Health & Hygiene SOP [ DRAFT ]

Objective

To ensure efficient, hygienic, and environmentally responsible Health and Hygiene practices within the facility.

Scope

This SOP applies to all residents and housekeeping staff responsible.

Training and Compliance

• Ensure all residents and housekeeping staff are trained on these procedures.

• Regularly monitor compliance and address any issues promptly.

• Residents are requested to treat housekeeping staff with respect.

Revision and Update

This SOP will be reviewed and updated as necessary to ensure it remains effective and compliant with local regulations. Health and Hygiene Area Welfare Officer will be the point of contact for any suggestions or complaints that were not fulfilled by the Facility Management.

Garbage Collection

Daily Garbage Collection Schedule

1. Resident Responsibility:

   • Place wet and dry garbage bins outside homes by 8:45 AM and return the bin inside home by 10.00 AM. Bins should not be kept in the corridor other than the time mentioned above.

   • Use recyclable garbage bags if bins cannot be kept outside (e.g., all residents of the unit leaving for work). Ensure such bags are tied properly, segregated, and not leaking.

2. Garbage Collection Time:

   • Garbage collection will occur daily between 9:00 AM to 10.00 AM.

3. Post-Collection Protocol:

   • After 10:00 AM, bins must be kept inside homes and not left in corridors.

   • Residents unable to return bins inside should use recyclable bags for collection.

Note: Depending on the vendor , time slight will be varied and it will be informed by FMS team via announcement and NBH.

Segregation Requirements

1. Segregation Categories:

   • Dry Waste: This category includes completely dry items. Ensure that food containers are thoroughly cleaned and free of any leftover food or gravies before disposing of them in this category.

   • Wet Waste: This category is for food waste only. Do not include cardboard or plastic covers, boxes, or any other non-food items in this category.

   • Medical and Sharp Waste: This category includes medical waste such as expired or unused medicines, sanitary pads, contraceptive items, diapers (with solid waste removed), used syringes or injections, and broken glass. To ensure safety during collection, wrap sharp items like broken glass, needles, and nails in thick paper or cardboard to prevent injury to the housekeeping staff. Keep this medical and sharp waste in a separate disposable bag tied properly.

2. Bag Recommendation: While it is not mandatory, we highly recommend using garbage bags kept inside the bin and also recommend the below color coded bags for the segregated waste. There are multiple such bags available at an economical price with online retailers.

   • Dry Waste: Blue/Red recyclable small/medium size plastic bags

   • Wet Waste: Green recyclable small/medium size plastic bags

   • Medical and Sharp waste: Black recyclable small/medium size plastic bags

Special Considerations

1. Large Cardboard Boxes:

   • Can be collected with dry waste.

   • May take longer to clear due to logistical constraints.

2. Interior Design Debris:

   • Should Not be included in regular garbage collection.

   • Residents must dispose of it themselves or contact Facility Management for assistance (fees apply: Rs. 1000 to Rs. 3000 per schedule depending on load).

Enforcement

1. Bins Left Outside:

   • Bins not returned inside home by residents will be collected by cleaning staff and kept near the maintenance office .

   • Residents must collect their removed bins from the area near the maintenance office.

2. Consequences of Non-Segregation of Dry, Wet & Medical+Sharp waste:

   • Failure to segregate garbage will result in non-collection.

   • A penalty of Rs. 100 minimum will be imposed for non-compliance for each occurrence. 

Corridor Cleanliness and Maintenance Protocols

Corridor Cleaning Schedule

• Dry Cleaning and Wet Mopping: Conducted between 10:00 AM - 1:00 PM.

• Removal of Loose Items: Any loose footwear or items other than shoe racks will be moved to an area near the maintenance office during cleaning. Residents must collect these items.

Corridor Encroachment

• Allowed Items: Only shoe racks are permitted in corridors, with a maximum width of 1.5 feet. They should not be placed opposite each other.

• Clearance Requirement: A minimum of 3 feet of clearance must be maintained in corridors for emergency equipment/medical stretcher, fire escape, and housekeeping trolley unobstructed movement .

• Prohibited Items: No other items should be kept in corridors to ensure free movement. This includes loose footwear (if a shoe rack is available), cycles, or any other items that could cause obstruction.

• Cycles: Must be kept in designated parking areas and not locked to corridor rails.

• Drying prohibited on corridor rails: Clothes, carpets and other items should be dried on the corridor rails.

Special Considerations

• Safety Measures: Residents should avoid walking with wet clothes or dripping water in corridors after swimming. Cycling, scootering, or skating is prohibited in corridors except for slow and careful entry and exit from homes.

