RWA Management

The RWA at Balaji Classic is a self-managed community maintained by resident volunteers who oversee day-to-day maintenance activities on a rotational basis.

The RWA office bearers and committee members willingly come forward to contribute their time and effort—without any remuneration—to manage the facilities and enhance the comfort, convenience, and overall living experience of all residents.

RWA office reachable timings : 10 AM to 8 PM on week days.

Administration:

Maintenance & Infrastructure :

Financial Management (Handled by Treasurer, Managed by Office bearers)

Communication (Handled by RWA President/Secretory/Trasurer)

RWA Maintenance Schedule

Security staff duties

Standard Operating Process (SOP) and guidelines for Security Staff

Administration:

Oversee the appointment of staff and ensure that duties are performed in accordance with the Standard Operating Procedures (SOP).
Monitor staff performance and provide constructive feedback. Arrange for replacement or additional personnel—such as night security, day security, or housekeeping staff—whenever required due to unforeseen circumstances.
Address maintenance related complaint's/grievances written and submitted trough online forms reported by residents promptly and effectively within reasonable timeline and guidelines.
Attend escalations reported by Staff based on incident and emergency as soon as possible if it is under RWA adminstration scope

Maintenance & Infrastructure :

Ensure regular maintenance of lifts, generators, water pumps, and other common facilities. follow maintenance activities Calendar (refer below or Click Here) and update the same if required.
Oversee AMC (Annual Maintenance Contracts) for key equipment like Lift.
Schedule preventive maintenance for electrical equipment like lights, switches, Automatic water pump moter controllers, plumbing, water pumps, overhead Tanks cleaning, generator, transformer etc
Supervise staff effectiveness of cleaning, and waste management activities by setting process and log entries.
Address repair or replacement needs promptly to ensure safety and comfort continuity of services

Financial Management (Handled by Treasurer, Managed by Office bearers)

Prepare and publish the monthly Receipts and Payments Report on or before the 10th of each month for the previous month. The report should be published in Google Drive, shared on the RWA Office - Balaji Classic WhatsApp Group, and emailed to balajiclassicowners [at] googlegroups [dot] com.
Monitor the timely receipt of maintenance charges, corpus fund contributions, and other dues by owners/Members and residents in the RWA Maintenance bank account. Include any outstanding dues from anyone in the monthly report, send payment reminders, and record follow-up actions in the RWA records.
Approve and maintain records of vendor and service provider payments, ensuring all vouchers and supporting documents are properly filed.
Regularly review the RWA bank account balance to ensure sufficient funds are available for recurring expenses such as BESCOM electricity bills, BWSSB water bills, staff salaries, AMC renewals.
Wherever possible, automate bill payments and process transactions through online banking or Bank cheque as a best practice.
Maintain secure access by office bearers to the RWA’s net banking account and promptly resolve any access or login issues with bank to smooth functioning of receipts and payments .
In case of a change in Treasurer or Office Bearers, ensure timely completion of all bank formalities to update new signatory details, contact numbers, and handover responsibilities, with proper documentation in RWA records.

Communication (Handled by RWA President/Secretory/Trasurer)

Send RWA related communications/announcements to residents through RWA Office - Balaji Classic group WhatsApp and email to balajiclassicowners [at] googlegroups [dot] com. Timely display meeting announcements and RWA Comittee approved resolutions on Notice board.
Communicate to residents regarding general updates like Security change, staff on leave, facility or service outage due to servicing or scheduled maintenance activity, an incident effecting residents etc
Publish Invitation to AGM and GBM on online and on Notice Board.
Publish events and important circulars/Notices for residents view through whatsapp group/Community group email id and on Notice board located in Parking.

RWA Maintenance Schedule

Security staff duties

To ensure safety, security, and smooth operational support to residents and visitors in the apartment premises.

Applicable to the security guard responsible for managing the premises, assisting residents, validating visitors, and maintaining records.

On duty Security staff is first point of contact for residents related to any general enquiry about facilities, complaints and emergencies.

Security staff will escalate to RWA based on type of enquiry and incident if it needs further attention of RWA concerned office bearer or committee member as per Standard operating process and guidelines.

Security staff Shift Timings

Day Shift staff: 8:00 AM – 7:00 PM (or as per schedule)

Night Shift staff: 7:00 PM – 8:00 AM (or as per schedule)

Standard Operating Process (SOP) and guidelines for Security Staff

🚪 Main Gate

Be polite and professional with residents and visitors.
Attend residents enquiry over intercom or in person and take action as per duties defined.
Allow only resident vehicles (cars/two-wheelers) and assist them in their designated parking.
Do not allow unidentified/unauthorized vehicles inside designated parking area.
Guide guest parking & outside gate parking. Ensure only residents authorized vehicles are parked inside.
Be always available at main gate and in premises at duty timings. Only approved time off/absence form RWA informed well in advance is allowed.
Observe and ensure the safety of children playing in the parking area.

👥 Visitors & Deliveries

Confirm unidentified persons identity and purpose of visit calling respective flat resident via intercom before entry.
Maintain visitor log and without entry should not be allowed inside premises.
Guide delivery personnel as per flat owner’s instructions and monitor/log movements and entry and exit time.

🎥 CCTV Monitoring

Keep watch on CCTV Display panel. Monitor entry and exit time of delivery persons, maids and visitors.
Stop and report suspicious activity of visitors to RWA.

⚡ Power Cuts and Diesel Generator (DG) Monitoring

Call 📞 BESCOM Helpline · 24x7 Helpline- 1912 if single phase; inform RWA with complaint number. record complaint number in log book.
Maintain 20L in tank + 10L reserve diesel always. Report low level diesel to RWA.
Oversee DG operation during power cuts and make sure automation is working.
Report single phase or any other electricity/ power related issues immediately to RWA. 3 Phase Red, Yellow, Blue Indicators are displayed in common area and should display more than 220 Volt always.

🛗 Lift & Cleanliness

Inspect and clean lift (inside & doors) every day. Keep it always clean.
Inspect lift morning & evening, clean stains immediately before residents complain.
Report any lift faults or emergency to RWA immediately.

🧹 Housekeeping Support

Inspect and Keep lift, gate & parking area clean daily start of the day. Inform House keeping Staff.
Make sure all floors corridors swept and cleaned alternative days & basement Weekly. update log book for record.
Monitor BWSSB garbage collection as per schedule. Raise complaint to BWSSB if there are delays and misses.
Instruct maids and residents to separate dry and wet waste before disposing in garbage bins and monitor the same strictly.
Attend any common area cleanliness complaints or incidents and get it done quickly.

💡 Common area Lights & Power

Switch ON common area lights at 6 PM. Switch OFF lights in morning 6 AM.

📩 Bills & Letters/Parcels handling.

Distribute electricity bills within 3 days of receipt to respective Residents.
Inform flat owners (via intercom) if letters/couriers are undelivered to their flats more than one day.

💧 Water & Motor pumps

Monitor borewell pump and overhead tank water pumps operation & tank water levels to maintain uninterrupted water supply
Report pipe leaks or issues to RWA.

📌 Incident Reporting

Immediately escalate issues to RWA: DG, water, lift, power, suspicious activities etc.
Maintain daily logbook of duties/Complaints by residents and escalate to RWA if complaint needs immediate attention.

📌 Duty/Shift change handover

Record unresolved issues before shift change and Brief incoming guard of pending tasks and alerts.
Ensure registers/documentation are updated.

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