SOP SHOPS ALLOTMENT AT VARIOUS SHOPPING COMPLEXES GURJINDER VIHAR, AWHO TOWNSHIP, GREATER NOIDA (April 2015) TABLE OF CONTENTS 1. GENERAL... 2 2. AIM... 2 3. ELIGIBILITY CRITERIA... 2 4. SCOPE OF ALLOTMENT... 3 5. BASIC OPERATING PARAMETERS... 3 6. ACCESS TO UTILITY SERVICES... 4 7. RECOMMENDED RATES... 4 8. SECURITY DEPOSIT... 5 9. CODE OF CONDUCT... 5 10. METHODOLOGY FOR ALLOTMENT OF SHOPS... 6 11. CORRECTIVE ACTIONS IN CASE OF VIOLATION OF CONTRACTUAL OBLIGATION... 7 12. DISPUTE REDRESSAL... 7 13. MANAGEMENT OF SHOPPING COMPLEXES... 7 APPENDIX
1. GENERAL The AWHO Township, Gurjinder Vihar Greater Noida (GVGN) is a welfare housing complex planned to be occupied by ex-servicemen / servicemen. The shopping complexes were conceptualized to facilitate easy provisioning of essential items through the shops operated by flat owners. As the dwelling units were constructed for the armed forces personnel, the flat owners (retired armed forces personnel as primary or associate members along with their NOK) will be considered to be the first and foremost for consideration of allotment of shops on a fixed term lease. 2. AIM The Aim of the SOP is to formulate comprehensive procedures to facilitate allotment (leasing) of shops. 3. ELIGIBILITY CRITERIA 1. The shops will be allotted to following category of owners:- a) Primary Members including Ph IV allottees. b) Associate Members (Defense Services Personnel). 2. The following from among the above categories will not be eligible for shop allotment:- a) The one who has failed to pay his RWA subscriptions as determined by the RWA Managing Committee and has been termed as defaulter. b) The one who has violated the agreement between AWHO and himself as an allottee and has encroached upon the Society land (common area) and/or using flat for commercial purposes. 3. The shop allottee will have to surrender the shop immediately in case the allottee ceases to be a member of the society. In this regard, a notice has to be given to RWA office as per the signed contract. Page 2 of 9
4. SCOPE OF ALLOTMENT SER Location Floor No Size(Sqr Feet) Rent/Month Availability of water connection 1 Central Market Basement 4 191 4800 2 Central Market Basement 7 267 6700 3 Central Market Basement 12 253 6400 4 Central Market Basement 13 280 7000 5 Central Market Basement 16 192 4800 6 Central Market Basement 17 227 5700 7 Central Market GF 2 193 8200 Yes 8 Central Market GF 9 168 7100 9 Central Market FF 2 217 6600 Yes 10 Central Market FF 9 172 5200 11 Central Market FF 13 245 7400 12 Central Market FF 16 177 5400 13 Central Market FF 19 332 10000 14 Central Market FF 24 233 7000 15 Phase I&II FF 4 136 3400 16 Phase I&II FF 10 160 4000 17 Phase I&II FF 11 160 4000 18 Phase I&II FF Tuck Corner 187 6000 Yes 3B 19 Phase III GF 1 100 3000 20 Phase III GF 2 100 3000 21 Phase III GF 5 105 3200 22 Phase III FF 7 205 5200 23 Phase III FF 8 205 5200 24 Phase III FF 10 105 2700 25 Phase III FF 11 220 5500 26 Phase III FF 15 165 4200 27 Phase III FF 16 163 4100 5. BASIC OPERATING PARAMETERS a) The applicant flat owner will be allotted only one shop / commercial establishment in GVGN. The allotment of shops will have no connection with the number of flats any flat owner owns in AWHO Township, GVGN. b) There shall be a code of conduct which will be followed in letter and spirit. c) The shops will be leased & registered with the competent authority for a period of maximum of five years. d) The lease deed will be registered at the cost of the shop allottee. e) The shops are required to be made operational within 90 days of allotment, failing which, it may invite penalty or revocation of the allotment. f) The shop rental, electricity & maintenance charges will be levied by installed meter on prepaid basis. Page 3 of 9
g) The rent and other charges will start on the date of the start of the shop operation or 30 days from the date of allotment WHICHEVER IS EARLIER. h) It will be incumbent on the shop allottee to register their business with the appropriate authorities. i) It will be incumbent on the shop allottee to reflect income/loss in the annual income tax returns. j) It will be incumbent on the shop allottee to pay service tax in case of provisions of services. k) All operational activities will be organized by the allottee of shops from within the specified area. Any violation may invite financial penalty. Continuous and repeated violation may invite revocation of the allotment. l) There will be no restriction on any