• Lighting: Corridor lights should never be switched off by residents to ensure safety and security.

• Spills and Messes: In case of food spills by delivery personnel, report to the maintenance team immediately. During off-hours, residents are advised to clean the area in front of their homes to maintain safety and hygiene.

Enforcement

• Penalties: Intentional spillage or mess in corridors will incur a penalty of Rs.100 (minimum) per occurrence.

• Responsibility: Housekeeping staff will not be held responsible for any unintentional damage to furniture or doors due to difficulty in moving trolleys if the above protocols are not followed by residents.

• Resident Responsibility: Educate family members to keep corridors clean and free of scribbles or foot marks on walls. Respect neighbors' door entrance spaces and keep them clean for a healthy neighborhood.

Basement and Stilt Parking Cleanliness

General Maintenance

• Littering Prohibition: The basement should not be littered with any items. Residents are responsible for keeping the area clean.

• Cleaning Schedule: Unlike corridors, the basement or stilt parking does not have a shooter period of continuous cleaning and mopping schedule. Basement will get a dry cleaning once every week.

Deep Cleaning Schedule

• Frequency: The basement and stilt parking will undergo deep cleaning once every three months.

• Notification: Prior notification will be sent via the NBH app to inform residents of the cleaning schedule.

• Resident Cooperation: Residents are required to move their cars during deep cleaning to avoid dirt and water splashing on vehicles and to prevent unintentional damage.

Car Cleaning Guidelines

• Water Usage: Inform car cleaners not to splash or waste water in large areas during car washing.

• Water Clearance: Any puddles or stagnant water must be cleared by car cleaners. It is the resident's responsibility to ensure this is done to prevent mosquito breeding.

• Resident Responsibility: Ensure that car cleaners follow these guidelines to maintain a clean and safe environment.

Interior Debris and Parking Area

• Prohibited Items: Interior debris should not be discarded or stored in the car parking area. The parking area should be kept clean and clear of such items.

• Parking Protocols: Refer to the parking section of the sale deed for detailed protocols regarding parking areas.

Drain Maintenance

• Clogging Prevention: Basement drains must remain unclogged to prevent flooding.

• Resident Responsibility: Residents are advised not to throw garbage or small items into the drain holes to maintain proper drainage. Residents should also inform car cleaners about the same.

Common Area Cleanliness & Guidelines

Importance and Guidelines

• Hygiene Importance: Cleaning common areas is crucial for maintaining overall hygiene in the society and is a primary responsibility of every resident.

• Garbage Bins Usage: Garbage bins in common areas are only for dry waste. Residents should not dispose of wet or medical waste in these bins, as this complicates segregation, increased workload, and raises maintenance costs.

Pet Waste Management

• Pet Pee and Poop: Follow the guidelines outlined in the Pet Policy for handling pet waste.

  • If pets urinate on hard surfaces, dilute the area with water and apply a disinfectant for health and hygiene.

  • Pet poop should not be discarded in common area bins; doing so will incur a penalty.

  • Pet Area Restrictions: The 6-meter road at the West end of Vaishnavi Serene is strictly prohibited for pets due to uneven and muddy surfaces, which can lead to unhygienic conditions.

Food and Waste in Common Areas

• Eating in Common Areas: Avoid eating food in common areas. If spills occur, residents should clean them promptly.

• Food Disposal: Do not throw leftover food in common areas or feed stray animals or birds.

• Housekeeping Staff: A dedicated space will be allocated for housekeeping staff to have food.

Feeding Restrictions

• Feeding Prohibition: Strictly do not feed birds or pets in common areas. Feeding pigeons will incur a penalty.

Littering

• Littering Prohibition: Do not litter in common areas. Use dry garbage bins for dry waste only. Littering will incur a penalty.

Garbage Disposal

• Proper Disposal: Residents should dispose of garbage by placing it in bins and bags in the corridors as outlined in previous sections. Do not bring and throw garbage in large bins used for clearance, as these contain segregated waste.

Common Area Decorations and Posters

• Posters and Stickers: No posters or stickers should be affixed in common areas, including lifts. Any commercial activities must be approved by the Executive Committee.

Lift Maintenance

• Lift Hygiene: Lifts are not to be used for urination or defecation. Such activities will result in strict action and penalties.

Education and Awareness

• Community Involvement: Educate friends and family about keeping common areas clean, avoiding scribbles on exterior walls, not destroying plants or property, and not littering or pouring liquids.

• Fountain Maintenance: Keep fountains clear of debris to prevent valve and motor damage, which can lead to additional maintenance costs. Educate others, especially children, on this importance.

