Guidelines for security personnel

Guards on duty

• 1. P1 - all buildings - 1 guard day shift , 1 guard night shift (8)

  2. P3 - A3 entrance + B1 entrance - 1 guard day shift , 1 guard night shift (4)

  3. Rear ramp - A1 to B1 - 1 guard day shift , 1 guard night shift (2)

  4. SOJ - 1 supervisor day shift, 1 supervisor night shift (2)

  5. Day shift: 8 am to 8 pm

  6. Night shift: 8 pm to 8 am

  7. Submit weekly report to society management committee

  8. Keep vigil, instruct residents to comply with society rules & regulations

  9. Maintain security guard attendance register

  10. All security guards be available at/around/nearby their stationed posts during work timings, at all times

  11. Supervisors may relieve guards for short breaks as required, by substituting them in their absence

  12. Keep emergency numbers handy at all times - hospital, ambulance, police, fire

  13. Keep first aid box equipped at all times

  14. Report emergency incidents to society management committee immediately

  15. ZERO tolerance policy for consumption of liquor when on duty

Resident code of conduct

• 1. Responsibility of security guards to ensure that silence hours between 10pm to 6am are strictly observed

     1. No loud music, loud noise and sounds between 10pm to 6am are permitted

     2. Security guards need not wait for complaints and call residents to politely inform of the disturbance

     3. Pickup / dropoff cabs tend to blow horn, reverse horn, and should be discouraged during this time of the day, they can make entry from P2 which is equally convenient - stop their entry at P1 after 10 pm

     4. Guests leaving / seeing off residents late in the night causing commotion, should be politely asked to tone it down

     5. Guests hosting in house parties should be requested to tone in down ensuring no disturbance is caused to adjoining neighbours

     6. Any construction work can be carried out in flats between 8 am to 2pm and 4 pm to 8 pm only.

  2. Parking stickers are mandatory for all owner vehicles

     1. If vehicles without parking stickers are noticed, they be parked in guest parking

     2. Owners be informed and should make it a point to collect parking stickers

     3. Security guards to keep a vigil on unauthorised vehicles entering premises

     4. Owner vehicles parked incorrectly will be locked and fined Rs 500 on every instance

  3. Workers will be allowed in flats with prior work authorisation from society management committee

     1. Owners to approach society management committee for completing necessary procedures.

     2. If workers are staying overnight in any flat, security and management committee must be informed beforehand.

     3. Any construction work can be carried out in flats between 8 am to 2pm and 4 pm to 8 pm only.

  4. Communicating with residents

     1. Always be cordial and polite to residents

     2. Guide visitor vehicles to free parking spots, or towards the ramp behind

     3. Never indulge in personal work requests from residents

     4. In case of dispute, residents being rude and impolite, inform society secretary/chairman immediately - note down vehicle number, flat number

Visitor entry

• 1. Visitor entry allowed from P1 only, not from P2 and P3

  2. All visitors, guests, courier delivery, postmen and everyone else, need to make an entry in "entry register" with name, mobile number, vehicle number

  3. Guards to call visiting flat owner on intercom - allow the visitor to entry only if permitted by owner

  4. Guards to instruct visitors to park their vehicles properly, inform them of Rs 500 fine for incorrect parking

  5. Visitor parking is on the ramp behind, not in the front - no visitor parking on P1/P2/P3 level

  6. Delivery vehicles may halt for 10 to 15 mins in front of lobby at P1 level until deliveries are made to respective residents e.g. grofers, bigbasket, flipkart, Amazon etc

  7. Delivery boys on two wheelers must use duct area to park next to security table seating

  8. All parcel delivery persons must make entry in visitor register. Call resident on intercom and only then let the person inside

  9. Keep watch on courier delivery, food delivery - distributing door to door pamphlets or marketing strictly prohibited - littering / spitting will be penalised Rs 500 on every incident

  10. Water tankers are not allowed to use the front ramp for entry - there is never a need for water tankers to come from the ramp in front and come to P1 level - in view of safety of residents, especially children - this rule should be adhered to very strictly

Tenants register

• 1. Maintain tenant register

  2. Keep copies of rent agreement, ID proofs, contact details, vehicle details, police verification

  3. Compulsory to collect all documents

  4. Shifting houses allowed between 8 am to 8 pm only

  5. Trucks should be parked in a manner that it does not block an entry or parking area

Domestic help

• 1. Daily domestic help must have ID cards, issued by Greensville main gate security

