FAQ on Documents for Handing Over

Question

What are the documents, records, plans, drawings, etc. to be handed over by the Developer to the JMB or the Management Corporation; or from one management committee to the new management committee?

Answer

Whenever there is change in the management, the administrative (management) office, cash and Bank balance, audited accounts, documents, records, plans and drawings, etc. must be officially handed over to the new management committee.

The management changes can happen as follows:
a) Developer to JMB;
b) Developer to Management Corporation;
c) JMB to Management Corporation;
d) Management Committee to new Management Committee of a new term

All the documents, records, plans, drawings etc to be handed over should be in both hard and soft copy.
The relevant sections of the Strata Management Act are as follows:
Section 15 – refer to handing over from the Developer to the JMB
Section 27 – refer to handing over from the JMB to the MC
Section 55 – refer to handing over from the Developer to the MC

1. Administrative Office (Management Office)

(a) A developer shall, before the developer’s management period expires hand over to the joint management body
• the administration office set up by the developer under paragraph 9)4)(a) [SMA, Sec 15(1)(b)(i)] • all the assets of the development area [SMA, Sec 15(1)(b)(iii)] (b) The joint management body shall, not more than one month from the date of the first annual general meeting of the management corporation, hand over to the management corporation
• Any additional by-laws[SMA, Sec 27(2)(b)(i)] • All the assets and liabilities of the joint management body [SMA, Sec 27(2)(b)(iii)] (c) A developer shall, not later than the date of the expiry of the preliminary managementperiod hand over to the management committee of the management corporation
• the administration office set up by the developer under subsection 48(3); [SMA, Sec 55(1)(b)(i)] • all the assets of the management corporation [SMA, Sec 55(1))b)(iii)]

The handing over the management office should include:
• copy of land title (original or otherwise)
• e-Property Management Software including the accounting software
• any tools, spares etc used to carry out maintenance work.

2. Money

(a) A developer shall, before the developer’s management period expires
• transfer balances of moneys in the maintenance account and the sinking fund account,after payment of all the expenditure which have been properly charged to the accounts, to the joint management body [SMA, Sec 15(1)(a)] (b) The joint management body shall, not more than one month from the date of the first annual general meeting of the management corporation
• transfer balances of moneys in the maintenance account and in the sinking fund account, after payment of all the expenditure which have been properly charged to the accounts, to the management corporation [SMA, Sec 27(2)(a)] (c) A developer shall, not later than the date of the expiry of the preliminary management period
• transfer the control of all balances of moneys in the maintenance account and in the sinking fund account to the management committee of the management corporation [SMA, Sec 55(1)(a)]

3. Accounts

(a) A developer shall, before the developer’s management period expires hand over to the joint management body
• the audited accounts of the maintenance account and the sinking fund account or, if such accounts have not been audited, the unaudited accounts [SMA, Sec 15(1)(b)(ii)] • all invoices, receipts and payment vouchers in respect of the maintenance account and sinking fund account [SMA, Sec 15(1)(b)(v)] • If only unaudited accounts have been handed over under subparagraph (1)(b)(ii), the developer shall, not more than three months after the expiry of the developer’s management period, hand over to the joint management body the audited accounts up to the date of transfer of the balances of moneys referred to in paragraph (1)(a) [SMA, Sec 15(2)] (b) The joint management body shall, not more than one month from the date of the first annual general meeting of the management corporation, hand over to the management corporation
• the audited accounts of the maintenance account and the sinking fund account or, if such accounts have not been audited, the unaudited accounts [SMA, Sec 27(2)(b)(ii)] • If only unaudited accounts have been handed over under subparagraph (2)(b)(ii), the joint management body shall hand over to the management corporation the audited accounts of the joint management body not more than three months from the date of the first annual general meeting of the management corporation [SMA, Sec 27(3)] (c) A developer shall, not later than the date of the expiry of the preliminary management period hand over to the management committee of the management corporation FAQ Documents for Handing Over v1.0 9-10-2018.docx 3
• the audited accounts of the maintenance account and the sinking fund account or, if such accounts have not been audited, the unaudited accounts[SMA, Sec 55(1)(b)(ii)] • If only unaudited accounts have been handed over under subparagraph (1)(b)(ii), the developer shall hand over to the management committee of the management corporation the audited accounts up to the date of transfer of control of all balances of moneys in the maintenance account and sinking fund account not later than three months after the expiry of the preliminary management [SMA, Sec 55(2)]

