After hours of search, I could able to locate a open google drive access which was shared generously for good intention. It is basically from Mumbai and bit old and in very details based on the police dept advice. Here is the link which I shortened using bitly (no harm) - https://bit.ly/2RYe6qB
It gives me the basic kick start with skeleton and we did a brainstorm for 30 minutes to get key issues & requirement and modified as below in English & Tamil ( Elaborated than English with Dos & Don'ts for Security office), You can include / replace your apartment name
If you want to get in your regional language, check google. I used a website called Tamil India Typing. Here you can type the Tamil word in English like Sekyurity for செக்யூரிட்டி , Vidhimuraipadiyana for விதிமுறைப்படியான. You can find such translating website for your regional language at your ease.
YOUR Apartment LOGO, Address
SAFETY & SECURITY: STANDARD OPERATING
PROCEDURE
This rule applies to all who enters in the Apartment campus
1. Install respective gate & security management app, recommended
by Association office, security may not be responsible for allowing/refusing
your guests/visitors entry/approval.
2. Do not argue with security staffs when they do their job as per
SOP/policy/Directions given to them time to time by association, as, all such
measures are driven to ensure residents’ & their family’s safety
3. Do not create hindrance for free movement of people and vehicles in
gate & any common area
4. Avoid using Bright Head lights & blowing horn while moving
inside to avoid uncomforting to pedestrians and others in the community. Inside
vehicle speed is 10KM for safety of children, pedestrians as there are several
narrow & dark traffic areas
5. After morning light comes, switch off corridor light when you see it
first and report maintenance team thru ledger
6. Inform association office in case if you are going out for long time
for precaution
7. Use lift as per instruction and avoid banging of door, if you see
any repeated mishandling in lift or any association properties, you are
encouraged to register a complaint in Communication register. Feedback also
welcome
8. Residents, Tenants, Owners are responsible for upkeeping the rule
indicated here, By law and cooperate Dos/Donts of security SOP by self and
their contractors, visitors, guest, servants..etc
9. Consumption of Alcohol, any drugs, smoking, chewing & spitting
tobacco/gutka, creating nuisance in society, playing in common area, doing antisocial things, behaving in way
which may be objected are to be strictly avoided in campus
Guests
10. Guests visiting shall be informed & registered through
respective app to enable security for permission/verification, prior to the expected
visit by flat owner. In case the owner didn’t have app, he has to visit
either office to physically register
11. Tenant’s Guests visiting shall be registered with the Security
Office at Gate with In & Out time
Visitors
12. Unaccompanied visitors are required to register at the Security Office at the time of entry & exit into the premises of VLOWA.
13. Unaccompanied visitors shall only be allowed access to the Flat after security has obtained permission from the occupant of the Flat via the intercom.
14. In case the intercom is not working, the visitor is required to remain in the Security Office area while security checks with the occupant with other options to the Flat owner to obtain permission.
15. Visitors are subject to abide Rules indicated by security and respect common civil law in society. Flat owners, residents and/or tenants will be responsible for the conduct of their visitors while in the condominium premises.
16. Only real estate agents or staff with written endorsement from a Flat owner will be recognized by the Association Office Bearer and granted access into the premises.
17. Authorized real estate agents or staff should closely coordinate their activities with the Association Office Bearer. They shall give the Association Office Bearer prior notice of any scheduled inspection of flat by prospective buyers or tenants.
Contractors, Domestic Helpers, Drivers, Real Estate Agents and Staff
18. Contractors, domestic helpers, drivers, real estate agents and staff shall be registered with the Security Office & approved by Association Office.
19. Domestic helpers, Registered contractors, drivers, real estate agents and staff shall sign the logbook at the Security Office at the time of each visit.
20. After permission has been obtained from the occupant of the Flat, contractors shall first report to the Association Office before proceeding to the Flat or commencing any work on site.
21. For emergencies (after office hours, Sundays and public holidays), contractors shall only proceed to the Flat after permission has been obtained from the occupant of the Flat.
Deliveries
22. All deliveries to residents must be through the knowledge of Security. The security or Association Office shall not be responsible for any package or parcel delivered at gate
23. No delivery person shall be allowed inside the VLOWA building without clearance from the occupant of the Flat.
24. Small hand-carried packages shall be left at gate during Pandemic situation to avoid contacts/spreads. However, cannot take responsibility of delivery/security as it is flat owners responsibility to come & collect immediately
25. Deliveries of goods (except food, grocery, post/courier) are permitted only after registering in Inward entry. Deliveries to flat shall be properly coordinated with agent by the flat owner.