flat owner for running a particular type of shop except in case of Tuck / Corner Shops wherein approval on the type of business needs to be taken from RWA. m) All existing shops in the scope of allotment have to go through the process of allotment through draw. n) One shop on Ground Floor in Shopping Complex Phase III will be reserved for differentlyabled persons. Those applying under this category will not be considered in general category even if shops remain vacant under general category. o) There shall be No such thing as Shopping Owners Association. Any person found indulging in making unions will be asked to vacate the shop immediately and may be barred from future allotment of shops. p) In case of demise of shop allottee, all terms and conditions will be applicable to their NOK. q) The SHOP ALLOTTEE SHALL NOT SUBLET THE SHOP, LEST IT DISQUALIFIES HIM/HER TO CONTINUE BUSINESS. THIS SHALL ALSO DEBAR HIM/HER FOR FURTHER ALLOTMENT. 6. ACCESS TO UTILITY SERVICES a) Electricity: Every shop has a fixed sanctioned electricity load. In case one has a requirement for increased load, please check before the allotment process with RWA if it is possible to meet your requirement. The shop allottee may be charged extra for this requirement. The shop allottee will bear the cost of electric meter and its installation /associated charges. b) Water: Use of water in a shop will be on chargeable basis. Every shop may not be provided with water inlet/outlet. Please check with RWA which shops can have a water outlet, in case you have requirement for water use. Note: RWA has indicated that water inlet/outlet can be provided in all shops in Shopping Complex Phase I/II and Phase III and only a limited shops in Central shopping complex. 7. RECOMMENDED RATES The shops will be allotted by draw at the following rates as recommended by SGBM held on 20- July-2014 (Rent for the shops available for allotment are inducted against each in PARA 4 above.) Shopping Complex Phase I, II and III Ground Floor INR 30/- per sq ft Page 4 of 9
First Floor Second Floor INR 25/- per sq ft INR 20/- per sq ft Central Shopping Complex Ground Floor INR 42/- per sq ft First Floor INR 30/- per sq ft Basement INR 25/- per sq ft Corner/Tuck Shops Besides Block 3B for INR 6000/- (approx 185 sq feet) Besides Block 4R for INR 4000/- (approx 123 sq feet) Note: 1. The rent will be increased by 10% every year and the clause to this effect will be included in the lease deed / contract. 2. Any change in the recommended rates during subsequent allotment process needs to be approved by the AGM / SGBM. 3. All rates will be rounded up to multiples of hundred. 4. The rent and other charges will start on the date of the start of the shop operation or 30 days from the date of allotment whichever is earlier. 8. SECURITY DEPOSIT IN ADDITION TO THE shop rental and other maintenance dues, the shop allottee will have to deposit the following amounts as refundable security deposit at the time of allotment of shop (This amount was approved during the SGBM held on 20-July-2014). Security for Shop Security for Meter Total Shopping Complex Phase I, II and III INR 25,000/- 15000/- 40000/- Corner / Tuck Shops INR 25,000/- 15000/- 40000/- Central Shopping Complex INR 50,000/- 15000/- 65000/- 9. CODE OF CONDUCT 1. The Shop allottee will be responsible for the conduct of their staff and vendors within the GVGN premises, and obtain proper security passes for the staff. 2. It will be the duty of shop allottee to apprise their staff and vendors of the GVGN rules and conduct. 3. Shop allottees & their staff are expected to show courtesy to each other and to the shoppers. 4. Shop allottees & their staff shall on no occasion use abusive language, or violence against each other, or against the shoppers. 5. In the event a shop allottee having an occasion to find fault/differences with another shop allottee, a report to that effect should be made in writing to the Secretary - RWA, who will either deal with the case himself or refer it to the appropriate Committee as may be deemed fit. Page 5 of 9