Plant Care

• Plant Protection: Do not pluck plants or flowers, and avoid littering them in common areas.

Special Restrictions and Permissions

• Fireworks, Stalls, Events: Any use of common areas for fireworks, stalls, or other activities requires prior permission from the Executive Committee and must follow relevant SOPs.

Penalty

• A minimum penalty of Rs. 100 will be imposed for any non-compliance with these guidelines, including but not limited to littering, feeding birds or pets in common areas, and other violations as specified for each occurance.

Scheduled Maintenance of Common Areas

Scope and Scheduling

• Areas Covered: Common areas, water tanks, terraces, extension platforms, pathways, roads, cobweb removal, glass skylights, garden areas, etc., will be cleaned as needed.

• Scheduling: Facility Management prepares a cleaning schedule based on requirements.

• Frequency and Assessment: Deep cleaning of exterior areas, water tanks etc will be scheduled periodically based on needs. Facility Management may use public calendars or other methods to share cleaning schedules.

• Water Usage: Only excess STP water will be used for such cleaning.

• Notification: Residents will be notified of planned cleaning activities in advance. 

Common Toilets and Shower rooms

• Scheduling: Housekeeping will clean the common toilets and shower room everyday and there might be multiple cleaning schedules in a day depending on the assessment.

• Residents are requested to keep such areas clean and hygienic by following the hygiene protocols that are followed at home.

Resident Feedback and Requests

• Reporting Issues: Residents can report common areas that need attention by filing a help ticket in the community management app, including a picture and exact location. Please note that the area might not get immediately attended due to lack of available man hours or if the area is already scheduled for clean-up in the upcoming days and for such tickets patience is requested.

Event Guidelines

• Event Cleanliness: Residents are recommended to avoid making a mess during events, especially avoiding spillages and other incidents that may require hard scrubbing or the use of heavy chemicals to restore the area. Such practices can deteriorate the surfaces, increase cleaning costs, and spoil the area over time requiring resurfacing. For more detailed guidelines refer Events SOP. The charges for cleaning post events may change based on the assessment.

Escalation Procedure

• Proper Escalation: Residents should follow the escalation procedure as prescribed by the Executive Committee, which may be revised annually.

Usage of STP & WTP Water

Authorized Use

• Housekeeping: Excess STP water will be used by housekeeping for all cleaning purposes.

Prohibited Use

• Residents: Residents are advised not to use or open STP water taps for any purpose.

• Children: Educate children that STP water is not suitable for playing or drinking.

Car Cleaning Guidelines

• Water Source: Car cleaners must use only STP water for car washing.

• Penalties for Non-Compliance: Using WTP water for car cleaning will result in strict actions and penalties.

Prohibited use of Common Area Equipments

General Prohibition

• Personal Use: Residents are strictly prohibited from using any common area cleaning equipment, liquids, chemicals, or trolleys for personal purposes.

• Executive Committee Policy: The Executive Committee does not permit the use of common resources for personal use.

Ownership and Service Scope

• Maintenance Payments: Maintenance fees cover only the services provided and do not imply any temporary ownership or exclusivity of housekeeping items.

Trolley Usage

• Prohibited Activities: Trolleys should not be used by residents for shifting household items or during move-in/move-out activities.

Penalty

• Strict actions or penalties will be taken if residents are found using common area cleaning equipment for personal purposes.

Contagious Disease and Precautions

Isolation and Notification

• Self-Isolation: In case of a contagious disease, residents should isolate themselves to prevent spread.

• Early Notification Request: The association requests that affected residents report their condition as early as possible to ensure assistance and protect the community.

Association Support

• Assistance: The association will attempt to assist the affected resident or family in possible ways.

• Precautionary Measures: The association may share precautionary measures as directed by health departments.

Compliance and Enforcement

• Compliance Requirement: Affected residents or flats must follow the shared guidelines.

• Non-Compliance: Failure to comply may result in the association informing relevant health departments for further action.

Adaptive Cleaning Guidelines

• Risk Assessment: Cleaning guidelines may be adjusted based on risk assessments and guidelines from health departments or government bodies.

Health Check Events

Event Organization

• Frequency and Purpose: The association may conduct free or paid health check events periodically. These events may serve a social cause or contribute to revenue generation.

Resident Participation

• Encouragement: Residents are encouraged to participate in these events to benefit from the health checks.

Event Scheduling

• Lead Submission: If residents have contacts or leads for health checkup services, they can reach out to the AWO (Association Welfare Officer) for Health and Hygiene.

• Executive Committee Approval: Events will be scheduled based on the Executive Committee's decision after reviewing the proposals.