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?

Whenever there is a 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 ÔÇô refer to handing over from the Developer to the JMB

Section 27 ÔÇô refer to handing over from the JMB to the MC

Section 55 ÔÇô refer to handing over from the Developer to the MC

1. Administrative Office (Management Office)

(a) A developer shall, before the developerÔÇÖs management period expires hand over to the joint management body

ÔÇó The administration office set up by the developer under paragraph 9)4)(a) [SMA, Sec 15(1)(b)(i)]

ÔÇó 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

ÔÇó Any additional by-laws[SMA, Sec 27(2)(b)(i)]

ÔÇó 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 management period hand over to the management committee of the management corporation

ÔÇó The administration office set up by the developer under subsection 48(3); [SMA, Sec 55(1)(b)(i)]

ÔÇó All the assets of the management corporation [SMA, Sec 55(1))b)(iii)]

The handing over the management office should include:

ÔÇó Copy of the land title (original or otherwise)
ÔÇó E-Property Management Software including the accounting software
ÔÇó Any tools, spares, etc used to carry out maintenance work.

2. Money

(a) A developer shall, before the developerÔÇÖs management period expires

ÔÇó Transfer balances of money 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

ÔÇó Transfer balances of money 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

ÔÇó Transfer the control of all balances of money 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 developerÔÇÖs management period expires hand over to the joint management body

ÔÇó 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)] ÔÇó all invoices, receipts and payment vouchers in respect of the maintenance account and sinking fund account [SMA, Sec 15(1)(b)(v)]

ÔÇó 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 developerÔÇÖs management period, hand over to the joint management body the audited accounts up to the date of transfer of the balances of money 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

ÔÇó 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)]

ÔÇó 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

ÔÇó 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)]

ÔÇó 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 money 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 developerÔÇÖs management period expires hand over to the joint management body

ÔÇó 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

ÔÇó 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

ÔÇó 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 documentsÔÇó All approved plans for buildings or lands intended for subdivision into parcels relating to the development area; [SMA, Sec 15(3)(a)]

ÔÇó Any document in the developerÔÇÖs possession that indicates, as far as practicable, the actual location of any pipe, wire, cable, chute, duct or other facilities 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

ÔÇó All the documents delivered by the developer to the join management body under subsection 15(3) [SMA, Sec 27(2)(b)(iv)] ÔÇô 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

ÔÇó All approved plans for the subdivided buildings or lands relating to the development area [SMA, Sec 55(3)(a)]

ÔÇó Any document in the developerÔÇÖs possession that indicates, as far as practicable, the actual location of any pipe, wire, cable, chute, duct or other facilities 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

ÔÇó 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)]

ÔÇó The names and addresses of such contractors, subcontractors, and persons who supplied labor 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

ÔÇó All the documents delivered by the developer to the join management body under subsection 15(3) [SMA, Sec 27(2)(b)(iv)] ÔÇô 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

ÔÇó 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)]

ÔÇó The names and addresses of such contractors, subcontractors, and persons who supplied labor 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

ÔÇó All warranties, manuals, schematic drawings, operating instructions, service guides, manufacturerÔÇÖs 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

ÔÇó All the documents delivered by the developer to the join management body under subsection 15(3) [SMA, Sec 27(2)(b)(iv)] ÔÇô 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

ÔÇó All warranties, manuals, schematic drawings, operating instructions, service guides, manufacturerÔÇÖs 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

ÔÇó 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)]

ÔÇó 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

ÔÇó All the documents delivered by the developer to the join management body under subsection 15(3) [SMA, Sec 27(2)(b)(iv)] ÔÇô 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

ÔÇó 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

ÔÇó 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

ÔÇó 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 the 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

ÔÇó Certified true copy of the CCC inclusive of the 21 G Forms
ÔÇó Original quit rent receipt
ÔÇó Original assessment receipt
ÔÇó Certified true copies of planning approval, building approval and all statutory approvals
ÔÇó A copy of Architectural approved building plans inclusive of authority endorsed amended
as-built plans (coloured copy, if any)
ÔÇó BOMBA approved building plans, inclusive of authority endorsed amended as-built
plans (coloured copy), if any
ÔÇó Forms C1, C2 & C3 for all BOMBA related installations; i.e. fire door-sets, emergency
lights compiled by the building contractor
ÔÇó A copy of Approval and Approved Roads & Drains Layout Plan
ÔÇó A copy of Approval and Approved Sewerage Layout Plan
ÔÇó A copy of Approval and Approved Water Reticulation Plan (including hydrant)
ÔÇó A copy of Approved External Electrical Plan (including ELV)
ÔÇó 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

ÔÇó 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)
ÔÇó As-built Roads & Drains Layout Plan
ÔÇó As-built Sewerage Layout Plan
ÔÇó As-built Water Reticulation Plan (include hydrant)

 

Mechanical & Electrical Work

a. External work M&E plans for

ÔÇó Electricity power cable (underground and overhead) and street lights/compound lights, CCTV cabling, etc
ÔÇó Telephone cable including duct and manhole
ÔÇó Sewerage line and manhole
ÔÇó Water reticulation and hydrant
ÔÇó Boom gate and card access system
ÔÇó Guard house and Building Automatic Control
ÔÇó Garden landscape irrigation

b. Internal work M&E plans for

ÔÇó Lifts
ÔÇó Mechanical & electrical services and security equipment, etc.
ÔÇó Suction tanks, water riser and water tanks
ÔÇó Water supply, wastewater plumbing system and rainwater harvesting system
ÔÇó Fire protection systems
ÔÇó Electrical system
ÔÇó ELV system including alarm, intercom, CCTV
ÔÇó Building maintenance unit (Gondola)

 

Landscaping Plans

ÔÇó Approved Landscape Plans

 

As-built Drawings from Specialist Contractors for Building and Interior works

ÔÇó Roofing Systems ÔÇô framing (for trusses and structural framing) and roof covering
ÔÇó Aluminium and Glazing Systems to facades, canopies and externalwall cladding
ÔÇó Built-in cabinets, appliances and accessories

 

Warranties Certificate and Trade Brochures (Original)

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

 

Operations and Maintenance Manuals (Including M&E of internal and external works)

ÔÇó Air conditioning and mechanical ventilation systems
ÔÇó Electrical system as well as lightning arrestor and earthing system
ÔÇó MATV (Centralised television facilities)
ÔÇó Sanitary plumbing system
ÔÇó Cold water plumbing (domestic water)
ÔÇó Lifts (elevators) system
ÔÇó Fire protection system
ÔÇó Landscape irrigation system
ÔÇó Swimming pool and water feature system
ÔÇó Building automation system
ÔÇó Security card access, CCTV, video intercom system
ÔÇó Centralised Liquified Petroleum Gas (LPG) system
ÔÇó 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

ÔÇó Paint
ÔÇó Stone
ÔÇó Tiles
ÔÇó Ceilings
ÔÇó All built-in furniture, fittings & equipment supplied and installed within private individual
units and common areas
ÔÇó Kitchen appliances
ÔÇó Electrical & lamp fittings
ÔÇó Ironmongery
ÔÇó Security systems
ÔÇó 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:

ÔÇó Records of resident complaints on common property defects
ÔÇó Work method statement of rectification of defects by the contractors
ÔÇó Documented records of rectification work completed by the contractors during the developerÔÇÖs Defect Liability Period
ÔÇó 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).

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

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