It Works

🛡 Committee A - Security

🚼 Committee B - Housekeeping

🔥 Committee C - Fire Safety

🏠 Committee D - Facilities & Amenities

💰 Committee E - Revenue & Finance

🚧 Committee F - Infrastructure & Projects

Committee Operating Guidelines (SOP Framework)

Meeting & Reporting

Decision Authority

BOM Positions & Recommended Responsibilities

President

Vice President

General Secretary

Vice General Secretary

Treasurer

Vice Treasurer

Executive Members (4)

Election Formula - Fair & Transparent

Proposed Election Process (Among 10 Elected BOM Members)

Anti-Monopoly Safeguards

Scoring Matrix for Position Allocation (If Consensus Route)

Legal Framework - UP Apartment Act 2010

Important: UP Apartment (Promotion of Construction, Ownership and Maintenance) Act, 2010

Key Legal Provisions

Disqualification Criteria (To Prevent Mala Fide)

How to Bar Repeat Presidents - Legal Route

Recommended Bye-Law Additions

Preventing Mala Fide Intentions

Red Flags to Watch

Protective Measures

Register BOM Members

Responsibility Allocation Tool

Allocation Dashboard

Action Timeline - First 90 Days

Week 1-2: Formation & Handover

Day 1-3

Day 4-7

Day 8-10

Day 11-14

Week 3-4: Quick Wins

Week 3

Week 3

Week 4

Week 4

Month 2: Operational Excellence

Week 5-6

Week 6

Week 7

Week 8

Month 3: Major Projects Launch

Week 9-10

Week 10

Week 11

Week 12

Monthly BOM Meeting Agenda Template

🛡
Committee A - Security

🚼
Committee B - Housekeeping

🔥
Committee C - Fire Safety

🏠
Committee D - Facilities & Amenities

💰
Committee E - Revenue & Finance

🚧
Committee F - Infrastructure & Projects