4. Records and Documents for Maintenance & Management

(a) A developer shall, before the developer’s management period expires hand over to the joint management body
• all records relating to and necessary for the maintenance and management of the buildings or lands intended for subdivision into parcels and the common property of the development area [SMA, Sec 15(1)(b)(iv)] (b) The joint management body shall, not more than one month from the date of the first annual general meeting of the management corporation, hand over to the management corporation
• all records relating to and necessary for the maintenance and management of the building or land intended for subdivision into parcels and the common property [SMA, Sec 27(2)(b)(v)] (c) A developer shall, not later than the date of the expiry of the preliminary management period hand over to the management committee of the management corporation
• all records related to and necessary for the maintenance and management of the subdivided building or land and the common property of the development area [SMA,
Sec 55(1)(b)(iv)]

5. Plans & Drawings

(a) Without prejudice to the generality of subparagraph (1)(b)(iv), the developer shall deliver to the joint management body copies of all the following documents
• all approved plans for buildings or lands intended for subdivision into parcels relating to the development area; [SMA, Sec 15(3)(a)] • any document in the developer’s possession that indicates, as far as practicable, the actual location of any pipe, wire, cable, chute, duct or other facility for the passage or provision of systems or services, if the developer has reason to believe that the pipe, wire, cable, chute, duct or other facility is not located as shown on an approved plan or an approved amended plan [SMA, Sec 15(3)(b)] (b) The joint management body shall, not more than one month from the date of the first annual general meeting of the management corporation, hand over to the management corporation
• all the documents delivered by the developer to the join management body under subsection 15(3) [SMA, Sec 27(2)(b)(iv)] – please refer to 5(a) above
(c) Without prejudice to the generality of subparagraph (1)(b)(iv), the developer shall deliver to the management committee of the management corporation copies of all the following
documents

• all approved plans for the subdivided buildings or lands relating to the development area [SMA, Sec 55(3)(a)] • any document in the developer’s possession that indicates, as far as practicable, the actual location of any pipe, wire, cable, chute, duct or other facility for the passage or provision of systems or services, if the developer has reason to believe that the pipe, wire, cable, chute, duct or other facility is not located as shown on an approved plan or an approved amended plan [SMA, Sec 55(3)(b)]

6. Contractors and Suppliers
(a) Without prejudice to the generality of subparagraph (1)(b)(iv), the developer shall deliver to the joint management body copies of all the following documents
• all contracts entered into by the developer in respect of the maintenance or management of any building or land intended for subdivision into parcels and the common property comprised in the development area; [SMA, Sec 15(3)(c)] • the names and addresses of such contractors, subcontractors and persons who supplied labour or materials to the development area during the construction of any building or land intended for subdivision into parcels and the common property comprised in the development area [SMA, Sec 15(3)(e)] (b) The joint management body shall, not more than one month from the date of the first annual general meeting of the management corporation, hand over to the management corporation
• all the documents delivered by the developer to the join management body under subsection 15(3) [SMA, Sec 27(2)(b)(iv)] – please refer to 6(a) above
(c) Without prejudice to the generality of subparagraph (1)(b)(iv), the developer shall deliver to the management committee of the management corporation copies of all the following documents
• all contracts entered into by the developer in respect of the maintenance or management of any subdivided building or land and the common property comprised in the development area; [SMA, Sec 55(3)(c)] • the names and addresses of such contractors, subcontractors and persons who supplied labour or materials to the development area during the construction of any subdivided
building or land and the common property comprised in the development area. [SMA, Sec 55(3)(e)]
7. Warranty, Manual, etc