  2. No domestic help shall be allowed entry without ID cards, despite owner's instructions

  3. Check belongings of domestic help exiting from premises, see if approved in writing by owners

  4. Be respectful to all ladies, maintain decorum when questioning maids or housekeeping staff

  5. Maintain entry/exit time register

Moving of goods, materials, furniture

• 1. Gate pass must be issued BEFORE moving of goods, materials, furniture etc

  2. This includes shifting houses, heavy furniture which needs usage of lifts, construction material etc

  3. When moving heavy, high in volume goods, furniture, or when shifting houses, Rs 1500 is to be charged to owners/tenants against the gate pass

  4. Without gate pass no permission will be given to move goods, materials, furniture

  5. Moving goods, materials furniture allowed by service elevator only, do not engage passenger elevator for this purpose

  6. Moving of goods allowed only between 8 am to 8 pm

  7. Maintain entry/exit time register

Common lights

• 1. P1/P2 parking lights - turn ON at 6 pm - turn OFF at 6 am

  2. P3 parking lights - stay ON 24x7

  3. Lobby lights on all floors - stay ON 24x7

  4. Staircase lights on all floors - turn ON at 6 pm - turn OFF at 6 am

  5. Fire exit staircase lights on all floors - stay OFF 24x7

Lifts

• 1. Understand operation of lifts, how to switch ON and OFF

  2. Monitor usage by residents, do not permit, excessive load

  3. In case of incidents, ensure to rescue passengers to safety first

  4. Understand and practice emergency evacuation drill

Access to common areas

• 1. Access to electric meter room, internet, telecom room, duct areas, terraces be locked at all times

  2. Access be permitted to authorized personnel only - OCS staff + security + MC members only

  3. Maintain keys register IN/OUT + master list

Plumbing & Water Supply

• 1. Understand the basics - how to control water supply, solar water supply, location of motors, switches

  2. Understand and control domestic water tank motor schedule

  3. Understand and control flush water tank motor schedule

  4. Do not alter water pressure, report to FMS team for rectification

  5. Report water pipe bursts, cracks, leakages to FMS plumbing team on priority

  6. When flush direct in pipes is noticed

     1. - inform flat owner to shut the flush cock from outside of bathroom window

     2. - if flat number is not known, then inform OCS for support

     3. - if within 15 minutes support is not offered, shut the flush line for that series

     4. - operate valves and pressure water lines VERY SLOWLY and carefully

  7. Maintain incident register

Fire alarm system

• 1. Conduct quarterly fire drills

  2. Inspect fire safety equipment monthly

  3. Understand fire safety systems perfectly

  4. Define emergency protocol

  5. Maintain incident register

Emergency: Medical care / Ambulance

• 1. If members need emergency medical help or have called an ambulance, please report their flat number / intercom number, contact name and mobile number with security

  2. Members are requested to broadcast a message on internal SOJ whatsapp group, so that at least 1 MC can attend and supervise to ensure quick action

  3. The security must ensure that when the ambulance arrives, it is to be treated as topmost priority task, and ensure that they reach the flat as quickly as possible

  4. The security must inform other guards on duty, of the emergency

  5. The security on noticing the ambulance, must call the member on intercom / mobile

  6. The security on noticing the ambulance, must call and hold the service elevator of the building to enable stretcher access

  7. The security must accompany the medical care givers to the flat and offer help as the need be

  8. The security must maintain a emergency services directory and be prepared for contingencies

Common assets

• 1. Security guards have been gives 6 chairs

  2. Security guards have access to society office - which should be maintained clean at all times

  3. Access to society office be restricted to security + MC members ONLY

  4. Society office has 6 chairs, 1 table, 1 large cupboard, 1 small cupboard

  5. 1 small cupboard is to be used by security to keep their assets - key should be kept with security ONLY

  6. Security can use this room for changing, keeping their belongings - do not cook here - do not make tea - do not wear footwear inside

  7. Switch of all lights and taps in common bathrooms + office after use - ensure keys to bathroom are kept with security and not misused

  8. All notices put up on notice boards MUST have society seal stamp and signature with END date of the notice - expired notices should be removed and handed over to MC

Protocol for any mishappening

Alert all guards on duty, including nearby TT + SV

Create noise , sound alarm as loud as possible

Alert all guards in surrounding area

Stay alert and available at stationed posts

Call immediate supervisor , inform BSF support

Call secretary + chairman on intercom/mobile