26. Delivery vans shall park at the designated area to unload deliveries.
27. Circulars, billings and other correspondence are to be deposited in the residents’ respective mailboxes if available, otherwise at door.
28. Vacating or new accommodation to this society to be strictly followed
as mentioned in the by law
Vehicles
29. Only vehicles registered with the Association Office Bearer and displaying a valid VLOWA sticker shall be allowed entry into VLOWA premises. Till stickers made available, allow only regular vehicles
30. Vehicles without VLOWA stickers are required to be registered at security and shall display the Visitor’s pass on the dashboard of the vehicle when parked in the designated parking lot.
31. Vehicles shall only be parked in authorized, designated and marked parking lots.
32. Vehicles parked in unmarked areas or unauthorized parking lots, if not regularized after informing, may be clamped and the owner of the vehicle imposed a fine.
33. Drivers of vehicles shall observe traffic rules and regulations when inside the VLOWA premises. The speed limit is 10 KMPH and directional signs posted/security advise must be followed.
34. Vehicles with drivers shall be allowed to wait in the VLOWA Gate temporarily but not exceeding 5 minutes without affecting traffic of either side.
35. Only one vehicle per slot is allowed. Double parking is not allowed.
36. Trucks and Lorries weighing more than 3.5 tons are not allowed into the VLOWA premises. Anything more than that will be allowed with prior permission from association office thru Incoming ledger
37. Repair works, maintenance and tune up of vehicles within the VLOWA premises are not allowed without permission & information to security.
38. Drivers of vehicles parked in VLOWA are prohibited from gambling,
drinking liquor, loitering or indulging in unsocial behaviour and sleeping inside parked vehicles.
Resident/Tenant Information Sheet
39. Flat owners, residents and tenants will be required to submit to the Association Office Bearer an information sheet regarding their contact details, principal residents, employees, registered vehicles and authorized signatories for permit purposes.
40. The Resident Information Sheet should be updated by the Flat owner, resident and/or tenant from time to time.
41. Owners should submit the Tenant verification form as prescribed to association office for police verification and a copy will be submitted to gate for scrutiny
Key responsibilities of Securities
42. Wear clean, neat uniform, shoes, whistle, cap and be presentable in gate. Wear mask during pandemic
44.
Enforce all
residing and non-residing owners while coming to visit their flat to register
in Security app and enforce security checks, common
area discipline/law indicated in Dos/Donts for securities in regional language
45.
Main gate to be closed
all the time and to be opened only when the vehicle comes
46.
Ensure all
movements are registered in respective register and submit to association
office for review, everyday at convenient time fixed by Welfare association
office.
47.
During pandemic
situation like covid-19, restrict people without mask to roam inside community
and don’t allow anyone inside. In such a way, follow all government guideline
with respect to any such disease’s protocol announced
48.
All security
related issues, problems to be recorded in the communication register. Other
staff residents should also record such issues in communication register
49.
Material, visitors/guests
In & out should be entered in respective register
50.
Spitting is
restricted, punishable offense if repeatedly violated your warning message. Tresspassing
/Jumping over the compound wall is an offence, indicate such incident with
reference
51.
Register power
cut and power resume time. Switch on, switch off the common lights in time
52.
Inform if you
find any suspicious people activities anywhere inside and outside the apartment
campus
53.
Stop all hand
deliveries in gate during pandemic to avoid spread and instruct owners to come
& collect. Deliveries thru van can be permitted after registration with
guideline, parking space..etc
54.
Patrol the
premises on cyclic basis, register in communication register in case of issue
and communicate to any of the EC member
55.
If you come
across in noticing the misuse of lift and other association properties, warn
them and register a complaint if they violate it repeatedly
56.
Don’t allow
anyone to disturb, play, make noise, public nuisance, smoke, consuming liquor
in common area
57.
Avoid watching
videos, mobile phones, listening to music thru head phones as it will spoil the
fundamental of security job
58.
Avoid involving
in unnecessary talking with people, roaming around, bribe, antisocial
activities, real estate business of this apartment properties like renting,
59.
Security shall immediately inform
any of the EC Member in case of emergency