(a) Without prejudice to the generality of subparagraph (1)(b)(iv), the developer shall deliver to the joint management body copies of all the following documents
• all warranties, manuals, schematic drawings, operating instructions, service guides, manufacturer’s documentation and other similar information in respect of the construction, installation, operation, maintenance, repair and servicing of any common property, including any warranty or information provided to the developer by any person referred to in paragraph (e) [SMA, Sec 15(3)(f)] (b) The joint management body shall, not more than one month from the date of the first annual general meeting of the management corporation, hand over to the management corporation
• all the documents delivered by the developer to the join management body under subsection 15(3) [SMA, Sec 27(2)(b)(iv)] – please refer to 7(a) above
(c) Without prejudice to the generality of subparagraph (1)(b)(iv), the developer shall deliver to the management committee of the management corporation copies of all the following documents
• all warranties, manuals, schematic drawings, operating instructions, service guides, manufacturer’s documentation and other similar information in respect of the construction, installation, operation, maintenance, repair and servicing of any common property, including any warranty or information provided to the developer by any
person referred to in paragraph (e) [SMA, Sec 55(3)(f)]

8. Schedule of Parcels
(a) Without prejudice to the generality of subparagraph (1)(b)(iv), the developer shall deliver to the joint management body copies of all the following documents
• a copy of the schedule of parcels or the amended schedule of parcels filed with the Commissioner under subsection 6(1) or (2), if applicable, or a copy of the proposed strata plan filed with the Director under the provisions of the Strata Titles Act 1985, if any; [SMA, Sec 15(3)(d)] • the register of all parcel owners of the buildings or lands intended for subdivision into parcels [SMA, Sec 15(3)(g)] (b) The joint management body shall, not more than one month from the date of the first annual general meeting of the management corporation, hand over to the management corporation
• all the documents delivered by the developer to the join management body under subsection 15(3) [SMA, Sec 27(2)(b)(iv)] – please refer to 8(a) above
(c) Without prejudice to the generality of subparagraph (1)(b)(iv), the developer shall deliver to the management committee of the management corporation copies of all the following documents
• a copy of the schedule of parcels or the amended schedule of parcels filed with the Commissioner under subsection 6(1) or (2), if applicable, or the certified strata plan filed by the Director of Survey under the provisions of the Strata Titles Act 1985. [SMA, Sec 55(3)(d)]
9. Insurance

(a) Without prejudice to the generality of subparagraph (1)(b)(iv), the developer shall deliver to the joint management body copies of all the following documents
• the original copy of all insurance policies effected under this Act. [SMA, Sec
15(3)(h)] (b) The joint management body shall, not more than one month from the date of the first annual general meeting of the management corporation, hand over to the management corporation
• all the documents delivered by the developer to the join management body under subsection 15(3) [SMA, Sec 27(2)(b)(iv)]

Additionally, the following are some recommended documents, records, plans, drawings to be handed over by developer to JMB or Management Corporation, or JMB to Management
Corporation, or Management Committee to a new Management Committee of a new term.

Additional Dcoumentations

Statutory Documents
• Certified true copy of the CCC inclusive of the 21 G Forms
• Original quit rent receipt
• Original assessment receipt
• Certified true copies of planning approval, building approval and all statutory approvals
• A copy of Architectural approved building plans inclusive of authority endorsed amended
as-built plans (coloured copy, if any)
• BOMBA approved building plans, inclusive of authority endorsed amended as-built
plans (coloured copy), if any
• Forms C1, C2 & C3 for all BOMBA related installations; i.e. fire door-sets, emergency
lights compiled by the building contractor
• A copy of Approval and Approved Roads & Drains Layout Plan
• A copy of Approval and Approved Sewerage Layout Plan
• A copy of Approval and Approved Water Reticulation Plan (including hydrant)
• A copy of Approved External Electrical Plan (including ELV)
• Schedule of Parcels (Strata Title Plans) that indicate individual parcels, accessory parcels and common property areas with share unit allocation. The document must be a certified true copy prepared by the Land Surveyor

