SCREENING OF PROSPECTIVE TENANTS 1. Refer instruction on screening of Tenants. 2. Police verification has been made a mandatory need for all tenants in respect of profession/business. It has been felt that service officers may be exempted from this clause incl veterans. 3. Timing of the screening will be 11:00 AM at RWA.
1. General. STANDARD OPERATING PROCEDURE (SOP) - RENTING OF FLATS IN AWHO TOWNSHIP GURJINDER VIHAR GREATER NOIDA (a) AWHO Township, Gurjinder Vihar has come up as one of the best managed and an upscale residential society in Delhi NCR. The society is a self sufficient township in a true sense. However, the society has a unique resident profile having a large number of tenant residents and this is going to remain so for a long time to come. Such a resident profile has its own inherent limitations. Since the rentals are comparatively low in Greater NOIDA due to the demand and supply equation, we have seen that in the past the tenant profile was not of the desired standard, the conduct of quite a few of the tenants was not appropriate and the required civic sense was missing. There were also complaints by owners against their tenants of unpaid/delayed rents, damages caused to flats and misbehavior. In order to tide over these problems, keep the interests of owners renting out flats in view, ensure a better tenant profile, as also, higher rentals and a good quality of life a Screening Committee has been functioning in the society to screen the prospective tenants for their suitability. This Screening Committee has been functioning in a very commendable manner under a challenging environment. We as a society need to appreciate the work of the Screening Committee and seek cooperation of all owners to improve the tenant profile and to have a good quality of life in the society. (b) This SOP has been duly ratified by the AGM held on 28 June 2015. 2. Aim. The aim of this SOP is to formalize and update the guide lines for renting of flats and improvement of tenant profile. 3. Screening Committee. (a) The following will be the composition of the Screening Committee:- (i) Chairman- Maj Gen C Prakash, VSM (Retd). (ii) Members. (aa) Vice President- Col GM Sharma, SM (Retd). (ab) One Member from RWA Management Committee or from the society to be detailed by the Secretary RWA.
2 (b) The screening Committee will meet on every Saturday at 1100 hrs. The required documents will be submitted to RWA Office one day prior to the Screening Committee meeting with proper police verification. The decision of Screening Committee will be final and there will be no intervention of any kind by the RWA Management Committee. 4. Guidelines for Renting of Flats/Criteria for Tenants. It is not possible to lay down the exact criteria/parameters for the tenants. The Screening Committee has been formed to deal with every individual case as such. However, some broad guidelines are given below:- (a) Only families will be permitted to stay in the society. Single male, female, widow, widower or any group will not be permitted to stay as tenants. This status will be maintained and not changed during tenancy. (b) The following income criteria will be followed in letter and spirit. Proof of income will be submitted. (i) (ii) 1 BHK- Rs 3 Lac per annum. 2 and 2+1 BHK- Rs 4 Lac per annum. (iii) 3 BHK and 4 BHK- Rs 5 Lac per annum. (iv) Pent House Rs 7 Lac per annum. (v) (vi) The above limits may be reasonably enhanced periodically. Clubing of income with the spouse Income of only of the person hiring the accommodation will be considered. Screeneing Committee may consider the clubbing of income with the spouse only for the following categories if deemed fit:- o Newly married couples (submit the marriage (submit the marriage certificate) o Wards of Ex-servicemen. o Couples working in the PSUs/Corporate sector (vii) (aa) Income proof from PSU/reputed companies will be accepted in the form of salary slips of three preceding months. (ab) Income proof from the employees of firms/business other than the PSU/MNCs will be accepted in the form of bank statements of last six months reflecting the monthly salary credit into prospective tenant s bank account & salary slips. (ac) people running their own business must produce the audit reports of two preceding quarters reflecting their turnover and supporting bank proof of business account in which sale
proceeds have been credited in last six months. In case business having started recently, a turnover of minimum Rs 20 lacs per month in bank accounts in the prospective tenant s name be produced. (ad) Businessmen will also produce the requisite registration papers of business like Tin No and valid license No for the business. (ae) The owners must note that while signing of rent Agreement with prospective tenant, they must apprise the prospective tenant that the entry into the township is follow up of clearance of documents and the interview of the prospective tenant by the Screening Committee. This is important to ward off inconvenience to the tenants, who unknowingly vacate their previous accommodation assuming that the new accommodation has been rented out to them. (c) The person in whose name the house is being hired must be present for interaction with Screening Committee with the required documents. The requirement of personal interaction can be dispensed with in case of Defence and Class I Govt Officers. In such cases they will be represented by a family member. (d) DUs will not be rented out to corporate houses or as company hired accommodation for the purpose of guest houses. (e) Sub letting of house or part thereof by owner or tenants will not be permitted. Owners may however keep a portion of the house for their own use. Non compliance will attract eviction of tenant under arrangement of the owner. (f) The number of vehicles (four and two wheelers) of the tenants will be restricted to the parking space allotted for the flat being rented. No commercial vehicles, tractors or trolleys will be permitted to be parked in the society. (g) Any violation of rules will attract penalties listed in an understanding to be signed by each tenant at the time of hiring the flat. DO s and Don ts as laid in the website /circulars are to be followed. (h) To avoid prolonged stay and related problems, businessmen will be given lower priority as compared to those employed in Govt service or private company. (j) If a businessman is found suitable for tenancy he /she will be required to submit previous two financial years IT returns showing the income as given in Para 4 (b) as applicable. It may be noted that the date of filing the IT return should be relevant to that particular year.
