No.: NOIDA/KV2/Deptt/2012-13                                                                  Dated: 30-05-2012

Sub:   Terms and References of various Departments.

The terms and references of the various departments of AOA formed vide letter dated 16-05-2012 are as under:

1. Security Department:
   1. To make arrangement for foolproof security in the complex.
   2. To issue passes to various service providers
   3. To make arrangement for regulation of traffic through gates and fix up the timing of gate operation
   4. To manage the security as per contract agreement and ensure the timely renewal of contract agreement with the agency.
   5. To redress the various complaints of residents on security matters.
   6. To regulate the entry and verification of Tenants
   7. To watch on any illegal constructions and illegal activities inside the complex and take appropriate action in this regard as per the by-laws and EC decisions.
2. Electricity and Lift Department
   1. To make arrangement for maintenance of all the DG Sets in Auto mode for providing essential power supply for Lifts and common area, by giving AMC to the agencies.
   2. To make arrangement for maintenance of all the Lifts installed in the complex by giving AMCs to the authorized agencies and evolve mechanism for immediate Complaint Redressal mechanism and handling emergency due to problem in Lifts.
   3. To maintain proper illumination in the common area and ensure the working of street lights.
   4. To evolve a mechanism for supply of essential lights to shops and bank after installing separate meters for DG Supply and charge as per the consumption on higher rates.
   5. Liaisoning with UPPCL authorities regarding maintenance of Sub-Stations and providing of smooth supply to the KVII.
   6. To evolve fool-proof mechanism for working of APFC Panel in order to maintain proper power factor.
   7. To evolve an effective mechanism for redressal of the various complaints of residents through electrician/agency.
   8. To prepare the guidelines for the duties of Electricians.
3. Water/Plumbing and Fire-fighting Department
   1. To make arrangement for the smooth supply of water to residents and Liaisoning with Noida Authority in this regard.
   2. To make arrangement for maintenance of water and sump pumps.
   3. To make arrangement for periodical cleaning of overhead and underground water tanks.
   4. Deployment of Plumbers and preparing guidelines for their duties.
   5. Periodical testing of the Fire – Fighting equipments, including fire hydrants, installed in the complex.
   6. To evolve an effective mechanism for redressal of the various complaints of residents through plumbers/agency.
4. Housekeeping Department
   1. To make proper arrangement for cleanliness of the complex.
   2. To make proper arrangement for periodical cleaning and removing of silt from the drains and water harvesting pits in the complex.
   3. To make suitable arrangement for timely collection of garbage from the flats.
   4. To make suitable and effective mechanism for cleaning/washing/pochha in the stairs, terrace, garage and lifts on routine basis.
   5. To make arrangement for removing the water logging by ensuring the working of all motors installed for this purpose.
   6. To evolve an effective mechanism for redressal of the various complaints of residents.

 

5. Horticulture Department

 

1. To manage the Horticulture works in the complex from the agencies as per the agreement.
2. To make suitable arrangements for improving the greenery and beautification in the complex.
3. To make arrangement for watering of parks and plants through suitable bore-wells and piping arrangements.
4. To evolve an effective mechanism for redressal of the various complaints of residents through the mali/agency.

6.Estate Department (CC, Shop & Civil Maintenance.

1. Management of booking of community Center
2. To manage all the lease agreement related to various shops in the complex.
3. To initiate timely action for auctioning of vacant shops and allotment of the same to the highest bidder as per the AOA by-laws.
4. To have a close watch on the activities of the shopkeepers for the violation of the contract agreement and initiate timely action.
5. Maintenance of common area and any civil related work of the common area and individual flats as per the norms laid down in the by-laws.
6. Maintenance of proper Road Signage, Display Boards, Speed Breakers, Sheds etc.
7. To evolve an effective mechanism for redressal of the various complaints of residents through the mason/agency.

7. Accounts Department

1. To prepare the daily/monthly accounts of the revenue and expenditure.
2. To have a watch on the revenue and expenditure and inform the EC accordingly.
3. To suggest the methods to increase the revenue.
4. To carry out  all the works related to finances/account
5. To make arrangement for regular auditing.
6. To keep records of all the expenditure and revenue and put up in EC meeting for vetting.

8. Office Administration Department

1. Management of the various activities of the office of AOA.
2. Allotment of duties to the office staff and proper upkeep of various records.
3. Purchase of stationary, office furniture, computer, AC etc. for the smooth functioning of the office.
4. Repair and maintenance of office furniture and office equipments.

9. Office Automation, Website & Digitisation Department:

1. Maintenance of the website of the AOA.
2. To start logging of the complaints by the residents, automatic subscription receipt generation and on-line monitoring of the complaints by the various departmental heads.
3. To make arrangement for monitoring of the CCTV footage by the Executives and to maintain the CCTV Surveillance System.
4. To make arrangement for the digitization of the important office records.

 

10. Cultural and Sports Department

1. To promote and manage the cultural and sports activities in the society.
2. To make arrangement for proper working of Library.
3. To make necessary arrangement during National Festivals and other common functions.
4. To make arrangement for creating and maintaining recreational facilities in the society.

11.Purchase Committee:

1. To make recommendation with regard to proposal of procurement/works of more than five thousand Rupees put up by various department.
2. To check the various contract agreements.

 

Apart from the above EC may assign any other work as per requirement.

                                   
                                                                                                                       

 (D.P.SINGH)
Secretary
  

                                                                                               
Copy to:

• The President for kind information.
• All EC Members/Concerned.
• Notice Board
• Website of AOA.