Civil & Structural Works
• Structural drawings and calculations including pilings and foundation drawings as lodged with the approving authority. These are required to facilitate Section 85A of the Street, Drainage and Building Act 1974 (Act 133)
• As-built Roads & Drains Layout Plan
• As-built Sewerage Layout Plan
• As-built Water Reticulation Plan (include hydrant)

Mechanical & Electrical Work
a. External work M&E plans for
• Electricity power cable (underground and overhead) and street lights/compound lights, CCTV cabling, etc
• Telephone cable including duct and manhole
• Sewerage line and manhole
• Water reticulation and hydrant
• Boom gate and card access system
• Guard house and Building Automatic Control
• Garden landscape irrigation
b. Internal work M&E plans for
• Lifts
• Mechanical & electrical services and security equipment, etc.
• Suction tanks, water riser and water tanks
• Water supply, wastewater plumbing system and rainwater harvesting system
• Fire protection systems
• Electrical system
• ELV system including alarm, intercom, CCTV
• Building maintenance unit (Gondola)

Landscaping Plans
• Approved Landscape Plans

As-built Drawings from Specialist Contractors for Building and Interior works
• Roofing Systems – framing (for trusses and structural framing) and roof covering
• Aluminium and Glazing Systems to facades, canopies and externalwall cladding
• Built-in cabinets, appliances and accessories

Warranties Certificate and Trade Brochures (Original)

• Roofing systems – structural framing and roof coverings, gutter, etc.
• RWDP and accessories, and rainwater dispersal system
• Aluminium and glazing systems to facades and external wall cladding, including frameless systems, accessories, sealants and coatings systems
• External wall paint systems inclusive of specifications
• Ironmongery, locksets, sanitary wares and fittings
• Waterproofing systems to RC flat roof, swimming pools, water retaining structures, tanks, planter boxes, toilets and wet areas
• Ceilings external and internal areas, eaves, soffits and ceiling systems
• Mechanical and Electrical Equipment
• Anti Termite

Operations and Maintenance Manuals (Including M&E of internal and external works)
• Air conditioning and mechanical ventilation systems
• Electrical system as well as lightning arrestor and earthing system
• MATV (Centralised television facilities)
• Sanitary plumbing system
• Cold water plumbing (domestic water)
• Lifts (elevators) system
• Fire protection system
• Landscape irrigation system
• Swimming pool and water feature system
• Building automation system
• Security card access, CCTV, video intercom system
• Centralised Liquidified Petroleum Gas (LPG) system
• Annual service contracts

Green Building Maintenance Guidelines
Where the developer has obtained a green rating for the building, the developer is expected
to compile and provide a Green Building Maintenance Manual. The manual includes
guidelines for efficient maintenance and economical operations for the building and common
property to maintain its green rating.

Contact Details of Suppliers
• Paint
• Stone
• Tiles
• Ceilings
• All built-in furniture, fittings & equipment supplied and installed within private individual
units and common areas
• Kitchen appliances
• Electrical & lamp fittings
• Ironmongery
• Security systems
• Any specialist systems used

Maintenance Records of Defects
The maintenance records are historical records of defects and their appropriate remedies, so that a preventive maintenance plan can be created for the building and common property (to ensure previous defects do not occur again). The records must include the following:
• Records of resident complaints on common property defects
• Work method statement of rectification of defects by the contractors
• Documented records of rectification work completed by the contractors during the developer’s Defect Liability Period
• Defects that were recorded and were not rectified during the Defect Liability Period

Handing Over Forms
The various forms to be used for handing over as prescribed in the Strata Management Regulation are attached below (Form, 4, 7 & 13).

Strata Management Regulation (Form, 4, 7 & 13)