(k) Social status and family background to be also considered by the screening committee. 5. Extension/Renewal of Rent Agreement. It is a well established fact of Law of the Land that execution of the rent agreement and its subsequent renewal is a legal document between the owner and the tenant. The RWA only takes photocopy of these documents for screening and records/authentication of tenant. In case owner is unable to sign the agreement in person, he may give power of attorney to a representative or obtain the agreement through e-mail, sign the same and forward a scanned copy to RWA by e-mail, followed by hard copy through tenant. It is seen from experience that the agreements are not being renewed by the owners/tenants in time. The tenant thus becomes unauthorized/illegal resident of the society. This is undesirable and tenants in such cases may be asked to vacate. It is therefore imperative that owners and tenants renew the agreement well in time. The RWA will perforce have to take action in case the tenants do not have a duly updated rent agreement, after a grace period of 30 days. 6. Code and Ethics for Community Living Norms. Code and Ethics for Community Living Norms in the Society is available on the website AWHOGVGN.COM. A copy of the same will be given to each tenant for adhering to the laid down Code and Ethics. 7. Occupation of Flat. Owners will permit the tenants to move into the flat only after approval by the Screening Committee. Non compliance will initiate eviction under arrangements of the owner. 8. Shifting of Dwelling Unit within Society. No tenant will shift to a new flat without re-appearing in front of Screening Committee. Shifting without permission will invite penal deduction or eviction or both. Fresh police verification will also be required. 9. Recharge Coupons / Gate Passes, etc. The RWA remains closed on Sundays and holidays. Hence, residents are advised to procure the recharge coupons / gate passes, etc on a working day to avoid inconvenience to them. The timings are as under:- (a) Morning - 0900 Hrs to 1330 Hrs. (b) Evening - 1415 Hrs to 1630 Hrs. 10. Administrative Charges. All tenants are required to pay one time laid down administrative charges before occupying the flats. The present administrative charges are Rs 5000/-+ GST. These charges varies in case of shifting from one flat to another flat within the society. The relations of owners are also liable to pay the administrative charges prior to occupying the flat. The administrative charges can be reasonably enhanced periodically on approval of AGM/SGBM. 11. Forms. All required forms are available at website AWHOGVGN.com under Download.
12. Vacation of Dwelling Units. Tenants will be allowed to move out their belongings out of the society gate only on receipt of final clearance from the owner. In case the same due to some constraint is not possible then owner is to give clearance through registered e-mail message to RWA Office or call the office through registered mobile no. 11. In case event of the flat owner requiring the flat his personal use or does not wish to extend the rent deed with existing tenant, the tenant shall vacate the flat immediately on expiry of rent deed agreement. Thereafter, the tenant will be considered unauthorized occupant. 14. The tenant will pay the rent up to last month i.e. till he stays. His security amount deposited with owner will be refunded on handing over of the flat. 15. Pets (Dogs & Cats) (a) Details of the pets held will be provided along with the photo graphs. (b) Registration fee and the advance of six month will be paid to the RWA before taking the DU on rent. (c) An identification token will be issued for each pet will be prominently displayed in the collar of the animal to help track the animal. (d) Necessary vaccination record shall be checked by the Screening Committee at the time of Screening. (e) Subsequent charges will be taken as per the prepaid meter. 16. Vehicle Token & Stickers (a) Initial issue of the car Parking sticker & token will be free of cost. (b) In case, the number of vehicles held by the prospective tenant exceeds the number of parking spaces allotted to the DU being taken on rent, then the same must be mentioned. (c) Additional Open parking space shall be provided and the payment will be deducted through the prepaid meters at the under mentioned rates:- Four Wheeler - Rs 500/- per month Two Wheeler - Rs 100/- per month (d) The action to be taken on loss of token & sticker is: - Lodge a police report & hand over the ink signed copy to this office and pay the penalty. 17. REVIEW of SOP the SOP will be reviewed periodically in view of ever changing and economic dynamics / factors..