6. All vendors should follow GVGN rules. Vendors found repeatedly guilty of violation of traffic/parking rules will be barred from entering the GVGN premises. 7. Shopping Complexes / Areas are the property of RWA GVGN. All shop allottees are expected to treat GVGN property with care. Full value will be charged for all accidental breakage of the GVGN property while loading/unloading of goods for your business. However, if in the opinion of the RWA committee the breakages were intentional; up to four times the value of the property damaged may be charged. 8. The shop allottees to advise their staff to maintain a decent dress code at all times. 9. The shop allottees and their staff to park their vehicles in their designated slots only. It is advised to minimize the use of vehicles as the parking area is less. 10. DO confine the business within the allotted shop area. 11. DO have only standardized boards on the shops. 12. DO NOT hire any underage shop help. 13. DO maintain proper currency change at all times. 14. DO adhere to the shopping complex timings as advised by the RWA office from time to time. 15. DO NOT use on-duty security guard as a helping hand for your business. 16. DO NOT do Loading Unloading of goods for your business at unearthly hours. 17. DO NOT have any staff living/staying in the shops during the night. 18. DO NOT sell any tobacco products / liquor / arms / ammunition / contraband items. 19. Shop Allottees will do business only in commodity for which the shop is allotted as per the application. 20. Any change in commodity will be with the written approval of RWA. While so doing, fresh agreement will be signed. 10. METHODOLOGY FOR ALLOTMENT OF SHOPS 1. The application form shall be made available at the GVGN RWA office and on the GVGN website (www.awhogvgn.com). 2. The applicants will have to register themselves before the date of draw by filling up the application form. 3. All shops will be marked (numbered) and shall be available for viewing by anyone on request before submitting their application forms. 4. Application money in the form of cheque/demand draft for INR 65,000/- (Rupees sixty five Thousand only) is required to be deposited along with a fresh application before 05 May 2015. This amount will be adjusted towards security deposit on successful allotment of the shop. 5. In the event of non allotment of shop, the application money shall be returned in full. It is advised to collect your cheques within 7 days of the date of draw from the RWA office. 6. The applicant will have to provide choice of shop in order of priority (can provide any number of specific options or general option). 7. The draw will be done in front of all applicants on 17 May 2015. 8. Any applicant whose name is drawn shall be given a shop as per his/her priority defined in the application form. 9. The Shop Allotment Committee shall organise a briefing of applicants to explain the process of drawing lots and clear their doubts. 10. Fresh applications will be invited for any allotment of shops in future. Page 6 of 9
11. Corrective Actions in case of Violation of Contractual Obligation In case any evidence of violation of contractual obligation / subletting by any flat owner is obtained, the preliminary enquiry will be conducted within a period of 10 days by the standing committee. Once found guilty, the shop allottee will be barred for participation in 3 subsequent allotment or 3 years (whichever is more) from the date of vacating the shop. The allottee will not get refund of the security deposit. Any such vacation of shop initiated by the RWA and/or subsequent debarment by RWA needs to be brought to the notice of the AGM / SGBM and require to be approved by the AGM / SGBM in its first sitting. 12. DISPUTE REDRESSAL In case any dispute arises between one or more shop owners, RWA & Shop owners, the dispute will be referred to the standing committee nominated by RWA managing committee which will make an endeavour to carry out dispute redressal within a period of 10 days. All disputes will be addressed under the jurisdiction of courts of Dist. Gautam Budh Nagar. 13. MANAGEMENT OF SHOPPING COMPLEXES There may be a requirement of central management for shopping complexes to cover security, cleanliness, hygiene, parking of vehicles and to check unlawful activities and encroachment. 14. MAINTENANCE CHARGES A cess will be levied on all shop owners on account of following in the monthly maintenance charges which will be levied by installed meter on pre-paid basis.: a) Cleaning of area b) Security c) External Repair d) Common Area Electricity Charges 15. APPLICATION AND DRAWS FOR ALLOTMENT a. Application for shops as per format at appendix to reach Secretary RWA by 05 May 2015. b. Draws for allotment of shops will be conducted in GVCC on 17 May 2015 wef 1100 hrs. Appendix Page 7 of 9
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